Strategic Functional Teams
Team Structure and General Responsibilities
- Teams and their respective chairpersons are to be appointed by the Board of Directors of the curling club on an annual basis.
- Each chairperson has the authority to add individuals to their Team from the membership at large and from the community as appropriate.
- There will be a member of the Board of Directors on each Team, for policy interpretation and reporting purposes.
- Sub groups of each Team can be appointed by the chairperson or the Board of Directors.
- Each Team must present its annual plan and budget for the fiscal year to the Board of Directors for approval by October 1 of each year.
- Once approved by the Board of Directors, the Team has the responsibility and authority to carry out the plan.
- Each Team will provide progress reports to the Board of Directors at each regularly scheduled Board of Directors meeting. The Team will also prepare a report for the annual general meeting.
- It is the responsibility of each Team chairperson to liaise with other chairpersons to ensure that programs are co-ordinated in a timely and efficient manner.
- Teams are to deal with member concerns in a cordial and prudent manner, and to bring such matters to the appropriate Team and/or the Board of Directors.
- Teams can recommend policy amendments and/or additions as are deemed to be in the best interests of the curling club.
- Each Team member will be made aware and understand these responsibilities.
Management Team
Team Composition:
- General Manager, Executive Board members plus members with appropriate skill sets.
Goal:
- To identify, implement and maintain a management structure that will ensure the curling club remains progressive and viable, and to put in place the necessary staff to manage the structure.
Responsibilities and Duties:
- To ensure the Team is in place and all positions are filled in order to function effectively in the best interests of the curling club.
- To review the Board structure in terms of composition, terms, portfolios and succession.
- To create a Nominations Team to actively recruit candidates with desired skill sets to stand for election to the Board.
- To compile and update all operational policies that serve to guide Board decisions and actions by staff.
- To review and revise bylaws as appropriate for adoption at annual general meetings.
- To continually assess the management structure in place and offer suggestions for improvements.
- To assist with hiring the staff necessary to carry out the operational plan of the curling club.
- To ensure that staff have updated job descriptions.
- To annually review all internal contracts and staff remuneration and recommend direction on same.
- To provide to the Board of Directors any concerns regarding staff and staff relations.
- To do an annual review of the management staff and provide guidance to the Board of Directors on contract renewals.
- To keep a record of Team meetings, which will record Team activities, including critical dates and events.
- To report to each meeting of the Board of Directors and the annual general meeting on the report form approved by the Board of Directors.
Communications and Marketing Team
Team Composition:
- At least one Board member, website manager plus personnel with desired skill sets.
Goal:
- To plan, develop, implement and maintain a communications and marketing strategy for members, the public and the media that will help to ensure the continued success, ongoing growth and future potential of the curling club.
Responsibilities and Duties:
- To ensure the Team is in place and all positions are filled to function effectively in the best interests of the curling club.
- To develop, implement and maintain an appropriate communications and marketing plans to keep members, the public and the media informed as to activities at the curling club.
- To present the plan to the Board of Directors for approval including budgetary needs.
- To ensure the website is maintained and email contacts are maximized in corresponding with the membership.
- To liaise with other Teams to assess communication and marketing needs.
- To utilize social media platforms to maximum advantage particularly with millennials and gen z clientele.
- To examine and implement marketing tools such as promotional materials, newsletters, special events and through media outlets build a positive brand / image for the general public.
- To maintain a record of Team meetings and activities, including critical dates and events.
- To report to each meeting of the Board of Directors and to the annual general meeting.
Building and Facilities Enhancement Team
Team Composition:
- General Manager, Head Ice Technician, one Board member, members representing specific trades plus community representation as appropriate.
Goal:
- To ensure the building is maintained, improvements identified and recommendations and budgeting are in place to enhance the building’s appearance, increase revenue generation opportunities and ensure the operation is at its highest possible level.
Responsibilities and Duties:
- To ensure the Team is in place and all positions are filled to function effectively in the best interests of the curling club.
- In consultation with other Teams, employees and members to set priorities and budgets for the maintenance, improvement and operation of the building.
- To maintain an inventory of projects with proposed priority and estimated costs and when appropriate, present same to the Board of Directors for consideration.
- To maintain an inventory of equipment which should include the state of repair, life expectancy and replacement cost.
- As required, to establish volunteer teams based on their KSA {knowledge, skills & abilities} to oversee specific activities.
- To oversee implementation of projects where appropriate.
- To maintain a record of Team meetings and activities, including critical dates and events.
- To report to all Board of Director meetings and to the annual general meeting.
Membership Recruitment and Retention Team
Team Composition:
- One Board member plus league and program representatives.
Goal:
- To promote membership and fellowship within the curling club and identify new programs to increase participation and assimilation of new members.
Responsibilities and Duties:
- To ensure the Team is in place and all positions are filled to function effectively in the best interests of the curling club.
- To identify undersubscribed leagues and programs and actively recruit participants or shift to more desirable times or replace to maximize ice use.
- To identify groups in the community which are underrepresented at the curling club and develop new approaches to getting them involved.
