Upon Election

• Update EODSA club contact information (club president, mailling address, phone, e-mail) How.
• Update the bank contact information and signing power.
• Ask the Web Guru to change the Spitfires e-mail address to forward mail to your e-mail account.
• Ensure the club web site is updated with the new executive information
• Get executive privileges in the Spitfires database How. Why.
• Get write-access to the club web site How. Why.
• Get admin privileges in the EODSA's database. How. Why.
• Get admin privileges in the OCSL's database. How. Why.
• Update OCSL club contact information (e-mail)
• Learn the club constitution, bylaws, rules and regulations (and any other official club documentation).

Ongoing

• Act as club point of contact to external agencies (OCSL, EODSA, other clubs) and to club members and interested players.
• Read and act upon club e-mails a couple times per week.

By Month

January

• Attend OCSL AGM
• Attend EODSA AGM
• Book field time (president or secretary) required for preseason practices.
• Hold the club Winter Executive Meeting
• Ensure a meeting facility is booked for Spitfires AGM
• Begin coordination of summer team managers. Needs to be complete before preseason practices begin.
• Financial year-end is Jan 31. Prepare final budget and upcoming year's budget proposal with the treasurer. Beware of going over $50k in revenue and triggering tax return requirements. (Incorporation FAQ)
• Review with indoor teams any spring league submissions.

February

• Prepare for and hold AGM.
• Make sure that the person maintaining the Spitfires Incorporation status sends in a notice of change within 15 days of a change in the board. (Incorporation FAQ)
• Review club web site and update accordingly in preparation for AGM and new year.
• Prepare and submit OCSL team applications (due March 1)
  The team fee cheque must be dated March 1, the field fee cheque can be dated April 30.
• Ensure the treasurer has reviewed and accounted for all indoor team finances (fall, winter, spring).

March

• Manage appointment process for any required club appointed positions as defined in club constitution.
• Ensure player membership fees are deposited to club account promptly.
• Once City field permits are issued, prepare preseason training schedule and submit to team managers and entire membership.
• Coordinate auditors for club budget per AGM instructions. The audit is best suited for June timeframe (slower time of year for auditors, and before summer vacations).
• Preseason coaches meeting for preseason planning?

April

• First payment (of two) for player registration due to EODSA at end of April.
• Monitor player registrations to ensure spots are filled.
• OCSL team withdrawal deadline (without penalty) is April 30.
• Coordinate preseason exhibition games, or field time for such.

May

• Attend OCSL Spring Assembly (or coordinate alternate attendee)
• Ensure teams get summer equipment, player cards, game sheets. Try to do the distribution all at once if possible.
• Coordinate waitlist, team roster selections with registrar and coaches.
• Ensure registrar submits all team rosters at least 2 weeks in advance of season start (into OSA player registration system).
• Wrap up any outstanding indoor team equipment returns, indoor discipline report, etc.
• Check that the team web pages with schedules are available.

June

• After first week or two, ensure teams are functioning OK.

July

• EODSA player registration and transfer deadline is July 31.
• Second payment (of two) of summer registration fees (EODSA) due at end of month.

August

• Review indoor team submissions for upcoming fall and winter
• Coordinate Bundesliga team manager.
• Submit deposits (where required) for indoor teams. (Coliseum usually requests deposits by mid-Aug.)
• OSA club membership application is due to EODSA office on Aug 31. Auditor's report on club finances is needed at this time.

September

• Ensure summer teams return club equipment to equipment manager
• Work with treasurer to process any remaining summer refunds.
• Work with Club Discipline Administrator to finalize summer discipline report.
• Coordinate summer feedback review.
• Plan fall club executive meeting.
• Ensure summer team web pages with results/standings/stats, are archived on web site.
• Coordinate indoor player registrations. Time this so that a good # of payments will be deposited before final indoor team payments due.
• Complete any indoor team final payments (Coliseum usually has theirs mid-Sept).

