Executive Board Rolls and Responsibilities
Duties of Corporate Officers
The President shall preside at all meetings and shall serve as Chairman of the Board of Directors.
The Vice President shall assist the President in the discharge of his/her duties, and shall officiate in the President’s absence. The Vice President shall chair the Standing Committee on Operations and Boathouse Maintenance.
The Secretary shall keep a complete journal of the proceedings. The Secretary shall be responsible for notifying Board members of all regular and special meetings and shall keep an accurate membership roster including telephone numbers. The Secretary is responsible to provide all members of the Board of Directors with draft minutes of PWCA Board of Director meetings within a reasonable time period (approx. 1 week) following the conclusion of the meeting. The secretary shall be responsible for maintaining all official PWCA Documents to include the Master Eligibility Lists from which boathouse proportional representation is derived.
The Treasurer shall receive all monies paid to the PWCA, deposit such monies in a financial institution approved by the Board of Directors and disburse monies by the authority of the Board of Directors. He/She will keep regular accounts of receipts and expenditures of PWCA, and present a financial statement to the Board of Directors at each regular meeting. The Treasurer shall, with the assistance of other members of the Board, prepare all other financial reports required from PWCA to operate under the meaning of Section 501(c)(3) of the Internal Revenue Code, as amended. The Treasurer shall also be responsible for maintaining vital records, currency of all insurance policies, and required state and local documents. The Treasurer will chair the Standing Committee on Fees and
Budget.
COMMITTEES
The Board of Directors is hereby empowered to create such committees it deems necessary. Such a committee may be a Standing Committee or Temporary Committee. The committee chair of the Standing Committee shall be determined by the By-Laws. The committee chair for a Temporary Committee shall be appointed by the President of PWCA. Committee members may be, but need not be, members of the PWCA Board or its member organizations. Full member organizations will identify by name individuals who will be capable of consistent attendance to all standing committees.
Standing Committees-
Two standing committees shall be created:
the Standing Committee on Fees and Budget and the Standing Committee on Operations and Boathouse
Maintenance.
Standing Committee on Fee and Budget.
This committee shall have one consistent representative from each Full Member organization and will be chaired by the PWCA Treasurer. This committee shall meet by April 10th each year to recommend a budget for PWCA for the next fiscal year and recommend boathouse revenues, other standard allocations and usage fees, and any other appropriate revenues needed to fund PWCA activities and any reserves deemed prudent. This committee shall annually recommend to the Board of Directors fiscal guidance concerning payment of unscheduled or unplanned expenses. These recommendations will be presented to the Board of Directors for approval at the last meeting of the current fiscal year. The committee may meet as necessary at other times of the year to facilitate its business or respond to requests of the Board of Directors.
Standing Committee on Operations and Boathouse Maintenance.
This committee shall have one consistent representative to be identified from each Full Member organization and will be chaired by the PWCA Vice President. This committee shall meet as needed throughout the year to effect policies established by the Board of Directors. The committee will interface with Prince William County Park Authority; will develop Standard Operating procedures and protocol for boat and launch operations in the vicinity of the PWCA boathouse; and will oversee safety, scheduling, rack and storage space operations. The committee shall have oversight of ongoing facility operations and maintenance and such other special projects as designated by the Board of Directors. The committee shall develop and maintain an Operations Handbook outlining the procedures to be followed by all PWCA members for boathouse operations.
The President shall preside at all meetings and shall serve as Chairman of the Board of Directors.
The Vice President shall assist the President in the discharge of his/her duties, and shall officiate in the President’s absence. The Vice President shall chair the Standing Committee on Operations and Boathouse Maintenance.
The Secretary shall keep a complete journal of the proceedings. The Secretary shall be responsible for notifying Board members of all regular and special meetings and shall keep an accurate membership roster including telephone numbers. The Secretary is responsible to provide all members of the Board of Directors with draft minutes of PWCA Board of Director meetings within a reasonable time period (approx. 1 week) following the conclusion of the meeting. The secretary shall be responsible for maintaining all official PWCA Documents to include the Master Eligibility Lists from which boathouse proportional representation is derived.
The Treasurer shall receive all monies paid to the PWCA, deposit such monies in a financial institution approved by the Board of Directors and disburse monies by the authority of the Board of Directors. He/She will keep regular accounts of receipts and expenditures of PWCA, and present a financial statement to the Board of Directors at each regular meeting. The Treasurer shall, with the assistance of other members of the Board, prepare all other financial reports required from PWCA to operate under the meaning of Section 501(c)(3) of the Internal Revenue Code, as amended. The Treasurer shall also be responsible for maintaining vital records, currency of all insurance policies, and required state and local documents. The Treasurer will chair the Standing Committee on Fees and
Budget.
COMMITTEES
The Board of Directors is hereby empowered to create such committees it deems necessary. Such a committee may be a Standing Committee or Temporary Committee. The committee chair of the Standing Committee shall be determined by the By-Laws. The committee chair for a Temporary Committee shall be appointed by the President of PWCA. Committee members may be, but need not be, members of the PWCA Board or its member organizations. Full member organizations will identify by name individuals who will be capable of consistent attendance to all standing committees.
Standing Committees-
Two standing committees shall be created:
the Standing Committee on Fees and Budget and the Standing Committee on Operations and Boathouse
Maintenance.
Standing Committee on Fee and Budget.
This committee shall have one consistent representative from each Full Member organization and will be chaired by the PWCA Treasurer. This committee shall meet by April 10th each year to recommend a budget for PWCA for the next fiscal year and recommend boathouse revenues, other standard allocations and usage fees, and any other appropriate revenues needed to fund PWCA activities and any reserves deemed prudent. This committee shall annually recommend to the Board of Directors fiscal guidance concerning payment of unscheduled or unplanned expenses. These recommendations will be presented to the Board of Directors for approval at the last meeting of the current fiscal year. The committee may meet as necessary at other times of the year to facilitate its business or respond to requests of the Board of Directors.
Standing Committee on Operations and Boathouse Maintenance.
This committee shall have one consistent representative to be identified from each Full Member organization and will be chaired by the PWCA Vice President. This committee shall meet as needed throughout the year to effect policies established by the Board of Directors. The committee will interface with Prince William County Park Authority; will develop Standard Operating procedures and protocol for boat and launch operations in the vicinity of the PWCA boathouse; and will oversee safety, scheduling, rack and storage space operations. The committee shall have oversight of ongoing facility operations and maintenance and such other special projects as designated by the Board of Directors. The committee shall develop and maintain an Operations Handbook outlining the procedures to be followed by all PWCA members for boathouse operations.