Board position descriptions - Manitoba Water Polo Association
2015 Manitoba Water Polo Association Annual General Meeting Thursday, May 21, 2015 7:00 pm Sport Manitoba, 145 Pacific Avenue, Theatre Room Board of Director positions up for election Position President Vice-President/Provincial Team Chair Treasurer Secretary (Policies) Director - School League Director – Director Fundraising & Sponsorship Director - Promotions Director - Special Events & Volunteers Term Expires (June) 2017 2017 2017 2017 2017 2017 2017 2017 All Board Members shall: a) be responsible for establishing the Bylaws and policies of the Association; b) prepare a long term plan with annual updates setting out the mission, vision, and long term goals of the Association; c) approve the annual operational plans and budget as prepared by the Executives; d) arrange the appointment/election of the Board of Directors; and e) regularly attend Board meetings and participate as set out in the Bylaws. Board Position Descriptions PRESIDENT General Duties of President: lead representative of the Association; be a signing authority at the Association’s banking institution; presides over board and executive committee meetings; works with the ED, board, staff and community to further the organization’s mission, vision and values; influences how the board uses its time, the selection of board members and its future leadership; anyone taking on this role must be committed to the organization and must understand the scope of energy and time required to effectively do the job; expected to review and understand the organization's articles of incorporation and by-laws, policies and procedures, financial and legal situation, and strategic plan; set high standards for board conduct and intervenes if conflicts of interest or confidentiality issues arise. Estimated Time commitment of the President: 2 - 3 hours per month for preparation and attendance at monthly Board Meetings. 2 - 3 hours per month to co-ordinate with Executive Director as required. 2 – 3 hours per month to meet with members. Yearly attendance at WPC AGM VICE-PRESIDENT/PROVINCIAL TEAM CHAIR General Duties of Vice-President: be a signing authority at the Association’s banking institution; assist the President in the administration of his/her duties; fulfill the duties of the President when that person is not available; in the event that there is a vacancy in the position of President, the Vice-President shall take over the duties of the President for the remainder of his/her term; chair the Provincial Team Committee; recruit volunteers to serve on the Provincial Team Committee; work directly with the Provincial Team Head Coach as the M.W.P.A. board representative, providing guidance and support as necessary; Provincial Team Committee The Provincial Team Committee will deliver M.W.P.A. sponsored high performance programs for the development of athletes in Manitoba and to support National team athletes within the Province. The Provincial Team Committee shall be guided by the Provincial Team policy in terms of composition and responsibilities. General Duties of Provincial Team Committee: facilitate training sessions for Provincial Team athletes; identify and communicate grants and resources available for athletes; annually provide a three (3) year plan of what the Committee would like to accomplish; set goals for the short-term (up to one year), the mid-term (1 to 3 years), and for the long-term (over 3 years). Ongoing review shall be a part of an annual meeting held after the season's play to review the past year and an early fall meeting shall be held to update the long-term and mid-term plans; liaise with Sport Manitoba and the Sport Medicine Council to facilitate Performance Enhancement Programs (PEP); assist with Sport Manitoba Sport Plans and Directed Funding Applications; and monitor and evaluate the activities of the Provincial Team programs on an annual basis. Estimated Time commitment of the Vice-President/Provincial Team Chair: 2 – 3 hours per month for preparation and attendance at monthly Board Meetings. 2 – 3 hours per month to meet with Provincial Team Head Coach and Provincial Team Committee. 1 – 2 hours per month to respond to correspondence of the Provincial Team and to deal with issues as they arise. TREASURER General Duties of Treasurer: is a member of the Executive Committee; serves as chair of the Finance Committee; Recruit volunteers to serve as members of the Finance Committee; prepares the yearly budget, in coordination with Executive Director; is a signing authority at the Association’s banking institution; renders to the Board at regular meetings thereof, or when required, an account of all transactions as Treasurer and of the financial position of the Chapter; Prepares and defends motions to the Board of Directors which involve monetary expenditure; in coordination with the Executive Director, arranges the annual audit and acceptance of the Auditor’s report; and performs such other duties as may, from time to time, be required by the Board. Finance Committee The Finance Committee oversees the financial operations of the Association. The Finance Committee should consist of at least three (3) members. General Duties of Finance Committee: Provide support and oversight to the Executive Director in the preparation, maintenance, and evaluation of grant submissions and post event reports; Monitor monthly financial statements; and Review and recommend disposition of requests for athlete financial assistance. Estimated Time commitment of the Treasurer: 2 – 3 hours per month for Preparation and Attendance at Monthly Board Meetings. 