Terms of Reference

All executive and volunteer positions have a terms of reference.  Each year the individual or team that fills the position shall review the terms of reference to provide insights on improving the positions terms of reference description.  

League President(s)
Currently in the GHTFA there are 4 Leagues A League, B League, C League and Masters League, each is represented by a League President.  League Presidents are elected by the League Team Representatives at the Annual General Meeting (AGM) of the Association.  The Term in Office for a League President is 1 Year  from the election at the AGM to the subsequent AGM.  League Presidents may resign in writing to the GHTFA President at any time during their term in Office, the GHTFA President will then appoint a League President to fulfill the responsibilities till the following AGM. 
The responsibilities of the League President are:

• Be the go between for league and the GHTFA for complaints, issues and feedback all messages to the team reps;
• Obtain support as required from the Association President;
• Ensure all Team Rosters are completed and turned in;
• Facilitate the collection of fines on behalf of the Association;
• Assess fines when Teams are in breech of the Association Rules;
• Ensure all teams are in the loop with regards to both ref and play schedules;
• Engage all teams for their feedback on issues and good things and relay them to the Association;
• The go between/mediator for the League and the Association;
• Attend all league meetings and contribute to the good of the Association
• Post season report:
  • Challenges faced
  • How they were handled
  • Other things for the next season to be considered
  • Changes to the Terms of Reference
  • Present to the Executive at the end of the season meeting 

Association Secretary
The Secretary of the GHTFA is responsible for:

• Attending all Association meetings.
• Recording and preparing accurate and complete minutes on all subjects discussed in Association meetings.
• Ensuring any minutes recorded in individual League meetings are properly captured and recorded for inclusion in Association meeting minutes.
• Ensuring minutes are properly published on the Association website and/or distributing minutes to Association members. Distribution of meeting minutes may be accomplished through email notification to Association members that minutes have been published on the Association website.
• Check the minutes of any prior meeting for "Business Arising" items for upcoming meetings.
• As required, assisting League Presidents in recording and publishing any minutes that may be required due to individual League meetings.
• Participating, as an executive member, in Executive Discipline Committee meetings, including voting on and upholding any decisions made by that Committee.
• Assisting other Executive members in the execution of their assigned duties.
• Assisting existing or potential GHTFA players, teams and/or associated referees in procedures and requirements for dealing with the Association and its Executive.
• Annual report to be presented tot he GHTFA Executive at the end of season meeting:
  • Challenges faced
  • How they were handled
  • Other things to be considered for the following season
  • Changes to the terms of reference

Association Registrar

• Monitor electronic team registrations on website
• Create annual team email contacts list & distribute to GHTFA executive
• Update team contact postings on league pages of website.
• Forward all team registration forms with insurance payments to Touch Football Ontario
• Monitor team roster submissions & followup as needed to collect completed & signed team roster / insurance forms. Ensure all rosters posted on website.
• Collect game cards from RIC and track player attendance at games. Arrange to post on website team lists with playoff eligibility for all players (must attend minimum of 50% of league games).
• Keep GHTFA executive up to date re collection of information, and advise them re any non- compliant teams.
• End of Season Report
  • ​challenges faced
  • how they were dealt with
  • other updates for next season
  • changes to the Terms of Reference
  • submit report to the Executive at post season meeting

Webmaster
The individual filling this position will be responsible for updating the GHTFA Website using the Content Management System (CMS).  They shall have the necessary skill to manage content on the Association website.  They will work with the VP of Technology to determine updates to the CMS.
They will be capable of posting links, images, attachments, forms, questionnaires and utilizing the content management system to create new and update current pages and content.  The webmaster will also be a member of the GHTFA Executive and report on the health and status of the Association web site.
Receive and address customer feedback and keep the site Frequently Asked Questions.
Assist other CMS users with support .
The Webmaster will generate an Annual Report on the Website:

• Challenges they faced;
• How they were addressed;
• Things they would like to identify for the future;
• Submit the report to the Executive during the post season Executive Meeting;
• Attend the Annual General Meeting and present the current state of the website;

 Social Media Committee
The purpose of the Social Media Committee (the Committee) is to develop and maintain the social media guidelines that support the association community as well as review, assess and endorse social media projects submitted to the committee. The term 'social media' refers to all activities on channels such as Facebook, Twitter and YouTube. The Committee will be co-chaired by the VP of Technology, and the Social Media Director.  Members of the committee are volunteers who participate in the GHTFA and may serve on the committee for an indeterminate period. 

• The committee shall meet as required to:
• Review and report on the current Social Media portfolio;
• identify potential expansion within the current portfolio;
• identify new Social Media channels to consider for trial and potential use for the Association;
• present an annual report to the executive on current Social Media use and trends as well as modifications for the upcoming year;
• Each committee member will bring information and feedback to the committee;
• Materials will often be sent out before committee meetings for review. It is important that these materials are reviewed and acted upon accordingly in order to ensure that each member is informed and that each meeting flows smoothly without members having to catch up; and
• Attendance at committee meetings is key to ensure consistency and accuracy of information shared.

Hall of Fame – Coordinator 

• Team assuming this task must have at least none Hall of Fame member on their roster
• Gather the Hall of Fame nominations to bring to the executive for endorsement
  • Receive nominations and confirm playing tenure in the GHTFA for our Quarter Century Club (25 years playing in the GHTFA) 
• Notify recipients & confirm their attendance on Championship Day to receive plaque
• Order Hall of Fame plaques for recipients, and Souvenir Sweatshirts for GHTFA Quarter Century Club (if required)
• Coordinate arrangements for HOF presentation on championship with Association President to present awards
• Create an email list of all HOF members
  • send them details of our tournament events,
  • Masters League
  • Championship Day HOF presentation
  • Hall of Fame Game for them to attend
• Co-ordinate Hall of Fame Game (T-shirts) on Championship Day
• Annual Report
  • Challenges faced
  • how they were handled
  • changes for the following year
  • Membership Updat
  • Changes to the Terms of Reference​

Early Bird Tournament Coordinator
This tournament has been held annually since 1974. Many years we hosted over 80 teams from across Ontario, and now the event has come back to where it started, as preseason warm up tournament for GHTFA teams only.

• One day tournament
• Short 45 min. games
• Guarantee 3 per team
• $225 entry fee
• Book fields (2 for an 8 team tournament) normally on the 2nd Saturday in May, which must be done by Nov 1st the year prior.
• ​Communicate date with GHTFA Scheduler to book fields.
• Borrow pads & pylons to setup before 1st games, collect @ end of day & return to teams they were borrowed from
• ​​Communicate with webmaster to post details & registration information on GHTFA website.
  • ​First 8 teams to register are accepted.
• Communicate with Social Media director for posting to all social media channels
• Collect registrations & entry fees
• April 1st – Contact Gator Teds to arrange headquarters area
  • 36 t-shirts for winners
  • food & beverage deals for players
• Set schedule and email to teams participating, Webmaster and Social Media Director for posting to the website and all social media channels
• Communicate with RIC re referee needs
  • $15 per ref / game
  • use 3 refs per game
  • usually provide each ref with $25 bonus for beer & wings @ Gators
• 10 days prior to tournament contact Burlington Post Sports Editor Kevin Nagel knagel@burlingtonpost.com to arrange photographer.
• Communicate with the photographer at the fields who may afterwards email photos to our Early Bird coordinator to assist in identifying names of players in photos to be published.
  • By quickly emailing these photos to team reps involved in those games we can properly identify these players.
  • A summary of game scores, as well as touchdown scorers, interceptions etc. in the two championship games need to be emailed to the sports editor promptly following the Early Bird to be included in their sports section coverage.
  • These results also need to be forwarded to our webmaster for posting on website.
• Photos
  • Take photo of all teams
  • Random shots from the day
  • Championship trophy presentations @ Gators after tourney.
  • Send photos to webmaster and social media director to post on GHTFA website and social media channels
• Collect all game scores, and update the pairing of teams moving forward based on round robin results etc.
  • Send all info to webmaster and social media director
• Collect garbage (bring bags) from around fields throughout the day and recycle where possible.
• Make trophy presentations @ Gator Ted’s to winning teams, and present t-shirts & cash awards to them. Annual trophies are kept all year round @ Gator Teds and are not to leave the bar. Trophy plates need to be updated annually with winner’s names.
• Post Tournament Report
• Prepare a post tournament report
  • Identify any challenges
  • How they were handled
  • What should be done differently next year
  • Any updates to the terms of reference
  • Present to the Executive for review and action if required
• Present to the Post Season Executive Meeting

GHTFA Championship Day Coordinator 
(Multiple teams may share the duties)

• Ensure the City of Burlington permit for Nelson Stadium 8:30am – 5pm has been booked 
  • usually 3rd Sunday in October (after Thanksgiving)
  • Tthrough the GHTFA Scheduler - COB needs to be identified by first week of November the year prior

• Contact media…Burlington Post, Kevin Nagel Sports Editor knagel@burlingtonpost.com to arrange photographer for Hall of Fame presentations & random game shots for newspaper (they prefer to do games involving Burlington teams).
  • Communicate with the photographer who may afterwards email photos to our championship day coordinator to assist in identifying names of players in photos to be published.
  • By quickly emailing these photos to team reps involved in those games we can properly identify these players.
  • A summary of game scores, touchdown scorers, interceptions etc. needs to be emailed to sports editor promptly following Championship Day to be included in their sports section coverage.

