WCCSC Governance Structure 2016/17
This document provides a description of the governance structure for the Whitehorse Cross Country Ski Club (WCCSC), and descriptions of each Board member and Manager positions; and their roles, responsibilities and overall job duties. This document also includes an organizational chart. This governance model will be implemented as of August 1, 2016 (beginning of the 2016/17 year).
The Board has eight members and consists of a President, Vice-President, Past President, Treasurer, Secretary, and three “Directors-at-large”. The Board has the overall accountability to ski club members, and is guided by the club Bylaws and policies. The Board will continue the current approach as a policy- based Board. The Board will focus on setting the general (strategic) direction, develop and approve policies, budget, annual membership fees, and other similar items for managers of the club to implement in their daily operations.
To clearly identify roles and responsibilities within its area of responsibility, and to ensure even distribution of tasks and duties, detailed job descriptions for all Board members will be prepared and approved by the Board. Job descriptions are currently in place only for four of the eight board positions. These four descriptions should be revised, and new descriptions should be developed for the four remaining Board positions.
The Board will establish committees as required to develop certain tasks or address specific concerns. These committees may be established for as long as they may be required. Examples are the Dog Committee, Policy Review Committee, and others.
The governance structure includes three manager positions: the Club Manager (CM), the Assistant Club Manager (ACM), and the Operations Manager (OM). The CM is directly accountable to the Board and overall is the senior staff person. The OM and ACM work under the CM, however, the OM champions its own respective area of responsibility.
Both CM and OM will continue to provide monthly reports to the Board, and attend Board meetings as required, throughout the calendar year.
The CM and OM should be full-time positions, and the ACM will be a part-time position (full time from October through March each year) The full time hours for the CM and OM should be averaged on an annual basis, and as managers they will be expected to work more than 40 hours per week during the winter season (September to April), while they would naturally work less than 40 hours during the April to August portion. Their salary should be paid out monthly pro-rated based on one-twelfth of 2080 hours.The CM and OM are responsible for hiring their respective staff (in addition to the ACM) as long as they stay with their respective budgets.
Job Descriptions for Managers and Staff
The Board is responsible to develop job descriptions for the three managers to reflect the roles and responsibilities in the governance model, and the CM and OM are responsible to develop job descriptions for their respective staff. The job description for each position shall be attached to the annual contract.
The CM and OM are responsible to develop job descriptions for their respective staff. The job description for each position shall be attached to the annual contract.
This governance model includes a Volunteer Coordinator position be developed. Reporting to the Club Manager, this position would preferably be filled by a volunteer, and would be part-time (estimated at 5- 10 hours per week on average). The main function of the position would be to develop and maintain a volunteer database, from which managers and Board could draw volunteers for various tasks, programs and events. We could accomplish a whole lot more if we had a volunteer database to draw from. This could also be a paid, part-time position; however, it would further draw down our budget.
The CM is responsible to develop contracts for the Accountant and the Bookkeeper. These contracts should be signed by the President.
Signing Authority Levels
The CM and OM are authorized to approve budgeted expenditures within their respective areas of responsibility up to $2,000 per expenditure. They are also authorized to approve unbudgeted expenditures up to $200 per expenditure.
The President is authorized to approve budgeted expenditures up to $5,000 per expenditure. The President is also authorized to approve unbudgeted expenditures up to $1,000 per expenditure. The Board will approve any expenditures that exceed these amounts.
Board of Directors 2016/2017
The board was elected at the Annual General Meeting on October 5, 2016.
President: Bill Curtis
Vice President: Dermot Flynn
Secretary: Bengt Pettersson
Treasurer: Adam Greenwood
Directors: Marcus Waterreus, Jonathan Kerr, Susan Tinevez
Past President: Craig Thur