US LACROSSE CHAPTER ORIENTATION AGENDA • Introduction to Chapters • Chapter Board Roles & Responsibilities • Chapter Certification & Participation Report • Constituent Support Budget Process • Chapter Grant Program • Board Operations & Communication WHO IS US LACROSSE? • Largest, all-encompassing resource for lacrosse knowledge. • Founded in 1998 as the National Governing Body of men’s, women’s and youth lacrosse. • Largest lacrosse organization in the world, focused primarily on youth (U19) lacrosse, education, safety , experience of play and opportunities for all. • Volunteer-based organization - national board of directors and executive committee with equal representation from the men’s, women’s and youth games. • Headquarters is located in Baltimore, Md., with a staff of more than 80, plus over 300 volunteers and interns. • US Lacrosse has a network of 67 chapters covering 45 states, committed to developing and promoting the game starting at the grassroots level. 501 (c) (3) not-for-profit organization relies on membership dues, annual giving grants, endowments and sponsorships to achieve organizational mission and vision. Membership base grown to 425,000+ in 2013. For more information about US Lacrosse’s organizational structure, board of directors, staff directory, and strategic plan, please visit http://www.uslacrosse.org/about-us-lacrosse.aspx. MISSION AND VISION OF US LACROSSE OUR MISSION US Lacrosse is the national governing body of lacrosse. Through responsive and effective leadership, US Lacrosse strives to provide programs and services to inspire participation while protecting the integrity of the sport. OUR VISION We envision a future which offers people everywhere the opportunity to discover, learn, participate in, enjoy and ultimately embrace the shared passion of the lacrosse experience WHAT IS A CHAPTER? • A US Lacrosse Chapter is an extension of US Lacrosse. • A Chapter shares the same DNA as US Lacrosse, Inc. • Chapters are (typically) seen as a volunteer led extension of USL and its 501c3 charitable status sharing local responsibility for serving the lacrosse community. • The Chapter Network (currently 67 chapters nationwide) extends the national USL brand to the local communities it serves. • US Lacrosse values the dedicated army of volunteers who represent the organization in a professional, unbiased and selfless manner in the local communities. WHAT IS THE PURPOSE OF A US LACROSSE CHAPTER? US Lacrosse Chapters exist to serve players, parents, coaches, officials, program administrators, leagues, members and fans in a given geographic region in the United States. WHAT ARE THE PRIMARY RESPONSIBILITIES OF US LACROSSE CHAPTER? • • • • • • • Implement US Lacrosse National Standards (e.g. Youth Rules & Best Practices), and be the delivery mechanism for programs (CEP, OEP, & PCA), and services (Grants, Education & Training) to all constituents in the given geographic region. Deploy local and national lacrosse news and communications to all constituents. Attract, train and retain quality volunteers for local chapter and national service. Maintain comprehensive organizational capacity capable of remaining fully compliant with all US Lacrosse governance. Being fiscally responsible to the constituents with US Lacrosse funds and those funds self-generated through tournaments, events, local fundraising and sponsorships. Create and operate its own programs, services and events in accordance with the US Lacrosse mission, vision and the Chapter Agreement. Be seen as the unbiased support system for all lacrosse constituents in the geographic region. WHAT ARE THE VALUES OF A US LACROSSE CHAPTER? The success of USL Chapters will be directly related to the value they provide their local lacrosse community and constituent organizations. USL Chapters will strive to reflect the following values in order to most effectively support the vision and mission of US Lacrosse: • • • • • • • Service – Serve all constituents and constituent organizations in the geographic region. Transparency – Operate with openness and integrity fostering greater constituent support. Collaboration and Engagement – Conduct outreach that produces positive and productive relationships that serve to advance the sport. Excellence – Advance Quality in all organizational processes driving success in the organization. Responsible Growth - Expand opportunities for all constituents in the community Accountability – Provide good stewardship of resources Results Driven - Measure and Monitor results while maximizing resources. US REGIONAL BREAKDOWN • • US Lacrosse is represented by 67 regional chapters serving 45 states throughout the country. Chapters are divided into the following regions: 1. 