Job Descriptions - Our Board of Directors
Our volunteers are what helps the Haverford Ice Hockey Club to grow and be the best - and our volunteer Board of Directors lead the club. Nominations and elections are held every spring; please consider running for a position.
Please note: in order to run for a Board position, all tuition and fees must be paid in full. There are no tuition discounts or other benefits given to Board members - just the honor of serving!
Haverford Ice Hockey Club
President - Job Description
Along With All Other Board Members:
- Attend and actively participate in HIHC monthly Board meetings - second Tuesday of EVERY month 7-9 pm,
- Help with the parents meeting at the beginning of the year (September).
- Encourage participation by all families in Club events and Fundraisers.
- Assist other board members with organizing club events and fundraisers.
- Reply to all HIHC emails and other communications in a timely manner.
Specific to the Role of President - HIHC
The president is the Chief Executive Officer for the Haverford Ice Hockey Club Association. They are elected by, and accountable to, the association's board of directors. The individual presides over the board to ensure the association operates in an effort to achieve its mission and goals. A successful candidate in this role will work in conjunction with the board to oversee an association's overall health and direction. The President shall have overall supervision of all the affairs of the Association.
- The President shall act as Agent of the Association and as such, shall have authority to sign all deeds, leases, conveyances and other legal and official documents.
- Review, understand and evaluate the association's
- Articles of incorporation
- Bylaws
- Policies & procedures
- Governing rules and regulations
- Oversee the affairs of all elements of the association including, but not limited to: fundraising, negotiating contracts, financial health, strategic planning, and goal setting
- Work closely with the Treasurer and finance committee to develop and establish an annual budget, and subsequently aid with the monitoring of expenses and revenues
- Appoint committee chairs and leadership positions
- Monitor committees and board leadership on their initiatives
- Maintain focus on, and an understanding of, the growth of the association
- Support the implementation of age-appropriate programming and the American Development Model (ADM)
- Act as an association representative at the District and Affiliate level.
- Delegate other duties as necessary within the scope of the association's bylaws
- Follow USA Club Excellence Program
- Coordinate USA Hockey “Try Hockey for Free”
- Communicate and meet with Haverford High School Principal and Athletic Director.
- Enforce Academic & Financial suspension of players.
Qualifications
- Strong leadership ability
- Efficient organizational and administrative skills with a commitment to follow-through
- Objective and detail-oriented
- Excellent communication (oral and written), problem-solving and interpersonal skills
- Ability to build and maintain relationships with membership, donors, Haverford School District, and the community
- Comfortable with delegating
- Ability to understand, keep a record of and balance financial reports
- Passionate about the success of the association and youth hockey
- Based on Affiliate requirements, successfully pass a background screening
- SafeSport Training
- USA CEP Training
- Approachable Can Do Attitude
- Organized and detail-oriented
- Ability to delegate when appropriate
- Commitment to follow-up and follow-through
- Ability to respond quickly to Haverford Ice Hockey Club Members -
This document uses the word "ensure" to convey the intent that accountability for the specified responsibilities lies with the President but it is not necessarily the President who carries out the activity. Indeed, we expect that many of these responsibilities will be delegated to board committees, staff, or others including experts retained for a specific purpose. The word "ensure" is not intended to imply any additional source of legal duties beyond those that are required by law.
Haverford Ice Hockey Club
VP - Hockey Operations Job Description
Along With All Other Board Members:
- Attend and actively participate in HIHC monthly Board meetings - second Tuesday of EVERY month 7-9 pm.
- Help with the parents meeting at the beginning of the year (September).
- Encourage participation by all families in Club events and Fundraisers.
- Assist other board members with organizing club events and fundraisers.
- Reply to all HIHC emails and other communications in a timely manner.
- MUST register as USA Hockey Volunteer, complete Safe Sport training, complete the three PA clearances and also register with verified volunteers, and any other requirements deemed mandatory by USA Hockey/AAHA.
Specific to the VP - Hockey Role:
- Responsible for the relationships between the club and our coaches.
- Track and maintain all coach certifications, ensuring they are up-to-date and complete for all coaches.
