In preparation for the upcoming Annual General Meeting (AGM) we want to give everyone some time to review the executive positions to see if there is an opportunity for you to assist NDMS on the executive next season.
This year’s AGM is scheduled for Monday April 29th, 2024.
NDMS needs a committed and energetic executive team. NDMS cannot exist without the important volunteer support from membership.
Becoming an executive member is a very important role. NDMS relies heavily on its volunteers to ensure hockey is available to all in Norwood. Being an executive member does come with responsibilities, time commitments and a willingness to be a part of tough discussions and decisions. Depending on the role - the time and commitment level can vary.
Additionally, please be aware many of the program implementation decisions endorsed by the executive each year, are mandated by the regulations set forward by the OMHA, EOMHL, Leo League and Hockey Canada.
What is expected of an executive member?
The executive meets monthly, the 2nd Monday of the month - except on holiday weekends when it is rescheduled typically for the following Tuesday evening. Meetings are held at 7pm at the arena Attendance is expected - failure to attend multiple meetings in a row, could lead to dismissal if deemed appropriate by the executive.
Special meetings can be called at the discretion of the executive when needed.
Additional meetings, required attendance determined by position, may be executed from August 1 - Thanksgiving at the commencement of the season (via zoom when possible).
Length of meetings can vary anywhere from 1-3+ hours and is determined by items/discussions on the agenda
Often there are communications outside of meetings via email (when needed)
Depending on the position – executive members may be required to be available at times to respond to situations that arise.
ABOVE ALL ELSE – an executive member’s duty is to aid in making decisions that will benefit OUR ENTIRE organization.
ARTICLE IV - OFFICERS
a. The voting members of NDMS, its Executive shall be:
(Duties of positions are listed below but are not limited to just items stated)
1. Past President
2. President
3. 1st. Vice President
4. 2nd Vice President
5. Secretary/Website
6. Treasurer
7. Ice Scheduler
8. OMHA Contact Person
9. Special Projects/Fundraising
10. Equipment Manager
11. Parent Liason
12. Tournaments Convenor
13. Referee in Chief
14. Director 1
15. Director 2
16. Coach Coordinator
g. Duties of the Executive Members:
PRESIDENT
• Sits on finance committee
• Represents NDMS on user group agreement committee
• Handles complaints and redirects individuals to the applicable executive member
• Attends all coach meetings
1ST VICE PRESIDENT
• Represents NDMS with Leo League (attending monthly meetings, distributing minutes and any relevant information to the teams/executive, work with ice scheduler/ref in chief for games)
• Attend parent meetings in absence of Parent Liaison
• Attends all coach meetings
2ND VICE PRESIDENT
• Attend parent meetings in absence of Parent Liaison
• Organizes year end awards
• In charge of timekeepers, scheduling and ensures all NDMS games are covered
• Assists secretary with organizing Coach Surveys
SECRETARY/WEBSITE
• Record, store and distribute minutes of all executive meetings
• Notifies executive members of the time and place of meetings
• Provides copies of Constitution to membership and update constitution annually
• Sends out correspondence concerning NDMS to executive and enrolled families
• Assists with registration mail outs/emails
• Sits on finance committee
• Attends coach meetings takes and distributes minutes
• Communicates with team Managers directly on Manager on duties and responsibilities including 50/50, fundraising, game sheets, etc…
• Communicate association deadlines to team staff regarding AP (associated player) and final roster deadlines.
• Oversees Police Checks are completed for the organization and advises executive if a member is not approved. Properly files all information to ensure confidentiality
• Receives and organizes coach surveys this could be the responsibility of the coach coordinator/on ice development
• Runs and maintains NDMS Website and all other social media
• Updates website with all tournament scheduling and sets up back office
• Updates site with current information from executive and teams
• Looks into and recommends to executive any ideas that can enhance website
TREASURER
• Maintains all financial records for Minor Sports
• Makes bank deposits
• Looks after all funds being deposited and withdrawn from the Minor Sports Accounts
• Administers weekly referee wage payments and monthly timekeeper wage payments
• Provides monthly financial reports for minor sports meetings
• Ensures all teams provide a year-end financial report
• Sits on finance committee and prepares budget for executive consideration
• Oversees and confirms all registrations from OMHA Contact Person
OMHA CONTACT
• Contact and distributor of information from the OMHA
• E.O.M.H.L. representative attends monthly meetings
• Source for information for all NDMS team staff
• Ensures all players are pre-registered before tryouts begin including new players and 3.5’s.
• Assists new players/parents with the transfer process.
• Completes team rosters, including bench staff and affiliated players throughout the season prior to OMHA due dates.
• Works with other nearby centres with rule 3.5.
• Ensures that Right of Choice forms are filled out for eligible players in their first year of rep hockey.
