Board of directors

Why the Board Exists

The EVAC Board exists to serve the mission of EVAC:

To exemplify Christ through athletic competition while encouraging the hearts and minds of homeschool youth in the love and likeness of Christ.

 

In addition, the Board stewards EVAC’s Vision:

To create confident and compassionate homeschool students through competitive interscholastic and homeschool athletic activities, within a vibrant community of East Valley families where the love of Christ infuses every interaction and endeavor.

 

The Board also commits to uphold and protect EVAC’s Core Values:

• Exemplifying Christ – Competing and living in a way that brings glory to God through teamwork, humility, sportsmanship, respect, encouragement, enthusiasm, and friendship—on and off the field.
   

• Building Community – Cultivating deep, lasting relationships among families, athletes, and coaches, knowing these bonds shape faith and character.
   

• Joyful Volunteers – Encouraging service as a blessing, not a burden, recognizing the unique value and impact of volunteer leaders and coaches.
   

• Balanced Approach – Pursuing excellence and healthy competition with integrity, humility, and love while prioritizing relationships.
   

• Sustainable Decisions – Leading with responsibility and wisdom so EVAC can thrive for generations to come through intentional growth and sound stewardship.
   

As trustees of this mission, vision, and values, the EVAC Board governs not as individuals but as one body—speaking with one voice, focusing on policy leadership, defining outcomes, setting boundaries, and empowering the Athletic Director and staff to faithfully and effectively carry out the work of the ministry.

 

Guiding Governance Principles for EVAC Board Members

1. One Voice – Once the board has made a decision, we speak as one body. Even if a vote is not unanimous, all board members agree to support the decision publicly and help implement it.
    

2. Policy-Driven Leadership – Our decisions should primarily be policy decisions, guided by four main categories:
    

   • Ends – Defining what results EVAC should achieve, for whom, and at what cost.
      

   • Executive Limitations – Establishing boundaries within which the Athletic Director (AD) and staff operate.
      

   • Board–Staff Linkage – Defining how we delegate authority and evaluate results.
      

   • Governance Process – Determining how we conduct ourselves as a board.
      

3. Broad to Narrow – We address the broadest values and policies first before moving to smaller operational details, granting the AD full authority to make choices within our established “Ends” and “Executive Limitations.”
    

4. Define and Delegate – We focus on setting direction and boundaries, not approving every operational detail. We avoid entanglement in trivia.
    

5. Ends Above All – Our highest calling as board members is to define and protect EVAC’s mission outcomes. These are why EVAC exists and the difference we are here to make.
    

6. Limit, Don’t Prescribe – We do not dictate how every task is done but set clear boundaries on what is unacceptable, allowing leadership freedom to act within them.
    

7. Design Our Own Processes – We clearly define how we as a board operate, hold ourselves accountable, and evaluate our performance.
    

8. Empower and Protect the AD – The board’s relationship with the AD is its most important internal relationship. It must be both empowering and safe, providing clear expectations and consistent support.
    

9. Monitor with Purpose – We monitor the AD’s performance only against the policies we’ve set: achievement of “Ends” and compliance with “Executive Limitations.”
    

 

General Responsibilities of All Board Members

1. Uphold the Mission & Vision
    

   • Affirm and actively support EVAC’s Statement of Faith, Mission, and Core Values.
      

   • Make decisions that reflect the heart of the organization: service, humility, and Christlike excellence.
      

2. Participate Fully in Board Meetings
    

   • Board meetings are typically held monthly. Members are expected to attend all scheduled meetings unless truly unavoidable.
      

   • Come prepared to lead any discussion related to your committee or role.
      

   • Provide a brief verbal update at each meeting.
      

   • Reply to the President’s pre-meeting email with an outline of what you plan to present.
      

3. Be a Trusted Partner to the AD and Fellow Board Members
    

   • Support the AD in their leadership role and hold them accountable within the boundaries set by the board.
      

4. Maintain Confidentiality
    

   • Do not share sensitive internal matters outside the board.
      

