Description of Board Positions

Updated Wednesday February 26, 2014 by Fountain Hills Soccer Club.

Board Descriptions

PRESIDENT (VOTING)

  • Preside at monthly board meetings
  • Prepare meeting agendas
  • Schedule meetings outside of regular schedule as needed
  • Oversee head trainer, negotiate contract
  • Provide support to head trainer, board members and coordinators as needed to enable them to fulfill their jobs
  • Handle basic club administration
  • Apply for grants as necessary
  • Represent FHSC at club and public events

 

VICE-PRESIDENT (VOTING)

  • Attend monthly board meetings
  • Research and maintain club insurance
  • Coordinate fundraising activities
  • Represent FHSC at club and public events
  • Work with President and assume duties when President unavailable

 

SECRETARY (VOTING)

  • Attend monthly board meetings
  • Take minutes at monthly meetings and send out draft via email
  • Write letters and correspondence for FHSC as needed
  • Answer FHSC phone queries and/or forward to appropriate person
  • Knowledge of Word required

 

TREASURER (VOTING)

  • Attend monthly board meetings.
  • Maintain financial records.
  • Maintain data backup.
  • Prepare budget, incorporate changes discussed in meetings, prepare final budget.
  • Report on state of finances at monthly meetings.
  • Make deposits and write checks.
  • Track expenditures against budget, alert president if expenditures threaten to exceed budget.
  • Ensure expenditures are authorized.
  • Coordinate with appropriate people to allocate and track funds etc.
  • Track 1099 payments for trainers and referees.
  • Track sponsor donations/grants for operational, tax and team purposes.
  • Track and report on VYSL team monies.
  • Provide information to CPA to complete 1099 forms on time. Mail forms as needed.
  • Provide information to CPA to complete Federal 990 forms. Followup as needed.
  • Complete and submit annual Arizona incorporation return.
  • Complete and submit other Arizona reporting information as required.
  • Required: knowledge of accounting, Quickbooks, Excel

 

REGISTRAR (VOTING)

  • Attend monthly board meetings
  • Register all participants and maintain database
  • Collect registrations and process payments
  • Coordinate communication from the club to parents though email
  • Distribute volunteer names to Directors and Coordinators
  • Coordinate volunteers for Registration days
  • Work closely with Treasurer
  • Knowledge of Microsoft Outlook and databases helpful but not necessary

 

DIRECTOR OF FIELDS (VOTING)

  • Attend monthly board meetings
  • Act as the liaison between FHSC and Parks & Recreation (P&R)
  • Book fields for Recreational and Premier programs through P&R for clinics, practices, games and events
  • Book Palo Verde Room for board meetings, registration and team draft through P&R
  • Book location for photographs through P&R
  • Confirm and update Premier game schedule
  • Create and maintain recreation game schedule
  • Schedule team practices and clinics
  • Coordinate with P&R to have fields lined
  • Coordinate setup of large goals at Desert Vista fields
  • Maintain equipment for fields and order as necessary
  • Hire and supervise individual(s) to set up fields for games

 

DIRECTOR OF COMPETITIVE TEAMS (VOTING)

  • Attend monthly board meetings
  • Establish dates for Competitive team tryouts
  • Organize meetings, as necessary, with Competitive team coaches and the Club Trainer to ensure that the individual Competitive teams are meeting the Club requirements and goals
  • Provide each coach with an understanding of AYSA rules and requirements to successfully complete the AYSA season(s).
  • Primary contact for AYSA regarding completion and submission of scorecards
  • Encourage the formation of premier teams within the FHSC
  • Works closely with Director of Recreational Teams and Head Trainer
  • Coordinate uniform selection and ordering for Competitive teams

 

DIRECTOR OF SPONSORS (VOTING)

