Standard Operating Procedures

1. The official Club emblem is: red jeep with winch, blue field, "Roughwheelers" in black script, "IV Wheel Drive" in black block print, hillside colors may be white or vari-colored. Entire emblem may be in black or white.

2. No other version of the club emblem is to be displayed by any club member, unless the word "Roughwheelers" is deleted in its entirety.

3. Official club jacket is blue nylon windbreaker. Shades of blue are optional, but should approximate "true blue". Very light or very dark shades are not allowed. (Sky blue, turquoise, navy, etc.) Style of jacket is optional, in so far as buttons, zipper, pockets, cuffs, and hoods are concerned. There shall be no differing color trim, except that patches are allowable. Material is wholly optional, except that a light material is preferred.

4. C.B. is channel four.

5. Trailer connector recommended is the standard 4 plug rubber connector (stock #TR-4). Wiring guide recommended is:

1. Ground (White)
2. Left turn (yellow)
3. Tail (running) lights (Brown)
4. Right Turn (green)

6. The club official name tag shall be blue with white lettering.

7. The club will pay for officer designator tags. They include:

President Vice President
Secretary Wagon Master
CA4WDC Delegate Master at Arms
Editor Safety Chairman
Treasurer El Mirage Liasion

8. Voting at the board meeting will be done by the Executive Committee (Board) only. Discussion is open to all present.

9. Bank Account is [[[[[[ REDACTED FOR PUBLIC VERSION, see Historical docs section of website for definitive version of this document. ]]]]] Signature cards must be returned to the branch at Hawthorne & El Segundo Blvd. only. The Outgoing and incoming President and Treasurer, have to sign off on all the bank forms.

10. Mailing list shall be maintained by the editor and reviewed at the discretion of the board. The Club mailing address is 2023 Vanderbilt Lane, Redondo Beach, CA 90278
PO Box #1921 is at the Redondo Beach (90278) post office. A key is kept by the president and the treasurer.

11. Meeting place is 2023 Vanderbilt Lane, Redondo Beach. The President has the keys.

12. Club files are kept at the Hughes' residence.

Duties of Office

1. Ensure club mail is picked up the day of the regular club meeting.
2. Assume Vice President's duties in his absence.
3. Read all association literature and present condensed version 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. Keep the gavel.
8. Awards Ace Driver, Master Mechanic, Back Seat Driver, and Phyllis Diller trophies at each meeting.
9. Start the meeting on time, at 8:00 PM.
10. Try to hold meeting to two hours.
11. Break for fifteen minutes at 9:00PM.
12. Allow time during break for dues and raffle tickets.
13. Preside over all voting.
14. Verify new applicants eligibility.
15. Ask prospective members before the meeting if they are interested in joining the club.
16. 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.
17. Conduct meetings by Robert's Rules, more or less.
18. Limit discussion to 2 minutes per person.
19. Approve all guest speakers and schedule them before the break.
20. Responsible for follow-up of all other action items, reports, etc.
21. Allow time at meeting for reports from committees, Treasurer, Wagon Master, and CA4WDC Delegate.
22. Instruct Master at Arms to levy fines when deemed appropriate.
23. Co-sign the CA4WDC Delegate credentials.
24. Can sign all bank forms and checks.
25. Co-sign CA4WDC membership dues forms.
26. Approve all outgoing club correspondence.
27. In emergencies, can make disbursements up to $10.00
28. Keep set of keys for meeting place and post office box.

1. Act as program chairman and provide entertainment, if any, at 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. Conduct at least one meeting per year.
6. Assume jobs of those officers not present.
7. Outgoing Vice President sets up new/old board dinner for January of the following year. It shall occur the Saturday following the January meeting.

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 complete file of all club newsletters, minutes, and correspondences for the year. Turn in file to master file each year.
4. Issue and co-sign CA4WDC delegate credentials.
5. Maintain record of new members eligibility and notifies president two weeks before the meeting.
6. Act as host/hostess for the guests during the meeting.
7. Maintain guest log at meetings, and supplies guest information to editor.
8. Maintain new member's notebook and contents (patch, camping guide, by-laws, roster, telephone tree, and membership questionnaires.
9. Maintain new member's questionnaires.
10. May obtain more notebooks or notebook supplies when needed.
11. Maintain supply of all club forms.
12. Mail a copy of the board meeting minutes to officers and members who attend only.

