The President provides overall leadership and strategic direction for the Wilmington Nighthawks Youth Hockey Club, serving as the primary liaison between the Board of Directors and external organizations like USA Hockey and the DVHL. This role is responsible for ensuring the club operates in accordance with its mission, values, and goals, while also upholding all legal and non-profit compliance requirements. The President plays a crucial role in identifying organizational needs, delegating responsibilities to the Board, and fostering a strong, effective governance body through active involvement in board recruitment and orientation. The President also leads conflict resolution to ensure the club's continued success and stability. 

President's Specific Tasks

• Oversee the organization's operations and strategic direction, ensuring alignment with the Wilmington Nighthawks Youth Hockey Club's mission, values, and goals.

• Lead and preside over all Board of Directors meetings, setting agendas and facilitating productive discussions.

• Ensure the board's compliance with all applicable legal and non-profit regulations, including "duty of care," "duty of loyalty," and "duty of obedience."

• Act as the primary spokesperson and representative of the club to external organizations, such as USA Hockey, the DVHL, and scholastic leagues.

• Develop and implement strategic plans for the long-term growth and success of the club.

• Identify organizational needs and effectively delegate responsibilities and accountability to other Board members.

• Provide oversight of the club's financial health and ensure responsible fiscal management.

• Lead efforts to mitigate risks associated with club activities and operations.

• Facilitate conflict resolution when disputes arise within the club, among board members, or with external parties.

• Lead efforts to recruit, select, and orient new Board members to ensure a robust and effective governance body. 

The Vice President plays a pivotal role in the day-to-day operations and community engagement of the Wilmington Nighthawks Youth Hockey Club. This position is primarily responsible for overseeing the execution of club-level functions, including fundraising and social events, by recruiting and coordinating volunteers. The Vice President also serves as the main point of contact for Team Managers and is crucial for ensuring effective communication between the Board and club families, as well as maintaining the club's digital presence through the website and social media.

Vice President's Specific Tasks

• Manage and disseminate communications from the Board of Directors to club parents, guardians, and players, ensuring timely and relevant information sharing.

• Serve as the primary point of contact and liaison for all Team Managers, providing guidance and support as needed.

• Lead efforts to solicit and gather feedback from the club community, utilizing methods such as surveys, suggestion boxes, and online forums to foster continuous improvement.

• Oversee and lead the club's marketing and advertising initiatives, promoting the Wilmington Nighthawks Youth Hockey Club to potential new members and the wider community.

• Direct efforts to secure sponsorships for club programs and events, cultivating relationships with businesses and organizations to generate financial and in-kind support.

• Ensure the club's official website is regularly updated with current information, news, schedules, and resources.

• Manage and maintain the club's social media platforms, posting engaging content and announcements to connect with the community.

• Coordinate the publication and distribution of the club newsletter, compiling content and ensuring its timely release to keep members informed.

The Secretary/Registrar is responsible for the official documentation of the Wilmington Nighthawks Youth Hockey Club’s operations and the administration of player and team eligibility. This role serves as the custodian of the Board’s records, ensuring that all meetings are accurately documented and that corporate history is preserved. Simultaneously, as Registrar, this position manages the critical interface between the club and its governing bodies—including USA Hockey, the Atlantic District, and the DVHL—by overseeing the collection, verification, and submission of all required registration data and maintaining the club’s official rosters and membership archives.

Secretary/Registrar's Specific Tasks

• Record and publish the minutes of all Board of Directors meetings, ensuring an accurate and permanent record of all discussions, motions, and votes.

• Manage the comprehensive registration process for all players, coaches, and volunteers, ensuring full compliance with USA Hockey, Atlantic District, and league requirements.

• Distribute, collect, and verify all required documentation from families and staff, including codes of conduct, liability waivers, and birth certificates.

• Create and maintain the official rosters for all club teams, including travel, middle school, and high school programs, and submit them for validation to the appropriate governing bodies.

• Act as the primary point of contact for league registrars, facilitating the timely submission of paperwork to the DVHL, scholastic leagues, and district representatives.

