Job Description of the President Chinook Camping Club

Meetings and Administration
 

• The President is the chief executive officer of the Club and presides over all business meetings. With input from the membership, prepares the agenda for business meetings. Shares the agenda with the membership prior to meetings. With the help of the Secretary, has necessary copies of agenda, reports, and previous minutes available at meetings. With the help of the Secretary, notes the attendance at meetings.
• Periodically reviews the club's budget and with the Board considers adjustments that may be needed because of inflation or other causes.
• Approves reasonable expenditures that benefit the Club and advises the Treasurer so money can be paid out.
• Work with other officers as needed to help make Club operations smooth and effective and to resolve issues that may arise.
• Co-administers closed Facebook group for the club: approves names for participation, deletes names as members leave.

• Proofreads current issue of the Trailblazer before distribution.

Communication
 

• Prepares President’s Message for the Trailblazer quarterly newsletter.

• Sends semi-regular email updates to keep the club current on activities,

new members, and anything of mutual interest to the membership.

• Prepares or delegates a report about recently concluded rallies, to be included in the Trailblazer.

• Prepares or delegates a summary of the tech talk discussion from recently concluded rallies, to be included in the Trailblazer.

• Posts items of interest to the Club’s Facebook group.

• Share photographs or links to photographs taken at club events or that are of interest to the club.

• Relay to the membership messages and questions about coaches for sale, maintenance issues, etc.

• Responds to letters and emails from non-members about the Chinook Camping Club.

Making the Club a welcoming environment

• Sends a personal welcome email to new members.

• Notifies the club of new members within a few weeks of their joining.

• Spend time with new members at rallies and do what is possible to ease them into the scheme of membership

 

Job description for Club Secretary
 

• Attend board meetings

• Records attendance and takes minutes at club business meetings.

• Send get well cards to members when made aware.

• Send bereavement cards to family of any deceased member and make donation as directed

• Send thank you cards to campgrounds after each rally

• Send thank you cards to assigned hosts.

• Supports board members and assists in production of copies for meetings.

 

Job description for Membership Vice President

• Conduct an active Club membership recruiting program;

• Provide “Saw Your Chinook” business cards for members to distribute.

• Respond to messages left on the clubs website.

• Keep updated membership forms in a shared Google folder for members to print and hand out.

• Process new member applications;

• Enter new member information into the EZ Member Directory app.

• Order member badges

• Keep accurate records of the Club membership;

• Keep club roster information separate from the EZ Member Directory as a backup.

• Publish an Annual Membership Directory and update that Directory as needed.

• Import photo directory information from EZ Member Directory and format as a document and place copies in a shared Google folder.

• Maintain a text document of members. Print a copy for distribution at the annual meeting and keep a copy in a shared Google folder.

Additional duties currently performed:

• Make club member signs to post in your Chinook.

• Maintain a shared Google folder so members can obtain updated documents.

 

Job description for Rally Vice President
 

• Plans rallies, supports hosts in planning, not necessarily responsible for hosting if no one volunteers to host.

• Receive and act on suggestions for future campgrounds, research campgrounds (facilities, location, reviews, member reports, nearby activities)

• Solicit Hosts and answer questions members may have about hosting

• Communicate with membership via newsletter and President's update by submitting summaries of upcoming rallies as requested

• Maintain records of rallies, campgrounds, rally kit disposition between rallies

• Give thank you gifts to hosts at the rally in question if possible

• Ideally, have 2 years worth or rallies planned in advance to make it easier to keep up in case a rally location/plan falls through.

• Participate in Board and Business meetings, work on projects assigned by Board/President, work on ideas to make hosting/rally planning easier.

• Assist incoming Rally VP in learning the job.
   

Rally duties depend on whether we have experienced hosts:
 

Experienced Hosts

• Confirm that the members do indeed intend to host a particular rally/location

• Stay out of the way, but be available to help with decisions

• Confirm details with campground such as fees & contracts*

• Liaise between campground and President & Treasurer as necessary

• Make sure to record the Chinook Rally Kit disposition

New Hosts

• Answer questions and encourage members to host

• Confirm that the members do indeed intend to host a particular rally/location

• Assist with planning

• Confirm details with campground such as fees & contracts*

• Get approval from President for expenses

• Liaise between campground and President & Treasurer as necessary

• Assist with making rally schedule if needed - research local activities

• Makes sure reservation/rally details are shared with President/newsletter

• Make sure to record the Chinook Rally Kit disposition

No Hosts

• Answer questions and encourage members to host

• Confirm details with campground such as fees & contracts*

• Liaise between campground and president & treasurer as necessary

• Make rally schedule if needed - research local activities

• Makes sure reservation/rally details are shared with President/newsletter

• Make sure to record the Chinook Rally Kit disposition

*Communicate with campgrounds (review contract for completeness and accuracy, and/or email with campgrounds so that we have
written records of agreements, coordinate deposits/fees with treasurer if necessary)

Job Description of the Treasurer Chinook Camping Club

Initiate new member process

Receive completed application and dues check

Verify information

Notify Membership VP

Add information to Membership spreadsheet

Deposit check into Club account

Maintain Club checking account

Balance checkbook

Maintain budget spreadsheet

Pay invoices (e.g., badges, rally expenses, officer operating expenses, Club purchases)

Prepare Financial Report for Club Business/Annual meetings

File annual IRS electronic form 990N per IRS guidelines