CLUB OPERATION CHECKLIST

Attached is a checklist your club can use to serve as a reminder of all the important tasks to complete and events that must occur to operate a great skating club. Geared to the club that operates skating programs from September to March, this checklist gives you a general overall picture of the season, by month, and will help to keep your club executive and coaches organized and on top of their game!

It is by no means exhaustive and is meant to give your club a basic starting point, so we encourage you to add tasks that apply to your particular situation.

This document is based on the Skate Canada checklist, available in the Member's Only section of the website in Word format.

APRIL
TASK	DATE	BY WHOM
Hold Club annual general meeting report /wrap up of the skating year hold elections for club executive, coach and skater reps, as applicable take minutes and make available to membership (either via posting on club web site or bulletin board) Send updated executive list, club information to Skate Newfoundland and Labrador office	within 60 days of the end of the club's winter season (as per club's by-laws) Within 2 weeks of the meeting	Club executive/coaches Club secretary
Attend Section annual general meeting	Late April or early May	Club executive/ coaches
Hold Club Recognition Event - awards evening or banquet to reward skaters / thank volunteers for their contribution	Last week of skating OR shortly after winter season ends	Club executive/coaches
MAY
TASK	DATE	BY WHOM
Hold Planning Meeting(s) for next season Review Customer (Skater and Parent) Survey and Coaches Survey - incorporate feedback review club membership statistics, compare from previous year Forecast upcoming membership: using customer survey results and previous membership data, forecast how many skaters are returning next year and to what program Review community demographics Review/update club goals, priorities Review current ice allocation - determine needs Determine coach requirements Determine volunteer requirements Review / set budget -discuss & plan fund raising activities as required Set program schedule Plan tentative events - test days, competitions, ice show, etc. begin application/sanction process for events with Section or Skate Canada Plan marketing strategies/campaign using Skate Canada materials Review & update Club Constitution and By-Laws if required Develop or renew Club Policies & Procedures	Early May	Club Executive /coach(es)
JUNE
TASK	DATE	BY WHOM
Attend Skate Canada national Annual Convention & General Meeting if possible Late May or early June of each year (location changes each year)	* May 2006 in Markham, ON	Club president or designate as delegate / coaches as observers
Hire coaches / sign contracts	Early June	Club executive
JULY-AUGUST
TASK	DATE	BY WHOM
Hold Club Executive meeting Review committee positions and role/ responsibilities of each committee member Determine committee role and set club expectations and direction Discuss tentative registration dates and tasks to be completed Discuss marketing tools for club programs Follow up on coach's contracts issues - ensure all contracts are signed before season starts. Discuss potential fundraiser events for the season	set in June and conducted in early July	Club President initiates date, time, location and agenda
Watch for Club Registration package in mail from Skate Canada	End of July	Membership Chair
Hold Coaches meeting Review contract expectations - ensure all contracts have been signed. Discuss registration dates and tasks Plan on-ice sessions, special days, themes Submit order for supplies and teaching aids to club executive for approval Ensure program manuals, resource materials are current and available Plan CanSkate Program Assistants recruitment and training sessions for the season	mid July	Club President / Coach Representative
Plan Registration Day Determine location, date, time Hold in conjunction with hockey registration or community activity registration Consider an early bird special for members who register early Consider holding a 2nd registration the first weekend after school begins (if other activity registration is held before this) Confirm items required on site- registration forms, receipts, cash box, credit card processor, tables, chairs, TV/VCR, program video/event footage, signage, etc. Develop Volunteer Roster form - separate survey to capture names, e-mail, telephone numbers and special skills of parents willing to volunteer at club, including their interests and availability Advertise for registration - PSAs, cable TV, posters, community newspaper - use Skate Canada ad mats and other resource materials Confirm registration personnel (volunteers, coaches) Develop club handbook / information sheets for parents for distribution at Registration Distribute Skaters' Lottery tickets	Mid July	Club Executive and coaches
