How We Operate

SMYSC is a non-profit organization that operates on our volunteer's best efforts. The nature of this organization means that coordination and communication are difficult to achieve. Solving this problem without putting undue pressure on the individuals filling these roles is critical to maintaining appropriate workload levels for these volunteers.

The following structure is intended to meet the legal requirements and enable many hands to carry a lighter load.

Standard Leadership Meeting Cadence

To ensure that we as a club are operating well and communicating effectively, we will have a series of meetings throughout the year to ensure that the club's leadership is aligned. These meetings will be held regularly: annually, monthly, and weekly.

Annual General Meeting 

 

  • Audience: Executive Board, Volunteers, Service Providers, Sponsors, Coaches and Members 
  • Purpose: Legal Requirement for non-profit organizations 
  • Primary Agenda Items 
    • Approve Annual Budget
    •  Officer Reports 
      • Treasurer 
      • President
    •  Elect Officers 
  • Time\Location: 1st Month of Year (PUD 3 Auditorium)

 

Monthly Meetings

Virtual Working Sessions- 1st and 2nd Month of the Quarter 

  • Audience: Executive Board, Volunteers, Service Providers, Coaches and Members
  • Purpose:  Team Coordination
  • Primary Agenda Items: 
    • Operational Items 
  • Time/Location: 8pm Wednesday Nights- Virtual

 

In-Person Meeting - 3rd Month of Quarter 

  • Audience: Executive Board, Volunteers, Service Providers, Coaches and Members 
  • Purpose: Team Coordination 
  • Primary Agenda Items
    • Operational Items 
  • Time\Location: 6 PM - TBD

 

Weekly Board Meeting

  • Audience: Executive Board & Members at Large
  • Purpose: Weekly Coordination 
  • Primary Agenda Items 
    • Operational Items 
  • Time\Location: 1:30 PM Wednesday - Virtual Sessions 

 

Committees

  • Scholarship Committee 
    • Chair: Treasurer 
    • Defined Members: Secretary, President 
    •  Open to Public: No 
    • Charter: Review Scholarship Program Applications and Processes 
  • Disciplinary Committee 
    • Chair: Director of Competition 
    • Defined Members: President, Vice President Open to 
    • Public: No 
    • Charter: Review Scholarship Program Applications and Processes 
  • Fundraising Committee 
    • Chair: Vice President 
    • Defined Members: Treasurer, Secretary 
    • Open to Public: Yes 
    • Charter: Review Scholarship Program Applications and Processes