October

• Ensure indoor teams have team equipment, player cards for indoor season.
• Ensure registrar has submitted indoor team rosters to EODSA.
• First payment (of two) of indoor registration fees due at end of Oct.
• OCSL usually has a post-season review meeting (optional). It is recommended to have club representation.
• Post indoor team schedules on web site.

November

• Ensure club equipment is returned from Bundesliga team.
• City normally has post-season review meeting for sports fields. It is recommended to have club representation.
• Fall is a good time for annual planning. Review club constitution, rules, board members positions, etc. Good time for an executive meeting to review operations.

December

• Ensure City field applications are submitted by deadline.

Explanations

How to change the Club contact information at the EODSA

E-mail the office and ask. The EODSA uses the contact information from the OSA club registration submitted in August. You may have to re-submit the form or simply e-mail all your information. Note that the official club contact information is the president's address, phone number, etc. The only generic address we have is the gmail.com e-mail address.

Spitfires Bank Information

The bank is the TD in the Emerald Plaza on Merivale Road. Normally both the president and treasurer have signing privileges. You will need at least one person with current signing power with you at the bank. Make an appointment: (613)224-1188. You may also need to change the snail-mail address for the account; it is currently the president's home address.

Ask the treasurer for a couple of blank cheques in case you need them.

How to get executive privileges in the Spitfires database

An old registrar (or president, secretary or treasurer) must:

• login to the database,
• click on the admin button
• goto the individual player links and click on you
• change the executive radio button to "yes"
• submit the change

Why you need executive privileges in the Spitfires database

You primarily need it for sending e-mail to the club.

If you end up filling in for the treasurer or a registrar, you must have full access to the player data. Note that the database has a user guide. Note also: to find a player's password, just click on the player's link.

Why access to the Spitfires website may be useful

You only need this to update a file when you cannot get hold of the web grunt. It happens.

How to get admin privileges in the EODSA database

If there are two registrars, you do not need to bother with this. If there is only one, you should probably as him/her to briefly show you how AIMS works, scan the AIMS instructions, and then tell the EODSA you have been trained and ask for an account to be set up for you. Login and make sure it works. Then forget about it.

Why you need admin privileges in the EODSA database

You are the back-up person if anything happens to the registrar. That's all.

How to Get Privileges in the OCSL database:

• Either ask the OCSL admin to help.
• Or, get the president, treasurer or past registrar to enter you:
  • they login to the OCSL using their e-mail address and password
  • click on Clubs
  • click on Club Details
  • edit the Club Officials as needed.

Why you need admin privileges in the OCSL database

When you log in, you'll see a "Clubs" tab that shows you info on fines, suspensions, teams, etc. and lets you change club details and withdraw teams. The OCSL will be putting more and more on-line as time goes by.

Spitfires Annual General Meeting (AGM) Requirements

• Timing

  The AGM must be held before the summer teams are submitted Feb 28. Usually we aim for meeting around Feb 25. Spitfires' constitution requires that the membership be given 2 weeks advance notice of the AGM. So:

  • Book the meeting facility by early January.
  • Start preparing the documents for the meeting notice at the beginning of February
  • Send the notice out via e-mail at least 14 days before the meeting
  • Hold the meeting around about February 25.
  
  
• Documents
  • Required for the meeting Notice
    • The Notice itself, for the website, which should include links to all the following Notice documents
    • last year's AGM minutes
    • the president's report
    • any constitutional changes
    • the summer registration policy, with up-to-date OSA registration form and waiver available for download
    • the AGM agenda
  • Required for presentation at the Meeting
    • club constitution, rules and regulations (for reference)
    • discipline report (handout)
    • past year budget (handout)
    • proposed new year budget (handout)
    • voting ballots (as needed)

Note:
Membership has the option to appoint auditors. It is recommended to propose a particular auditor to do the work and seek membership approval.

Contact Us: