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AGM 2019

Please join us:

Thursday, March 7, 2019   7:00 p.m. start (registration begins at 6:30 p.m.)

LOCATION:    Thomas Haney Secondary School Rotunda (23000 – 116th Avenue, Maple Ridge, BC)

Open Positions: 7 Director at Large Portions and 2 VP Roles

Please send questions and expressions of interest to president@ridgemeadowshockey.com.

Set Roles: (1) VP of A Hockey, (2) VP of Administration

Director at Large Positions: (1)Risk Manager, (2) Communication Director,(3) Midget-Juvy Director, (4)Tournament Director, (5)Secretary,  (6)Atom Division Director, (7)Initiation Division Director.

(Roles are determined after election based on skills and best possible fit returning members roles may change, so these are just the positions being vacated)

Board Positions & Job Descriptions

VP of ADMIN (DIRECTOR)

SUMMARY:
The VP of Administration position is an elected two-year board position (Director and
Officer) under RMMHA Bylaws. Being an Officer includes being a signing authority for
the Association. This position is elected by the members into the position (not
appointed by the Board of Directors).
KEY ROLE/RESPONSIBILITIES:
 Oversees everything dealing with administration in the association including the
following board positions:
o Risk Management
o Treasurer
o Secretary
o Sponsorship
o Tournaments
 Represents RMMHA at meetings with the City and Arena Operators dealing with
Ice
 Oversees and signs all Ice Contracts
 Signing Authority for cheques issues in the association
 Part of the “leadership group” sub-committee which includes:
o Attending meetings as required to review Policy, plan events, etc.
 Part of the Finance Committee sub-committee which meets a few times each
year separately to review and prepare budgets
 Assists with ‘A’ Evaluations as required by the VP of ‘A’ Program
 Ensures contracts for paid employees/contractors are prepared, signed and filed
 Oversees and assists with Registration procedures
 Oversees and assists with payment procedures
 Assists with hiring administrative positions
 Familiar with PCAHA rules and procedures
 Working understanding of RMMHA Policies (found in the Policy Manual) and
procedures
 Working understanding of RMMHA Bylaws
 Acts as mentor to RMMHA Team Managers providing guidance and advice
 Assists other board members with administrative duties as required

VP of ‘A’ HOCKEY (DIRECTOR)

SUMMARY:
The VP of ‘A’ Hockey position is an elected two-year board position (Director) under
RMMHA Bylaws. This position is elected by the members into the position (not
appointed by the Board of Directors).
KEY ROLE/RESPONSIBILITIES:
 Set Budget
o Review last season’s spending and income and make appropriate
changes as deemed necessary

 Coach Selection
o Search for coach applicants
o Interview coaches
o Workout contract details in conjunction with Hiring Committee
 Evaluations – pre work
o Create the framework and structure for how evals will work in conjunction
with DHD
o Analyze/critique/develop our evaluation criteria and procedures
o Develop schedule in conjunction with DHD/ED for athletes and evaluators
 Evaluations – during
o Coordinate collection and entry of data
o Monitor evaluators and ask lots of questions regarding how they operate
and what they are seeing
o Coordinate with Communications and VP of Admin to get schedule out to
athletes, including updating the website
o Oversee the formation of teams with DHD in conjunction with the
evaluators
o Other day to day functions of the Evaluations
 Committees
o Sit on appeals committee
o Sit on discipline committee
 Coaches
o Liaison between coaches and the association
o Work with them on player/parent issues
o Check in regularly on their progress and to see if they have
needs/wants/issues

o Facilitate the AP process between the coaches/managers
o Maintain contact for greater issues with PCAHA and determine what gets
passed onto President

 Scheduling
o Work with Ice Coordinator to ensure teams/coaches have adequate ice
times to fit their schedules
o Help with conflicts and to secure extra ice from time to time
 Development
o Work with DHD to facilitate the development programs and encourage our
teams/coaches to use them
o Help identify areas of need with our A teams and way to bring more
success
 Managers
o Point of contact for A team managers, more often than not acting as a
guide to help them contact the right person in the association or PCAHA

