| Board Of Directors |
| President |
Preside at all regular meetings, appoint
committee chairperson(s) as necessary to carry on activities of
the Assoc.,Act upon correspondence brought to his attention, Call
four quarterly Board of Director meetings each year, Has power
to call special Board of Directors meetings at his discretion,
Signer on general operating expense disbursement bank account,
Work with Treasurer & Board on annual budget, Maintain &
encourage relations with other organizations with like interests,
Maintain communication with all Committees, Prepare written report
to be published quarterly in The Colorado High Trails. |
| Immediate Past President |
Assist the newly elected president during
the transition into office beginning on January 1 of each year,
Maintain continuity in projects started during his tenure, Further
the goals
established by the Association into the future. |
| Vice President |
One shall be elected first VP, during absence
of the President, First VP shall preside at regular meetings,
make regular visitations to member clubs in your district, be
a liaison between the clubs in your and the Association, solicit
and recruit new member clubs to the Assoc. & assist in helping
form new clubs in district, write & forward to the editor
of the Colorado High Trails a quarterly VP report, schedule
and preside over a minimum of four meetings in your district
annually, attend, if possible, all member clubs special events,
maintain contact with Association Members in your district,
promote the Association at local functions. |
| Secretary |
Maintain membership records in cooperation
with Newsletter Editor's data base, maintain Association records
and preserve historical documents,send out notice of meetings,
prepare quarterly meeting agendas, call roll in meeting in the
absence of Parliamentarian,maintain records of all meetings
and there minutes, mail minutes of meetings to Board Members
and Committee Chairs within fourteen days following the meeting,
maintain correspondence in regards to applications for club
membership, act upon correspondence brought to his/hers attention,
prepare scholarship application for Board of Directors review,
sign and distribute membership cards at the July meeting, mail
cards to clubs not in attendance following the July meeting,
inventory and maintain adequate office supplies needed to perform
duties of the office, order plaque for the Four Wheeler of the
year trophy and jacket for Colorado Four Wheeler of the year,
authorized as a signer for the business accounts. |
| Treasurer |
Have custody of all Association funds,
submit actual financial reports showing income and expenditures
for the last period at the four quarterly meetings, make sufficient
copies of quarterly financial report for Delegates, Officers
and Committee Chairs, monies received shall be deposited, all
expenditures approved or pre-approved by delegates vote shall
be paid by check, list
all checks as part of quarterly report,have payable checks signed
by by any two of three designated officers, reconcile bank accounts
monthly, sales tax reporting-quarterly, prepare annual budget
with board input, file income tax forms annually, prepare biennial
corporate report, prepare quarterly Colorado sales tax report,
print Associate member and Supporting member reports for chairpersons
as requested. |
| Parliamentarian |
Keep meetings within the framework of the
by-laws, SOP, Roberts rules of order newly revised, call roll
of club delegates at the start of the quarterly meeting and
after the meetings break, maintain current inventory of delegate
badges and voting pennants, maintain by-laws and SOP. |
| Committee Chairs |
| Office Manager |
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. |
| Supporting Member |
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, decal, patch, membership
cards and magnet 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. |
| Associate Member |
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. |
| Colorado High Trails Editor (Newsletter) |
The Editor shall collect items of interest.
Edit all content of submitted items. Layout and make newsletter
camera ready. Arrange for printing. Maintain membership database
for mailing. Deliver to
printer. Pickup printed piece and deliver to mailing house.
Arrange and be contact to mailing house. Procure funds as necessary
to maintain funds in USPS account and maintain standard permit
with USPS. |
| Raffle Manager |
The Raffle Manager 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 a 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 30,000 to 40,000 raffle tickets,
Have raffle tickets printed before first official CoA4WDCi event
(RV Sport,Boat and Travel show). 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 the raffle ticket
tumbler is at the 4th quarterly delegate meeting. 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. A 4th quarterly raffle report will need to be filed
with the Secretary of State, and all fees paid prior to getting
a new raffle license for the up coming year. Present status
report at all meetings. |
| Marketing Chairperson |
The Marketing Chairperson is to sell the
CoA4WDCi to the public via personal 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. |
| Promotion Chairperson |
The Promotion Chairperson should 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 after market parts with proper and adequate advertising,
promotions and appreciation. |
| Event Planner |
Is to 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 event's. |
| Historian |
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 included 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. |
| Store |
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.
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. |
| Landuse |
The Landuse Chairperson maintains a communication
network with other individuals in the member clubs of the CoA4WDCi,
who are interested in land use activities. Landuse 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 state and federal
agencies, mitigation of resource impacts, and 4WD road hosting.
The landuse chairperson shall give a written report to be published
in the Colorado High Trails, as well as a written report to
distributed at the 4 quarterly meetings for the delegates and
guests. The landuse chairperson shall give a short update and
status on landuse issues at the 4 quarterly meetings as well
as the 4 BOD meetings. The landuse chairperson should be encouraged
to attend the United landuse 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,etc. |
Adopt-A-Road |
The Adopt-A-Road Coordinator 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 (orphaned). They 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.
They will track the member club volunteer 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 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 volunteer hour's donated to the public lands by the member
clubs of the CoA4WDCi. |
| Representatives |
| COHVCO |
The COHVCO Representative shall prepare
status report on issues involving 4 wheel drive activities.act
as liaison between COHVCO and CoA4WDCi. Attends monthly COHVCO
meetings (3rd Wednesday of each month,7:00 pm at Fay Meyer's Motorcycle,
2015 West Alameda ave, Denver) |
| Tread Lightly! |
The Tread Lightly! Representative reports
to the 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. |
| United Four Wheel Drive Associations |
The Delegates to United Four Wheel Drive
Associations will represent the entire CoA4WDCi membership at
UFWDA annual meetings. To keep abreast of all United activities
as well as their association activities,so they can answer questions
asked to them by either association. To answer any and all correspondence
they receive from members and officers of either association.
To submit articles to United's Voice and also to their Association
newsletter as apolitical. To see that their landuse coordinator
keeps United informed on there state land matters. To see that
their association committees keep United's parallel committee
informed. To solicit special membership and encourage donations
to help support UFWDA. To support any and all United programs.
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. To inform United's office
of meeting dates in advance of said meeting. To keep United's
BOD up to date on any urgent issues |
|
