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Roles and Responsibilities President
Vice President
Treasurer
Secretary
Technical Coordinator
Interlock Coordinator
Mini Coordinator
Micro Coordinator
Communications Director (Publicist)
Head Referee
Equipment Manager
Field Scheduler
District Representative
Registrar
Webmaster
Metro Women's Soccer League (MWSL) Coordinator
Women's Coordinator
Spring League Coordinator
Volunteer Coordinator
Roles and Responsibilities For Age Level Coordinators
Semiahmoo Soccer Club is a non-profit society overseen by an elected Executive. The Executive is the overall policy making group for Semiahmoo Soccer Club; its primary responsibility is determining and maintaining the long range vision and direction of the Club. Executive members are elected for a 2-year term at the Club's Annual General Meeting, on an alternating annual basis. The organizational requirements of the Club are: President Overview
The President of the Club is elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club who demonstrates the following characteristics: intimate familiarity with youth and adult soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth and women's soccer; knowledge of the game of soccer; understanding of Club Policies; understanding of basic finances; ability to make informed decisions; confidence in representing Club interest to the membership; familiarity with the Club's Constitution; ability to manage; confidence in representing the Club in District and Provincial governing matters. Roles and Responsibilities - The President shall preside at all meetings of the Club Executive
- The President is the chief executive officer of the Club and shall supervise the other officers in the execution of their duties
- The President shall chair meetings, appoint committees with terms of reference, represent the Club at District and BCSA and other meetings as needed, and be chief spokesman for the Club
- The President shall assign positions to other Executive and Club members in consultation with them
- The President shall, from time to time, establish Committees to address issues of relevance to the Club
- The President shall have direct input into the establishment, maintenance and enforcement of all Club Policies; and, in the instance where conflicts arise with the governing provincial body and/or the district body, the President will rule on official Club Policy
- The President will, in conjunction with fellow executives, work to ensure that every member shall uphold the constitution and comply with the policies and procedures of the Club
Vice President Overview The Vice President of the Club is elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: intimate familiarity with youth and women's soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth and women's soccer; knowledge of the game of soccer; understanding of Club Policies; understanding of basic finances; ability to make informed decisions; familiarity with the Club's Constitution; confidence in representing Club interests to the membership; ability to work cooperatively in a group setting. Roles and Responsibilities - In the absence of the President, the Vice President shall preside at all meetings of the Club Executive and its members
- The Vice President shall assist the President in the supervision of Executive members in the execution of their duties.
- The Vice President shall, in conjunction with the President, establish Committees to address issues of relevance to the Club.
- The Vice President shall assist with input into the establishment, maintenance and enforcement of all Club Policies.
- The Vice President will, in conjunction with fellow executives, work to ensure that every member shall uphold the Constitution and comply with the established policies and procedures of the Club.
Secretary Overview The Secretary of the Club is elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: intimate familiarity with youth soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth soccer; knowledge of the game of soccer; understanding of Club Policies; understanding Robert's Rules of Order; ability to make informed decisions; familiarity with the Club's Constitution; familiarity with the Club's reporting responsibilities to governing bodies; ability to work cooperatively in a group setting. Roles and Responsibilities - receive the correspondence of the Club;
- issue notices of meetings of the Club Executive and members;
- keep minutes of all meetings of the Club Executive and members; and
- have custody of all records and documents of the Club except those required to be kept by the treasurer and registrar; and
Treasurer Overview The Treasurer of the Club is elected bi-annually at the Club's Annual General Meeting. This role is for a member of the Club that demonstrates the following characteristics: intimate familiarity with youth and women's soccer in South Surrey; commitment to fulfilling the needs and requirements of youth and women's soccer; rudimentary knowledge of soccer; understanding of Club policies; understanding of generally accepted accounting principles (GAAP); familiarity with the Club's Constitution; familiarity with Society Act of British Columbia; ability to make informed decisions; confidence in representing the Club's interests to the membership; ability to work cooperatively in a group setting. Roles and Responsibilities - keep such financial records, including books of account, as are necessary to comply with the requirements of the District, the BCSA and the Society Act of British Columbia;
- present financial statements, with correspondence from an independent accountant when required, to the members and others, at the annual general meeting, or when required; present financial statements to the Executive on a quarterly basis;
- issue cheques, co-signed by the president, vice-president, treasurer or secretary; no less than monthly; ensure such cheques have sufficient supervisory and budget approval;
- prepare deposits of receipts;
- develop internal controls as necessary to safeguard the Club's financial assets;
- prepare and present an annual budget to the Club's Executive and membership;
- render a report to the Club's Executive, members and others, at the annual general meeting, which discusses among other things; annual budgets; annual financial statements, and budget variances;
- ensure filing requirements of the District, the BCSA and the Society Act of British Columbia are fulfilled by necessary deadlines;
- liase with Director of Equipment on the preparation of an annual equipment budget and five year rolling budget for equipment; and
- make recommendations to Club's directors: to reduce Club's cost structure and improve internal controls
Technical Coordinator - Player and Coach Development Overview The Technical Coordinator is appointed annually by the Executive. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: intimate familiarity with youth and women's soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth and women's soccer; knowledge of player and coach development program administration; understanding of Club Policies; ability to work cooperatively in a group setting; ability to communicate clearly and inspire others. Roles and Responsibilities - Arrange coach certification courses.
