The Hopkins Youth Lacrosse Association (HYLA) is a 501 c3 and 100% volunteer driven organization. Volunteers are always needed in multiple roles that support the association. The following job descriptions will help to explain some of the work that the HYLA Board of Directors undertakes each year. If you are interested or have questions about any position, please contact HYLA president , Mark Hellenack at 952-938-2723 or
What does a Board Member do?
The President is the Chief Executive Officer of the Association and presides at all meetings of the Members along with all meetings of the Board of Directors. The President has the general authority to conduct the day-to-day management of the business of the Association and see that all orders and resolutions of the Board of Directors are implemented. The President executes legal documents, is in charge of insurance, provides internal audit of Treasurer documents, communicates Program short-term and long-term goals, leads fundraising and sponsorship efforts and hires/terminates all employees (coaches and officials). The President shall be an ex-officio member of all Committees and will have the general powers and duties of supervision and management usually vested in the office of a President of a corporation.
The Vice President works with the president and is by default the president in waiting. The VP has similar duties as specified in these Bylaws or prescribed by the Board of Directors. In the event of absence or disability of the President, the Vice President will succeed to the President's powers and duties. If there are two or more Vice Presidents, the order of succession shall be determined through seniority by the order in which appointed or as otherwise prescribed by the Board of Directors. The Vice President will also be the Association’s primary liaison between HYLA and the Minnesota-based and national youth lacrosse organizations - currently YLM, Homegrown, GNLL/MBSLA, US Lacrosse and MSSLAX. . The Vice President will also direct the annual meeting and election process and administer a survey after completion of each year to determine membership satisfaction level.
The Secretary will record the minutes of all meetings along with the responsibility of having minutes reviewed, corrected, amended and approved by the Board of Directors at their next meeting following the meeting recorded by the Secretary. Minutes will be distributed by either electronic means or via US Mail to the Board of Directors within seven (7) days of each meeting. The Secretary shall also maintain the Program’s current and historical records, document organization on the website, and perform such other duties as the Board of Directors may prescribe. The secretary shall also over see and constantly update the list of Hopkins HS boys and girls lacrosse alumni and work to find a Hopkins Lacrosse Alumni Liaison to help with updating the list.
The Treasurer will keep an account of all monies received and expended for the use of the Program and oversee HYLA’s financials as described in the “Financial Management Policy”. The Treasurer shall be responsible to deposit all sums received in the bank and make disbursements authorized by the Board of Directors or such other Officers as the Board of Directors may prescribe. The Treasurer shall make a report at the Annual Meeting or when called upon by the President and shall provide a summary of the Program’s overall financial condition at each Board of Directors meeting. The Treasurer is also responsible for assuring compliance with tax and other regulatory requirements of non-profit organizations as described in the “Tax and Non-Profit Responsibilities Policies”. The Treasurer will work with an independent certified public accountant engaged for purposes of preparing and filing annual federal and local tax returns.
Registrar & Team Information Coordinator
The Registrar organizes and oversees the registration of the players, coaches, and team members with HYLA, US Lacrosse, boys GNLL, Homegrown, YLM and girls MSSLAX leagues. The Registrar also maintains, reconciles and coordinates the online Registration system on the www.HopkinsLax.org website and posts league schedules, and sends rosters to League administrators, Hopkins team managers and coaches. This also includes sending electronic refunds, if requested, and working with the treasurer on quarterly financial reports based on registration income received.
Player Development Director
This Director is responsible for directing all player development programs and providing guidance to best practices for coaching, player development and communicating lacrosse knowledge across all ages levels of the Program. These duties include organizing clinics and developmental skills programs for players throughout the year. Works with Boys Youth Director and Girls Youth Director to create programs, policies and concepts that benefit the development of all players. When possible this Director should be an experienced lacrosse coach.
