The 2012 Board

President - Skatez so Frantic
Vice President - Reign Disday
2nd Vice President - Mizz Rubble
Treasurer - Clumzy Luver
Secretary - Caribou Bees
Sponsorship Head- Jenny Jenny Bang Bang
Media/Special Events Head - Diva De Mortis
Training/ Skills/Rules & Regulations Head-Pyr-Ophelia
Bout Production Head - Wreck'er Ya
Merchandise Head -Reign Disday
Skater Relations/Recruitment & Membership Head - Magic Wanda
Volunteer Relations Head- Zoom Byah
Fundraising Head- Hoochie
Website/Creative Head- Pamtera
Interleague Relations/RDAC /WFTDA Head - Pamtera
Officiating Head- Jefftimus

Please read this.....

15.0 Executive Board Member & Committee Head Requirements
1. Regularly attends board meetings, special events, functions and important related meetings.
2. Make a serious commitment to participate actively in committee work.
3. Heads up appropriate Skater Teams and helps them achieve monthly goals.
4. Meets with Skater Team to ensure duties and deadlines are kept in order.
5. Stays informed about committee matters, prepare themselves well for meetings, and reviews and comments on minutes and reports.
6. Participates in fund raising for the organization.
7. Stays informed about the leagues mission, services, policies, and programs.
8. Reviews agenda and supporting materials before board and committee meetings.
15.1 Personal Characteristics to Consider
Ability to:
Listen, analyze, think clearly and creatively, work well with people individually and in a group.
Willingness to:
Prepare for and attend board and committee meetings, ask questions, take responsibility and follow through on a given assignment, contribute personal and financial resources in a generous way according to circumstances, and open doors in the community.
Develop skills if you do not already possess them, to:
Cultivate and solicit funds, cultivate and recruit other volunteers and skaters, read and understand financial statements, learn more about the league and important areas of the organization.
Possess:
Honesty, sensitivity to and tolerance of differing views, a friendly, responsive, and patient approach, community-building skills, personal integrity, a developed sense of values, concern for your not for profit's development, and a sense of humour.

The Board Positions are as follows

15.2.1 President
The Presidents role is both a member of the Executive and as the head of the league. The President is one who presides, who sits in leadership.
The role of a President is to design, develop and implement a strategic plan with the board in the most cost effective and time efficient manner for the betterment of the league.

Responsible for both day-to-day running and helping to develop business plans for the long term future of the league. The President is accountable to the board and the skaters in the league. It is the league that grants the President the authority to "run" the league.
As leader for our organization the President fulfills a motivational role in addition to office-based work. The President must motivate and mentor members of the board and league and chair meetings. The President leads the league and helps develop the organization.
Is required to manage most things, this includes but is not limited to, the Executive board, skaters, budget, leagues assets and other league resources, to make the best use of them and increase the leagues profitability. The President may also delegate these items to other members, and or outside sources if deemed necessary.
Reports to the Executive on a monthly basis to keep them informed of how the league is doing. The board will work with the President and offer suggestions and ideas about how to improve the league. It is the Presidents responsibility to implement and improve upon these ideas with the help of the Executive and the concerned committees.
Responsible for the leagues affairs and so must comply with the appropriate rules and regulations set out in code of conduct.
Must be certain that the financial structure of the league is adequate for its current needs and its long-range strategy.
Must be assured that the Board and its committees are adequately and informed - through reports and other methods - of the condition of the league and its operations.
Will call special meetings if necessary
Presides at meetings of the Executive and general league meetings with members.
Sees that orders and resolutions of the board are carried into effect and performs other duties prescribed by the board.
Holds the passwords to the financial and web accounts and is the Primary signature on all financial and web accounts.

15.2.2 Vice President
The Vice President performs league responsibilities when the President cannot be available and is a partner with the President in achieving the leagues mission/s. Providing leadership to the Executive, who sets policy and to whom the President and Vice President are both accountable.

