Cheer Manitoba AGM 2020

Wednesday, August 12, 2020

7pm

Deer Lodge Community Centre

323 Bruce Avenue

Winnipeg, MB

R3J 2C3

Board Member Positions

​Do you, or someone you know, want to be part of an incredible team, focused on growing Cheerleading in Manitoba?

This is our second year as the SOLE governing body in Manitoba and we are excited to see what we can accomplish this year. All Cheer Manitoba Executive Board positions are up for nomination for the 2020-2021 season, with the exception of President.

 

All positions are volunteer positions. No experience necessary, but a willingness to learn is vital!

Position Descriptions

Vice President


The Vice President will support and assist the President in all duties, assume the duties of the President in their absence, and will perform such other duties as may from time to time be established by the Board. Duties may include but not be limited to the following:

  • Attend all Cheer Manitoba Executive meetings and in the absence of the President, have all the duties and powers of the President.
  • Shall aid in all duties and responsibilities maintained by the President.
  • Ensure that Cheer Manitoba maintains integrity and a positive image.
  • May be one of the three signing officers for Cheer Manitoba.
  • Assists with competitions and events as needed.
  • Responsible for making approved revisions to the Cheer Manitoba Constitution and rules each year. Changes must be approved at the AGM or by the Executive prior to implementation.
  • Answer any emails or inquiries from members or non-members in a timely fashion. If email(s) are forwarded from another board member or cheermanitoba@gmail.com email account, ensure any response is copied to the original source for tracking purposes.
  • Use the assigned Cheer Manitoba email address for all correspondence relating to Cheer Manitoba.




Secretary


The Secretary will attend all meetings of the Board, will be responsible for the documentation of all amendments to the Association’s Constitution and Bylaws, will ensure that all official documents and records of the Association are properly kept, cause to be recorded the minutes of all meetings of Members, Board of Directors and Committees of the Association and will perform such other duties as may from time to time be established by the Board. Duties may include but not be limited to the following:

  • Attend all Cheer Manitoba Executive meetings.
  • Record minutes of Cheer Manitoba meetings and promptly distribute them to the Executive via email, in a timely fashion.
  • Monitor the general Cheer Manitoba email account and respond to any general inquiries in a timely fashion. Should the question or inquiry be best answered by a particular board member, the secretary will forward applicable emails to the appropriate board member(s) for response within a timely fashion.
  • Create an email group of Cheer Manitoba members/coaches as part of the membership processing and keep the members informed by creating and emailing a monthly newsletter.
  • Notify all paying members of the AGM via email.
  • Contact member teams in the fall regarding membership renewal.
  • Send out sanctioning packages to event hosts upon sanctioning approval.
  • Use the assigned Cheer Manitoba email address for all correspondence relating to the Cheer Manitoba.




Treasurer


The Treasurer will keep proper accounting records as required by the Act, and will ensure all monies received by the Association will be deposited into the Association’s bank account, will supervise the management and the disbursement of funds of the Association, when required will provide the Board with an account of financial transactions and the financial position of the Association, will prepare annual budgets, provide the Board of Directors a monthly financial report of the Association, and will perform such other duties as may from time to time be established by the Board. Duties may include but not be limited to the following:

  • Attend all Cheer Manitoba Executive meetings.
  • Responsible for renewing non-profit status annually.
  • File accounts with an accountant for annual audit.
  • Responsible for ensuring adequate insurance is in place for the Cheer Manitoba.
  • Ensure all approved sponsorship agreements are collected.
  • Manage Cheer Manitoba’s finances and maintain documentation regarding transactions.
  • Shall present a financial report at all Cheer Manitoba Executive meetings.
  • Shall be one of the three signing officers for the Cheer Manitoba.
  • Create, maintain and ensure accessibility to physical and/or electronic files of all membership registration, rosters, waivers and coaching information for use at Cheer Manitoba sanctioned events as needed.
  • Work in conjunction with the Events Director to create and uphold event budgets.
  • Answer any emails or inquiries from member or non-members in a timely fashion. If
  • email(s) are forwarded from another board members or cheermanitoba@gmail.com email account, ensure any response is copied to the original source for tracking purposes.
  • Use the assigned Cheer Manitoba email address for all correspondence relating to Cheer Manitoba.




