ESCAPEES RV CLUB CHAPTER/C-BOF OFFICERS' HANDBOOK

FORWARD

This handbook was written as a guide for Escapees RV Club chapter / c-bof officers. It is not intended to replace your judgment or to hinder your initiative in the day-to-day activities of the chapter. The manuals can be viewed, saved, printed from the Escapees website http://www.escapees.com/Chapters/ReportingForms.aspx for the use by Escapees RV Club Members.

600(1012)

TREASURER HANDBOOK TABLE OF CONTENTS

Form #/date # of pages

Forward 600 (1012) 1 Table of Contents Treasurer 604 (1012) 1

I. DUTIES OF OFFICERS

First Tasks of New Officers/Chairpersons 610 (1012) 2 President, Job Description 611 (1012) 1 Vice President, Job Description 612 (1012) 1 Secretary, Job Description 613 (1012) 1 Treasurer, Job Description 614 (1012) 1 Membership, Job Description 617 (1012) 1

II. BYLAWS

Guidelines for Chapter/c-BOF Bylaws 630 (1104) 2 Chapter /c-BOF Bylaws (Chapter/c-BOF to furnish) -- Blank Standard Bylaws 631 (0405) 3 Steps to Amend Bylaws 632 (1109) 1 Standing Rules (chapter /c-BOF to furnish) ----- -- Sample Standing Rules 633 (0804) 2 (May be discarded when replaced) Robert’s Rules, Condensed 634 (1104) 2 Meeting Agenda Template 635 (0406) 1

III. ROSTER

Chapter/c-BOF to furnish ----- --

IV. ESCAPADE OFFICER MEETING NOTES (Add after each Escapade. Can also be viewed on the Escapees website: http://www.escapees.com/Chapters/ReportingForms.aspx

V. CORRESPONDENCE (Chapter/C-BOF to furnish)

Alcohol Use Policy 650 (1104) 1 CARE Donation Policy 651 1106) 2 Chapter/C-BOF Escapees Mag. Report Form 600(0909) 1 Guidelines for Magazine Report Form 653 (0712) 2 Minimum Logo Requirement 656 (0804) 1 Official $10 Joining Fee 657 (0804) 1 Row Responsibilities 659 (1012) 1 Suggest Schedule for Social Hours 660 1 Escapees Policies 682 (1104) 1

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VI. ACCOUNTING Treasurer Annual Report Form 690(1012) 1 Sample Bookkeeping Forms 692 (0804) 3 Sample Bookkeeping Forms 693 (0804) 3

VII. CHAPTER/C-BOF LETTERS (Chapter/C-BOF to furnish) VIII. MISCELLANEOUS

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FIRST TASK OF NEWLY ELECTED OFFICERS

As newly elected officers (president, vice president, secretary, or treasurer), review the following information as soon as practical. Become familiar with chapter/c-bof bylaws, standing rules, and job descriptions. Review your office handbook issued by Escapees RV Club and passed on to you. You may need to print an updated manual. All manuals and forms are available to download/save at http://www.escapees.com/Chapters/ReportingForms.aspx PRESIDENT:

1. Appoint, elect, or retain newsletter editor. 2. Appoint, elect, or retain webmaster. 3. Appoint, elect, or retain voicemail chairperson. 4. Appoint, elect, or retain historian. 5. Appoint, elect, or retain sunshine chairperson. 6. Provide job descriptions for each position appointed.

VICE PRESIDENT:

1. Appoint, elect, or retain wagonmaster, unless you plan to perform the duties yourself. 2. Appoint, elect, or retain membership chairperson, unless a part of the Treasurer’s duties or you plan to perform the duties yourself. 3. Ensure the chapter/c-bof financial records are audited before the new Treasurer receives the books. Send the Treasurer Annual Report to chapter directors.

SECRETARY:

1. Obtain minutes of the election meeting, along with any others not yet published and accepted. 2. Send a copy of the minutes to Chapter Directors and Club Business, unless include in the group newsletter. 3. Notify departmentseditors@escapees.com and chapter directors of the election, along with names, addresses, phone numbers, e-mail addresses, and SKP numbers of the newly elected officers, through the chapter/c-bof Magazine report form (11-04).

TREASURER:

1. If you are unfamiliar with bookkeeping procedures, contact someone who knows about bookkeeping and ask for help to get you started. Do not be intimidated by the job. It is quite simple. There are many choices of computer bookkeeping programs available to make the task easy. 2. Change signature cards at the bank. The president, secretary, and treasurer should be authorized to sign checks. The bank requires IDs for each (driver’s license, Social Security number) and a copy of the minutes stating each was duly elected.

