Duties of Officers

CUATRO ESTADOS

CHAPTER of FMCA

 

DUTIES OF OFFICERS

 

This document is for purposes of clarifying and defining the duties of elected Chapter officers.  It also serves as clarifying and defining the duties of other chapter personnel essential to its function, such as the Rally Master.

 

FMCA National ByLaws specifies an individual FMCA member may hold no more than two (2) offices in the same chapter, nor hold chapter office in more than one (1) chapter.

 

NOMINATING COMMITTEE

A Nominating Committee, consisting of not less than three Chapter members in good standing, shall be elected by the Chapter membership not less than 20 days prior to scheduled election of officers.  This committee will nominate all Chapter officers, and a National Director and an Alternate National Director to sit on the Governing Board of FMCA National.  Election of an individual to the Nominating Committee shall not prohibit that person from being nominated for any office.  All nominees must indicate clear acceptance to serve if elected, to adhere to the Chapter ByLaws, and to carry out the duties of that position as presented in this document.

In the event that any officer, after elected, finds that he/she cannot serve out his/her term, then the Nominating Committee shall come up with at least one alternative and present it to the membership for a vote.

 

ELECTION OF OFFICERS

Election of Officers shall be held each year, usually in September, and may be either at a designated meeting or by ballot.  The Chapter officers shall consist of an elected President, one or more Vice Presidents, Secretary, Treasurer, National Director, and Alternate National Director.  The office of Secretary and Treasurer may be combined.  A chapter officer is not precluded from election as the National Director or as the Alternate National Director.

The Nominating Committee will present their nominees, with additional nominations allowed from the floor (if at a meeting) or by write in (if by ballot).  The terms of the Chapter officers may begin immediately upon election but no later than January 1st of the coming year, and be for the entire year. There shall be no limit to the number of terms any officer may serve.  The date and results of the election of Chapter officers shall be promptly reported in writing to the FMCA National Headquarters.

 

EXECUTIVE COMMITTEE

The Executive Committee shall consist of the President, Vice President, Treasurer,  Secretary, National Director, and Alternate National Director.  This committee is responsible for: (a) format and content of chapter documents available to the general public (such as brochures, introductory packets, etc); (b) approval of chapter expendures exceeding $50; (c) appointing an individual to fill any vacancies in chapter officers or personnel; (d) approval of any discretionary inclusions in the newsletter that editor deems questionable or inordinary; (e) determination/change in amount provided to Chapter National Director or alternate individual representing us at FMCA National Governing Board Meetings; (f) and any other matters any officer wishes the Executive Committee to consider or rule on.

 

PRESIDENT

The elected Chapter President is the leader of the chapter and presides at meetings of the chapter membership.  One meeting is required annually by FMCA national, but more may be conducted, as the president deems necessary.  He/She is responsible for ensuring the duties of the other chapter officers are carried out, as required by FMCA National and the chapter bylaws.

Once a year the President shall review Chapter finances with the Treasurer.  If dues or fees need to be increased, he/she shall hold an Executive Committee meeting to determine amount, and put to a membership vote according to the Bylaws.

The president shall pass on to the membership any information received from FMCA national deemed of importance to Chapter members.

If no member volunteers to be Rally Master at a chapter function, the President should either appoint one or perform this duty himself/herself, along with the Vice President-Wagonmaster.

The President keeps all rally supplies & materials (schedule board, flags, table cloths, directional signs, posters, easle, etc.) belonging to the chapter, and ensures they are taken to the rallies/campouts and returned.

 

VICE PRESIDENT – WAGONMASTER

            [Note:  This position can be split into two, with the VP supporting and backing up the Wagonmaster in His/Her tasks.]

The Vice President assists the President, and serves as presiding officer in the absence of the President, or upon a vacancy occurring in the office of President.

As Wagonmaster, the Vice President sets up the schedule for all chapter activities/campouts for the year, and makes all arrangements and reservations for campgrounds and facilities.  He/She will solicit  input and suggestions from the membership for locations and choices.  The Wagonmaster shall be in charge of safety, assistance in emergencies, maintenance of law and order, control of objectional noise, marking of confusing road junctions, ground housekeeping, control of campfires, and any and all other matters which relate to the physical arrangements and conduct of said rally or campout.

The rally schedule and any necessary reservations with rally locations should be completed in the fall of prior year.  This basic information should be provided to the membership no later than January 1st of that year.  The Vice President should also provide the basic rally list (date, location, contact info) to FMCA for inclusion in the Chapter Calendar both on FMCA website and in the FMC Magazine.

The VP/Wagonmaster will solicit volunteer “Rally Masters” to be in charge of each individual campout or event.  Attempts should be made to have Rally Masters lined up at the beginning of the year.  If no volunteer comes forward for a particular campout, then the Vice President, along with the President, is responsible for that campout as Wagonmaster.  (See “Rally Master” Section, following Chapter Officers’ Duties.)

