These role descriptions are drawn from the GRMHA Rules & Regulations, GRMHA By-laws, and Hockey Eastern Ontario (HEO) / Hockey Canada policy requirements. They are intended to inform prospective Board candidates and the membership of each role's duties. Roles and responsibilities should be reconfirmed against the current governing documents prior to publication, as these may be amended from time to time.

Governance & Screening Requirements 

Before taking office and throughout their term, all GRMHA Board members must:

• Complete a Police Record Check (Vulnerable Sector) every three years, per Hockey Canada policy
• Complete Respect in Sport (or equivalent) certification
• Sign and abide by the GRMHA Code of Conduct and Fair Play Pledge
• Declare any conflict of interest (e.g., a close familial relationship to a player, coach, or candidate under Board consideration) and step back from related decisions
• Comply with the GRMHA By-laws, Rules & Regulations, and the rules and policies of the Gloucester Hockey Association (GHA), HEO, HEO Minor, and Hockey Canada

Board Roles

President

Reports to: GRMHA Membership / Board of Directors

Position Summary

The President leads the GRMHA Board, chairs all Board, Executive, General, and Annual meetings, and is the official spokesperson for the Association, including as GRMHA's representative on the GHA Board of Directors.

Key Responsibilities

• Preside at all Board, Executive Committee, General, and Annual meetings
• Act as official spokesperson for GRMHA, including as GRMHA's representative on the GHA Board
• Exercise GRMHA's authority in emergencies, subject to ratification by the Board at its next meeting
• Serve as an ex officio member of all GRMHA committees — automatically entitled to attend and participate in any committee by virtue of the office, without a separate election or appointment
• Approve all official correspondence representing GRMHA's views or interests prior to dispatch
• Co-chair the Head Coach Selection Committee (voting only in the event of a tie)
• Jointly approve, with the Vice-President Hockey Operations, assistant coach and team official appointments
• Hold authority to investigate and, where warranted, summarily suspend players, coaches, officials, or spectators for conduct detrimental to the game, and to delegate elements of this authority to the appropriate Director
• Co-sign GRMHA vendor contracts together with the Treasurer
• Vote only to break a tie, including in Board elections

Qualifications / Skills

• Must have served as an elected or appointed member of GRMHA, GHA, or a GHA member association for a minimum of two years/terms
• Strong leadership, governance, and conflict-resolution skills
• Working knowledge of HEO/Hockey Canada and GHA governance structures

Time Commitment: High — year-round, including off-season planning and AGM preparation

 

Vice-President, Hockey Operations

Reports to: President

Position Summary

The Vice-President, Hockey Operations oversees all on-ice program functions of GRMHA — tryouts, team selection, coach selection, player movement, and ice allocation — and supervises the Directors responsible for Ice Scheduling, Risk & Safety, Equipment, Conduct & Discipline, Development, and Pathways Development. The VP Hockey Operations also assumes the powers of the President in the President's absence.

Key Responsibilities

• Perform the duties of the President in their absence or at their request, holding all the President's rights and powers (voting only to break a tie)
• Attend HEO Minor AA/A League meetings on behalf of GRMHA
• Co-chair the Head Coach Selection Committee
• Jointly approve, with the President, assistant coach and team official appointments
• Approve exceptions to standard roster sizes (e.g., extended Bantam/Midget rosters)
• Approve player call-ups and movement after tryouts, and monitor team affiliation reporting
• Set tryout and team-selection timelines in consultation with the Board
• Investigate and address complaints regarding fair ice time and player use, up to and including disciplinary referral
• Co-advise, with the President, on correspondence related to game protests
• Oversee and support the Directors of Ice Scheduling, Risk & Safety, Equipment, Conduct & Discipline, Development, and Pathways Development

Qualifications / Skills

• Strong knowledge of minor hockey operations, tryout/selection processes, and HEO/GHA regulations
• Sound judgment in handling sensitive coach, player, and parent issues
• Experience overseeing volunteers in a hockey operations context

Time Commitment: High — heaviest during tryouts, coach selection, and the regular season

 

Vice-President, Administration

Reports to: President

Position Summary

The Vice-President, Administration oversees the non-hockey administrative functions of GRMHA — registration, fundraising oversight, code of conduct administration, and event/communications support — and supervises the Directors responsible for Public Relations, Policy, and Tournaments & Special Events, in coordination with the Secretary and Treasurer.

