Falcon Board Job Descriptions

I. President

 

Chief Executive Officer and highest ranking officer of the organization. All other officers in the organization report to the President.

  • Preside at all meetings of the Executive Board and General Membership.
  • Shall be exempt from voting except in the case of an equally divided vote.
  • Appoint all committee chairs, with approval of the board and be an ex-officio member of all committees except the Nominating Committee.
  • Appoint, with the approval by a majority of the Board, special members to the Board as may be deemed necessary.
  • Call special meetings of the General Membership, or Board with 24 hours prior notice as may be necessary.
  • Direct and/or delegate powers and duties to Board Members as needed to insure the goals and needs of the Falcons are met.
  • Can sign checks in the absence of the Treasurer.
  • Be familiar with the activities of all Executive Board members and the activities within their chain of command.
  • Be responsible for contracts with outside parties regarding purchasing, leasing and credit using the Flemington Falcon name as a guarantor.
  • Ultimate responsibility for all administrative operations of the Association, including funds and facilities.


II. Vice President

 
  • Shall preside and exercise the authority of the President in the absence of the President.
  • Shall be a standing member of the Budget Committee. (TBD)
  • Select, along with the Head Football/Cheer Commissioners, the Head Football and Cheer Coaches. These selections will be approved by Board vote.
  • Assist the Head Football / Cheer Commissioners in appointing Team Head Coaches. These selections will be approved by Board vote.
  • Can sign checks in the absence of the Treasurer.
  • Arrange for practice and playing facilities in conjunction with the Football and Cheer Commissioners.
  • Responsible for maintenance of the organization’s By-Laws.
  • Responsible for the development and maintenance of the job descriptions, processes and procedures that support the operation of the association.
  • Responsible for managing the volunteer hour participation requirements and recording of commitments and compliance with those commitments. This is done in coordination with the team commissioners.


III. Recording Secretary

 
  • Take, transcribe, duplicate, and maintain minutes of all Board and General Membership meetings.
  • Distribute agendas, minutes, directives, schedules, membership lists, etc., as required.
  • Shall secure the meeting space for the Board and General Membership meetings for the calendar year.
  • Keep attendance of all Board members at Board and General Membership Meetings.
  • Responsible for maintaining records of all current, and past, fingerprinting and PW clearance documents to comply with local and national rules and ordinances.
  • Maintain an official document file relating to the business of the organization, including Pop Warner dues, insurance policies, tax filings, service contracts and other material agreements or contracts involving the organization including but not limited to the by-laws.
  • Maintain records of all Falcon activities both current and historical.
  • Oversee Website management and information until Webmaster is found.
  • Any other duties assigned by the President and Vice President.


IV. Corresponding Secretary

 
  • Oversee the initial registration process of athletes. Data then shared with Head Football/Cheer Commissioners and Webmaster.
  • Maintain a family roster with addresses, phone numbers, and e-mail addresses for the Falcons to allow for effective communication of Board and Organization activities to all or specific groups (teams) of people within the Falcons.
  • Act as a central reception point for general communications or general inquiries for the Falcons and to forward these communications or inquiries to the appropriate person(s) within the organization.
  • Responsible for all external correspondence, i.e. Sponsor acknowledgement letters, sympathy cards, etc. similar to a public relations contact person for the Falcon organization.
  • Transmit notifications to specific groups as required of all scheduled events such as monthly meetings, games, and any other organizational activities as deemed necessary.
  • Pick up mail on a regular basis.
  • Any other duties assigned by the President and Vice President.


V. Treasurer

 
  • Report in writing, on a monthly basis, to the Falcon Board and the General Membership on the financial position of the organization.
  • Responsible for signing all checks and paying all invoices for the Organization.
  • Receive and deposit all monies received by the organization especially all funds generated on Game Day – such as Gate receipts, Snack Shack receipts, 50/50, Gear Table, etc….
  • Responsible for the maintenance of the organization’s purchasing procedures.
  • Pay all bills as directed and in compliance with these purchasing procedures.
  • Chairman of the Budget Committee which includes long-range funding projects as well as yearly capital and expense planning.
  • Collect and maintain all data on expenses and income for the organization.
  • Assist others with maintaining inventory and sales and revenue data for all Falcon operations.
  • Prepare annual operating budget, to be presented at the general meeting.
  • File yearly taxes.
  • Oversee Association insurance policies (both via JVC and others), memberships PO Box fees and all other yearly fees and subscriptions.


VI. Fundraising Director

 
  • Assume oversight responsibility of revenue-generating functions. This includes but is not limited to Calendar Raffle, Tag Day, 50/50 lottery, Falcon Gear and other promotional sales other than Game Day receipts and monies.
  • Coordinates other fundraising activities and the committees that handle them. This person is also a member of the Budget Committee.
  • Responsible for tracking all mandatory fundraising activity for all families.
  • Maintain a record of all fundraising flyers, advertising, etc.
  • Responsible for securing proper approval and permits for Association events regarding fundraising.
  • Collect, secure, and report, in a timely manor, all monies collected or obtained and submit to Treasurer for their action.
  • Submit to the Board, at regular meeting, updates of scheduled and past events.
  • Has the authority to create committees for fundraising events and programs with approval of the board.
  • Coordinate all Home Game announcements, sponsor banner placements, and any sponsors listed on game day flyers.