 Events
o Help at jamboree(s), tournaments and Bantam showcase

PW/Bantam DIVISION DIRECTOR (DIRECTOR)

SUMMARY:
The Atom Division Director position is an elected two-year board position (Director)
under RMMHA Bylaws. Director positions are elected as general positions and then the
Board of Directors as a group decide what role each person will be assigned.
KEY ROLE/RESPONSIBILITIES:
PRIOR TO SEASON:
 Working closely with the VP of ‘C’ Hockey to organize potential head and
assistant coaches. This may include potential coaches whose player (son or
daughter) is trying out for ‘A’ Hockey
 Organizing jerseys for evaluations
 Confirm goalie equipment for Atom ‘C’
 Work with VP of C to confirm practice and game times for Atom C
 Work with VP of C to determine registration for Atom C and potential number
of teams
 Work with Atom Division Manager to coordinate and supervise the Atom C
pre-evaluation skates and valuation skates/ice times. This includes setting up
schedules for coaches and assistant coaches to evaluate and run
scrimmages/practice times
 Help with the preparation of the double-blind draft
 Assist Division Manager and coaches as they setup team managers for the
season (this may include assisting with supplying game sheets, ref fees, etc
for the first few games)
DURING SEASON
 Be the first point of contact for the Atom Division Manager regarding any
issue that he/she needs assistance on or needs to be escalated
 Be a point of contact for Atom C coaches regarding any concerns

 Work closely with the VP of C to assist in any ongoing work that he or she
may need support with
 Attend Ridge Meadows Coach/Manager meetings
 Ensure Atom coaches, managers and Atom Division Manager are aware of
any extra development ice time or supplemental ice time on regular practice
time, as determined by DHD
CLOSE OF SEASON
 De-brief with head coaches (1 hour session) to learn what went well and what
can be improved upon. This meeting should include the VP of C. It is an
opportunity for head coaches to express any concerns and share their
“wants” for next season. The Atom Division Director is then responsible for
ensuring the VP of C, DHD and Executive Director have these meetings and
notes. This may be conducted remotely too.
OFF SEASON
 Work With VP of C to plan for next season (coaches, state of goalie gear,
jerseys – practice and game)
 Develop a goals and objectives list with the VP of C

COMMUNICATIONS (DIRECTOR)

SUMMARY:
The Communications position is an elected two-year board position (Director and
Officer) under RMMHA Bylaws. Director positions are elected as general positions and
then the Board of Directors as a group decide what role each person will be assigned.
KEY ROLE/RESPONSIBILITIES:
 Maintains RMMHA website including updating announcements, sponsor ads,
calendar, development opportunities, etc.
 Maintains Team snap team accounts including uploading team rosters at the
beginning of the season and any roster changes that happen throughout the
season
 Maintains Facebook page for RMMHA including posting announcements and
articles pertinent to the Association
 Responsible for sending monthly newsletters (or more frequently as required)
including content received from Board and staff
 Monitors the info@ridgemeadowshockey.com email address and forwards
inquiries to the appropriate board or staff member
 Monitors Facebook posts to answer any questions that may arise
 Posts to the Team Manager Facebook page any updates that are required
 Assists with ‘A’ and ‘C’ Evaluation announcements and website updates
 Helps to promote RMMHA events throughout the season (photo day,
tournaments, fundraisers, etc.)
 Working understanding of RMMHA Policies (found in the Policy Manual) and
procedures
 Working understanding of RMMHA Bylaws

MIDGET/JUVENILE DIVISION DIRECTOR (DIRECTOR)