Co-chairs meetings of the Executive developing the agenda with the President.
Encourages Board's role in strategic planning discusses issues confronting the organization with the President and the Executive.
Guides and mediates Board actions about league priorities and governance concerns.
Reviews with the President issues of concern to the Board, monitors financial planning and financial reports and plays a leading role in fundraising activities.
Sees that orders and resolutions of the board are carried into effect and performs other duties prescribed by the board.
Responsible for assessing Skater Teams and making sure everyone is working along with the Committee Head and finishing tasks and duties on time and within the proper guidelines.
Evaluates constantly the performance of the league in achieving its mission.
Secondary signature for financial accounts when the President is not available.

15.2.3 Second Vice President
The Second Vice President performs league responsibilities when the Vice President and President cannot be available and is a partner with the First Vice President/President in achieving the leagues mission/s. providing leadership to the Executive, who sets policy and to whom the President and Vice President are both accountable.
The second Vice President also takes on the duties as an overseer of Skater Relations and aides the Treasurer with finance as followed:

Attendance, Dues, and Volunteer credits are reported to the Second Vice President who then will contact any skaters who fall short in this area.
Review and make sure all skaters have appropriate Insurance.
Contact and speak with any skaters to resolve and make plans to re-establish anyone short in the areas of attendance, dues, Insurance or volunteer credits.
Contact and speak with any skaters to resolve and make plans to re-establish anyone short in the areas of Attendance, Dues, Insurance or volunteer credits.
Contact disciplinary committee and training committee if nothing is resolved so that the skater who is in breach of code of conduct is not allowed to skate and/or has been warned.
Aids the Treasurer in financial needs, budgets, taxes
Review prepared budgets with the treasurer and to help develop appropriate procedures for budget preparations and on a consistency between the budget and the leagues plans.
Work with Treasurer to ensure Taxes are filed accordingly.

15.2.3 TREASURER
The Treasurer keeps accurate financial records for the league and manages the finances of the league.

Review prepared budgets and to help develop appropriate procedures for budget preparations and on a consistency between the budget and the leagues plans.
Collects and records all incoming funds such as dues, fund raising monies, bout receipts, etc
Deposits money, checks, league dues, monies from fundraisers and bouts in the name of and to the credit of the league in the bank.
Disburses league funds as ordered by the board.
Upon request provides the President and the board an account of transactions of the financial condition of the league.
Keeps full and accurate account of all assets, liabilities, receipts and disbursements of the league in the books and shall report all accounting each month to the league board committee.
Reports at each Board meeting, on all relevant topics.
Needs to work with the Second Vice President to assist in the preparation of the budget and make financial information available to Board members and league members.
Maintains knowledge of the organization and personal commitment to its goals and objectives.
Report to the board any financial irregularities, concerns, or opportunities.
Assists the President in preparing the annual budget and presenting the budget to the board for approval.
The second signature required on all cheques – the first being the President, the Vice President signing in the Presidents absence.

NOTE: OCDG financial records will be made accessible to all members through the Treasurer. Any member in good standing, wishing to see financial records is welcome to schedule a meeting with the Treasurer to view financial records. Only the Treasurer will be allowed to retain copies of financial documents.
15.2.4 Secretary
The Secretary shall be responsible for keeping records of league actions, including overseeing the taking of minutes at every board meeting, sending out meeting announcements, distributing copies of minutes and the agenda to each Executive Board member and are responsible for maintaining corporate records.

Attends every scheduled board meeting and by taking minutes of all league Executive meetings and league meetings and in absence is required to designate someone to fill position.
Serves on the Executive by maintaining all board records and ensures their accuracy and safety.
Ensures that members have the information needed to do their jobs.
Reports to the league on committee's decisions/recommendations.
Provide notice of meetings of the board and/or of a committee when such notice is required
Schedules and books meetings for board and league. Chooses locations and times.

