CoA4WDCI Standard Operating Procedures
ARTICLE I: UNITED FOUR WHEEL DRIVE ASSOCIATION
ARTICLE II: DUES
Section 1. Each member club voted into the Association will pay an initiation fee of $15.00 at the time of its acceptance and a prorated membership fee per family.
Section 2a. The member clubs of the Association will pay annual dues of $15.00 per family. Club membership is from July 1 to June 30. Annual dues will be due on January 1 and payable prior to the third quarterly meeting in July. The club member’s roster (name and address) will be submitted with the payment to the Treasurer of the Association. New member(s) of a member club who join after the 3rd quarterly meeting may join the Association at no fee for the remainder of the year. The name and address of the new member(s) shall be submitted to the Treasurer.
Section 2b. Those families of member clubs who wish to also be a member of United Four Wheel Drive
Associations (UFWDA) will pay in addition to Association membership dues the appropriate United membership dues, Which will be the dues in effect as of January 1 of that year.
The roster submitted must indicate which families also wish to be UFWDA members.
Section 3. Affiliated clubs shall pay $5.00 per member, minimum of $50, prior to June 1.
Section 4. Affiliated clubs and member clubs delinquent at the third quarterly meeting shall lose all benefits and privileges of the Association.
Section 5. Dues will be submitted to the Treasurer of the Association, along with a current membership list. Dues shall be deposited in the Association account.
Section 6. The Associate Membership is a program designed to create a close relationship between the owners of four wheel drive vehicles and the business firms that provide the products and services they buy and use, and membership is classed by type of business as follows:
Business firms engaged in the manufacture and distribution of off highway vehicles nationwide.
ANNUAL FEE $500.00
Business firms manufacturing and distributing parts and/or accessories or OHV's on a nationwide basis, or publishing firms who print and/or distribute magazines, periodicals, books, etc., on a nationwide basis, or businesses selling, leasing, or renting OHV equipment, parts, accessories or related items, on a statewide basis with multiple state outlets.
ANNUAL FEE $100.00
Businesses selling, leasing or renting OHV equipment, parts, accessories or related items on a
CoA4WDCI Standard Operating Procedures Page 2 of 9 August 2, 2008 statewide basis limited to one outlet, or any general business firm whose retail outlet is limited to one general location.
ANNUAL FEE $50.00
Section 7. Annual dues for Associate members will be due and payable prior to the 2nd quarterly meeting in April. Associate membership is from January 1 to December 31. Dues will be in the amount determined by the class in which they are placed by the Association. The class placement will be appealable to the Board of Directors of the Association, whose decision is final and binding. Associate members who have not paid their dues on time shall be subject to dismissal from the Association.
Section 8. New Associate members joining after the 2nd quarterly meeting shall pay full dues and their membership will be valid to December 31 of the following year.
Section 9. Associate member dues shall be submitted to the Treasurer, who will duly note the payment on the current membership list and deposit the dues in the Association account.
Section 10. Annual dues for Supporting members will be due and payable prior to the 2nd quarterly meeting in April. Supporting membership is from January 1 to December 31. Annual renewals shall be $20.00 per year. Supporting members who have not paid their dues on time shall be subject to dismissal from the Association. Those Supporting members who optionally wish to join United Four Wheel Drive Associations (UFWDA) may do so By paying in addition to Association membership dues the appropriate United membership dues.
Section 11 New Supporting members joining after the 2nd quarterly meeting shall pay full dues and their membership will be valid to December 31 of the following year.
Section 12 The Association’s board of directors, by majority vote, may approve a special introductory member offer for Associates and Supporting members.
ARTICLE III: MEETINGS
Section 1. There will be regular quarterly Association meetings each year, commencing with the first fiscal
quarterly meeting in January. Quarterly meetings shall be held on the third (3rd) Saturday of January, April, July and October.
Section 2. A minimum of 20% of the Association member clubs must be represented by delegates to constitute a quorum.
Section 3. In an emergency, the President may call a special meeting, which will be held in a central location.
Section 4. Order of the conduction of meetings will be according to Robert's Rules of Order, Newly Revised.
