Prepare Agenda for all regular and annual general meetings.
Will chair all meetings.
Is responsible for liaison between the Chestermere Curling Association and the CRCA General Manager.
May have joint signing authority with the Treasurer for all bank accounts of the Chestermere Curling Association.
Inform CRCA General Manager or have secretary contact CRCA General Manager to book the curling ice for our start date, curling clinic, 3 open bonspiels etc.
Help with Registration after chairing the AGM for Returning teams, as well as help with Registration for New teams on the following night. These events usually are set for the first Tuesday and Wednesday in September.
Assist the Vice-President in preparation of grant applications as per executive decision.
Present prize payout amounts for aggregate and league winners to Executive in January or February for discussion of any changes in the amounts.
Distribute Nomination forms for next years’ Board Members to all coordinators to give to their respective rinks.
Master of Ceremonies at Year End Party for prize giveaways.
Vice-President:
Attend and participate in monthly meetings.
Assist the President with his/her responsibilities.
Will apply for any available grants as per executive decision and do oral presentation when required with the assistance of the President. REC. Board Grant applications are usually due in March.
Take on any duties of the President should the President be unavailable.
Take accurate minutes of monthly meetings should the secretary be absent.
Help with registration on Energize night. Usually Energize night is set for the first Wednesday in September.
Be prepared to take on the Presidents’ position when the President steps down.
Treasurer:
Attend and participate in monthly meetings.
Will have custody and preparation of all financial records.
Present Treasurers report at each meeting including a balance sheet and income statement showing a detailed account of all receipts and disbursements.
Present profit/loss statements for each Open Bonspiel and any other function of the association, ex. Turkey Shoot, Year End Party etc.
Responsible for the collection and deposit of all fees paid to the association and for deposit of all monies collected by fundraising or otherwise.
Monitor association investments, if any.
Manage the Chestermere Curling Association Casino Account.
Try to attend a GAIN session (Gaming information for Charitable Groups).
Will have joint signing authority with another CCA Executive member, for all bank accounts of the Chestermere Curling Association and will be responsible for payment and recording of all bills, ice rentals, and other charges from the Chestermere Curling Association and others.
Help with registration and collecting Community Membership money on Energize night. Usually Energize night is set for the first Wednesday in September. Keep track of a list of teams that have registered and who has paid or has yet to pay. File Society Annual Return (end of May)
Secretary:
Attend, participate in and take accurate minutes at monthly meetings.
Provide a copy of minutes to the President prior to next meeting to assist him/her in making up the agenda for the next meeting, and email to the rest of the board to save time reading them at the next meeting.
Post on the Curling Bulletin Board, the date and time of each monthly meeting.
Have custody of all the minutes and correspondence of the association.
Advertise upcoming curling events Examples of news items are, Curling Registration date and AGM for returning teams, Energizer night for newcomers, Adult Curling Clinic for Beginners, Junior Curling start date, Chestermere Open Bonspiel dates, Turkey Shoot, any other Curling Functions.
Help with registration on Energize night. Prepare registration forms and a Newsletter for registering curlers. Usually Energize night is on the first Wednesday in September.
Ensure that the Booklet Publisher has the information from the executive to be able to draft up the curling booklet so that it is ready for distribution near the start of curling. A master booklet should be printed and have the reproduction, folding and stapling done by Staples Office Depot.
Pick up mail on a regular basis from curling mailbox in photocopy room of complex.
Post all Bonspiel Posters and any other notices meant for the viewing of the club as a whole, on the Curling Bulletin Board.
Ensure someone will draft a poster to advertising each of our bonspiels and post a hard copy on our Curling Bulletin Board. Also forward a soft copy to SACA for distribution to all clubs.
Ensure someone is assigned to organize the Year End Party, that person will need to print tickets and get quotes for a caterer prior to the start of Playoffs (Late February.) Post on curling bulletin Board details of Year End Party (where to get tickets, price, date, time).
Help sell banquet tickets if needed.
Ensure someone will have trophy plaques engraved for wind up banquet, aggregate winners, A and B event winners in the playoffs as well the Bonspiel winners and Past Presidents plaque – Contact is Quality Trophies 272-6788. Also ensure someone will take photographs of the above mentioned winners and have copies made for our Chestermere Curling Club Photo Album and email photos to each of the winners.
League Coordinators:
Attend and participate in monthly meetings
Contact all members from their particular league night from the previous season with a blanket email containing details about Registration Night (which is always the day before Energizer Night). This email should be sent sometime in August since Registration and the AGM is held in the first week of September.
Help with Registrations after the AGM on that first Tuesday in September.
Help with Registrations of New Teams on Energize night if available, usually on the first Wednesday in Sept. 6:00-8:00 p.m.
Contact all skips to inform them of their start date and time once draws are completed in late September.
Communicate important information to the members from their particular league night.
Bring any concerns from their group of curlers to the Executive.
Help to promote our Chestermere Open Bonspiels among their respective curlers.
Coordinator should check to see that Wins, Losses and Ties are being recorded on the sheets posted on the bulletin board on the night of the game.