1 hour per month to coordinate with Executive Director as required. Occasional Finance or Executive committee meetings as required. SECRETARY (POLICIES) General Duties of the Secretary: is a member of the Executive Committee; serves as chair of the Policy Committee; Recruit volunteers to serve as members of the Policy Committee; is a signing authority at the Association’s banking institution; perform those duties delegated by the Association President or prescribed by Board of Directors; make reports as required by the Board of Directors in support of the Executive Director; lead an annual review of the Associations by-laws and policies; and prepare and defend motions to the Board of Directors which involve Bylaw or policy revisions. Policy Committee The Policy Committee oversees the development and revisions of the Associations Policies and By-Laws. The Policy Committee should consist of at least three (3) members. General Duties of Policy Committee: Review existing policies and by-laws and recommend updates as required; and Draft new policies for recommendation to the board as required. Estimated Time commitment of the Secretary: 2 – 3 hours per month for preparation and attendance at Monthly Board Meetings. 1 – 2 hours per month to review policies and meet with committee members as required. DIRECTOR – SCHOOL LEAGUE General Duties of the Director – School League: serve as chair of the School Management Committee; submit School Management Committee meeting minutes to the Board of Directors' meetings; prepare and defend motions to the Board of Directors which involve school league revisions; and provide input for annual Association planning and grant applications. School Management Committee The School Management Committee shall oversee the promotion and development of Water Polo in Manitoba schools. The School Management Committee is guided by the Manitoba Water Polo School Leagues Policies and Procedures Manual. General Duties of School Management Committee: hire and supervise the League Convener(s); provide input for annual Association planning and grant applications; assist in the preparation of yearly budget requirements for School League development; annually provide a three (3) year plan of what the Committee would like to accomplish; set goals for the short-term (up to one year), the mid-term (1 to 3 years), and for the long-term (over 3 years). Ongoing review shall be a part of an annual meeting held after the season's play to review the past year and an early fall meeting shall be held to update the long-term and mid-term plans; formulate recommendations to the Board related to the development of water polo in the School League; Interpret league policies in case of disagreements; Settle disputes that may arise; Review and renew existing league policies annually. Develop new league policies as required; Meet, or communicate (e-mail, telephone) as needed. Write a year-end report and submit it to the MWPA by January 31. Submit an operating budget to MWPA by September 15. Estimated Time commitment of the Director – School League: 2 – 3 hours per month for preparation and attendance at Monthly Board Meetings. 4 hours/week (Sundays) during school season to attend league games. 2 hours/week during school season to provide oversight and active management of school league operations, including attending meetings as required. DIRECTOR – FUNDRAISING & SPONSORSHIP General Duties of the Director – Fundraising & Sponsorship: serve as chair of the Fund Development Committee; Recruit volunteers to serve as members of the Fund Development Committee; Develop a fundraising strategy, including setting priorities, goals and budgets; Research and identify potential sponsors; Research and identify additional grant and funding opportunities; Prepare and defend motions to the Board of Directors which involve Fund Development. Fund Development Committee The primary goal of a fund development committee is to develop and implement a fundraising strategy to secure revenue for the Association. The Fund Development Committee should consist of at least three (3) members. General Duties of Fund Development Committee: generate increased income from existing sources; identify and research potential funding opportunities. These may include direct mail campaigns, writing proposals to obtain grants, securing endowments, hosting fundraising events and cultivating major donors; develop proposals for projects that could attract new funding; establish