- Work with League officials to ensure we are up-to-date on all league responsibilities.
- Manage all ice time schedules with rinks, team leads, and coaches.
- Negotiate and administer all rink contracts -- working to find new ice time when possible.
- When necessary, find qualified, responsible new coaches.
Haverford Ice Hockey Club
VP, Non-Hockey Operations - Job Description
Along With All Other Board Members:
- Attend and actively participate in HIHC monthly Board meetings - second Tuesday of EVERY month 7-9 pm.
- Help with the parents meeting at the beginning of the year (September).
- Encourage participation by all families in Club events and Fundraisers.
- Assist other board members with organizing club events and fundraisers.
- Reply to all HIHC emails and other communications in a timely manner.
- MUST register as USA Hockey Volunteer, complete Safe Sport training, complete the three PA clearances and also register with verified volunteers, and any other requirements deemed mandatory by USA Hockey/AAHA.
Specific to VP - Non-Hockey Operations Role:
- Coordinates all fundraisers and group events that extend to the entire club (individual team events are done by team managers or coaches). Examples may include Haverford Township Day Parade, car wash, adult social, HockeyMania fundraiser, restaurant fundraisers, etc. New ideas always welcome.
- Work with uniform vendor to coordinate fittings, orders, and pickups.
- Work with the photographer to coordinate individual and team photos.
- Establishes and maintains our online store.
- Assists High School rep with planning for Senior Night (January/February) and High School Banquet (April)
- Attends HIHC board meetings once per month.
- Maintains google docs that are shared with other board members (for example, list of funds raised by event).
- Regular interaction with the treasurer to deposit fundraised amounts and issue checks to vendors.
- Regularly checks and responds to email. Sends communications to the club via email and TeamSnap
- Regularly posts club events and announcements to HIHC Facebook page and other sites (for example, Haverford Community Network)
- Skills needed: must be organized with regular access to a computer (email, Excel/google sheets and social media posting is required)
Haverford Ice Hockey Club
Registrar Job Description
Along With All Other Board Members:
- Attend and actively participate in HIHC monthly Board meetings - second Tuesday of EVERY month 7-9 pm.
- Help with the parents meeting at the beginning of the year (September).
- Encourage participation by all families in Club events and Fundraisers.
- Assist other board members with organizing club events and fundraisers.
- Reply to all HIHC emails and other communications in a timely manner.
- MUST register as USA Hockey Volunteer, complete Safe Sport training, complete the three PA clearances and also register with verified volunteers, and any other requirements deemed mandatory by USA Hockey/AAHA.
May
- Manage registration (sending out to current players & any prospective players that have reached out after the 12/31/18 roster locking deadline)
- In 2019: Work with Secretary/Communications to move registration to the online registration tool (TeamSnap)
- Handle all aspects of Registration paperwork
- Keep a current list of registrations (Google spreadsheet) & work with/update the VP of Non-Hockey Operations
- Maintains the list of uniform number assignments for the entire club. Shares list with VP - Non-Hockey Operations for uniform orders.
- Create binders for team managers & reps for contact paperwork & medical information.
- Answer emails from parents & prospective players regarding the registration process with the club throughout the year/season.
- Send emails to parents/players regarding any missing information on paperwork/forms, PIAA paperwork / USA Hockey registration number, etc.
Summer
- Create teams on USA Hockey Portal
- Load players/coaches USA Hockey numbers into the USA Hockey Portal for upcoming year season (2019-2020).
- Create Rosters for each individual league (DSHL [elementary], ILQR [middle school] & ICSHL [high school]).
September/October time frame**
- Additional rostering work - the leagues have their own preliminary roster they want to be filled out (DSHL), ICSHL with blackout dates from coaches. This is normally sent over to either Club President, Coaches or Team Reps
**may be requested earlier by individual leagues
After Assessments:
- Once Coaches decide on teams (JV/Varsity) create T1 Rosters for each team within the USA Hockey Portal for 2019-2020 season. (T1 Rosters include players, coaches, volunteers, etc).