Section 5. The Association will pay receipts to a maximum of $400.00 to a hosting club for delegate meeting facilities. The Association will not assess any profits made by the hosting club.
Section 6. Each geographical district may hold regular meetings at the option of its member clubs or each District Vice-President.
Section 7. The Association may sponsor special events and fundraisers by majority vote of the delegates.
ARTICLE IV: FUNDS
Funds are to be used for monies that have a specified purpose and last for more than a year. A fund is started by a 2/3 vote of the delegates. At the end of a year, monies in a fund are rolled into the same fund for the next year. Monies are allocated to a fund by budget, majority vote of the delegation, transfers from other funds, or donations. Monies are dispersed from a fund by spending to the budget, by transfers to other funds as specified in the fund definition, as specified in the By Laws Article VII, Section 4b, or majority vote of the delegation. A fund may be dissolved by a 2/3 vote of the delegates and all monies in the fund will be transferred to the General Fund. Interest from all funds will be rolled into the General Fund. Any and all exceptions will be specified in the fund definition.
Section 1: General Fund
The General Fund is for the operation of the Association. The General Fund cannot be dissolved.
Section 2: Land Use Fund The Land Use Fund is to be used to promote the betterment of vehicle oriented outdoor recreational activities that are related to the protection of public access to public lands and are most specifically related to the protection of 4WD roads.
Section 3: Raffle Fund
The Raffle Fund is to be used to raise money for the association by the raffle of items. The net profits from said raffle shall be allocated for use within the Association as follows: Land Use Fund @ 40%, Promotion Fund @ 10%, next year’s Raffle Fund @ 40%, and Scholarship Fund @ 10%. All unused monies in the fund at the end of the year will be transferred to the General Fund.
Section 4: Scholarship Fund
The Scholarship Fund is to be used to fund the Association Scholarship as described in the SOP
Section 5: Sunshine Fund
The Sunshine Fund is to be used to assist association members in special financial circumstances which includes but is not limited to articles of grievance.
Section 6: Promotion Fund
The Promotion Fund is used to promote vehicle oriented outdoor recreational activities.
Section 7: Office Fund
The Office Fund is to be used to buy office equipment.
Section 8: Jason Reichart Fund
The Jason Reichart Fund is to be used specifically for trail maintenance. A plaque for Jason Reichart is to be placed on the trail at completion of trail maintenance. A photo of the plaque and description of the trail maintenance work is to be submitted to the state association newsletter.
Section 10: Motor Access Defense (MAD) Fund
The MAD Fund is to be used for legal support of Colorado land issues.
ARTICLE V: COMMITTEES AND REPRESENTATIVES
Section 1. The President shall appoint all committee chairman and representatives. An annual review by the Board of Directors will determine if Committee Chairs are fulfilling that positions responsibilities, for the best interest of the Association. The balance of the committee will be selected by the committee chairperson.
Section 1a. Any Board of Director member, who is also a member of the chairpersons club, must exclude
him/herself from that chairpersons review.
Section 2. The following are standing committees of the Association; Nominating, Association Store, Raffle Vehicle, Associate Member, COHVCO, F.E.A.T., Supporting Member, Land Use, Bylaws, Marketing/Promotions, and Historian.
Section 3. The Chairman of the nominating Committee shall select the Committee. The Committee shall report t the third quarterly meeting. The nominees will be presented at the fourth quarterly meeting and nominations are allowed from the floor at this time.
Section 4. Representatives from COHVCO, Stay the Trail, State Trails DPOR, Tread Lightly!, Inc., Blue Ribbon Coalition, Mountain States Legal Foundation and others’ reports are encouraged and shall be agenda items. CoA4WDCI Standard Operating Procedures Page 4 of 9 August 2, 2008
Section 5. All committees and their Chairman shall be in good standing in their own clubs.
Section 6. It is the responsibility and obligation of any Committee Chair and Representative, to maintain and preserve all records, documents and information that pertain to that chair position, and to release
such upon request. That is to include, any and all records. inventories, assets and properties of the CoA4WDCI.