SUMMARY:
The Midget/Juvenile Division Director position is an elected two-year board position
(Director) under RMMHA Bylaws. Director positions are elected as general positions
and then the Board of Directors as a group decide what role each person will be
assigned.
KEY ROLE/RESPONSIBILITIES:
PRIOR TO SEASON:
 Working closely with the VP of ‘C’ Hockey to organize potential head and
assistant coaches. This may include potential coaches whose player (son or
daughter) is trying out for ‘A’ Hockey
 Advertise Juvenile ‘C’ hockey to the players who aged out of Midget last
season
 Organizing jerseys for evaluations
 Work with VP of C to confirm practice and game times for divisions
 Work with VP of C to determine registration for divisions and potential number
of teams
 Work with both Midget and Juvenile Division Managers to coordinate and
supervise the pre-evaluation skates and evaluation skates/ice times. This
includes setting up schedules for coaches and assistant coaches to evaluate
and run scrimmages/practice times
 Help with the preparation of the double-blind draft
 Assist Division Managers and coaches as they setup team managers for the
season (this may include assisting with supplying game sheets, ref fees, etc
for the first few games)
DURING SEASON
 Be the first point of contact for the Division Managers regarding any issue that
he/she needs assistance on or needs to be escalated

 Be a point of contact for Midget and Juvenile coaches regarding any concerns
 Work closely with the VP of C to assist in any ongoing work that he or she
may need support with
 Attend Ridge Meadows Coach/Manager meetings
 Ensure Midget coaches, managers and Division Manager are aware of any
extra development ice time or supplemental ice time on regular practice time,
as determined by DHD
 Ensure coaches identify any players eligible for Midget C Scholarship
tournament and submit necessary paperwork to PCAHA before deadline
 Assist the Executive Director and Ice Coordinator with obtaining ice for Midget
C Scholarship practices and games as requested by PCAHA
 Identify those Juvenile players who are completing their third year of Juvenile
hockey and aging out of minor hockey – ensure that their jerseys are
collected to have their name bars attached to give them as their gift (or other
gift as decided by the Board for that season)
CLOSE OF SEASON
 De-brief with head coaches (1 hour session) to learn what went well and what
can be improved upon. This meeting should include the VP of C. It is an
opportunity for head coaches to express any concerns and share their
“wants” for next season. The Division Director is then responsible for
ensuring the VP of C, DHD and Executive Director have these meetings and
notes. This may be conducted remotely too.
OFF SEASON
 Work With VP of C to plan for next season (coaches, state of jerseys –
practice and game)
 Develop a goals and objectives list with the VP of C

SPONSORSHIP (DIRECTOR)

SUMMARY:
The Sponsorship Director position is an elected two-year board position (Director) under
RMMHA Bylaws. Director positions are elected as general positions and then the Board
of Directors as a group decide what role each person will be assigned.
KEY ROLE/RESPONSIBILITIES:
 Reviews and maintains the Sponsorship Program offerings
 Contacts local businesses to canvass for sponsorships
 Contacts local businesses to canvass for donations for tournaments and other
events
 Ensures that all sponsorship offers are provided to the businesses who sponsor
including website advertising, tournament ads and handouts, etc.
 Canvasses hotels to be “sponsor” hotels for tournaments
 Organizes committee to run Giants fundraiser each year
 Has been tourney chair for Golf Tournament (best to have only 1 board member
to be lead so there is no confusion)

TREASURER (DIRECTOR)

SUMMARY:

The Treasurer position is an elected two-year board position (Director and Officer)
under RMMHA Bylaws. Being an Officer includes being a signing authority for the
Association. Director positions are elected as general positions and then the Board of
Directors as a group decide what role each person will be assigned.
KEY ROLE/RESPONSIBILITIES:
 Chair of the Finance Committee
 Liaises with the contract bookkeeper to ensure that all postings, deposits, and
other financial matters are being attended to
 Ensures payroll for staff is done on a semi-monthly basis
 Ensures T-4 slips are provided for salaried employees
 Ensures teams are given their referee money at the start of the season
 Oversees accounts receivable and accounts payable
 Oversees all in-house subsidy programs are being administered
 Reviews monthly financial statements and brings reports to the Board regularly
 Reviews budget regularly ensuring various departments are aware of their
spending
 Oversees finance committee budgeting processes (Budget needs to be prepared
and ready to go out with Notice of AGM at least 2 weeks prior to AGM date)
 Provides payables reports at all Board meetings