2. 3. 4. 5. 6. 7. 8. • • • Pacific (9 chapters) Mountain (5 chapters) North Central (1 chapter) South Central (7 chapters) Great Lakes (8 chapters) South East (9 chapters) Mid-Atlantic (16 chapters) North East (12 chapters) Each chapter has an Executive Board that works with USL National The establishment of Chapters is designed to unite lacrosse enthusiasts within a given geographic region to advance the objectives of US Lacrosse. For more information and a full listing of chapters, please click HERE. REGIONAL SUPPORT Managing Director of Membership and Regional Development Director of Regional Development Associate Director of Western Regional Development Associate Director of Eastern Regional Development Group/League Manager Chapters Relations Associate Pacific Regional Manager South Central Regional Manager Northeast Regional Manager Membership Manager REGIONAL STAFF CORE RESPONSIBILITIES • Work with Chapters within their regions to develop an annual plan and budget that meets the newly established benchmarks and compliance documents as outlined in the Chapter Agreement – – – – Deploy USL programs and services to support the groups/leagues in Chapter Build organizational capacity of local board as defined by the Chapter Agreement Deploy broad constituent communication Recruiting and developing quality volunteers • Drive National USL Standards to the local level utilizing the Chapters as the “distribution points” for programs and services to support local groups and leagues • Responsible for understanding all of the constraints and blockages on the regional level to driving adoption of standards and to assist both National, Chapters and Leagues in dissolving constraints. REGIONAL DEVELOPMENT STAFF Sara Noon firstname.lastname@example.org Managing Director of Membership and Regional Development Steve Kirr email@example.com Director of Regional Development SARA NOON Managing Director, Membership STEPHEN KIRR Director, Regional Development Michael Cochran firstname.lastname@example.org Associate Director of Eastern Regional Development Assoc. Director of Eastern Regional Development Lindsay Comodore email@example.com Associate Director of Western Regional Development Assoc. Director of Western Regional Development Ashleigh Logan firstname.lastname@example.org Chapter Relations Associate Rob Lord email@example.com North East Regional Manager MICHAEL COCHRAN LINDSAY COMODORE ASHLEIGH LOGAN Chapter Relations Associate ROB LORD North East Regional Manager CHAPTER BOARD ROLES AND RESPONSIBILITIES OVERALL CHAPTER JOB RESPONSIBILITIES • Submitting all certification documents to US Lacrosse by May 31st each year • Submitting a budget to US Lacrosse on September 1st each year in order to receive funding the following year • Hosting a Constituent Support Budget Meeting once per year • Execution of the Chapter Agreement • Adoption of the US Lacrosse Chapter By-Laws • Attending up to 2 Regional Meetings per year • Holding at least 6 chapter board meetings per year • Act as the local representative and resource for constituents in the designated area EXECUTIVE BOARD • • • • President Vice President Secretary Treasurer • What follows are the primary positional responsibilities, please refer to the Chapter Board Descriptions for more information PRESIDENT – Leadership – Communication – Fiscal Responsibility – Governance • Detailed explanation found behind tab 3 VICE PRESIDENT Have general knowledge of US Lacrosse operations. Preside over all meetings and calls of the chapter when the President cannot be present. Take over the responsibilities of the president when necessary. Ensure the chapter is in compliance with US Lacrosse at all times. • Assist in delegating specific responsibilities to chapter board members to ensure activity SECRETARY • Draft