Board Members Duties

Officers 

President:  

• Shall oversee all jobs and decisions made by the Board.
• Shall attend RYFC meetings and provide input to ensure that decisions made are in the best interest of the Blue Devils organization.
• Shall schedule and conduct board meetings as needed.
• Shall conduct all background checks of every board member and staff to the Blue Devils Organization.
• Shall pay the organization assessments.
• Shall pay and file insurance with RYFC.
• Shall file Association papers with RYFC.
• Shall be Co-Treasurer and remain on the bank account at all times.
• Shall have voting rights on any new Board member/Staff member.
• Shall monitor and maintain the Hornets E-mail address [email protected].

 Vice President:

•  Shall represent the Blue Devils at any meetings or events that the President cannot attend.
• Shall be an active participant in RYFC meetings and activities.
• Shall hold a Team Parents meeting within the 1^stweek of practice.
• Shall schedule and chair the election of new board members.
• Shall attend all RYFC meetings and represent the best interest of the Blue Devils as an alternate to the President.

 Commissioner:

• Shall ensure all player information is filed properly and books are certified.
• Shall ensure that all team information is approved by RYFC.
• Shall maintain the Football certification books.
• Shall attend all RYFC meetings and represent the best interest of the Blue Devils as an alternate to the President.
• Shall be Weighmaster certified.
• Shall ensure scale is certified for accuracy.
• Shall attend all Coaches meetings for both Cheer and Football.

Treasurer: 

• Shall keep and be accountable for all inbound and outbound monies and bank accounts.
  Shall deposit all monies from Blue Devil’s events within 48 hours of the conclusion of the event. When making bank deposits DO NOT mix them. EX: Registration deposit and concession deposit should be 2 separate transactions.
• Shall write on the top of every bank receipt what the deposit is for immediately.
• Shall write on the top of every store receipt what it is for immediately.
• Shall give a detailed report at each board meeting outlining all monthly transactions.
• Shall schedule and oversee the projected yearly budget meeting in month of April. 
• Shall prepare a final budget for the year for January Board Meeting from the information received from the Board, subject to change as needed.
• Shall obtain all monies the day of Blue Devils events.
  Shall fill out and keep in record the Cash Event form signed by 2 other board members.
• Shall insure everyone receives a receipt even if paid by check.
• Every receipt must have the following information on it: Date, Blue Devils, Child's name/Parent's name, What it is for, if it was cash/check, if check add check number.
• Responsible for ensuring taxes are completed and filed.

Secretary: 

• Shall take and keep the minutes of all Blue Devils meetings, and email/distribute them for review.
• Shall notify board members as to when the board meetings will be held.
• Shall maintain business records.
• Shall create, maintain, and distribute to all Board members a Master Participant list.
• Shall maintain bylaws.

NOTE:  The hierarchy of responsibility is as listed above.

Members

Football Director: 

• Shall direct football operations.
• Shall Stripe and set up the field on game day, may utilize football coaches and parent volunteers to assist.
• Shall attend RYFC meetings and represent the best interest of the Blue Devils.
• Shall interview and hand in all football coaches’ volunteer paperwork.
• Along with the Commissioner shall approve all assistant football coaches.
• Shall be Weighmaster certified.
• Shall be responsible for reviewing and making any changes to the “Football Forms” in the registration packet.
• Shall hold a Coaches Meeting in the months of May, July, and September to take place before the monthly Board meeting. Meeting Minutes must be taken and a copy given to the Secretary. Head Coaches attendance is mandatory, assistants attendance should be encouraged. The Commissioner must also attend all meetings.
• Responsible Board Officers: President, Vice-President, Commissioner.

Cheerleading Director:  

• Shall direct cheerleading operations.
• Shall maintain the Cheer certification books.
• Shall attend RYFC Cheer Coordinator meetings and represent the best interest of the Blue Devils.
• Shall interview and hand in all cheerleading coaches’ volunteer paperwork.
• Shall approve all assistant cheerleading coaches.
• Shall act as Cheer Equipment Manager
• Shall hold a Coaches Meeting in the months of May, July, and September to take place before the monthly Board meeting. Meeting Minutes must be taken and a copy given to the Secretary. Head Coaches attendance is mandatory, assistants attendance should be encouraged. The Commissioner must also attend all meetings.
• Shall hold additional parent meeting to cover topics associated with travel for cheer competition.
• Shall be responsible for reviewing and making any changes to the “Cheer Forms” in the registration packet
• Responsible Board Officers: President, Vice-President, Commissioner.

Co-Cheerleading Director: 

• Shall assist the Cheer Director in collecting paperwork for the certification books.
• Shall attend RYFC Cheer Coordinator meetings with the Cheer Director and represent the best interests of the Blue Devils
  
• Shall assist in the inventory of equipment and uniform hand-out and collection.
• Responsible Board Officers:  President, Vice-President, Commissioner.

Special Events Coordinator: 

• Shall organize the year end banquet, including but not limited to booking the venue not later than May 1^st, approving the menu, submit the agenda for Board approval no later than October 1st, select for Board approval all trophies and awards no later than August 1^st, booking the DJ no later than August 1^st, and oversee the set up and clean up.
• Shall organize parade day.
• Shall organize picture day including but not limited to booking photographer no later than May 1^st (date may be determined later), book indoor facilities in case of rain, work with photographer on day to insure a smooth processes, and distribute photos to parents.
• Shall organize Casino Night event, including but not limited to booking the VFW, soliciting donations to be used as prizes, oversee the set up and clean up, create and delegate a menu from the Board, and create and delegate job duties from the Board.
• Shall organize a “Blue Devils Family” picnic to take place in the month of August each year.
• Note: Special Events Coordinator can make use of parent volunteers to form and chair committees to conduct the planning and execution of events. 
• Responsible Board Officers: President, Vice President, Secretary.

