Volunteer Role Descriptions

President (2-year term)

• Responsible for the overall direction of the Board and general supervision and control over the business and affairs of the Society
• Serve as liaison with Calgary Minor Softball and Softball Alberta
• When present, preside as chairman at all monthly board meetings of Directors and Members (Sept. to April)
• Sign such contracts, documents or instruments in writing as require his or her signature
• Perform other duties as may from time to time be established by the Board

Past President

• Advise the Board of correct procedures, policy and precedent
• In the absence or inability or refusal to act of the President, shall be vested with all the powers and shall perform all the duties of the President
• Sign such contracts, documents or instruments in writing as require his or her signature
• Perform other duties as may from time to time be established by the Board

Secretary (2-year term)

• Give notices for all meetings of Directors and Members when directed to do so
• Subject to the provisions of the Act, maintain the records referred to in Article 6.3 hereof
• Keep accurate minutes of board meetings (monthly, Sept. to April) and have custody of the minutes of such meetings
• Oversee NCSA website, social media accounts and any marketing and communication requirements
• Sign such contracts, documents or instruments in writing as require his or her signature
• Perform other duties as may from time to time be established by the Board
• Member roles
• Website coordinator (1-year term)
  • Edit website as needed
• Social Media representative (1-year term)
  • Post marketing to social media as needed
• Sign coordinator (1-year term)
  • Order and be the contact for physical signage
    
    

Treasurer (2-year term)

• Subject to the provisions of any resolution of the Directors, shall have the care and custody of all the funds and securities of the Society and shall deposit the same in the name of the Society in such bank(s) or with such other depositary as the Directors may by resolution direct 
• Prepare and maintain adequate accounting records referred to in Article 6.4 hereof and shall have custody of such records
• Attend monthly board meetings (Sept.-April) and prepare monthly updates
• Oversee any NCSA fundraising efforts including casinos, 50/50, etc.
• Sign such contracts, documents or instruments in writing as require his or her signature
• Perform other duties as may from time to time be established by the Board
• File the society annual report
• Member roles
• Casino Liaison (2-year term)
• Be the point person between the casinos and Nose Creek
• Maintain the NCSA executive list with ALGC
• Casino volunteer coordinator (1-year term)
• 50/50 contact (1-year term)
• Apply for Raffle license
• Contact for Raffle box and Payfacto accounts
• Ensure the Raffle reporting has been completed with ALGC

VP Membership (2-year term)

• Set up and oversee registration for learn-to-play and U9-U19 season registration as well as skill clinics (Fall pitching clinics, Winter pitching clinics, Winter catching clinics, and Winter skills clinics)
• Attend monthly board meetings (Sept.-April) and prepare monthly updates
• Assist the President and other VPs as required
• Perform other duties as may from time to time be established by the Board
• Member roles
• Learn-to-Play Coordinator (1-year term)
• Answer emails regarding the learn-to-play program
• Order Learn-to-play T-shirts from Softball Alberta
• Order Learn-to-play hats
• Make the Learn-to-Play teams (~4) according to friend requests and distances between players’ communities and the softball diamond
• Make sure that each Learn-to-Play team has at least 2 coaches and a team manager
• Chair the Learn-to-Play Parent meeting in April
• Learn-to-Play Roster Preparer (1-year term)
• Must have access to Microsoft Excel
• Time commitment: A few hours at the end of April
• U9-U19 Calgary Minor Roster Preparer (1-year term)
• Must have access to Microsoft Excel
• Time commitment: A few hours at the end of March
• Coach Liaison (1-year term)
• Notify all coaches of coaching requirements
• Ensure that all coaches have completed the CMSA coaching requirements and are aware of the Softball Alberta coaching requirements for Provincials
• Compile a list on Google Sheets of all certification numbers and contact information for all coaches (Learn-to-Play to U19).
•  Input all of the coach information into Ramp  (Learn-to-Play to U19)
  
  

VP Development (2-year term)

• Oversee player and coach development affairs of the Society including coordination of skill clinics, coaching clinics, and any required gym rentals
• Attend monthly board meetings (Sept.-April) and prepare monthly updates
• Oversee evaluations (book dates and gyms, design evaluation drills, schedule coaches and players)
• Assist the President and other VPs as required
• Perform other duties as may from time to time be established by the Board
• Member roles
• Skills Clinics Coordinator (2-year term)
• Book instructors/volunteers
• Must have coaching experience and familiarity with various drills
• Coach Clinic Coordinator (2-year term)
• Plan coach clinic for Nose Creek coaches
• Must have coaching experience and familiarity with various drills
• Data Entry Coordinator for Evaluations (1-year term)
• Input data from evaluation forms to a spreadsheet
• Pinnie Coordinator for Evaluations (1-year term)
  • Make sure that we have the right size and number of pinnies for each evaluation group
  • Wash pinnies after evaluations
• Try Softball Coordinator (2-year term)
  • Plan and carry out Try Softball events