agenda for meetings and calls based on chapter activities. • Inform USL of any chapter board member changes & keep updated roster • Coordinate meetings and calls alongside the president. • Take minutes of all meetings and calls and send to website coordinator to post on the chapter website. TREASURER • Assist the Chapter in keeping to a Calendar Fiscal year (Jan 1- Dec 31) • Produce financial statements, income statement & Balance sheet • Reconcile Chapter bank accounts monthly • Prepare the tax returns, both federal and, as required, local tax returns on an annual basis. • Abide by all US Lacrosse and non-profit regulations for book keeping, filing and financial procedures. BOARD POSITIONS Coaching Education Coordinator Officials Representative Umpires Representative Events Coordinator Diversity Representative Communications & Website Manager • Fundraising Coordinator • Marketing/Membership Representative • • • • • • • Sportsmanship Coordinator • Youth Representatives • Middle and High School Representatives • Chapter Teams Coordinator • Hall of Fame Coordinator • Program & Grant Coordinator • IRS Specialist/ Legal Counsel CHAPTER CERTIFICATION & PARTICIPATION REPORT CHAPTER CERTIFICATION Documents required to be submitted annually to remain certified & receive USL funding. CERTIFICATION DOCUMENTS Updated Annually Due 5/31 Chapter Agreement Signed by Chapter President Due 5/31 Chapter By-Laws Signed by Chapter President Due 5/31 CES Recommendation Signed by Chapter President Due 5/31 Completed by ALL board members Due 5/31 D&O Insurance Renewed Annually Due 5/31 Financial Summary Submitted Annually Due 5/31 Filing/Request Extension by 5/15 Due 5/31 Submitted Annually Due 11/30 Board Roster Conflict of Interest Policy Tax Filing Documentation Participation Report USL Covers CHAPTER CERTIFICATION WHY DO WE HAVE TO DO CHAPTER CERTIFICATION? A. Ashleigh loves paperwork B. Chapters have too much time on their hands C. To protect US Lacrosse’s 501c3 status CHAPTER CERTIFICATION WHERE DO I FIND & SUBMIT THESE DOCUMENTS? https://sites.google.com/a/uslacrosse.org/chapter-certification/home Please reach out to Ashleigh (firstname.lastname@example.org) for your chapter’s access information. PARTICIPATION REPORT WHAT IS THE PARTICIPATION REPORT? • Chapters submit the number of youth & high school lacrosse participants by program in their chapter footprint using an excel template provided by USL. • US Lacrosse only has membership numbers, but relies on chapters to supply total participation numbers (including member & non-member programs). • Completed Participation Report is due to USL by November 30th of each year. PARTICIPATION REPORT WHY DO WE HAVE TO DO THE PARTICIPATION REPORT? • USL’s Communications Department compiles a nationwide report to track the growth of the game across the country. • USL’s Membership Department tracks market penetration per chapter and prospects non-member groups. • The nationwide Participation Report is routinely used by athletic departments, school districts and other governing associations to help make decisions regarding their sponsorship of the sport. Past Participation Reports: http://www.uslacrosse.org/about-the-sport/participation-survey.aspx CONSTITUENT SUPPORT BUDGET (CSB) PROCESS OLD FUNDING MODEL US Lacrosse sent “rebates” to chapters based entirely on the number of members they had in their area. Cons: • Developing areas were trapped in a cycle • Developed areas with poor or inefficient chapter leadership were being sent tens of thousands of dollars • Chapters received funding regardless of whether their initiatives benefitted lacrosse in their area • Chapters not incentivized to plan, budget or strategize Bottom Line: Not a responsible or effective use of USL $$ NEW FUNDING MODEL The Chapter Effectiveness Subcommittee, (composed entirely of Chapter Leaders from around the country and USL staff), developed the Constituent Support Budget, and its accompanying process. Constituent Support Budget = CSB WHAT IS THE CONSTITUENT SUPPORT BUDGET? The Constituent Support Budget (CSB) is a form budget, submitted by every chapter, outlining their strategic priorities and operational initiatives for the coming year. The budget is broken into four strategic priorities: 1. 2. 3. 