W.I.L.L. Board of Directors

Job Descriptions and Responsibilities

 

Purpose

The purpose of the W.I.L.L. Board of Directors is to oversee the long term objectives and direction of the Wyoming FFA State Leadership Camp and to oversee the camp finances and budget.   The Board will strive to uphold the vision and values that camp was founded on.

 

The board consists of 5-8 members comprised of individuals interested in helping oversee the personal and leadership development of Wyoming youth.  The election protocol for the board is outlined in the Bylaws in Section 3-A. 

 

Responsibilities

There are specific responsibilities that all board members are accountable to, in addition to the responsibilities of the elected officers of the board.  The responsibilities of all board members include:

 

  • Approving and overseeing camp budget and expenses, including:
    • Annual reporting
    • Accounting costs
    • Staff costs
    • Approve camp purchases
    • Approve activities and programming expenses
    • Selecting an accountant for annual audits and tax reporting
  • Maintain board policies and practices
    • Board member elections
      • Communication with outgoing counselors that may be interested in continued involvement in camp through the board
      • Communication with WVATA members as possible board members
      • Communication with current and past State Officers as possible board members
    • Board member terms
    • Board Bylaws
    • Corporate maintenance
      • 501c3 filings, state filings, IRS, etc.
  • Selection and training of camp Director and Associate Directors
  • Camp logistics (to be coordinated with Camp Director.  The board may approve any of the following if selected by the Director)
    • Select cooks
    • Select camp facility and negotiate contract
    • Select Liability Insurance
    • Select Health/Accident insurance
    • Select camp dates
    • Determine registration fees
    • Communicate with state staff, state officers, and ag teachers
    • Promotion of camp
    • Camp counselor selection
    • Screening of camp workshops and activities

 

Officers

The board will elect four officers: President, Vice President, Secretary and Treasurer.  Each position is re-elected on an annual basis.  The responsibilities of these positions are outlined below.

 

President

  • Call and run all meetings (including arrangements for facilities and conference calls as appropriate)
  • Provide agenda for all meetings prior to meeting day
  • Overall board management of board policies and practices
  • Assist in handling financial matters as needed
  • Serve as a contact person for the Camp Director
  • Oversee website maintenance

 

Vice President

  • Call and run meetings in the absence of the President
  • Oversee board member nominations
  • Assist camp Director with camp promotion
  • Maintain WILL Board of Directors Job Descriptions and Responsibilities document

 

Secretary

  • Keep and distribute minutes of all board meetings
  • Keep record of all board applications (ie: directors and associate director applications)
  • Keep record of board terms and limits for current board members
  • Assist with website maintenance as needed
  • Provide correspondence with sponsors, counselors, etc. as needed
  • Maintain board packet (including packet distributed at the September 2008 meeting, plus the yearly board calendar)

 

Treasurer

  • Work with Camp Director and Executive Secretary/Treasurer to draft and maintain camp budget
  • Work with Executive Secretary/Treasurer to present financial information at all board meetings
  • Work with Associate Directors to maintain a current sponsors list and maintain regular contact with those sponsors

 

All board officers will transfer appropriate documents and materials to newly elected officers at the annual in person meeting of the board when new officers are installed.


 

Executive Secretary/Treasurer

The board will select an Executive Secretary/Treasurer that will fulfill the following responsibilities:

  • (Executive Treasurer) Maintain financial records for camp on Quick Books including:
    • Transferring/changing names on bank accounts
    • Balancing camp check book
    • Tracking expenses and reimbursements
    • Necessary steps for auditing as needed
    • Maintain communication with Treasurer to present financial information at all board meetings
    • File all tax reports
    • Keep current on non-profit law and tax requirements
    • Maintain electronic back-up files of all camp financial documentation
  • (Exec. Sec. responsibilities from Tyler)

 

Director and Associate Director(s)

The board will elect a camp director and two associate directors on a biannual and annual basis, respectively.  The following outlines the responsibilities of these positions.

 

Director

  • Camp planning
    • Hold camp planning meetings as needed with camp counselors and others
    • Communicate with camp staff and board
    • Communicate with cooks, including approving menus and ordering groceries
    • Communicate with ag teachers
    • State Convention slide show
    • Create booklets and handouts
    • Select and notify scholarship recipients
      • Work with Rural Rehab and provide follow up reports
  • Counselors
    • Communicate with counselors
    • Select counselors
    • Counselor training
    • Junior Counselor selection and training
  • Camp
    • Establish camp programming and activities
    • Create and maintain registration forms/waivers
    • Overall management of camp
      • With input of board, make decision to cancel camp due to inclement weather, etc.
    • Camp follow up, including feedback forms, outstanding expenses, outstanding receivables, etc.

 

Associate Director(s)

  • Assist Director with above responsibilities as needed
  • Mentoring and leading State Officer and Camp Officer teams during camp (each Associate Director should be in charge of one of these teams during each session of camp)
  • Work with Treasurer to maintain a current sponsors list and maintain regular contact with those sponsors
  • Work with Director, counselors and officers to maintain an electronic workshop file

 

Drafted December 2007

Adapted at September 2008 board meeting

  

Download Bylaws: WILLCorporateDescriptions.doc

© 2008 WILL