American Vaulting Association Board of Directors Role Descriptions

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1 American Vaulting Association Board of Directors Role Descriptions Introduction The American Vaulting Association Board of Directors is the all-volunteer, elected governing body for the AVA. The number of Directors and composition of the Board are determined by the Board in accordance with the AVA s Bylaws. The Board currently consists of 25 positions: 8 Officers and Vice-Presidents (composing the Executive Board), 7 Regional Supervisors, and 10 Director positions. AVA Board of Directors (25) 4 Officers President Executive Vice President Secretary Treasurer 4 Vice Presidents Competitions Membership Education Development 7 Regional Supervisors Region I Region II Region III Region IV Region V Region IX Region X 10 Directors 1. Safety & Insurance 2. Member Services 3. Marketing and Communication 4. Fund Raising 5. Information Technology 6. Volunteerism 7. Judges/Technical 8. Vaulting Program Development 9. Competition Development 10. Education Development Purpose of This Document The AVA Bylaws and Standing Rules provide descriptions of the responsibilities of the Officers and Vice- Presidents. This document is intended to provide similar guidance for Directors and Regional Supervisors. It should be read in conjunction with existing Rules addressing the Board of Directors, including: Bylaws describing the Board of Directors (Bylaws, Article III) AVA Conflict of Interest Policy (Bylaws, Article VI) Committees General Rules (Standing Rules, Section III) Meetings (Standing Rules, Section VI) This document is intended to be living, revised and improved each year to provide guidance to incoming Board Members. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

2 Board Structure: Coordination of Strategic Working Areas between VPs and Directors Vice Presidents serve as the points of coordination and Team Leads for teams of Board Members working in certain strategic areas that are critical to the AVA s mission; for example, Education, Competitions, Membership, and Development. Vice President responsibilities as Team Leads: Coordinates administrative needs, especially managing the budget for their strategic area. Approves Director s expenditures. Facilitates the review of strategic goals and annual objectives, reaching a consensus within the Team. Coordinates VP and Director efforts for their strategic area. Advocates for all Team members at Executive Board (EB) meetings, and solicits input from Team members on EB agenda items. Strategic Teams President Director of Safety & Insurance Executive Vice President Director of Information Technology Director of Judges/Technical VP Competitions Director of Competition Development VP Education Director of Education Development VP Membership Director of Membership Services Director of Volunteerism Director of Marketing/Communication Regional Supervisors VP Development Director of Fund Raising Director of Vaulting Program Development Director of Marketing and Communication AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

3 Table of Contents American Vaulting Association Board of Directors... 1 Role Descriptions... 1 Introduction... 1 Purpose of This Document... 1 Board Structure: Coordination of Strategic Working Areas between VPs and Directors... 2 Strategic Teams... 2 Commitments of AVA Board of Directors Members... 4 Director of Safety and Insurance... 5 Director of Information Technology ( IT )... 6 Director of Judges Program / Technical... 7 Director of Competition Development... 8 Director of Education Development... 9 Director of Membership Services Director of Volunteerism Director of Marketing and Communications Regional Supervisors Director of Fund Raising Director of Vaulting Program Development of 15 AVA Board of Directors Role Agreements DRAFT - updated 2/2017

4 Commitments of AVA Board of Directors Members Comply with, sign and promote the AVA Code of Conduct and Ethical Standards Actively support AVA goals of growth, collaboration, outreach and fund raising. Maintain an active and current AVA membership. Serve a 2 year term, beginning January 1 after elected. Develop and maintain reports, updates and recommendations Attend and participate in AVA Board meetings at the Member's expense. o Regional Supervisors are expected to attend at least one AVA Board Meeting each year; attendance at all AVA Board meetings is desirable. Available to volunteer significant time for o Response and communication with Officers, Directors and Membership. o Preparation for and attendance of Board meetings o Phone conference calls as needed. o AVA Committee work, either ad hoc, continuing, or assigned, preparation of annual reports Participation in: o AVA Board workshops and training. o A National level AVA committee o Team building for the accomplishment of AVA strategic goals and fostering innovation. Have internet access, and ability to work via , AVA website, AVA TeamworkPM AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

5 Director of Safety and Insurance Previously have attended at least one AVA recognized competition, preferably Nationals Understanding of data collections, correlation and analysis for reports General understanding of insurance policies and terminology Medical or physical training background a plus, but not essential Insurance: o Review insurance needs of organization, clubs and members o Evaluate current policies o Research new avenues for insurance o Recommend changes to any insurance policies Safety: o o o Coordinate with education director to bring awareness as well as improved safety practices to the association, clubs, members Assess the needs of the organization for maintaining usable safety records Collect, correlate, and evaluate the safety reports for clubs and competitions Succession Work with the President on orderly succession planning: Six months prior to position end-date, the Director should either commit to run for re-election to this position, or recruit a new volunteer based on the current and future needs of this role. Refine this Role Description and prepare any other information needed to allow a successful succession. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