- Assure coaches are aware of the Club's expectations.
- Track coaches training to assure they are bettering themselves on behalf of the Club.
- Work with mini/micro player and interlock coordinators and the Technical Director to establish a consistent development program throughout the Club's.
- Foster a good working relationship with hired development trainers.
Interlock Coordinator (U11 - U18) Overview The Interlock Coordinator (U11-U18) is elected bi-annually at the Cub's Annual General Meeting. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: intimate familiarity with youth soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth soccer; thorough knowledge of the game of soccer; understanding of Club Policies and Procedures; ability to work cooperatively in a group setting; ability to communicate clearly and inspire others. Roles and Responsibilities - Oversee coordinators within the U11-U18 age groups.
- Supply coordinators with pre-season coaches' packages i.e. coaches manual, etc
- Chair start of season coordinators' meeting.
- Assist U11-U18 coordinators in resolving issues within their age group.
- Act as intermediary between coordinators and the Executive.
- Relay field scheduling from the Field Scheduler to coordinators.
- Provide coordinators with season schedule.
- Work with the (Player and Coach Development) Technical Coordinator and Technical Director to establish a consistent development program throughout the Club.
Mini Coordinator (U8 - U10) Overview The Mini Coordinator (U8 - U10) is elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: intimate familiarity with youth soccer in South Surrey; commitment to fulfilling of the needs and requirements of mini (youth) soccer; understanding of Club Policies; ability to work cooperatively in a group setting; ability to communicate clearly and inspire others. Roles and Responsibilities - Oversee coordinators within the U8 - U10 age groups.
- Supply U8, U9, U10 coordinators with pre-season coaches package i.e. coaches manual, etc.
- Chair start of season mini coordinators' meeting.
- Assist U8 - U10 coordinators in resolving issues within their age group.
- Act as an intermediary between U8 - U10 coordinators and the Executive.
- Relay field scheduling from the Club's Field Scheduler to the U8 - U10 coordinators.
- Provide coordinators with season schedule.
- Work with the Technical Coordinator and Technical Director establish a consistent player and coach development program for U8 - U10 age levels.
- Ensure U8 - U10 coaches are aware of the Club's expectations.
- Track coaches training to assure they are bettering themselves on behalf of the Club.
- Assign coaches to U8 - U10 mini teams.
Micro Coordinator (U6 - U7) Overview The Micro Coordinator (U6 - U7) is elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: intimate familiarity with youth soccer in South Surrey; commitment to fulfilling of the needs and requirements of mini (youth) soccer; understanding of Club Policies; ability to work cooperatively in a group setting; ability to communicate clearly and inspire others. Roles and Responsibilities - Oversee coordinators within the U6 - U7 age groups.
- Supply U6, U7 coordinators with pre-season coaches package i.e. coaches manual, etc.
- Chair start of season micro coordinators' meeting.
- Assist U6 - U7 coordinators in resolving issues within their age group.
- Act as an intermediary between U6 - U7coordinators and the Executive.
- Relay field scheduling from the Club's Field Scheduler to the U6 - U7coordinators.
- Provide coordinators with season schedule.
- Work with the Technical Coordinator and Technical Director establish a consistent player and coach development program for U6 - U7 age levels.
- Ensure U6 - U7 coaches are aware of the Club's expectations.
- Track coaches training to assure they are bettering themselves on behalf of the Club.
- Assign coaches to U6 - U7 micro teams.
