Updated Tuesday October 23, 2018 by Grayslake Colts Football, Cheer & Dance Association.
We are always looking for interested and willing volunteers to become members of our Board of Directors. Board positions are 100% volunteer - there is no compensation other than the sense of pride and accomplishment of working with the youth in our community.
For the 2019 season, we are specifically looking for volunteers to fill the following vacant positions:
- Director of Apparel
Please email our Board President at firstname.lastname@example.org if you are interested in volunteering.
Our 2019 membership that is running for a position on our Board of Directors will be posted soon.
You qualify to vote if you meet 1 or more of the following criteria:
- You are a current board member in good standing.
- You were a Coach or Assistant Coach during the most recent season and are in good standing.
- You were a Team Coordinator during the most recent season and are in good standing.
- You were a Concession Assistant (specific assignment - This position is someone who volunteered during most of the home games in concessions such as our dedicated BBQ Volunteers) during the most recent season and are in good standing.
- You attended at least 4 Board Meetings during the previous 12 months.
Everybody that is qualified to vote will receive an specific invitation to The Annual Meeting which is being held at Buffalo Wild Wings, 500 East Rollins Road in Round Lake Beach. Everybody is welcome to come to our Annual Meeting. Details on time and location will be posted soon
Below, is a description for each of the board positions that are from 2018. While there will be a few changes for 2019 (to be posted soon), this provides a basic detail for your reference.
President - Leader of the youth football cheer and dance organization. Ensures a positive youth football, cheer and dance experience for players, coaches, athletes, game officials, and parents. The President shall supervise the executive affairs of the Organization, communicate openly with the Board of Directors and shall preside at all general meetings of the Organization. President shall sign with the Treasurer, or other proper officer of the Organization authorized by the Board of Directors, all contracts or other instruments which the Board of Directors has authorized to be executed. In addition, the President, along with the Treasurer, is responsible for accounting for the Organization’s financial expenditures and income. Responsible for organization and leadership of the annual awards presentations, representation of the Organization at all Grayslake Sports Association meetings, and in general shall perform all duties incidental to the office of the President, and such other duties as may be prescribed by the Board of Directors from time to time. The President shall not be a coach (head or assistant). The President shall not be related or married to a direct report on the board. The responsibilities of the commissioner/president may include working with individuals on the Board of Directors to ensure the following:
• The league is operating with financial stability and in good standing with the community
• Risk management (insurance, emergency action plan)
• Reserving all practice and game facilities / scheduling / officials
• Coaching development
• Background checks
• Player registration
• Equipment & Uniforms
• Present at home games to network with guests and build a positive community support.
Vice President –The Vice President supports the President in any and all activities that sustain the operation of the organization as noted above and as directed by the President. Serves the President’s role in the event that person is absent; will assume the responsibilities of the President should that role become vacant. Responsible for representation of the Organization at all Grayslake Sports Association meetings as directed and in general shall perform all duties incidental to the office as may be prescribed by the Board of Directors from time to time. Position may serve as a developmental opportunity for the next President and/or counsel to the current President by the former. The Vice President shall not be a coach (head or assistant). The Vice President shall not be related or married to an officer on the board.
Serves as the Liaison to the community and represents Colt’s interests, vision, relationships and partnerships in the communities in which Colts serves. Works with all other department heads to coordinate advertising and marketing efforts with the league registration schedule in mind. Coordinates and executes community outreach events to build community support for our football & cheer programs (Parades, Discovery Days, etc.) Present at home games to network with guests and build a positive community support.
Secretary/Registrar– Records meeting minutes, maintains a record of league’s activities, and is responsible for all facets of the organizations registration process. Responsible for the collection of paper forms, payments and/or all online registration transactions in coordination with the Treasurer and the Director of Communications. The Secretary shall be the custodian of the corporate records, perform all duties incidental to the office of Secretary, and such other duties as from time to time that may be assigned to him/her by the President or by the Board of Directors. Works closely with the Treasurer to ensure that all registration funds are properly collected, accounted for and deposited. Coordinates any on-site registration if required. Keeps the minutes of the meetings of the members and Board of Directors and ensures that copies of each Board of Directors meeting minutes are distributed to the members of the Board of Directors and attending membership within 15 days after the Monthly meeting, or within 5 days of a special meeting. All original meeting notes will be maintained by the Secretary on an ongoing basis, which can be reviewed by the Organization membership by making a written request. The original meeting minutes must be maintained and passed on to the incoming Secretary. The Secretary shall not be a head coach.