links with other voluntary and statutory bodies; annually update a three (3) year plan of what the Committee would like to accomplish; set goals for the short-term (up to one year), the mid-term (1 to 3 years), and for the long-term (over 3 years); and liaise with Director – Special Events for profile-raising events. Estimated Time commitment of the Director – Fundraising & Sponsorship: 2 – 3 hours per month for preparation and attendance at Monthly Board Meetings. This is a new board position – time commitment will be dependent on opportunities pursued. DIRECTOR – PROMOTIONS General Duties of the Director – Promotions: serve as chair of the Promotions Committee; develop and submit a promotion strategy to the board for discussion; prepare and defend motions to the Board of Directors which involve promotions and communications revisions; and liaise with the Director – Special Events & Volunteers to maximize promotional opportunities. Promotions Committee The Promotions Committee shall develop a strategy for promotion of the Association. The Committee will develop promotional materials and events to raise the profile of the association and the sport. The Promotions Committee should consist of at least three (3) members. General Duties of Promotions Committee: provide input for annual Association planning and grant applications; assist in the preparation of yearly budget requirements for Promotions and communications; annually provide a three (3) year plan of what the Committee would like to accomplish; set goals for the short-term (up to one year), the mid-term (1 to 3 years), and for the long-term (over 3 years). Ongoing review shall be a part of an annual meeting held after the season's play to review the past year and an early fall meeting shall be held to update the long-term and mid-term plans; formulate recommendations to the Board related to the promotion of water polo and the MWPA; Prepare promotional materials. Estimated Time commitment of the Director – Promotions: 2 – 3 hours per month for preparation and attendance at Monthly Board Meetings. 2 – 3 hours per month for preparation of promotional materials and events, including chairing committee meetings as required. (New position – more time may be required in the beginning to develop a promotions strategy). DIRECTOR – SPECIAL EVENTS & VOLUNTEERS General Duties of the Director – Special Events & Volunteers: serve as chair of the Special Events and Volunteer Development Committee; recruit volunteers to serve as members of the Special Events and Volunteer Development Committee; prepare and defend motions to the Board of Directors which involve volunteer development; liaise with the Director – Fundraising/Sponsorships to plan fundraising events; and provide input for annual Association planning and grant applications, in particular as it relates to special events or volunteer development. Special Events and Volunteer Development Committee The Special Events and Volunteer Development Committee plans and executes special events for the promotion of the sport, to recognize excellence in the sport, and develop and support the Associations volunteers. The Committee should consist of at least three (3) members. General Duties of Special Events and Volunteer Development Committee: provide input for annual Association planning and grant applications; assist in the preparation of yearly budget requirements for Special Events and Volunteer development; organize and supervise all banquets and awards ceremonies for various Association leagues and programs; organize and supervise annual Awards Brunch, including overseeing the compilation of information necessary for the presentation of the Province of Manitoba Order of Sport Excellence Awards, City of Winnipeg Award or Merit Medallions and M.W.P.A Awards; coordinate and supervise all volunteers necessary for aforementioned events; annually develop a plan for the recruitment and retention of volunteers; annually organize a volunteer appreciation and recognition event; coordinate M.W.P.A. participation in Volunteer Week; and assist in the formulation of recommendations with respect to M.W.P.A. annual awards (Eg. Athlete/Coach/Builder of the Year). Estimated Time commitment of the Director – Special Events & Volunteers: 2 – 3 hours per month for preparation and attendance at Monthly Board Meetings. On average 2 hours per month for event planning – this may be more or less depending on the season. 2015 Manitoba Water Polo Association Annual General Meeting 2015/2016 Board of Directors NOMINATION FORM Name: ________________________________________________________________ Board Position: ________________________________________________________ Brief Description: ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ Deadline: May 11, 2015 Please submit this form with an attached CV to [email protected], or mail it to the MWPA Office at address noted below. MWPA Office 145 Pacific Avenue Winnipeg, Manitoba R3CB 2Z6 Phone: 1.204.925.5777 Fax: 1.204.925.5703
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