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Working Procedures (what the officers do)

C.A.R.T Officers Working Procedures 

 PRESIDENT 

In addition to the Requirements set forth in the by-laws.

The president shall preside over all general membership meetings.

The meeting shall be conducted under Roberts Rules of Order.

If the President is unable to attend a meeting, the Vice President shall preside over the meeting.

The president shall request that the Secretary be responsible for the attendance roster being started at the meeting.

The President shall be responsible for any Club commitment, including the signing of all contracts that the Club will enter into.  The President may delegate this responsibility to another Club Officer. The Treasurer is responsible for signing the tax return for the Club.

The President shall be responsible for ensuring that the Club functions smoothly. The President shall be kept informed and up to date on all committees and sub-committees. The President should allow these committees to perform their tasks without intervention as long as it’s not detrimental to the club’s well being. If the President deems that the actions of a committee are detrimental to the Club, the President shall contact the Chairman of said committee and offer guidance and/or direction.

Should the need arise; the President shall be empowered to make timely decisions based on club policy.

 

VICE PRESIDENT 

In addition to the Requirements set forth in the by-laws.

The Vice President shall preside over the general membership meeting and assume the duties of the President when the President is absent.

If the Vice President can not be available, the Secretary shall assume the duties of the Vice President

The Vice President is responsible for all publicity, advertising and promotion for the club and the club events. This could include printed media (newspaper & magazine articles and advertising, event fliers, cards, and give-a-ways (like t-shirts), etc.) as well as electronic media (radio, TV, internet) and special events like car shows and trade shows (Big “E”, etc.).

The Vice President shall Chair a Marketing committee. The Vice President may appoint a co-chair. This committee should consist of at least 6 people.

The Vice President is also the point of contact for many of the other car clubs when setting their schedules and establishing links to our club sites. He should take the lead in presenting our club and it’s events to other clubs and groups.

The Vice President shall appoint a Web Master.

The Vice President shall work closely with the club’s web-master to ensure the site is up to date, user friendly and entertaining because that’s the world’s view of the club and where it goes for information.

Web Master

Keep a current list of all web sites that support the club.

Ensure the club web site is current and complete.

The Web Master will work with the Secretary and the Activities Director to ensure that all information, schedules and other listings are posted and are correct.

Web Master shall ensure proper security of the membership area of the site (meeting minutes etc.).

 

SECRETARY 

In addition to the Requirements set forth in the by-laws.

The Secretary shall take minutes at all membership meetings and meetings of the Board of Directors.

If the Secretary can not be available, he/she shall designate a responsible person to assume the duties of the Secretary.

The Secretary shall:

Ensure an attendance list is created at each meeting and present it in the minutes. Send a copy of the membership meeting minutes to all officers and Directors for review before posting.

Send a copy of the directors meeting minutes to all Directors and other attendees for review before archiving to electronic media.

Contact the Web Master to post a copy of General Membership meeting minutes on the member’s only web site.

Maintain an electronic copy of all membership meeting minutes for a period 3 years.

Maintain an electronic copy of Directors meetings minutes for a period of 2 years.

Maintain an electronic copy of all Competition, Safety, and Marketing Meeting minutes for a period of 2 years.

The Secretary shall make available a copy of all general membership, BOD and committee meeting minutes upon request by a club member.

Note: The minutes for any committee meeting (e.g. Competition, Safety, and Marketing, etc.) Are the responsibility of the Officer/Chairperson to whom the committee reports. And that those minutes must be presented to the Secretary within one week of the meeting. All minutes should be recorded in the format normally used for general meeting minutes.

The Secretary shall request a copy of the most recent membership list from the Membership Chair each month and make that list available at all meetings for the purpose of determining if there is a quorum of members in good standing for a vote, should the need arise. E.g. Votes for Officers, Board members, Changes in Club Policy, etc.

The Secretary shall send out all notices to the general membership.

The Secretary shall send out a News Letter to the membership prior to the monthly meeting.

The Secretary shall maintain an e-mail list of all AutoX and Track event participants

 

 TREASURER

In addition to the Requirements set forth in the by-laws.

The Treasurer shall present an “In the Red–In the black” type of report at each monthly meeting.

If the Treasurer can not be available, he/she shall designate a responsible person to assume the duties of the Treasurer.

The treasurer should be proficient in Quicken and Excel and have a good knowledge of accounting practices.

The treasurer shall present a written monthly Treasurer’s report to the President.  The report should contain a list of the type of expenditures and the type of income for the previous closed out month, but exclude dollar amounts.  A general declaration that the Club is solvent is sufficient.  Note any upcoming large expenditures and if we are able to meet all of the Clubs obligations.

The Treasurer shall present a written quarterly Treasurer’s report to the Board of Directors.  The report should contain a list of the type of expenditures and the type of income for the quarter, include dollar amounts. List all account numbers and Certificates of Deposit. Note any upcoming large expenditures and if we are able to meet all of the Clubs obligations. Send the report to the Chairman of the Board if you can not attend the meeting.

