Created February 2020 – Modified MAY 2025

 

The Board members are representatives of the Huntsville Skating Club. They are elected members at the club’s annual AGM for 2-year terms. Members will support the club to achieve the mission of promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

 

• Be a member in good standing

• Will uphold the Constitution, policy, mission & values of the club and Skate Canada

• Attend & participate in monthly meetings and contribute to agenda as needed.

• Participate in special committees as needed.

• Assist with club activities and be available to assist skaters, coaches, parents & board members as needed.

• Board members are responsible for returning all records/documents/property pertaining to HSC business to the club or to the successor at the end of their term. This includes but not limited to past & present board records/documents, HSC committee records/documents and HSC clubroom keys.

 

The President will provide direction and leadership to ensure the overall operation of the Club. You will guide the club to achieve the mission of promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Provides direction and leadership to the club under the direction of Skate Canada rules & Club Bylaws & policies.

• Acts as a chair of all Board of Directors and general meetings according to the club’s procedure for meetings

• Creates annual budget in collaboration with Treasurer.

• Club Liaison to Town of Huntsville for ice & arena issues.

• Plans ice schedule & coordinating program development.

• Serves 1-year term following Presidency as ex-officio Past President.

• Responsible for creating, signing and administering contracts with Town of Huntsville and coaches.

• Shall appoint standing committee Chairs whom shall look after duties assigned to them i.e. Coach appraisals, club goals, hiring, programming, schedule etc. Shall be an ex-officio member of all committees.

• Has signing authority

• Collaborates with the Vice-President to implement Skate Canada and Skate Ontario directives

 

The Vice President assists the President and other board members as requested. Assumes President’s office if the President is unable to complete term. This will support the organization’s mission of promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Chair board meetings in the President’s absence

• Initiates updating of club By-Laws and Policies as needed/yearly

• Becomes familiar with all aspects of the club

• Has signing authority

• Implementing Skate Canada & Skate Ontario directives

• Initiates organization of annual Awards Night

• Club Liaison for plaque display case and plaque updates as needed.

• Completion of submission of Incorporated documents after AGM, yearly to the Ministry of Government and Consumer Services (only need to submit members who are no longer with board and/or new executive members)

• Review and update By-laws yearly and have amendments prepared for AGM

• File annual Incorporation Return to Ontario Business Registry

 

The Secretary is responsible for the custody of all records and documents of the club including Policies, By-Laws Constitutions and meeting minutes. The Secretary assists with the development and distribution of the agenda and meeting minutes. By organizing the administrative functions of the club, you will support the organization’s mission of promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Books meeting rooms with designate for Town of Huntsville, for regular board meetings and AGM

• Prepares and distributes agenda and issues notices of meetings to the coaches and board members.

• The Secretary records minutes of the Board Meetings, Special Meetings, Executive meeting, and AGM.

• Promptly types and distributes minutes of regular Board Meetings to the Board of Directors and Coaches

• Minutes should be sent out to all board members, coaches and club email, within a week after the meeting was held.

• Places a copy of the minutes in the club binder

• Ensures the files of Confirmation of Actions, By-Laws and Policies used by the Club are current and maintained

• If Secretary is absent from any meeting, the President will appoint another person to act as Secretary at that meeting

• Distribute and track clubroom, mailbox and Treasurer box keys

• Monitor club mailbox for incoming mail

 

The Treasurer will ensure that all funds and securities are properly managed and that all financial management and reporting obligations set out in the Corporations Act are fulfilled. By maintaining accurate financial records and supporting budget activities of the club you will support the organization’s mission of promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Creates annual budget in collaboration with Chair/President.

• Signing Authority

• Maintains financial records using proper accounting procedures

• Handles bank deposits, e-transfers and withdrawals

• Manages the Club’s GIC with direction of Board of Directors

• Manages Accounting and invoices within Uplifter

• Submits skater Skate Canada Memberships to Uplifter

• Maintains bank records and current signing authorities with the club’s bank

• Makes withdrawals by cheque, signed by two designated members of the Board of Directors with bank signing authority

•  Monitors the financial statements monthly and presents monthly to the board.

• Prepares and processes club payables on the direction of the Executive

• Delivers accounting records to the club’s accountant for preparation of annual statement

• Presents the annual financial statement to the members at the club’s AGM

• Assist with developing and monitoring financial policies and procedures

 

The Social Media and Website Communications Coordinator will advertise and promote the club, its activities and its members internally and externally. This position includes regular maintenance and monitoring of our Huntsville Skating Club website, through Uplifter. Promoting awareness of the club’s programs and skaters in the community supports the organization’s mission of promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Investigates and recommends new promotional activities and is primary contact with local media to advertise special events with the club.

• Archives club history

• Maintains webpage and social media accounts with posting of skater accomplishments, upcoming events, important information, registration information, etc.

 

The Communications – Club Contact will act as the first point of contact through the club’s email account. This role involves regular maintaining of the club Gmail account and prompt response of inquiries. Based on the inquiry, messages may be forwarded to the appropriate Board member for response. (Treasurer, President, Assessment Coordinator, etc.) Regular maintaining of the club’s key communication tool supports the organization’s mission of promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Monitors regularly and manages Gmail accounts

• Responds to inquiries in prompt manner; forwarding inquiries to the appropriate Board Director, Coach, etc.