Girls Player Development Director
This Director is responsible for directing all girls player development and providing guidance for best practices for coaches and players while communicating his or her lacrosse knowledge across all ages levels of the Program. These duties include organizing clinics and developmental skills programs for players throughout the year. This Director is the liaison between the Association Board and the girls youth coaches and is responsible for the development of budgets and scheduling for the girls youth spring and summer teams and clinics. You will work with coaches and MSSLAX to determine team formation processes, team size, team and league registrations, tournament participation, program philosophy and all key policies regarding girls programs.
Boys Player Development Director
This Director is responsible for directing all boys player development and providing guidance to best practices for coaches and players while communicating his or her lacrosse knowledge across all ages levels of the Program. These duties include organizing clinics and developmental skills programs for players throughout the year. This Director is a liaison between the Association board and the boys youth coaches and is responsible for the development of budgets and scheduling for the boys youth spring and summer teams and clinics. You work closely with coaches and the YLM, Homegrown and GNLL/MBSLA to determine team formation processes, team size, team and league registrations, tournament participation, program philosophy and all key policies regarding boys programs.
This Director is responsible for determining equipment needs for all aspects of the Program throughout the year including budget input. The Equipment Coordinator shall also provide a complete inventory of all equipment and be responsible for the purchase, repair, storage, disbursement and collection of these items. HYLA owned equipment may include: lacrosse goals/nets; field storage bins, score tables, coach training aids and required field equipment; lacrosse balls; goalie protective equipment (lacrosse sticks, goalie helmets for girls goalies, throat protectors and gloves) and loaner equipment (sticks for boys & girls), boys helmets, gloves, elbow & shoulder pads; and.
Fields & Facilities Coordinator
This Director has responsibility for determining field and gym (indoor facility) needs for all clinics, practices and games and for all teams and seasons. The Fields & facility Coordinator shall be the primary liaison between the Program and the city, school district and private facilities for the request and booking of indoor and outdoor fields and gym time, ensuring quality of fields as well as scheduling fields and communicating schedules to the Registrar for inclusion on the HopkinsLax.org website.
Uniform & Apparel Coordinator
This Director is responsible for determining uniform, jersey and apparel needs for the association and ensuring each team has properly uniformed per rules and Program desires. The Uniform & Apparel Coordinator will work with the HYLA Board to research and select a vendor for uniforms for the girls’ and boys’ teams. This person will also work to provide options for members to purchase HYLA apparel (spirit & fan wear) or related merchandise.
Communications & Website Coordinator
This coordinator has the responsibility to communicate and promote league registrations and clinic info via flyers at schools, in-school e-newletters the www.HopkinsLax.org website and be the communications liaison with Hopkins Community Education and Hopkins School district schools. The most important aspect of this job is getting information promoting regsitrations for teams and clinic into the hands of the Hopkins School district parents and students (potential and existing players). This also includes working with the Marketing & Fundraising Director on writing and editing articles and other content for the website and promotional flyers and other materials
Marketing & Fundraising Director
The marketing Director will work on sponsorships, donations and fund raising events as well as administering volunteer workers for fund raising events. The Marketing & Fundraising Director will work closely with the Communications Coordinator on promotional and sponsor requests on the website, fund raising programs and material promoting player registration.
Try Lax Committee Chairman
The Try Lax committee is charged with trying to find the best ways to grow participation in the Hopkins Youth programs. The Chairman will work with all the board members and coaches to identify and fund ways to do this. Our Try Lax programs so far includes two things
1. Funds for participation scholarships to offset registration costs for those players and families in financial need that can't afford it. Need is based on income and we use qualifying for the school lunch program as a key indicator of financial need to qualify for a partial or full scholarship. We ask parents what they can afford.
2. The Try Lax Stick Loaner program that supplies a free lacrosse stick to first year players (beginners) to encourage them to try the game and attend one of the many clinics we schedule throughout the year. If they register for a team in the spring or summer they get to keep the stick for free.
The follow non-board of directors positions also exist:
- Team Head & Assistant Coaches
- Photography Coordinators for each team
- Team Managers
- Hopkins HS & Youth Alumni Liaison