Program Volunteer Descriptions

EXECUTIVE POSITIONS

The following positions are defined by the Constitution and Bylaws. Individuals in these positions are nominated and elected annually at the Annual General Meeting.

 

PRESIDENT:

The President leads the organization, ensures good governance, and helps guide it toward its goals. They balance the needs of the board, management, and outside stakeholders.

  • Preside as chairman at all meetings of the Council and of the Society

  • Be the chief executive officer of the society and shall supervise the other officers and directors in executing their duties.

  • Provide a President Report at each Council Meeting.

  • Responsible for attending (or ensuring a RMFL representative attends) all governing body meetings, including monthly VMFL, VMFL Presidents meetings, and BCPFA meetings.

  • Ensure RMFL complies with all governing body guidelines and rule books.

  • Act as prime contact for all interactions with City of Richmond, VMFL, BCPFA, Media, etc.

  • Draft program details for presentation and finalizing with the Council.

  • Responsible for the overall success of the organization.

  • Is one signatory for all cheques.

FIRST VICE PRESIDENT:

The First Vice President supports the President in leading the organization and its strategy. They are ready to step in as President, when needed and may lead certain projects or committees. Their role focuses on leadership development, overseeing the board’s work, and helping the board effectively guide the organization.

  • The First Vice President shall carry out the duties of the President during his absence.

  • Provide a report at monthly Council meetings on observations of ongoing programs and/or any items for discussion.

  • Volunteer for additional program volunteer positions, if time permits.

 

 SECOND VICE PRESIDENT:

The Second Vice President supports the President and First Vice President, stepping in when needed. They help with governance, strategy, and decision-making and may lead committees or projects. Their role ensures leadership continuity and effective governance.

  • The Second Vice President shall carry out the duties of the President during the absence of the President and First Vice President.

  • Provide a report at monthly Council meetings on observations of ongoing programs and/or any items for discussion.

  • Volunteer for additional program volunteer positions, if time permits.

 

SECRETARY:

The Secretary ensures the board runs smoothly by managing documents, meetings, and communication. They help the board follow legal and organizational rules and keep records of its decisions.

  • Maintain or cause to be maintained a register of members of the Board.

  • Be responsible for the minutes of all meetings of the Society and of the Board.

  • File any annual reports or other documents pertaining to the conduct of the Society which may be required by statute. At the expiration of his appointment, he shall deliver to this Society all books’ papers and other property of the Society in his possession.

  • Volunteer for additional program volunteer positions, if time permits.

 

TREASURER

The Treasurer manages the organization's finances, ensures compliance with regulations, and keeps financial reporting transparent. They help the board make informed decisions and ensure the organization uses its resources effectively to stay financially stable and support its goals.

  • Keep the financial records, including books of account, necessary to comply with the Society Act.

  • Provide monthly financial statements and reports at RMFL Council Meetings.

  • Manages the financial systems such as Square, Cheques, Bank Accounts, cheques, Kidsport & JumpStart funding, fundraising events, etc.

  • Collects and tracks registration fees and follows up with outstanding payments, including equipment deposits.

  • Volunteer for additional program volunteer positions, if time permits.

 

GENERAL DIRECTORS

The Directors oversee the organization’s strategy, governance, and long-term success. They make key decisions, ensure compliance, and represent the organization while working together to support its mission and act in its best interests.

  • Attend and participate in discussions at monthly council meetings.

  • Volunteer for additional program volunteer positions to help support the success of programs.

  • Be available to assist where needed.

PROGRAM POSITIONS

 At the first council meeting following the Annual General Meeting, the agenda will include a discussion and assignment of volunteer positions critical for the rollout of the RMFL programs. The following is a summary of the typical positions and their duties. Council members typically fill these roles so that progress updates can be provided at monthly council meetings.  The same individual can fill more than one position with or without additional support from others.

 

REGISTRAR

  • Assist with updating program information on the website.

  • Manage the incoming registration database for all programs, including sending out confirmation emails, tracking space availability, collecting birth certificates, and maintaining waiting lists.

  • Create and issue registration invoices, track collections, and provide the Treasurer with progress reports for financial statements.

  • Be the primary contact for families regarding registration, invoicing, and any questions.

  • Creating and submitting VMFL rosters.

  • Provide monthly reports at Council meetings.

EQUIPMENT MANAGER

  • Maintain the equipment room at Minoru, before and after all practices and games.

  • Track and maintain all equipment and supplies.

  • Provide reporting at Council meetings on equipment inventory and projections for replacing damaged or expired equipment.

  • Ensure all equipment is sufficient and ready for programs each season.

  • Lead equipment handout and collection with support from team managers and coaches.

  • Keep familiar with equipment supplier updates, new technology, and recalls.

