PURPOSE
The purpose of this document is to define the roles and responsibilities of the Halifax Skating
Club Board, Affiliates, and Committees.
The Halifax Skating Club Board of Directors, Affiliated Positions and Committees are composed of
the following positions:
Executives
President
Vice President
Treasurer
Secretary
Board of Directors
Past President
Members at Large (Assigned to Committee Chairs as needed)
Coaches Representative
Administrative (Uplifter) Chair
Assessment Chair
Awards/Hospitality Chair
Social Media/Communications Chair
Affiliated Positions
Program Director (Canskate Admin and StarSkate Academy Director of Development)
Committees
Award and Appreciation Banquet Committee
Club Gear Committee Chair
Diversity and Inclusion Committee
Fundraising Committee
Ice Show Committee
Nominations Committee
Volunteer Committee Chair
Executive Roles and Responsibilities
President
The President acts as the lead representative and first point of contact for the HSC.
Duties:
- Chair monthly board meetings
- Develop a schedule and location for monthly board meetings in conjunction with other board members.
- Develop the meeting agenda in consultation with Secretary
- Bring proposed plan, schedule and budget to the Board for approval and motion
- Cooperate with arena management re. any issues that arise regarding behaviour of participants and coaches.
- Handle conflict resolution with any major club issues (skaters, coaches, parents, offiicials and etc)
- Reply to all inquiries to the President Email Account
- Act as the liaison between HSC and other clubs, NS Section, Skate Canada
- Cooperate with coaches, guest coaches and coaches liaison on all matters regarding the workings of the skating programs
- Register club, club executives and section officials with Skate Canada and Skate NS
- Working with the program director, oversee the hiring, resignation, and termination of coaches
- Sign arena contracts
Vice President
In the absence or disability of the President, the Vice President performs the duties and
exercises the powers of the President, and will perform such other duties as may from time to
time be established by the Board.
Duties:
- Schedule and plan the Annual General Meeting
- Reply to all inquiries to the Vice President Email Account
- Liaise with the Board of Directors, Program Director and Coaches Representative on amendments to Coaches Definitions and present document to the Board for annual approval
- Working with the program director oversee the hiring, resignation, and termination of coaches
- Present amendments to the HSC Board of Directors and Committees Policy and present document to the Board for annual approval
- Is the custodian of the key to the storage locker
Treasurer
The Treasurer looks after all HSC financial matters.
Duties:
- Monitor budget and advise Board on financial status of HSC on a monthly basis
- Attend monthly HSC Board meetings
- Handle all accounting and banking transactions e.g. paying bills, issuing credits that are not are not handled through uplifter
- Prepare annual operating budget
- Keep records of fundraising /Program Assistant Credits and provide statements as needed
- Provide an annual financial report to the HSC Board at the AGM
- Work with the President and Program Director on schedule and budgeting of programs
Secretary
The Secretary is the notetaker and record keeper and is in charge of all routine correspondence
for HSC.
Duties:
- Take minutes of all Board Meetings and upload to HSC Board Google Classroom (within a week if possible)
- Prepare copies of Minutes of previous year's AGM for current year's AGM
- Prepare an annual Notice of Annual General Meeting which must be delivered to every member at least 15 days in advance of the AGM. The Program Director can provide a list of members and the Nomination Committee will provide names of nominees who have agreed to run for office
- After the AGM, prepare a listing of names, addresses, emails, and phone numbers of all Executive, Board and Committee members and distribute them to all board members and coaches.
- Prepare a phone/email list, copy and distribute to Skate Canada and Skate Nova Scotia The President will submit formal triplicate documents as required by Skate Canada.
- Maintain club resources (Minutes, Constitution, Rules of the Ice, Policies, Awards etc) in the Board of Directors Google Classroom
- Prepare an annual calendar of club meetings and publish to the Board with Zoom Meeting details.