Head Referee Overview The Head Referee is elected bi-annually at the Club's Annual General Meeting. This position is dedicated to representing the Club as the official contact for external and internal parties regarding the laws of the game of soccer and the referees that enforce them. This role is typically fulfilled by a member of the Club who demonstrates the following characteristics: intimate familiarity with youth and women's soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth and women's soccer; thorough and current understanding of the laws of the game of soccer and an awareness of how they are to be enforced; understanding of Club Policies and Procedures; ability to work cooperatively in a group setting; ability to communicate clearly and inspire others. Roles and Responsibilities - Complete and maintain a roster of the Club's referees including:
- Name, address, phone, e-mail
- Age
- Referee Class
- Create opportunities to transfer knowledge concerning soccer rules designed to enhance all Club members' understanding of the game including:
- Information for a page on the Club's website
- Provide information to applicable Club members regarding available referee programs
- Create on-site programs when appropriate including:
- ° Annual Referee Refresher Training Sessions
- ° Class 3,4,5 Training Sessions
- ° Coaches Awareness Sessions
- Provide adjudication for the Club's Referees
- Develop a mentoring program for new/young referees
Equipment Manager Overview The Equipment Manager(s) are elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club who demonstrates the following characteristics: familiarity with youth and women's soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth and women's soccer; good knowledge of wholesalers and retailers of sports equipment and apparel; understanding of Club Policies and Procedures; ability to work cooperatively in a group setting; ability to negotiate with suppliers. Roles and Responsibilities - Ensure that the Club's players have a uniform in good condition.
- Perform an annual review of equipment and make recommendations to the Executive regarding procurement of equipment, and current and future requirements(in alignment with annual budgets)
- Ensure that the Club's teams have equipment in good working order i.e. balls that are clean and hold air.
- Facilitate distribution and return of team equipment.
- Maintain and restrict access to the Club's equipment section of the Rotary Field House
Communications Director (Publicist) Overview The Communications Director is elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club who demonstrates the following characteristics: intimate familiarity with youth and women's soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth and women's soccer; knowledge of print and digital communication processes; understanding of Club Policies and Procedures; ability to work cooperatively in a group setting; ability to communicate clearly and inspire others. Roles and Responsibilities - develop content for the Club's e-newsletter
- liaison with registrar to ensure registration dates are published in local papers well in advance of established deadlines
- publication of rep team tryout and AGM dates and information in local papers and on website
- communicating with Web-master, making sure all contacts are correct and updated.
Field Scheduler Overview The Field Scheduler is elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: intimate familiarity with youth and women's soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth and women's soccer; thorough knowledge of field facilities and logistics in South Surrey; understanding of Club Policies and Procedures; ability to effectively communicate and work cooperatively in a group setting and with Surrey and White Rock Parks staff. Roles and Responsibilities - To represent the Club's's interests as it pertains to field access in South Surrey and White Rock
- To liaise with City of Surrey and White Rock Parks Operations personnel in coordinating access for the Club's youth and women's soccer needs
- Report to the Club's Executive on matters pertaining to field allocation and field facilities developments in South Surrey and White Rock.
District Representative Overview The District Representative is elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: familiarity with youth soccer in South Surrey, South District and other Lower Mainland Districts and Leagues; commitment to fulfilling of the needs and requirements of youth soccer; understanding of Club and District Policies; ability to work cooperatively in a group setting; ability to communicate clearly and inspire others. Roles and Responsibilities
- Regular attendance at South District Girls' Soccer Association (SDGSA) Executive meetings
- Presentation of verbal or written report of SDGSA Executive meeting issues to the Club's Executive in advance of regularly-scheduled Club Executive meetings, and/or as required.
- Primary point of contact between Semiahmoo Soccer Club Executive/Members and South District
Volunteer Coordinator Overview The Volunteer Coordinator is appointed annually by the Executive. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: familiarity with youth soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth soccer; basic knowledge of the game of soccer; understanding of Club Policies and Procedures; a solid working knowledge of email communication; ability to work cooperatively in a group setting; ability to communicate clearly and inspire others. Roles and Responsibilities - Will actively solicit volunteers from within the Club's member database in order to fulfill the operational requirements as deemed necessary by the executive and/or its membership.
- Will maintain an annual list of volunteers as it pertains to the Parent Participation Fee program.
- Encourage and work to promote volunteer participation at all levels, as needed within the Club.
Women's Coordinator Overview The Women's Coordinator is elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: familiarity with soccer in South Surrey and the Fraser Valley; commitment to fulfilling of the needs and requirements of women's soccer; understanding of Club Policies and Procedures; ability to work cooperatively in a group setting; ability to communicate clearly and inspire others. Roles and Responsibilities - To maintain communications between the Semiahmoo Soccer Club and the representatives and players from the women's program.
- To promote Semiahmoo Soccer Club activities and Club participation among the representatives and players in the women's program.
- To represent the interests of the women's program within the foundation of the Semiahmoo Soccer Club.
- To identify the contributions made to the Semiahmoo Soccer Club by the members of the women's program
- To administer and oversee women's team formation in coordination with the Club's Women's Metro Soccer League Coordinator
Metro Women's Soccer League (MWSL) Coordinator Overview The MWSL Coordinator is elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: familiarity with soccer in South Surrey and the Fraser Valley; commitment to fulfilling of the needs and requirements of women's soccer; understanding of Club Policies and Procedures; ability to work cooperatively in a group setting; ability to communicate clearly and inspire others. Roles and Responsibilities - To maintain communications between the Semiahmoo Soccer Club and the MWSL.
