The Board of Directors provides overall leadership and direction to the Club, collectively setting the Club's goals and ensuring that we operate in a fiscally responsible manner. The board is also empowered to create committees for various purposes, and to delegate certain tasks and decisions to those committees. These committees do not have to be made up of Board Members, and can be an opportunity for folks to get involved in things like tournament planning or special projects that might come up from time to time.
Members of the Board of Directors are elected to (renewable) one-year terms in accordance with the Club's By-Laws.
The time commitment for members of the Board of Directors is generally 4-8 hours per month, year-round, but can vary depending on the particular position and any additional time commitments from committee memberships or other duties.
The Board of Directors is lead by the four officers, who all hold full voting rights on the Board in addition to any other rights and responsibilities specific to their position.
The Chair presides over all meetings of the Board of Directors and is responsible for the overall supervision and management of the Board, its Officers & other members, and ensuring that all obligations of the Club are met.
The Vice-Chair is vested with the powers and responsibilities of the Chair in the absence of the Chair. The Vice-Chair also Chairs any committees they are assigned to, and may have other duties as determined by the board from time-to-time.Â
The Secretary is responsible for recording the minutes and votes that are part of all Board proceedings and coordinating the same for the proceedings of the various committees. The Secretary is also responsible for performing all official correspondence from the Board.
The Treasurer serves as the Club's chief financial officer. The Treasurer chairs the Finance Committee and is responsible for presenting periodic financial reports to the Board and for coordinating payment or reimbursement for approved expenditures with Board members, coaches, and others as appropriate.
The outgoing Chair of the Board will continue to serve as a member of the Board with full voting rights for at least one year following their term as Chair.
The Tournament Director serves as the chair of the Tournament Committee and is responsible for the planning and operation of at least one VIQRC and one V5RC tournament each competition season. The Tournament Director must be able to meet all the requirements set by the RECF for Event Partners.
The Program Head Coaches of the VIQRC, V5RC, and ADC programs collectively form the Council of Head Coaches, and each is a member of the Board with full voting rights. They are responsible for providing updates to the Board on the operations of their respective programs and for coordinating matters of mutual interest between multiple programs.
The Board may designate up to four At-large Members of the Board with full voting rights if all required positions are filled. These At-large members have such duties as the Board assigns to them.
The Club's By-Laws also specify a number of non-voting members of the Board of Directors who participate in Board and committee proceedings by offering advice & counsel or providing specialized services to the Board based on their position
The Board may appoint, at its discretion, any individual who has previously served as Chair of the Club to the position of Chair Emeritus. A Chair Emeritus is welcome to attend, but not vote in proceedings of the Board or Committees as the Board or Chair may request.
The Communications Director acts as the Club's spokesperson and is responsible for advising the Board on matters related to external & internal communications and public relations.
The Board may appoint, at its discretion, a Student Representative to participate in the proceedings of the Board and/or Committees to bring suggestions, ideas, and concerns collected from the student participants in Club programs.
There are a few standing committees specified by the Club's By-Laws, but the Board may appoint ad hoc committees at its discretion for various purposes. The Chair of each committee is elected by the Board of Directors.
The Executive Committee is composed of the four Officers of the Chair, and chaired by the Club Chair. With the exception of amending the By-Laws, the Executive Committee has the powers and authority of the full Board of Directors in times between meetings of the Board of Directors.
Time Commitment: Members of the Executive Committee do not generally spend extra time on Finance Committee membership beyond the general Board time commitment.
The Finance Committee is composed of the Treasurer (who serves as the committee Chair) and three other members of the Board of Directors. The Finance Committee is responsible for developing and reviewing the Club's fiscal procedures, fundraising plans, and annual budget -- in all cases subject to approval of the Board.
Time Commitment: Members of the Finance Committee do not generally spend extra time on Finance Committee membership beyond the general Board time commitment.
The Tournament Committee is composed of the Tournament Director (who serves as the committee Chair), Tournament Concessions Coordinator, Volunteer Coordinator, and any other individuals appointed by the Tournament Director.
Time Commitment: Members of the Tournament Committee will normally spend 4-8 hours per month (in addition to any other time commitments for membership on the Board of Directors or other committees) on the planning process for tournaments, and will generally fulfill key roles in tournament operations throughout the process of setting up for, running, and tearing down from tournaments hosted by the Club.
The Board of Directors will appoint committees for special purposes from time to time. These ad hoc committees will generally be responsible for helping manage or execute some manner of special project or initiative for the club (e.g. a special fundraising drive, or hosting a championship event).
Time Commitment: The time commitment of ad-hoc committee members can vary widely depending on what the charge of the particular committee is.