Our Board of Directors are elected as per our Constitution.

Description of Roles inside Cambridge Minor Football

Executive Directors

President

The President is responsible for setting the tone, vision, and strategic goals while ensuring the effective management and operation of the organization.

President responsibilities-CMFA

• Chair all meetings of the members and the board of directors.
• Serve as an ex-officio member of all committees and sub-committees of the board, unless a conflict of interest arises.
• Lead all meetings of the board of directors, collaborating with the board to set meeting dates. The president may only vote in case of a tie.
• Act as the chief spokesperson and representative for the C.M.F.A. at public or official functions, or appoint a designated spokesperson when appropriate.
• Report to the membership at each Annual General Meeting (AGM) regarding the operations of the C.M.F.A.
• Assist in organizing logistics such as booking fields, referees, and EMS, or delegate these tasks to a committee member.
• Chair a subcommittee responsible for developing the annual budget.
• In situations requiring immediate decisions, conduct a phone or email poll to gather votes, recording the names of those who voted in the minutes of the next meeting.
• Serve as a signing officer of the C.M.F.A.
• Sit on all coaching selection committees unless a conflict of interest exists.
• Perform any additional duties required for the effective functioning of the office of President, as well as any tasks assigned by the Board of Directors.

Vice President

The vice president is a key figure in helping to guide the organization’s day-to-day operations and long-term strategy, providing leadership support to the president, and stepping into leadership roles when needed.

Vice President responsibilities-CMFA

• Support the President in all necessary capacities and assume presidential duties in their absence.
• Serve as a member of the budget subcommittee.
• Organize and oversee coaches’ meetings, clinics, and certification programs.
• Assist in effectively communicating key responsibilities—including EMS protocols, referee coordination, team management, etiquette, and conduct—to program directors and coaches.
• Act as a signing officer of the C.M.F.A.
• Participate in all coaching selection committees, except in cases of a conflict of interest.
• Fulfill all duties required for the effective operation of the Vice President’s office, as well as any additional responsibilities assigned by the Board of Directors.

Treasurer

The Treasurer serves as the custodian of the financial records and accounting books of the C.M.F.A., ensuring they are maintained in a manner approved by the Board of Directors. This role requires strong financial oversight.

Treasurer responsibilities-CMFA:

• Maintain accurate and up-to-date financial records.
• Prepare and distribute monthly financial statements to the Board of Directors, detailing receipts, disbursements, accounts receivable, accounts payable, and the overall financial position of the C.M.F.A.
• Promptly deposit all received funds into accounts designated by the Board of Directors.
• Present a written Treasurer’s Report to the membership at the Annual General Meeting (AGM).
• Oversee the financial activities of any director responsible for receiving or depositing funds on behalf of the C.M.F.A.
• Prepare financial reports as required by governing authorities.
• Manage follow-ups on any returned cheques.
• Oversee and enforce the Finance and Refund policies.
• Issue invoices as necessary.
• Serve as a member of the annual budget subcommittee.
• Act as a signing officer for the C.M.F.A.
• Fulfill any additional duties required for the effective operation of this role, as determined by the Board of Directors.

Secretary

The secretary plays a crucial role in keeping the organization organized and running efficiently.

Secretary responsibilities-CMFA:

• Maintain the agenda and oversee the custody of all official records and correspondence of the C.M.F.A.
• Accurately record and maintain minutes for all meetings involving directors and members.
• Distribute meeting minutes to all directors and ensure they are accessible to members.
• Provide official notice of member meetings to the general membership.
• Serve as the primary correspondent and contact office for the C.M.F.A.
• Regularly update and electronically post the C.M.F.A.'s by-laws and policies.
• Prepare and distribute the previous meeting’s minutes and the upcoming agenda to all directors before each Board of Directors meeting.
• Ensure timely and effective electronic communication with the entire membership as needed.
• Act as a signing officer of the C.M.F.A.
• Perform all duties necessary for the effective operation of the Secretary’s office, as well as any additional responsibilities assigned by the Board of Directors.
• Assist in the booking of fields, meeting rooms, and classrooms.

Directors

The Director of Registration is responsible for managing the registration process for all players, coaches, and volunteers within the C.M.F.A. This role ensures accurate record-keeping, compliance with league and governing body requirements, and smooth communication regarding registration matters.

Director of Registration responsibilities-CMFA

• Oversee, coordinate, and manage the registration process for all C.M.F.A. programs.
• Prepare, maintain, and distribute team rosters across all divisions.
• Ensure compliance with league registration requirements for all C.M.F.A. players.
• Collect registration fees and promptly forward them to the Treasurer for deposit.
• Verify and validate all registration information in accordance with O.F.A. requirements.
• Serve as a liaison between funding providers and membership, maintaining confidentiality while ensuring proper allocation of financial assistance and managing the C.M.F.A. funding program.
• Maintain and manage registration data within the organization's website.
• Perform all duties necessary for the effective operation of the Registrar’s office, as well as any additional responsibilities assigned by the Board of Directors.