4. Deploy Programs & Services Broad Constituent Communication Recruit, Train, and Retain Quality Volunteers Build Organizational Capacity (Serve) (Communicate) (Cultivate Leaders) (Strengthen Infrastructure) “WHO, OR WHAT, ARE MY CONSTITUENTS?” Players Potential Players Coaches Officials US Lacrosse members Non US Lacrosse members Parents Leagues Officials’ Associations Coaches’ Associations Events/Tournaments Club Teams High School Associations Constituent? Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N “WHO, OR WHAT, ARE MY CONSTITUENTS?” Players Potential Players Coaches Officials US Lacrosse members Non US Lacrosse members Parents Leagues Officials’ Associations Coaches’ Associations Events/Tournaments Club Teams High School Associations Constituent? Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N WHAT IS THE CONSTITUENT SUPPORT BUDGET? THE CSB PROCESS HAS 3 STEPS: 1. Board Self-Evaluation – Talk to each other – “How are we doing?” 2. Constituent Meeting – Hear from your Constituents – “How can we help?” 3. Create a 2015 Budget – Combine steps 1 and 2 – “What should we do?” CONSTITUENT SUPPORT BUDGET PROCESS US Lacrosse Priorities Constituentdefined needs Board Passions Constituent Support Budget KEY TENETS OF THE CSB PROCESS • …That you’re listening to your constituents • …That you’re organized as a board • …That you’re doing. A planned budget fights inaction. • Remember: US Lacrosse staff, volunteers, chapters and chapter leaders are stewards of our members’ money. – It is our responsibility to use it responsibly REGIONAL MEETINGS We host three regional meetings for our chapters, (one west, one central, one east). Each chapter president and treasurer brings their planned budget for the following year. The regional meetings provide an opportunity to… – Connect with other chapters and chapter leaders – Find shared initiatives with neighboring chapters for opportunities to collaborate – Compare budgets • “You spend $X on hosting a Coaches’ clinic?!? We spend $Y. How do you do that?” Final budgets are due two weeks after the regional meetings ABOUT CSB 2013-2014 • The CSB Process helped us give MORE to our chapters in 2014. Armed with specific initiatives our chapters were pursuing and a mechanism for accountability, the Regional Development staff successfully secured increased funding for the chapter network. – In 2013, US Lacrosse invested $525,000 into the chapters through the old, “rebate” model. – In 2014, US Lacrosse will invest $650,000 into the chapters. Help us help you! HOW THE ALLOCATION WORKS • Every certified chapter receives a minimum of $2,500. • Your Constituent Support Budgets are evaluated to determine how much additional funding you will receive. • Q: “How do we account for unexpected expenses, new but necessary initiatives, and other unplanned chapter operations?” • Great question! – A: Chapter Grant Program. CHAPTER GRANT PROGRAM CHAPTER GRANT PROGRAM • US Lacrosse annually provides grants to its chapters in order to assist with the funding of programs and services to support the growth of the sport in local areas. – – – – – • • The number of grants awarded and the amounts awarded depend on how many applications are submitted and the actual programs for which they are funding. Chapters must submit a Grant Application in order to be awarded Only 100% compliant chapters are eligible to apply Follow Up Forms are required after the use of funds. Application Periods in 2014 are: OPEN DUE AWARDED February 15th March 15th April 15th July 15th August 15th September 15th For more information and to read about past awarded grants, please click HERE. USL Contact: Ashleigh Logan (email@example.com) CHAPTER RECOGNITION PROGRAM CHAPTER RECOGNITION PROGRAM • US Lacrosse recognizes the hard work of local US Lacrosse chapters through the Chapter Recognition Program. This program is designed to recognize chapters for their outstanding performance in fulfilling US Lacrosse’s mission to provide programs and services to inspire participation while preserving the integrity of the sport. • This award is granted quarterly and the awarded chapter receives a certificate, outreach via several USL channels of communication and grant funding. • Chapters are nominated by the Regional Development Department and staff at USL, then contacted for an interview. • The awardee is selected by vote of the chapters’ committee after reviewing recent and upcoming activities of the chapter, compliance status as well as long term goals. For more information, and to read about past awarded chapters, please click HERE. USL Contact: Ashleigh Logan (firstname.lastname@example.org) BOARD OPERATIONS & COMMUNICATION RUNNING AN EFFECTIVE BOARD MEETING Board Meetings Matter • Chapter is only as effective as its board • Board meetings are key to effectiveness • Professional meetings build professional organization RUNNING AN EFFECTIVE BOARD MEETING Prepare for the Meeting • • • • • • Set date/time for next meeting, at end of current meeting Send invitation two weeks before meeting Require written confirmation Track responses Call non-respondents Text call-in info one hour before meeting RUNNING AN EFFECTIVE BOARD MEETING Set a Robust Agenda • Send agenda with every meeting reminder – Assign responsibility for every item – Include supporting documents • Encourage additions • Circulate revised agenda two days before meeting • Do a preliminary call with exec committee and/or participating board members RUNNING AN EFFECTIVE BOARD MEETING Meeting Sequence • • • • • • • • • Call meeting to order Roll call Approval of minutes Reports from – Treasurer – Nominating Committee – Fundraising Committee Web development New business Review decisions taken and action items Set date/time of next meeting Motion to adjourn RUNNING AN EFFECTIVE BOARD MEETING Rules of the Road • • • • • • • • • • Start on time Be prepared Be engaged Mute your phone President conducts the meeting Adhere to the agenda No private conversations No soliloquies Motions and votes required for all significant items Minutes distributed within 48 hours RUNNING AN EFFECTIVE BOARD MEETING Biggest Challenges • Committed volunteers – Unexcused or frequent absences • Dedicated and competent Exec Committee • Delegation • Committee development • Board development COMMUNICATION WITH USL • We want to hear from you! • We won’t know how effective of a chapter you are unless you tell us about what you’re doing. • We love questions! Please don’t hesitate to ask. • Quarterly Calls- starting in 2014, we are asking all chapters to have a call with their Associate Director at the close of each quarter. Purpose of the call is simply to catch up, see how things are going and see how US Lacrosse can help your chapter accomplish their initiatives. EXTERNAL CHAPTER EXPECTATIONS 1. Communication with Constituent Organizations 2. Community Outreach 3. Constituent Support Budget Process COMMUNICATION WITH CONSTITUENT ORGANIZATIONS To be effective, a US Lacrosse Chapter must have continuous, open, two-way dialogue with the lacrosse organizations it serves. “What are you doing, how can we help?” “Here’s what we’re doing…here’s how you can help.” COMMUNITY OUTREACH To be effective, a US Lacrosse Chapter must be a communication center for lacrosse-related information in its area, AND a disseminator of US Lacrosse national standards and initiatives. US Lacrosse provides each chapter with a website, membership lists and email blast software to get the word out. Mass communication is only one piece of the puzzle…chapter board must serve as a connection point. Your knowledge is one resource, but who you know is another. MEMBERSHIP LIST REQUEST US Lacrosse can provide you with a list of current USL Members in your Chapter at any given point. We can also provide a listing of USL Members by State. • In order to request a listing, please contact Ashleigh Logan. Please Remember: US Lacrosse can only supply Membership List to the Chapter President or with approval of the Chapter President to another executive board member – All Membership Information is STRICTLY CONFIDENTIAL – The Chapter can not provide any Membership Information to any third party USL BRANDING • Branding Guidelines: – Please reference the below link for the USL Branding Guidelines for the US Lacrosse logo, and the US Lacrosse Chapter Logos. – US Lacrosse Branding Guidelines – The Chapter can not provide the US Lacrosse logo to any third party vendor without first obtaining the written approval by US Lacrosse. • Banners: – US