EXECUTIVE BOARD POSITIONS
a) Annual goal setting and monitoring.
b) Maintain consolidated list of actions accomplished and actions to do for both board and non-board positions.
c) Follow up with board and non-board members on action item status. Report status monthly.
d) Arrange and run board meetings.
e) Work with Treasurer to establish annual budget forecast for the various activity needs. Present budget plan for the next 4 quarters at board meetings (covering planned income vs. planned expenditures).
f) Coordination of all legal and insurance matters.
g) Correspondence to membership.
h) Quarterly President’s Message in Newsletter.
i) Support all board members as required.
j) Attend annual USRA leadership conference.
a) Support President in all his/her duties, especially goal setting and monitoring. Essentially, these duties would be shared to maximize what gets accomplished.
b) Coordinate, monitor and tally results for all elections. Provide results to Secretary for archival purposes.
c) Coordinate all scholarship programs.
d) Coordinate and maintain all rewards and recognition programs to membership, board members, and non-board members.
e) Coordinate nominations and votes for the awards at the Annual Awards Banquet at State Doubles.
f) Special Projects Coordinator for all projects which are of current importance to Board but outside the scope of other position duties.
g) Attend annual USRA leadership conference.
a) Maintain financial books/bank account.
i) Keep spreadsheet detailing all income and expenses.
ii) Bank Account: United Bank.
(1) Checking account only.
(2) Statements delivered to treasurer’s house and kept in a folder.
b) Pay invoices, reimbursement requests and other CVRA expenses incurred.
c) Coordinate the paperwork and financial aspects of new memberships received from the CVRA and USRA
i) Collect USRA membership forms and money (this includes checks made out to CVRA, USRA, and a check from the tournament director for any memberships wrote out to someone else or paid in cash).
ii) Send info on memberships into USRA with money as needed:
(1) This is done after every sanctioned tournament in Virginia.
(2) There is a form that must be filled out that explains how much money is owed to USRA. When we have a rebate balance with the USRA, we don't actually have to submit money to them, with 2 exceptions:
(a) Checks written directly to USRA are sent in.
(b) Money collected from out-of-state members must be submitted in full to USRA.
(3) Membership information is sent to:
1685 West Uintah
Colorado Springs, CO 80904-2906
d) Coordinate with USRA to receive quarterly rebates and ensure CVRA meets all requirements to attain them. The USRA offsets this rebate amount against the money we owe them from USRA memberships that were paid directly to the CVRA. Keeps records of all the above and ensure our records match the USRA records and reconcile where needed.
e) Submit annual CVRA Incorporation state dues.
f) Submit annual federal and state tax returns if we start deciding to do this. Currently, our Accountant Mike Spring has told us that we don't need to fill out tax returns.
g) Quarterly report of financial status in board meetings and newsletter.
i) For the board meeting, give an overview of account status.
ii) For the newsletter, write out a brief report of how much money the CVRA has in its checking account, and explain the difference from the previous quarter. Also use the column to tell members about various money-related matters (reminders to sign up through CVRA instead of directly with USRA, upcoming fundraisers, etc).
h) Work with President to establish annual budget forecast for the various activity needs. Present budget plan for the next 4 quarters at board meetings (covering planned income vs. planned expenditures).
a) Maintain and distribute Board meeting minutes.
b) Write updates to all living CVRA documents such as the bylaws, job descriptions, policies, procedures, etc. unless assigned to another board member.
c) Work with webmaster to create and maintain a centralized location of all current and historical documentation of all pertinent CVRA records including meeting minutes, board votes/decisions, election results, bylaws, policies, procedures, position descriptions, etc. put under www.cvra.org/library accessible by the membership. Any board eyes only items should be put under www.cvra.org/board and have a secure access solution.
d) Keep a backup copy of all the items above in a physically separate location.
e) Coordinate with Webmaster to move the above current and historical documents to the web on a timely basis.
f) Draft CVRA correspondence as required.
g) Send out "as required" email communications to membership for items which need more timely communication than the monthly newsletter.
BOARD AND NON-BOARD POSITIONS
Club Relations Coordinator
a) Actively communicate with Club Managers and Club Representatives to give information to them and to listen to their needs and desires.
b) Ensure all clubs have a Club Representative.
c) Support growth of racquetball within clubs.
d) Provide clubs with materials showing the financial benefits of racquetball to their business (most of this is available from the USRA).
Club Representatives (1 at each club)
a) Liason between the CVRA Club Relations Coordinator and the racquetball program at their club.
b) Distribute and post materials within their club as requested by the CVRA Club Relations Coordinator.
c) Provide feedback to the CVRA Club Relations Coordinator on how the CVRA can help their club.
Fundraising Team (3)
a) Coordinate tournament auctions, raffles, and other fundraising events.
b) Create, organize and coordinate non-tournament fundraising events.
c) Maintain physical inventory of all materials for auctions.
d) Actively solicit sponsorships for the website, newsletter, and tournaments to continually grow our income base.
e) Maintain a solicitation kit to sell benefits of sponsorship to prospective sponsors.