Director of Communications – Responsible for being the single point person for the dissemination of all Organizational and Individual sport information, to internal and external sources. Creates the weekly newsletter and coordinates content with the appropriate Executive Board members. Manages the flow of information being distributed by the Board and Sport Directors to all Team Coordinators, parents and required parties. Will act as the informational mouthpiece of the Colts. This includes the Colts Call-m-All notification system. Responsible for overseeing all content associated with the Organization’s website. This includes, rosters, schedules, team wall, all files and forms, directions, and overall content strategy. Manages the development and distribution of marketing materials to promote the organization in local newspapers and media/social media outlets (Facebook, Twitter, etc.) to the community. It is important that this person is always informed on all matters related to the league, and works in close partnership with the President, Director of Football, Director of Cheer & Dance and Vice President to ensure the website and all related content are up-to-date and consistent with the organizations mission, vision and marketing strategy.
Treasurer - Responsibility for the financial arm of the organization. The Treasurer shall have charge and custody of, and be responsible for, all funds and securities of the Organization and shall receive and give receipt for monies and deposit all such monies in the name of the Organization or other depositories as directed by the Board of Directors. The Treasurer shall be responsible for filing appropriate State and Federal taxes, providing and presenting accurate income/expense statements on a monthly basis, and coordinating the external audit of the general ledger of the Organization at the discretion of the Board of Directors. The Treasurer will coordinate with the purchasing agent(s) for all materials and supplies required for projects, publicity and concession stands. The Treasurer will follow basic accounting practices outlined in the attached purchase policy. The Treasurer, in conjunction with the President, will lead the organizations’ annual budget meeting and drive the budgeting process through Board approval. He/she shall also assist the President in the normal operation of the Organization and is responsible for all Organizational income and expenditures. The Treasurer must have basic knowledge with accounting and book keeping practices. The Treasurer shall not be a head coach, related or married to another officer on the Board. Duties may include:
• Signing checks co-signed by another director (or as directed by the Organization’s by-laws)
• Dispensing league funds as approved by the board of directors
• Providing reports on the status of league funds
• Maintaining financial records
• Preparing budgets
Director of Fundraising - Responsible for working with internal and external fundraising partners to ensure the success of initiatives that meet the organization’s financial goals. Responsible for revenue generating programs (Charity Mania, Concessions, Sponsorships, Dine & Shares, New Initiatives, etc.) Solicits support, create committees and teams as appropriate to successfully execute fund raising mission, and support the association’s budgeting process. Responsible for securing and maintaining donations/sponsorships from local businesses that fund the annual Financial Aid program. Provides regular status reports to the Board of Directors and may coordinate activities and special programs with the Vice President as required or directed by the President that support the organizations short and long-term financial goals. The Director of Fundraising will be supported by the Assistant Director of Fundraising/Concessions and the Assistant Director of Fundraising/Spirit-Wear & Merchandising.
Assistant Director of Fundraising/Concessions- Reports to the Director of Fundraising. Responsible for direction and maintenance of the association’s on-site concession program, which includes all activities related to the sale of food and beverages for the organization. The Director of Concessions work with the Director of Marketing & PR to develop and maintain relationships with the Park District officials and High Schools boosters which in turn provide areas for the sale of Colts food & beverages. Makes all decisions with regard to purchasing, menu items, pricing and delivery for concessions at all home games as well as any team dinners or other events involving Colts concessions. The Director of Concessions maintains an inventory and purchasing log that aligns with the organizations financial goals, and works in tandem with the Treasurer and President to develop the annual concession budget. Solicits support and creates teams as appropriate to successfully execute the association concession program as needed. Responsible for assisting the Director of Fundraising with on-going and new fundraising activities, in addition to the coordination of scheduling volunteers for parents to meet their volunteer time commitments for Concessions.
Assistant Director of Fundraising/Spirit-Wear & Merchandising - Reports to the Director of Fundraising. Responsible for designing, ordering, marketing, sales, and maintaining inventory for all Colts merchandise. Responsible for keeping a running inventory list of all merchandise in stock. Submits a cost vs. pricing list of all merchandise to the Executive Board for pre-approval. Manages sales at all registrations and home games as well as special team/event orders and associated distribution. Coordinates with the Director of Communications to sell any and all Colts merchandise on line. Works with the Executive Board to develop and deliver merchandising strategies and programs that support the organizations financial goals.
Responsible for assisting the Director of Fundraising with ongoing and new fundraising activities in addition to the coordination of scheduling volunteers for parents to meet their volunteer time commitments in terms of Spirit Wear and Merchandising.