VII. Head Football Commissioner

 
  • JVC’s by-laws state that the Head Commissioner is the highest authority in the Mountain Valley Conference League, and although they work for their individual Association, they will enforce all Pop Warner Official Rules, JVC’s by-laws and the SOPs. This authority pertains to all practices and games. They will also see that their individual Association takes no action or enacts any rules that contravene any Pop Warner Official Rule or JVC rule.
  • Coordinate all activities of football play at home games; must be in attendance at all games to coordinate procedures with the opposing teams to ensure a smoothly-run game day.
  • Schedule and communicate all pre-season scrimmages and out of conference games.
  • Serve as a liaison between the organization and the conference (JVC) by attending all meetings.
  • Prepare and submit, to Recording Secretary, report on JVC meeting and report out at Board meeting.
  • Make arrangements needed for post season play.
  • Responsible, along with Head Football Coach, for training and development of current and future coaches and assistants via clinics and other activities.
  • Ensure that all volunteers have annual background checks per PW rules.
  • Ensure that all participants are properly rostered and all documents for certification are accurate.
  • Responsible for appointing team commissioners that meet PW and JVC criteria with approval from the board.
  • Facilitate and participate in the football coach selection process along with the Head Football Coach, ensuring all coaches are certified in accordance with PW regulations.


VIII. Head Cheer Commissioner

 
  • JVC’s by-laws state that the Head Commissioner is the highest authority in the Mountain Valley Conference League, and although they work for their individual Association, they will enforce all Pop Warner Official Rules, JVC’s by-laws and the SOPs. This authority pertains to all practices and games. They will also see that their individual Association takes no action or enacts any rules that contravene any Pop Warner Official Rule or JVC rule.
  • Coordinate all activities of cheerleading at home games; must be in attendance at all games to coordinate procedures to ensure a smoothly-run game day.
  • Schedule and communicate any/all pre-season practices, on-site and off-site.
  • Serve as a liaison between the organization and the conference (JVC) by attending all meetings.
  • Insure that all JVC and National directives and rules are properly followed and adhered to.
  • Prepare and submit, to Recording Secretary, report on JVC meeting and read report at Board meeting.
  • Make arrangements needed for post season play.
  • Responsible, along with Head Cheer Coach, for training and development of current and future coaches and assistants via clinics and other activities.
  • Ensure that all volunteers have annual background checks per PW rules.
  • Ensure that all participants are properly rostered and all documents for certification are accurate.
  • Responsible for appointing team commissioners that meet PW and JVC criteria with approval from the board.
  • Facilitate and participate in the Cheer coach selection process along with the Head Cheer Coach, ensuring all coaches are certified in accordance with PW regulations.


IX. Head Football Coach

 
  • Communicate Board philosophy, policies and decisions to football coaching staff.
  • Be available to assist at games where needed.
  • Coordinate coaches meetings prior to and during season.
  • Make sure safety and proper skills and techniques are being taught.
  • Evaluate coaches, review evaluation with coaches and submit evaluation to Football Commissioner at end of season.
  • Primary evaluator and selector of team head and assistant coaches.
  • Help to mitigate low level grievances and complaints between coaches and parents.
  • With Cheer Commissioner, team commissioners and head coaches, develop and enforce a consistent discipline policy and enforce the code of conduct for both football and cheerleading teams.


X. Head Cheer Coach

 
  • Communicate Board philosophy, policies and decisions to cheer coaching staff.
  • Be available to assist at games where needed.
  • Coordinate coaches meetings prior to and during season.
  • Make sure safety and proper skills and techniques are being taught.
  • Evaluate coaches, review evaluation with coaches and submit evaluation to Cheer Commissioner at end of season.
  • Primary evaluator and selector of team head and assistant coaches.
  • Help to mitigate low level grievances and complaints between coaches and parents.
  • With Football Commissioner, team commissioners and head coaches, develop and enforce a consistent discipline policy and enforce the code of conduct for both football and cheerleading teams.


XI. Asset Manager

 
  • Organize and inventory all existing equipment and coordinate the evaluation, documentation and ordering of replacement equipment. This includes the development of specs and bid parameters in compliance with the Purchasing Procedures.
  • The Asset Manager is responsible for the distribution and collection of all equipment. They will coordinate dates and times with the Head Football Commissioner, Head Cheer Commissioner and the Head Football and Cheer Coaches.
  • The Asset Manager, in coordination with the Equipment Managers and Team Commissioners, will communicate closely with all the teams, throughout the season, addressing any of their needs on an ongoing basis.
  • The Asset Manager and all the various team coaches shall conduct inventory at the end of the season or post season play and shall summit a report to the Board, no later than the February meeting concerning the condition and count of all organization materials.
  • Prepare and document the budget needs for the upcoming year to maintain top flight, quality equipment for the football and cheer teams.
  • Develop a Five-Year Plan for procurement of necessary equipment and materials to support the Falcon organization.
  • Standing member of the Budget Committee.

External links are provided for reference purposes. Flemington Falcons is not responsible for the content of external Internet sites.

Copyright 2017 by Flemington Falcons

Sports league management software by Sports Illustrated Play