President
The President has the primary responsibility for the overall fiduciary and legal business operation of the Organization in accordance with the By-Laws and Strategic Plan as approved by the Board of Directors. The President is answerable to the Board.
Duties:
- Support the Vision and Mission of HHPA. Oversee the execution of strategies based on the Strategic Plan.
- Lead and direct Directors in the development and implementation of actions to fulfill their obligations.
- Create Committees when required and oversee the development of Committee guidelines. Sit as ex-official on all Committees.
- Develop, direct, and maintain the overall direction for HHPA through ensuring adherence to the culture, standards and policies in all interactions with members, partners, sponsors, government officials and key community stakeholders. Ensure that all members of the Board of Directors do the same.
- Review on a quarterly basis, the Organizations annual plan, budget, activities, and operating targets through consultation with Directors. Take follow-up action where required.
- Monitor the development of longer-term facility plans for new court development (new indoor court access, new outdoor courts, future dedicated community courts) to ensure facility needs are met.
- Maintain the Strategic Plan and ensure it is updated as required, in consultation with Directors.
- Working with all Board of Director members, ensure Job Descriptions and Duties are updated annually.
- Ensure that the Organization conducts its business in compliance with legal, regulatory and organization policies.
- Recruit, train and develop Board members as required.
- Signing authority on behalf of HHPA in conjunction with Secretary/Treasurer.
- Chair all meetings of the Board.
- Chair the Annual General Meeting.
- Represent the organization in public communication.
Vice President
The Vice President shall assist the President in the performance of the President’s duties and shall exercise all powers of the President in the case of the President’s resignation, incapacity, or removal. The Vice President shall preside over all meetings of the board at which the President is not present.
Reports to: President
Duties
- Support the Vision and Mission of HHPA.
- Assist the President with execution of strategies based on the Strategic Plan.
- Working with the President, monitor the HHPA Strategic Plan for the Board of Directors, making recommendations for updates as needed, at minimum, annually.
- Assist the President when required and assist Board members.
- Undertake actions as requested by the President to assist with the operation of the organization.
- Preside over meetings, signing contracts and other presidential duties when the president is absent.
- Chair committees as directed by the President and Board.
- Support the President in discussions with the Municipality regarding the development and future of pickleball in Halton Hills, including facility plans for new court development.
- Provide input regarding HHPA activities through attendance at Board meetings.
- Become thoroughly acquainted with the President’s duties.
Treasurer
Reports to: President
Duties:
- Liaise with all Board members to identify annual budget needs.
- Develop and monitor annual budget for HHPA.
- Coordinates the development of appropriate fees with input from Directors (membership fees, session fees, etc.)
- Reports on status of operating budget and reserves identified for specific future use (fundraising)
- Maintains financial records for HHPA in conformity with the By-Laws and any other regulatory bodies.
- Maintains year-over-year financial records to assess performance.
- Ensure financial records are kept to meet the needs of any grant funding programs (Province of Ontario, Ontario Trillium Foundation, other funding sources)
- Prepare and maintain records for Accountant
Secretary
Reports to: President
Duties:
- Maintains accurate records for all HHPA activities including Board of Director meetings, Annual General Meeting reports and records.
- Tracks actions required by Directors and monitors as required.
- Coordinates the mechanism to collect data from convenors to provide to the Director, Communications for database.
- Serves as secondary signing authority in conjunction with President.
Fundraising and Sponsorship Director
Responsible to: President
Duties:
- Develop a 1,3- and 5-year fundraising plan to align with HHPA strategic goals and identified projects needing financial support.
- Prepare annual activities that identify financial targets to achieve fundraising goals.
- Liaise with all Directors to assess annual fundraising requirements that support operational needs (equipment, events, other) and to ensure appropriate membership revenue includes a portion to direct to reserves for future capital projects.
- Assess HHPA special events and/or other special fundraising events and mobilize volunteers as needed to execute.
- Develop relationships with potential sponsors.
- Create targeted business and industry partners to support HHPA events and/or other activities.
- Work with the President and Treasurer to identify potential grant funding opportunities.