ARTICLE V(a): COMMITTEE CHAIRPERSON DESCRIPTIONS
MEETINGS: All Committee Chairpersons should attend the four quarterly meetings held on the third Saturday, in the months of January, April, July and October. Invited and encouraged to attend the four CoA4WDCI Board of Director meetings annually.
The CoA4WDCI Office Manager is not elected. This is a volunteer position. The Office Manager is
responsible for maintaining communications between the Association and the public.
RESPONSIBILITIES: Responds to all telephone calls, retrieves messages from the answering machine, responds to mail and inquiries received. Delegates call information to Board and Committee Chairpersons as needed. Forwards information packets in a timely manner for CoA4WDCI and COHVCO. Takes telephone orders for map books and other store merchandise. Maintains office equipment.
SKILLS: The Office Manager needs good communication skills, written and verbal to respond to
telephone calls and telephone messages received. Computer knowledge is a must. Ability to operate answering machine, FAX and the internet. Organizational qualities helpful.
Supporting Member Chairperson.
The CoA4WDCI Supporting Member Chairperson recruits Associate Members and maintains records.
This is an appointed Chair position.
RESPONSIBILITIES: Recruit Supporting Members. Maintain records of former and current Supporting members. Send renew notices when due. Frequent contact with database manager to exchange address changes. Mail welcome letter to new members. Cross reference with the Treasurer's account analysis for renewal payment of dues. Submit report/article in news. Present report to voting delegates at quarterly meetings and seek motion to drop non-renewals after 90 days overdue. Mail Raffle tickets to Supporting Members.
SKILLS: Telephone skills, Detail oriented, Computer knowledge.
Associate Member Chairperson.
RESPONSIBILITIES: Recruit Associate Members. Maintain records of former and current Association Members. Send renewal notices when due. Order and deliver/mail Association Member plaques annually. Mail The Colorado High Trails to Associate Members. Mail raffle tickets to Associate Members. Coordinate/arrange for pickup or mail-in of raffle stubs and monies with District VP's. Present Committee report at each meeting. All the above should be done as a committee.
SKILLS: Communication skills, detail oriented, computer knowledge.
Colorado High Trails Editor.
RESPONSIBILITIES: Collect items of interest. Edit all content of submitted items. Layout and make newsletter camera ready. Arrange for printing and or electronic distribution. Maintain membership database for mailing. Deliver to printer. Pickup printed piece and deliver to mailing house. Arrange and be contact to mailing house. Distribute electronic copy to those who have requested, and ensure the mailing database correctly includes only thoise members wishing a paper copy of the High Trails publication.
Procure funds as necessary to maintain funds in USPS account and maintain standard permit with USPS.
SKILLS: Good communication skills, written and verbal. Have knowledge of printing layout. Computer knowledge is a must, needs to be organized.
RESPONSIBILITIES: Needs to be certified by the Colorado Secretary of State as a raffle manager.
Apply for the current year's raffle license in January. Gather raffle ticket information before tickets are approved and printed. Information required is:list of prizes, time, date and location of raffle drawing, license number. print and submit sample ticket as well as show proof of ownership of raffle vehicle to Secretary of State. Get approval of tickets from Secretary of State before printing. Upon approval, order raffle tickets, Have raffle tickets printed before first official CoA4WDCI event
. File quarterly raffle reports with Secretary of State along with appropriate fees by due date. Gather all raffle ticket monies (unless money has been accounted for) to turn over to the Association Treasurer. Process all mail order requests for tickets.. Make sure all raffle tickets received before the drawing time and date as indicated on the ticket are in the tumbler at the time of the drawing, this means counting and processing tickets during the 4th quarterly meeting. Make certain that the drawing is held at the designated date, time and place as stated on the ticket. Notify all winners. Make sure all prizes are properly awarded. Present status report at all meetings.
SKILLS: Excellent accounting skills, knowledge of Colorado raffle laws, computer skills, organizational abilities.
RESPONSIBILITIES: Sell the CoA4WDCI to the public via personnel contact, publications and media.
State the Association's position on issues at gatherings within other motorized and non-motorized groups. Work with other 4WD clubs to resolve issues within the CoA4WDCI. Keep abreast of current land use issues. Submit an annual budget to the BOD. Recruit committee members as needed. Call regular committee meetings. Delegate assignments to committee members. Make status report to BOD and Delegates. Submit articles for each issue of Colorado High Trails.