6 Director of Information Technology ( IT ) Technical Skills and Knowledge of: o Website Structure and Operation o Database Structure and Operation o Internet Functions and Services o Meeting Facilitation Tools Skilled in: o Creativity, analytical skill and well versed in problem-solving o Leadership, management, communication and decision-making skills Experience with the AVA, the sport of vaulting, AVA technology and systems beneficial but not required Work with the AVA Executive Board and Board of Directors to determine what technology functions are needed to operate the AVA Provide oversight and direction of current technology services Work with Director of Marketing and Communications on the AVA website and social media Provide System Solution Support, including Membership query support/training Research and develop recommendations for tools, protocols, and software needed for AVA Website, Services and Database Event Management and Scoring (Currently CompWeb) Data Reporting Capabilities within the AVA and to outside organizations (USEF, FEI) Meeting Facilitation Tools for AVA remote meetings Event Music Management System Electronic Publishing Tools Recommend the best solutions for obtaining technological services within the budget established by the AVA Board. Ensure a workable online voting system to conduct AVA elections Develop plans and supervise implementation to provide AVA technological functions. Does not directly create or maintain the services but should have the technical skills and knowledge to direct implementation and maintenance. Succession Work with the Executive Vice-President on orderly succession planning: Six months prior to position end-date, the Director should either commit to run for re-election to this position, or recruit a new volunteer based on the current and future needs of this role. Refine this Role Description and prepare any other information needed to allow a successful succession. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

7 Director of Judges Program / Technical Must be a current AVA judge Maintain the Judges Training Program Stay current with the trends and changes in the global community of vaulting Maintain judge's professional files Communicate with the membership regarding methodologies of judging and any changes that occur in scoring Provide during the annual meeting or another suitable event an open session for the general membership for the purpose of becoming familiar with the material that the judges trained on during the proceeding year Oversee the vaulting rules for the association and respond to all proposed changes In combination with the competition director and education director this director will also work to ensure that competition support staff such as clerks and timers are trained Oversee the Medal Test Program via the Medal Test Secretary Succession Work with the Executive Vice-President on orderly succession planning: Six months prior to position end-date, the Director should either commit to run for re-election to this position, or recruit a new volunteer based on the current and future needs of this role. Refine this Role Description and prepare any other information needed to allow a successful succession. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

8 Director of Competition Development Have attended one National Championship Have participated on the National Championships Organizing Committee for a minimum of one year Experience as a vaulting competition manager Experience as a coach, lunger or vaulter is highly desirable Collaborate with the VP Competitions to plan and implement Organization of Annual National Championships Press and public relations for National Championships Development of a strategy for growing AVA recognized competitions Development of a program to Train competition volunteers Assisting with local or regional AVA competitions Succession Work with the VP Competitions on orderly succession planning: Six months prior to position enddate, the Director should either commit to run for re-election to this position, or recruit a new volunteer based on the current and future needs of this role. Refine this Role Description and prepare any other information needed to allow a successful succession. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

9 Director of Education Development Knowledge and experience in the design and execution of educational programs Advanced knowledge of equestrian vaulting as an athlete, coach, lunger, and/or judge. Collaborate with the VP Education to Implement the education plan for the American Vaulting Association set forth in the AVA strategic plan Identify and target the educational needs of the AVA's membership; Develop specific publications, programs, events, or projects; Communicate and disseminate educational information to the membership. Implement the following activities: o AVA online learning program, including ongoing content development, promotion, and alignment with AVA goals and initiatives o Development of educational content for the AVA website, both internal (members only) and external (grassroots/aspiring members) o AVA national clinics and training opportunities o Development of educational content for AVA publications Succession Work with the VP Education on orderly succession planning: Six months prior to position end-date, the Director should either commit to run for re-election to this position, or recruit a new volunteer based on the current and future needs of this role. Refine this Role Description and prepare any other information needed to allow a successful succession. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

10 Director of Membership Services Previously attended a minimum of 3 Annual Meetings Ability to build and motivate project teams. Experience planning events Collaborate with the VP of Membership with new and ongoing projects, including: Work with team that will curate, edit and publish the AVA Blast Oversee planning Annual Meeting Work with Director of IT to identify needed member resources on the members-only website Succession Work with the VP Membership on orderly succession planning: Six months prior to position end-date, the Director should either commit to run for re-election to this position, or recruit a new volunteer based on the current and future needs of this role. Refine this Role Description and prepare any other information needed to allow a successful succession. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

