FLIPS Executive Board Member Position Descriptions:

President

  • Minimum two year commitment.

  • Oversee general organization and operations of FLIPS, in cooperation with the Vice-President.

  • Oversee all positions on the Executive Board of Directors and ensure that board members fulfill their duties.

  • Coordinate and chair all meetings.

  • Act as a contact for individuals interested in gymnastics (name and phone number listed in newspaper ads and on FLIPS website).

  • Act as coach liaison by ensuring coaching coverage for all classes, observing classes periodically throughout the season, and ensuring concerns raised are discussed during Executive Board of Directors meetings.

  • Hire / contract individuals when required (such as but not limited to hiring coaches, administration, or equipment set up, take down or maintenance).

  • Schedule all meetings and prepare agendas (including Annual General Meeting).

  • Act as a liaison between FLIPS and the facility in which it operates (including maintaining an open dialogue, attending monthly facility meetings) and ensuring all information is relayed to the Executive Board of Directors.

  • Ensure correspondence distributed to FLIPS membership.

  • Develop and distribute monthly newsletters to FLIPS membership.

  • Work in cooperation with the Head Coach to collect and maintain as current copies and a listing of all required training and documentation from Coaches, Executive Board of Directors and FLIPS membership (i.e. Coaching Credentials and Certificates, Respect in Sport Certificates, Criminal Record Checks, etc)

  • Research all applicable town, county, provincial and federal grants that FLIPS may be eligible for and prepare and submit applications and proposals as required.

  • Attend a GAIN Session and Use of Proceeds Session (Sessions are 3.5 hours combined. Details on times and locations are available at www.aglc.gov.ab.ca )

  • Assume the role of Interim Vice President, in addition to assigned duties, should the need arise.

  • The President and Vice President cannot step down from their role in the same year.

 

Past President (Optional)

  • Attend executive meetings and act as an advisor to the current Executive Board of Directors.

 

Vice-President

  • Oversee general organization and operations of FLIPS, in cooperation with the President.

  • Act as the contact for people interested in gymnastics (name and phone number listed in newspaper ad and on FLIPS website).

  • Maintain current all FLIPS policies, responsibilities and forms.

  • Prepare and edit FLIPS Information package for the Annual General Meeting.

  • Assume minute taking responsibilities in the event the Secretary is unable to attend a meeting.

  • Research all applicable town, county, provincial and federal grants that FLIPS may be eligible for and prepare and submit applications and proposals as required.

  • Attend a GAIN Session (Gaining Information for Charitable Groups) and Use of Proceeds Session (Sessions are 3 ½ hours combined.  Details on times and locations are available at www.aglc.gov.ab.ca).

  • Assume the role of Interim President, in addition to assigned duties, should the need arise.

  • The Vice President and President cannot step down from their role in the same year.

  • Various duties as assigned.

 

Registrar

  • Receive and process all FLIPS registration forms.

  • Act as the contact for people interested in gymnastics and address inquiries (name and phone number listed in the newspaper ad and on the FLIPS website).

  • Schedule classes in cooperation with the coaches, president and vice president.

  • Prepare, maintain and distribute class lists as needed.

  • Submit forms and fees to the Alberta Gymnastics Federation (AGF).

  • Maintain certificate and badge records.

  • Various duties as assigned.

 

Secretary

  • Take meeting minutes and distribute to Executive Board of Directors within one week following a meeting.

  • Prepare, maintain and distribute Executive, coach and parent contact lists as needed.

  • Coordination of all advertising, news articles, social media and FLIPS in cooperation with the President.

  • Maintain current the FLIPS Website.

  • Pick up all FLIPS mail on a regular basis and address or distribute as required or based on urgency.

  • Develop and distribute regular correspondence and newsletters to FLIPS membership, in cooperation with the President.

  • Organize and coordinate monthly Star Student awards, including pictures, profiles and prizes.

  • Various duties as assigned.

 

Treasurer

  • Receive and reconcile all FLIPS bank account statements.