Sanctioning Director


  • Attend and contribute to all Cheer Manitoba Executive meetings.
  • Review, support and attend all Cheer Manitoba sanctioned events. Offer assistance and support to Event Hosts.
  • Review all Sanctioning Applications and Post Event Reports.
  • Ensure Sanctioning Rules / Regulations are being followed. Provide feedback to competition hosts on violations or concerns.
  • Review all registration packages to ensure that they meet all requirements as set out in the Sanctioning Package.
  • Ensure approval is given to the Event Host and Secretary for general distribution to membership.
  • Ensure all checkpoints are met and regulations are implemented by those hosting any Cheer Manitoba sanctioned events.
  • Answer any emails or inquiries from members or non-members in a timely fashion. If email(s) are forwarded from another board member or the cheermanitoba@gmail.com email account, ensure any response is copied to the original source for tracking purposes.
  • Use the assigned Cheer Manitoba email address for all correspondence relating to Cheer Manitoba.




Events Director


  • Attend and contribute to all Cheer Manitoba meetings.
  • Organize all Cheer Manitoba events including, but not limited to, AGM, Conference(s), clinics and camps, Banquet, Provincial Competition, and Credentialing
  • Work in conjunction with the Judging Director to host Annual Judges Training.
  • Create event information documents and registration forms.
  • Work alongside Treasurer to create and uphold budget(s) for any Cheer Manitoba events.
  • Collaborate with Cheer Manitoba members for feedback on current events and future event needs and/or wants.
  • Create advertising venues for Cheer Manitoba, in cooperation with the communication director, via either web based or other.
  • Create and coordinate all Cheer Manitoba promotional material(s).
  • Answer any emails or inquiries from member or non-members in a timely fashion. If email(s) are forwarded from another board member or the cheermanitoba@gmail.com email account, ensure any response is copied to the original source for tracking purposes.
  • Use the assigned Cheer Manitoba email address for all correspondence relating to Cheer Manitoba.




Judging Director


  • Attend all Cheer Manitoba Executive meetings.
  • Promote all Cheer Manitoba events.
  • In cooperation with the Event Director, organize all judging certification, judge training sessions and monitor the judge’s certification.
  • Lead, support and train all Cheer Manitoba judges.
  • Attend Cheer Canada training as required.
  • Ensure each competition has the appropriate number of judges with appropriate experience for what they are judging. Each competition must have a deduction judge and an appropriate number of panel judges (dependent on competition size), and persons to complete tabulation duties.
  • Act in place of a judge, should a sudden absence occur at a (or before a) competition; or as required.
  • Ensure Treasurer has a complete and up to date list of judges and their contact information.
  • Attend all Cheer Manitoba sanctioned competitions; ensure set up, supplies, judges and scoring systems follow the proper process and procedures.
  • Ensure correct scoresheets, judging resources and deduction sheets are used at competitions.
  • Work with the Event Host to create staff and oversee the Tabulation data entry station and resulting Awards document.
  • Review sanctioned competition event schedule, judges schedule and judge’s pay/mileage sheets. Work with the competition host and Events Director on any required changes or feedback.
  • Ensure all judges are provided with the appropriate honorarium, and any applicable mileage reimbursement as determined by the Executive, as outlined in the event sanctioning package. This would include ensuring the Treasurer is provided with the sign in / sign out sheet for judges at each competition.
  • Address any judging related questions, inquiries and/or appeals.
  • Follow up with any judging complaints in a timely manner.
  • In the event that the Judging Director is in a position of conflict and cannot make an unbiased decision, the Vice President will assume the role of Judging Director.
  • Answer any emails or inquiries from members or non-members in a timely fashion. If email(s) are forwarded from another board member or the cheermanitoba@gmail.com email account, ensure any response is copied to the original source for tracking purposes.
  • Use the assigned Cheer Manitoba email address for all correspondence relating to Cheer Manitoba.




