1 of 11 G:\AFFILIATE INFORMATION\AFFILIATE MANAGEMENT COMMITTEE (AMC) ROLES & RESPONSIBILITIES.DOCX

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1 Last Updated: December 17, 2015 Affiliate Management Committee (AMC) Roles & Responsibilities Based on Policy & Bylaws - Provincial Terms of Reference The general purposes of the Affiliate Management Committee (AMC) is ensure the affairs of the Affiliates, including programs, services, financial management, and fundraising, are being carried out in accordance with the mission, vision, bylaws and policies put in place by Special Olympics Alberta. Terms by which the AMC will conduct operations is in accordance with Affiliate Accreditation Standards. The AMC will consist of three or more positions. Positions will include the Chairperson, an athlete, and at least one other position, such as, but not limited : Vice Chairperson Treasurer Secretary Registrar Program Coordinar Volunteer Coordinar Public Relations Coordinar Youth Representative The Affiliate may appoint or elect people necessary carry out Affiliate duties and responsibilities. The Affiliate Management Committee will meet at least once per year. In order for SOA staff support the AMC the best of our abilities, It is vital that the AMC keeps an open line of communication. The Affiliate Management Committee must provide the Society with reports in accordance with Affiliate Accreditation Standards: Annual Affiliate Accreditation Applications ( A list of current committee members ( Annual report for the previous fiscal year and A financial report for the previous fiscal year ( Must be submitted by September 30 (unless you are ld otherwise) If you have any questions regarding the role of the AMC, please contact Philippe (pphan@specialolympics.ab.ca) 1 of 11

2 SAMPLE Affiliate Management Committee (AMC) Organizational Chart 2 of 11

3 The general purposes of the Affiliate Management Committee (AMC) is ensure the affairs of the Affiliates, Position Title Chairperson Reports President/CEO 1 year term (no limit the number of terms; appointment of members must The Chairperson is the principal executive officer of the Affiliate. It is his/her responsibility, in association with the Secretary, call and prepare the agenda, as well as Chair all meetings of the Affiliate and the Management Committee. Skills & Experience - Comply with Affiliate Accreditation Standards and submit an Accreditation Application Form every year. - Conduct at least one official sport, including regular programming and at least one competition opportunity (local or invitational) - Attend Annual General Meeting - Set up monthly meetings with other AMC members - Actively communicate with provincial office. - This person chairs all meetings of the Affiliate and the AMC. - Coordinate with Provincial Office transfer information. - Ensure that Police Checks are completed for all volunteers - Schedule, set agendas and chair regular meetings per year - Provide all athletes with an opportunity attend Special Olympics Provincial Games through a selection process that is documented, approved and noted in minutes - Meet minimum coach qualifications support participation in competitions subsidy program for programs & competitions - Self starter - Basic administration skills - Excellent communication and organizational skills - Volunteer board/committee experience would be an asset - Access and capacity an electronic environment ( ) All volunteers in authoritative positions will be undergo a Criminal Record Check and Vulnerable Secr Check. 3 of 11

4 The general purposes of the Affiliate Management Committee (AMC) is ensure the affairs of the Affiliates, Position Title Vice Chairperson Reports Chairperson 1 year term (no limit the number of terms; appointment of members must The Vice-Chairperson assists the Chairperson with the performance of his/her duties. They assume the Chairperson's responsibilities in the case of absence or an inability of the Chairperson perform his/her responsibilities. The Chairperson with consideration of the needs of the Affiliate determines the specific duties of the Vice-Chairperson - Self starter - Basic administration skills - Excellent communication and organizational skills - Volunteer board/committee experience would be an asset - Access and capacity an electronic environment ( ) All volunteers in authoritative positions will be undergo a Criminal Record Check and Vulnerable Secr Check. 4 of 11

