Executive Board and Committees
2017 - 2018 Season

EXECUTIVE BOARD POSITIONS

Executive Board Members will have annual terms from September 1st to September 1st Each Year

1. President
2. Vice President
3. Secretary 
4. Treasurer
5. Treasurer Elect
6. Historian
7. Webmaster
8. Executive Committee Chairperson
9. Coaches

BOARD POSITION DUTIES/RESPONSIBILITIES

PRESIDENT

• Organize all board meetings
• Organize and meet with other board elects
• Organize and oversee all departments on parent board and sub committees (chairpersons)
• Will update and brief the YTF representative on all sub committees through meeting minutes
• Attend Youth Target Foundation (YTF) board meeting annually
• Purchasing of Team materials must be done with YTF representative
• Must be signee on bank account

VICE PRESIDENT

• Oversee volunteer board
• Assist with fundraising along with President
• Keep track of range Fees and credits for team (this information must be sent to President, Secretary, Treasurer and YTF representative for confirmation)
• Work with YTF board
• Run meetings in absence of president

SECRETARY

• Keep all board meeting minutes
• Collect and send all paperwork to Scholastic Clay Target Program (SCTP) for team members, coaches. Volunteers and team formation.
• Submit meeting minutes to YTF representative via President
• Organize and gather all paperwork for team membership and keep the mast file of members
• Send out all information to team, board and coaching staff
• Organize calendar for events and submit to webmaster
• Must submit chapter by-laws to principal of school, president and YTF representative

TREASURER

• Collect all monies for team and from secretary
• Must be a signee on bank account for chapter
• Keep track of all credits with vice president and YTF representative
• Send statements and reconciliations to YTF bi-annually
• Keep financial information and club transactions in a financial software
• Monthly financial report to parent board and executive board

TREASURER ELECT

• Assist the treasurer with all duties
• Oversee activities of the fundraising committee

HISTORIAN

• Document and gather all photos and videos of all activities
• Submit all photos and videos to webmaster weekly
• Submit all photos and videos for any team member for any national competition, Olympics or scholarships
• Assist in planning of banquet

WEBMASTER

• Create and develop website for chapter
• Gather photos and videos from historian and put on website
• Gather calendar from secretary and update on website
• Keep website updated weekly

EXECUTIVE COMMITTEE CHAIRPERSON

• Executive Committee Chairperson will be over all sub-committees and will report to the board and YTF representative.

SUB-COMMITTEES

Each sub-committee will have a Chairperson that will report to the Executive Committee Chairperson.

CLOTHING COMMITTEE

Purpose: To provide Uniforms, Spirit Wear and Letterman Jackets for the Marcus Clay Target Team.
Responsibility: The clothing committee can be divided into 3 sub committees, Uniforms, Spirit Wear, Letter Jackets.

The Uniform Sub-committee will:

• Select the practice and competition uniforms with input from the Youth Board.
• Research vendors to determine best quality and pricing for clothing.
• Provide selection recommendations, cost, and pricing for approval by the Executive Board.
• Order the sizes and quantities needed for the Team and Coaches.
• Distribute of uniforms to members and coaches.
• Provide a detailed accounting to the Treasurer of all costs and money received for uniforms.

Spirit Wear Sub-Committee will:

• Research vendors and select best possible quality and pricing.
• Provide selection recommendations, cost, and pricing to the Executive Board for approval.
• Order the quantities approved by the Executive Board.
• Sell/distribute all items.
• Provide a detailed accounting to the Treasurer of all cost and money received.

Letter Jacket Sub-Committee will:

• Work with the Scholarship/Lettering Committee to determine who's qualified to order Letter Jackets.
• Work with vendor to schedule sizing and ordering of Letter Jackets.
• Work with vendors to order and purchase patches.
• Distribute information from the vendor to students and parents allowing the option to order a Letter Jacket with their specifications.
• Distribute Letter Jackets when they arrive.
• Provide to the Treasurer a detailed accounting of costs for patches or any other costs incurred by the team in the ordering and distribution of Letter Jackets.

FUNDRAISING & SUSTAINED RELATIONSHIP COMMITTEE

Purpose: Identify fundraising activities and present them to the Executive Board for approval.
Responsibilities: 

• Identify fundraising activities and present them to the Executive Board for approval.
• Once activity is approved, organize the event.
• Identify corporations and or individuals with potential interested in supporting the Marcus Clay Target Team and submit them for Executuve Board review.
• Once approved by the Executive Board, secure a meeting with parties of interest and give a presentation about the Marcus Clay Target Team and sponsorship opportunities.
• Identify potential shooting events for the team to work to earn funds.
• Identify and submit grant applications for funds.

SCHOLARSHIP / LETTERING COMMITTEE

Purpose: To work with the Coaches and the Executive Board to track athlete's fulfillment of lettering requirements and to approve scholarships for graduating athletes.
Responsibilities: 

• Work with the Coaches and the Executive Board to define specific requirements for lettering
• Communicate these requirements to athletes and partents to include having the athletes provide documentation regarding the fulfillment of each requirement.
• Work with the Coaches and athletes to track each athlete's progress towards minimum lettering requirements
• Provide suggestions and coordination to athletes and parents regarding personal community service opportunities as well as Team Service Hours.
• At the end of the season, determine which athletes met the minimum lettering requirements by reviewing athlete's Point System Record Card.
• Confirm that athletes who met the minimum lettering requirements are also in good standing at the completion of the season.
• Provide names of all athletes who me the minimum lettering requirements to the Clothing Committee for Letter Jacket purchase.
• Work with the Executive Board to confirm which graduating athletes have fulfilled the requirements to recieve a scholarship.
• Work with the Treasurer to confirm funding of scholarships.

EQUIPMENT/QUARTER MASTER COMMITTEE

Purpose: To procure, maintain, and distribute all equipment owned by the team. To inventory team guns quarterly. To hold cleaning/maintenance education sessions. To manage the procurement of ammo for the team.
NOTE: Members should have knowledge of firearms and should be able to ascertain the condition of the firearms. Members will not be responsible for storing or cleaning of the firearms. Cleaning of the firearms is the responsibility of the team. Storage of the firearms will be the responsibility of the coach or designee.
Responsibilities: 

• Develop and maintain a process for checking in and out firearms and other Team owned equipment. This process should be developed in coordination with the Team Coach(es).
• Determine equipment requirements for practices and competitions for the Team.
• Propose any additional equipment needs to the Executive Board.
• Annually provide budget estimates for new equipment and equipment maintenance to the Executive Board for inclusion in the Annual Budget.
• Ensure that all necessary equipment is available at practice and competitions.
• Coordinate with the Coach(es) on the initial ordering of Team ammo and on-going purchases as needed.

SOCIAL COMMITTEE

Purpose: To help create and promote a positive team spirit and team cohesiveness with the atheletes, parents, grandparents, siblings, etc.,.
Responsibilities: 

• Coordinate the transport, setup and tear down of the team tents, chairs, coolers and banners.
• Store team tents, chairs, coolers, etc., in a weather protected and secured area.
• Create a team "Headquarters" at competition events where ahtletes and families can congregate.
• Bring games to keep athletes and families entertained during down times (playing cards, corn hole, etc.,. for example.)
• Bring donuts, breakfast tacos, water, sports drinks and snacks to competitions (MCTT Board to provide budget).
• Will be actively involved in planning of team dinner after competitions and in planning the end of the year team banquet.