There is a copy of our business plan on our website:
http://www.adambots.com/resources/business-plan/
http://www.adambots.com/about/sub-teams/
There you can also find two charts we use to organize our team. We organize by Engineering and Non-engineering teams with student lead sub-teams within those.
Engineering Organizational Chart
Non-Engineering Organizational Chart
Due to our small work space we only have the whole team meet on Tuesdays (during build season) and a leader meeting on thursday nights. The sub team leaders are responsible for organizing what times their teams will be meeting and how they will use their time wisely. There is a project-management team that keeps track of all of the sub-teams and their progress though.
Since we are a two-school team we communicate using FaceBook, Email and text message/word-of-mouth. The sub-team leaders are able to talk to everyone on their team everyday during the build season so there usually won't be any problem with people not knowing when they need to show up.
I would suggest to use a mix of underclassmen and upperclassmen in your sub teams and to spread out the responsibility to the underclassmen so all the uppers aren't doing all of the work.
I hope this helps!