May 2004

SOO - Oakville Community Council

Special Olympics Ontario: Oakville Community Council meetings are usually scheduled and held monthly, between the fall and the summer.

The purpose of SOO-Oakville shall be:

1. To encourage, promote, develop, support and regulate fitness and sport activities for participants within the Town of Oakville who have an intellectual disability;
2. To provide a developing competition environment for those participants who choose to engage in competitive events;
3. To encourage and foster a social and cultural environment within which participants can grow and develop their sport and interpersonal skills;
4. To provide, facilitate and assist participants for integration into community sports and recreational activities.

Executive positions on the community council are:

Community Coordinator

The Community Coordinator shall:

1. Ensure that information from SOO and Sport Clubs is disseminated amongst SOO-Oakville Community Council members and within the community;
2. Provide liaison between SOO, SOO-Oakville and the community;
3. Represent SOO-Oakville at community events;
4. Be entrusted as one of the signing officers;
5. Ensure that all members of the SOO-Oakville Community Council are performing their duties according to their job descriptions;
6. Establish objectives each year through consultation with SOO and the SOO-Oakville Community Council;
7. Delegate tasks to SOO-Oakville Council members as required in order to achieve the planned objectives;
8. Carry out assignments and directives given by SOO, the Region 5 Council, and for the Membership;
9. Work with the Town of Oakville to organize permits;
10. Act in the position of Executives and Coordinators in their absence.

Treasurer

The Treasurer shall:

1. Keep a record of the financial activities of the SOO-Oakville Community Council and its associated Sport Club programs;
2. Produce a written statement of account for all meetings;
3. Pay the invoices related to the SOO-Oakville Community Council and its associated programs;
4. Prepare and present to the AGM a proposed budget for the upcoming fiscal year, using information provided by the Sport Club Head Coaches;
5. Submit GST rebate claims to SOO on a quarterly basis;
6. Be entrusted as one of the signing officers.

Secretary

The Secretary shall:

1. Record, distribute, and keep the minutes of all Executive and SOO-Oakville Community Council meetings;
2. Conduct the correspondence of the SOO-Oakville Community Council;
3. Maintain a file of all correspondence for business conducted with the SOO-Oakville Community Council members;
4. At Executive and SOO-Oakville Community Council meetings, present and read all correspondence received;
5. Be entrusted as one of the signing officers;
6. Receive written monthly reports provided by Sport Club Head Coaches or Managers one week prior to the monthly meeting, and make monthly reports to the SOO-Oakville Community Council on all Sport Club-related activities in the community.

Chairperson

The Chairperson shall:

1. Preside at all SOO-Oakville Community Council meetings, ensuring that the meeting place is available and set up for the meetings;
2. Issue notices of meetings and agendas;
3. Appoint all committees not otherwise provided for;
4. Make provisions for the discharge at that time of necessary duties of absent members;
5. Call special meetings;
6. Ensure all regulations of this constitution and by-laws are adhered to;
7. Perform such other duties as customarily pertain to the office of Community Council Chairperson as outlined by SOO.

Directory positions on the community coucil are:

Public Relations Coordinator

The Public Relations Coordinator shall:

1. Act as the sole representative of and spokesperson for the SOO-Oakville Community Council with local media and throughout the area;
2. Administer the development of and changes to the SOO-Oakville Internet Web Site;
3. Attend all SOO-Oakville Community Council meetings.

Fundraising Coordinator

The Fundraising Coordinator shall:

1. In association with all Executive and Coordinator members, develop a fundraising plan to adequately meet the financial needs of the SOO-Oakville Community Council and its Sport Club programs;
2. Develop strategies and resources to enable the goals in the fundraising plan to be met (for example, grant applications, in-kind donations, service club solicitations);
3. Attend all SOO-Oakville Community Council meetings;
4. Prepare and submit a written report one week prior to the next monthly meeting.

Volunteer Coordinator

The Volunteer Coordinator shall:

1. Develop a list of prospective coaches and volunteers;
2. Develop and keep-up-to date an accurate SOO-Oakville Community Council contact list. This list will be brought to each meeting and distributed to Executive members, Coordinators and Sport Club Head Coaches as significant changes occur;
3. Keep a list of Volunteer Members and their NCCP/CBET certification;
4. Present a written report at each monthly SOO-Oakville Community Council meeting;
5. Attend all SOO-Oakville Community Council meetings;
and
6. Provide orientation to the volunteers.

Sport Technical Coordinator

The Sport Technical Coordinator shall:

1. Preside at all the Sport Technical Committee meetings, ensuring that the meeting place is available and set up for the meetings;
2. Attend all Regional Council meetings or, in lieu of this, contact the Regional Sport Coordinator shortly before each SOO-Oakville Community Council meeting to obtain the most current Sport Club program information so this can be reported at SOO-Oakville Community Council and Sport Technical Committee meetings;
3. Act as a liaison between the Sport Club Head Coaches and the SOO-Oakville Community Council Executive and Coordinator members;
4. Follow up with the Sport Club Head Coaches to ensure that appropriate action has been taken to fulfill program requirements;
5. Work with the Sport Club Head Coaches to develop a yearly budget for each Sport Club program;
6. Attend all SOO-Oakville Community Council meetings;
and
7. Assist with the starting of new Sport Clubs by coaching and mentoring the Manager.

Head Coach of each Sport Club

Each Sport Club Head Coach shall:

1. Plan the sports program for the Sport Club;
2. Vote on motions brought before the SOO-Oakville Community Council;
3. Lead all Sport Club practices;
4. Interview and recruit assistant Sport Club coaches;
5. Interview and recruit a Sport Club Manager if required;
6. Provide competitions for Participant Members to compete;
7. Prepare and submit a Sport Club Budget by the end of June each year.

Each Sport Club Manager shall:

1. Represent the Sport Club Head Coach at SOO-Oakville Community Council Meetings if so delegated by the Sport Club Head Coach;
2. Obtain, distribute, collect, verify and submit all Athlete Registration forms;
3. Obtain, distribute, collect, verify and submit all Volunteer Registration forms;
4. Obtain, distribute, collect, verify and submit all Police Check forms;
5. Obtain, distribute, collect, verify and retain all Athlete Profile forms;
6. If required by the sport, obtain, distribute, collect, verify and return all Atlanto-Axial Instability Examination forms;
7. Obtain, prepare and process Accident and Incident reports;
8. Maintain a file of all approved Athlete Registration forms;
9. Maintain a file of all approved Volunteer Registration forms;
10. Maintain a file of all Accident and Incident reports;
11. Maintain a record of attendance at practice by registered athletes;
12. Maintain a record of hours coached by registered volunteers;
13. Maintain a record of all active Sport Club Participants including SOO registration number;
14. Maintain a record of all active Sport Club Volunteers including SOO Registration number;
15. Maintain a record of NCCP/CBET registration numbers for each Sport Club coach;
16. Maintain a record of NCCP/CBET coaching certification for each Sport Club coach;
17. Prepare and distribute a Sport Club Practice Schedule.