OFFICE DUTIES

 

PRESIDENT

  1. Pick up club mail weekly, day of the meeting, and day of the board meeting.
  2. Assume Vice President's duties in his absence.
  3. Read all association literature and present condensation to general meeting.
  4. Approve annual schedule of general meetings, board meetings, and events.
  5. Prepare, in advance, agenda for general meeting and board meeting. Make available to Vice President in advance if unable to attend meeting.
  6. Maintain telephone tree.
  7. Write a monthly column for the newsletter.
  8. Keep the gavel.
  9. Awards Ace Driver, Master Mechanic, Back Seat Driver, and Phyllis Diller trophies at each meeting.
  10. Start the meeting on time, at 8:00 PM.
  11. Try to hold meeting to two hours.
  12. Break for fifteen minutes at 9:00PM
  13. Allow time during break for dues and raffle tickets.
  14. Preside over all voting.
  15. Verify new applicant's eligibility.
  16. Ask prospective members before the meeting if they are interested in joining the club.
  17. Notify applicant to be a half hour late for the meeting at which vote is taken. If not accepted, notify before half hour is up to spare embarrassment.
  18. Conduct meetings by Robert's Rules, more or less.
  19. Limit discussion to 2 minutes per person.
  20. Approve all guest speakers and schedule them before the break.
  21. Responsible for follow-up of all other action items, reports, etc.
  22. Allow time at meeting for reports from committees, Treasurer, Wagon Master, and CA4WDC Delegate.
  23. Instruct Master at Arms to levy fines when deemed appropriate.
  24. Co-sign the CA4WDC Delegate credentials.
  25. Can sign all bank forms and checks.
  26. Co-sign CA4WDC membership dues forms.
  27. Approve all outgoing club correspondence.
  28. In emergencies, can make disbursements up to $10.00
  29. Maintain current list of association clubs and officers.
  30. Keep set of keys for meeting place and post office box.

VICE PRESIDENT

  1. Program Chairman ' provide entertainment at all meetings. Arrange and approve entertainment or collections for such events in advance. Advise President and seek approval.
  2. Supply coffee and refreshments at general meeting. Contact members for refreshments.
  3. Chairman of annual Constitution Review Committee.
  4. Chairman of annual S.O.P. Review Committee.
  5. Chairman of scheduled Vehicle Inspection Committee.
  6. Club Education Chairman; CA4WDC Education Representative.
  7. Maintain vehicle check list.
  8. Recommend date and location for the vehicle check.
  9. Conduct at least one meeting per year.
  10. Assume jobs of those officers not present.
  11. Handle engraving for Ace Driver and Master Mechanic plaques.
  12. Outgoing Vice President sets up old/new board dinner for January of the following year.

SECRETARY

  1. Keep minutes of all general and board meetings.
  2. Supply typed board and general meeting minutes to the editor prior to the newsletter publication. Supply action items prior to the meeting.
  3. Maintain annual schedule of general meeting, board meetings, and events.
  4. Update and issue membership roster, published semi-annually in February and July.
  5. Maintain complete file of all club newsletters, minutes, and correspondences for the year. Turn in file to aster file each year.
  6. Maintain an annual list of events and membership information to be turned over to Scrapbook Chairman.
  7. Issue and co-sign CA4WDC delegate credentials.
  8. Maintain record of new members eligibility and notifies president two weeks before the meeting.
  9. Act as host/hostess for the guests during the meeting.
  10. Maintain guest log at meetings, and supplies guest information to editor.
  11. Maintain new members notebook and contents (patch, camping guide, by-laws, roster, telephone tree, and membership questionnaires.
  12. Maintain new members questionnaires.
  13. May obtain more notebooks or notebook supplies when needed.
  14. Maintain supply of all club forms.

TREASURER

  1. Maintain all club fiscal records.
  2. Collect annual dues for CA4WDC.
  3. Pay annual dues to CA4WDC.
  4. Maintain club bank account.
  5. Obtain necessary forms from CA4WDC for any fiscal matters.
  6. Maintain signature card from bank.
  7. Present and publish in the newsletter a quarterly and year-end statement.
  8. Present a verbal report at each meeting.
  9. Announce delinquent dues at each meeting. Collect dues at each meeting break. Maintain all records pertaining to club dues.
  10. Can sign all club checks independently.
  11. Sell tickets, handle monies, and send to CA4WDC for annual convention raffle.
  12. Distribute CA4WDC membership cards and dash plaques.
  13. Pay post office box rent when due, before December 31st each year.
  14. Allow no expenditures greater than ten dollars ($10.00) without membership approval.
  15. Maintain list of current members in good standing.
  16. Receive any fines or pool money collected.
  17. Make all bank deposits.
  18. Make all disbursements.
  19. Disburse postage money to editor (approval not required).
  20. Inform editor when any member is more than two quarters behind in dues. Also notify Board.
  21. Prorate dues within the quarter the member joined.
  22. Order all badges and tags for members.
  23. Treasurer does not get the books from the previous treasurer until the January Board Meeting.