- To identify new user groups and program opportunities and recruit new members to implement.
- To develop and maintain a membership data base.
- To develop a system to personally follow up with all non- returning curlers at the start of the season following the registration process.
- To be present at community events and network with community organizations such as, but not limited to, service groups, realtors, chamber of commerce and welcome wagon.
- To maintain a record of Team meetings and activities, including critical events and dates.
- To report to the regular meetings of the Board of Directors and to the annual general meeting.
FinanceTeam
Team Composition:
- General Manager, Board treasurer, members with revenue generating KSA. This team includes a number of subgroups defined by the range of responsibilities who report to the core team.
Goals:
- To identify and implement opportunities for increasing revenues for the curling club, to keep the membership fees reasonable, the building and facilities serviceable and to maintain club viability.
Responsibilities and Duties:
- To ensure the Team is in place and all positions are filled to function efficiently in the best interest of curling club.
- To prepare a list of revenue generation ideas for curling, dry floor and lounge rentals and activities plus the food and beverage sector for consideration by the Board of Directors.
- To identify and apply for grants through granting authorities and foundations at the local, regional, provincial and federal level. Grant applications should be coordinated by one person with an annual critical path noting eligibility criteria and deadlines.
- To submit follow up reports to the granting authorities regarding the use of funds within the fiscal year.
- To identify and implement a variety of fundraising endeavours.
- To identify and implement a variety of sponsorship and advertising opportunities.
- To annually investigate the opportunity for members to receive tax receipts for charitable donations through criteria established by Sport BC where 95% of the donations are returned for curling club initiatives.
- To review all league fees and ice rentals and provide recommendations to the Board of Directors annually.
- To examine the profitability of the restaurant/snack bar, lounge and pro shop as appropriate annually.
- To maintain a record of Team meetings and activities, including critical dates and events and report to the regular meetings of the Board of Directors and the annual general meeting.
Volunteer Team
Team Composition:
- Board secretary, board member, league and program representatives.
Goal:
- Promote volunteerism by planning and organizing volunteer recruitment, training, recognition and retention. Volunteers are the life blood of every curling club. There must be a strong contingent of volunteers for curling clubs to survive and prosper in the future.
Responsibilities and Duties:
- Ensure the Team is in place and all positions are filled to function effectively in the best interests of the curling club.
- Promote volunteerism using a “Join my Team” approach.
- Develop and maintain a comprehensive list of members’ KSA.
- Create job profiles noting roles and responsibilities and realistic time frames for every volunteer type of involvement.
- Develop a volunteer orientation and training manual.
- Develop a system to track volunteer hours for use in future grant applications and for recognition programs.
- Identify suitable volunteer recognition programs. Avoid the volunteer of the year being awarded annually but recognize outstanding service and a personal “thank you” while the volunteer(s) are directly involved.
- Create retention strategies indicating progression and succession.
- Maintain a record of Team meetings and activities, including critical events and dates,
- Report to regular Board of Director meetings and the annual general meeting on the report form approved by the Board of Directors.
Programs and Services Teams
Team Composition:
- The On ice team: head ice technician, Board member, league and program representatives.
- The Off Ice Team: General Manager, Restaurant Manager/Chef, Board member plus other staff and volunteers as appropriate.
Goal:
- To identify programs and services which will result in maximizing the utilization of the building and facilities of the curling club throughout the entire year.
Responsibilities and Duties:
- To ensure the Teams are in place and all positions are filled to function effectively in the best interests of the curling club.
- To collaborate with all leagues and on ice programs to maximize ice utilization.
- To develop a Master Ice Utilization calendar for the entire season including maintenance.
- To work with the other Teams to identify new opportunities for curling leagues such as doubles and triples, theme nights, corporate challenges, social mixers, charitable fund raisers…to fill vacant times.
- To identify opportunities to teach people about the game of curling through learn to curl and progressive skill development and strategy programs.
- To identify opportunities to develop coaches, instructors, officials and ice technicians.
- To conduct and evaluate a variety of bonspiels designed to appeal to a wide cross section of curlers annually.
- To apply to host provincial, national and international curling events and championships.
- To identify dry floor and off ice area rental opportunities.
- To review and make recommendations regarding concession sales: pro shop, bar and food services, as applicable, annually.
- To maintain a record of Team meetings, which records activities, including critical events and dates.
- To report to regular Board of Directors meetings and the annual general meeting.
Strategic Planning Review Team
Team Composition:
- General Manager, Executive Board members
Goal:
- To review progress of the Teams, as it relates to the mission or guiding principles and a multi- year strategic business plan of the curling club.
Responsibilities and Duties:
- Ensure the Team is in place and all positions are filled to function effectively in the best interests of the curling club.
- Meet semi annually to review progress.
- Encourage Teams and offer assistance to help Teams meet their Goals and Expectations.
- Maintain a record of Team meetings and activities with critical events and dates.
- Report progress to the Board of Directors and at the annual general meeting.
- Assess progress and recommend changes to the Strategic Planning process.