Key Responsibilities

• Oversee administration of the GRMHA Fundraising Policy across all teams
• Ensure player registration documentation is submitted to the GHA Registrar within required timelines
• Receive completed Fair Play Pledge forms from all participants (due by the published annual deadline)
• Receive Incident Report Forms alongside the President and support the complaint-handling process
• Receive final team rosters from Team Liaisons and notify home associations and the GHA Registrar
• Oversee and support the Directors of Public Relations, Policy, and Tournaments & Special Events
• Support the Secretary and Treasurer on administrative and governance matters as needed

Qualifications / Skills

• Strong organizational skills; comfort with registration systems and administrative processes
• Clear, professional written and verbal communication
• Familiarity with HEO/Hockey Canada Registry (HCR) processes an asset

Time Commitment: High — heaviest during registration, tryouts, and event planning periods

 

Treasurer

Reports to: President

Position Summary

The Treasurer is GRMHA's chief financial steward, responsible for receiving, recording, and reporting all Association funds, and for supporting sound financial practices across all GRMHA teams.

Key Responsibilities

• Receive all monies payable to GRMHA and deposit them in a chartered bank account as directed by the Board
• Maintain an accurate record of all monies received and disbursed; report at every Board meeting and at the Annual General Meeting
• Receive and record all accounts payable as approved by the Board, and pay accounts by cheque signed by two executive members
• Establish the annual registration fee collection schedule for Board review
• Provide each Head Coach with a Team Budget template populated with mandated, non-discretionary expenses
• Co-sign vendor/equipment/services contracts together with the President
• Receive final team financial reports from team managers by the prescribed year-end deadline

Qualifications / Skills

• Bookkeeping, accounting, or financial management background preferred
• High attention to detail and integrity in handling Association and team funds
• Experience with not-for-profit or volunteer-organization financial reporting an asset

Time Commitment: Moderate to High — year-round, with peak periods at registration and season-end

 

Secretary

Reports to: President

Position Summary

The Secretary maintains GRMHA's official records and supports the Board in sound governance practice, including documentation of all meetings and coordination of Board logistics.

Key Responsibilities

• Prepare minutes of all Board, Executive Committee, General, and Annual meetings, and ensure proper distribution
• Prepare correspondence as necessary for the normal operation of GRMHA
• Maintain custody of all GRMHA documents and records, except those held by the Vice-President Administration and Treasurer
• Attend additional meetings as requested by the President or Vice-Presidents to document proceedings
• Coordinate logistics and room bookings for Board meetings and other Association events
• Receive nomination submissions for Board elections within the timelines set by the By-laws
• Serve as a non-voting member of the Head Coach Selection Committee for administrative coordination, including notifying coaching applicants of their application status

Qualifications / Skills

• Strong organizational and minute-taking skills
• Discretion in handling confidential Board and personnel matters
• Familiarity with not-for-profit governance practices an asset

Time Commitment: Moderate — concentrated around Board meetings, elections, and the AGM

 

Director, Public Relations

Reports to: Vice-President, Administration

Position Summary

The Director, Public Relations leads GRMHA's communications and community-facing presence, coordinating team-level PR representatives and ensuring members and the community are informed of Association news and events.

Key Responsibilities

• Coordinate the network of team-level Public Relations representatives across all GRMHA teams
• Gather and publish news items from teams for the GRMHA website and social channels
• Help organize and promote key Association events such as picture day and the season-end Volunteer Appreciation event
• Ensure all Association communications comply with the GRMHA Social Media Policy
• Support coordination of team purchases of GRMHA apparel and branded items
• Manage sponsor and partner recognition communications

Qualifications / Skills

• Communications, marketing, or public relations background
• Strong writing skills and comfort with website/social media platforms
• Good judgment in managing time-sensitive or sensitive public messaging

Time Commitment: Moderate to High — ongoing, with spikes around registration, picture day, and year-end events

 

Director, Policy

Reports to: Vice-President, Administration

Position Summary

The Director, Policy supports the GRMHA Board in maintaining, reviewing, and updating the Association's governing documents and internal policies, ensuring they remain current, consistent, and in compliance with the requirements of the GHA, HEO, HEO Minor, and Hockey Canada.

