Website Manager

Gorham Youth Lacrosse

Board of Directors Roles and Responsibilities

All Officers of the Association shall hold office until their successor is chosen and qualified.  Any vacancy occurring in any office of the Association shall be filled by the Board of Directors.

 

President:  The President shall preside at all meetings of the Board of Directors and of the Executive Committee.  The President shall have the general management of the affairs of the Association, subject to the approval of the Board of Directors, and shall perform all duties pertinent to the office and shall be an ex-officio member of all committees. The President may execute all necessary official documents on behalf of the Association except when the execution thereof is expressly delegated to another officer by the Board of Directors.  The President will be the primary contact for all Gorham Youth Lacrosse activities (program development and implementation, coaching, field use, etc.) to the school athletic directors, town recreation department and other municipal officials.  The Board authorizes expenditures by the President of up to $100 for emergency purposes.  Such purposes shall be reported to the Board of Directors at their next meeting.


Vice President:  In the absence or the disability of the President, the Vice President shall perform such other duties as may be assigned by the Board of Directors.  He/she is responsible for the coordination of youth team schedules and scheduling of Gorham fields for those games.  It is the desire of the Board of Directors that after the Vice Presidents term is over, he/she will then serve as the President the following year if the position is available and agreed upon through a vote at the annual meeting. 


Secretary:  The Secretary shall keep an accurate record of all meetings of the Board of Directors and of the Executive Committee; and shall give notice of the time and place of all meetings of the Board of Directors and of the Executive Committee- shall keep the roll of members; shall maintain the necessary documents of record for the Association, and shall transmit to the Board of Directors such reports as may be required.  The Secretary shall post minutes of all meetings in the principal arenas which serve the Association.  This position is also responsible for coordinating with the Board Program Coordinators to ensure that all registration, insurance and US Lacrosse membership information are accurate and up to date. 


Treasurer:  The Treasurer shall have the care and custody of funds and securities of the Association, shall be responsible for keeping an accurate account of all moneys received and expended; shall submit at the annual meeting an independent certified audit of accounts of the Association for the preceding year which will be printed for public information; shall submit monthly financial reports to the Board of Directors and shall chair the Finance Committee.  By vote of the Board of Directors the funds and securities of the Association may be placed under a custodial agreement in the care and custody of a bank or investment firm in nominee name only to be selected by the Board.  The Treasurer shall be required by the Board of Directors to give bond for faithful discharge of those duties in such sum and with such surety as the Board of Directors may determine the expense of such bond to be paid by the Association. 


Registrar:  The Registrar will be responsible for managing all aspects of registration, including by not limited to obtaining facilities, preparation and organization of registration materials, management of volunteers, data entry of all registration information and collection of registration funds to be turned over to Treasurer.  He/she will also perform the following duties:

  • Maintain an up-to-date master list of contact information for every member or player of Gorham Youth Lacrosse.
  • Forward a copy of the master list to the Communications Coordinator along with (weekly) updates during season and (monthly) updates if any during off-season.
  • Forward and distribute all contact information to each of the Team Administrators along with (weekly) updates during season and (monthly) updates if any during off-season.
  • Serve on the scholarship committee.
  • Handle all requests for refunds, remove players from the master list and provide the Treasurer with a complete list of approved refunds.


Communication Coordinator:   Responsible for communication to and from all team administrators, coaches, Board Members and the community which includes:

  • Dissemination of agendas, meeting minutes, and updates as needed through e-mails.
  • Creating newsletter publication, and to elicit and forward all program/team articles to be published in local papers and forward to the Webmaster.
  • To obtain a master list of contact information from the Registrar and will forward any changes to that contact list that he/she may become aware through the website email process.


Website Manager:  Responsible for updating and maintenance of the Gorham Youth Lacrosse website which includes:

  • Update and maintain all information that is related to our Lacrosse News.  See website for details.
  • To publish all communications that has been distributed by the Communication Coordinator via e-mails.
  • Update and maintain the Lacrosse Calendar
  • Update and maintain the Team Pages which includes the rosters and Home Page for each team.
  • Create and maintain login security for the Team Administrators.
  • Upload any pictures that have been sent by the Team Administrators.
  • Create a link to all the fields that we play on the Locations page.
  • Update all of our sponsors for the current year on the Sponsors page.
  • To be available as backup for the dissemination of agendas, meeting minutes, and updates as needed through e-mails.


Division Directors:  There are six Division Director positions on the Gorham Youth Lacrosse Board of Directors(Boys & Girls K/1st/2nd, 3rd/4th, and 5th/6th).  Each Division Director is responsible for the management and coordination of all aspects of their program in accordance of the goals and philosophies as determined by the Board.  It is highly recommended that the Youth Coordinator enlist parent/team volunteers to aid in availability and response to needs on the four youth teams. The Team Coordinators will act as a liaison for participants, parents and coaches within the program and the Board of Directors.  Other specific duties include:


At-Large Members:  At large members are those that serve in positions of significant importance to Gorham Youth Lacrosse Association but do not hold individual positions on the Board of Directors.  These members will be allowed to vote on GYLA business as one vote based on the majority.  They include:

Field Managers

Individual Fundraising Managers

Volunteer Coordinators

Assistant Coaches

Team Managers

Heads of Committees not currently on the Board of Director        


Fields Manager:  The Field Manager shall be responsible for managing a volunteer field maintenance crew to provide regular lining and field maintenance as necessary to support the needs of the program as determined by the Board.  The Field Manager is also responsible for coordinating the timely submission of any records or documents necessary to gain use of public or school fields.