Communications Director


  • Attend and contribute to all Cheer Manitoba Executive meetings.
  • Responsible for updating the website including but not limited to new documents, news board items and competition results.
  • Ensure the Cheer Manitoba website is current and up to date.
  • Assist in reviewing any posted forms to ensure they are created, updated and available to the membership as needed.
  • Inform the membership of up and coming Cheer Manitoba hosted events by posting materials on the Cheer Manitoba website, and other campaigns as required.
  • Work with the Social Media Director to create event posters / flyers / videos etc. for all Cheer Manitoba hosted and/or sanctioned events and post accordingly.
  • Answer any emails or inquiries from members or non-members in a timely fashion. If email(s) are forwarded from another board member or the cheermanitoba@gmail.com email account, ensure any response is copied to the original source for tracking purposes.
  • Use the assigned Cheer Manitoba email address for all correspondence relating to Cheer Manitoba.




Social Media Director


  • Attend and contribute to all Cheer Manitoba Executive meetings.
  • Responsible for posting to all social media platforms including but not limited to Twitter, Facebook and Instagram. This would include posting all pertinent information including but not limited to documents, news board items, announcements and communication from Cheer Canada.
  • Ensure Cheer Manitoba social media is kept current and in compliance with our Cheer Manitoba Social Media Policy.
  • Maintain regular social media updates about members and Cheer Manitoba events, including day long coverage of events including but not limited to competitions, training and conferences.
  • Work with Communications Director to create events posters / flyers / videos, etc., for all Cheer Manitoba hosted and/or sanctioned events and post accordingly.
  • Answer any emails or inquiries from members or non-members in a timely fashion. If email(s) are forwarded from another board member or the cheermanitoba@gmail.com email account, ensure any response is copied to the original source for tracking purposes.
  • Create visual presentation summarizing the year, for the annual banquet.
  • Use the assigned Cheer Manitoba email address for all correspondence relating to Cheer Manitoba.




Outreach Director


  • Attend and contribute to all Cheer Manitoba Executive meetings.
  • Look for and share fundraising opportunities / resources for Cheer Manitoba and its members. This would include but not be limited to providing resources to clubs and schools about different types of fundraisers available.
  • Look for and negotiate sponsorship agreements to benefit Cheer Manitoba and its members with board approval. This would include but not be limited to deals with companies that all clubs / schools could generally benefit from, and finding specific sponsors for Cheer Manitoba events.
  • Connect with the Manitoba community to build resources and awareness of Cheer Manitoba, seek out potential events or partnerships for Cheer Manitoba to take part in to promote the sport of Cheerleading and Cheer Manitoba to the community.
  • Promote donation opportunities to companies for our organization.
  • Create all Cheer Manitoba promotional and sponsorship packages in addition to overseeing sponsorship acknowledgements.
  • Seek out grants, government or community funding initiatives and ensure Cheer Manitoba and the membership are aware of potential opportunities.
  • Answer any emails or inquiries from members or non-members in a timely fashion. If email(s) are forwarded from another board member or the cheermanitoba@gmail.com email account, ensure any response is copied to the original source for tracking purposes.
  • Use the assigned Cheer Manitoba email address for all correspondence relating to Cheer Manitoba.




Member at Large (2 Positions)


  • Attend and contribute to all Cheer Manitoba Executive meetings.
  • Assist all other executive roles when asked and required, with any tasks and duties delegated by other Cheer Manitoba Executive Members.
  • Assist in competitions and events as needed.
  • Answer any emails or inquiries from members or non-members in a timely fashion. If email(s) are forwarded from another board member or the cheermanitoba@gmail.com email account, ensure any response is copied to the original source for tracking purposes.
  • Use the assigned Cheer Manitoba email address for all correspondence relating to Cheer Manitoba.





Nominations for a position on the executive board for Cheer Manitoba are now closed. All nominees have been contacted via email to either accept or decline the nomination. Nominees will be presented at the AGM on August 12, 2020 @ 7PM. Each nominee will have a few minutes to introduce themselves, present why they are interested in the position, and how they feel they will be an asset to the role.

If you are still interested in a position on the executive board for Cheer Manitoba, nominations will be accepted from the floor.

Constitution & Bylaws Updates

Please review the Cheer Manitoba Constitution & Bylaws prior to the AGM.

*with proposed changes in red

You may use the form below to submit any additions, changes or removal requests.

Cheer Manitoba

145 Pacific Avenue

Winnipeg, MB

R3B 2Z6

cheermanitoba@gmail.com

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