Director of Equipment

The Equipment Director is responsible for managing all equipment-related needs of the C.M.F.A., ensuring that teams have the necessary gear, uniforms, and supplies for safe and efficient operation.

Director of Equipment responsibilities-CMFA

• Oversee the maintenance and upkeep of all equipment owned by the C.M.F.A.
• Assist with the distribution and proper fitting of equipment for all registered players.
• Procure necessary equipment to support the registered teams, pending approval from the Board of Directors.
• Manage the equipment room and on-field storage areas.
• Coordinate the issuance and collection of equipment with head coaches and team managers.
• Maintain an up-to-date inventory of all equipment.
• Arrange for the cleaning, repair, and upkeep of equipment as needed.
• Organize the ordering of jerseys and socks in collaboration with Program Directors.
• Appoint equipment managers as needed to support operations.
• Perform all duties essential to the role of Equipment Director, as well as any additional responsibilities assigned by the Board of Directors.

Director of Brand

The Director of Brand is responsible for shaping, developing, and maintaining the brand's identity, image, and overall perception. Their role ensures that the organization's brand remains strong, consistent, and engaging across all platforms.

Brand Director responsibilities-CMFA

• Protect and maintain the integrity of the C.M.F.A. brand across all platforms.
• Oversee branding and imaging, including social media, website design, apparel, marketing materials, and fundraising initiatives.
• Manage and administer all social media accounts, including but not limited to Facebook, Twitter, Instagram, and YouTube.
• Develop, enforce, and oversee the organization's Social Media Policy.
• Coordinate media coverage for special events.
• Handle press releases and advertisements as needed.
• Promote C.M.F.A. programs to support registration efforts and grow membership.
• Appoint or delegate representatives to assist with branding and media-related duties as needed.
• Carry out all responsibilities essential to the role of Brand Director, as well as any additional tasks assigned by the Board of Directors.

Director of Fundraising

The Director of Fundraising is responsible for securing financial support through sponsorship deals, partnerships, and fundraising initiatives. Their goal is to generate revenue that supports the organization’s operations, events, and programs.

Director of Fundraising responsibilities-CMFA

• Establish fundraising goals and objectives in alignment with C.M.F.A.’s mission and financial needs.
• Oversee the Fundraising Policy, sponsor documentation, and ensure consistency of information across all platforms.
• Plan, coordinate, and manage all fundraising activities for the C.M.F.A.
• Secure corporate and individual sponsorships to support the organization.
• Organize raffles, draws, and other fundraising initiatives.
• Lead and oversee any fundraising committees.
• Supervise the Grant Coordinator, ensuring all responsibilities and objectives are met and reported to the Board of Directors.
• Carry out all necessary duties associated with the role of Director of Fundraising, along with any additional tasks assigned by the Board of Directors.

Director of Concessions

The Director of Concessions oversees all food, beverage, and retail merchandise operations through the tuck shop. Their primary goal is to maximize revenue, enhance the fan experience, and ensure efficient operations on game days and during events.

Director of Concessions responsibilities-CMFA

• Collaborate with the Volunteer Coordinator to recruit, schedule, and manage volunteers for the concessions booth at all events.
• Oversee and organize volunteers in the absence of a Volunteer Coordinator.
• Ensure the concessions booth is adequately stocked and prepared for each event.
• Manage the ordering and inventory of all merchandise sold.
• Collect and submit all revenue to the Treasurer for proper deposit.
• Perform all duties associated with the role, as well as any additional responsibilities assigned by the Board of Directors.

Director of Special Events

The Director of Special Events is responsible for planning, organizing, and executing events that enhance fan engagement, generate revenue, and strengthen the organization’s brand. These events may include game-day activities, corporate functions, charity events, community initiatives, and VIP experiences.

Director of Special Events responsibilities-CMFA

• Plan, organize, and execute special events in collaboration with the Board of Directors.
• Oversee the coordination of banquets, dances, awards ceremonies, and other key events.
• Arrange and manage team photography sessions as needed.
• Coordinate community events to enhance the organization’s presence and strengthen its impact within the community.
• Effectively communicate event details to all relevant teams and members.
• Fulfill all responsibilities associated with the role, along with any additional duties assigned by the Board of Directors.
• Supervise and collaborate with the Volunteer Coordinator to ensure all duties and objectives are met, providing updates and reports to the Board of Directors as required.

Past President

The Past President serves in an advisory or honorary capacity, leveraging their experience and connections to support the organization’s continued success.

Past President responsibilities-CMFA

• Provide guidance and support to the Board of Directors based on past experience and organizational knowledge.
• Fulfill all responsibilities necessary for the effective execution of the Past President’s role, as well as any additional duties assigned by the Board of Directors.