President
- The President is the Chief Executive Officer and will preside/chair at all Board, and Annual/Special Meetings of Phoenix Recreation.
- Serve as spokesperson or shall designate an official representative of the Phoenix Recreation for the purpose of advancing the objectives and policies of Phoenix Recreation.
- Commission special or ad hoc committees when considered necessary.
- Delegate responsibilities to other Board Members or committees as required.
- Serve as an ex-officio member of all committees of Phoenix Recreation.
- Direct the activities of Phoenix Recreation in accordance with the goals and objectives of the Association.
- Ensure that all orders and resolutions are acted upon.
- Prepare and submit a written report of the activities of Phoenix Recreation at the Annual General Meeting.
Vice President
- Perform all duties of the President in his/her absence.
- Assist the President with other duties as required.
Secretary
- Act as the clerk at all Board Meetings, recording votes, attendance and proceedings.
- Give notice of all Board Meetings to all Board Members prior to each meeting.
- Prepares the agenda for each meeting in consultation with the President.
- Carry out the correspondence of Phoenix Recreation as directed by the Board of Directors.
- Prepare an orientation package for all new Board Members.
- Request reports from each committee for purposes of preparing and compiling the annual report for the Annual General Meeting.
- Give notice of the Annual General Meeting not less than 21 days prior to the meeting.
- Provide a list of the Board of Directors to the R.M. of Headingley on an annual basis.
- Maintain all records of Phoenix Recreation and ensure the safety of permanent files.
Treasurer
- Serve as the custodian of all monies of Phoenix Recreation and keep complete accounts of all the assets, liabilities, receipts and disbursements.
- Present a report as per financial policies at each board meeting.
- Prepare an annual budget to be presented to the Board of Directors prior to the Annual General Meeting.
- Submit the financial records for review on an annual basis.
- Monitor the monthly/yearly financial operations of the Community Club.
Canteen Coordinator
- Purchase all supplies for the canteen.
- Set prices for the canteen.
- Inventory all canteen supplies for the year end inventory.
- Ensure that the necessary floats are available for all events and programs as required.
- Submit monies to the Treasurer for deposit on a regular basis.
- Liaise with other program coordinators (Ball, Hockey, Nursery School, etc) to maintain an up to date list of volunteers
- Develop canteen schedule and distribute as required.
- Establish guidelines for canteen volunteers and post as required (e.g. cleaning, stocking, cash, etc)
- Orientate new canteen volunteers as required.
- Clean canteen cleanliness during canteen season, as well as pre season and post season.
Hockey Director
- oversees the Phoenix Hockey program
- organizes try outs and ensures player selections are done fairly
- ensures all team registrations are completed on a timely basis
- ensures all teams operate and complete league schedules
- monitors teams activities ensuring conformity with Association policies
- attends Assiniboine Park Hockey Association League meetings as required
- maintains communication between parents, players and coaches with respect to upcoming events, i.e. pictures, tournaments
- recruit coaching staff for each team
- maintains strong level of commitment towards player development
- provides canteen coordinator with a list of parents involved in the Phoenix Hockey program
- maintain up to date and accurate records of all players registered with Phoenix Recreation
- make recommendations to Phoenix Recreation Association on registration fees, equipment purchases, etc.
- ensure proper storage, collection and maintenance of al hockey equipment owned by Phoenix Recreation
- report any ice facility concerns to maintenance staff and/or Phoenix Recreation Association as required
Softball Convener
- oversee the Phoenix Minor Softball program
- advertise registration dates and register players
- ensure all team registrations are completed in a timely manner
- ensure all teams operate and complete league schedule
- Attend St. James Minor Softball meetings as required
- Maintain communications between parents, players and coaches with regarding to tournaments, clinics, tryouts, etc
- Recruit coaching staff as required
- Provide canteen coordinator with a list of parents involved in the Phoenix Ball program
- maintain up to date and accurate records of all players registered with Phoenix Recreation
- make recommendations to Phoenix Recreation Association on registration fees, equipment purchases, etc.
- ensure proper storage, collection and maintenance of all ball equipment owned by Phoenix Recreation
- report any diamond facility concerns to maintenance staff and/or Phoenix Recreation Association as required
Baseball Convener
- oversee the Phoenix Minor Baseball program
- advertise registration dates and register players
- ensure all team registrations are completed in a timely manner
- ensure all teams operate and complete league schedule
- Attend league meetings as required
- Maintain communications between parents, players and coaches with regarding tournaments, clinics, tryouts, etc
- Recruit coaching staff as required
- Provide canteen coordinator with a list of parents involved in the Phoenix Ball program
- maintain up to date and accurate records of all players registered with Phoenix Recreation
- make recommendations to Phoenix Recreation Association on registration fees, equipment purchases, etc.
- ensure proper storage, collection and maintenance of all ball equipment owned by Phoenix Recreation
- report any diamond facility concerns to maintenance staff and/or Phoenix Recreation Association as required
Youth Representative
- Provide a linkage between Headingley Youth and Phoenix Recreation
- Ongoing development of Youth programs and events
- Recruit Headingley Youth to volunteer for Phoenix Recreation programs and events
- Provide a youth perspective during decision making
Communications Director
- Manage and update website as required.
- Make recommendations to Board of Directors on links to website.
- Ensure that all policies regarding privacy legislation are followed.
- Promote availability of website to R.M. of Headingley
- Coordinate with secretary, the postings of meeting notices, meeting minutes, etc.
Special Events/Program Convener
ο Develop a yearly plan for program events
ο Recruit volunteers to assist with special events
ο Maintain accurate records of events
ο Network with other partnering organizations as appropriate