5. Exercise Fiduciary Responsibility
    

   • Serve with integrity, avoiding conflicts of interest and prioritizing EVAC’s mission over personal agendas.
      

6. Model Christlike Leadership
    

   • Lead by example, encourage others, and act with grace under pressure.
      

 

Officer Roles

President (Chairman)

• Presides over board meetings and helps set the meeting agenda.

• Communicates with board members between meetings to maintain alignment and accountability.

• Leads the charge in recruiting future board members as terms end or roles open—including identifying and recommending new ADs when necessary.

• Provides leadership to ensure EVAC is not only stable but improving.

• Is responsible for determining strategic and tactical direction for the organization taking input and guidance from the board.

• Assigns subcommittees for policy and procedural changes.

Treasurer

• Manages budgets, financial records, reporting, and compliance.

• Partners with the bookkeeper to ensure accurate tracking of all income and expenses.

• Provides transparent financial reporting to the EVAC community, especially at the annual banquet or when requested by the board.

• Helps the board make informed financial decisions rooted in integrity and stewardship.

• Responsible for finances, banking, taxes, insurance, and legal documentation for the organization.

Secretary

• Takes detailed meeting minutes and shares them with the board for review.

• Maintains organizational records, meeting agendas, and meeting schedules.

• Calls special meetings when needed and ensures communication is clear, timely, and documented.

 

Board Committee Chair Roles

Events, Hospitality & Service Chair

• Oversees planning and execution of major events such as:

  • The annual banquet

  • Senior recognition

  • Prayer nights

  • Parent meetings

  • Hospitality for visiting teams or tournaments

• Coordinates volunteer teams for setup, food, décor, etc.

• Ensures that EVAC events reflect our heart for hospitality and Christian community.

Equipment and Merch Director

• Manages inventory and distribution of equipment for all sports.

• Coordinates with coaches and sport coordinators to ensure teams have what they need.

• Ensures equipment is returned, stored, and maintained properly.

• Maintain first aid kits and transfer to teams season after season.

Tournament Director

• Oversees team participation in tournaments to ensure safety and organization.

• Works with facility schedulers, bracket designers, coaches, sport coordinators, and logistics teams.

• Responsible for hospitality, coordination, travel, safety guidelines, and the overall experience for teams participating in tournaments.

• All sports or teams must work with Tournament Director for guidance on any tournament, especially out of state.

Communications Chair

• Manages internal and external communication on behalf of the board, including but not limited to website, social media, email domain, and more.

• Crafts emails, updates, and statements that go to the EVAC community.

• Supports the AD and coaches by helping create and clearly communicate systems, procedures, policies, and updates.

• May also serve on or support subcommittees that help create systems or processes, but final policy decisions remain with the board, AD, or department chair responsible for those particular policy decisions.

• Partners with other board members to keep messaging aligned and timely.

Facilities Chair

• Responsible for coordination and scheduling of gym and field space.

• Works closely with the AD and schedulers (like field/gym schedulers) to ensure facilities are secured and any long-term facility strategies are pursued.

• Acts as a liaison when issues arise with locations or vendors.

Uniforms Chair

• Coordinates the selection, design, ordering, and distribution of uniforms for all teams.

• Ensures consistency across teams and seasons.

• Works closely with sport coordinators and team admins to manage timing and logistics.

Fan Gear Chair

• Oversees spirit wear offerings for athletes, families, and fans.

• Works with vendors to create and manage online or seasonal stores.

• Ensures offerings are high quality and aligned with EVAC’s brand.

Fundraising Chair

• Creates and implements creative strategies to raise money for EVAC programs, scholarships, and events.

• Identifies opportunities for sponsorships, donor support, or fundraisers.

• Helps ensure fundraising aligns with EVAC’s mission and values.

Team Admin / Team Mom Director

• Trains and equips Team Moms or Team Admins before the start of each season so they are set up for success.

• Serves as a resource and point of contact for Team Moms throughout the season.

• Helps ensure that each team is informed about volunteer responsibilities, events, and season logistics.

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