- Send out Board Meeting reminders with proposed agenda
Board of Directors Roles and Responsibilities
Past President
The past President provides support and advice to the President. (Note: This is an automatic
position assumed by the outgoing President)
Duties:
- Attend monthly HSC Board meetings
- Assist current President
Member at Large
A member at large is a voting member of the Board whose duties and responsibilities are not
fixed but instead vary according to the needs of the association and as directed by the other
officers of the board. The executive Board reserves the right to limit the number of Board
Members at Large. (Members at Large is limited to 4 positions)
Duties:
- Attend monthly HSC Board Meetings
- Fill Committee Chair positions as needed
Coaches Representative
The coaches representative will liaise with the Board of Directors and coaches to help determine
the needs of the club and coaches and to ensure a good working relationship between the club
and its coaches. .This position is voted on yearly by HSC coaches
Duties:
- Attend monthly HSC Board Meetings
- Liaison between the HSC Board and the coaches
- Discuss suggestions and/or problems with the coaches during season
- Bring forward suggestions and/or problems from coaching staff during season to the Board of Directors
- Consult with Program Director on coaching staff needs and bring recommendations to the Board for approval of new coaches
- Encourage the club coaches to keep up-to-date with the NCCP and other coaching programs
- Working with Program Director Interview and recommend new coaches to the Board of Directors for approval
Administrative (Uplifter) Chair
The Administrative Chair is responsible for updating the programs and products available in
uplifter. The Administrative Chair will be fulfilled by a Board Member at Large.
Duties:
- Liaise with the Program Director and update/maintain Uplifter as required for CanSkate and Academy Programs
- Liaise with the Awards and Hospitality Chair and update/maintain Uplifter products as required for club events
- Liaise with the Fundraising Committee Chair and update/maintain Uplifter products as required for club fundraising
- Liaise with the Club Gear Committee Chair and update/maintain Uplifter products as required for club gear
- Ensure info on website is accurate and up to date
- Controls Uplifter permissions for the board members
Assessment Chair
The Assessment Chair is responsible for setting up assessment days, obtaining
evaluators/judges/adjudicators, preparing test sheets and forwarding test results and fees to the
Skate Canada national office.
Duties:
- Attend monthly HSC Board Meetings and provide a report on assessment activities
- Know the Skate Canada rules concerning test days, obtaining officials and record keeping
- Organize a draft schedule for assessment days
- Liaise with Club Coaches
- Organize assessment day (music, evaluator hospitality, ice captain)
- Record results of all assessments on summary sheets and mail to the Skate Canada national office;
- Organize assessment related finances, e.g skater assessment fee invoices, , validating that skater fees have been paid and ensure fees are submitted to Skate Canada
- Encourage club members to become judges/evaluators
- Encourage trial judging/evaluating and attendance at evaluator training clinics;
- Maintain close contact with Section Judges Evaluators Chairperson and/or Judge Bureau concerning club and centralized test days.
- Order Gold and Diamond Pins to be awarded at the Annual Awards Banquet
- Provide list of Gold and/or Diamond recipients to the Awards/Hospitality Chair
Awards/Hospitality Chair
The Awards and Hospitality Chair is responsible for organizing the club social events and
organizing hospitality as requested by the Board.
Duties:
- Attend monthly HSC Board meetings and provide a report on activities
- In conjunction with the HSC Board and HSC coaching staff organize club social events including a winter and summer PA event
- Perform the role of Committee Chair for the Annual Awards and Appreciation Banquet
- Arrange for food/drinks for assessment days, competitions, seminars and meetings as requested by the Assessment Chair or HSC Board
- Work with the Coaches Representative to oversee the Section and Club Award Nomination process
- Order club awards as requested by the Board of directors
CANSkate Chair
The CanSkate Chair is the liaison between the CanSkate Program Director and the members of
the CANSkate Program (parents and skaters).
Duties:
- Attend monthly HSC Board meetings
- Act as a liaison for skaters parents wishing to discuss the program or input suggestions
- Assist the recreation program administrator with registration, and distribution of information as needed.
Social Media and Communications Chair
The Social Media and Communications Chair is responsible for keeping club members informed
of all activities and promoting the club and the club's activities in the community.