- Regularly liaise with Treasurer to ensure funds are accounted for and identified in appropriate revenue steams (reserves, operational, other).
Director at Large
Reports to: President
Duties:
- Serves as an active member and representative of the Board of Directors.
- Participates in all Board development and training opportunities, helping to establish a strategic direction and vision for the Associations future.
- Support of and participation in special events and activities organized by the Board of Directors and its sub-committees.
- Undertakes special one-time projects or ongoing projects for the community with the approval of the Board of Directors.
Director of Coaching
Reports to: President
Duties:
- Implement an annual coaching plan in conjunction with the Director of Play to respond to member needs and growth of pickleball in the community.
- Offer coaching clinics to develop opportunities for new and experienced coaches to develop their skills.
- Monitor player development opportunities to ensure players needs are being met.
- When needed (e.g., for tournament play) assess a player’s ability level and make required recommendations.
- Develop a coaching program that responds to growing membership needs at all levels of play.
- Support the Director of Communication and Member Relations to provide articles of interest in HHPA communications.
- Maintain affiliation and standing with a recognized professional Pickleball coaching association to stay abreast of new teaching methods, trends, and opportunities.
- Develop, organize, and implement a “New to Pickleball” program to provide guidance, coaching and support to players new to the game. Work in conjunction with Social Director.
- Monitor Provincial and National Pickleball coaching advancements and provide recommendations to the Board as required.
Social Director
Reports to: President
Duties:
- Develop and implement an annual social plan consistent with member needs.
- Organize and implement social events in conjunction with the annual play developed for pickleball play (in conjunction with the Director of Play).
- When possible/desirable, organize and implement impromptu social gatherings.
- Develop a process to seek member feedback regarding satisfaction with all aspects of pickleball play.
- Contact members who leave HHPA and determine reason (lack of facilities, injury, satisfaction level etc.). Develop member retention plan.
- Coordinate HHPA Awards events as needed.
- Monitor community events and advise the Board if HHPA is required or advisable.
- Develop a process to track and collate member participation rates contributing to a database for future use. Maintain database.
- Work with the President to involve key stakeholders and partners to participate in events and activities of HHPA. Coordinate logistics for involving external guests.
Director of Communications/ Website
Reports to: President
Duties:
- Act as the focal point for all Association communication.
- Ensure HHPA is presented in a professional manner through updating the website as needed, use of consistent messaging, creation of speaking notes as needed, other.
- Coordinate all aspects of communication for HHPA including the develop of an annual plan to highlights projects, activities, events, achievements, etc.
- Creates quarterly newsletter to post on website.
- Enhance use of social media for HHPA (twitter, Instagram, Facebook)
- Contribute to the coordination of the Annual report to share with members at the AGM.
- Coordinate and implement periodic member surveys to assess player needs, assist with scheduling (Director of Play), and gather other player input.
- Consider opportunities to promote the increase in membership where facilities can support growth (new players, youth development etc.)
- Develop and implement a member recognition program to include such activities as volunteer efforts, sportsmanlike behavior, player development achievements etc.
- Liaise with other Board members to ensure appropriate communication follow up is undertaken as needed.
Director of Play and Scheduling
Reports To: President
Duties:
- Serves as key contact regarding access to facilities, permits and scheduling (School permits, indoor facilities, community club courts, other).
- Develops annual schedule of play based upon available facilities. Seek input from the Director of Coaching and Director of Communication to ensure schedule is balanced and addresses various levels of play and communicated to members.
- Develop process to assess all play and ensure adjustments made as needed to meet membership needs.
- Enforce all HHPA policies and guidelines governing use of facilities, equipment, and play. (Including any public health related guidelines).
- Maintain strong partnerships with other Pickleball clubs and Associations to ensure that a broad range of play is available in the community.
- Promotes clinics, special events (with Social Director) and programs that attract and maintain members interests.
- Provide opportunity for beginner through advanced level of play.
- Plan and organize various tournaments throughout the season including league play and round robins.
- Develop a longer-term comprehensive program and provides opportunity for all ages and abilities to participate in pickleball.
