WLF Board Positions

Appendix A

New Board structure as of September 2018

A person can hold up to a maximum of one Board of Directors positions at a given time.

Executive Board Positions

  • The role of the Executive Board is to help the entire Board of Directors accomplish its work in the most efficient way possible
  • The Executive Board facilitates decision making in between Board meetings or in other urgent circumstances
  • Executive Committee members are not required to hold an additional Board of Directors position, but may do so if they are elected to, and accept, both positions.
  • The Executive Board may not: amend bylaws, elect or remove Board members, or make major structural decisions without the vote of the entire Board of Directors.

President

  • Serve as the primary contact for the chapter to US Lacrosse and should have general knowledge of US Lacrosse operations, programs & services.
  • Provide timely, responsive assistance and two-way communication to all USL chapter members
  • Communicate all US Lacrosse correspondence to the chapter board.
  • Preside over all meetings and calls of the chapter.
  • Ensure the chapter is in compliance with US Lacrosse at all times (Annual Chapter Board Report, Chapter Agreement, Conflict of Interest forms and Participation Survey due to US Lacrosse for compliance)
  • Delegate specific responsibilities to chapter board members to ensure activity.
  • Can serve as a director in a specific area of programs and operations.
  • Will serve as the Chairperson for the WLF Bylaw Committee.

Vice President

  • Have general knowledge of US Lacrosse operations, programs & services
  • Preside over all meetings and calls of the chapter when the President cannot be present.
  • Take over the responsibilities of the president when necessary.
  • Ensure the chapter is in compliance with US Lacrosse at all times (Annual Chapter Board Report, Chapter Agreement, Conflict of Interest forms and Participation Survey due to US Lacrosse for compliance)
  • Assist in delegating specific responsibilities to chapter board members to ensure activity.
  • Direct Legal Counsel
  • Can serve as a director in a specific area of programs and operations.
  • Will serve as the Chairperson for the WLF Season Rules & Regulations Committee.

 

Secretary

  • Draft agenda for meetings and calls based on chapter activities.
  • INFORM USL WHEN ANY CHAPTER BOARD CHANGES OCCUR (For example, new chapter address for mailings, new IRS information and any chapter board contact changes).
  • Coordinate meetings and calls alongside the president.
  • Take minutes of all meetings and calls. Send to website coordinator to post on the chapter website in a timely manner.
  • Assist President and VP to complete Annual Chapter Board Report, Chapter Agreement, Conflict of Interest forms and Participation Survey due to US Lacrosse for compliance.
  • Keep an updated list of chapter board members with contact information.
  • Keep a record of the chapter bylaws.
  • Can serve as a director in a specific area of programs and operations.
  • Will serve as Chairperson of the WLF Nominating Committee.

Treasurer

  • Ideally the treasurer should be, by profession, a CPA. If not, then an individual who has great familiarity with financial and tax matters.
  • Direct the IRS Specialist.
  • Should not serve as director in a specific area of programs and operations.
  • QuickBooks is the recommended software for maintaining the chapter’s financial records.
  • Must be prepared to produce financial statements, including an income statement and a balance sheet, in a format that accurately reflects the operations of their chapter and which is in agreement with the format provided by US Lacrosse. These documents are due after January 1 every year.
  • Reconcile the bank or bank accounts of the chapter on a monthly basis.
  • Prepare the tax returns, both federal and, as required, local tax returns on an annual basis.
  • Provide required information on the operations of the chapter to US Lacrosse on an annual basis.
  • It is imperative that the chapter’s bank account be reconciled by the chapter’s treasurer on a monthly basis even if a meeting of the chapter’s board of directors is not scheduled.
  • Abide by all US Lacrosse and non-profit regulations for book keeping, filing and financial procedures as stated in the US Lacrosse Chapter Operations Manual.

Past-President

  • Serves as a voting member of the Executive Board of Directors for two years after term of President has expired
  • Advises the Board of past decisions and history of the organization.
  • Helps to shape policy for the organization from the experience, knowledge and insight gained as President.
  • Have general knowledge of US Lacrosse operations, programs & services.
  • Preside over all meetings and calls of the chapter when the President and Vice –President cannot be present.
  • Can serve as a director in a specific area of programs and operations.
  • If Past-President chooses not to serve on the Executive Board, this position will not be filled as a vacancy nor be filled by election.

Elected General Board Positions:

The role of the General Board is to perform a specific role, function or responsibility within the organization.

  • Facilitate communication for all upcoming USL programs, services and events.
  • Attend all Board of Director meetings.
  • Submit a monthly report to the Executive Board on the meetings, tasks and affairs of their Director position.

