Southwest Eagles Youth Hockey Association

The Board of Directors is the governing body of Southwest Eagles Hockey Association, Inc.

The Board consists of a President, Past President, Vice President, Secretary, Treasurer, Registrar, Ice Scheduler, ACE Director, Webmaster, Fundraiser Coordinator and a division representative for each age level. This includes Learn to Play, Mite Level 1, Level 2, and Level 3, Squirts, Peewees, Bantams, and High School 2. Board Members (except the Ice Scheduler, ACE Coordinator, Fundraising Coordinator, and Webmaster who are appointed by the Board) are elected by the membership at the annual meeting of the Association, usually held in April or May. They serve for terms of one or two years, depending on the position.

Elected Positions

President (2 year term) – The President shall preside at all meetings and have general supervision of all affairs of the Association. The President shall act as Agent of the Association and as such, shall have authority to sign all deeds, leases, conveyances and other legal and official documents.

Vice President (2 year term) – The Vice President shall perform all the duties of the President in the event of his/her absence or disability, and such other duties as the president shall prescribe. The Vice President will chair the evaluation committee and is responsible for recommending to the Board any tryout process improvements or changes. The Committee also must obtain and organize materials, evaluators, on-ice help, and off-ice personnel needed for the tryout sessions.

Secretary (2 year term) – The principal duties of the Secretary shall be to countersign documents which by law require the countersignature of the Association Secretary, and to keep a record of all the proceedings at the meeting of the membership and Directory, and to safely and systematically keep all books, papers, records and documents belonging to the Association or in any way pertaining to the business thereof.

Treasurer (2 year term) – The Principal duties of the Treasurer shall be to keep and account for all moneys, credits and property of any and every nature of the Association which shall come into his or her hands; keep an accurate account of all moneys received and disbursed; and to render such accounts, statements and inventories of money received and disbursed and of money and property on hand; and generally keep all matters pertaining to his or her office as required by the Board of Directors. Unless otherwise provided by the bylaws or the Board of Directors, he or she shall sign all checks, drafts and vouchers by or through which the moneys of the association are disbursed.

Registrar (2 year term) – The principal duties of the Registrar shall be to account for all skater registrations, including USA Hockey registrations for both skaters and coaches. Any payments accompanying registrations shall be accounted for and passed along to the Association Treasurer. Any ice credits which shall come into his or her hands from the Treasurer’s records shall be accurately accounted for. In addition, the Registrar shall process paperwork for transferring skaters, and association skaters born outside of the US, for submission to WAHA and/or USA Hockey. The Registrar also prepares official team rosters and submits them to WAHA prior to the deadline of December 31, and distribute patches earned by players at the end of the season. All moneys received, statements and inventories of moneys received, and generally all matters pertaining to his or her office shall be reported to the Board of Directors.

The Age Level Directors (ALDs)

The Age Level Directors consist of 7 elected officials that serve one year terms. Age Level Directors are responsible to address any issues that arise with players, coaches or teams during the year at their level. Age Level Directors will assist with the registration and needs of all skaters at their level.

The positions include:

• High School 2
• Bantam Level Director
• Peewee Level Director
• Squirt Level Director
• Mite
• Level 1 and Level 2
• Learn to Play

Board Appointed Positions (Appointed Officers)

Ice Scheduler (Board appointed, 2 year term) - The Ice Scheduler shall be responsible for the purchase and distribution of ice. The Ice Scheduler shall coordinate with the ice arena manager, age level directors, board members, and coaches to develop practice and game schedules.

ACE Director (Board appointed, 2 year term) - The ACE Director is an experienced individual with a strong coaching background who serves as the administrative link to USA Hockey and its Coaching Education Program (CEP). In their role, Association ACE Directors organize and manage CEP requirements, assist the local association in the development of a well-trained coaching staff, promote parent education and provide clear goals and objectives for player skill development.

Board Appointed Non-Voting Representatives

Webmaster (Board appointed, 2 year term) - The Webmaster is responsible for the design and management of the Association's web site and distribution of information to the Association membership. The Webmaster duties include, but are not limited to:

• create and administer pages on the website via the online site administration tools provided by the website host;
• manage website administrator accounts and privileges;
• work with the registrar and treasurer to facilitate online registration;
• distribution of association news announcements and emails; and
• posting of evaluation results and coaching assignments in a timely fashion.

The Webmaster does not need to be familiar with html mark-up, but significant experience with Microsoft Excel and Word is recommended.

Hockey Operations (Board appointed, 2 year term) – Non-voting member of the Board with focus on Southwest Coach’s development, player development and overall club philosophy for SW teams. The Hockey Operations Director will assist the Vice president in all aspects of evaluations including coordination of on-ice drills, evaluators, coaches, check-in, etc. Coordinate off-ice program for Peewee level and above. The Hockey Operations Director is a member of the Coaches Committee, and works with the ACE Director on skill development programs and preseason coaches clinic. This position works with and supports Southwest on all hockey related issues.

Other Volunteer Positions (Board Appointed)

Concession Committee

Concessions Schedule Coordinator - The SHA Concessions Schedule Coordinator is primarily responsible for posting available concessions hours online and tracking SHA Members Volunteer concessions hours. Schedule Coordinator works with the Scheduler to track rink events/practice times/games to make sure concessions staffing meets the rink needs. This position requires ongoing communication with members throughout the year to ensure concessions is staffed, members are aware of their responsibilities and trained, and be available for questions on an on call basis. Other duties include (but not limited to) communicating with Concessions Team on product, deposit, and ongoing operational issues.

Deposits/Cash Coordinator -The committee person responsible for deposits and cash shall record all deposits for the year from the concession stand on a regular basis, and report the deposits to the Association Treasurer. In addition, keep the concession stand stocked with adequate change on a weekly basis, and especially for big events like high school hockey games, UW Women games, tournaments, and other events a the rink.

Inventory Coordinator - The Inventory Coordinator is mainly responsible for ensuring that the concession stand is appropriately stocked with a mix of items for sale including but not limited to: concession fun foods, soda, water & Gatorade, and candy. The inventory coordinator is also responsible for ensuring that adequate cleaning supplies are on hand and the maintenance of the concession equipment. This position requires frequent contact with local concession suppliers to resupply the stand, and the staff at ENIA for coordination of various events & operational issues of the stand. Also, this position is responsible for the compliance with Dane County Health Department regulations.

Recruiting and Retention Coordinator (Board appointed, 2 year term) - The Recruiting and Retention Coordinator responsibilities include, but are not limited to, chairperson of retention and recruiting committee, production of recruiting materials, organization of recruiting efforts and events.

Fundraiser Coordinator (Board appointed, 2 year term) - The Fundraiser Coordinator is responsible to organize volunteer members for various organizational events, games, etc. The Fundraiser Coordinator will track the volunteer hours per family and report to the results to the Treasurer.

Equipment/Photography Coordinator (Board appointed, 2 year term) – The Equipment and Photography coordinator is responsible for all association equipment (non-rental), including jerseys, pucks, first aid kits and water bottles. The coordinator is also responsible for the scheduling and organization of the team photo sessions.

Rental Equipment Manager (Board appointed, 2 year term) - The Rental equipment manager is in charge of the rental equipment inventory, distributing and collecting rental equipment, and collecting deposits and fees for rental equipment sets.