 

CONCESSION COORDINATOR

  • Be the primary coordinator and organizer of all concession operations, spring jamborees, fall home games, and any other events.

  • Ensure permits are in place and all health requirements are met.

  • Seek out, organize, and manage volunteers for concession.

  • Inventory and coordinate the purchase of food, drinks, snacks, and BBQ for concession.

  • Manage the concession sales and float with support from Treasurer.

  • Clean up of concession area.

 

SOCIAL MEDIA & WEBSITE

  • Provide regular posts and updates to social media accounts to help promote programs and engagement in the community.

  • Provide regular updates to the website pages.

 

MERCHANDISE COORDINATOR

  • Be the primary coordinator of all merchandise, including coaches' attire, spring uniforms, etc.

  • Develop ideas for new items and work with suppliers within the approved annual budget.

  • Work with Social Media & Website Coordinator to promote merchandise.

  • Track expenses, and sales and facilitate the distribution of products to customers.

 

DISCIPLINE COMMITTEE

  • Made up of 3 council members, the committee is responsible for reviewing incidents, issues of concern, or breaches of RMFLs code of conduct.

  • Reviews are done in a manner that is respectful and maintains the confidentiality and privacy of affected individuals.

  • Final incident reports are provided to the Council with a summary of their review and recommended actions.

 

FUNDRAISING & SPONSORSHIP COORDINATOR

  • Actively search out business and/or personal sponsors who can provide financial support to the association. 

  • Coordinating fundraising events to align with existing scheduled events. 

  • Coordinating with team managers to manage orders and sales.

 

CHEER COORDINATOR

  • Be the prime coordinator and organizer of all cheer programs, coaches, and volunteers.

  • Provide input into draft program plans and provide regular progress reports at monthly council meetings.

  • Ensure coaches are prepared for practices and organize all necessary equipment.

  • Manage ordering and distribution of cheer uniforms, including bows, shoes, inventory, etc.

  • Manage a committee of parent volunteers to assist with organizing items such as uniforms, cheer fest preparation, events, and team communication.

  • Attend all VMFL Cheer meetings, be fully familiar with all cheer regulations, and relay information back to Council and coaches.

  • Fulfill all the requirements of the “Association Cheerleading  Coordinator” as per the VMFL Cheer Handbook.   The following is an excerpt from the 2024 handbook:

    • Primary responsibility of the Association Cheerleading Coordinator (ACC) is to utilize the resources provided by the VMFL Coordinator to promote and develop the community cheerleading program for all of VMFL.

    • The Association Cheerleading Coordinator is appointed by the home Association Executive and is a minimum 1year long term. If an Association Cheerleading Coordinator cannot be found, the VMFL Coordinator can be used as a resource in order to help fill the position.

    • The Association Cheerleading Coordinator is responsible for overseeing their home club cheerleading program and coaches.

    • The Association Cheerleading Coordinator is to work alongside the home Association Executive board to promote the growth of Community Cheerleading and Football.

    • The Association Cheerleading Coordinator is to facilitate open communication between themselves and the VMFL Coordinator within a respectful time frame.  

    • The Association Cheerleading Coordinator is to oversee the following areas:

      • Game Uniform and practice uniform requisition and assignment

      • Practice and game scheduling - which the game schedules are to be provided at the scheduling meeting after the football scheduling season

      • Approve Cheerleading Coaching staff including Managers

      • Supervise Coaches and Managers when Possible

      • Ensure Association has Cheerleader Codes of Conduct

      • Ensure coaching staff qualifications are provided and met

      • Coordinate all administrative paperwork with Team Managers

      • Work alongside the Association Secretary or Registrar to have squad rosters sent to the VMFL Coordinator

      • If using indoor area, ensure facilities are scheduled/booked

      • To uphold the rules and guidelines set out by the VMFL

      • Must attend home Association meetings and VMFL Coordinator meetings

      • Any other duties deemed necessary by the Association

    • The Association Cheerleading Coordinator is to work with all the active cheerleading Associations and the VMFL Coordinator to coordinate the annual VMFL Cheerleading Competition.

      • Attend the hosted meeting of the VMFL Cheer coordinator 1 month prior to the competition for declaration and organization of competition - Voting will happen at the Cheer competition meeting, if the association president is absent, the Association Coordinator can vote as a club representative for the Competition meeting only. The only information that is to be discussed at the competition declaration meeting is competition.

      • Provide a list of volunteers to facilitate jobs for the event

      • Provide a minimum of 1 Judge for competition

      • Promote the cheerleading competition within the Association

      • Ensure the home Association attends the competition and declares either competitive entry or showcase entry

      • Maintain and enforce all VMFL rules and regulations regarding competition

      • Ensure each squad’s coaching staff has at least one certified minimum Occupational First Aid Level 1 person (First Aid person)