Key Responsibilities

• Maintain a complete and current inventory of GRMHA's governing documents, including the Constitution, By-laws, and Rules & Regulations
• Monitor policy and rule changes issued by Hockey Canada, HEO, HEO Minor, and GHA, and advise the Board on any required updates to GRMHA documents
• Draft proposed amendments to the GRMHA Rules & Regulations and By-laws for Board review and, where required, member approval at the Annual General Meeting
• Support the development of new Association policies as directed by the Board (e.g., codes of conduct, social media, contracting, discipline frameworks)
• Maintain a log of all policy amendments, including amendment number, date, author, and section affected, consistent with the amendment tracking format in the GRMHA Rules & Regulations
• Ensure GRMHA's published policies are kept current on the Association website
• Advise Directors and the Board on policy interpretation questions when they arise during the season
• Support a year-end policy review to identify gaps or sections requiring amendment ahead of the next AGM

Qualifications / Skills

• Strong research, writing, and analytical skills
• Familiarity with GRMHA's governance structure and the Hockey Canada/HEO policy hierarchy
• Experience in policy development, legal, or governance work an asset
• Detail-oriented with strong document management practices

Time Commitment: Moderate — heavier during pre-AGM periods when amendments are being drafted and reviewed; lighter but ongoing through the season for monitoring and interpretation support

 

Director, Ice Scheduling

Reports to: Vice-President, Hockey Operations

Position Summary

The Director, Ice Scheduling allocates and coordinates all practice and game ice assigned to GRMHA by the GHA, ensuring fair and equitable distribution across all teams throughout the season.

Key Responsibilities

• Allocate ice assigned to GRMHA by the GHA to teams in a fair and equitable manner
• Prepare and distribute the master ice schedule to all coaches and team managers
• Manage practice and game ice exchanges between Ranger teams when a team cannot use its allotted ice
• Coordinate any additional ice purchases requested by teams, within budget
• Liaise with the GHA and arena operators on ice availability and scheduling changes
• Track ice usage in coordination with the Treasurer for budgeting purposes

Qualifications / Skills

• Strong organizational and scheduling skills
• Ability to manage multiple coaches/teams and resolve scheduling conflicts diplomatically
• Familiarity with GHA/HEO divisional structures an asset

Time Commitment: High — heaviest before and throughout the regular season

 

Director, Risk & Safety

Reports to: Vice-President, Hockey Operations

Position Summary

The Director, Risk & Safety ensures GRMHA team officials and volunteers meet all Hockey Canada and HEO screening and safety requirements, and that the Association maintains appropriate risk management practices.

Key Responsibilities

• Oversee completion of Police Record Checks (Vulnerable Sector) for all team officials and volunteers working directly with players, renewed every three years per Hockey Canada policy
• Maintain and communicate GRMHA's risk management resources, including PRC application guidance and required forms
• Coordinate HEO insurance certificate requests for teams, tournaments, and special events
• Support incident reporting and follow-up for on-ice or off-ice safety incidents
• Monitor compliance with concussion protocols and return-to-play documentation requirements
• Report safety and screening compliance status to the Board

Qualifications / Skills

• Knowledge of Hockey Canada/HEO screening and safety requirements
• Strong attention to detail and recordkeeping discipline
• Background in health & safety, risk management, or a related field an asset

Time Commitment: Moderate to High — heaviest at season start during screening and certification renewal periods

 

Director, Equipment

Reports to: Vice-President, Hockey Operations

Position Summary

The Director, Equipment manages GRMHA's equipment inventory, supplier relationships, and the annual distribution and return of Association-owned gear.

Key Responsibilities

• Arrange a Request for Proposal (RFP) process for equipment suppliers on a bi-annual basis, in accordance with the GRMHA Contracting Policy, for purchases above the Board-set threshold
• Coordinate distribution of jerseys, trainer kits, and other Association-owned equipment to teams each season
• Confirm return of all equipment (jerseys, trainer kits, mailroom keys) from team management by the prescribed end-of-season deadline; manage equipment deposit forfeitures for non-compliance
• Advise team management on jersey cresting and sponsor recognition placement per GRMHA equipment standards
• Track equipment inventory and condition, and recommend repairs or replacement
• Support the contracting sub-committee in negotiating and managing supplier contracts (maximum two-year terms)

Qualifications / Skills

• Strong organizational and inventory management skills
• Familiarity with hockey equipment standards and bulk procurement
• Budget and vendor management experience an asset

Time Commitment: Moderate — concentrated at season start and end

 

Director, Conduct & Discipline

Reports to: Vice-President, Hockey Operations

Position Summary

The Director, Conduct & Discipline administers GRMHA's Discipline Framework and Code of Conduct, ensuring fair, consistent, and timely handling of conduct matters involving players, coaches, officials, and spectators.

