Board Governance Manual

St. Vincent Taekwondo Federation (STF)

Board Governance Manual

Introduction

This Board Governance Manual outlines the structure, roles, responsibilities, and operating procedures for the St. Vincent Taekwondo Federation (STF) Board of Directors. It serves as a guide to ensure effective, transparent, and accountable governance that supports the Federation's mission, vision, and long-term strategic goals.

Purpose of the Manual

The purpose of this manual is to provide clear guidance to all current and future board members regarding their duties, ethical standards, and the processes by which the STF is governed. It aims to ensure that all decisions are made in the best interest of the Federation, its members, and the broader Taekwondo community in St. Vincent and the Grenadines.

Mission and Vision

Mission

To promote, develop, and regulate the sport of Taekwondo in St. Vincent and the Grenadines through inclusive, sustainable, and high-quality programs for all ages and abilities.

Vision

To be recognized nationally and internationally as a leading sports federation that produces athletes of integrity, discipline, and excellence.

Board Structure

The STF Board of Directors shall consist of elected and appointed members as defined in the STF Constitution. The composition aims to balance representation from different stakeholder groups while ensuring the necessary skills and experience are present for effective governance.

Typical Board positions include:

• President

• Vice President

• Treasurer

• Secretary

• Technical Director

• Child Protection Officer

• Athlete Representative

• Additional members as determined by the Constitution

Roles and Responsibilities

President

• Provide leadership to the Board and the STF as a whole.

• Ensure that the Board operates within the framework of the STF Constitution.

• Represent the STF at official functions and with external stakeholders.

• Facilitate strategic planning and oversee its implementation.

Vice President

• Assist the President in executing their duties.

• Assume the role of President in their absence.

• Lead specific projects or committees as assigned.

Treasurer

• Oversee the financial management of the STF.

• Prepare and present financial reports to the Board.

• Ensure compliance with financial policies and legal requirements.

• Manage the preparation of annual budgets.

Secretary

• Ensure accurate records of Board meetings and official documents are maintained.

• Distribute meeting agendas and minutes.

• Maintain up-to-date records of Board members and key contacts.

Technical Director

• Oversee the technical development of Taekwondo programs.

• Coordinate grading, competitions, and technical training.

• Support coach and referee development.

Child Protection Officer

• Ensure compliance with the STF Child Protection Policy.

• Serve as a point of contact for safeguarding issues.

• Liaise with relevant authorities as required.

Athlete Representative

• Provide the athlete perspective in Board decisions.

• Communicate athlete concerns to the Board.

Board Meetings

The Board shall meet at least four times per year, with additional meetings scheduled as needed. Meetings may be conducted in person or via electronic communication. The President, in consultation with the Secretary, will prepare and circulate an agenda at least seven days prior to the meeting.

Decision-Making Process

Decisions shall be made by a simple majority vote of Board members present, unless otherwise stated in the Constitution. In the event of a tie, the President shall have the casting vote. Board members must declare any conflicts of interest before discussions and abstain from voting where applicable.

Committees

The Board may establish committees to focus on specific areas such as finance, events, or athlete development. Each committee will have clear terms of reference, a designated chairperson, and report regularly to the Board.

Board Code of Conduct

Board members are expected to act with integrity, transparency, and in the best interests of the STF. They must respect confidentiality, avoid conflicts of interest, and uphold the values of Taekwondo both on and off the mat.

Review and Amendments

This manual shall be reviewed every two years to ensure it remains current and relevant. Amendments require approval by a two-thirds majority of the Board.