Chapter Leadership & Board Structure?

[PETER APLIKOWSKI]

hello! Trying to get a discussion going on best chapter organization structures and leadership positions/titles. How are you all organized? Here is Minnesota Chapter’s current structure per our Bylaws, which we will be revising in 2026. Looking for ideas!

Elected Board positions: (can also hold one or more appointed positions below if best suited and has capacity for it)
-President
-Vice President
-Treasurer
-Secretary
-Dir. of Testing
-Dir. of Training

Appointed Positions:
-Promotions/Sponsor Coordinator
-Judging Coordinator
-Annual Meeting Coordinator
-Lunch Coordinator
-Grounds Coordinator(s)
-Equipment Coordinator
-Bird Buyer(s)
-Webmaster

I just learned today that Yankee chapter has a “Membership Coordinator”. I like that concept and this will be part of our discussion when revising Bylaws.

[JASON RICE]

In addition to a 6-8 member Board who elects the following…
President
Vice President
Treasurer
Secretary
We have the following.
Big Sky Chapter of NAVHDA Operational Structure

Accountability Descriptions – In order to operate more efficiently, the Chapter has adopted accountability responsibilities to allow for more autonomous actions by leadership. It is anticipated that reports will be made via email to the Board or at Monthly Board meetings in person or in written format. Creating Manager positions allows for development of new Leadership for future Board seats when possible.

Managers are Appointed by the President with input from the Board and ratified annually by the Board. They may be a Director or from the general membership. They may attend Board meetings but will not be allowed to vote on motions, unless they are a Director. They will serve as advisors and advocates for the Chapter. These positions may form committees and solicit volunteers, but are generally responsible for scheduling, coordination, and positive outcomes for our members.

Managers and their committees, if established, can work independently in alignment with any established budgets for purchases and needs of the Chapter. Purchases of $500 or less do not need a full Board approval but will need to be approved by the Treasurer. When the Coordinator is also the Treasurer, the President shall be the approving person.

For an initial period, the appointees will also help to refine and better define the role. In addition, they should strive to document recurring activities into processes so that the role can be easily passed along to others in the future.

Training Manager: Frames up the schedule of annual events including specialized clinics and regular training events. Solicits for event coordinators and helps them feel comfortable to take on the role. Responsible for the organization and operation of all Training Events held by the Chapter. Appoints Coordinators for each training event, including Chapter Clinics or NAVHDA AIMS & RULES Clinics. Either directly or delegates collaboration with the Equipment Manager to get available training equipment to locations where training is to be held.

Testing Manager: this position consults with Membership and the Board to set the number of tests and dates of the tests. Proposed plans are presented to the Board of Directors for approval that meets our Chapter Member’s needs that may include membership surveys and discussions with other nearby Chapters to avoid conflicts. Responsible for recruiting Test Secretaries and event coordinators, etc. Works with the Judge Manager to refine proposed dates that may be more advantageous for key Judges. Collaborates with the Test Day Coordinators and Equipment Managers to get available testing equipment to locations where training is to be held.

Judge Manager: The ideal candidate will be a NAVHDA Judge but also has been in the middle of Judge Coordination for a decent history. They are aware of the overall annual testing budget and Chapter Judge solicitation policy HERE

Bird Manager: Maintains relations with Bird Suppliers. Tracks our typical Chapter needs and also is the conduit for birds on special events. Special event/Clinic coordinators are expected to initiate bird needs. Maintains a rough inventory of birds and will coordinate with other Members who have access to birds.

Equipment Manager: Maintains an inventory of equipment and location of the equipment. Responsible for overall care of the equipment and is the main clearing house for additional equipment needs. Works with other Managers and Coordinators to get available equipment to Chapter events. Includes asking Members to assist.

Land Owner Relations Manager: Responsible for making sure that annual donations and Leases as required are set up. Collect Certificates of Insurance (COI’s) for land use every year. Addresses concerns and is the main point of contact for showing appreciation to the landowners. Promotes continual exploration by Membership for new Chapter grounds.

Fundraising Manager: In charge of fundraising and promoting corporate sponsors. Organizes raffles and manages the outcomes.

Communications Manager: Manages the website and social media content with assistance from other volunteers. Also assists event leaders with communications and content as requested. Assist the President with a newsletter as applicable.

[BRIAN PIKE]

For the Yankee Chapter, the following make up our Board of Directors. President, Vice President, Secretary and Treasurer are our Officers, and the rest are board members. All are elected, except for the Delegate at Large who is typically the immediate past president, or someone appointed by the President with the approval of the Board.

President: The President shall have general supervision, direction and control of the business and affairs of The Chapter and The Board. The President shall preside at all meetings of The Chapter, The Board and its members. The President shall appoint and determine the time and place of all meetings thereof, unless otherwise ordered by The Board. The President shall make annual reports showing the condition of the affairs of The Chapter and make recommendations to The Board on information that may be required regarding the business and property of The Chapter. The President shall be an ex officio member of all standing committees of The Board.

Vice President: In the absence or disability of the President, the Vice President shall perform all the duties of the President and in so acting shall have all the powers of the President. The Vice President shall have such other powers and perform such other duties as may be prescribed from time to time by the President and The Board. In case of the absence or disability of both the President and Vice-President, a president pro tem may be elected by The Board.

Secretary: The Secretary shall attend all meetings of The Board and shall record all votes and the minutes of all proceedings. The Secretary shall see that the proper notice is given of all special meetings of The Board and of all meetings of The Chapter, and shall perform such other duties as may be required by The Board or by the President.

Treasurer: The Treasurer is responsible for and shall maintain financial records of The Chapter, maintain bank accounts, sign checks, and receive and disburse monies. The Treasurer shall make the proper vouchers for disbursements of Chapter funds and shall render to the President and The Board at the regular meetings of The Board or whenever they may require it, an account of all of the transactions as Treasurer, and of the financial conditions of the Corporation.

Director of Testing: The Director of Testing is responsible for the organization of all field tests given by The Chapter including, selection of judges.

Director of Communications: The Director of Communications will oversee publication of the chapter newsletter, the chapter website, test brochures, and social media. The Director of Communications will also oversee distribution of communications to the membership as directed by the President and/or The Board.

Director of Youth Development: The Director of Youth Development will oversee youth participation in The Chapter events, be in charge of activities and events specifically for youths, and promote the The Chapter’s commitment to engaging youths in outdoor skills, hunting and versatile hunting dogs.

Test Secretary: The Test Secretary will perform all duties pertaining to test events and national information.

Director of Training: The Director of Training will provide all information for clinics and testing programs.

Director of Gunning: The Director of Gunning will conduct training for all personnel that wish to gun for tests and events of The Chapter. The Director of Gunning will be responsible for ensuring sufficient gunners and ammo are available at all testing and events that require live fire.

Delegate at Large: The past President will act on behalf of The Chapter as the Delegate at Large. If The Chapter does not have sufficient coverage for this position, the President and The Board may appoint a Delegate at Large from the active membership of The Chapter. The Delegate at Large will have voting privileges on The Board in the event of a tie vote.

We also have appointed positions, and appointed committees as needed and approved by the board.

Membership Coordinator: They basically help manage membership applications and renewals, recording members information in our member database and sending dues to the Treasurer.

Newsletter Editor: They are responsible for collecting content for our chapter newsletter.

Webmaster: Operates our Chapter Website

Grounds: Runs the committee that manages our testing grounds (mowing and repairs). Arranges for the usage of the grounds with our State departments.

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