Specific Duties of Bandit Board of Directors

DUTIES APPLICABLE TO ALL POSITIONS: 

 Act honestly, with integrity, and in the best interests of the Corporation. 
 Exercise the same care and thoughtfulness that a reasonable person would in similar circumstances. 
 Attend all monthly Board meetings. 
 Respond to all correspondence (e.g., emails) within 48 hours of receipt. 
 Volunteer for a minimum of 4 hours at each hosted tournament. 
 Contribute to or create a procedures manual with clear instructions to guide the successor in the role. 

President/Chair

 Chair the Board of Directors' monthly, general, and special meetings.
 Set the date for the Annual General Meeting (AGM).
 Liaise with Alliance Hockey on policies, procedures, appeals, and other issues.
 Represent the Association at GLHA meetings and provide updates, including meeting details, at monthly
Board meetings.
 Sit on the Alliance President's Committee and provide updates at monthly Board meetings.
 Serve on the Coach Selection Committee and Chair the Resolutions Committee.
 Delegate duties to appropriate individuals when necessary.
 Oversee the Vulnerable Sector Screening program.
 Act as a signing officer of the Corporation.
 Assist in managing corporate affairs.
 Foster a collaborative relationship with all Board members; if issues cannot be resolved by the
President/Chair, refer them to the Resolution Committee.

VP of Hockey Operations

 Produce and maintain a contact list for all London Bandits Minor Development teams as required by the
Board.
 Register all London Bandits players and coaches for clinics, ensuring follow-up for the collection or
reimbursement of fees as appropriate.
 Serve on the GLHA London Jr Mustangs Committee in an advisory capacity, attending meetings as required.
 Serve on the Coach Selection Committee (Chair), Finance and Budget Committee, Ethics and Discipline
Committee, and Resolution Committee.
 Recommend coaches and bench staff to the Board for approval.
 Oversee the movement of players between the Corporation’s Competitive and House League programs.
 Manage the movement of players between the Corporation’s Competitive programs.
 Conduct an annual review of the Coaches Manual and ensure that the Secretary has all necessary
documents to post before the season begins.
 Work with the Registrar to maintain an up-to-date list of all coaches and coaching staff.
 Organize and run a coaches' meeting and a parent rep meeting at the start of the season for BB and HL.
 Supervise the BB Convenor, Jr HL Convenor, and Sr HL Convenor.
 Serve as a signing officer of the Corporation.

Registrar

 Oversee the registration of all players in the Corporation’s programs, including maintaining registration
records and team lists, and ensuring all registration cards are signed.
 Coordinate with the Treasurer regarding the collection or reimbursement of fees as appropriate.
 Provide relevant lists with necessary information to the Board, Convenors, Coaches, City of London, and
other stakeholders as needed.
 Ensure accurate information is provided for pre-season ice tryouts, House League assessments and player
drafts, Round-Up, ice allocation, and rosters.
 Complete and submit all rosters for the London Bandits.
 Collaborate with the Director of Risk and other board members running clinics to ensure players and
coaches are properly registered according to Hockey Canada requirements.
 Serve on the Finance and Budget Committee.
 Track vulnerable sector screenings to ensure compliance with the November 15th deadline and update the
President/Chair on any outstanding checks.
 Provide the Secretary with a list of active members for the AGM membership meeting.
 Maintain an up-to-date list of current Parent and Active members from the minor hockey registration
system.

Treasurer

 Keep and maintain full and accurate records of all receipts and disbursements made in the name of the
Corporation, in accordance with the established procedures.
 Report on the financial activities of the Corporation at the times and in the manner specified.
 Chair the Finance and Budget Committee and serve on the Constitution Committee.
 Serve as the custodian of the Corporation's Seal.
 Review statements related to the Corporation’s activities and events.
 Collaborate with other board members to oversee the collection of registration fees for all aspects of
hockey, and issue invoices and receipts as required.
 Act as a signing officer for all Corporation accounts.
 Provide monthly financial reports on all accounts.
 Maintain a list of corporate assets, such as computers, printers, and other equipment.
 Retain access to the books until the annual audit is completed and approved; however, signing authority will
end at the AGM.