5 The general purposes of the Affiliate Management Committee (AMC) is ensure the affairs of the Affiliates, Position Title Secretary Reports Chairperson 1 year term (no limit the number of terms; appointment of members must The Secretary is responsible for tracking and recording all pertinent information and disseminating that information, in a timely manner, within the Affiliate. - Attend all Affiliate meetings and monthly Management meetings - Record and distribute minutes of Affiliate meetings Management Committee members and the Provincial office within 2 weeks of the meeting date. - Assist AMC with administrative tasks as necessary. - Other Affiliate administrative duties as - Basic administration skills - Excellent organizational skills - Computer skills All volunteers in authoritative positions will be undergo a Criminal Record Check and Vulnerable Secr Check. 5 of 11

6 The general purposes of the Affiliate Management Committee (AMC) is ensure the affairs of the Affiliates, Position Title Treasurer Reports Chairperson 1 year term (no limit the number of terms; appointment of members must The Treasurer is responsible for the management of the financial affairs of the Affiliate ensuring that they adheres all Special Olympics AB and Special Olympics Canada financial policies as well as all Provincial and Federal laws. They must also maintain all bank accounts, back-up documentation, bank reconciliations, receipt and expenditure journals, and a general ledger. This material must be made available for review by those authorized by the Provincial Office at any time such a review is requested. - Keep financial records including up--date financial accounting and ensuring books are balanced - Develop the annual budget for fiscal year July 1 June 30 - File fiscal year financial statements by September 30 annually - Complete GST Rebate applications and submit the Provincial Office by September 30 - Open RBC Bank Account in name of Special Olympics Alberta - Affiliate Name - Complete interim reports, including summary of revenues, expenses and copies of bank statements, the provincial office quarterly in accordance with Affiliate Accreditation Standards - Handle daily financial transactions of the Affiliate including making deposits and writing cheques - Track bank balances, donations and submit tax receipt requests Provincial Office - Communicate with all committee members on financial status - Grant reporting - Ensure that President & CEO is listed as signing authority and has access bank account activity - Report AMC on the financial status of the Affiliate at meetings - Basic book keeping/accounting/skills - Basic administration skills - Previous accounting experience an asset - Access and capacity an electronic environment All volunteers in authoritative positions will be undergo a Criminal Record Check and Vulnerable Secr Check. 6 of 11

7 The general purposes of the Affiliate Management Committee (AMC) is ensure the affairs of the Affiliates, Position Title Program Coordinar Reports Chairperson 1 year term (no limit the number of terms; appointment of members must The Program Coordinar is responsible for overseeing the operation of sport, athlete development, and young athlete clubs operating within the Affiliate. - Ensure that the delivery of sports programs provided are of the highest quality - Ensure that the concerns, questions and needs of the coaches and program volunteers are addressed with the Affiliate Chairperson. - Secure all facilities at appropriate times for all programs - Ensure that all coaches have met coaching certification requirements - Have frequent contact with the coach of each sport program(s) ensure that their needs are met and documentation of incidents is up date, accurate and submitted Special Olympics Alberta in a timely manner - Frequently observe the sport programs ensure proper risk management policies are followed through (ie. Regulation equipment, safe and functional facilities, athlete/coach ratio, and that head coaches meet minimum qualification standards) - Assist Affiliate Chairperson in securing an athlete on the Affiliate Management Committee - Assist in hosting Affiliate events/competitions - Chair regularly scheduled coaches meetings - Provide Program Coordinar's report AMC and submit program budget requirements - Evaluate programs on a regular basis ensure quality the Affiliate is supporting, endorsing and facilitating participation in integrated opportunities - Maintain athlete coach ratio - Strong communication and organizational skills - Networking and planning abilities - Dependable and assertive All volunteers in authoritative positions will be undergo a Criminal Record Check and Vulnerable Secr Check. 7 of 11