SKILLS: Excellent communication skills, computer knowledge, letter writing skills, social skills, ability
to make a good presentation, leadership and management skills, good listener, problem solving skills, salesmanship.
RESPONSIBILITIES: See above( Marketing Chair responsibilities minus landuse issues). Work toward gaining new members (Associate, Supporting and Club). Interface with club building the raffle vehicle. Update the "how to build a raffle vehicle" handbook as well as providing a copy to the building club. Assist vehicle building club with procuring after market accessories. Provide persons and organizations who donate aftermarket parts with proper and adequate advertising, promotions and appreciation.
SKILLS: Refer to Marketing Chair.
RESPOSIBILITIES: Contact and work with District VP's or a local club to prepare a meeting schedule.
Find and reserve a suitable meeting/conference room for the four quarterly meetings. Negotiate meal/meeting space/room accommodations as needed for the occasion. Recruit a local club or district to handle registration, door prizes, trail rides, decorations and local details. In cooperation with the local club/district, prepare meeting notice/registration to be published in the Colorado High Trails prior to the newsletter publishing deadlines in December, March, June and September. Send prepared notice to the Secretary for record. Contact the club building the raffle vehicle and make arrangements for their October raffle drawing meeting before January so to print raffle tickets in February. Arrange location for the four quarterly BOD meetings and notify Secretary for record and to notify BOD and Committee Chair's. Find and reserve location(s) for any CoA4WDCI events.
SKILLS: Excellent communication skills, computer knowledge, social skills, ability to organize, negotiate and follow through.
REPSONSIBILITIES: Primary responsibility of the Historian is to write or compile a chronological record of events to preserve the history of the CoA4WDCI in written and photographic detail in an orderly fashion. Prepare anticipated monetary needs for supplies to include in the annual budget. Recruit committee members. Hold committee work project meetings to assemble materials. Collect and maintain a file of past newsletter issues. Collect photographs of CoA4WDCI events from members through their clubs for inclusion into a historical album. Collect existing historical photos, newsletters, documents and awards to be maintained in a central location. Present a current status report and collect photos at the 4 quarterly meetings. Attend many Association and club events to document and preserve history of activities.
SKILLS: Organizational skills, computer word program capable, computerized photography capabilities helpful.
RESPONSIBILITIES: The Store Chairperson is the director of the Association store. Set up store at
quarterly meetings and other events that may present an opportunity to sell merchandise, Larger
items bring only 6-8 of each item/size. Give sales receipt to buyer and a copy to Treasurer with monies collected. Collect Colorado sales tax. Comparison shop for items, especially logo items. Maintain stock, especially of CoA4WDCI, United and Tread Lightly! patches and decals. Inventory items quarterly for Treasurer.
SKILLS: Knowledge of calculator and good math skills
Land use Chairperson.
RESPONSIBILITIES: The land use chairperson maintains a communication network with other individuals in the member clubs of the CoA4WDCI, who are interested in land use activities. Land use activities are those related to the protection of public access to public lands, and are most specifically related to the protection of 4WD roads. Land use activities can be commenting on proposed projects, attending managing agency planning meetings, researching 4WD road history and ownership, working with sate and federal agencies, mitigation of resource impacts, and 4WD road hosting. The land use chairperson shall give a written report to be published in the Colorado High Trails, as well as a written report to distribute at the 4 quarterly meetings for the delegates and guests. The land use chairperson shall give a short update and status on land use issues at the 4 quarterly meetings as well as the 4 BOD meetings. The land use chairperson should be encouraged to attend the United land use conference as well as public land managing agencies meetings as the representative for the CoA4WDCI. These meetings can include open houses, forest planning meetings, public comment meetings, ect.
LANDUSE REPORT: The LUC will write a land use report to be printed in the CoA4WDCI newsletter.
This report will be delivered to the newsletter editor prior to the newsletter deadline.
MEMBER LETTERS: Between the quarterly newsletters, the LUC will publish any other land use related information that is necessary to disseminate prior to the quarterly newsletter.
