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PRESIDENT

JOB DESCRIPTION

 1. PRESIDE OVER MEETINGS – To conduct and preside over Board of Directors, General Membership and First Timer’s meetings in an orderly manner and in accordance with the Bylaws and Standing Rules of Monaco International and FMCA’s Code of Ethics.
2. LEAD THE CHAPTER – To see that all of the duties and responsibilities of all officers of the Chapter are performed in a timely manner in accordance with the Bylaws and Standing Rules of the Chapter.
3. MONACO COACH CORPORATION – To act as the liaison between the leadership and Monaco Coach Corporation and Monaco International Chapter.
4. ACTING SECRETARY – To appoint an acting Secretary who shall record complete and adequate minutes of meetings should the Secretary be absent from meetings of the Board of Directors or Chapter Membership.
5. CHAPTER REPRESENTATION AT GOVERNING BOARD MEETINGS – To assure the National Director represents the Chapter at Governing Board meetings of FMCA. If the National Director is unable to attend meetings or is unable to serve, the President shall assure the Alternate National Director assumes those responsibilities.
6. RALLIES –To select a Parking Committee Chairman and approve Committee Chairman and volunteers selected by the Rally Master. To provide guidance and assistance to the Rally Master as needed.
7. CHAPTER ASSETS – To provide oversight for the assets, funds and properties of the Chapter.
8. MEMBERSHIP GROWTH – To see that the desired level of membership growth is met and maintained.
9. COMMITTEES – To arrange for the nomination and election of a Nominating Committee following the General Membership meeting in the Spring. To appoint Chairman and members of all other committees. To appoint an Audit Committee to audit the Treasurer’s and Rally Treasurer’s books.
10. CHAPTER INCORPORATION – To assure that the requirements for continuing incorporation are met.
11. CLUB NEWS TO MEMBERSHIP – To provide article for publication on Monaco International web site.
12. WEB SITE – To coordinate Chapter information and highlights with the web designer.
13. PRIZE PACKAGE FROM FMCA – To order prize package from FMCA, which includes items with FMCA logo and is valued at $250, and to arrange for distribution as prizes during First Timers’ seminar.
14. RALLY MASTER GUIDELINES – To update and maintain the Rally Master Guidelines. To distribute to Rally Masters before the rally budget is established. To follow up with Rally Masters after a rally is completed to identify any changes or additions necessary to the Guidelines.
15. APPROVAL OF REIMBURSABLE EXPENSES – To identify which member(s) shall travel for chapter business, which trips shall be reimbursed and which mode of travel (coach, automobile or air) shall be selected. To approve claims for reimbursement. To obtain approval from a Director-at-Large when reimbursement for the President’s expense is in excess of $500.
March 9, 2009


MONACO INTERNATIONAL FIRST VICE PRESIDENT
JOB DESCRIPTION


1. RECOGNIZE FUTURE OFFICER RESPONSIBILITY – To recognize that by accepting this officer position, he/she may be asked by the Nominating Committee to be a candidate for President next year.
2. ASSIST THE PRESIDENT – To assist the President and serve as presiding officer in the absence of the President from any duly called meeting.
3. ASSUME DUTIES OF PRESIDENT – To perform all the duties of the President should there be a vacancy occurring in the office; or, upon the inability or refusal of the President to preside during meetings of the Board of Directors, Chapter membership or First Timers. When so acting, the First Vice President exercises the authority and is subject to the same limitations as apply to the President.
4. COMMITTEES – To chair various standing and/or ad hoc committees as appointed by the President.
5. PRE-RALLY PLANNING – To identify and schedule the dates and locations of pre-rallies (held prior to FMCA conventions) and to prepare for the year(s) that will coincide with term of Presidency. Duties include visit of site locations, selection of Rally Master, and to assist Rally Master in developing budget for rally expenses and present to Executive Board.
6. RALLIES – To assist the Rally Master during the rally. To assure financial reports are submitted to the Board of Directors in a timely manner.
7. GIFTS AND AWARDS – The 1st Vice President, with the advice of the President, shall coordinate the purchase and presentation of gifts, awards, plaques, and honors for Monaco International. When purchasing gifts and awards, the following suggested range shall apply. President -$100 to $150, President’s Spouse $50, Officers -$50 to $100, Regional Directors -$25 to $50, Rally Master -$100 to $150, General Gifts -$50.
March 9, 2009