Duties:
- Attend monthly HSC Meetings and provide a report on activities
- Update and maintain website, facebook, instagram and youtube channel
- Answer facebook and instagram messages; consult the Program Director and Board as needed
- Produce promotional materials
- Publicize and promote membership, club activities and programs
- Provide the Section publication with regular news items on the club and its skaters
- Send email communications to membership as directed by the Board of Directors
- Ensure info on website is accurate and up to date
Affiliate Roles
Program Director (CANSkate Program Director/Director of
Development)
The Program Director is a paid position and is hired by the Board of Directors. The Program
Director is responsible for organizing all activities related to the CANSkate, STARSkate, and Skater
Development programs.
Duties:
- Attend the monthly HSC Board Meetings
- As CanSkate Program Director administer all aspects of HSC skating program under CANSkate including:
- Schedule Academy Sessions
- Compile class lists
- Produce name tags and master lists
- Produce communications and notices
- Maintain a file on each skater
- Purchase supplies and submit receipts
- Produce report cards for each skater
- Record music for Canskate and Jr. sessions
- Organize warm up games and special days
- Process Skate Canada memberships through uplifter for skaters and Program Assistants.
- Be responsible for individual membership in Skate Canada
- Advise the Club Executives regarding changes in membership rules and fee structure
- Be responsible for all matters concerning club membership
- Pick up mail and forward to appropriate person weekly
- Answer phone, email, facebook and instagram messages
- Organize coaches for Canskate and Jr. Academy sessions in consultation with the Board
- Scheduling of CanSkate, Stroking and Off-Ice Coaches
- Train and coordinate Program Assistants
- Record PA hours, issue credit memos and provide a report to the Treasurer
- Attend to registration but not organize it; Liaise with Administrator (Uplifter) Committee Chair as required
- Ensure info on website is accurate and up to date
- As Director of Development administer all aspects of HSC academy program under STARSkate including:
- Maintain/update the Skaters Code of Conduct
- Ensure appropriate sanctions are obtained from Skate NS
- Check coaches' qualifications as per Rule 2402 Standards for Coaches:
- Check coaches' membership fees as per Rule 2401 Registration
- Be Familiar with the Code of Ethics for Coaches and the Ethics for Club/Coach Relationships
- Liaise between arena management and HSC executive board
- Book ice time as required and approved by the HSC by MOTION for test days, competitions, ice shows, skater development days, Program assistant training days, demonstration days and clinics
- Inform coaches of any changes or additions to the ice schedule
- Organize Ticket Ice with Coaches
- Provide the Coaches Representative with information concerning competitions, seminars, technical packages, etc. that the club may receive from the SkateCanada or NS Section office
- Interview and recommend new coaches to the Board of Directors for approval
- Discuss suggestions and/or problems with the coaches during season
- Monitor potential changes to the ice schedule
- Post “Rules of the Ice” on Club bulletin boards.
Committee Chair Roles
Committee Chairs may recruit members to serve on their respective committees. Committee
members must be submitted to the Board of Directors for approval.
Awards and Appreciation Committee Chair
The Annual Awards and Appreciation Committee Chair is responsible for planning and organizing
the annual club banquet. The Board of Directors and Coaches will recruit an Awards and
Appreciation Committee Chair annually.
Duties:
- Prepare a monthly report to be submitted to the Board of Directors when the Committee is active
- Maintain a manual for the procedures related to organizing the annual banquet
- Research venues and costs and present suggestions to the Board of Directors for approval (The Annual Banquet is scheduled to occur the second Saturday of June)
- Determine banquet ticket prices and present to the Board of Directors for approval
- Plan banquet menu
- Plan banquet order of events, decorations and presentations
- Organize all banquet logistics
- Provide Administrative (Uplifter) Committee Chair with banquet ticket information to be uploaded into uplifter
Club Gear Committee Chair
The Club Gear Committee Chair is responsible for sourcing, pricing, and organizing the ordering
of club gear throughout the season.