- Send over to USA Hockey Registrar (Tony Montagna) any needed paperwork (birth certificates, coaching information, etc) to have teams approved.
- Send T1 Rosters to each League (DSHL, ILQR & ICSHL)
October time frame
(before the first game of the season for each team/age group ~~~ the season usually starts the first weekend in October)
- Keep track of the coaches clearances & USA Hockey registration:
- Three different PA volunteer clearances
- Verified Volunteers
- SafeSport
- CEP certifications & modules
- Load these onto T1 Rosters.
- Keep new coaches updated with paperwork requirements.
By New Years Eve
- On December 31 of every year, the registrar must send over the T1 Link/Roster to every League as this is the roster lockdown date for the season.
- Send these rosters to the full board and all coaches, league registrars, as well as team managers and anyone else that may need the materials.
- Put together the required Paperwork for the Flyers Cup of the current season. It will be sent to all High School Varsity Teams in good standing by the ICSHL.
- Roster
- Team Picture
- Signature from High School AD
- List of players including the number of games played from current ICSHL website
- Documentation for players with illness/injury.
- Track & collect monies from players/parents who are interested in purchasing Flyers Cup T-shirts and Programs
January/February time frame
- Email list of names/dates that all PA clearances have been completed to AAHA representative (Currently: Pete Rothman)
Haverford Ice Hockey Club
Treasurer Job Description
Along With All Other Board Members:
- Attend and actively participate in HIHC monthly Board meetings - second Tuesday of EVERY month 7-9 pm.
- Help with the parents meeting at the beginning of the year (September).
- Encourage participation by all families in Club events and Fundraisers.
- Assist other board members with organizing club events and fundraisers.
- Reply to all HIHC emails and other communications in a timely manner.
- MUST register as USA Hockey Volunteer, complete Safe Sport training, complete the three PA clearances and also register with verified volunteers, and any other requirements deemed mandatory by USA Hockey/AAHA.
Specific to the Treasurer Role:
- Manage all accounting for the club, including cash flow, balances, registers, and all transactions.
- Manage payments for registration (manage the online payment tool, make payments received as needed.)
- Work with Registrar as needed to support our online registration system.
- Mark all payments “received” as soon as possible to ensure best player/family experience.
- Maintain tuition accounting to ensure payments are received in time.
- Work with club President to handle delinquent families/players
- Responsible for all financial transactions, collecting tuition, paying league fees, and reporting and recording all tax records for review by our auditor.
- Work with the club's accountant to complete and file all relevant tax forms.
- Report at the monthly board meeting on the overall financial status of the club.
Haverford Ice Hockey Club
Secretary & Communications - Job Description
Along With All Other Board Members:
- Attend and actively participate in HIHC monthly Board meetings - second Tuesday of EVERY month 7-9 pm.
- Help with the parents meeting at the beginning of the year (September).
- Encourage participation by all families in Club events and Fundraisers.
- Assist other board members with organizing club events and fundraisers.
- Reply to all HIHC emails and other communications in a timely manner.
- MUST register as USA Hockey Volunteer, complete Safe Sport training, complete the three PA clearances and also register with verified volunteers, and any other requirements deemed mandatory by USA Hockey/AAHA.
Secretary
- Take minutes and note all action items
- Make sure shared with Board
- Make sure action items are called out and forwarded on
Website
- Keep the website updated - team listings and descriptions, photos, code of conduct and other registration materials, schedules of events
- Update all documentation for registration, etc.
- Format and update team pages and photos as needed.
- Keep posts on website current, archiving as needed
- Website uses WordPress and HTML code.
- Manager the Admin mailbox on gmail.
Events
- Maintain event websites (Eventbrite and Facebook)
- Coordinate outreach events like Alumni Game, Try Hockey for Free Day or tables at Learn to Play
- Promote all events on Facebook, Instagram and Twitter
Graphics
- Use Photoshop to design graphics for gear, Facebook, the website, and other needs
- Go Senior Night program, working with HS League Rep and managers for content.
- Design graphics as needed for events like THFF, Haverford Township Day, Senior Banquets, etc.
