Board of Director Responsibilities
All board members...
- embody the mission and goals of OOPS
- exemplify the best behaviors of boating safety
- provide a welcoming environment for all OOPS
members and non-members
- attend one board meeting per month and prepare
to present the status of events related to their area of interest.
- take part in board discussions held via email
- monitor and take part in the OOPS forums (https://oopskayak.org/forums)
- monitor and take part in the OOPS board forum
- monitor and respond to the corresponding OOPS
email (i.e., email@example.com,
- prepare budget requests for the upcoming year
and work with the treasurer on preparation of the annual budget
- encourage a protégé to take up the director
position when it opens in a future year
The president of OOPS promotes the club’s mission and goals
to the membership on behalf of the board. They preside over and facilitate the
monthly board meeting, encouraging productive discussion and calling for votes.
Although the president must drive general initiatives, their primary task is to
encourage members of the board and delegate responsibility.
A good president is organized, enthusiastic, and
- is the chief executive officer of the
- may request, on behalf of the corporation, that
members perform services or tasks
- may appoint temporary ad hoc committees
- represents the corporation
- performs such other duties as assigned by the
directors or membership
- may designate a president pro tem to perform the
president's duties during any period in which the president is unavailable to
- responds to firstname.lastname@example.org
- evangelizes new board members as needed
- oversees the trip organizer committee
... presides over monthly board meetings:
- prepares the monthly agenda
- presides over the meeting and calls for votes
The membership director evangelizes new members and seeks
to keep existing members. This includes record-keeping tasks necessary to
maintain an accurate membership count. The membership director also maintains
the listserv and presence on social media.
The membership director should have some marketing
experience and be prepared to handle the content aspect of social media. They
do not need extensive web experience, as the webmaster handles this.
... maintains OOPS website membership content
- updates the membership sections of the OOPS
website as needed (esp. Member Benefits page)
- reviews and updates the membership Application
- reviews and archives member records after being
lapsed six months or longer
- manages and updates automated renewal and
membership ending notifications
- updates member records–Manual Join / Renew
(requires WA Admin capability)
... provides ongoing membership support
- staffs a membership table at monthly meetings
- gathers membership applications and deposit
member checks from the P.O. box
- partners with events and programs to run the annual
- partners with 3rd parties and
sponsors for other events. i.e. Alder Creek Paddlefest / Next Adventure Demo
The OOPS listserv is available to all members and
interested non-members. The membership director maintains civility and policing
... wrangles other social media
The membership director manages the OOPS presence on
Facebook. Additional social media is also the responsibility of the membership
director and should be discussed as a board agenda item before initiation.
Examples of tasks related to the listserv and Facebook are...
Groups / ListServ
new members to the Listserv when they join OOPS
bounced emails (compare against WA membership list occasionally)
the listserv footer current
posts and take corrective actions if needed
to emails regarding listserv issues
new members to the Facebook group
posts and take corrective actions if needed
The trips director schedules short-term club trips and
outings, getting liability releases from participants and for arranging
suitable trip organizers. They are the contact for trip organizers and create
an environment that fosters the joy of paddling.
The trips director should be an experienced and respected
trip organizer. Communication skills are a necessary part of the job.
... drives the creation of trips
- Proposes and leads trips
- Reviews trip proposals for feasibility and
safety and resolves issues with TOs
- Posts trips on the oopskayak.org calendar and
- Archives trip roster and releases for every trip
- Ensures post-trip reports are submitted and
- Notifies insurance and OOPS president in the
event of a trip incident
- Works with the events director to recruit a Trip Czar and ensure sufficient TOs for leading event-related trips
Updates the status of trip organizers, advanced trip organizers and instructors in Wild Apricot under the Contacts Details tab, Membership tab and Groups.
Notifies the Webmaster of changes to the status of trip organizers, advanced trip organizers and instructors.
... supervises trip organizers
- Mentors provisional and new TOs
- Track mentored paddles of provisional TOs, including
mentor feedback on mentored paddles
- Communicates regularly with TOs regarding
- Ensures TOs are uniformly interpreting and
applying activity policies
- Supports the events director in recruiting TOs
... maintains activity and trip policies
- Identifies relevant activity policies requiring
- Notifies board of directors of these changes
- Member of the trip organizer committee
The education director for OOPS arranges classes and
instruction through OOPS and outside sources such as our sponsoring retailers.
The education director should have an interest in the
improvement of member skills.
