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Board

Upcoming

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  • 1
WHA Board Meeting
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  • Jan
  • 5
WHA Board Meeting
  • 7:00pm- 8:00pm (CST) Ical_event_icon
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  • Feb
  • 2
WHA Board Meeting
  • 7:00pm- 8:00pm (CST) Ical_event_icon
  • WIA
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WHA Board of Directors Detailed Job Descriptions

(In alphabetical order after the officers' positions)

President

The President is the primary leader of the WHA. His/her responsibilities will include, at a minimum, the following items:

  • Preside over WHA Board of Director’s meetings
    • Agendas
    • Time and place, etc.
  • Provide the primary “public face” of the Board to the Association through regular communications and interactions with Association members
  • Participate in District 6 meetings as defined by the District Leadership
  • Provide direction to Board Members, as appropriate.
  • Set the priorities and primary goals for the Board of Directors on an annual basis.
  • Ensure that the day-to-day operations of the Association are carried out in an effective manner.
  • Be present at appropriate Association events


Vice President

The Vice President supports the president in his/her role as the primary leader of the WHA. His/her responsibilities will include, at a minimum, the following items:

  • Fulfill the responsibilities of the President in the event that the President is unavailable
  • Manage/Maintain the WHA Association Guidebook
  • Preside over annual WHA Board of Director elections
  • Be present at appropriate association events
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors

Secretary/Registrar

The Secretary/Registrar is responsible for the record keeping for the WHA. His/her responsibilities will include, at a minimum, the following items:

  • Manage/oversee the annual player and team registration process.
  • Take notes at all Board Meeting and provide minutes to the Board as well as on the website.
  • Perform primary leadership duties of the Association in the absence of the President or Vice President
  • Communicate with District 6 Registrar on a regular basis
  • Oversee the responsibilities of the Tournament Coordinator Key Volunteer position. 
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors


Treasurer

The Treasurer is responsible for the financial viability of the WHA. His/her responsibilities will include, at a minimum, the following items:

  • Maintain the WHA bank accounts
  • Manage the distribution of WHA funds
  • Manage the collection of fees/funds as part of registration
  • Manage the collection of funds in conjunction with the Marketing/Fundraising Coordinator
  • Ensure that the appropriate tax filings occur, and that the nonprofit status remains in place
  • Establish an annual budget for each fiscal year, and monitor revenue and expenditures against that budget
  • Provide monthly updates to the WHA Board to include P&L and Balance Sheet
  • Oversee the responsibilities of the Volunteer Coordinator Key Volunteer position.
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors

ACE Coordinator

The ACE Coordinator is responsible for the overall Hockey Development Program in the WHA. His/her responsibilities will include, at a minimum, the following items:

  • Recruit and lead the Hockey Development Committee, as described in the WHA Guidebook
  • Create and maintain the development program for all players in the WHA.
    • On-ice
    • Off-ice
    • In-season
    • Off-season
    • Clinics
  • Make recommendations for all coaches at each level, through a defined selection process.
    • Proof of proper certification
    • Interviews
    • Review of qualifications, etc.
  • Establish a WHA coach development process to include additional instruction, etc.
  • Coordinate the tryout process at the competitive levels as defined in the WHA Guidebook to include:
    • Tryout dates and administration
    • Tryout rules
    • Selection of tryout judges
    • Clear rules of selection (criteria)
    • Clear rules of communications with parents
    • Grievance process for tryout results
  • Take ownership of the Hockey Development Program portions of the WHA Guidebook
  • Provide tools to coaches at each level to ensure quality hockey programs are being run at each level.
  • Ensure that WHA teams are competing at the right level in D6. Make those recommendations to the Board.
  • Ensure consistency with USA Hockey philosophy and teaching
  • Attend as many WHA practices as possible at each level
  • Ideally, the ACE Coordinator should not be a parent
  • Coordinate the end-of-year survey in conjunction with the WHA President
  • Help ensure that the WHA is fulfilling its mission statement by providing a safe, fun environment for the participants
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors

Communications Coordinator

The Communications Coordinator is responsible for ensuring timely communication to the WHA membership and to the community of all relevant information. His/her responsibilities will include, at a minimum, the following items:

  • Create a comprehensive communications plan to provide regular updates to the Association. Aspects of the plan may include.
    • Newsletters (Membership and Public)
    • Website updates
    • E-mail updates
    • Community presentations (schools, clubs, etc.)
  • Coordinate all advertising for Fundraising activities in conjunction with the Marketing/Fundraising Coordinator
  • Coordinate all advertising for player registration
  • Manage the WHA website to include administration, posting of information, and ongoing improvements
  • Work with the volunteer coordinator in posting volunteer opportunities in the Dibs system on the WHA website
  • Provide timely reports on registration numbers and levels to the ACE coordinator, IP coordinator and other Board members
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors

Competitive Team Manager Coordinator

The Competitive Team Manager Coordinator is the primary liaison to the Board for the Squirt, Peewee, and Bantam Teams. His/her responsibilities will include, at a minimum, the following items:

  • In conjunction with the ACE coordinator and volunteer coordinator, determine the adequate number of volunteers needed for tryouts
  • Assist ACE coordinator with organizing and training volunteers during tryouts
  • Inform managers of their duties and responsibilities according to WHA and District 6 rules, regulations and policies
  • Coordinate the registration of all competitive teams in conjunction with the WHA registrar
  • Serve as primary point of contact with the Board for these team managers
  • Communicate all relevant information from the Board with these team managers
  • Manage the Competitive team sections of the WHA Guidebook
  • Perform year-end managers' meeting 
  • Serve as primary Board liaison for all competitive teams (grievance process)
  • Oversee the responsibilities of the Equipment Coordinator Key Volunteer position.
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors

District 6 Representative

The D6 representative is the main liaison between the D6 organization and the WHA. His/her responsibilities will include, at a minimum, the following items:

  • Attend all D6 meetings, as directed by the District
  • Communicate District information to the Association
  • Represent the WHA in all matters to D6, in conjunction with the WHA President
  • Work with the tournament coordinator to ensure we are aware of upcoming commitments to D6
  • Help ensure that all aspects of the WHA are in compliance with D6 policies and procedures
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors

Girls’ Program Coordinator

The Girls’ Program Coordinator is responsible coordinating all girls’ programming at the competitive level (Squirt and above). His/her responsibilities will include, at a minimum, the following items:

  • Create comprehensive program to recruit girls as players
  • Work with Long-Range Planning Coordinator to project girls' numbers on an annual basis
  • Create recommendations to ensure that girls have continued opportunities to play at the high school level
    • Co-op?
    • Timing?
    • Waivers?
  • Recruit girls' team managers as we add girls programming
  • Serve as the primary liaison to the Board for all girls’ teams
  • Provide areas for increased exposure for WHA girls currently playing in other associations
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors

High School Liaison/Long-Range Planning Coordinator

The High School Liaison/Long-Range Planning Coordinator is responsible for assisting the President and Vice President in planning the long-term needs of the WHA. His/her responsibilities will include, at a minimum, the following items:

  • Projecting WHA numbers for the next five years on an annual basis
  • Projecting number of teams and necessary ice times on an annual basis
  • Working with the President and Vice President to establish a long-range plan
  • Serve as the primary liaison between the Board and the appropriate high school program(s)
  • Serve as a focal point to any Committee that the Board might choose to appoint (Arena Committee, high school committee, etc.)
  • Be visible at the high school hockey events
  • Assist in the High School Buddy Day
  • Assist in providing ongoing hockey communications to the athletic directors at the appropriate schools
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors

Ice Coordinator

The Ice Coordinator is responsible for collecting and distributing all ice time for the Waconia Hockey Association. His/her responsibilities will include, at a minimum, the following items:

  • Securing ice times at the Waconia Ice Arena and other surrounding arenas as necessary
  • Monitoring the desired ice levels for each team (as outlined in the WHA Guidebook) and ensuring that the teams are all receiving the appropriate levels of ice
  • Coordinating with coaches on ice times for clinics prior to the official hockey season. Secure ice for them.
  • Work with Competitive-Level Team Manager Coordinator and the IP Coordinator to ensure that ice is distributed appropriately
  • Inform Treasurer of ice billing and payment arrangements and inform of any budget variances
  • Attend all District game draws and schedule games
  • Review the Waconia Ice Arena Contract and understand its meaning. Ensure that we are getting the hours that we’ve been promised.
  • Set and distribute all ice schedules AT LEAST ONE MONTH advance of scheduled times
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors.