VP of ‘C’ HOCKEY (DIRECTOR)

SUMMARY:
The VP of ‘C’ Hockey position is an elected two-year board position (Director) under
RMMHA Bylaws. This position is elected by the members into the position (not
appointed by the Board of Directors).
KEY ROLE/RESPONSIBILITIES:
 Oversea all matters as they pertain to ‘C’ hockey including the following board
positions:
* Division Directors – H1-4, Atom, PW/B & M/J
* Division Managers
 Coach Selection
o Search for coach applicants
o Interview coaches
o Organize Potential head coaches with assistants
 Evaluations – pre work
o Create the framework and structure for how C evals will work in
conjunction with DHD
o Analyze/critique/develop our evaluation criteria and procedures
o Develop schedule in conjunction with DHD/ED for athletes and evaluators
 Evaluations – during
o Coordinate collection and entry of data
o Monitor evaluators and ask lots of questions regarding how they operate
and what they are seeing
o Coordinate with Communications and VP of Admin to get schedule out to
athletes, including updating the website
o Oversee the formation of teams with DHD & ED in conjunction with the
evaluators
o Other day to day functions of the Evaluations
 Committees
o Sit on appeals committee
o Sit on discipline committee
 Coaches
o Liaison between coaches and the association
o Work with them on player/parent issues

o Check in regularly on their progress and to see if they have
needs/wants/issues
o Along with VP-A Facilitate the AP process between the
coaches/managers
o Maintain contact for greater issues with PCAHA and determine what gets
passed onto President

 Scheduling
o Work with Ice Coordinator to ensure teams/coaches have adequate ice
times to fit their schedules
o Help with conflicts and to secure extra ice from time to time
 Development
o Work with ED & DHD to facilitate the development programs and
encourage our teams/coaches to use them
o Help identify areas of need with our C teams and way to bring more
success
 Managers
o Point of contact for C team managers, more often than not acting as a
guide to help them contact the right person in the association or PCAHA

 Events

HOCKEY 1 - 4 (DIRECTOR)

SUMMARY:
The Hockey 1-4 Director position is an elected two-year board position (Director) under
RMMHA Bylaws. Director positions are elected as general positions and then the Board
of Directors as a group decide what role each person will be assigned.
KEY ROLE/RESPONSIBILITIES:
 Work with previous Division Director to get names of previous Division Managers
 Connect with previous Division Managers and see if they are willing to help again
o If not, have admin send out a blast email to parents in the division to ask
for volunteer

 Group meeting with Division Managers along with ED to discuss events and
timelines in off-season
 Work with Division Managers and ED to set evaluation dates and player draft
 Work with DHD to ensure there are an appropriate number of coaches/assistant
coaches for the number of players registered
 Work with Division Managers to place coaches in ice/time slots that work
 Assign a volunteer (Division Manager or someone else) to look after the Huck-a-
Puck program (work with ED) with Flames Hockey Club
 Work with ED to answer inquiries regarding Canucks Learn to Play program
 Work with Division Managers to set date, communicate with families and operate
evaluation weekend
 Assist Division Managers and utilize player ranking to draft teams and effectively
balance
 Assist Division Managers with player placement disputes
 Be sure to thank the Division Managers for all their hard work and help (however
you choose to show appreciation)

SECRETARY (DIRECTOR)