Director of Football Operations- Leading a team of assistants, the Director of Football shall execute the objectives of the Board of Directors with respect to football operations for the Organization. The Director of Football shall be directly and indirectly via his/her staff, responsible for obtaining coaches for approval by the Board of Directors, coach’s certification, equipment distribution/collection, field preparation, player distribution, Field Marshall duties and general coordination of football issues and concerns. The Director shall arrange coaches’ meetings (Head Coach, Assistant Coach, with High School coaches) as needed for training, player camps, and chalk talks. The Director shall assist the President in normal operations of the Organization. The Director shall also ensure the acquisition and application for use of space required for the Organization to execute its games and practices. In addition, the Director shall act as the purchasing agent for football and coordinate the purchasing activities with the President and Treasurer. The Director of Football shall not be a coach (head or assistant). This individual will oversee all Directors and Coordinators on a regular basis during the season. This individual will:
· Participate in the TCYFL and ensure adherence to al league rules and regulations
· Interface with community, including High School Football programs
· Recruit and/or appoint Assistant Directors and Equipment Manager
· Create and execute the football program budget (along with Treasurer and President)
· Communicate with other programs outside of Colts to develop inter-league strategies
· Work closely with Board members to set program direction, both present and future
· Set and host meetings for season-beginning, season end, and all others deemed necessary by the situation
· Recruit and appoint coaches
· Handle misc. needs such as: team photos, awards and trophies, etc.
· Recruit, develop, direct and maintain a staff of Team Coordinators that assist in the smooth operations of football, and serve as a support mechanism for the coaches and parents.
Assistant Director, Football Operations (5 positions) – Assists Director of Football Operations as directed with operations as noted above. Liaison between Head Coaches, parents, and Director of Football operations as assigned. Individual Assistant Directors will be assigned specific responsibilities by the Director of Football. These Director assigned responsibilities include Field Manager, Equipment Manager, TCYFL Rep, Alt TCYFL Rep and Team Coordinator Communications liaison.
i. No assistant director of football should be a head coach. Should an exception be made, an assistant director of football could be a head coach under the following parameters:
1. The Assistant Director cannot Head Coach in the weight division he/she oversees
2. Any Assistant Director as a Head Coach must name an alternate Head Coach on their staff.
ii. The alternate Head Coach must be approved by the football board and President (The Assistant Director involved with this approval must recuse themselves from the voting for approval)
The Alternate Head Coach will be considered the Head Coach in any event that the Assistant Director must be absent from a game or practice, including but not limited to times when the Assistant Director is attending to Colts/ Assistant Director business
Director of Cheer & Dance Operations – Leading a team of assistants, the Director of Cheer
and Dance shall execute the objectives of the Board of Directors with respect to cheer and
Dance operations for the Organization. The Director of Cheer and Dance shall be responsible
for obtaining coaches for approval by the Board of Directors, coach’s certification, and
acquisition of junior coaches and choreographers. The Director shall be responsible for
acquiring and arranging practice facilities and coordinating the distribution and collection of
uniforms. The Director shall arrange coaches’ meetings (Head Coach, Assistant Coach, with
High School coaches) as needed for training and Cheer/Dance camps. The Director shall also
ensure the acquisition and application for use of space required for the Organization to execute
its practices and competitions. In addition, the Director shall act as the purchasing agent for
Cheer and Dance and coordinate the purchasing activities with the President and Treasurer.
The Director of Cheer and Dance shall not be a coach (head or assistant). This position will
have ultimate responsibility for:
• Interfacing with community, including High School Cheer & Dance programs
• Recruiting and/or appointing Assistant Directors
• Creating and executing Program budget (along with Treasurer and President)
• Representing Colts at IRCA meetings & functions, interfacing with other programs as needed
• Scheduling all practices and game participation for cheer & dance teams
• Working closely with Board members to set program direction, both present and future
• Setting and hosting meetings for season-beginning, season end and all others deemed necessary by the situation
• Recruiting and appointing coaches
• Handling misc. needs such as: team photos, awards and trophies, competition and thank-you gifts, etc.
• Coordinating and presenting at annual pre-season parent meeting and other meetings as needed
• Recruiting, developing, directing and maintaining a staff of Team Coordinators that assist in the smooth operations of Cheer and Dance, and serving as a support mechanism for the coaches and parents.
Assistant Directors, Cheer & Dance Operations - (5 positions) – Assists Director of Cheer & Dance Operations with general operations as noted above; liaison between Head Coaches, parents and Director of Cheer & Dance operations as assigned. No Assistant Director of cheer and dance should be a Head Coach. Should an exception be made, an Assistant Director of could be a head coach under the following parameters:
1. Any Assistant Director as a Head Coach must name an alternate Head Coach on their staff.
2. The alternate Head Coach must be approved by the cheer and dance board and President (The Assistant Director involved with this approval must recuse themselves from the voting for approval)