Football Equipment Manager: 

• Shall maintain, distribute and collect all football uniforms and equipment.
• Shall evaluate uniforms and equipment as needed and present ordering options to board for approval.
• Schedule and send out any equipment for re-certification.
• All equipment re-certifications shall be handed into the Board for filling by the Secretary. 
• All activities are coordinated with the Football Director.
• Responsible Officers/Members: President, Vice-President, Football Director.

Concession Coordinator:  

• Shall oversee the operation of all concession events put on by the Blue Devils.
• Shall be responsible for the purchase of all concession supplies.
• Shall ensure that concession money is accounted for and given to the treasurer at the end of the event.
• Responsible for storage of all Equipment, Food and any other material related to concessions.
• Shall select the food items for menu.
• Shall present Board with prices.
• Responsible for getting the food handler permit.
• Shall be responsible for the ordering and sale of all apparel.
• Responsible Officers: President, Vice President, Treasure.

Safety/Medical Coordinator:  

• Shall set up First Aid and medical kits and be responsible for all medical supplies.
• Interview and collect first aid/CPR certifications to be handed into the Secretary.
• Responsible for assigning, and ensuring medic volunteers are available for each team at all practices and games.
• Shall distribute and collect all medic bags at the beginning and end of each season.
• Shall maintain innovatory of medical supplies for all medic bags.
• Responsible for ensuring all paperwork for injuries, requiring an insurance form, is completed and given to the responsible family member for completion and submission.
• Shall organize a First Aide/CPR class for all head coach/team medics needing certification prior to August 1^st.  In the event a person can not make the assigned class that person is responsible to arrange a class and pay for it on their own.
• Shall hold at least 1 Medic meeting in July to go over procedures outlined in this document.
• Along with a member of the Executive Board shall make the decision when to call an ambulance.
• Responsible Officers: President, Vice-President, Commissioner.

Photographer and Yearbook Coordinator:   

• Responsible for taking random pictures at all activities and setting up the yearbook for the banquet.
• Shall coordinate the production of the yearbook.
• Shall submit a sample yearbook to the Board for approval, no later than October 1st before printing.
• Shall work with webmaster to ensure websites stay current.
• Shall submit all photos taken to webmaster for the website.
• Shall submit photos to the webmaster within 7 days of the event.
• Responsible Officers: President, Vice-President, Secretary.

Fundraising Coordinator: 

• Shall present fund raising options to the Board.
• Shall coordinate and execute all fund raising events.
• Shall be responsible for reviewing and reporting any changes to “Fund raising Form” in the registration packet.
• Responsible Officers/Members: President, Vice President, Treasurer.

WebMaster:  

• Shall be in charge of all public relations.
• Shall be responsible for soliciting sponsorships from businesses, this excludes fund raising.
• Shall ensure that all uses of the team name and logos are approved by the board. (See Articles – Website)
• Shall generate promotions e.g. pictures in papers.
• Shall create and distribute a weekly newsletter. All information must go through the Secretary before distribution.Shall create and distribute advertising fliers to the schools, print and mail/email reminders of returning participants registrations and parents meetings.
• Shall be the Administrator of the Hamlin Hornets domain : Hamlin-Hornets.com
• Shall maintain, monitor, improve, and update the teams website.
• Shall post all upcoming events, news and weekly newsletters, and share them on the teams Facebook page.
• Shall maintain the Hamlin Hornets Facebook account and monitor it for inappropriate posts and content.
• Shall hide or delete posts that contain inappropriate language.
• Shall manage the online registration portal and assign users from the board and coaches access to the organizational portal.
• Responsible Officers/Members: President, Vice President, Secretary.

Volunteer Coordinator:

• Shall be responsible for assigning volunteers for fundraisers/community events as needed.
• Shall be responsible for assigning and coordinating all volunteers for each scheduled game.
• Shall be responsible for reviewing and reporting any changes to “Volunteer Form” in the registration packet.
• Shall communicate with webmaster the positions filled to be posted on the website 
• Shall distribute weekly reminders of parent volunteers duties by Thursday prior to each game day.   
• Shall keep a written record of each parents volunteer jobs done each time.
• Responsible officers: President, Vice President, Secretary.

Travel Fundraising Coordinator:

• Shall research fundraisers for all travel teams and present them to the Board for approval.
• Shall plan each fundraiser, times, dates, place and necessary permits.
• Shall execute each fundraiser from start to finish.
• Shall keep a record of attendance, to include “sign in-sign out” sheets for each fundraiser.
• Shall keep a record of all monies collected at each fundraiser.
• Shall obtain all materials needed for each fundraiser.
• Shall work with the Treasurer and the Concession Coordinator to buy any needed supplies.
• Responsible Officers: President, Vice President , Treasure.

NOTE:  In situations where the Board members are unable to fulfill their duties or the positions are not filled, the appropriate listed Officers shall fill the position until such time that the Member is able or a replacement is found.  Another Member must be delegated to fill empty Board positions temporarily with approval from the Board. At anytime another volunteer may step forward for a re-assigned Board position, and with Board approval may take over the duties listed in this document.

NOTE:  All positions may appoint assistants as needed with Board Approval.  All assistants will have to submit to a background check.  Assistants will be required to be certified as required by the position. Assistants do not have a seat on the Board and have no voting rights.