SUMMARY:
The Secretary position is an elected two-year board position (Director and Officer)
under RMMHA Bylaws. Being an Officer includes being a signing authority for the
Association.
KEY ROLE/RESPONSIBILITIES:
 Record and distribute the Minutes of all board meetings (including following up
with Board members to obtain any missing information pertaining to said
Minutes)
 Prepare Agendas for all board meetings
 Receive and distribute all correspondence received or sent by the Association
 Ensure Association records are regularly and properly kept in a proper folder for
easy access when requested
 Give notice of Board meetings to Board members as required
 Distribute Minutes from Board Meetings to Board of Directors within 5 days of the
meeting (if Board members have supplied necessary information within that time
frame)
 Recommend policy to the Board regarding internal and external communications
of the Association unless specifically noted elsewhere
 Attend any additional meetings of the members and assist with set up and clean
up
 Arrange and organize Photo Day including liaising with photography company,
booking locations and creating schedules
 Assist with evaluations for “A” and “C” Programs, as required (includes jersey
hand outs and collections, sign in of players, etc.)
 Assist Equipment Manager with creating sign up schedules for equipment hand
outs at beginning of season and hand ins at end of season
 Track team volunteer hours for the season events
 Assist Tournament Coordinators and Tournament Director with creating
volunteer sign up lists for all tournaments
 Help with Tournaments as required
 Help with any fundraising activities of the Association as required
 Assist with any other functions as requested by the Board of Directors

ATOM DIVISION DIRECTOR (DIRECTOR)

SUMMARY:
The Atom Division Director position is an elected two-year board position (Director)
under RMMHA Bylaws. Director positions are elected as general positions and then the
Board of Directors as a group decide what role each person will be assigned.
KEY ROLE/RESPONSIBILITIES:
PRIOR TO SEASON:
 Working closely with the VP of ‘C’ Hockey to organize potential head and
assistant coaches. This may include potential coaches whose player (son or
daughter) is trying out for ‘A’ Hockey
 Organizing jerseys for evaluations
 Confirm goalie equipment for Atom ‘C’
 Work with VP of C to confirm practice and game times for Atom C
 Work with VP of C to determine registration for Atom C and potential number
of teams
 Work with Atom Division Manager to coordinate and supervise the Atom C
pre-evaluation skates and valuation skates/ice times. This includes setting up
schedules for coaches and assistant coaches to evaluate and run
scrimmages/practice times
 Help with the preparation of the double-blind draft
 Assist Division Manager and coaches as they setup team managers for the
season (this may include assisting with supplying game sheets, ref fees, etc
for the first few games)
DURING SEASON
 Be the first point of contact for the Atom Division Manager regarding any
issue that he/she needs assistance on or needs to be escalated
 Be a point of contact for Atom C coaches regarding any concerns

 Work closely with the VP of C to assist in any ongoing work that he or she
may need support with
 Attend Ridge Meadows Coach/Manager meetings
 Ensure Atom coaches, managers and Atom Division Manager are aware of
any extra development ice time or supplemental ice time on regular practice
time, as determined by DHD
CLOSE OF SEASON
 De-brief with head coaches (1 hour session) to learn what went well and what
can be improved upon. This meeting should include the VP of C. It is an
opportunity for head coaches to express any concerns and share their
“wants” for next season. The Atom Division Director is then responsible for
ensuring the VP of C, DHD and Executive Director have these meetings and
notes. This may be conducted remotely too.
OFF SEASON
 Work With VP of C to plan for next season (coaches, state of goalie gear,
jerseys – practice and game)
 Develop a goals and objectives list with the VP of C

President (DIRECTOR)

SUMMARY:
The President is an elected two-year board position (Director and Officer) under
RMMHA Bylaws. Being an Officer includes being a signing authority for the
Association. This position is elected by the members into the position (not appointed by
the Board of Directors).
KEY ROLE/RESPONSIBILITIES:
 The President shall preside at all the meetings of the society and of the Directors.
 The President shall supervise the other Directors in the execution of their duties.
 Familiar with PCAHA, BC Hockey and Hockey Canada Rules and Regulations
 Oversee and supervise the implementation of all RMMHA policies, by-laws and
process.
 Responsible for all media releases (except game or tournament reports)
 Handles all Officiating complaints
 Reviews player and team official suspensions along with the VP of ‘A’ and VP of
‘C’ Hockey, respectively
 Oversees and supervises the hiring of all paid employees within RMMHA
 Work directly with the Executive Director to plan and deliver new programs and
or initiatives for RMMHA
 Along with E.D. represents RMMHA at meetings with the City and Arena
Operators dealing with Ice
 Represent RMMHA at all hockey governing meetings; including PCAHA and BC
Hockey events and meetings.
 Ensures Ice Contracts are handled by the Ice Coordinator and Executive Director
 Signing Authority for cheques issued in the association
 Part of the “leadership group” sub-committee which includes:
o Attending meetings as required to review policy, plan events, etc.
 Member of the Finance Committee sub-committee which meets a few times each
year separately to review and prepare budgets
 Assists with ‘A’ Evaluations as required by the VP of ‘A’ Program
 Approves members of the Coach Selection Committee
 Ensures contracts for paid employees/contractors are prepared, signed and filed
 Sits on ‘A’ Program Athlete Placement Appeals committee, along with the DHD
and VP of ‘A’ Hockey