The Treasurer shall pay all bills in a timely manner—keep copies of bills in a folder.

The Treasurer shall make all deposits and retain receipts for seven (7) years to verify with the monthly statement. Balance checks book and Quicken to the monthly bank statements.

 The Treasurer shall access the Club’s paypal account weekly and transfer any available funds to the Club’s checking account.

The Treasurer shall add funds; remove funds, rollover or change the terms of the Club’s Certificate of Deposit currently with Bank of America.

The Treasurer shall enter, store, and copy all of the Club’s financial data into the Club’s Quicken Premier Software program.

The Treasurer shall use Excel Software/format, with financial data pulled from the Club’s Quicken database to prepare a year end financial report (December 31). This is to be completed NO LATER THAN FEBRUARY 15th.

The Treasurer shall provide this financial information to the Club’s Accountant for the purpose of filing a tax return.

The Treasurer shall be responsible for signing the Club’s tax return.

The Treasurer shall prepare a year end financial report, profit and loss type, in all categories, and report the results to the Board of Directors.

The annual Treasurer’s report shall be audited by two (2) qualified Club members.

The annual report will be used by the BOD to determine if Dues should be adjusted for the coming year. The revised Dues will be presented to the general membership for discussion and an up or down vote.

The Treasurer shall negotiate renewal of Autocross insurance policy yearly. Usually 3 to 4 weeks in advance of the Policy expiring annually in August.

The Treasurer shall purchase insurance for all autocross events. Insurance is currently purchased from K&K Insurance. The treasurer and the Activities Director need to have an insurance binder prior to an event. Work with the Activities Director to ensure that the site owner of each event has a copy of the insurance binder, ensure that there is a copy in the timing trailer and retain a copy for the Clubs records.

Advise the Insurance Company of any cancelled event that has already been paid for. And to what date in the future that payment should be applied to.

(Preferably plus or minus 24 hours, but not mandatory)

Once all track days are scheduled. The Treasurer shall purchase insurance for all track days. Insurance is currently purchased from Naughton Insurance Company. The Treasurer shall work with the President and Vice President to obtain a copy of all track contracts with the list of insurance requirements before purchasing track insurance.

The Treasurer shall retain copies of the new contract for the various tracks; work with the President and Vice President to compare them with the contracts from the previous year and advise the Activities Director of any changes, so that Fees can be adjusted, and presented to the general membership for discussion and an up or down vote.

The treasurer shall ensure that all required payments to the various tracks are paid on time. Most are due one month prior to the Event date.

The Treasurer shall co-ordinate with the Track Registrar and the Event chair to ensure that all refunds for track days meet the refund requirements and are paid in a timely manner.

The Treasurer shall write letters and send checks for charitable donations. The charities will have been approved of by the Club membership. Retain copies of the letters and donations.

The Treasurer shall ensure that the Membership Director is notified of the payment of Dues.

ACTIVITIES DIRECTOR

In addition to the Requirements set forth in the by-laws.

It shall be the duty of the Activities Director to arrange all club functions and report to the members at each general meeting. The Activities Director shall submit a report to the members at each meeting outlining the program of events for at least two (2) upcoming consecutive months. The report shall include the results of all Club events since the last meeting.

If the Activities Director can not be available, he/she shall designate a responsible person to assume the duties of the Activities Director.

The Activities Director shall present a tentative schedule of events at the November Membership Meeting, for the up-coming year.

The Activities Director shall appoint members to a Competition Committee. If Necessary, have one for Autocross & one for Track Days. The Competition Committee shall consist of minimum of (4) members.

The Activities Director shall appoint members to a Safety Committee, if Necessary have one for Autocross & one for Track Days

The safety committee shall consist of a Minimum of three (3) members.

The committee shall review each site and each course for safety only.

In the event of an incident the committee shall write up a report and submit it to the Board of Directors for disposition. (For any Club Function)

Note: The minutes for any committee meeting (Competition, Safety.) Are the responsibility of the Officer to whom the committee reports. And that those minutes must be presented to the Secretary within one week of the meeting. All minutes should be recorded in the format normally used for general meeting minutes.

The Activities Director shall find individuals to Chair each event. If one can not be found the Activities Director shall become the Event Chairperson.

AUTOX.

The Event Chairperson shall report to the Activities Director.

The Event Chairperson is responsible for course design and set-up. The course design will be reviewed by the safety committee, Competition committee and the Activities Director and will be subject to change.

The Event Chairperson is responsible for, all needs to run an AutoX.

Ensuring that the Timing Trailer is at the proper location for the event. That the timing trailer contains all of the equipment needed to run an event. (Computer, insurance forms, permission forms for lot use, course set-up equipment, timing equipment, trophies etc.)

The Activities Director shall create an AutoX check list and an AutoX support team list to be provided to the event chair.

 

TRACK

The Event Chairperson shall report to the Activities Director.