Facebook, Instagram, and Twitter
- Posts for all milestones - big wins, registrations, championships, events, and drives.
- Create events on Facebook and promote them on all channels.
Newsletters:
- Do newsletters for recognition and to promote team events.
- Manage alumni list and newsletter.
TeamSnap
- Act as overall commissioner for Club TeamSnap account
- Work with the Registrar to create registration online
- Train new board, managers, or others in TeamSnap as needed
Media
- act as spokesperson for the organization, along with President
- Send Media Alerts and Press Releases
- Work with trade and local media to publicize the Club
Haverford Ice Hockey Club
High School League Rep - Job Description
Along With All Other Board Members:
- Attend and actively participate in HIHC monthly Board meetings - second Tuesday of EVERY month 7-9 pm.
- Help with the parents meeting at the beginning of the year (September).
- Encourage participation by all families in Club events and Fundraisers.
- Assist other board members with organizing club events and fundraisers.
- Reply to all HIHC emails and other communications in a timely manner.
- MUST register as USA Hockey Volunteer, complete Safe Sport training, complete the three PA clearances and also register with verified volunteers, and any other requirements deemed mandatory by USA Hockey/AAHA.
Specific to High School Representative Role:
- Attend ICSHL (Inter-County Scholastic Hockey League) meetings -
Jan - May - June - September (All meetings on Tuesdays, 7 p.m. at Ice Line);
Ensure that HIHC is in compliance with all requirements. - Be the liaison between parents and the board
- Be the liaison between parents and the coaches
- Communicate with regular emails what is going on in Club and on teams (Varsity & JV)
- Work together with Registrar and VP non-hockey operations as players are placed on teams following evaluations (Varsity/JV)
- Team Snap
- Load rosters into Team Snap
- Load schedule into Team Snap
- Add game (score, W/L) to Team Snap
- Plan and execute Senior Night - a home game usually towards the end of Jan
- Work with Varsity Coach to pick a game
- Notify seniors and their families of date as soon as determined
- Contact Skatium for red carpet & sound system
- Work with VP non-hockey to have photographer create “posters” of seniors - Joe Missanelli @ jmphoto20@gmail.com
- contact high school asking permission to use art department’s easels for posters - P. D’Orazio @ pdorazio@haverfordsd.net
- order flowers for each senior to give to parent/guardian - red & yellow bouquets
- acquire whatever decorations you desire (balloons/streamers/etc)
- work with Communications/Secretary on a simple program, order 50 copies
- Invite school Principal - Pete Donaghy pdonaghy@haverfordsd.net
- Notify V/JV of Playoff dates/locations when determined
- Notify V of Flyers Cup dates/info when determined
- Plan and execute High School Banquet (to be held after the end of the season)
- notify all high school families of date when determined
- invite (however desired - paper/eVite/etc)
- Player cost is covered & all others attending pay $$
- work with VP non-hockey and coaches on awards / have plaques made for award recipients from Kelley’s Trophies on Garrett Rd, Drexel Hill
- pick up trophies from high school to be engraved - Kelly’s also / return after the banquet
- contact AD when aware of # of Varsity and JV “letters” needed for the evening (P. D’Orazio)
- work with Communications/Secretary on a program for the evening
- determine # of tables and have centerpieces for all
- work with VP non-hockey on senior gift - has been black/ fleece blanket with name and HIHC embroidered on corner (can certainly change if desired)
- Be aware of and attend High School Awards Night - determine from the school what night it is scheduled and notify high school families as well as the Board. It is held towards the end of the school year.
- Be the teams’ biggest cheerleader 🙂
Please note: some of these responsibilities may be delegated to a team manager if approved by the board and coaches first. It remains the responsibility of the high school league rep to ensure the tasks are completed.
Haverford Ice Hockey Club
Middle School League Rep - Job Description
Along With All Other Board Members:
- Attend and actively participate in HIHC monthly Board meetings - second Tuesday of EVERY month 7-9 pm.
- Help with the parents meeting at the beginning of the year (September).
- Encourage participation by all families in Club events and Fundraisers.
