AGM January 20, 2026 @ The Well Doors open at 6:30pm

AGM January 20, 2026 @ The Well Doors open at 6:30pm, meeting starts at 7pm

Positions up this year are President, Treasurer, Registrar, Coaching Coordinator, Trainer Coordinator, Field Coordinator, Game Day Coordinator, Concession Manager, Equipment Managers, Cheer Coordinator, Fundraiser / Sponsorship Coordinator, Managers Coordinator and Communications Coordinator

TERMS OF SERVICE: The President, Vice-President, second Vice-President, Secretary and Registrar shall all serve two year terms. All other positions are for a twelve month term. Executive Members need not be parents of players in the Association. It is expected that each Executive Member will attend all monthly Executive Meetings and all special meetings as required. However, it is understood that an Executive Member may unavoidably miss some meeting between Executive elections. Filling Vacancies or Adding New Positions: Whenever there is a vacancy on the Executive or that a new position should be created; that position may be filled by a majority vote of the remaining Executive Members and the person filling such vacancy shall serve until the next Annual General Meeting.

MEETINGS: a) The Annual General Meeting shall be held in accordance to the Constitution and ByLaws of the Association. b) Executive Meetings shall be held every month on the third Wednesday at The Well, or at a time and place designated by the Executive throughout each season. To help you understand some of the roles here is a list of some of the responsibilities. Section I:

EXECUTIVE BOARD PRESIDENT a) Shall have the responsibility to conduct the day-to-day business of the Association within the framework of the Association, Constitution and By-Laws. b) Shall supervise the other executive members in the execution of their duties and shall be responsible for calling and chairing meetings of the Executive Board. c) Shall represent MRFA at all VCFL meetings or appoint a representative to attend in their place. d)Shall be one of three signing officers for banking concerns e) Shall be responsible for receiving all police criminal record checks f) Shall notify the Coaches Coordinator of any coaches/team staff that do not pass their criminal record check. g) Shall handle decisions reached by the Disciplinary Committee h) Shall approve members for Vice President committees i) Shall plan agendas for monthly Executive meetings j) Shall ensure all game sheets are sent to required parties before noon of the next day.

VICE PRESIDENT(s) a) Shall assist the President b) Shall act as President in his/her absence c) Shall be responsible for reporting activities of the association to respective volunteers, and for providing guidance and support to those volunteers.

TREASURER a) Shall have custody of all funds, securities, evidence of indebtedness and other valuable documents and shall deposit funds and securities in the name and to the credit of the Association. b) Shall keep an accurate account of all money received and paid out in appropriate books. c) Shall render a report of the funds, receipts and disbursements of the Association at monthly meetings and the MRFA AGM. d) Shall be one of three signing officers for banking concerns e) Shall comply with all applicable federal, provincial and municipal laws. f) Shall retain all records including receipts and cancelled cheques for a period of seven years. g) Shall render a complete set of financial statements including balance sheet and a statement of receipts and disbursements of the Association for the general membership and periodically for the Executive board. h) Shall oversee the applications for all Government and private grants. i) Shall pay all bills in a timely manner.

SECRETARY a) Shall take minutes at all meetings, including the AGM. b) Shall prepare and distribute all general correspondence and notices on behalf of the association, including sending out notices of meetings and keeping members-at-large informed of the activities of the Association. c) Shall maintain a filing system for all documents held at the Clubhouse.

REGISTRAR a) Shall be responsible for the proper registration of all players in the Association. b) Coordination of registration including updating all registration information on the website. c) Shall work with the treasurer regarding registration fees and refunds. d) Shall provide an annual report of the total number of players registered. e) Shall update membership lists and provide Coaches Coordinator and Managers Coordinator with rosters.

FIELD COORDINATOR a) Oversees all field setup for games and practices. b) Obtains from the City of Maple Ridge all field permits for games and practices. c)Receives all reports from coaches, trainers, managers, and executive members of unsafe field conditions and reports them to the City of Maple Ridge. d) Shall be the liaison between MRFA and the City of Maple Ridge on all field related matters. e) Shall attend meetings with the city as required. f) Shall designate practice field locations for teams as required. g) Shall send in all game sheets to the required parties before noon of the next day.