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FIRST TASKS OF NEWLY ELECTED CHAIRPERSONS Review job description for your specific job. EMAIL PERSON: Share election, rally, luncheon information. HISTORIAN: Obtain chapter/c-bof albums and memorabilia. MEMBERSHIP CHAIRPERSON: Develop or update chapter/c-bof Membership list including mailing address, phone number and email address.

Share this list with members. Send a copy to clubbusiness@escapees.com and Chapter Directors.

NEWSLETTER EDITOR: Publish new officers in chapter/c-bof newsletter. OFFICER-AT-LARGE: As assigned. RALLY HOST: Prepare for the next chapter/c-bof rally. Share rally registration form

and details with newsletter editor and chapter/bof webmaster. SUNSHINE: Become aware of members' needs. VOICEMAIL PERSON: Update voicemail for next activity. Include a general contact person phone number for additional information. WAGONMASTER / RALLY HOST: Send upcoming rally / luncheon dates/location to

the secretary prior to the10th of the odd numbered months for publication in Escapees magazine. WEBMASTER: Update the Website with new officers, rally information.

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(1012) ESCAPEES RV CLUB

Job Description: CHAPTER/C-BOF PRESIDENT Job Summary: As a volunteer, the president coordinates, motivates and directs all activities of a chapter/c-bof of Escapees RV Club Duties and Responsibilities:

1. Conduct chapter/c-bof meetings and executive board meetings.

2. Supervise all chapter/c-bof activities.

3. Appoint committee chairpersons and assign duties as necessary in order to assure the smooth operation of the chapter/c-bof. Ensure the chairpersons have job descriptions and complete their tasks.

a. Appoint, elect, or retain newsletter editor. b. Appoint, elect, or retain webmaster. c. Appoint, elect, or retain voicemail chairperson. d. Appoint, elect, or retain historian. e. Appoint, elect, or retain sunshine chairperson.

4. Ensure compliance with bylaws and standing rules.

5. Ensure that all chapter/c-bof officers are informed of all correspondence pertaining to the chapter/c-bof. Email works well.

6. Ensure that lines of communication are open between the chapter/c-bof and national headquarters through the chapter/c-bof directors.

7. Ensure that new and interesting chapter/c-bof programs are created in order to keep member participation at a high level.

8. Sign checks as required by chapter/c-bof.

9. Appoint a member to serve in the temporary absence of the vice president, secretary, or treasurer. 10. Appoint a temporary officer until an election is held in the event of a board member's resignation or death.

11. Other duties as may be necessary.

611(1012)

(1012) ESCAPEES RV CLUB

Job Description: CHAPTER/C-BOF VICE PRESIDENT Job Summary: As a volunteer, elected position, the vice president assumes the duties of the chapter/c- bof president in his/her absence, coordinates rallies and luncheons, and oversees membership. Duties and Responsibilities:

1. Assume the duties of chapter/c-bof president in his/her absence.

2. Serve as oversight and liaison person between wagonmaster/rally host and the chapter/c-bof executive board.

3. Ensure that a wagonmaster and/or host are appointed for each rally and duties are completed.

4. Ensure the development of the chapter/c-bof rally calendar. Share rally dates with the secretary (who will complete the Escapees magazine report form), webmaster and newsletter editor.

5. If insurance is required for a rally/event, contact Chapter Directors. (See insurance information)

6. Coordinate all chapter/c-bof luncheons.

7. Oversee the chapter/c-bof membership program person.

8. Ensure that treasurer and audit committee, audit the financial records once a year (usually before a new treasurer is installed). Send/email copy to Chapter Directors. http://www.escapees.com/Chapters/ReportingForms.aspx.

9. Other duties as may be necessary.

612(1012)

(1012) ESCAPEES RV CLUB

Job Description: CHAPTER/C-BOF SECRETARY Job Summary: As a volunteer, elected position, the secretary maintains chapter/c-bof records and records minutes of all chapter/c-bof meetings and executive board meetings. Duties and Responsibilities:

1. Record minutes of all chapter/c-bof and executive board meetings. 2. Send minutes of all chapter/c-bof and executive board meetings to a. Club Business clubbusiness@escapees.com Email is acceptable.

b. Chapter Director. Email is acceptable. c. Minutes may also be posted in the newsletter.

3. Maintain a current list of chapter/c-bof officers, chairpersons.

4. Process chapter/c-bof correspondence. Email works well. 5. Submit the Escapees magazine report form by the 10th of odd numbered

months. Send completed form to: departmentseditor@escapees.com.

Information to be included: upcoming rally / luncheon information, chapter/c-bof contact persons, and all officer information. Share updates with the chapter/c-bof newsletter editor, webmaster, and voicemail chairpersons, so they too can update their area information.

6. Display bylaws, standing rules, current chapter/c-bof newsletters, sign-up sheets

of future rallies, and other items of interest at each chapter/c-bof rally. These may also be posted on the group website.

