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CVVC Board of Director Executive Positions

 

All parents and guardians of players registered with the Comox Valley Volleyball Club are voting members of the club. Each year, elections are held at the Annual General Meeting to fill empty positions on the Board of Directors.

Following is a brief summary of the executive positions.

President (vacant as of January 2017)

  • Convene and preside at membership, special, and executive meetings
  • Prepare and present an agenda
  • Be a signing authority on behalf of the club
  • Monitor the cvvcstrikers@hotmail.ca email and respond in a timely manner
  • Is the primary contact for Volleyball BC for administrative issues

Vice-President (vacant)

  • Assume the responsibilities of the President in the President’s absence or upon request
  • Assist the President in the performance of his/her duties
  • Accept extra duties as required

Secretary (vacant)

  • Ensure that members are notified of meetings
  • Record the minutes of regular, special, and executive meetings
  • File Annual Report online with BC Registry Services after AGM; need complete list of new board members elected in order to complete
  • Be a signing authority on behalf of the club
  • Issue and receive correspondence on behalf of the organization
  • Safely keep all records for the club

Treasurer (vacant as of November 2017)

  • Assist in developing the annual budget with input from all executive members
  • Receive all funds for the club
  • Be a signing authority on behalf of the club
  • Monitor the Paypal registration account and transfer funds to bank account
  • Disburse funds authorized by the executive or members
  • Maintain an accurate record of all expenditures of the club
  • Give a report of all receipts and expenditures at all regular meetings
  • Deposit all funds collected on behalf of the Board of Directors in an account at a recognized financial institution approved by the club
  • Monitor the cvvcstrikerstreasurer@gmail.com email and respond in a timely manner
  • Act as a communication link between the Board of Directors and the BC Gaming Policy and Enforcement Branch (BCGPEB)
  • Ensure that all BCGPEB policies and procedures are followed
  • Safely keep all records for the club

CVVC Board of Director Support Positions

 

All parents and guardians of players registered with the Comox Valley Volleyball Club are voting members of the club. Each year, elections are held at the Annual General Meeting to fill empty positions on the Board of Directors.

Following is a brief summary of the supporting roles. These positions are typically performed by directors but can be filled by other volunteers.

Equipment Manager (Ross Coubrough in role until the end of the 2018 season)

  • Must have space to store equipment for 12 teams
  • Maintains inventory of equipment and recommends improvements/needs for budgeting purposes
  • Maintains first aid supplies in medical kits throughout the season
  • Distributes equipment to coaches at start of season, ensuring it is signed for
  • Ensures all equipment is returned by all coaches at the end of the season

Gym Rental & Schedule Maintenance (vacant)

  • Books gym space with SD 71 in early Spring for following season
  • Organizes teams with appropriate practice times and gyms
  • Organizes Jr. Strikers gym space (Highland)
  • Liaises with coaches during season for gym availability
  • Cancels any over-booked gym space with SD 71
  • Sources additional space in community if SD 71 cannot accommodate all needs

Volleyball BC (VBC) Registration Liaison (vacant)

  • Is the primary contact for VBC for registration
  • Registers the club online each December
  • Liaises with coaches to determine in which VBC tournaments each team will be registered
  • Available in early January to register all teams in all VBC tournaments
  • Registers all players and coaches with VBC
  • Maintains rosters on VBC registration site throughout the season, ensuring rosters are correct by date VBC deadlines

Bookkeeper (Hollie Shewfelt will volunteer for the 2018 season as a community volunteer)

  • Receives complete finance records monthly from the Treasurer from December – May and quarterly from June - November
  • Enters all activity into accounting software
  • Performs monthly bank reconciliations from December – May and quarterly from June – November
  • Provides financial report to Treasurer for presentation to the board
  • Completes Community Gaming Grant application by May 15 every year with reports provided by the Treasurer
  • Completes and submits Gaming Account Summary Report 90 days after the fiscal year end