GAME DAY COORDINATOR  a) Assist the Field Coordinator in setup and tear down of the fields for games, b)Reviewing the volunteer schedules and making sure all volunteers are present and fulfilling their specified roles during the day of the games, c)Finding replacements for  any roles that are not being fulfilled, d)Report any issues of any sorts to the appropriate people, e) Help to ensure all game day activities are performed smoothly.

MANAGERS COORDINATOR a) Shall oversee the selection and appointments of all team managers. b) Shall hold regular meetings to inform team managers of up and coming events. c)Shall organize with team managers any team related functions. d)Shall bring forward to the MRFA Executive any team related issues. e) Shall ensure all roster related issues are handled in compliance with the VMFL and VCFL rules. f) Shall ensure all teams are in place for their duty/field day. g) Shall at the end of the season, collect from all team managers copies of their teams volunteer sheets and hand in to the Executive. h) Shall educate managers re processing ten play count sheets.

COACHES COORDINATOR a) Shall be responsible for obtaining, training and supervising all coaches in the Association. b) Shall deliver the Criminal Records check forms to head coaches and collect completed forms in a timely manner turning them over to the President. c) Will organize and participate in group coaching meetings. d) Shall arrange for clinics and training programs where needed and will disseminate information when appropriate to assistant coaches. e) Will keep records of all coach’s certification levels and assist coaches in obtaining additional levels of certification. f) Shall sit on the Coaches Committee and present a list of head coaches to the MRFA Executive for final approval. g) Shall forward to the Equipment Manager all requests for equipment from coaches. h) Shall make first attempts to handle any complaints from players, parents and coaches and shall forward a report to the MRFA Executive. i)Shall be responsible for obtaining coaching resources.

FUNDRAISING COORDINATOR a) Shall be responsible for all promotions and fund-raising by the Association. b) Shall turn over to the Treasurer all moneys collected. c)Shall arrange the pub night(s). d)Shall give monthly reports on all fund-raising issues at Executive meeting.

CONCESSION MANAGER a) Shall be responsible for overseeing all aspects of the concession. b) Shall be responsible for the receiving of all permits required to serve food at the concession. c)Shall have a minimum of a level 1 Food Safety Course certification. d)Shall arrange for the purchase of all food and supplies associated with the concession. e) Shall be required to submit for the approval of the Executive a complete menu and list of prices for which individual items are to be sold.

EQUIPMENT MANAGER/Assistant Equipment Manager a) Shall be responsible for the distribution at the beginning of the season and the collection at the end of the season of all equipment and uniforms. b) Shall report necessary purchases to the executive, is advised by coaches, coordinators etc. of any repairs required during and after the season, and arranges for repair or replacement. c) Shall oversee maintenance of the equipment room. d) Shall ensure sufficient equipment is on hand for all players. e) Shall stock and issue coaches bags. f) Shall manage relationships with equipment suppliers. g) Shall liaison with Coaches coordinator to ensure coaches have what they need for/during the season. h) Shall report on clubs equipment needs to executive in a timely fashion for required purchasing approvals.

TRAINERS COORDINATOR a) Shall be responsible for stocking and providing first aid kits to all teams b) Shall ensure team trainers have proper certification c) Shall order and budget all safety supplies for the MRFA d) Shall receive medical records from the Registrar distributing to and reviewing with team trainers. e) Shall keep record of and supervise all football related injuries.

CHEER COORDINATOR a) Shall be responsible for appointing cheer coaches. b) Shall work with the field coordinator to arrange practice facilities for cheer squads. c) Shall make sure all squads have a manager and report to the Mangers Coordinator. d) Shall handle any and all Cheer related events including but not limited to, uniforms, coaches, training and parades. 

COMMUNICATIONS COORDINATOR a) Shall be responsible for Developing effective communication strategies. b) Shall draft content (i.e. communication from Board, Events...) for media, consumer and Meadow Ridge Knights website,