The West Niagara Special Olympics Community Council are the dedicated persons responsible for the organization, financial and legal aspects of providing opportunities for sports training, sporting events and competitions for athletes living with an intellectual disability within a set boundary.
It is a known fact that without our amazing volunteers we cannot run our sports, but without our Community Council members we cannot run as an organization as a whole. Get to know the council and what they do below!
The Community Coordinator is the face of our organization. They are involved at the council level, community level and work directly with Special Olympics Ontario (SOO). Here's a breakdown of their responsibilities:
Council Level:
Call and preside over all council meetings
Ensure all council members are fulfilling their roles in accordance to their job descriptions
Ensure communication is maintain throughout council (and through the designated Secretary)
Liaise with the council Treasurer to monitor the communities financial position
Have signing authority for disbursements of community funds
Encourage recruitment of volunteers to act in vacated council positions
Review the WNSO By-Laws on a yearly basis with the council
Ensure Community Council elections are held as outlined in the By-Laws
Community Level:
Ensure information is disseminated between Community Council members and amongst the community at large
Represent the community and the Community Council at external meetings and events
Oversee the communities communication channels (Website, Social Media, Newsletters, etc.)
Act as the point of contact for public inquiries regarding local programs
In the case of an incident or behaviour, the Coordinator will meet with the individual or the athlete (and family/caregiver if applicable) to address the concern. Ensure another Community Council Officer and/or Head Coach or Team Manager is present. An Incident Report will be completed on the portal about the issue and Community Council advised.
SOO Level:
Liaise with SOO as necessary
Be knowledgeable of and understand the guidelines, policies, and bylaws of SOO.
Provide a link between the Provincial office and the community to ensure new policies are followed and communicated to the membership.
Keep the Provincial office apprised of community activities, and liaise as required.
Provide Provincial Staff Representative with Community Programs contact updates on a semi-annual basis, or as changes are made.
Ensure that all District Meetings are attended by a member of the Community Council to ensure communities’ interests are represented.
Work with head coaches, District Developer, and council to complete all endorsement and games paperwork in a timely fashion during games years.
Review and be familiar with sections on the portal related to this position.
Maintain a Special Olympics e-mail address that is provided, if applicable.
Other duties and responsibilities as per SOO and WNSO.
The Treasurer handles all financial duties within West Niagara Special Olympics. Here's a breakdown of their responsibilities:
Attend all community council meetings and give a financial report including transactions and balance for that period. Submit a written report to be attached to minutes.
Complete year end financial statement and submit to the Provincial Staff Representative during the month of July.
Maintain accurate financial record of the Community’s transactions, including receipts and bank statements.
Act as one of three signing authorities within the Community.
Issue cheques for volunteer expenses.
Act as a resource to Community volunteers on all financial matters.
Ensure that proper financial accountability is maintained within the Community and that SOO’s financial policies are adhered to
With the assistance of the Head Coaches and Community Coordinator, prepare and submit all applications for grants to the Provincial office.
Prepare an annual budget with the assistance of the Community Coordinator and Officers.
Upon vacating the position, all files, binders, equipment must be passed on to the new individual, and a complete orientation given to them.
Review and be familiar with sections on the portal related to this position.
Maintain a Special Olympics e-mail address that is provided, if applicable.
Other duties and responsibilities as per SOO and WNSO.
The Recording Secretary plans, attends and documents all Community Council meetings and implements an open flow of communication throughout the council. Here's a breakdown of their responsibilities:
Record all minutes of the Community Council and any Officers Executive meetings.
Request standing reports and agenda items one week before the meeting. Standing reports and agenda are then sent 2-4 days prior to the meeting.
Distribute minutes and other relevant information as required to the Community Council members within a week of the meeting date.
Forward a copy of the approved minutes to the Provincial Staff Representative.
Maintain files of minutes, correspondence etc., on the community’s behalf.
Book meeting rooms and arrange for refreshments if necessary.
Correspond with Community volunteers, the Provincial office and others as required on behalf of the community.