Grassroots Program Development Coordinator
a) This will grow over time and can expand to include High School and Intercollegiate, but for now let’s just do Juniors.
b) Develop and maintain a Juniors Development program.
c) Find ways to increase Junior’s participation in tournaments.
d) Provide support to Virginia clubs for including racquetball in their summer camps for kids.
e) Initiate and maintain program for Junior Training Camps.
f) Initiate and maintain a program for Junior leagues.
g) Develop a Junior’s Scholarship Award program (coordinate with VP on this)
h) Attain sponsors for the program.
Media Relations Coordinator
a) Proactively support Webmaster and Newsletter Editor as required to coordinate the ongoing solicitation, review and maintenance of any and all CVRA related information.
b) On-going review of newsletter and website. Make recommendations as necessary to ensure quality, timeliness, consistency and completeness of these medias.
c) Work with local media to get press of racquetball related news on at least States and Regionals.
d) Incorporate our information into Club newsletters/emails where appropriate.
e) Informing the public of the nature and benefits of racquetball, and encouraging public support.
a) Create and monitor goals to increase membership.
b) Survey member satisfaction.
c) Ongoing enhancement of quality and quantity of membership services.
d) Ensure quality of rankings as provided from USRA before submission to website and newsletter.
e) Support USRA goals for membership services including:
i) AmPro Certification
ii) Referee Certification Program
iii) National Outreach Program
a) Actively solicit information from everyone in order to publish our quarterly newsletter.
b) Maintain an accurate list of which articles get printed in which newsletters.
c) Limit the size of the newsletter based upon the sponsor money received. All newsletters should pay for themselves unless approval from the President and Treasurer are granted ahead of time.
Photographers (2 or more)
a) Take pictures at all sanctioned tournaments.
b) Post pictures onto the website via the CVRA tools provided within 2 weeks after the tournament. Be sure the pictures are the minimal size required for web posting (72-96 dpi, .jpeg format, 50-100 KB).
c) Provide the newsletter editor some pictures for the newsletter. They should be of the right quality for paper print (usually 300 dpi) and compressed as much as possible for this resolution.
a) Every month request State Rankings and Gold Points files from Kevin Joyce of the USAR, phone (719) 635-5396.
b) Review these files for people who are the same person but used different names to enter the various tournaments. Combine the points for these people and inform Kevin Joyce to do the same in his database. Use access to the USAR database to help determine if 2 similar names are different people or the same person.
c) Save the 2 editted files as “rankings.csv“ and “goldrankings.csv“. The files should be able to be opened in notepad with no special Excel formatting. Be sure the end of the files end at the last line of text in the file. Extra blank lines will ruin the import process.
d) Go to “Admin / File Manager“ on the website.
e) Click “Add File“, browse for the 2 files, then add them. You can overwrite the old file with the same name. This automatically updates the rankings page on the website.
f) Verify the rankings pages were updated properly with the new data.
a) Keep up to date and professional looking marketing materials which can be used to effectively sell our product to the sponsors. These materials should be provided to the webmaster for posting on the website.
b) Actively solicit sponsors for the newsletter and website to cover the costs of both of them 100%.
c) Follow up with all sponsors to ensure their bills are paid within 30 days after the ad is placed.
Tournament Reporting Coordinator
a) Ensure that 1-2 board representatives per tournament will be available to:
i) show up at least 1 hour before the start of the tournament to collect USA Racquetball (USAR) membership forms and money from all entrants that are not USAR members,
ii) highly encourage players to get the membership BEFORE the tournament entry deadline,
iii) display any CVRA promotional materials as asked,
iv) Enter all match results into the USAR Results reporting system during the tournament,
v) Mail the USAR Membership forms and money to the USAR no later than Monday after the tournament.
vi) Submit the tournament results via the USAR electronic reporting sytem once all memberships have been processed by USAR. This MUST be done within 14 days after the tournament or we lose $50.
b) Soliciting quotes for State Singles and Doubles.
c) Create new ideas to improve tournaments and increase participation.
d) Any and all support to tournament directors
a) Proactively contact all clubs that normally schedule tournaments each year to coordinate the dates for all sanctioned tournament 1 year in advance.
b) Ensure the President, webmasters and newsletter editor are all kept up to date on all schedule changes and issues.
c) Use the USA Racquetball Sanctioning system to sanction all tournaments 6-10 weeks in advance. The $100 sanctioning fee must be paid by the CVRA or the tournament director.
d) Keep the USA Racquetball Sanctioning system updated for any and all tournament information changes.
e) Ask the tournament directors when they each want their printed mailing labels and provide them by that date as long as the tournament is sanctioned.
Webmasters (2 or more)
a) Proactively maintain website with up to date information.
b) Maintain the email addresses and email distribution lists as requested.