Key Responsibilities

• Receive coach reports (within 24 hours) of suspendable on-ice or off-ice offences, including those occurring at outside tournaments
• Review and adjudicate second-level conduct offences referred by Team Liaisons or coaches, applying progressive discipline
• Maintain confidential records of conduct cases and disciplinary outcomes
• Exercise delegated authority from the President, where assigned, to investigate and recommend suspension of players, coaches, officials, or spectators for conduct detrimental to the game
• Advise coaches and Team Liaisons on Code of Conduct standards, the Fair Play Pledge, and the GRMHA Discipline Framework
• Coordinate with HEO on escalated discipline matters and appeals as required
• Report discipline trends and recommendations to the Board

Qualifications / Skills

• Sound judgment, discretion, and impartiality in sensitive situations
• Familiarity with the HEO Code of Discipline and GRMHA Discipline Framework
• Conflict resolution or mediation experience an asset

Time Commitment: Moderate — variable, with case-driven spikes through the season

 

Director, Development

Reports to: Vice-President, Hockey Operations

Position Summary

The Director, Development supports player skill development and coach selection, helping ensure GRMHA delivers consistent on-ice instruction and coaching quality across all divisions.

Key Responsibilities

• Sit on the Head Coach Selection Committee, contributing to the technical assessment of coaching candidates
• Coordinate coach mentorship, clinics, and certification support in line with Hockey Canada coaching standards
• Support development of player evaluation criteria used in the tryout process
• Liaise with Team Liaisons and coaches on skill development programming and player progression
• Evaluate development program effectiveness and recommend improvements to the Board

Qualifications / Skills

• Coaching or player development background, with relevant Hockey Canada certifications
• Program design and evaluation experience
• Strong relationship-building skills with coaches and volunteers

Time Commitment: Moderate to High — heaviest during coach selection, tryouts, and pre-season planning

 

Director, Pathways Development

Reports to: Vice-President, Hockey Operations

Position Summary

The Director, Pathways Development supports long-term player progression across GRMHA's minor/major age divisions and competitive streams, helping players and families understand pathway options in alignment with HEO and Hockey Canada's player development structure.

Key Responsibilities

• Maintain understanding of GRMHA's minor/major divisional structure and communicate pathway options to players and families
• Support coordination between GRMHA and AAA/Junior/U18 programs for players trying out at higher levels, including tracking players retaining return rights to GRMHA
• Advise the Board on pathway-related policy questions, including age-category and 'playing up' exceptions
• Work with the Director, Development on aligning skill programming with long-term athlete development principles
• Track and report on player pathway outcomes to the Board

Qualifications / Skills

• Strong understanding of minor hockey pathway structures, from house league through AA/AAA streams
• Experience advising players and families on long-term athlete development
• Collaborative working style with coaches and other Directors

Time Commitment: Moderate — heaviest during tryouts and pathway transition periods (e.g., AAA camp season)

 

Director, Tournaments & Special Events

Utterances to: Vice-President, Administration

Position Summary

The Director, Tournaments & Special Events coordinates GRMHA's tournament participation framework and organizes Association-wide special events such as the season-end Volunteer Appreciation event.

Key Responsibilities

• Administer the Association's tournament participation framework (maximum number of tournaments per team, including out-of-district limits, per GRMHA Rules & Regulations)
• Process and bring forward, in coordination with the Vice-President Hockey Operations, any team requests to exceed standard tournament allowances for Board approval
• Plan and execute any GRMHA-hosted tournaments, including ice, officials, and volunteer coordination
• Organize Association-wide special events, including the annual Volunteer Appreciation event
• Manage event budgets and reconcile revenue/expenses with the Treasurer
• Recruit and coordinate event-day volunteers

Qualifications / Skills

• Event planning or project coordination experience
• Strong organizational skills and ability to manage multiple vendors/volunteers
• Budget management experience an asset

Time Commitment: Moderate to High — concentrated around tournament season and the year-end event