- encourages instructors to offer courses to
members and ensures they are qualified to teach these courses
- provides instructors with follow-up and help
- posts courses on the OOPS calendar, including a
description for the OOPS listserv
- encourages our sponsoring retailers (Alder
Creek, Columbia River Kayaking, Next Adventure, Portland Kayak) to offer
classes specifically to OOPS members
- accepts or denies requests for reimbursement for
classes taken by members
... drives trip organizer training
- coordinates and supports TO trainers
- takes part in training sessions when possible
- coordinates the mentoring of new trip organizers
- suggests needed improvements to potential trip
- serves as a member of the TO continuing
- communicates with board on status of potential
- communicates board approval to new trip
- maintains records of each newly appointed TO
- member of the trip organizer committee
The secretary shall maintain a record of corporate
decisions. If the president or president pro tem are unavailable to conduct any
meeting, the secretary will preside instead of the president.
The secretary should have excellent communication skills
and an appreciation for archiving decisions and discussions of the board of
- works with the president to develop board
- creates board meeting minutes, reviews with the
board, then publishes board minutes on the OOPS listserv
The treasurer shall receive and disburse funds for the
club and present financial reports to the board and membership.
The treasurer has experience with on-line banking, PayPal,
QuickBooks and accounting procedures.
- manages all club money through banking, PayPal,
- reports on money collected and spent, monthly at
board meetings, semi-annually at general meetings.
- creates the annual budget with input from board
- files federal and state tax and corporation
- provides reimbursements to members for approved
The safety director shall prepare and promote safety
The safety director should be wet exit certified,
up-to-date on their first aid certification and interested in safety protocols.
- maintains an inventory of first aid supplies
- replenishes first aid supplies for existing trip
organizers, including medications and dry bags
- distributes first aid kits to new trip
- distributes “OOPS loops” to all members
- manages purchase of CPR vouchers and distributes
to trip organizers
- updates Wild Apricot with wet exit certification
tags, including congratulations to each member receiving the certification.
- staffs a table at annual open house showcasing
first aid, wet exit certification and OOPS loops.
- arrange for safety boaters when requested to do
so by our vendors.
- member of the trip organizer committee
The events director plans and wrangles the execution of
The events director should embrace organization,
schedules, and lists. Communication is a key requirement. Familiarity with
paddling opportunities in the Pacific Northwest is helpful, but so is a
willingness and delight in talking with other experienced paddlers.
- encourages a protégé to train for a year,
gaining experience in the set of tasks required for event planning.
- begins planning in January or February of the
year before the event. This includes venue, dates, and campsites
- plans approximately five annual events which
usually take place between spring and fall
- recruit a trip czar, event manager, and
assistant event manager for each event
- begins event reservations from September through
December in the year before (sometimes going into January or February of the
- works with the trips director to recruit trip
organizers and necessary planning for each trip
- assists the event managers by checking in
periodically, providing support materials and forms, and collaborating when
necessary to change or cancel events
- communicates events issues to the board
- helps set events policies
- ensures Wild Apricot will open registration on
the correct day
- wrangles the event waiting list
- updates annual events information on the website
- announces registration dates
- works with the trips director to list event
- communicates special requirements such as
passports, ferry reservations, medical tests, or vaccines
The programs director arranges dates, locations, and
speakers for the OOPS general membership monthly meetings.
The programs director needs planning skills and the
ability to find and recruit speakers. They also need to be comfortable
assembling public address equipment and computer projection equipment.
Familiarity with virtual meeting tools is a bonus.
- identifies, secures, prepares, introduces, and
supports the monthly club meeting guest speaker
- secures monthly meeting location (virtual and in
- promotes and manages registration for the
monthly meetings via club listserv and calendar
- fields requests to attend meetings from non-club
members and requests to present to the club
- wrangles or delegates the setup and teardown of
the audio-visual equipment at live meetings
- wrangles or delegates the virtual component of
The webmaster handles the content presented at
http://www.oopskayak.org, board mailing lists, and board Google accounts.
The webmaster must be comfortable editing web content,
with web configuration tools, and user administration. A familiarity with Wild
Apricot and Google Workspace is helpful, but can be learned.
- assists with board member transitions, educates
new board members and connects them to board and club resources (e-mail,
mailing lists, electronic document storage, administrative accounts, etc.)
- wrangles the addition and updating of material
on the Wild Apricot website
- changes the website as requested by other board
- maintains instructions for board members who
need to create events
- adds educational content and resources to the
- keeps track of expenses needed to keep our
domain and website
- assists the treasurer with transferring payments
made on the website to the club's bank account
The librarian manages checkout and return of items from
the OOPS library to OOPS members. The librarian is not a board member and is
not required to attend board meetings.
The OOPS librarian should be organized and able to track
and maintain both the physical library and the virtual library software.
- provides or oversees storage for the library,
which includes CDs, VCR tapes, books, and maps
- maintains the online library (currently found at
- encourages OOPS members to use