• Maintain the official membership database, including accurate records of current players and a historical archive of former players (alumni). This includes player number information.

• Ensure the organization’s non-financial records are organized and accessible, providing a reliable administrative foundation for the club’s operations.

• Monitor and verify the completion of mandatory certifications for coaches and volunteers, such as USA Hockey coaching modules, SafeSport training, and background screenings.

The Treasurer is responsible for the comprehensive financial management of the Wilmington Nighthawks Youth Hockey Club. This includes developing annual financial projections, advising the Board of Directors on player fees and the financial implications of new programs or expenditures, and diligently tracking income and expenses against established budgets. The Treasurer also prepares and presents financial summaries to the Board, ensures the club's compliance with all tax filing requirements, and is responsible for establishing and maintaining sound financial controls and practices.

Treasurer's Specific Tasks

• Manage all aspects of club billing and fee collection, ensuring timely invoicing and receipt of payments from members.

• Prepare and file all necessary federal, state, and local tax returns for the organization, ensuring compliance with non-profit regulations.

• Generate and present comprehensive financial reports to the Board of Directors at regular meetings, including income statements, balance sheets, and budget-to-actual comparisons.

• Process all club payments and disbursements, ensuring proper authorization and accurate record-keeping.

• Develop, monitor, and manage the club's annual operating budget, providing financial projections and tracking expenditures against allocations.

• Oversee and process all member and vendor reimbursements, ensuring adherence to established financial policies.

• Establish and maintain robust internal financial controls and accounting procedures to safeguard club assets, ensure financial integrity, and promote accountability.

The Scheduler of the Wilmington Nighthawks Youth Hockey Club is responsible for the coordination of ice time, game schedules, and officiating requirements across all club tiers. This role manages the master calendar to ensure the seamless delivery of developmental programs (Learn to Skate and Learn to Play), competitive league play (DVHL), scholastic programs (Middle School and High School), and special events (Try Hockey for Free, New Year’s Day). Serving as the primary liaison between the club, the home rink, and multiple league scheduling bodies, the Scheduler ensures that ice resources are allocated efficiently and that all games are properly staffed with officials.

Scheduler's Specific Tasks

• Represent the club at all mandatory league scheduling meetings, including the annual DVHL scheduler meeting and relevant scholastic league meetings (Middle School and High School), to secure game slots and season parity.

• Develop and manage the master ice schedule for the entire organization, including Learn to Skate (LTS), Learn to Play (LTP), DVHL, and Scholastic teams, ensuring an equitable and strategic distribution of ice time.

• Coordinate with hockey directors for LTS and LTP to schedule consistent instructional blocks and ensure developmental milestones have the necessary ice resources.

• Present seasonal and weekly schedules to the Board of Directors for formal approval, ensuring the schedule aligns with the club's financial budget and program goals.

• Distribute clear, centralized schedules to the entire club membership, utilizing the club’s digital platforms to provide coaches, parents, and players with real-time information.

• Manage and communicate all schedule changes, ice cancellations, or additions, acting as the central hub of information to ensure rink management, coaches, and families are notified immediately.

• Coordinate referee and officiating requirements for all home games across DVHL and scholastic programs, maintaining a direct line of communication with referee associations.

• Maintain a consistent partnership with the Skating Club of Wilmington, confirming ice availability, managing "dark dates," and resolving facilities-related conflicts.

• Audit and track the utilization of all purchased ice hours, providing detailed usage reports to the Treasurer to ensure accurate billing and future budget forecasting.

The Hockey Director is the primary architect of the travel and scholastic hockey programs for the Wilmington Nighthawks. This role is responsible for the overall quality of player and coach development within the DVHL, Middle School, and High School programs. By overseeing coach recruitment, designing a cohesive skills curriculum, and managing the evaluation process, the Hockey Director ensures that all teams operate with technical excellence and that players have access to high-level instruction, including specialized clinics for targeted skill development.