Ice Convenor

 Acquire and schedule all ice time for the Corporation's hockey programs.
 Liaise with the appropriate referee associations to coordinate ice allocation and the assignment of referees.
 Collaborate with external ice and referee officials, the VP of Hockey Operations and the Director of
Risk/Timekeepers to coordinate scheduling of timekeepers for league games.
 Monitor and report on ice utilization.
 Liaise with Alliance regarding ice scheduling and related matters.
 Coordinate with the Tournament/Events Director to arrange tournament ice and manage ice allotments.
 Collect keys from outgoing board members, distribute keys to incoming board members, and maintain an
up-to-date list of who holds keys and alarm codes.

Director of Risk/Timekeepers

 Oversee all newly implemented programs for members of the Association.
 Ensure discipline and adherence to policies and procedures by coaches and trainers.
 Manage all waivers for players and volunteers, ensuring full compliance.
 Enforce the policies, rules, and procedures of the Association, the GLHA, Alliance Hockey, Ontario Hockey
Federation, Hockey Canada, and any applicable laws.
 Maintain a record of all disciplinary actions at all levels, including those involving players, bench staff, and
Board members.
 Collaborate with the Registrar to ensure all Criminal Record Checks (CRCs) and waivers required by players
and volunteers are provided and updated as needed.
 Ensure the safety and well-being of all players during the season.
 Maintain confidentiality in all matters.
 Recruit, train, and schedule timekeepers aged 12 years and older for all regular season and playoff games.
 Process timekeeper invoices and ensure timely payment to timekeepers.
 Provide updates and copies of payments to the Treasurer.

Tournament/Events Coordinator

 Plan, host, and promote the Meet and Greet event in September and the Round Up Awards in April.
 Adhere to event budgets and bring event plans to the Board for approval.
 Manage the procurement of clothing and swag for events.
 Organize the Dan Pulham and Memorial Tournaments, including the completion of all required
documentation (e.g., obtaining permits, scheduling timekeepers, ordering awards/trophies), coordinating
with vendors, and managing volunteers.
 Chair the Tournament Committee and sit on the Finance and Budget Committee.
 Ensure all London Bandits Board teams are registered for the Dan Pulham and London Bandits Memorial
Tournaments.
 Approve contracts related to tournaments and seek tenders for hotel rebates. Ensure all rosters and travel
permits are submitted and approved two weeks prior to the tournament.
 Ensure the London Bandits Memorial Tournament honors individuals by naming divisions after them:
 U10/U11 Division: Jayden Elmore Division
 U16/U18 Division: Neil Barker Division
 U14/U15 Division: Brian Sturgeon Division
 Notify the families of memorial honorees well in advance, inviting them to participate in the opening and
closing ceremonies of their respective divisions.
 Review the Memorial Tournament after five years to allow for the recognition of additional families, bringing
any recommendations to the Board for approval.
 Complete the final balance sheets for the tournaments and provide them to the Treasurer and the Board
for review.
 Ensure all expenditures not directly related to tournament necessities (e.g., jerseys, nets) are brought to the
Board for approval.

Secretary

 Attend all Board meetings and take accurate minutes of proceedings.
 Provide required notices for scheduled meetings to the members and/or the Board of Directors
 Distribute meeting minutes to Board Members within 7 days of the meeting, make any necessary
corrections as advised, then send out corrected minutes.
 Maintain all records, correspondence, contracts, and other documents belonging to the Corporation. These
records shall only be delivered when authorized by a resolution of the Board to the designated person(s)
named in the resolution.
 Keep a record of attendance at Board meetings and alert the President/Chair if any officer/director has
missed 3 monthly meetings.
 Create and distribute a contact list of the current Board of Directors, including phone numbers and email
addresses, at the first meeting following the AGM.
 Collect signed confidentiality agreements, Consent to Serve as Director forms, and signed "Understanding of
the Constitution" forms.
 Serve as Chair of the Constitution Committee and sit on the Tournament Committee and Resolution
Committee.
 Issue travel permits as needed

Webmaster/Communications

 Maintain the flow of information to association members through platforms such as the Sports Headz app,
website, Facebook, Twitter, and any other social media platforms selected by the Board.
 Create and manage user accounts for all coaches and webmasters, ensuring that team websites contain
appropriate and relevant material.
 Oversee the advertising and promotion of the corporation and its programs through various means,
including but not limited to newspaper ads, signboards, bulletin board notices, newsletters, and other
appropriate channels.