Keep watch on the Competition - check local daily and weekly newspapers and your municipal listing of services, to gather information on other sporting and children's activities - Compile information and provide report to executive every few months	Begin in August - continue through the season	Club Executive and coaches
Submit Club Executive Listing and Purchasing Authority list to Skate Canada	Mid-August	Club President
Confirm ice times with arena/municipality	End of August / as per start date of season	Club Ice Chairperson
*2005-2006 - Read information on The Chairman's CanSkate Challenge on SC web site, also in club mailing - Plan strategy to meet CanSkate Challenge goals	Mid-August	Club executive & coaches
Hold monthly club meeting	As decided by the group	Club executive, coaches rep, observers
AUGUST / SEPTEMBER
TASK	DATE	BY WHOM
Hold Registration Day(s) (Consider 2nd registration if necessary)	During community activity registration in mid-August and/or first week of school	Registration team
Register members with Skate Canada (on-line or manually) - competitive skaters and officials must be registered by Sept 1 Obtain proof of coach(es) registration; Send in Coaches' List to the NL Section office and Skate Canada. Ensure that coaches have current membership, security clearance/ police check and a valid First Aid Certificate.	By September 1 or within 2 weeks of start of session	Club Membership Chair
Plan First Week of Skating coordinate schedule for "greeters" to welcome skaters & parents ensure signage is ready & will be visible - dressing rooms, club office, etc. ensure club bulletin board is updated, neat, professional-looking develop outline for brief orientation sessions for parents - confirm info sheets plan for special decorations, etc. to welcome and wow skaters & parents	Several weeks before first day of skating sessions
Begin planning of ice show/carnival	mid-September	Club executive / coaches /ice show committee
Register synchro teams with Skate Canada; inform Section synchro chair	mid-September	Synchro managers/ coach/ membership chair
update test records from off-season schools	mid-September	Club executive
Hold monthly club meeting	As decided by the group	Club executive, coaches rep, observers
SEPTEMBER / OCTOBER
TASK	DATE	BY WHOM
Recruit Program Assistants and hold CanSkate Program Assistants Training #1/ Orientation	Depending on season start date	PA Recruitment Team/ coaches
Distribute Sectional Applications to qualified skaters in your club	September 1 (due back to host club Oct 1)	competitions chair/ administrator
Post updated Club Constitution - on bulletin board and/or web site	1st week of skating	Club secretary
Update Skate Canada Rule Book. Ensure skaters/ coaches executive know of its wherabouts. Place copies of Section competition schedule and technical package in club office.	1st week of skating	Club secretary
Hold first days of skating Ensure all coaches' and members on the ice are registered with Skate Canada Have greeters in place Hold brief orientation session for parents while skaters are on the ice; distribute information sheets	1st week of skating	Club executive & coaches
Watch for CanSkate Champions medals package in mail	October	Club administrator / secretary
Order program supplies (badges, report cards, etc) as per registration numbers	Depending on start date of program - Allow 2-4 weeks for delivery (on-line orders are processed quicker)	Club administrator / secretary
Apply for Sanction for Competitions (regionals, interclub etc.	Oct 1	Competition chair
Hold monthly club meeting	As decided by the group	Club executive, coaches rep, observers
NOVEMBER
TASK	DATE	BY WHOM
Continue with registration of any late registrants	As received	Membership Chair
Check supplies for upcoming test days - order supplies as necessary	Allow 2-4 weeks for delivery (on-line orders are processed quicker)	Test Chair
Quick review of fall season evaluate overall delivery of fall season to date ensure program materials i.e. badges, report cards are fully stocked plan to advertise winter programs in local newspapers, schools, etc. plan to organize PA refresher/follow-up training sessions	mid-November	Club executive/coaches
Hold Coaches Meeting Obtain coach's feedback on program delivery Plan programs for winter season Determine coach replacements/substitute for winter competitions Plan special event for skaters for the holiday season	Mid-November	Club Executive / Coaches