Duties:
- Prepare a monthly report to be submitted to the Board of Directors
- Maintain a manual for the ordering process of club gear
- Liaise with the Program Director and Coach Representative to determine club gear needs and appropriate club gear options
- Club Gear
- Program Assistant Only Gear
- CANSkate Coach Only Gear
- Club Coach Only Gear
- Bring club gear recommendations to the Board of Directors for approval
- Provide Administrative (Uplifter) Committee Chair with club gear product information to be uploaded into uplifter
- Order gear from suppliers as required
- Work with embroider as required
- Maintain financial records and submit all receipts to Treasurer for reimbursement
Fundraising Committee Chair
The fundraising chair is responsible for organizing fundraising activities for the Club.
Duties:
- Prepare a monthly report to be submitted to the Board of Directors
- Maintain a manual on the procures for fundraising
- Organize and supervise fundraising activities (e.g. bake sales, skate/costume swaps)
- Have a knowledge of Skate Canada's rules regarding corporate sponsorship
- Canvas individuals and businesses for corporate sponsor donations under the direction of the HSC Board
- Ensure Treasurer is provided with fundraising credit status after each event
Ice Show Committee Chair
The Ice Show Committee Chair is responsible for planning and organizing the annual club ice
show in collaboration with the Bedford Skating Club Ice Show Chair. The Board of Directors and
Coaches will recruit an Ice Show Committee Chair annually.
Duties:
- Prepare a monthly report to be submitted to the Board of Directors when the committee is active
- Maintain a manual on the procedures for ice show planning
- Liaise with the Program Director to determine date for annual ice show
- Determine show theme and program layout (group/solo routines) and present to the Board for approval
- Work with the Program Director and Coach Representative to determine Coaches involvement including compensation
- Prepare an ice show budget to be presented to the Board of Directors for approval
- Organize and lead Ice Show Committee Volunteers
- Ticket sales
- Costumes/Props/Decorations
- Order of Events
- Fundraising and 50/50
- Concession
- Lighting and Music
- Promotional Materials/Programs
- Liaise with Social Media/Communications Chair for required communications
- Maintain financial records and submit all receipts to Treasurer for reimbursement
Inclusion and Diversity Committee Chair
The Inclusion and Diversity Committee Chair is responsible for assisting the Board of Directors
and other Club Committees in ensuring that inclusion and diversity are at the forefront of the
clubs operations and communications.
Duties:
- Assist the Social Media/Communications chair with translations if necessary
- Assist the Program Director with translations if necessary
- Bring suggestions of inclusion and diversity to the Board of Directors
Nomination Committee Chair
The Nomination Committee will recruit nominees based on the skills and characteristics needed
to fulfill current open positions on the Board of Directors and Committees. The Committee Chair
will be filled by the current Vice President or a Director at Large if the Vice President position is
open.
Duties:
- Prepare a monthly report to be submitted to the Board of Directors when the committee is active
- Maintain manual for nomination committee procedures
- Maintain records of Board and Committee terms and upcoming election dates
- Liaise with current Board and Committee members on their intent to complete their current term or re-run for their current position
- Liaise with the Social Media/Communications chair to promote open Board and Committee Positions
- Recruit individuals to fill open Board and Committee Chair
- Submit to the Board of Directors the list of nominees who wish to run for office at the August HSC Board Meeting
Volunteer Committee Chair
The Volunteer Committee Chair is responsible for promoting, recruiting and organizing other
volunteer opportunities that aren’t covered by another committee.
Duties:
- Prepare a monthly report to be submitted to the Board of Directors.
- Liaise with the Board of Directors, Program Director, and Coaches Representative to determine volunteer opportunities
- Liaise with the Social Media/Communications Committee Chair to promote volunteer opportunities
- Liaise with the Administrative (Uplifter) Committee Chair to add volunteer opportunities into Uplifter.
- Current List of Volunteer Opportunities
- CanSkate
- Committee member present to greet skaters and families and answer questions
- CanSkate Registrations
- Rink Attendants - Create and handout CanSkate Level Badges and Certificates
- Organize a Skate/costume swap day
- Music Monitor for Bronze, Silver and Open Sessions
- Ice Captain for Simulation Days
- Organize a Committee for Club Competition Day