Lacrosse can get a Chapter Banner, featuring your Chapter Logo produced for you. If you need a Chapter Banner for an upcoming event, please contact Ashleigh at least 3 weeks prior to the event. • Chapter Logo: – If you need your Chapter Logo file (.jpg or .ia), please reach out to Ashleigh E-MAIL BLASTS US Lacrosse worked with What Counts to build a platform where Chapters can create and send their own e-mail blasts to their membership. https://app7.publicaster.com/index.aspx?A=1 • Chapters draft content along with pictures • Draft is sent to USL Staff for approval • Staff sends to chapter’s membership once approved • Full instructions and access information is available in your binder • For assistance, please contact Ashleigh (email@example.com) Custom header is prepopulated and is hyperlinked to chapter website Content area for chapter to populate with print. Picture panel extends down the entire blast to accommodate multiple pictures. E-MAIL BLASTS CAN US LACROSSE BUILD THE BLAST FOR US? US Lacrosse can send out an e-mail blast to your chapter members on your behalf up to one time per month. 1. 2. 3. Draft the content within a word document, pdf, e-mail, etc. Please include all artwork needed. E-Mail content to Ashleigh Logan at least 1 week before it needs to be sent out Ashleigh will build the e-mail blast within What Counts. If you would also like to send the blast to surrounding chapters, please contact the other chapter president first for their permission. You will need to e-mail the desired content, ask for their approval, and then forward their approval to Ashleigh. MEMBERSHIP BROCHURES CUSTOMIZE A BROCHURE FOR YOUR CHAPTER TO TAKE TO EVENTS MEMBERSHIP BROCHURES HOW DO WE CUSTOMIZE A BROCHURE FOR OUR CHAPTER? • Complete the CUSTOMIZED CHAPTER BROCHURE FORM • Submit the form to Ashleigh via e-mail along with any chapter-specific photos you would like to have on the front cover. Please make sure the selected photos are high quality. • Ashleigh will work with US Lacrosse’s graphic design manager to update the template with the submitted content. • Depending on the printing option you choose on the form, Ashleigh will either send you the brochure PDF via e-mail that you can have printed locally, or our printer will ship the brochures to you. Please note that chapters are responsible to cover the costs of printing and shipping of the customized brochures. If you elect to have our printer print the brochures, we will send you a quote before printing. If you just want the general membership brochures, US Lacrosse will cover the printing expenses, but please keep in mind that quantities are limited. PROMOTIONAL ITEMS US Lacrosse has partnered with Target Marketing to build a website where Chapters can order promotional items and branded apparel. http://www.targetlogosonline.com/uslacrosse/ PROMOTIONAL ITEMS HOW DO WE PLACE AN ORDER? • • • • • • • • • • Go to http://www.targetlogosonline.com/uslacrosse/ Log-In to your account Select the item you’re interested in Select the logo you want to personalize the item with (Primary Logo or Chapter Logo) Indicate the Quantity you would like to order Push “Add to Cart” Review order, and select “Checkout” Complete the necessary Billing and Shipping Information Pay by Credit Card or elect to be Billed Confirm Order If you do not see the item that you are looking for, please visit http://www.tmgcatalog.com/ to view Target Marketing’s full product catalog. Any item not offered on the site, must be approved by USL before ordering. CHAPTER WEBSITES • US Lacrosse provides a website template to each chapter free of charge. • Chapters can update and modify the template to fit the needs of their chapter. • It is very important to update and maintain the content found on your chapter’s website to remain relevant to your constituents. • Strong Chapter Websites: I’d encourage you to visit the below chapter websites for new ideas/recommendations – – – – Hampton Roads Washington Northern California Colorado • Reach out to Ashleigh (firstname.lastname@example.org) for your chapters website access information. CHAPTER WEBSITES Customizable Left Navigation Panel to add/delete pages CHAPTER WEBSITE MODULES You can add different “modules” within each page to fit your needs.