 Collects all championship banners won by teams and arranges for them to be
hung in the rinks
 Committees
o Sit on financial committee
o Sit on or assemble athlete placement appeals committee
o Ensures that the Risk Manager assembles the Discipline Committee
o Chairs the discipline Appeals Committee
 Development
o Ensures that the DHD and Executive Director are working with VP of ‘A’
and VP of ‘C’, to facilitate the development programs and encourage our
teams/coaches to use them

 Events
o Oversee and provide support at jamboree(s), tournaments and Bantam
showcase, and any other events that the Board of Directors organizes

TOURNAMENT DIRECTOR (DIRECTOR)

SUMMARY:
The Tournament Director position is an elected two-year board position (Director) under
RMMHA Bylaws. Director positions are elected as general positions and then the Board
of Directors as a group decide what role each person will be assigned.
KEY ROLE/RESPONSIBILITIES:
 Confirm tournament dates for each tournament and the divisions to be hosted
 Complete the sanction request for the appropriate levels online at the BC Hockey
website
 Ensure tournaments are posted on our tournaments page on the RMMHA
website
 oversee the tournament committees for all tournaments.
 organize the individual Tournament Chairperson and Committee for each
tournament and ensure all applicable rules are followed.
 ensure proper PCAHA and BC Hockey sanctioning procedures have been met
for each tournament.
 assist the tournament committee as required.
 Ensure budgets for each tournament are received from the tournament
coordinators and brought to the Board for approval.
 Ensure that proper Board guidelines for the following are being followed by the
Tournament committees:
o Gaming Licenses
o Cash handling
o Deposits of cash at end of tournament
o Game Sheets
o Rules
o Referee scheduling and payments
o Raffle Prize recruitment
 Provide other guidance and assistance to the Tournament Chairpersons as
needed
 Ensure that all PCAHA paperwork is completed as per the PCAHA deadlines

 Ensure that reconciled budgets are provided by the Tournament Chairpersons
once the tournament is finalized
 Ensure that BC Hockey tournament reports are filed after each tournament has
been completed

RISK MANAGER (DIRECTOR)

SUMMARY:
The Risk Manager Director position is an elected two-year board position (Director)
under RMMHA Bylaws. Director positions are elected as general positions and then the
Board of Directors as a group decide what role each person will be assigned.
KEY ROLE/RESPONSIBILITIES:
 Assess concerns from board members pertaining to safety, policy, bylaws
 Chair disciplinary committee
 Work with members on safety issues on or off the ice
 Review back to play doctors notes
 Work with DHD to ensure coaches, team officials have proper accreditation
 Ensure E-Pact is renewed and properly implemented each season
 Ensure proof of insurance for ice has been ordered through BC Hockey and
provide to Ice Coordinator to forward to Arena operators and Cities
 Ensure First aid kids are ordered in the off season and handed out to coaches at
beginning of season
 Attend PCAHA Risk Manager meetings
 Speak to policy at meetings if necessary
 Risk manager should sit on at least one committee outside of Risk. For example,
finance and special projects (ED, DHD, Goaltending enhancement program,
referee enhancement program, etc.)