MONACO INTERNATIONAL SECOND VICE PRESIDENT
JOB DESCRIPTION


1. RECOGNIZE FUTURE OFFICER RESPONSIBILITY – To recognize that by accepting this officer position,
he/she may be asked by the Nominating Committee to be a candidate for First Vice President next year and for President the following year.
2. ASSIST THE FIRST VICE PRESIDENT – To assist the First Vice President in the absence of the President from any duly called meeting.
3. PRE-RALLY PLANNING – To identify and schedule the dates and locations of pre-rallies (held prior to FMCA conventions) and to prepare for the year(s) that will coincide with term of Presidency. Duties include visit of site locations, selection of Rally Master, and to assist Rally Master in developing budget for rally expenses and present to Executive Board.
4. RALLIES – To assist the Rally Master during pre-rallies held prior to FMCA conventions.
5. CHAPTER PROPERTIES – To maintain inventory and supply of expendable chapter properties: signs, flags, officer plates, etc.
March 9, 2009


MONACO INTERNATIONAL VICE PRESIDENT OF MEMBERSHIP
JOB DESCRIPTION


1. MEMBERSHIP – To maintain the Monaco International (MI) membership records for active, past due and archived members. To verify member eligibility as stated in the By-Laws and Standing Rules. To process FMCA notification of new chapter members, archived members, or members changed from archived to active status.
2. DATABASE MAINTENANCE – To maintain the MI membership database. To input address corrections and other information as received. To send renewal notices to the membership for the fiscal year on or before October 15th, and archive all members that have not paid by April 1st. These tasks may be outsourced at the discretion of the VP of Membership. Invoices not to exceed $2000, to be approved by VP Membership and paid by Treasurer.
3. RALLY DUTIES – To receive a rally listing of attendees from the Rally Registrar for all MI sponsored rallies. To verify the status of all attendees by verifying they are members in “good standing” with FMCA & MI. If the attendee is delinquent, notify the attendee regarding their membership status with FMCA or MI and explain the MI rules for belonging to the club. If dues are owed insure that they are collected.
4. FMCA – To check the monthly New Member and Past Due reports received from FMCA. To send a letter to members that are over 3 months past due with FMCA and in 30 days check the FMCA database to verify their membership. If the dues are not current the member will be archived to non-member status. (Bylaws – Article III – 1). At the President’s request, represent MI at the FMCA Chapter Fair during the FMCA Conventions.

5. 1st TIMER/MENTOR PROGRAM – To contact rally attendees via email or telephone to find volunteers that would be willing to serve as a Mentor in the 1st Timer/Mentor program. To schedule a meeting with the Mentors where assignments will be made and plans for the night are explained.
6. REGIONAL DIRECTORS – To provide each Regional Director (RD) with a monthly list of New Members in their region, including all of the necessary information required for making contacts. The RD will report all
contacts, changes, and questions to the VP of Membership each month.
March 9, 2009


