Board Manual

Columbia Gorge Windsurfing Association

Board Manual

This document contains information for Board Members about CGWA’s operating policies and your role as a Board Member

Welcome!

We are happy to have you on board as part of our growing organization.  We look forward to your knowledge, experiences, and expertise contributing to our organization’s overall goals and direction.  This manual includes information on your role as a participating Board Member, and helps provide background for understanding the functioning of this organization.  Of course, no manual can replace experience- please direct your questions to the President, Executive Director, and experienced board members to quickly become familiarized with the organization.

Board Member Expectations

The Board as a group is legally and morally responsible for all the activities of the organization.  The Board is responsible for determining policy, approving the annual budget, and determining the goals of the organization.  Basic expectations of Board Members are that you will:

  • Participate in the activities of the board and organization, including attending CGWA Board meeting and events;
  • Be knowledgeable about CGWA and contribute your expertise;
  • Be informed about CGWA’s organization and the environment in which we operate;
  • Contribute your individual expertise and knowledge in the deliberations of the board;
  • Help procure funds for the CGWA budget.  This can come in many forms, from writing grants to participating in or organizing fundraising events, to contributing from your own pocket.
  • Be an advocate of CGWA.

Roles and Responsibilities of Officers

President: Chief Elected Officer of CGWA

Primary responsibilities:

  • Ensure that the organization abides by its bylaws and established policies
  • Serve as chairperson of the Board and the Executive Committee
  • Preside over all meetings of the Board and Executive Committee, and the annual member meeting of CGWA
  • Provide guidance and support for the Executive Director
  • Represent the organization to other organizations, the media, and the public at large
  • Appoint committee chairpersons
  • In collaboration with the Executive Director, develop agendas for all meetings of the Board
  • Report to the membership

Additional Responsibilities

  • Communicate regularly with the Executive Director
  • Report periodically to the Board
  • Train and otherwise prepare the president-elect for the responsibilities of the presidency
  • Receive reports from all officers and committees
  • Review communications, reports, and proposals of the staff

Vice President

Primary Responsibilities:

  • Perform the responsibilities of the president during absence or disability of the president
  • Accede to the presidency in the event that a permanent vacancy in the presidency arises
  • Serve as a voting member of the Board and Executive Committee
  • Familiarize himself or herself with the responsibilities of the president, the activities and positions of the organization, and the functioning of the executive office

Additional Responsibilities:

  • Assist the president as appropriate
  • Represent the organization at the request of the president
  • Serve on appointed committees

Secretary: Custodian of records for the organization

Primary Responsibilities:

  • Generally oversee, with the Executive Director, the record keeping of meetings, policies, activities, membership, and any other records required by law
  • Oversee minutes of all meetings and teleconferences of the Board and Executive Committee, as well as annual membership meeting minutes
  • Within 30 days after a meeting, provide the Board with minutes, including a list of motions made and the voting results.
  • Review the policies of the organization and present to the board any policies that may have to be amended, rescinded, or reaffirmed.
  • Serve as a voting member of the Board and Executive Committee

Additional Responsibilities:

  • Assist the president as appropriate
  • Represent the organization at the request of the president
  • Serve on appointed committees

Treasurer: Monitors financial condition of the organization

Primary Responsibilities:

  • Oversee, with the Executive Director, the fiscal affairs of the organization
  • Present to the Board and annual budget for the organization, developed in concert with the Executive Director
  • Monitor budgetary performance of the organization, recommending modifications as needed
  • Review for approval all actions and policies with major financial implications
  • Serve as a voting member of the Board and the Executive Committee

Additional Responsibilities:

  • Serve as chairperson of the finance committee
  • Assist the president as appropriate
  • Serve on appointive committees

Executive Director Position Description

Position Title:      Executive Director

Reports To:          CGWA Board of Directors

Summary

The Executive Director is the Chief Executive Staff person of the Columbia Gorge Windsurfing Association.  The Executive Director reports to the Board of Directors, and is responsible for the organization’s consistent achievement of its mission and financial objectives.

In program development and administration, the Executive Director will:

  • Assure that the organization has a long-range strategy which achieves its mission, and toward which it makes consistent and timely progress.
  • Act as a visionary/information bearer to the Board of Directors in drafting policies and organizational development, and look to the future for opportunities for change.
  • Provide leadership in developing program, organizational and financial plans with the Board of Directors, and carry out plans and policies authorized by the Board.
  • Maintain a working knowledge of significant developments and trends in the local environment and windsurfing industry.
  • Represent CGWA at community activities to enhance the organization’s community profile.
  • Promote active and broad participation by volunteers in all areas of CGWA’s work.
  • Maintain official records and documents, and ensure compliance with federal, state and local regulations.
  • Provide support to the Board by preparing meeting agendas and supporting materials in conjunction with the Executive Committee

In budget and finance, the Executive Director will:

  • Be responsible for developing and maintaining sound financial practices.
  • In conjunction with the Treasurer, prepare an annual budget and see that CGWA operates within budget guidelines.
  • Work with the Board of Directors to ensure that adequate funds are available to permit the organization to carry out its work.
  • Ensure that sound bookkeeping and accounting procedures are in place and followed.
  • Administer the funds of the organization according to the approved budget and monitor the monthly cash flow of the organization.
  • In conjunction with the Executive Committee and treasurer, identify potential grant projects and ensure timely application and reporting for appropriate grants.
  • Oversee membership recruitment and retention efforts in conjunction with the Board and Executive Committee.
  • Develop and maintain positive relations with the funding community.

In communication, the Executive Director will:

  • Report regularly to the Board and otherwise ensure that the Board is fully informed of all organization activities.
  • Identify, assess, and inform the Board of Directors of internal and external issues that affect the organization.
  • Communicate regularly with stakeholders to keep them informed of CGWA’s programs and point of view, and to identify changes in the community served by the organization.
  • Publicize the activities of CGWA, its programs and goals.
  • Develop and foster strong networking relationships and cooperative arrangements with other community groups, organizations, funders, politicians, agencies, businesses, and manufacturers.

Conflict of Interest

The standard of behavior at CGWA is that all staff, volunteers, and board members scrupulously avoid any conflict of interest between the interests of CGWA on one hand, and personal, professional, and business interests on the other. This includes avoiding actual conflicts of interest as well as perceptions of conflicts of interest.

I understand that the purposes of this policy are to protect the integrity of CGWA’s decision-making process, to enable our constituencies to have confidence in our integrity, and to protect the integrity and reputation of volunteers, staff and board members.

Upon or before election, hiring or appointment, I will make a full, written disclosure of interests, relationships, and holdings that could potentially result in an actual or perceived conflict of interest. This written disclosure will be kept on file and I will update it as appropriate.

In the course of meetings or activities, I will disclose any interests in a transaction or decision where I (including my business or other nonprofit affiliation), my family and/or my significant other, employer, or close associates could receive a benefit or gain. After disclosure, I understand that I will be asked to leave the room for the discussion and will not be permitted to vote on the question.

I understand that this policy is meant to be a supplement to good judgment, and I will respect its spirit as well as its wording.

Please list all potential conflicts of interest here:

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Signed: __________________________________________    Date: ___________

Print Name: ______________________________________