In the event the Chapter Treasurer is not present at a rally, campout, or event, the Vice President or his/her appointed Rally Master,  is responsible for collecting the rally fee and submitting it to the Chapter Treasurer.

The VP/Wagonmaster shall provide the Chapter’s Newsletter Editor with the annual schedule for publication, and ensure that the Editor receives all pertinent information regarding each particular campout and/or event each month for publication.  This should normally be provided by the Rally Master for that rally, but the Wagonmaster is reponsible for making sure the information is provided, including directions to location.

 

SECRETARY

The Chapter Secretary shall process & reply to any correspondence received from FMCA national (requiring a response).  Near the end of each year, FMCA National Office sends a chapter report listing our members and pertinent information, which the Secretary corrects and returns. This report shall contain the complete membership list of names and FMCA numbers of the chapter’s members, along with a list of incumbent chapter officers, and certification that the chapter held the required meeting during the chapter’s previous fiscal period.

The Secretary shall promptly report, in writing, to the National Office the results of any election or change in status of chapter officers.  This report shall include addresses and telephone numbers of each person so elected.

The Secretary is expected to record in a Chapter Minute Book the proceedings of all meetings of the chapter’s membership.  These signed minutes shall be read and approved at the next meeting, unless said reading is waived by majority vote.  Minutes of all meetings are to be kept available in the event a member of the chapter desires to read them.   If unable to attend a meeting, the Secretary should solicit another officer or member to record the minutes of the meeting and provide said minutes to the Secretary.

Each month FMCA sends the Chapter Secretary a list of new FMCA members within our area (AZ, CO, NM, UT).  The secretary then reviews this list for potential new members and sends an email or postal mail introducing our chapter and inviting membership.  (Based on proximity to our most common camping locations, not all on the list are applicable; but selection is at the discretion of the Secretary.)

 

TREASURER

The Chapter Treasurer receives, safeguards, and holds all chapter funds in the name of the chapter and its trustee and fiscal agent.  This includes maintaining a balanced checking account in the name of the chapter, of which a minimum of two (2) officers shall have signature authorization.

He/She is responsible for accepting new membership applications, and ordering name badges for the new members (which are then sent, by the Treasurer, to the new member).  Upon receiving a new membership application and payment, a copy of the application shall be provided to the President, Secretary and Newsletter Editor.  He/She also provides any new member with a copy of the Membership Directory and the Chapter ByLaws.

He/She collects the annual dues from the membership, confirms the member is a paid up FMCA National member, and reports to the President any membership delinquency.  The Treasurer maintains the Chapter Membership Book, recording membership dues payments each year for each member.

Collection of rally/campout fees or any other funds due the chapter are also the Treasurer’s responsibility, but may be handled by the Rally Master or Wagonmaster/VP.

The Treasurer keeps accurate accounts of all chapter funds and renders reports on same at each business meeting of the chapter’s membership, or as requested by any member.  He/She also meets with the President at year end to review financials, and recommends when dues or fees need to be increased.  The Treasurer also provides a published written annual financial accounting (in the newsletter) to the membership shorty after the close of the fiscal year.

The Treasurer disburses chapter funds for authorized chapter purposes, such as expenses associated with rallies/campouts/events, and newsletter publishing and mailing.  Any expense incurred by an officer or member that exceeds $50 must first be approved by the Executive Committee.

The Chapter has a T-shirt design, and offers chapter T-shirts for sale to members.  The ordering & supply of these shirts is handled by the Treasurer.

 

NATIONAL DIRECTOR

The Chapter’s National Director serves on the Governing Board of FMCA National, and represents the Chapter by input, comments, and votes on National issues.  He/She should be present at Governing Board meetings (usually held in conjunction with National FMCA Rallies, twice a year), to represent the Chapter membership in all matters pertaining to decisions being made at the National level.  Any issues requiring a vote should be brought before the Chapter membership in a meeting, and a majority membership vote obtained for purposes of the National Director voting the wishes of the Chapter.

The National Director will, throughout the year, receive information from FMCA National as to actions and/or activities concerning FMCA National, and the membership in general, and should pass on this information (verbally or in writing through the newsletter) to the Chapter membership when pertinent.

The National Director will receive partial expenditure reimbursement of $200 from Chapter funds for the purpose of attending Executive Meetings.  Under some circumstances, as determined by the Executive Committee, additional reimbursement may be made by the Chapter.

Adherence to FMCA=s ANational Director Guidelines,@ as provided by FMCA national office, is expected.

 

ALTERNATE NATIONAL DIRECTOR

The Chapter’s Alternate National Director shall perform the duties of the National Director, as described above, in the event the National Director is unable to do so.

 

NEWSLETTER EDITOR

[This position may be split into  Editor and Publisher positions.]