Hold monthly club meeting	As decided by the group	Club executive, coaches rep, observers
DECEMBER
TASK	DATE	BY WHOM
Continue with registration of any late registrants	As received	Membership Chair
Prepare CanSkate and STARSkate report cards for distribution to skaters	Last day of skating before holidays	Coaches
Distribute Regional and Provincial Applications to qualified skaters in your club	Dec 1; applications to be returned to host clubs Dec 20; test deadline Dec 15	Coaches/ competition chair
Hold social event for club skaters and staff/volunteers	Before Christmas holidays	Club executive/coaches
Check progress of year-end ice show/special event	Early December	Club executive
*2005-2006 - check status of registration numbers achieved/still required to meet Chairman's CanSkate Challenge - deadline Feb.15	Early December	Membership Chair
Hold monthly club meeting	As decided by the group	Club executive, coaches rep, observers
JANUARY
TASK	DATE	BY WHOM
Hold 2nd official registration for winter programs as per club needs (as well as ongoing registration until capacity is reached)	1st week January	Registration Team
Continue with registration of late registrants	As received	Membership Chair
Collect and return Skaters' Lottery tickets to Section director	by late January	volunteer designated with task
Meet with municipal ice allocators to verify process, deadlines for application for ice for next season	Early January	Club president or designate
Prepare Spring/summer program registration brochures for distribution	Mid January	Club executive
Hold monthly club meeting	As decided by the group	Club executive, coaches rep, observers
FEBRUARY
TASK	DATE	BY WHOM
Continue with registration of late registrants	As received	Membership Chair
Submit nominations for Skate Canada Achievement Awards and 25 or 50 year Volunteer Pin & Coaches' Pin Deadline for nominations for appointed positions, Board of Directors, Skate Canada Newfoundland & Labrador	As per deadlines	Club president
Verify Test Day set up and all necessary volunteers are scheduled - test summary sheets to be completed	As per Test Day scheduled	Test Chair
Chairman's CanSkate Challenge registration numbers deadline - ensure all late registrants are registered with Skate Canada	February 15	Membership Chair
Hold monthly club meeting	As decided by the group	Club executive, coaches rep, observers
MARCH
TASK	DATE	BY WHOM
Prepare for Club annual general meeting: Prepare notice of meeting Distribute to all members in accordance with club's by-laws Solicit nominees for vacant positions on the Board Prepare documents for meeting: Financial Report - financial statements Membership stats report Public Relations/publicity report Program reports - CanSkate, STARSkate, etc. Coaching report Other	In advance, as per club by-laws	Club secretary Club executive / Nomination committee Club executive/coach representative
Surveys Prepare and distribute Customer Satisfaction Survey Prepare and distribute Coaching Survey	2 - 3 weeks before end of winter season	Club executive
Hold pre-registration for next season	2 weeks before end of winter season	Club executive / Registration team
Distribute CanSkate & STARSkate report cards to skaters	Last day of classes	coaches
Hold ice show	End of season - either March or April	Club executive/coaches
Watch for Section AGM information - Plan to attend Section AGM	March	Section mailing /TD>
Deadline for nominations for elected positions, Board of Directors, Skate Canada Newfoundland & Labrador	late March	Section mailing
Watch for Skate Canada National Annual Convention & General Meeting Registration Package - - Plan to attend national ACGM if possible	Early March	Skate Canada mailing / http://www.skatecanada.ca
Hold coaching staff performance reviews	End of March (after survey results are compiled)	Club president and designated colleagues

OTHER ONGOING ITEMS:

Visit Skate Canada and Skate Canada Newfoundland and Labrador web sites for updates, new information - bi-weekly
Accept registrations on an on-going basis (pro-rate fees as needed) - until club reaches capacity
Communicate regularly with club members - via newsletter, e-mail / web site, bulletin board, meetings and in person at the rink
Monitor and mentor Program Assistants on a regular basis, bi-weekly and/or as required
Monitor program delivery and customer satisfaction regularly to ensure customer expectations are being met
Review and distribute mailings from the NL Office and Skate Canada to all members of your Club Board. Direct items that apply to specific individuals and follow-up on items requested.
Contact Section Office or Skate Canada if you have questions
Have fun!