SCOPING REPORT: The LUC will produce a list of public land managing agency proposed projects that relate to 4WD roads to be published in the newsletter. This list will include all projects that open, develop, close, obliterate or restrict 4WD roads. It is advisable that the LUC get on the Forest Service and BLM quarterly project mailing lists. These lists are maintained at the Forest Service offices and BLM District offices
ADOPT A ROAD PROGRAM: The LUC will administer the CoA4WDCI Adopt A Road program. This includes maintaining and collecting Adopt A Road agreements, assisting clubs in adopting 4WD roads, maintaining a list of 4WD roads that have been adopted and those that need adopting. The LUC will also maintain a file on each adopted 4WD road that includes signed agreements, historical maps and data and any other pertinent documents that relate to the adopted road.
ADOPT A ROAD VOL. PROJECT HOURS: The LUC will track the member club vol. work on public
lands. Total hours for the CoA4WDCI will be published the Colorado High Trails. Each club hours will be totaled and divided by their total members, as of September of each year to determine the total hours per member of each club. This will determine the ranking of the top three clubs for the CoA4WDCI volunteer hours. Plaques will be presented to the top three clubs at the 4th quarterly meeting. By Oct.1st of each year (year end for Fed. agencies) the LUC will produce a report to the managing agencies describing the vol. hours donated to the public lands by the member clubs of the CoA4WDCI.
MISC. RIEMBURSMENT: The LUC will be reimbursed for all post phone billing, and materials related to activities of the LUC. The LUC will also be reimbursed for mileage (at the approved rate per mile) for all trips to attend meetings with managing agencies. The LUC will also be reimbursed for attending the United Land use Conference, to include registration, airfare, ground transportation, accommodations and meals.
SKILLS: Communication skills, innovative in resolving issues, computer skills, map reading skills (Forest service, BLM and USGS topo maps), RS2477 knowledge, and letter writing.
ARTICLE V(b): REPRESENTATIVE
The CoA4WDCI COHVCO Rep. is not elected. This is a volunteer position. The COHVCO Rep. maintains communication between COHVCO and the CoA4WDCI.
RESPONSIBILITIES: Prepare status report on issues involving 4 wheel drive activities. act as liaison between COHVCO and CoA4WDCI. Attends monthly COHVCO meetings and all special BOD meetings at the locations specified by COHVCO.
SKILLS: The COHVCO Rep. needs good communication skills, written a verbal to deliver reports to delegates at the quarterly meetings and for publication in the Colorado High Trails, computer knowledge is a must.
Tread Lightly !
The CoA4WDCI Tread Lightly ! Rep. is an appointed position. The Tread Lightly ! Rep. maintains representation and communication between Tread Lightly ! and the CoA4WDCI.
RESPONSIBILITIES: Reports to BOD and CoA4WDCI members and Delegates about recent and continuing projects and information concerning Tread Lightly! . Prepares a written article for the Colorado High Trails quarterly. Maintains inventory of educational materials and trash bags to give to CoA4WDCI delegates to hand out to there club members. Actively participates on a committee level for Tread Lightly!. Participates in Tread Lightly ! projects as requested. Sell the CoA4WDCI principles to the Tread Lightly ! members and visa versa. Promote responsible advertising regarding off-highway recreational vehicles. Attend Tread Lightly ! annual conference as a delegate from the CoA4WDCI.
SKILLS: Communication skills, verbal and written skills, social attributes.
Stay the Trail.
The CoA4WDCI Stay the Trail Rep. is not elected. This is a volunteer position. The Stay the Trail Rep. maintains communication between Stay the Trail and the CoA4WDCI.
RESPONSIBILITIES: Act as liaison between COHVCO and CoA4WDCI. Attends Stay the Trail meetings and all special BOD meetings at the locations specified by Stay the Trail.
SKILLS: The Stay the Trail Rep. needs good communication skills, written a verbal to deliver reports to delegates at the quarterly meetings and for publication in the Colorado High Trails, computer knowledge is a must.