• Arrange for concession vendor (burgers, coffee, pop etc.)
  • Open to GHTFA Teams first then a local vendor if available

• Borrow & setup pads & pylons prior to 1st game, and collect pads & pylons after last game of the day.
  • Arrange to return pads to teams they were borrowed from.

• Manage electronic scoreboard & public address system.
  • This is provided the permit has been arranged for access to them, and that someone is dedicated to doing this.

• Setup table near field to display all GHTFA League Championship trophies
• Collect game results following each game, including names of touchdown scorers, interceptions, etc. Summarize all results from Championship Day to be emailed to media (Burlington Post, Hamilton Spectator Amateur Scene). Also send these results to GHTFA Webmaster  and Social Media Coordinator to post on our website and Social Media channels

• Photography
  • team photos all teams playing, including photos of trophy presentations to winning teams
  • photos of Hall of Fame presentations
  • random game photos
  • Send all photos to GHTFA webmaster and Social Media Director to post on the GHTFA website and Social Media channels

• Cleanup garbage throughout the day, and recycle when possible. Areas we use must be cleaned up at the end of the day

• Post Tournament Activity:
  • Prepare an Post Tournament Report
    • identify challenges
    • How they were addressed
    • Other items for the following year to consider etc
  • Submit to the executive for review and action if required

​
Bolla "Snow" Bowl Coordinator
The Bolla Bowl is a Tournament held annually on the Saturday before Super bowl

• One day tournament
• Game duration 50 min.
• Guaranteed 3 games per team
• Entry fee normally $150
• First choice to Association teams

COB does not book fields in the winter. Usually use 2 fields (MMR or Pearson) which need to be marked with pylons all around (GHTFA owns lots of pylons to use) and goal post pads. Borrow pads to setup before 1st games, collect @ end of day & return to teams they were borrowed from.

Dec 15th – Send email to all touch contacts to promote Bolla Bowl.

• Include rules of play,
• team registration form & insurance waiver that all players must sign before they play
• Notify Webmaster, and Social Media Director for inclusion on website and all social media channels
• Collect registrations & entry fees…pay referees…prize money to AA & A Champs

​Jan 2nd – contact Gator Teds to arrange headquarters area,

• 24 XL Bolla Bowl t-shirts for winners
• food & beverage deals for players
• Set schedule and email to teams participating (prefer even # of teams for scheduling)
• Send  schedule to Webmaster and Social Media Director for updates to all channels
• Communicate with RIC re referee needs
  • $20 per ref / game
  • use 1 ref per game
  • 2 for championships
  • usually provide each ref with $25 bonus for beer & wings @ Gators
• 10 days prior to tournament contact Burlington Post Sports Editor Kevin Nagel knagel@burlingtonpost.com to arrange photographer.
• Communicate with the photographer at the fields who may afterwards email photos to our Bolla Bowl coordinator to assist in identifying names of players in photos to be published.
• By quickly emailing these photos to team reps involved in those games we can properly identify these players.
• A summary of game scores, as well as touchdown scorers, interceptions etc. in the two championship games need to be emailed to the sports editor promptly following the Bolla Bowl to be included in their sports section coverage
• These results also need to be forwarded to our webmaster for posting on website.
• The results shall be sent to the Social Media Director to post on all Social Media channels
• Referees to collect insurance waiver form signed by all players prior to each teams 1st game and give to the coordinator for file.
• Photos - Take photo of all teams…random shots, championship trophy presentations @ Gators after tourney. Send photos to webmaster to post on GHTFA website
• Collect all game scores, and update the pairing of teams moving forward based on round robin results etc. Send all info to webmaster.
• Collect garbage (bring bags) from around fields throughout the day and recycle where possible. Take garbage away as City does not empty garbage receptacles in winter.
• Make trophy presentations @ Gator Ted’s to winning teams, and present t-shirts & cash awards to them. Annual trophies are kept all year round @ Gator Teds and are not to leave the bar. Trophy plates need to be updated annually with winner’s names.

 

• Post Tournament (Within a week)
• Prepare an post tournament report :
  • challenges
  • how they were addressed
  • outcome
  • anything else required for next year
  • submit to the Executive for review and action (if required)