The Event Chair shall be responsible for, all needs to run a Track Event.

Registration, People to run Tech Inspection. Track workers, timing equip., Tee shirts, Trophies, etc.

The Activities Director is responsible for insuring that all events results get published and that points are awarded.

This includes Overall Points, Autocross points, Rally Points, Track Day Points, Team Relay Points (Part of Track Day)

Overall points should be posted in points order. (Descending)

Autocross Points should be posted in Class order.

Rally Points should be posted in Descending order (if only one class)

Track Day points should be sorted in Class order

The Activities Director shall appoint an Event Chair for the Awards Banquet.

The Activities Director shall create a list of participants that attend each style of event we present. This should include the Name, address, and Email address

The Secretary should hold the above lists for distribution.

 

 MEMBERSHIP DIRECTOR

 

      In addition to the Requirements set forth in the by-laws.

On December 1st. Contact the Secretary to send out a notification reminder that Club dues are due Jan. 1st…  (Via email & Web news notice)

Follow up with dues that are overdue on Jan.2nd. And Feb. 2nd.

If the Membership Director can not attend a meeting, he/she shall designate a responsible person to assume the duties of the Membership Director.

The membership Director shall keep an up to date record of membership status. This should include Name, address, phone number, email address. This list should be distributed to the Secretary on a monthly basis.

The membership Director shall send the names of new members to the Activities Director to insure all new members are listed and receive their proper points for year end awards.

 Each new member shall receive a new member information packet consisting of a welcome letter, a list of events, a membership card which includes Name and membership year the card is valid for. This should be done within (30) days of joining the Club. The card should include name, year of membership and car number.

 

DIRECTORS of the BOARD

Directors

In addition to the requirements set forth in the by-laws.

The Directors shall meet at least once per calendar quarter to decide policy questions, discuss potential changes to the By-Laws to be presented to the Membership for approval, and adjust the CART Working Procedures from suggestions put forth by the members or officers.

The Directors shall act as an input channel from individual members to the Officers/ management of Cart.

The Directors shall align themselves with an officer of the club, to substitute for that officer at meetings and to learn new jobs to help run events, and to train new people in different tasks associated with the operation of the Club.

The Directors shall suggest solutions to possible problems arising in the running of the club, Autox, and Track Days.

The Directors shall act as intermediary with members and officers to resolve problems.

The Directors shall elect a Chairman of the Board as required under the requirements of the By-Laws.

The Board of Directors shall appoint an Audit committee consisting of two (2) qualified Club members to due a financial audit of the annual Treasurer’s report.

 

Chairman of the Board

In addition to the requirements set forth in the by-laws.

The Chairman shall conduct the board meetings according to Roberts Rules of Order.

The Chairman shall ensure the election of new directors occurs at the time specified in the By-Laws. The Chairman shall announce at the January meeting that nominations are to be made at the February meeting for Three (3) board members, followed by elections at the March meeting. Upon the publication of the results of the election the newly elected board members will assume their duties as board members.

The Chairman shall announce at the May meeting that nominations are to be made at the June meeting for Two (2) board members, followed by elections at the July meeting. Upon the publication of the results of the election the newly elected board members will assume their duties as board members.

The Chairman shall cast a vote at the board meetings only in the event of a tie.

 

Autocross Event Chairperson

The AX Event Chair is a voluntary position.
The goal is to engage club members to participate at these events.
The responsibilities are as follows.

  1. Volunteer to be an AX Chairperson with the Activities Director.
  2. Be present at the start of your event to assure all aspects of setup and operation of the event are carried out in a timely manor and may include but not limited to the following items:
  • Be present prior to the start of setup
  • Have an idea for course layout and have it reviewed by the safety comm. Preferably in advance
  • Assure that adequate staffing of registration/classing/worker assignments/cashier is covered.
  • Assure that timing and PA systems are setup and working
  • Assure insurance waiver and armbands are being done for all on site and gate is manned.
  • Assure Novice walk through is carried out on schedule (10:00)
  • Do the drivers meeting on time (10:45)
  • Be on site through out the day to answer any questions or solve problems.
  • Potential for deciding the run count and end time for the event (by committee with officers)
  • Decide if there is to be a post event challenge and institute/tabulate (ie. Run off, relay, etc.)
  • Co-ordinate fun runs, take money.
  • be present at end of event to assure proper disassembly of course and equipment.
  • Assure trailer is stored.
  • Assure that any gates to event areas are closed and locked if necessary.

Note. The Event Chairperson is responsible for these items but is not required to actually do each item. That is why we have active club members and are always seeking and trying to engage others to participate. Generally if you ask someone to help out they will. Most of the above responsibilities ware regularly y done by certain members and things just need to be verified as done.
So once things are working sit back and enjoy yourself and that pat on the back from all of us.
If you have any additional questions feel free to ask any officer or Board member.

 

 

02-14-09 Bob Nogiec (initial version)

 

updated 04-16-2014 per Bob Dorion (added Autocross Event Chair duties)