• Fills out all requested Permission to Skate forms and all other relevant tryout forms for larger centres.
• Completes OMHA playoff contracts with other centres.
• Completes travel permits for all tournaments and exhibition games.
• Ensures that officials (referee in chief), time keepers, arena, website organizer, ice scheduler are contacted as soon as games are cancelled.
• Responsible for play-off scheduling and working with ice scheduler
• Attends OMHA annual meeting as NDMS representative
• Attends all coaches meetings
SPECIAL PROJECTS AND FUNDRAISING COORDINATOR
• Oversees all NDMS fundraising, Legacy Fund fundraising and special events organization
• Organize & Supervise Team Pictures. Has mounted for display at the arena
• Organizes & Assists with the organization of the minor sports golf tournament
EQUIPMENT MANAGER
• Maintains and distributes minor sports equipment, sweaters, pucks, water bottles, socks and 1st aid kits.
• Finds sponsors and renews sponsors for sweaters
• Keeps inventory of equipment
• Ensures each team has someone designated to care for equipment assigned to teams
• Collects all equipment at end of season
PARENT LIAISON
• Deals with parents, players & staff issues/complaints
• Be available when teams are selected to ensure a smooth transition to respective teams ( at the request of coaches)
• Ensures all dealings (teams, parents, players) are communicated to the President
• Calls on 1st or 2nd Vice when assistance is required, or a conflict of interest arises
• Assists 2nd Vice with Year End Awards
• Attends all Parent Meetings – makes arrangements for alternate when not available
• Attends Coaches Meetings
REFEREE IN CHIEF
• Has the option to schedule and ensure referees are at all games or to utilize an assigner
• Deals with any and all referee concerns/issues
• Advises new referees of clinics available
• Supervises all referees during the season
• Provides tournament conveners with list of officials (when available)
TOURNAMENT CONVENOR
• Submits dates for tournaments to OMHA for minor sports
• Prepares all tournament day paperwork and scheduling and hands over to each teams tournament convenor for day of tournament. Each team is responsible for providing a person to oversee the day's tournament. (Check-in, game sheets, pay timekeepers/referees, awards)
• Is the contact person for tournaments: collects tournament fees, OMHA rosters & permission forms
• Provides the dates and times needed for ice and millennium room to ice scheduler
• Arranges awards for tournaments and their presentation
• Arranges pay for refs and timekeepers for tournaments
• Communicates with tournament sponsor hotels
ICE SCHEDULER
• Prepares tryout schedule
• Prepares master schedule for games, practices & tournaments
• Is the NDMS contact with arena in regards to ice issues/conflicts
• Checks and verifies ice time allotment
• Creates a list of dates for coaches/managers for all scheduling meetings.
• Provides dates and times to the OMHA rep and LEO rep for playoff scheduling.
• Routinely updates website ice schedule, including cancelled home games and practices as soon as possible
COACH COORDINATOR
• Oversees the head coaching positions of each team
• Leads the development of coaches and trainers including attending practices and providing coaches with assistance in preparing and implementing practice and game strategies as required
• Leads the delivery of any development programs offered by the organization (ie. power skating, goalie clinics)
• Leads the coaching interview committee (must be made up of at least 3 members) and brings recommendations back to the executive. Recommendations must be listed in order of preference and all committee members are required to sign off on the report to the executive
• When a coach is not named for a team - make arrangements for a certified coach to be present on ice with players until a coach is assigned
• Assists the associations under 9 program coaches in implementing the OMHA Programming (Novice and below)
• Runs the Monthly Coaches meetings and is the conduit between the Executive Board and the Coaches on a regular basis (i.e. what do the coaches need from the executive, what are the concerns, etc.)
• Work with the OMHA Contact Person to ensure all coaches, trainers, bench staff have the appropriate certifications
DIRECTOR #1
• Assists Tournament Convenor with the organization and day-of tournament requirements as required
• Assists the Special Projects/Fundraising Coordinator Fundraising/Special Events Chair with fundraising initiatives as required
• Assists other executive members with program delivery as required
DIRECTOR #2
• Assists Coaching Coordinator with the organization and delivery of pre-skates and development programs
• Assists Tournament Convenor with the organization and day-of tournament requirements as required
• Assists the Special Projects/Fundraising Coordinator Fundraising/Special Events Chair with fundraising initiatives as required
• Assists other executive members with program delivery as required
All positions will be declared vacant at the AGM and will all be available for nomination.
All positions come with responsibility and a time commitment.
If you have questions about any position(s) or want to learn more about what each position’s responsibilities include and what the commitment is, please do not hesitate to reach out to any current executive member.
Jen Stewart - NDMS Secretary [email protected]
Ryan Post - NDMS President [email protected]