• When appropriate, directs parents, etc. to our Club website for policy and programming information

• When required, sends out email messages through Uplifter Communications- Email to registered Member Accounts

 

The Registration Administrator develops, maintains and processes the registration of skaters, board members and coaches. Accurate registration information is key to organizing on-ice programs and ensuring skaters are accurately registered and insured with Skate Canada. This work is important to achieve the mission of the organization which is promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Monitors and manages Member accounts, skater profiles and Program registration profiles within Uplifter platform to ensure records are maintained

• Registers club and Board of Directors with Skate Canada yearly.

• Provides registration information based on Uplifter reports to Board members, as required

• Informs coaches of registration information based on Uplifter reports

• Communicates with Chair/President and/or Treasurer to establish/apply fee structures for late registrations.

 

The Coaches Liaison is the primary contact between the Board of Directors and the professional coaching staff. They will work with the Coaches Rep to offer regular coach meetings to discuss program implementation, skater groupings, CanSkate assessment, etc. This work is important to achieve the mission of the organization which is promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area. 

• Ensures Coaches are adhering to Skate Canada Code of Ethics

• Acts as initial contact for all Coach questions, issues and/or concerns

• Initiates and attends monthly coach meetings

• Facilitates coach appraisals as directed by the board

• Verifies Coaches credentials are maintained with Skate Canada

• Takes leadership role in conducting annual Coach Feedback sessions

• Takes leadership role in interviewing of candidates for Coaching positions

• Posts job postings on Skate Ontario portal, when necessary

• Ensures our Professional Coaches have current Skate Canada membership (in good standing) (check periodically throughout the skating season)

 

The CanSkate Liaison is the primary contact between the Board of Directors and the CanSkate coaching staff. Responsibilities may include ordering of program materials, creating name tags for skaters, setup Warm-up Stations etc. This work is important to achieve the mission of the organization which is promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Be present at Club Table during CanSkate sessions to communicate with parents and skaters

• Orders all required program materials in consultation with CanSkate Coach Coordinator

• Ensures each skater has proper identification before first on-ice session

• Acts as Liaison between CanSkate professional coaches and the Board

• Assists CanSkate Coach Coordinator with recruitment of Program Assistants and scheduling of training

• Sets up off-ice Warm-up stations and music for each CanSkate session with collaboration with CanSkate Coach Coordinator

• Ensures tracking of skater progress is current and available to parents & all coaches (report cards, club bulletin board)

 

The fundraising Coordinator organizes the Club’s Buy & Sell, fundraising events and activities. Fundraising keeps registration fees low. Low fees enable more people to participate in skating. This work is important to achieve the mission of the organization which is promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Determines fundraising activities and dates with the Board of Directors

• Organizes fundraising activities

• Creates and implements a regular schedule for the Buy & Sell

• Works with Publicity & Communications Coordinator for the promotion of fundraising activities to be shared with club members.

• Maintain a record of volunteer participation to be used volunteer refunds.

• Records history of current year’s fundraising for use in setting up next year’s activities including recommendations for improvement

• Reports volunteer participation to Treasurer for tracking for Volunteer Refunds based on Club Volunteer Commitment Policy

• Ensures appropriate thank-you notes are sent, following fundraising activities

 

The Test Chair is responsible for facilitating opportunities for achievement by arranging test days and maintaining accurate records. This work is important to achieve the mission of the organization which is promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Works with Publicity/Communication Coordinator to advertise Test Day to other clubs.

• Recruits and directs volunteers to assist at Test Days

• Creates & distributes a Test Day schedule to coaches, board and skaters

• Becomes familiar with the current rules with Skate Canada/Skate Ontario

• Refers to test day procedures

• Stores records of each skater’s tests and ensures records are shared with Skate Canada & coaches through Uplifter

• Submits monthly assessment summary sheets

• Be present on the actual Test Day

 

The Ice Show Chair coordinates the annual lce Show. Once a theme has been selected, the Chair delegates responsibilities to committee members, liaises with Professional coaches and recruits’ volunteers. The annual Ice Show is a celebration of the skaters’ accomplishments for the past season. This work is important to achieve the mission of the organization which is promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Appoints and delegates responsibilities to a committee

• Calls and chairs an initial meeting of coaches to discuss possible themes, within first two months of skating season

• Chairs all Ice Show meetings

• Creates an Ice Show budget to be approved by board

 

The Skokie Chair will coordinate the Club Competition while representing the club with Skate Canada/Skate Ontario. This will support the organization’s mission of promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Club Liaison with Town & Skate Canada/Skate Ontario for all things Skokie

• Create and submit application bids to Skate Ontario

• Chair Competition committee meetings

• Establish a Local Organizing Committee for all Skate Ontario events

 

The Professional Coach Consultant will offer professional advice to the board as required. This will support the organization’s mission of promoting skating through instruction, practice, fun, fitness and achievement for all the citizens of Huntsville and surrounding area.

• Provide professional consultation to the Board of Directors with regards to Skate Canada programming