Girl’s Director

  • Create and guide committees to assist High School Youth and new/ emerging programs
  • Provide USL with ideas for further member benefits to girls’ high school teams
  • Coordinate with all WLF conferences to ensure uniformity in play.
  • In coordination with the Secretary, maintain records of WLF and US Lacrosse memberships for all Girls’ Programs.
  • Disseminate all pertinent information from the WLF to all Girls’ Programs.
  • Serve on the WLF Rules and Regulations Committee
  • Coordinate assist in the establishment of new Girls’ High School programs
  • Coordinate with Events Director to facilitate the planning and seeding of the Girls’ High School State Championship

Boy’s Director

  • Create and guide committees to assist High School Youth and new/ emerging programs
  • Provide USL with ideas for further member benefits to boys’ high school teams
  • Coordinate with all WLF conferences to ensure uniformity in play.
  • In coordination with the Secretary, maintain records of WLF and US Lacrosse memberships for all Boys’ Programs.
  • Communicate all pertinent information from the WLF to all Programs.
  • Serve on the WLF Rules and Regulations Committee
  • Coordinate and assist in the establishment of new Boys’ programs
  • Coordinate with Events Director to facilitate the planning and seeding of the Boys’ High School State Championship

 

Coaches Director

  • Coordinate with local Coaches Associations
  • Serve as the primary contact to USL Coaches Training & Education staff (USL will provide your contact information to the USL Training & Education Department for all clinic and training related correspondence)
  • Serve as primary clinic coordinator who works with USL on behalf of the host chapter
  • Work with USL to complete all necessary clinic hosting materials including Intent to Host and Hosting Information worksheets
  • Proactively seek out clinic and training opportunities through USL for coaches
  • Report on clinic numbers, budget and overall turnout to the chapter board
  • Prepare for following seasons clinic opportunities
  • Provide USL with feedback about your clinic hosting experience
  • Confirm and keep record of all Wisconsin coaches US Lacrosse membership numbers and certification
  • Coordinate with the Events Director regarding the High School State Championship Tournament

 

Officials Director

  • Serve as Officials and Umpires representative on the WLF board
  • Coordinate with the USL state official and umpire coordinators
  • Build relationships with local Official and Umpire groups
  • Proactively seek out clinic and training opportunities on behalf of the chapter
  • Report on collaboration and training efforts to the chapter board
  • Provide USL with feedback about training and education evolvement in the chapter’s jurisdiction

 

Events Director

  • Coordinate all chapter special events with appointed committee members (Events Director appoints all committee members)
  • Serve as chapter primary contact for US National Team Exhibitions & Clinics (Your contact information will be given to USL’s National Teams Coordinator to coordinate event plans and hosting details).
  • Provide the chapter board with reports on budget #’s, attendance, event successes and failures
  • Provide the chapter board with input as to how to improve events for following year
  • Provide USL with recommendations on how national can better support chapter events
  • Coordinate representation by WLF at the Wisconsin Athletic Directors Association (WADA) convention in November. Establish a committee for WLF promotional items, booth set-up and volunteers needed.
  • Oversee and serve as the board representative for the State Championship Planning Committee
    • Offer direction to the chair of the Boy’s High School State Tournament Committee for the Boy’s and the Girl’s High School State Tournament
    • Establish a Committee to help develop criteria for site requirements, volunteers, personnel, awards and all aspects needed to run a quality event.
    • Make recommendations to the Executive and General Board for approval.

 

Communication and Marketing Director

  • Coordinate with USL Chapter Relations Department for chapter marketing needs.
  • Coordinate constituent communication
  • Provide USL with projected annual marketing item needs via the Annual Chapter Board Report in September.
  • Provide USL membership information at area events.
  • Develop and maintain a marketing budget
  • Develop marketing efforts to promote the sport of lacrosse.
  • Report to chapter board the effects of local marketing efforts.
  • Develop local sponsor and media relations for chapter events, programs & initiatives.
  • Mange website and social media
  • Serve as the primary contact for USL and the chapter for all web content related updates, inquiries & changes.
    • Responsible for keeping and all local information up to date and informing the membership of upcoming lacrosse events.
    • Responsible for posting all USL Chapter information on the website.
    • Provide a ongoing communications to the WLF membership on all upcoming local and USL events.
    • Provide the chapter board with reports on website traffic, utilization and budget if applicable.

Appointed General Board Positions:

It is recommended that league be representative by the president or commissioner  of that league. The purpose of a league representative is to ensure that each league has representation on the WLF Board. The following are recognized by the WLF:

  • Badgerland – Madison
  • MAYLA – Milwaukee area youth
  • BAY VALLEY – Fox Valley, Green Bay, Wausau
  • CLASSIC EIGHT – Milwaukee High School

Each appointed league representative shall have a vote on the WLF board, but meeting attendance shall not count towards individual meeting quorum.  Duties include

  • Ensure that each association or conference has representation on the WLF Board preferably by the president or commissioner.
  • Attend all Board of Director meetings, have a voice specific to their league, vote on motions, and report back to their league.
  • Send an alternate to a Board of Director meeting if they are unable to attend.
  • Serve at the will of their individual association or conference with their term of office coinciding with the term of office within their league.
  • Notify the WLF Executive Board immediately if there is any permanent change in the appointment by the league.