15.3 COMMITTEE HEAD POSITION DESCRIPTIONS
15.3.1 Sponsorship HEAD
Coordinate and participate in promotional activities and trade shows to market roller derby, upcoming bouts and events

Work with SKATER TEAMs and Working Committees throughout the year to ensure all duties are carried out appropriately and on time.
Has promotional folders for hand out to interested sponsors
Maintain Sponsorship database of all current Sponsors
Makes sure sponsors know about upcoming games and events
Liaison with bout production regarding sponsors banners and provide webmaster/creative with logos for website, program, and posters
Help to Mail out Thank you letters, game and season passes
Oversee updating of sponsorship packages with new ideas, information and marketing ideas

15.3.2 Media/SPECIAL EVENTS HEAD
Handle questions and queries from the press and public about league, develop information to release to news media/publish on website.

Work with media SKATER TEAMs and Working Committees throughout the year to ensure all media duties are carried out appropriately.
Create media/press release/event schedule for SKATER TEAM
Approve press releases and make sure they are sent out on schedule
Maintain a portfolio of all news media received & a consistent record of contacts and potential contacts of media personnel
Answers emails from media@oilcityderbygirls.ca AND events@oilcityderbygirls.ca in a timely manner, attend monthly board meetings
Informing the member/s and giving members a script if necessary to document what we want presented in story/ press is covered. (Example, important dates and upcoming events, charities etc.) Monitoring the story and what is presented to public.
Work with SKATER TEAM to arrange public appearances, contests, or exhibits for audience to increase awareness to Roller Derby
Promote goodwill within our community with events. Liaison with SKATER TEAM for scheduling and ideas For example: Helping when requested from other fundraising/volunteer organizations - Foodbank, Shelters etc.
Establish and maintain cooperative relationships with representatives of community sponsors and public interest groups

15.3.3 Training/Skills/Rules and Regulations HEAD
The Executive here must form a committee will be made up of both A & B team Captains, referees, coaches and players.

The committee works with requirements for minimum skills levels in conjunction with WFTDA standards
This committee will formulate and assist new training regimes for specific target issues and keep league on cutting edge of training.
This committee is responsible for overall training and skills of league members. If players have not reached benchmarks, formulate plan to help them reach goal.
Co-ordinates all practice times, spaces and books rental space for practices.

15.3.4 Bout Production HEAD
Bout production will have committee meetings and is responsible for all bout related events.

Work with bout production SKATER TEAMs throughout the year to ensure all bout production duties are staffed appropriately and items needed for the bout are taken care of.
Secure necessary venue and venue facilities.
Check that specific licensing is required – liquor license, area for drinking, id check for individuals drinking
keep bout attendance
Book extra seating and food for venue
Ensure signage is up for change rooms, suicide seating, washrooms, and dressing rooms. Ensure outside signage is up directing fans to the rink, enter at own risk Signage .
Ensure sponsor banners are up
Book announcers, photographers and videographers for bouts
Liaison with Launchpad productions to provide PA, lights, microphone for announcers/half-time entertainment, and bout script.
Ensure tables are available for merchandise and vendor booths
Work with Skater Team to make sure you have enough people for security, at door to sell or take tickets, program sales, beer tickets, beer/cooler tub
Ensure we have first aid/EMS at game – Liasion with First Aid Co-ordinator

15.3.5 Merchandise
You must have a large storage area available to keep boxes, totes, and the merchandise suitcase

Purchases and maintains all merchandise for the league.
Maintains accurate inventory of items and spreadsheet of all monies
Attend to and bring merchandise to bouts, fundraisers, practices and special events

15.3.6 skater relations recruitment & membership Head
Responsible for recruitment of players-answers, all recruiting@oilcityderbygirls.ca and joinus@oilcityderbygirls.ca emails

Makes sure every new player completes appropriate paperwork, Alberta health care, insurance, age, known allergies recorded
Greets new players and helps to get them skates and pads, waivers for their first skate
Gives new players paperwork that pertains to game rules and play and league information
Responsible for registering new girls and support staff derby names through www.twoevils.org site
Keep all records of past and present members and maintain a membership list of emails and contact phone numbers

15.3.7 Volunteer Relations HEAD

Keeps roster of every interested volunteer
Volunteer recruitment
Keeps track of volunteer credits and sends a spreadsheet to the 2nd Vice President
Work with SKATER TEAM to ensure bout production has enough people for set up of chairs, merchandise/vendor tables and removal and replacement of glass at Metro.