- Assist other board members with organizing club events and fundraisers.
- Reply to all HIHC emails and other communications in a timely manner.
- MUST register as USA Hockey Volunteer, complete Safe Sport training, complete the three PA clearances and also register with verified volunteers, and any other requirements deemed mandatory by USA Hockey/AAHA.
Specific to Middle School Representative Role:
- Attend two League Meetings -
July - September (All meetings at Ice Line) Contact at Ice Line Bud Dombroski (hockey@iceline.info) 610.436.9670 xt122 - Be the liaison between parents and the board
- Be the liaison between parents and the coaches
- Working with the coaches and the rest of the board, guide the decision on how many teams the middle school level should have, and at what level should they play. Roster counts and skill levels to be considered.
- Notify V/JV players about All Star Game (Usually held in Feb./March at IceLine) and email names of selected players to the Board
- Communicate with regular emails what is going on in Club and on team
- Work together with Registrar and VP non-hockey operations as players are placed on JV /Varsity teams
- Team Snap
- Load rosters into Team Snap
- Load schedule into Team Snap
- Add results (scores, win/loss) into Team Snap
- Notify parents of playoff dates, load into Team Snap
- Work directly with the middle school coaches to determine schedule conflicts and work with the rink/league (IceLine) to handle any issues.
- Reminder from Karen at 2-13-2019 Board Meeting: make sure to give the league our best idea of blackout dates and preferred days of the week. Definitely the big tourneys and the Potter Club, plus President’s Day Weekend.
- Reminder from 2-13-2019 Board Meeting: do a mix of shared ice and shared time (45 minutes) practices with the Elementary teams.
Please note: some of these responsibilities may be delegated to a team manager if approved by the board and coaches first. It remains the responsibility of the middle school league rep to ensure the tasks are completed.
Haverford Ice Hockey Club
Elementary School League Rep - Job Description
Along With All Other Board Members:
- Attend and actively participate in HIHC monthly Board meetings - second Tuesday of EVERY month 7-9 pm.
- Help with the parents meeting at the beginning of the year (September).
- Encourage participation by all families in Club events and Fundraisers.
- Assist other board members with organizing club events and fundraisers.
- Reply to all HIHC emails and other communications in a timely manner.
- MUST register as USA Hockey Volunteer, complete Safe Sport training, complete the three PA clearances and also register with verified volunteers, and any other requirements deemed mandatory by USA Hockey/AAHA.
Specific to Elementary Representative Role:
- Attend DSHL (Delco School Hockey League) meetings - May & September (All meetings on Tuesdays, 7 p.m. at IceWorks.) Make sure to give the league our best idea of blackout dates and preferred days of the week. Definitely the big tourneys.
- Be the liaison between parents and the board
- Be the liaison between parents and the coaches
- Work with the VP - Hockey Operations to manage the overall practice schedule. Make sure to mix shared ice and shared time (45 minutes) practices with the Middle School teams.
- Working with the coaches and the rest of the board, guide the decision on how many teams the elementary level should have, and at what level should they play. Roster counts and skill levels to be considered.
- Communicate with regular emails what is going on in Club and on elementary team
- Work together with Registrar and VP non-hockey operations as players are placed on elementary teams
- Notify parents about All-Star Game (Usually held in March at IceWorks) and email names of selected players to the Board
- Team Snap
- Load rosters into Team Snap
- Load schedule into Team Snap
- Add results (scores, win/loss) into Team Snap
- Notify Elementary parents of playoff dates, load into Team Snap
- Coordinate a coaches gift at the end of the season
- Manage Mites on Ice: Every other year: organize Mites on Ice at a Philadelphia Flyers game. Work directly with the Flyers to determine a date and the cost of tickets for the evening. Communicate logistics for the night to families, and ensure all waivers are completed.
- Work directly with the elementary coach to determine schedule conflicts and work with the rink/league (IceWorks) to handle any issues.
Please note: some of these responsibilities may be delegated to a team manager if approved by the board and coaches first. It remains the responsibility of the elementary school league rep to ensure the tasks are completed.