Initiation Program (IP) Coordinator

The Initiation Program Coordinator is the primary liaison to the Board for all teams at the IP level. His/her responsibilities will include, at a minimum, the following items:

  • Recruit team managers for all IP teams
  • Serve as primary point of contact with the Board for these team managers
  • Communicate all relevant information from the Board with these team managers
  • In conjunction with the ACE Coordinator and Hockey Development Committee, determine the structure for the Initiation Program on an annual basis. This will include general policies as well as number of teams at each level, player assignment to teams, etc.
  • Manage the Initiation Program sections of the WHA Guidebook
  • Coordinate the registration of all IP players in conjunction with the Registrar
  • Serve as primary Board liaison for IP teams (including grievance process)
  • Ensure that ice times are distributed as equitably as possible among IP level teams and in accordance with the WHA Guidebook policies
  • Manage the game/jamboree process for all IP teams
  • In conjunction with the ACE Coordinator and Hockey Development Committee, recruit head coaches and assistant coaches. Assist the HDC in the administration of the selection process.
  • Assist Equipment Manager and head coaches with the maintenance of necessary equipment (goalie, jerseys, etc.)
  • Coordinate the honorary junior captain and skate during high school varsity games
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors

Marketing/Fundraising Coordinator

The Marketing/Fundraising Coordinator is responsible for all aspects of marketing and fundraising within the WHA. His/her responsibilities will include, at a minimum, the following items:

  • Maintain and build a comprehensive marketing/fundraising program for the WHA
    • Policies on Association fundraising vs. team fundraising
    • Frequency and type of fundraising activities
    • Use of funds from designated activities
    • Sponsorship program
  • Establish and manage Fundraising committees
  • Oversee the annual golf tournament and end-of-season event (Wine & Cheese/Ice Out)
  • Oversee other fundraising activities as created by fundraising program
  • Coordinate with Treasurer on the creation of the budget (Revenue)
  • Coordinate with the Communications Coordinator on the advertising the fundraising events
  • Ensure that fundraising activity funds are used for proper WHA purposes
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors

 

Key Volunteer Job Descriptions

Equipment and Apparel Manager

The Equipment and Apparel Manager is responsible for managing all Association equipment needs. His/her responsibilities will include, at a minimum, the following items:

  • Establish a jersey program for all levels:
    • New every year?
    • How many?
    • Cost?
    • Printing and distributing
    • Colors
    • On-time distribution
  • Establish a goalie equipment policy for all levels:
    • What does the Association provide at each level?
    • What are the individual goalies responsible for?
    • Establish sign-in and sign-out policy
  • Coordinate storage of all equipment
    • At the arena?
    • Sports Locker?
  • Conduct an annual inventory of all association equipment and assessment of the condition.
    • Recommend upgrades as necessary
  • Develop a comprehensive apparel program for the WHA
    • Where is apparel available?
    • Who creates it for us?
    • What do we need?
    • What are teams responsible for?
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors

Tournament and Volunteer Coordinator

The Tournament and Volunteer Coordinator is responsible for arranging all tournaments in which the WHA teams will participate in or host. He/she will also be responsible for finding volunteers for various activities from within the ranks of the WHA. His/her responsibilities will include, at a minimum, the following items:

  • Track all tournament-hosting commitments for the WHA. This includes D6, Regional, and State Playoffs
  • Ensure that we have sufficient ice time to support these commitments
  • Serve as primary point of contact with the Board for these team managers
  • Assist coaches in the identification of tournaments for their teams and ensure that the team managers have adequate plans in place for registration, payment, and accommodations
  • Monitor team tournament participation to ensure that it is consistent with the WHA guidelines
  • Provide approval for tournament participation
  • For tournament hosting activities, coordinate all tournament activities.
    • Volunteers to staff the tournament
    • Game schedule
    • Trophies
    • Serve as point of contact for participating teams
  • Serve as primary Volunteer coordinator for the WHA
    • Solicit volunteers on an as-needed basis
    • Examples – Adopt-a-park, Nickle Dickle Day, etc.
  • Track volunteer time by each family, if that is part of the Fundraising expectations
  • Perform other duties as requested by District 6, the WHA President, and the WHA Board of Directors