Hockey Director’s Specific Tasks

• Oversee the execution and management of the DVHL, Middle School, and High School hockey programs, ensuring they meet the club's athletic standards.

• Recruit, interview, and select qualified head and assistant coaches for all competitive and scholastic teams.

• Design and implement a club-wide hockey skills curriculum to ensure consistent development and progression across all age levels.

• Coordinate and lead the annual player evaluation and tryout processes, ensuring fair, transparent, and accurate team placements.

• Organize and manage specialized skills clinics, such as goalie-specific training, power skating, and shooting sessions, by securing professional instructors.

• Provide ongoing mentorship and performance oversight for the coaching staff, ensuring adherence to club values and USA Hockey’s American Development Model (ADM).

• Serve as the primary point of contact for hockey-related technical inquiries from coaches, parents, and the Board of Directors.

• Collaborate with the Scheduler to ensure that practice structures and ice allocations align with the developmental needs of each team tier.

The Introductory Programs Director serves as the primary ambassador for the Wilmington Nighthawks, focusing on the growth and sustainability of the club through active recruitment and the onboarding of new families. This role is responsible for the oversight and design of the club’s introductory and recreational tiers, including Learn to Skate (LTS), Learn to Play (LTP), and the 8U and 10U recreational programs. By leading community outreach and introductory events like "Try Hockey For Free," the Introductory Programs Director creates a welcoming environment for first-time players and facilitates the development of new parent-volunteers into foundational coaching roles.

Introductory Program Director’s Specific Tasks

• Lead community outreach and marketing initiatives at local elementary schools, preschools, and community centers to promote the sport and attract new players.

• Design and oversee the instructional curriculum for the Learn to Skate (LTS) and Learn to Play (LTP) programs, ensuring strict adherence to USA Hockey standards and the American Development Model (ADM).

• Manage the 8U and 10U recreational (non-DVHL) programs, providing a structured environment for players to develop skills before transitioning to competitive league play.

• Coordinate and execute annual "Try Hockey For Free" events in partnership with USA Hockey, serving as the lead organizer and primary point of contact.

• Recruit and mentor parent-volunteers, providing the resources and encouragement necessary to develop them into effective coaches for developmental levels.

• Serve as the primary liaison for new families, guiding them through the initial registration process and providing education on equipment, safety, and club culture.

• Collaborate with the Hockey Director to ensure a smooth developmental bridge for players moving from recreational programs into the DVHL and scholastic pipelines.

• Evaluate program effectiveness by tracking retention rates of new members and adjusting recruitment strategies to meet club growth goals.

• • Organize jersey fittings.

  • Organizes the equipment swap.

  • Order practice jerseys.

  • Maintains the equipment closet at SCW.

  • Coordinate the Nighthawks swag store.

  • Order jackets for new coaches.

  • Identifies any needed equipment and presents it to the President, VP & Treasurer.

• Coordinate vendors for concessions, merchandise, photography, and equipment.

• Recruit volunteers to help carry out events like fundraisers, and evaluation/tryout checkins.

• May be coordinator for a single event rather than holding a one year term.

• Work with Event Coordinator to arrange and gather donations from local business for fundraising events, and silent auction items.

• Research different fundraising opportunities and non profit grants for the club to raise funds throughout the year. 

• May coordinate a single fundraiser rather than holding a one year term.

• Maintain the Facebook & Instagram Page (Weekly Posts).  

• Maintain the website.

• Forward any inquiries on social media to appropriate parties.

• Assist new team managers.

• Maintenance of Manager Handbook.

• Guide team managaers in scheduling Non-League games.   

• Act as the organization's liaison for DVHL and EJEPL

• Attend DVHL meetings once a month virtually, and 2-3 times a year in person at Ice Works, Aston PA.

• Provide all board members with a summary of league meeting minutes.  

• Champion questions or concerns the organization may have.

• Register Middle and High School teams for their respective leagues, and maintain schedules.

• Recruit, and support scholastic coaches and volunteers

• Conduct pre-season meetings and provide program guidelines

• Serve as the primary point of contact for coaches and families