1. Maintain all club fiscal records.
2. Collect annual dues for CA4WDC.
3. Pay annual dues to CA4WDC for Roughwheelers' members in good standing.
4. Maintain club bank account.
5. Obtain necessary forms from CA4WDC for any fiscal matters.
6. Maintain signature card from bank.
7. Present a verbal report at each meeting.
8. Announce delinquent dues at each meeting. Collect dues at each meeting break. Maintain all records pertaining to club dues.
9. Can sign all club checks independently.
10. Distribute CA4WDC membership cards and dash plaques.
11. Pay post office box rent when due, before December 31st each year.
12. Allow no expenditures greater than ten dollars ($10.00) without membership approval.
13. Review club membership list and newsletter mailing list.
14. Receive any fines or pool money collected.
15. Make all bank deposits.
16. Make all disbursements.
17. Disburse postage money to editor (approval not required).
18. Inform Editor and Board when any member is behind in dues more than three months and again at six months. The newsletter is not sent to any member who has not paid dues before the publication of the April newsletter.
19. Prorate dues within the month the member joined.
20. Order all badges and tags for members.
21. Provide the balanced books to the incoming treasurer at the January board meeting or at the January general meeting if no board meeting occurred.

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. Supply next run plan to editor prior to newsletter publication.
5. Appoint substitute Wagon Master if unable to attend, normally the Vice President.
6. Responsible for the entire run from point of departure until pavement at the end of the run, but give directions for return route.
7. Notify all when and how long any rest stops are.
8. Leave camp for run on time, normally 9:00 AM.
9. Obtain and has on run adequate area maps.
10. Decide on campsite location.
11. Assign trip report duty, preferably Saturday morning.
12. Assure trail rules are followed.
13. Meet and introduce self to any guests and hand out trip plan and trail rules.
14. Ensure all run participants have “Hold Harmless Agreement” and “Medical Releases” signed. Minors must have a notarized guardian signature.
15. Shall have C.B. on club channel at night and be the only one.
16. Maintain and keep Wagon Master kit updated consisting of:

Trip agenda Inventory land use information
Accident report Area use forms
Route markers Felt markers
Camping guide
17. Mark trail as required.
18. 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.
19. Any run change must be made to the general meeting in advance.
20. Bring maps to all meetings.
21. Coordinate events on runs.
22. Set years runs at the January run planning meeting.
23. Cabin / Snow-run:
A. Begin checking on cabin cost range in December.
B. At January meeting get head count and decide which cabin fits our needs.
C. Collect estimated money.
24. Assigns Tail-End Charlie.

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 without prior approval.
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 condensed version to general meeting.
10. Maintain current list of association clubs and officers.

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 $30.00 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. Maintain mailing list at the discretion of the board.
14. Mailing list:
A. Club members in good standing
B. Guests for a period of 3 months past last meeting attended.
C. In Gear newspaper
D. Off Road publications as determined by the mailing list.
E. CA4WDC Southern Area Vice President
F. All club sponsors'
G. Newsletter subscribers

15. Club Roster is only sent to club members
16. Maintain annual schedule of general meeting, board meetings, and events.
17. Update and issue membership roster, published semi-annually in February and July.
18. Keep track of all members' “personal events” (birthdays, weddings, other club-recognized milestones).

1. Set fines during meeting for:
A. Being late
B. No club jacket
C. No club patch
D. General harassment
E. 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 January board meeting or at the January general meeting if no board meeting occurred to the new Master at Arms.
12. Raffle will be at every regular meeting.

1. Maintain the first aid kit.
2. Ensure safety kit gets to someone who is going on the designated run.
3. Arrange for special demonstrations relating to safety when appropriate.
4. Club Safety Education Chairman.
5. Maintain vehicle check list.
6. Recommend date and location for the vehicle check.
7. Chairman in charge of scheduled inspection committee
8. In charge of Vehicle Check. Assigns duties to participating members.

March 1, 2014 Club banking info redacted from this unofficial copy. See Historical docs section of website for definitive official version.
Jan 15, 2011 Edited General 10 &11, mailing address not PO Box
Completed July 13, 2007 Amendments Incorporated