8 The general purposes of the Affiliate Management Committee (AMC) is ensure the affairs of the Affiliates, Position Title Volunteer Coordinar Reports Chairperson 1 year term (no limit the number of terms; appointment of members must This position could be developed if the Affiliate needs an individual co-ordinate the recruitment and maintaining of volunteers meet the needs of the Affiliate. - Ensure the Affiliate implements and maintains a volunteer management process - Recruit coaches and volunteers for positions as needed, while considering the appropriate ratios, as decided by SOA - Arrange orientation and training Special Olympics and their position. - Ensure active all year-round volunteers have followed procedures have a Police Information Check. - Conduct Volunteer Screenings other than Police Information Checks - Organize registration nights for volunteers - Ensure that new volunteers are matched with a volunteer position that meets and satisfies their needs - Access training opportunities for all levels of volunteers - Evaluate volunteer placement and terminate if necessary - Organize volunteer recognition and order pins and gifts from provincial office if necessary - Strong communication skills in volunteer management - Networking and planning abilities - Dependable and assertive All volunteers in authoritative positions will be undergo a Criminal Record Check and Vulnerable Secr Check. Collection, use and retention of personal information will be in accordance with Special Olympic Alberta s privacy 8 of 11

9 The general purposes of the Affiliate Management Committee (AMC) is ensure the affairs of the Affiliates, Position Title Fundraising Cooordinar Reports Chairperson 1 year term (no limit the number of terms; appointment of members must This position could be developed if the Affiliate needs an individual head a specific fundraising committee meet the financial needs of the Affiliate. - Create an annual fundraising plan and raise funds, ensuring that the fundraising plan is realized and the target amount is raised for Special Olympics community program(s). - Develop a fundraising strategy with the assistance of the SOA Office. - Develop strategy make community businesses aware of Special Olympics, for potential sponsorship. - Coordinate all fundraising activities - Seek out service clubs and other organizations that wish provide financial support the Affiliate. - Liaise with SOA Office regarding Provincial/Terririal/National sponsors. - Inclusion and recognition of Affiliate/Chapter/National sponsors. (ie. Subway at local events, etc.) - Ensure exclusivity of sponsors by the Affiliate. - Provide Affiliate updates the sponsors. (i.e. Program fundraising activities) - Self-starter with strong organizational skills - Ability be creative and flexible - Previous event management and fundraising experience an asset All volunteers in authoritative positions will be undergo a Criminal Record Check and Vulnerable Secr Check. 9 of 11

10 The general purposes of the Affiliate Management Committee (AMC) is ensure the affairs of the Affiliates, Position Title Public Relations Coordinar Reports Chairperson Key responsibility 1 year term (no limit the number of terms; appointment of members must This position could be developed if the Affiliate needs an individual co-ordinate the public relations needs of the Affiliate. - Increase awareness of Special Olympics within the community. - Liaise with other agencies/individuals that work with population eg. Special Education Teachers, Sheltered Workshops, and Association for Community Living. - Contact media for extra coverage of club activities; work with Communication - Coordinar at the Provincial Office. - Ensure adherence logo, name and brand guidelines, as well as fundraising and marketing policies & guidelines - Find social media opportunities that would be appropriate for your community - Self-starter with strong organizational skills - Ability be creative and flexible - Previous event management and fundraising experience an asset All volunteers in authoritative positions will be undergo a Criminal Record Check and Vulnerable Secr Check. 10 of 11

11 The general purposes of the Affiliate Management Committee (AMC) is ensure the affairs of the Affiliates, Position Title Registrar Reports Chairperson Key responsibility 1 year term (no limit the number of terms; appointment of members must The registrar is responsible for taking in registrations of athletes, coaches and volunteers and then passing them on the provincial office in a timely manner. - Maintain record keeping on all athletes, coaches and volunteers (including registration forms, police record checks and training). - Work with Program and Volunteer Coordinar register athletes, coaches, and volunteers. - Submit all Affiliate registration information Provincial Office by respective deadlines - Self starter - Basic administration skills - Excellent communication and organizational skills - Volunteer board/committee experience would be an asset - Access and capacity an electronic environment ( ) All volunteers in authoritative positions will be undergo a Criminal Record Check and Vulnerable Secr Check. 11 of 11