15.3.8 Fundraising HEAD
The Head of Fundraising will oversee the leagues overall fundraising.
To accomplish this, the Fundraising Head responsibilities are:

Work with Board members at the beginning of the year to coordinate fundraising events for the whole year.
Work with fundraising SKATER TEAMs throughout the year to ensure all fundraising events are staffed appropriately and duties and items needed for the event are taken care of.
Attend fundraising events to aid in organization and help along with any questions. Create feedback for the appropriate SKATER TEAM.
Monitor fundraising efforts to be sure that ethical practices are in place, that donors are acknowledged appropriately, and that fundraising efforts are cost-effective.
Answer all emails for Fundraising email in a timely manner, attend monthly board meetings

15.3.9 Website /Creative/ HEAD

Develops and prints flyers, tickets, posters, and advertising for upcoming events, exhibitions, bouts and fundraisers
Maintain website adding new skaters, sponsors, information
Update website events and practice schedule
Design and print bout programs. Ensure we have bout programs and they are either at front door or they are being sold by volunteers
Design, develop and order print advertising ; business cards, banners, and flyers
Maintain Facebook page and members, create Facebook event for bouts

15.3.10 INTerleague relations / RDAC / wftda
Keep in steady contact with other leagues in regards to booking bouts and keeping goodwill between Oil City Derby Girls and all other leagues.

Schedule dates in cooperation with league and travel team members to confirm and verify appropriate attendance
Secure necessary insurance for venue and away visiting teams – Submit sanctioning forms through CRDI/RDAC
Give dates to bout committee for venue booking and game organization
Make sure league stays up to date with WFTDA information and any changes to rules and membership.
The Inter-league Relations/WFTDA director will contact leagues and find an appropriate date for both teams to play.
Make sure visiting team is looked after – booking hotel rooms, transportation, billeting and scheduling.
OCDG must provide insurance proof to venues we skate in. These facilities require $2,000,000 special liability insurance to cover damage to the venue, track, spectators, etc. for each official practice and bout venue. Secure OCDG insurance with CWRDA for our venue for the year. Secure any other venues as required.
It is required that the contract/s be presented to the board for final approval to be signed by President, and Vice President/Inter-league Relations/WFTDA Director once board approval has been reached.
*Any contracts entered into without the signatures, and agreement of the league shall be shouldered solely by the offending/ initiating party or parties, any compensation required to the team/or teams involved will NOT be paid by the league or the members of the league with out a vote of 100 % of the members in good standing.

15.3.10 Officiating
Officiating works with bout coordinator setting up track, 10 foot safety zone and scorekeeper/penalty/player benches at bouts

Works with training committee on WFDTA rules and testing
Administers a yearly written test to skaters
Coordinates with other leagues head referees to staff officials for bouts
Coordinate volunteers for bout track set up and tear down
provide players and the training committee with up- to -date rules and changes to WFTDA rules
Provide and keep bout statistics
Schedule monthly scrimmages, referee practices and rules nights, organizing and managing referees during bouts and practices
trains new referees and NSO’s. Administering skate and written tests
Maintain bout and officiating supplies

16.0 OTHER LEAGUE POSITIONS –NON EXECUTIVE

16.1 Disciplinary Committee
The Disciplinary Committee is there as support to handle intra-league disciplinary issues, including attendance issues, player misconduct, etc. And recommend appropriate action to board for final decisions.

16.2 Coach/Coaches
Formulate strategies for effective play protect and respect all players and non players – protect in respect to skater not playing when an injury is suspect or make sure skater is recovered from an injury – respect all members treating all equally.

Works with training/skills/rules/regulation committee for overall training and skills of league members.

16.3 first aid/medical

Takes care of Team first aid kit
Advises and purchased items to restock first aid kit.
Makes sure ice and first aid kit are available at all bouts and fundraisers.
Advises Bout Production on appropriate medical staffing for bouts

MORE INFORMATION ON SKATER TEAMS AND WORKING COMMITTEES