Tally points at regular season end, have results checked by another executive member, and contact all skips to make them aware of the date and time of their 1st Playoff game.
Help sell Year End Party tickets.
Executive as a Group:
Choose dates for start up, bonspiels, curling clinic, turkey shoot, and Year End Party at end of April or early May.
Contact local curling clubs to compare bonspiel dates so there are no major conflicts (Strathmore, Indus, Carseland, and Irricana). Should be done in September.
Coordinators may need to do phoning after Energizer Night in order to drum up teams. This is especially important if there are an odd number of teams on a particular night; we strive to reach an even number of teams in each league so there are no byes.
Ensure playoff draws are printed for each league and post on curling bulletin board a few weeks prior to the date that regular league games are completed.
Inform Aggregate winners for Monday Men’s and Tuesday Ladies of the Travelers Championship date and times, if 1st place winners cannot field a team with at least 3 of their regular players then the 2nd place team should be notified.
Inform Aggregate winners for Wednesday Mixed and Thursday Mixed of their scheduled playoff date to see who will represent Chestermere in the Managers Association Bonspiel.
Inform Mixed league Aggregate Representative and Open League Aggregate Representative along with Playoff Champ’s for Monday Men’s and Tuesday Ladies leagues; of the date and times of the Managers Association Bonspiel. If 1st place winners cannot field a team with at least 2 of their regular players then the 2nd place team should be notified.
Booklet Publisher:
This position is for someone who is well versed in Microsoft Excel.
The work is done on your own computer in your home on your time.
The time line for this position is starting right after Registration in early September and must be completed in early October around the time that our curling season begins.
Last seasons’ soft copy of the booklet is used as a template. The majority of the time is spent inputting all the team names and phone numbers that were gathered at registration. Also inputting the new draws that will be drafted by the executive once we know the final number of teams per night. Also there may be some updates to the Rules and Etiquette pages in the booklet as well as Dates for Bonspiels and the Year End Party etc.
The Curling booklet must be ready for distribution near the start of curling. A master booklet should be printed and the reproduction, folding and stapling will be sent to Staples Office Depot.
Bonspiel Organizers:
Attend and participate in monthly meetings
Have your name and phone number on Bonspiel Posters.
Transfer any registrations you take over the phone onto the sign-up sheet on the curling bulletin board ensuring you get any concessions a team may require (no concessions given for Sat. or Sun. or two weeknights in a row). Once the sign-up sheet is nearly full then the sheet should be taken down and completely filled by phone calls. If short teams then all teams from the last few years should be called to check if they are available.
Ensure that Meeting Room #2 across the hall from the Lounge is booked for Saturday evening of the bonspiel for the meal.
Check with Bartenders as to whether bottles of wine will be for sale for the meal, and see if they will bring in pretzels or bits and bites for free for curlers.
In the case of the Ladies bonspiel ensure there is a theme for the party Sat. evening that occurs around 6:00 p.m. after supper & before the final draw for the evening which could start at 7:30 or 8:00. Check on the whereabouts of the coveted Kleenex box.
Ensure Bonspiel Rules & Regulations Letter is drawn up, also meal tickets and free drink tickets, (4 drink tickets per team, if this is agreed upon to give out). Ensure Calcutta and double box envelopes are made up and ready for distribution.
Organize the draw which should be done at least 2 days prior to the bonspiel start date. Note: there must be 2 members of the executive present at the draw.
Inform the caterer for the bonspiel meal of the number of people to prepare for and confirm the menu, also be sure someone is listed to sell extra meal tickets in bonspiel letter and have the price listed.
Ensure someone is present, or be present, to take registration money and Calcutta money at the beginning of each draw in which there are new teams starting.
Ensure someone is present, or be present, to put out candy and double box envelope for each draw.
Make sure at least 2 square draw boards are made up and are being sold starting Thursday evening at the latest.
Ensure someone will make coffee ready in the Lounge Friday evening borrowing a CRCA 100 cup coffee urn (4 small Styrofoam cups full of ground coffee for 100 cups water). Ask if rink staff could turn coffee urn on 1 1/2 hrs prior to first game scheduled Saturday morning.
Confirm that 5 dozen donuts will be delivered to the Lounge Saturday morning prior to 1st scheduled game, by either a donator or an executive member may purchase them with curling club funds.
Ensure the Treasurer has the cash prize amount values so cash prize envelopes can be prepared before the weekend of the Bonspiel. Or if actual prizes are to be given out they should be delivered to the Lounge Saturday morning prior to first team out of the Bonspiel occurs.
Usually one person can purchase the candy, coffee and Styrofoam cups to be used for all bonspiels, or each can buy their own.
Confirm who will do prize presentations after the final game on Sunday afternoon.
Ensure someone will take photos of 1st place teams in each event as well get the names of each player of these teams for our Curling Club Photo Album. Photos should be lined up from the Photographers Left to Right, with the Skip on the Left then 3rd, 2nd, & Lead.
Ensure someone will email an article and photos with the results of our Open Bonspiels (1st and 2nd place winners in each of the three events) to the Chestermere Anchor (phone# 403-901-2770 email news@theanchor.ca).