Director of Equipment

 Oversee the issuance, return, and inventory of all Corporation equipment and jerseys, ensuring proper
maintenance, storage, and keeping of records for all transactions (signing of issuances and returns by team
coaches).
 Authorize the use of jerseys and equipment by all Corporation teams.
 Sit on the Finance and Budget Committee to help with equipment-related budgeting.
 Conduct an annual inventory of all equipment, providing a report to the Board on needed replacements,
equipment repairs, and any equipment not returned.
 Obtain quotes for equipment and jerseys, ensuring cost-effectiveness and quality.
 Ensure adherence to the equipment budget throughout the year.
 Assist the Tournament Committee with color conflicts for the House League division.
Director at Large
 Plan, host, promote, and maintain events such as Picture Day, Skate with Santa, and Coach’s Appreciation
Night, and assist with the September Meet & Greet and Round Up Awards.
 Adhere to event budgets and submit event plans to the Board for approval.
 Organize and facilitate parent-rep meetings at the beginning of the season and before playoffs.
 Provide letters for House League (HL) and Competitive teams to obtain sponsorships.
 Coordinate and arrange sponsorships for House League teams.
 Regularly report on the status of sponsorship activities to the Board of Directors.
 Confirm payment of all sponsorship fees with the Corporation’s Treasurer.
 Act as the primary contact for all sponsors and liaise with them regarding the Corporation's activities.
 Maintain a protected list of sponsors.
 Forward relevant information to the Secretary for posting on the website.
 Enforce the Corporation’s clothing policy.
 Serve as Chair of the Nominations Committee and organize nominations for the AGM.
 Sit on the Tournament and Constitution Committees.
 Coordinate volunteers for tournaments, pre-season ice events, and any other activities requiring volunteer
participation.

Player & Coach Development

 Collaborate with the Vice President of Hockey Operations to establish and administer development
programs for players and coaches.
 Organize and manage clinics for player and coach development.
 Serve as the main point of contact for coaches regarding player skill development.
 Create a budget plan and work with the President/Chair and Ice Convenor to ensure an appropriate budget
is established for development programs.
 Collect fees in collaboration with the Treasurer and Secretary.
 Serve as the point of contact for the goalie clinic, organizing and overseeing the program.
 Provide information to the Secretary for the advertisement of upcoming clinics.
 Sit on the Tournament and Constitution Committees.
IP Convenor (U9 & Under)
 Coordinate and manage all aspects of the Initiation Program (IP), ensuring smooth operation and providing
updates for posting on the website. Prepare and present a report for the monthly Board meeting.
 Attend as many home games as possible to support the IP players and teams.
 Volunteer at tournaments, ensuring everything runs smoothly for the IP division.
 Attend and assist with the Meet and Greet and Round Up Awards Banquet.

HL Convenors (<U10-U15 & U16-U21)

 Represent the London Bandits at Community Hockey League (CHL) meetings.
 Oversee the movement of players within the House League system.
 Attend the annual House League coaches meeting, Parent Rep meetings, and CHL meetings.
 Ensure all coaches, volunteers, and trainers stay informed about new policies and procedures.
 Liaise with coaches and the VP of Hockey Operations to ensure effective communication.
 Serve on the Ethics and Discipline Committee and the Resolution Committee, as needed.
 Attend as many home games as possible to support teams.
 Volunteer at prep skates, tryouts, and tournaments to contribute to the smooth operation of events.
 Attend the Meet & Greet and Round Up Awards Banquet to engage with members and celebrate
achievements.
 Attend the annual Coaches meeting and Parent Rep meetings to stay aligned with team expectations and
developments.

Convenor of BB

 Liaise with coaches and the VP of Hockey Operations to maintain effective communication and
collaboration.
 Review team budgets and account activity statements, addressing any concerns about the budget.
 Sign off on team accounts prior to the closure of accounts at the end of the season.
 Ensure all coaches, volunteers, and trainers are kept informed of new policies and procedures.
 Coordinate and manage all aspects of the BB hockey division.
 Serve on the Ethics and Discipline Committee and the Resolution Committee, as needed.
 Attend as many home games as possible to support teams and foster community involvement.
 Volunteer at prep skates, tryouts, and tournaments to contribute to the smooth running of events.
 Attend the Meet & Greet and Round Up Awards Banquet to engage with members and celebrate
achievements.
 Attend the annual Coaches meeting and Parent Rep meetings to stay aligned with team expectations and
updates.
 Sit on the GLHA London Jr Mustangs Committee in an advisory role to the program and attend their
meetings.
 Participate in the GLHA London Jr Mustangs Coaches Selection Committee to help select coaches for the
program.