MONACO INTERNATIONAL SECRETARY
JOB DESCRIPTION


1. MEETING AGENDAS – To assist the President with the preparation of agendas for the First Timer’s, Board of Director’s, and General Membership meetings.
2. MINUTES – To record proceedings of all meetings of the Chapter’s Board of Directors and General
Membership meetings. To distribute minutes of all meetings to the Chapter’s Board of directors via e-mail, or via U.S. mail if the Board member does not have e-mail capability. Signed minutes shall be read and approved at the next meeting, unless said reading is waived by majority vote. Minutes of all meetings are to be kept available in the event a member of the chapter wants to read them.
3. BOARD MATERIAL & REPORTS – To provide the Board agenda to Board of Directors in advance of the meeting. To copy and distribute officer reports prior to the Board meeting. To provide copies of material and reports distributed during the Board meeting to Board members who were not present at the meeting.
4. CORRESPONDENCE – To write all correspondence on behalf of the Chapter and to retain records of correspondence received directed to the Chapter.
5. DUTIES TO FMCA – To work closely with the Vice President of Membership and to keep accurate and up-to date records of the Chapter’s membership. To forward to FMCA a membership list of names and FMCA numbers, along with a list of incumbent Chapter officers and certification that the Chapter held the required number of meetings in the Chapter’s fiscal year. These reports are to be sent to the National Office no later than the last week in December in each year. The Secretary shall also provide all data requested by FMCA in the time frame defined.
6. OFFICER CHANGES – To promptly report, in writing, to FMCA the results of any election or change in status of Chapter officers. This report should include addresses, telephone numbers and e-mail addresses of each person elected.
7. BYLAWS – To maintain the Chapter’s Bylaws. To provide revisions or amendments to FMCA’s National
Secretary and to the International Area Vice President.
8. STANDING RULES – To maintain the Chapter’s Standing Rules.
9. CHAPTER FILES – To maintain the files for CURRENT OFFICERS, RALLY HISTORY, PAST OFFICERS, JOB DESCRIPTIONS, BYLAWS, STANDING RULES, and any other documents as directed.
10. JOB DESCRIPTIONS – To update and maintain officer job descriptions to reflect actual duties of the office.
11. OFFICER LISTINGS – To develop and maintain a listing of names, telephone numbers and e-mail addresses of all officers. To distribute changes to the chapter’s Board of Directors via e-mail or via U.S. mail if the Board member does not have e-mail capability.
12. CHAPTER AWARDS – To maintain a file of Chapter certificates and awards.
13. AGREEMENTS & LEGAL DOCUMENTS – To maintain the following documents: Incorporation papers with
state of Washington for chapter as non-profit organization and license agreement with MCC to use their trademark(s) as chapter logo and for contracts with vendors for production of products.
14. FIRST TIMERS – To maintain an adequate quantity of 1st timer badges and supply them to the rally master. To draw names of the 1st timers for use at 1st timer meeting to distribute prizes.
15. WEBSITE – To provide the following information to the Webmaster, or Assistant Webmaster, for inclusion on the Website: Minutes of the General Membership Meetings, current officer changes with photo’s, a copy of the current Bylaws, copy of current Standing Rules, job descriptions as changes occur, history of the club, and any other articles approved by the Website Committee. To monitor all items and report any outdated items to the Webmaster or Assistant Webmaster for removal or modification.
March 9, 2009


MONACO INTERNATIONAL TREASURER
JOB DESCRIPTION


1. CHAPTER FUNDS – To receive, safeguard, and hold all Chapter funds in the name of “Monaco International” as its trustee and fiscal agent.
2. DEPOSITS – To receive record of monies deposited from the Vice-President Membership on behalf of the Chapter in a federally insured agency. The Treasurer may, with the suggestion of an Investment Committee (if established) and with the prior approval of the Chapter’s Board of Directors, invest reserve funds in federally insured investments so that the highest rate of interest is achieved.
3. LIAISON WITH VICE-PRESIDENT MEMBERSHIP– To receive copies of deposits made for dues collected
from new memberships and renewals, and to receive listing of members from the Vice-President Membership Office. To account for all monies deposited.
4. FINANCIAL RECORDS – To keep an accurate standardized chart of accounts for all income and expenses using “Quick Books Pro”, or similar software. To prepare a Balance Sheet Report and an Income Statement detailing income and expenses. To render reports at each of the Chapter’s Board of Directors and General Membership meetings. To prepare and provide quarterly reports to the President.
5. MONTHLY REPORTS – To maintain monthly reports and monthly bank reconciliation reports.
6. RALLY INCOME & EXPENSES – To ensure Rally Treasurer prepares complete and accurate income and expense records using the standardized chart of accounts with “Quick Books Pro”, or similar software. To ensure the Rally Treasurer prepares an Income Statement detailing income and expenses and provides all supporting data for audit of records. To ensure the Rally Treasurer or Rally Master provides a financial report at the Chapter’s Board of Directors meeting.
7. RALLY COMPARISON REPORT -To prepare a rally comparison report and to render report at each of the Chapter’s Board of Directors meetings.
8. DISBURSEMENT OF FUNDS – To disburse Chapter funds only for authorized Chapter purposes and only in accordance with Chapter Bylaws, Standing Rules, and as directed by the Board of Directors. To prepare computer generated bank drafts using software developed for this task.
9. CAPITOL EQUIPMENT – To maintain a record of capitol equipment with related serial numbers and to record disposition of equipment. To amortize equipment each year and prepare write off claim (if applicable) on the Chapter’s tax report.
10. SOFTWARE – To maintain a record of software purchased and used by chapter officers and Rally Treasurer in performing their duties.
11. MISCELLANEOUS REPORTS & FEES – To prepare and submit Form 990, 1099(s), and 1096 as required by
IRS. To file an annual report and submit the fee, as required for incorporation, to the Office of Secretary in the state of Washington. To submit the annual Statutory Representation fee to the registered agent, CT Corporation.
12. ANNUAL AUDIT – To submit books, receipts and reports for annual audits to the Audit Committee.
13. CLUB RECORDS -Treasurer to destroy financial records after 5 years.
March 9, 2009


