On January 21st, 2017, the NDCA Board passed the following motion 7-0. It was moved by Adam Torson and seconded by Christina Talungan.
"I move that we adopt the changes to the bylaws proposed in the attached document titled Proposed Modifications to NDCA Bylaws 1.18.2017."
That document reads as follows:
Event Planner à Tournament Coordinator
Because we have added a Conference Coordinator position, it seems like we should tweak the event planner role. The old language might imply that only the event planner is authorized to negotiate hotel contracts and things like that with a potential host, which I think we want the conference coordinator to be able to do as well.
The proposed change also just updates what we call this role.
Current Version:
Duties of the Event Planner
§ Solicit potential event hosts
§ Communicate expectations to potential hosts about hotel needs, transportation, room needs, and hospitality
§ Regularly update the Board regarding event issues
§ Act as the agent for the organization for the negotiation and signing of contracts related to lodging, hospitality or space needs for all NDCA events, including the National Championship
Proposed Modification:
Duties of the Tournament Coordinator
§ Solicit potential National Championship event hosts
§ Communicate expectations to potential hosts about hotel needs, transportation, room needs, and hospitality
§ Regularly update the Board regarding event issues
§ Act as the agent for the organization for the negotiation and signing of contracts related to lodging, hospitality or space needs for the National Championship
Conference Coordinator
We don’t currently have a description of this person’s duties. This may require further conversation, but an initial draft:
Proposed Addition
Duties of the Conference Coordinator
§ In consultation with the Board, plan and administer NDCA professional development conferences.
§ In collaboration with the Board, develop a conference agenda
§ Coordinate conference logistics with facilities and presenters
§ Promote conferences to the membership and administer any system of pre-conference registration or attendance fees deemed appropriate.
§ Act as the agent for the organization for the negotiation and signing of contracts related to speaking fees, reimbursements, and other remunerations paid to conference presenters or participants.
§ Act as the agent for the organization for the negotiation and signing of contracts related to lodging, hospitality or space needs for NDCA conferences.
Public Relations and Membership Coordinator
We combined these two jobs, so I have basically combined the two descriptions.
Current Version:
Duties of the Public Relations Coordinator
§ Develop an advertising strategy for the organization that will include publicizing NDCA projects and events, such as new initiatives and significant ongoing projects, especially the NDCA National Championship
§ Solicit articles for NDCA Coaches Corner in the Rostrum, to be approved by the Board
§ Consider staffing a table for new members to sign up at a large event or two, such as the NSDA tournament or the Glenbrooks
§ Oversee the annual awards nomination and selection process as outlined in the bylaws
Duties of the Membership Coordinator
§ Develop new strategies for expanding the membership base and communicate those strategies to the Board
§ Coordinate with the Public Relations Coordinator to use promotional materials to recruit new members
§ Send reminders on August 15, September 1, March 1 and May 15 for coaches to join
§ Consider staffing a table for new members to sign up at a large event or two, such as the NDSA tournament or the Glenbrooks (working in conjunction with the Public Relations Coordinator)
§ Coordinate with the Web Manager to make sure that membership is prominently featured on our web page and the Open Evidence project web page
Proposed Modification
Duties of the Public Relations and Membership Coordinator
§ Develop an advertising strategy for the organization that will include publicizing NDCA projects and events, such as new initiatives and significant ongoing projects, especially the NDCA National Championship and NDCA Professional Development Conference
§ Solicit articles for NDCA Coaches Corner in the Rostrum, to be approved by the Board
§ Consider staffing a table for new members to sign up at a large event or two, such as the NSDA tournament or the Glenbrooks
§ Oversee the annual awards nomination and selection process as outlined in the bylaws
§ Develop new strategies for expanding the membership base and communicate those strategies to the Board
§ Use promotional materials to recruit new members
§ Send reminders on August 15, September 1, March 1 and May 15 for coaches to join
§ Coordinate with the Web Manager to make sure that membership is prominently featured on our web page and the Open Evidence project web page
Finance Coordinator
In the past the Chief Financial Officer has been an appointed officer rather than a board member. Personally I think it is fine for either an officer or a board member to fill that role, so the proposed language below allows it to be either depending on what we decide each year. I use the phrase Finance Coordinator to delineate between Board Members and Officers, but I think whatever nomenclature we choose is fine.
Current Version
Appointed officers:
Appointed officer positions will be determined by an annual vote of the Board.
…
Duties of the Chief Financial Officer
§ Update the membership spreadsheet
§ Deposit checks in a timely manner during the school year
§ Make payments as needed for official business
§ Request a Board vote for all expenses that require a personal reimbursement to the Chief Financial Officer
§ Ask for a Board vote for any expenses incurred by other Board members that do not fall within their regular, yearly duties (so, for instance, we would not need to vote on the Tournament Director ordering trophies but would need to vote on the Tournament Director attending a conference)
§ Produce end of the year financial statements to send out to the Board by April of the following year
§ Check bank statements and make sure that at least one other Board member receives a duplicate copy of the bank statement
§ Periodically update the Board on our financial status (especially around times of major expenses, such as the tournament)
§ Maintain our non-profit tax status with Texas and the IRS and file all necessary tax paperwork. This is best done in coordination with a professional accountant.
Proposed Additions and Modifications
Under the Obligations of the Board section:
Duties of the Finance Coordinator
§ The Finance Coordinator may complete the duties listed below, or may delegate them to a Chief Financial Officer appointed by the Board. If a Chief Financial Officer is appointed, the Finance Coordinator will solicit regular reports on the NDCA’s finances and report that information to the Board.
§ Update the membership spreadsheet
§ Deposit checks in a timely manner during the school year
§ Make payments as needed for official business
§ Request a Board vote for all expenses that require a personal reimbursement to the Chief Financial Officer
§ Ask for a Board vote for any expenses incurred by other Board members that do not fall within their regular, yearly duties (so, for instance, we would not need to vote on the Tournament Director ordering trophies but would need to vote on the Tournament Director attending a conference)
§ Produce end of the year financial statements to send out to the Board by April of the following year
§ Check bank statements and make sure that at least one other Board member receives a duplicate copy of the bank statement
§ Periodically update the Board on our financial status (especially around times of major expenses, such as the tournament)
§ Maintain our non-profit tax status with Texas and the IRS and file all necessary tax paperwork. This is best done in coordination with a professional accountant.
Under the Appointed Officers section:
Duties of the Chief Financial Officer
§ Complete any duties delegated by the Finance Coordinator.
Curriculum Coordinator
At the Glenbrooks meeting we added a duty to the Curriculum Coordinator’s role.
Current Version
Duties of the Curriculum Coordinator
§ Solicit coaches for updated curriculum materials routinely and inform membership when new materials have become available
§ Work with the Web Manager to create an organized online presence for those materials
§ Develop strategies for coach education (such as workshops) and discuss those with the Board
Proposed Addition
Duties of the Curriculum Coordinator
§ Solicit coaches for updated curriculum materials routinely and inform membership when new materials have become available
§ Work with the Web Manager to create an organized online presence for those materials
§ Develop strategies for coach education (such as workshops) and discuss those with the Board
§ Coordinate the creation of the Novice Policy Packet, to be constructed with the direction of the Board.