11 Director of Volunteerism Experience building high performing teams HR/Staff Talent/Recruitment experience (either nonprofit or for profit) a plus Experience developing results-oriented job descriptions Collaborate with the VP Membership on the following tasks: Recruitment, engagement, retention, recognition and succession of the AVA's most important resource: our volunteers. Recruitment o Brainstorm with EB members, committee chairs to identify needed National-level AVA positions o Collaborate with Committee Chairs/Board Members in writing of results-oriented job descriptions for each position o Recruit regional volunteer directors to search out top talent regionally o Identify and clarify the tenure expected for each position. Engagement o Help volunteers identify results needed for first year, including mileposts Recognition o Coordinate with the awards committee to implement an AVA volunteer recognition system. o o Recognize more volunteers for excellent contributions. Work with Regional Supervisors and Regional Officers to develop their own recognition programs for regional jobs. Retention o Encourage Board Members and Committee Chairs to have open conversations about expected tenure for each volunteer position. Succession Work with the VP Membership on orderly succession planning: Six months prior to position end-date, the Director should either commit to run for re-election to this position, or recruit a new volunteer based on the current and future needs of this role. Refine this Role Description and prepare any other information needed to allow a successful succession. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

12 Director of Marketing and Communications Demonstrated skills, knowledge, and experience in the design and execution of marketing, communications, and public relations activities Direct experience with digital marketing, social media, internal communications, and public relations and/or direct experience building and working with teams to manage these activities Strong communication skills, especially strong writing skills Experience as a coach, lunger, vaulter and/or judge AVA member for 3 years Collaborate with VP Development on: o Planning, development, and implementation of all external-facing AVA marketing strategies, marketing communications, and public relations activities. o Create and execute an overarching marketing communications strategy for the American Vaulting Association, including digital marketing, and public relations activities o Oversee the AVA public website Collaborate with the VP Membership with the following responsibilities: o Planning, development, and implementation of all internal-facing AVA marketing strategies, marketing communications, and public relations activities o Oversee Equestrian Vaulting magazine o Oversee all aspects of American Vaulting Association social media marketing, including but not limited to Facebook, YouTube, Instagram, Vine, Twitter, and Tumblr o General publicity of AVA programs and activities o Work with Director of IT on the AVA website and social media Succession Work with the VP Membership and VP Development on orderly succession planning: Six months prior to position end-date, the Director should either commit to run for re-election to this position, or recruit a new volunteer based on the current and future needs of this role. Refine this Role Description and prepare any other information needed to allow a successful succession. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

13 Regional Supervisors Has attended one AVA Annual Conventions & Board meeting Has attended and volunteered at one Nationals Competition Has been on the Board of their Region or participated in a Regional Committee Experience as Club Manager or Coach a plus Liaison between the Region and the AVA. This includes active communication within the Region to gain input for AVA changes in rules or programs, as well as communicating to the Region all actions and changes created by the AVA. Work together with VP Development to increase the sport of vaulting within the Region. Responding to and providing follow-up help for inquiries forwarded from the National Office Work together with the Director of Competitions to increase the number and quality of Regional competitions Advance programs implemented by the AVA within the region Obtain help for those wishing to start a club or find an existing club Succession o Work with the VP Membership on orderly succession planning: Six months prior to position end-date, the Director should either commit to run for re-election to this position, or recruit a new volunteer based on the current and future needs of this role. Refine this Role Description and prepare any other information needed to allow a successful succession. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

14 Director of Fund Raising Has attended two AVA Annual Conventions & Board meetings Has attended and volunteered at one Nationals Competition Has been on the Board of their Region or participated in a Regional Committee Experience building high performing teams Knowledge of grant writing or experience in obtaining grants desirable Collaborate with the VP Development to: Create and work with a team that will research, evaluate, apply for and obtain grants that meet the current needs of the AVA. Develop and implement sponsorship programs for the AVA including, but not limited to, Nationals Sponsorship, Awards Sponsorship, and Sponsorship Drives for special project. Develop and implement advertising programs in for the magazine, website, blasts and Nationals Work together with clubs and Regions to share best practices for local fund raising. Succession Work with the VP Development on orderly succession planning: Six months prior to position end-date, the Director should either commit to run for re-election to this position, or recruit a new volunteer based on the current and future needs of this role. Refine this Role Description and prepare any other information needed to allow a successful succession. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15

15 Director of Vaulting Program Development Has attended two AVA Annual Conventions & Board meetings Has attended and volunteered at one Nationals Competition Has been on the Board of their Region or participated in a Regional Committee for two years. Collaborate with the VP of Development with new and ongoing projects, including spearheading guides for building and growing a club. Work with VP Education to identify educational resources needed by developing clubs. Develop partnership strategies with other youth organizations, for example, 4-H, CHA and USPC. Develop participation by youth organizations in shared programs/educational opportunities. Work thru liaisons toward more youth organization involvement in vaulting. Work closely with the Regional Supervisors to develop strategies to grow vaulting in each Region. Succession Work with the VP Development on orderly succession planning: Six months prior to position end-date, the Director should either commit to run for re-election to this position, or recruit a new volunteer based on the current and future needs of this role. Refine this Role Description and prepare any other information needed to allow a successful succession. AVA Board of Directors Role Agreements DRAFT - updated 2/ of 15