Upon vacating the position, all files, binders, equipment must be passed on to the new individual, and a complete orientation given to them.
Review and be familiar with sections on the portal related to this position.
Maintain a Special Olympics e-mail address that is provided, if applicable.
Other duties and responsibilities as per SOO and WNSO.
The Athlete Registrar/Data Admin is the representative of our athletes and handles all things registration. Here's a breakdown of their responsibilities:
Set up Club Sessions in the SOO portal for each fiscal year at the appropriate time. SOO fiscal year is September 1 to August 31 each year.
Assist/co-ordinate with each Team Manager (TM) and Head Coach (HC) and Social Media coordinator, to produce a Sport Flyer and sign-up sheet for each sport in advance of registration.
Set sign-up rates and uniforms rates with input from Community Council and Uniform coordinator.
Using WNSO Gmail account, mass email the sport flyers and sign-up sheet to all current athletes/volunteers. As new athletes/volunteers join or leave WNSO, update the WNSO Gmail account
Collect sign-up forms and fees for each sport. Assist each TM with receipts and adding athlete enrolments to the specific sports in the SOO database. Enter any new athlete information into the SOO database as it becomes available, ie, address, phone, email address
Receive ‘New Athlete Intake Form’ from SOO. Contact new athletes to discuss programs and suitability. Enter outcome on ‘Intake Form’ and submit to SOO who will process the new athlete registration.
Maintain a summary worksheet in excel detailing fees paid by athlete & by sport and for uniforms.
Advise Uniform co-ordinator of uniforms needed by size and sport prior to the start of new sessions.
Reconcile funds received, forward worksheet and all monies to Treasurer for deposit to WNSO bank through SOO.
Ensure that the Volunteer Coordinator has all new registration forms completed correctly, and sent to the Database Administrator at Head Office with the proper documentation.
Distribute all sport verification reports to each club at the beginning of their season
Upon vacating the position, all files, binders, equipment must be passed on to the new individual, and a complete orientation given to them.
Review and be familiar with sections on the portal related to this position
Maintain a Special Olympics 3-mail address that is provided, if applicable.
Other duties and responsibilities as per SOO and WNSO.
The Volunteer Registrar is the representative of our volunteers and handles all things volunteering. Here's a breakdown of their responsibilities:
Consult with other Community Council members and coaches to determine volunteer needs
In coordination with the Community Council, develop strategies to increase membership and engage existing members.
Liaise with the Provincial Staff Representative in regards to recruitment and recognition strategies.
Coordinate volunteer registrations, processing volunteer applications. Enter any new volunteer information into the SOO database when available eg. address, phone, and email.
Carry out interviewing, selecting and placement of volunteers as per policy and procedures.
Complete background reference checks and ensure the Vulnerable Sector Police Check are completed prior to the volunteer starting in their role.
Distribute orientation materials to new volunteers eg. rules, regulations, WNSO By-laws, etc
In coordination with the Community Council, ensure there are complete and accurate job descriptions written and available for all volunteer positions within the Community.
Two months or sooner before the new sports session (Winter and Summer) begins, contact each Head Coach and Team Manager of each sport to confirm that they will be continuing in their roles for the upcoming season. In the event that either or both are not returning, the Volunteer Coordinator will immediately, in conjunction with the WNSO Council, initiate a search for a new Head Coach and/or Team Manager
Team Manager will give the names of current volunteers for each sport. Volunteer Registrar will enter enrolments into the SOO database
Keep up to date records of volunteer service (e.g. application forms, volunteer logs, positions held, years of service)
Keep up to date records on First Aid/CPR credentials and expiry dates for all Volunteers. Setup First Aid/CPR training for volunteers when required.
Assist the Provincial Office in distributing years of service awards
Upon vacating the position, all files, binders, equipment must be passed on to the new individual, and a complete orientation given to them.
Review and be familiar with sections on the portal related to this position.
Maintain a Special Olympics e-mail address that is provided, if applicable.
Other duties and responsibilities as per SOO and WNSO.