MONACO INTERNATIONAL NATIONAL DIRECTOR
JOB DESCRIPTION


1. GOVERNING BOARD – To serve on FMCA’s Governing Board and to represent the best interests of FMCA
and Monaco International.
2. CODE OF ETHICS – To follow the code of ethics as specified in the Bylaws of FMCA.
3. GOVERNING BOARD DUTIES – To elect National Officers, review and approve FMCA’s budget, consider
and act upon all proposed amendments to National Bylaws and Policies & Procedures, elect the International Area Vice President and FMCA National Nominating Committee by mail ballot, and any other action required of the Governing Board.
4. INTERNATIONAL AREA ORGANIZATION (INTO) DUTIES – To attend International Area Organization
(INTO) meetings held during FMCA conventions. To be a voting member of INTO’s Board of Delegates and to elect INTO officers. To attend and support rallies conducted by INTO.
5. REPORTS – To report to the Chapter’s Board of Directors and to the Chapter’s general membership matters pertaining to Governing Board and INTO activities. To maintain secret those matters considered confidential or matters discussed during Executive Session.
March 14, 2006


MONACO INTERNATIONAL ALTERNATE NATIONAL DIRECTOR
JOB DESCRIPTION


1. VACANCY IN THE OFFICE OF NATIONAL DIRECTOR – To assume the responsibilities of the office of
National Director should there be a vacancy occurring in the office, or, upon the inability or refusal of the National Director to assume the responsibilities of office.
2. SERVE ON GOVERNING BOARD – To serve on FMCA’s Governing Board in the absence of the National
Director and is subject to the same authority, duties and restrictions as the National Director in his/her absence.
3. ATTEND GOVERNING BOARD MEETINGS – Encouraged to attend Governing Board meetings and be
seated with the National Director.
March 14, 2006


MONACO INTERNATIONAL REGIONAL DIRECTOR
JOB DESCRIPTION


1. MEETINGS – To be an active participant at meetings of the Board of Directors and General
Membership at the rallies.
2. FIRST TIMER’S MEETING – To greet new members and to offer assistance to them as needed.
3. MENTOR – To serve as a Mentor in the 1st Timer/Mentor program at the rallies.
4. RALLIES – To assist the President and Vice-Presidents, with identifying potential rally sites (in the states
within your assigned region) for rallies held prior to FMCA’s National Conventions.
5. NEW MEMBERS – To contact the new members in their region. The Vice President of Membership will
provide each Regional Director with a monthly printout with all the necessary contact information for the new members in their region. The Regional Director will report to the Vice President of Membership monthly, via email or USPS, the contacts they made, any changes that need to be made to the database and other comments or request the new member might have.
March 14, 2006

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