- To promote Semiahmoo Soccer Club women's team participation within the MWSL.
- To represent the interests of the Club's women's program within the the MWSL
- To administer and oversee the Club's women's program development in coordination with the Club's youth program, the Club's Technical Director and the MWSL
Registrar Overview The Registrar is appointed annually by the Executive and is a paid position. This role is typically fulfilled by someone who demonstrates the following characteristics: familiarity with youth soccer in South Surrey; familiarity with registration databases and attendant management of them, an understanding of Club Policies and Procedures; a solid working knowledge of email communication; ability to work cooperatively in a group setting; ability to communicate clearly and respond quickly to the Club's information requirements. Performance and remuneration are reviewed and set annually. Responsibilities - maintain the register of members on a current basis, and ensure any such databases are adequately safeguarded and backed up
- complete and make the Club's member and team registration and permit information available to the South District Girls Soccer Association, Girls Metro Soccer League, Metro Women's Soccer League and BCSA as and when required by these organizations
- ensure that prospective Club members' registration applications are processed in a timely manner and are accurately and completely maintained
- ensure that registration fees, uniform deposits, parent participation and any other Club fee payments are received and forwarded to the Club Treasurer on a timely basis
- ensure that coach and player identification cards are prepared and issued as and when required, in accordance with district and league requirements
Webmaster Overview The Web Master is elected bi-annually at the Club's Annual General Meeting. This role is typically fulfilled by a member of the Club who demonstrates the following characteristics: reasonable familiarity with youth and women's soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth and women's soccer; knowledge of website maintenance and internet communications; ability to work cooperatively in a group setting; an ability to communicate clearly and inspire others. Roles and Responsibilities - maintain the Club's website
- liaise with the Executive and other appointed members to ensure that the information contained in the Club's website is current, accurate and projects a professional image of the Club
Spring League Coordinator Overview The Spring League Coordinator is appointed annually by the Executive. This role is typically fulfilled by a member of the Club whom demonstrates the following characteristics: good familiarity with youth soccer in South Surrey; commitment to fulfilling of the needs and requirements of youth soccer; knowledge of player development program administration; understanding of Club Policies; ability to work cooperatively in a group setting; ability to communicate clearly and inspire others. Roles and Responsibilities - Oversee the overall planning and administration of the Club's Spring League
- Communicate Spring League needs and results to the Club Executive on a regular basis
- Work in close cooperation with the Volunteer Coordinator, Field Scheduler, Micro, Mini and Interlock Coordinators, Head Referee and Technical Staff
- Ensure that volunteers are adequately utilized and directed to ensure the smooth operation of the Spring League
- Ensure that coaches and parents are adequately informed as to the planned operation and scheduling of the Spring League
Roles and Responsibilities For Age Level Coordinators The intent of the following is to give the Coordinators an awareness of what is required to be successful in the Club. There are many activities and roles that the Club asks the Coordinators to be aware of and to commit to before taking on the job as coordinator for an age group. A successful coordinator in the Club will: - Have a good working relationship with the current (Executive member) coordinator responsible to their specific age group.
- Structure teams based on the Club's Policy and Procedures, direction of player and coach development support, and information that is provided by the Registrar.
- Be aware of the rules and regulations regarding placement of players as per the Club's Policy and Procedures, and report player/team changes immediately to the Registrar.
- Have read and understand the Club's Coaches Code of Conduct.
- Have read and understand the Club's Rules and Regulations specific to their age group.
- Have the ability to communicate with all teams in their age group via e-mail.
- Advise the Registrar of any team roster changes (i.e. child quits) as there may be a waiting list.
- Be aware of registration policies regarding refunds.
- Thoroughly read and be prepared to reply or forward all Club correspondence within 48 hours of receiving.
- Carry to games (or have access to) a cellular phone to communicate last second changes to respective teams.
- Know the field closure phone number (604-501-5000); check field status and advise teams before noon on Friday.
- Support and follow the direction of the Player and Coach Development Program for the Club.
- Ensure that each coach is given an awareness of, and exposure to, the Club's development programs that are available to them.
- Initiate and chair coaches meetings as necessary (start of season, pre-jamboree, end of season wrap-up, etc.).
- Attend, or have a representative attend, all of the Club's Coordinator meetings.
- Attend, or have a representative attend, the Club's Annual General Meeting.
- Prepare a year-end report on the season specific to their age group. The Report will include number of teams and players, any highlights (positive and negative), and improvement suggestions for next season.
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