The Facilities Coordinator handles all rental bookings and insurance needs, keeping our community active and safe. Here's a breakdown of their responsibilities:
Licenses/Permits:
The contact person for obtaining permits from DSBN, the Town of Grimsby and the Town of Lincoln. Other permits may be required from other entities, such as spring dance location, or annual banquet location. At present the monthly meeting room is arranged by the Secretary and the curling rink is arranged by the curling coach/team manager.
Be sure that permits and applications are completed in a timely manner, and accounts setup to pay for same, if needed. (DSBN and the two Towns require that accounts be set up with credit card information to secure payments.) If permits are not required, contact with facilities to let them know start dates so our sports can continue be accommodated.
Insurance:
Apply for insurance coverage for the various sports, and any facility rentals, through the Special Olympics website in Toronto. The expiry date of the insurance policy is July 30th each year. It is necessary to request the renewal for each sport separately. (The Insurance Certificates are not automatically sent to us.) In particular, the summer sports must have a valid Certificate of Insurance otherwise they will not be allowed to hold their practice until confirmation of such coverage has been received. (The facility they are practicing at requires this.).
Ensure that the coach and team manager of the various sports have a copy of the Certificate of Insurance. They should ensure the facility has a copy of the Certificate of Insurance for the time period that the sport is being run.
Keep a copy of each permit, together with the necessary information related to the particular sport. As well, have a copy of the Certificate of Insurance for each sport.
Other:
Upon vacating the position, all files, binders, equipment must be passed on to the new individual, and a complete orientation given to them.
Review and be familiar with sections on the portal related to this position.
Maintain a Special Olympics e-mail address that is provided, if applicable.
Other duties and responsibilities as per SOO and WNSO.
The Uniform & Supply Coordinator keeps our organization looking good! They handle all clothing and swag orders on behalf of West Niagara Special Olympics. Here's a breakdown of their responsibilities:
Coordinate, in conjunction with the Community Council, the various sports teams and the provider of record to procure the required uniforms and/or products.
Maintain a small inventory of team uniforms and surplus stock.
Order standard volunteer shirts for all sports teams. If the Head Coach, Team Manager, or volunteers choose a shirt other than standard issue, they will be responsible to order the shirts themselves.
Ensures that First Aid Kits/Defibrillators are checked for stock and expiry dates, then given to the coaches at the start of each season. Kits are returned to Coordinator at the end of each sport and checked/restocked.
Upon vacating the position, all files, binders, equipment must be passed on to the new individual, and a complete orientation given to them.
Review and be familiar with sections on the portal related to this position.
Maintain a Special Olympics e-mail address that is provided, if applicable.
Other duties and responsibilities as per SOO and WNSO.
The Social Media Coordinator shares important information to members of our community through our social channels. Here's a breakdown of their responsibilities:
Update, maintain, and control all forms of social media associated with WNSO, in conjunction with the Community Coordinator and SOO communications.
Monitor all comments and community posts to answer any questions, or to ensure everything being shared is respectful and appropriate.
Upon vacating the position, all files, binders, passwords must be passed on to the new individual, and a complete orientation given to them.
Review and be familiar with sections on the portal related to this position.
Maintain a Special Olympics e-mail address that is provided, if applicable.
Other duties and responsibilities as per SOO and WNSO.
The Event Coordinator plans, organizes and runs our events (Annual Banquet, Spring Fling, etc.) with a small committee. Here's a breakdown of their responsibilities:
Plan all social events for the athletes in conjunction with the Community Council. Secure banquet/party facilities for WNSO events
Form a committee of Community Council members or any other interested volunteers, parents, or caregivers, to assist with the planning and implementation of the event. Note: Only registered volunteers may participate in positions of trust or athlete contact.
Upon vacating the position, all files, binders, equipment must be passed on to the new individual, and a complete orientation given to them.
Review and be familiar with sections on the portal related to this position.
Maintain a Special Olympics e-mail address that is provided, if applicable.
Other duties and responsibilities as per SOO and WNSO.