WAGONMASTER

  1. Direct all team rescue or other emergency efforts or appoints someone.
  2. In case of rescue, obtain signed release from person being rescued.
  3. Assign location of campfire.
  4. Assign location of head.
  5. Maintain club head and assign someone to bring on run when required.
  6. Supply next run plan to editor prior to newsletter publication.
  7. Appoint substitute Wagon Master if unable to attend, normally the Vice President.
  8. Responsible for the entire run from point of departure until pavement at the end of the run, but give directions for return route.
  9. Notify all when and how long any rest stops are.
  10. Leave camp for run on time, normally 9:00 AM.
  11. Obtain and has on run adequate area maps.
  12. Decide on campsite location.
  13. If any deviations from the run are contemplated, approval of all members present is required.
  14. Assign trip report by conducting card drawing at Saturday campfire, or by other means deemed appropriate.
  15. Assure trail rules are followed.
  16. Meet and introduce self to any guests and hand out trip plan and trail rules.
  17. Ensure underage guests (drivers) or members have notarized medical release from signed legal guardian.
  18. Shall have C.B. on club channel at night and be the only one.
  19. Maintain and keep Wagon Master kit updated consisting of:

    Trip agenda

    Trip report cards

    Inventory Land Use information

    Accident report

    Area use Forms

    Guest camping guide

    Route markers

    Trip attendance log

    Felt markers

    Trip log

    Camping guide

     

  20. Mark trail as required.
  21. May assign special privileges to the last months trip report writer, such as: 2 votes at the next meeting, the best spot in camp, picking his or her place in the caravan.
  22. Any run change must be made to the general meeting in advance.
  23. Bring maps to all meetings.
  24. Coordinate events on runs.
  25. Set years runs at the January board meeting.
  26. Cabin / Snow-run:
    1. Begin checking on cabin cost range in December.
    2. At January meeting get head count and decide which cabin fits our needs.
    3. Collect estimated money
  27. Assigns Tail-End Charlie.

CA4WDC DELEGATE

  1. Represent club at all association meetings.
  2. Report to the club at meetings on all association business.
  3. Can volunteer the club for any voluntary tasks set up by the association, within the guidelines set by the club.
  4. Shall be reimbursed by the club for gas used to and from southern area association meetings that he/she attends, and can be reimbursed prior to all the association meetings, not to exceed $25.00.
  5. Club does not pay for any convention expenses without prior approval.
  6. Has the right to vote for the entire club at any association meeting.
  7. Must have signed delegate credentials on file with CA4WDC.
  8. Must appoint substitute if unable to attend association meeting.
  9. Read all association literature and present condensation to general meeting.
  10. Maintain current list of association clubs and officers.

EDITOR

  1. Publish and reproduce club newsletter, responsible for collecting input from members (trip report, etc.) in time to publish in newsletter.
  2. Mail newsletter to those on the mailing list on the Friday prior to the general meeting.
  3. Hand out the newsletter to the guest at the meeting.
  4. Write bulletins, ads, etc., for the newsletter.
  5. Update calendar of events in the newsletter.
  6. Obtain postage money from the treasurer.
  7. Can spend up to $10.00 monthly for reproduction costs.
  8. Notify late dues paying members (when Treasurer says to) that current newsletter is their last one.
  9. Actively solicit ads, notes, and items of interest from the club members for input to the newsletter.
  10. Maintain current membership questionnaire.
  11. Maintain the standard format for the newsletter.
  12. Publish the standard minutes of the latest club meetings.
  13. Mail a copy of the board meeting minutes to officers and members who attend only.
  14. Maintain copy machine and the supplies.
  15. Maintain mailing list at the discretion of the board.
  16. Mailing list:
    1. Club members
    2. Guests, for a period of 3 months past last meeting attended.
    3. In Gear newspaper
    4. 4 Wheeler magazine
    5. CA4WDC Southern Area Vice President
  17. Club Roster is only sent to club members

MASTER AT ARMS

  1. Set fines during meeting for:
    1. Being late
    2. No club jacket
    3. No club patch
    4. General harassment
    5. Not returning previous month's award
  2. Keep fines in a fun atmosphere.
  3. Fines will be $0.25 maximum for any one offence.
  4. Conduct all club raffles or 50/50 pot when items are not available.
  5. Police camp before leaving.
  6. Actively solicit raffle prizes.
  7. Maintain supply of raffle tickets.
  8. Buy raffle prizes with money collected from previous meetings.
  9. Also keep records and receipts of items purchased or donated.
  10. Raffle prizes are optional.
  11. Turn over balance of money, records, and receipts at December board meeting to new Master at Arms.
  12. Raffle will be at every regular meeting.

SAFETY CHAIRMAN

  1. Maintain the first aid kit.
  2. Ensure kit gets to someone who is going on the designated run.
  3. Arrange for special demonstrations relating to safety when appropriate.