  • Attend monthly board meetings
  • Solicit past sponsors as well as new prospects pre-season (July & August)
  • Distribute sponsor forms on registration day(s) as well as during tryouts and evaluations
  • Maintain record of forms and checks, work with Treasurer
  • Works with Director of Coaches and Uniform Coordinator to ensure sponsors are allocated to teams appropriately and listed on practice T-shirts
  • Coordinate sponsor team plaques; place order with photography company
  • Distribute sponsor plaques along with tax id and thank you letter at end of season
  • Create sponsor banners to display at Desert Vista Field
  • Work with Webmaster to ensure all sponsors are listed on website and have link information
  • Work with Communications Coordinator to publish Thank-You ad for The FH Times and the Sponsor Directory
  • Distribute Sponsor Directory at end of season

 

DIRECTOR OF RECREATIONAL TEAMS (VOTING)

  • Attend monthly board meetings
  • Work with Director of Training to form all Recreational teams
  • Liaison between coaches and board
  • Communicate with coaches regularly regarding game schedules, field changes, events etc.
  • Update website with game schedules, field changes etc., work with Webmaster
  • Provide Recreational division coaches with an understanding of game rules and requirements to successfully complete the season
  • Distribute and collect Code of Conduct from all FHSC members
  • Works with Director of Sponsors to ensure sponsors are allocated to teams appropriately
  • Distribute equipment to coaches and collect at end of season
  • Inventory equipment, reorder as necessary

 

DIRECTOR OF REFEREES (VOTING)

  • Attend monthly board meetings
  • Liaison between referees and board
  • Assign referees for all Recreation and Premier team home games
  • Maintain database of referees
  • Mentor referees and organize meetings with them as required
  • Establish pay scale for referees with Treasurer
  • Must be Registered Assignor through AZREF to assign Premier team games

 

CONCESSION STAND COORDINATOR (NON-VOTING)

  • Coordinate volunteers to man all shifts
  • Purchase food and supplies, re-supply as needed
  • Coordinate with P&R to have tables and tent set up (for events as necessary)
  • Obtain a loaner grill (Ace Hardware)(for events as necessary)

 

COMMUNICATIONS COORDINATOR (NON-VOTING)

  • Attend monthly board meetings as required
  • Write (edit) articles for The FHTimes to communicate club events, deadlines etc. to the community, coordinate with Directors and Coordinators to obtain needed information
  • Provide updates to Webmaster for inclusion on website
  • Provide Registrar with email blasts
  • Write and publish 2-3 newsletters per season
  • Distribute newsletters and/or registration forms to schools and preschools
  • Produce end of year Thank You ad
  • Produce Sponsor Directory

 

WEBMASTER (NON-VOTING)

  • Attend monthly board meetings as required
  • Post updates in timely manner, during the season this is critical
  • General maintenance of website

 

UNIFORM COORDINATOR (NON-VOTING)

  • Attend monthly board meetings as required
  • Select and order uniforms and practice T-shirts for Recreational League
  • Coordinate with Director of Sponsors and Director of Coaches to ensure sponsors are allocated to teams appropriately
  • Distribute uniforms and T-shirts to coaches before first game of season
  • Order medals or trophies for all players (Recreational and Premier)
  • Distribute medals to teams in time for last game of Recreational season

 

PICTURE DAY COORDINATOR (NON-VOTING)

  • Attend monthly board meetings as required
  • Book date with Photography company as soon as Director of Fields books location (June)
  • Create schedule for team photographs
  • Coordinate volunteers
  • Distribute photo packets to coaches week prior to Picture Day
  • Attend picture day, work with photographer to ensure schedule is kept
  • Distribute pictures to teams
  • Assist Director of Sponsors with Sponsor plaques

 

THANKSGIVING DAY PARADE COORDINATOR (NON-VOTING)

  • Coordinate with Communications Coordinator to announce participation in parade and details to community
  • Fill out application for parade and return to Town Hall in timely manner
  • Coordinate float decorating event on Wednesday evening prior to parade, have activity for children and a plan in place to decorate trucks etc.
  • Coordinate volunteers and solicit trucks/drivers, hay etc.
  • Register on Parade day, organize participants morning of parade

 

SOCCER LOCKER COORDINATOR (NON-VOTING)

  • Collect and store used player equipment
  • Clean and refurbish if possible
  • Distribute requested equipment




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