ARTICLE V(c): UNITED DELEGATES
The CoA4WDCI United delegate is an elected position. The United Delegates maintain representation and communication between the CoA4WDCI and UFWDA.
Article 1. United Delegates.
Section 1. United delegates may serve for as long as their association reelects or reappoints them.
Section 2. The United Delegates obligations are:
A. To represent the entire CoA4WDCI membership at UFWDA annual meetings.
B. To keep abreast of all United activities as well as their association activities, so they can answer questions asked to them by either association.
C. To answer any and all correspondence they receive from members and officers of either
D. To submit articles to United's Voice and also to their Association newsletter as applicable
E. To see that their land use coordinator keeps United informed on there state land matters
F. To see that their association committees keep United's parallel committee informed
G. To solicit special membership and encourage donations to help support UFWDA CoA4WDCI Standard Operating Procedures Page 8 of 9 August 2, 2008
H. To support any and all United programs
I. To advise the editor of their association newsletter of the names and address of current or newly elected officers which shall be added to their mailing list
J. To inform United's office of meeting dates in advance of said meeting
K. To keep United's BOD up to date on any urgent issues
Article2. Delegate Meetings
Section 1. The annual delegates meeting shall be scheduled prior to October 1 each year.
Section 2. Voting on future annual delegates meeting locations shall be limited to two (2) years in advance. Less than two (2) years voting will be allowed.
Section 3. Location for annual delegates meeting shall alternate between locations east and west of the Mississippi river.
Section 4. Informs CoA4WDCI delegates re: criteria for United's four wheeler and environmental four wheeler of the year in a timely manner.
Section 5.Prepares a presentation from the CoA4WDCI to compete in the Jack Edwards Award.
Section 6. Shall take the CoA4WDCI banner to all United meetings.
Section 7. Take a door prize representative of Colorado to each United meeting.
SKILLS: Communication skills, verbal and written, computer skills, knowledge of negotiating, directing
and problem solving.
ARTICLE VI: INSURANCE
The Raffle Vehicle and Association trailer shall be appropriately insured by the Association.
ARTICLE VII: AMENDMENTS TO STANDARD OPERATING PROCEDURES
Any member may propose an amendment to the SOP at a regular Quarterly meeting. An affirmative vote of 2/3 of all the ballots cast is necessary for the adoption of amendments to the SOP and shall become effective immediately.
ARTICLE VIII: FUND RAISING EVENT
The Association may participate in a fund raising event as voted upon by a majority of the delegates when presented before the membership at a quarterly meeting. The net profit from each event shall be disbursed in the following percentages: Legal Defense @75%, next year's fund raising expenses @10%, United Four Wheel Drive Associations Legal Defense Fund @10%, Office @5%.
ARTICLE IX: RESPONSIBILITIES OF VOTING DELEGATES TO THE ASSOCIATION
The voting delegates to the Association shall have the following responsibilities:
a) To represent their Clubs to the Association and to be prepared to speak for their Club on issues that come up at the regular quarterly Association meetings.
b) To vote on Association business by the voting process prescribed by the Association Parliamentarian.
c) To be familiar with information that has been sent to the club contacts for discussion and/or vote at the next quarterly Association meeting or special meeting.
d) To actively pursue any missing or incomplete information. To request clarification of issues with the appropriate board member.
ARTICLE X: SCHOLARSHIP
Section 1. The Association Scholarship is to be presented annually to a graduating High School senior whose family is a member is good standing of the Colorado Association of 4 Wheel Drive Clubs, Inc.
Section 2. The amount of $1,000.00 will be presented to the student who is deemed most deserving by the Board of Directors.
Section 3. The following must be presented to the Board for evaluation: High School Transcript, description of school and extracurricular activities, letter of recommendation from a teacher, letter of recommendation from an adult outside of the family (Scout leader, minister, etc), and a 750 word or less thesis on “What 4 Wheeling Means to Me”.
Section 4. The Administrative Board consists of the Association Board of Directors.
Section 5. This is not to be considered a loan needing repayment.
Section 6. All applications must be submitted to the Secretary by April 1st. The Board of Directors will act on all CoA4WDCI Standard Operating Procedures 9 of 9 August 2, 2008