The Editor writes and publishes a newsletter once a month, and e-mails or (postal) mails it to all chapter members in good standing.  This should be done in a timely manner, preferably as near the beginning on the month as feasible.

Format and layout of the newsletter is at the editor’s discretion, but any serious deviation from prior years’ newsletters is subject to approval by the Chapter President and Vice President.

The newsletter should contain, but is not limited to, pertinent information for the next campout or event including location, activities, etc. as provided by the Rally Master or Wagonmaster.  This is the MOST important information to provide the membership.

It should also include a brief report on the rally/event just completed, including names of members attending. This should be solicited from any member who attended the rally, or the Rally Master or Wagonmaster.

It should also contain any reports submitted by any Officer.  (Ideally, officers should each provide a short report for each newsletter, but this is not always possible or necessary.)  It may also contain news of any members (i.e., who’s traveling, what’s happening, etc.), and any assortment of items the editor deems of interest to the membership.  “Filler” items such as poems, sayings, member recipes, may be included as editor’s discretion.

For potentially controversal items (“editorials”), the President & Vice President should be consulted.

Members are also allowed to submit motorhome-related items for sale for inclusion in the newsletter.

The addition of photographs is encouraged too.  Or the publishing of a separate “issue” quarterly of rally photos only, at Executive Committee’s discretion.

Costs for printing and mailing the newsletter should be submitted to the Treasurer each month for reimbursement.

 

RALLY MASTER

The Rally Master is a volunteer who has agreed to be in charge of a particular rally or event.  Duties include planning all activities and meals that will happen at that rally, and being in charge of everything at that rally.   Activities may include, but are neither required nor limited to, scenic or historic drives, hikes, games, entertainment.  Meals may include, but are neither required nor limited to, potlucks, breakfasts, going to restaurants, happy hour snacks. The rallymaster will decide whether to provide part or all of a meal and charge a rally fee to cover the costs, as explained below:

The rally master should keep track of expendures for that rally, i.e., any foods purchased to be provided attendees, and determine amount to be charged as a “Rally Fee” per person to cover said costs.  (Example:  rallymaster provides spaghetti & meatballs for one of the meals, at a cost of $30.  If 20 people are in attendance, then they are charged $1.50 each.)  Ideally, the rallymaster should know in advance how many people will be attending, and THEN determine how much to purchase and rally fee to charge. In some instances, special meals may be scheduled that will require additional fees be collected.  Attendees should be made aware of this prior to making reservations with the Rally Master.

Details of schedule and other events/costs planned should be provided to both the VP/Wagonmaster and the Newsletter Editor at least two months in advance (for purposes of printing in the newsletter).d

In the event that there is no volunteer rally master for a particular rally, the VP/Wagonmaster and/or President should take responsibility for that rally.

 

MEMBERSHIP DIRECTORY EDITOR/PUBLISHER

An Annual Membership Directory should be published and copies provided to the chapters membership.  This can be as detailed or as simple as the Executive Committee deems important or necessary.  The costs for such publication should be preapproved by the Executive Committee.

This directory should be completed and made available no later than March 15th of each calendar year.  The expense for the mailing of these directories to the membership are also to be covered by chapter funds.

Minimum information should include a listing for each chapter member, their contact information, FMCA number, and motorhome information.  Currently we also list their birthday & anniversary dates, emergency contact information, and a variety of other pertinent items they wish to share.  Also, a very nice feature that has been used for a number of years is the inclusion of color photographs of each member.  Since the cost of including photos has been partially donated by the editor/publisher in years past, the continuation of this is dependent on either His/Her generosity, or the Executive Committee deeming the importance be worth the expense and have the chapter cover the costs completely.

 

WEBMASTER AND FACEBOOK COMMUNICATOR

[This position may be split into two, and handled by any of the officers or volunteers, but preferably by someone who is an active participant in the chapters rallies/events.]

The chapter maintains a website: cuatroestados.com , which is purchased through Go Daddy (registered), and published through WordPress.com.  Through this, we also have an email address of fourstates@cuatroestados.com with password fmca1986.   To access/edit within the website, the webmaster uses the email address of cuatroestadosfmca@gmail.com with password of four states.

The website should include, but is not limited to, an overview introduction to our chapter as well as pertinent and current information about our officers, rallies/events, newsletters.  Photos from our rallies should be a part of the website as well.  Photos should be solicited from those attending rallies.

At no time will the listing of our membership or their pertinent information be included.  Only the list of our current Chapter Officers and their contact information (email address & phone numbers only) are to be included.

The chapter also has a group site on Facebook:  Cuatro Estados FMCA Chapter.  Much of the same infomation listed above is provided on this site, as well as any comments or photos of rallies a member wishes to post.  To manage this site, the email address is

cuatroestados@hotmail.com and password 4states.

 

 

/cuatro estados/duties of officers 2011

rev. 9/11  rae phillips

 

 

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