  • Write cheques for expenses as receipts are submitted or invoices received.

  • Maintain current FLIPS financial accounts via Quick Books.

  • Prepare year end balance sheets for approval at the Annual General Meeting.

  • Submit the FLIPS annual return to the Alberta Government.

  • Submit the FLIPS annual return to Alberta Registeries.

  • Provide detailed and current FLIPS financial reports at each scheduled Executive Board of Directors meeting (including all casino funds received or spent).

  • Submit financial accounting books to a certified accountant at the end of each season.

  • Attend a GAIN Session (Gaining Information for Charitable Groups) and Use of Proceeds Session (Sessions are 3 1/2 hours combined. Details on times and locations are available at www.aglc.gov.ab.ca).

  • Submit all required forms and annual reports to the Alberta Liquor and Gaming Commission.

  • Various duties as assigned.

 

Events Director

  • Organize all FLIPS events, such as parent viewing night(s) and the annual Fun Meet (including event schedules, ordering supplies and prizes, organizing a concession, etc).

  • Organize and coordinate FLIPS photo night (book photographer, coordinate volunteers, distribute pictures to parents, and forward pictures and article to newspaper).

  • Various duties as assigned.

 

Volunteer Director

  • Coordination of all volunteer duties, including maintaining an online volunteer inventory; recruiting and organizing volunteers for all cleaning duties and FLIPS events; providing a volunteer listing to event organizers; liasing between event organizers and volunteers; responding to volunteer inquiries; posting the volunteer schedule on the FLIPS website (in cooperation with the Secretary) and on the facility notification board; monitoring completed volunteer duties; liasing with volunteers regarding non-completion of volunteer duties; and charging online membership profiles for non-completion of volunteer duties.

  • Various duties as assigned.

 

Fundraising Director

  • Spearhead, organize and coordinate all aspects of FLIPS fundraising efforts.

  • Organize and coordinate distribution of FLIPS promotional items and attire.

  • Various duties as assigned.

 

Casino Director

  • Coordinate all aspects of the Casino Fundraiser (including volunteer assignments and review and submission to Treasurer of all associated travel and accommodation receipts).

  • Attend a GAIN session (Gaining Information for Charitable Groups) and Use of Proceeds Session (sessions are 3 1/2 hours in total. Details on times and locations are available at www.aglc.gov.ab.ca)

  • Act as a liaison with the Alberta Liquor and Gaming Commission (including completion and submission of all required forms and correspondence).

  • Various duties as assigned.

Executive Board of Directors Responsibilities

  • Must complete Respect in Sport online certification

  • Must submit a volunteer cheque which will be destroyed at the end of the season if duties complete.

  • Must submit a current (within 3 years) Criminal Record Check and references (if required) if they have signing authority of FLIPS bank accounts. FLIPS may provide a letter indicating the reasoning for the criminal record check in order to eliminate any incurred expenses.

  • Fulfill their role until the next season's Annual General Meeting. However, should an Executive member need to step down from their role they must provide written notice to the Executive Board of Directors and hand in all associated documentation to the President as soon as reasonably practicable. The position may then be filled through an emergency meeting of the FLIPS membership.

  • Should an Executive member fail to meet the responsibilities of their role, they may be removed from the Executive Board of Directors based on a majority vote and their volunteer cheque may be cashed. The position may then be filled through an emergency meeting of the FLIPS membership.

  • All members are expected to handle gymnast's personal information in a confidential manner and will abide by FOIPP regulations

 

Executive Board of Directors Meetings

  • Executive members are required to attend meetings as scheduled.

  • Executive members are expected to arrive 10 minutes prior to meetings to ensure they start on time.

  • 6 executive members in good standing shall constitute quorum at any meeting. The President shall be the only non-voting member.

  • If an Executive member misses two consecutive, or three maximum, meetings per year (outside extenuating circumstances) they may be asked to resign their position. The position may then be filled through an emergency meeting of the FLIPS Membership.

  • Executive Board of Directors meetings are open to the FLIPS membership.