VP Operations (2-year term)

• Oversee equipment and uniform distribution
• Responsible for NCSA facilities and diamond scheduling
• Attend monthly board meetings (Sept.-April) and prepare monthly updates
• Assist the President and other VPs as required
• Perform other duties as may from time to time be established by the Board
• Responsible for the overall direction of the Board and general supervision and control the business and affairs of the Society
• Serve as liaison with Calgary Minor Softball and Softball Alberta
• When present, preside as chairman at all meetings of Directors and Members
• Sign such contracts, documents or instruments in writing as require his or her signature
• Perform other duties as may from time to time be established by the Board past-president
  • Member roles
• • Equipment Coordinator (2-year term)
  • Help the VP Operations with equipment distribution
  • Gym Rental Coordinator (2-year term)
  • Book gyms for clinics, evaluations, indoor practices, Try Softball events, etc. at various facilities (Genesis, Vivo, Absolute Baseball, City of Calgary schools, churches, etc.)
  • Diamond Booking and Distributing Coordinator (2-year term)
  • Review City of Calgary diamond permits and amend if needed
  • Check the quality of the diamonds and contact 311 for more shale
  • Assign Teams game diamonds and practice diamonds
  • Keep an up-to-date Excel spreadsheet of all diamond assignments and availability
  • Be the contact person for coaches/managers to reach out to to schedule make-up games
  • Porta Potty Coordinator (1-year term)
  • Be the liaison with the porta potty company
  • Be responsible for ordering the porta potties for all game diamonds
  • Put locks on all of the porta potties at the beginning of the season (mid-April)
  • Replace locks at porta potties if they are damaged throughout the season
  • Coach/Manager Apparel Coordinator (1-year term)
  • Prepare a Google survey and invite all coaches/managers to order their one piece of Nose Creek apparel item
  • Place the apparel order
  • Distribute the apparel at the uniform distribution day
  • Uniform Coordinator (2-year term)
  • Organize jersey distribution day (weekend day in April) and secure the appropriate number of volunteers
  • Keep track of which players have which jerseys
  • Hand out jerseys to late registrants
  • Be responsible for jersey return for all teams/players (U9-U19)
  • Coach Survey Coordinator (1-year term)
  • Prepare questionnaire and collect data from coaches regarding their players (this information is used for the following year’s team placement)
  • Parent Survey Coordinator (1-year term)
  • Prepare a survey regarding the Nose Creek program and distribute it to all families
  • Prepare individual surveys for each team regarding their coaching staff and distribute it to all families 

VP Special Projects (2-year term)

• Oversee Society involvement in any non-league competitive activity including, but not limited to, the NCSA Mother’s Day tournament, third-party tournaments, provincial championships, national championships
• Attend monthly board meetings (Sept.-April) and prepare monthly updates
• Coordinate NCSA volunteers
• Assists the President and other VPs as required
• Performs other duties as may from time to time be established by the Board
• Member roles
• Assistant Nose Creek Tournament Coordinator (1-year term)
• Assist with the Mother’s Day Tournament team registration and game scheduling
• Mother’s Day Tournament Volunteer Coordinator  (1-year term)
• Recruit volunteers for the Mother’s Day Tournament
• U9 Tournament Coordinator (1-year term)
• Schedule U9 tournament games and find volunteers
• Learn-to-Play Tournament Coordinator (1-year term)
• Order tournament medals or see if Softball Alberta will provide them
• Order bouncy castle
• Schedule games
• Organize volunteers
• Provincial Championship Contact (1-year term)
• Notify all teams of the provincial tournament registration deadlines and requirements
• Help coaches determine the best provincial level for their team
• Third-party Tournament Coordinator (1-year term)
• Distribute possible tournaments to coaches and apply for tournaments for all teams before the season begins
• Volunteer Coordinator (1-year term)
• Coordinate volunteers for events other than the Mother’s Day Tournament and Casino
• Collect volunteer hours from all team managers at the end of the season
• Photo Coordinator (1-year term)
• Book the photographer
• Schedule all teams for photos
• Communicate with teams their photo times and how to access their digital photos