7. Assume the duties of president in the absence of the president and vice

president.

8. Other duties as may be necessary.

613(1012)

(1012) ESCAPEES RV CLUB

Job Description: CHAPTER/C-BOF TREASURER Job Summary: As a volunteer, elected officer, the chapter/c-bof treasurer maintains the financial records of the chapter/c-bof. Duties and Responsibilities:

1. Maintain an accurate account book. Computer bookkeeping is acceptable.

2. Timely deposit all money in the proper bank account. 3. Timely update the ledger, including the source of entry and the date. 4. Pay authorized bills in a timely manner. 5. Keep copies of receipts of income and expenditures for seven years.

6. Maintain chapter/c-bof bank accounts, including reconciling of each account with its bank statement.

a. Notify the bank when there is a change of officers who sign the checks. 7. Give a treasurer’s report at each chapter/c-bof and executive board meeting.

8. Produce a balance sheet at least once a year to be published in the chapter/c- bof newsletter.

9. Send Annual Treasurer Report to Chapter Directors. Form is located: http://www.escapees.com/Chapters/ReportingForms.aspx.

10. Assume the duties of Membership if is there is no designated Membership Chair.

11. Maintain an accurate inventory and location of all chapter/c-bof property.

12. Assume the duties of the president in absence of the president, vice president, and secretary.

13. Others duties as may be necessary.

614(1012)

ESCAPEES RV CLUB Job Description: CHAPTER/C-BOF MEMBERSHIP CHAIRPERSON

Job Summary:

As a volunteer, the membership chairperson will provide necessary documents to enroll new members who are current Escapees RV Club members, collect membership dues, issue receipts, and maintain financial records of same. He/she will also maintain a current chapter/c-bof membership roster and provide data to other officers/ chairpersons as directed. Duties and Responsibilities:

1. Develop and/or update the chapter/c-bof membership program. a. Request a list of Escapees members in your geographical area. b. Send email/letter inviting new Escapees to your activities.

2. Enroll new members.

a. Introduce new members and visitors to the chapter/c-bof. b. Meet personally with new or prospective members and explain the

chapter/c-bof and activities. c. Ensure that new members acquire a copy of bylaws, standing rules, and chapter/c-bof newsletter. d. Notify the newsletter editor of new members.

3. Encourage all members to participate in the chapter/c-bof and Escapees RV

Club activities.

4. Collect and record dues payments in the appropriate book.

5. Give a membership status report at chapter/c-bof meetings.

6. Advise members through the newsletter about renewal dates.

7. Share members’ birthdays and anniversaries with the newsletter editor.

8. Review your roster annually to ensure all of your members are current Escapees members. The Escapees Member Directory is on the Escapees website and requires you to have an ID and password. www.escapees.com > MySKP > membership list > search by name. Or verify individual membership at

http://store.escapees.com/membershipverification/.

9. Provide chapter/c-bof roster for annual publication in the newsletter. Send a copy to Clubbusiness@escapees.com and chapter directors annually.

10. Remind all that the chapter/c-bof roster is for chapter/c-bof member use only. 617(1012)

GUIDELINES FOR CHAPTER/C-BOF BYLAWS:

Filling in the blanks When drawing up bylaws for a chapter/c-bof of the Escapees Club, the standard ones are to be used. These include several blank items that are left to the option of the individual chapter/c-bof. The following is meant to convey the parameters for filling in these blanks. If additional information is needed, contact Escapees headquarters. National's approval is required before any new or revised bylaws can take effect. • Chapter number:

These are assigned in sequence (the next chapter formed will receive the next higher number).

• Chapter/c-bof name:

The name of the chapter/c-bof is to be selected by the membership and requires the approval of the national chapter director. It is to be in good taste and convey a positive image of the club and the chapter/c-bof. Traditionally, it reflects the geographical area covered.

• Geographical area:

Keep it general. Expect to cover the full area described. • Organized on:

This is normally the date of the formation rally. It will be treated as the chapter /c-bof’s anniversary date.

• Officers-at-large:

If none are desired, fill in a zero. A “one” will yield an odd number of members on the chapter/c-bof board of directors and thus avoid some tie votes. Too many could make the board too large to be efficient. Some chapter/c-bofs elect to include specific members here such as the immediate past president, the newsletter editor, etc. If this is not an elected office, the method of selecting should be covered in the standing rules.

• Term of office:

This may be either one or two years. Selecting two years is normally combined with “staggered terms” below. This requires a longer commitment on the part of candidates, so it can make good ones harder to find. This does assure more continuity from one board to the next. If this is done, have two offices elected in even-numbered years, with the remainder in odd-numbered years. Cover this in the standing rules.

• Terms will/will not be staggered:

Delete either “will/” or “/will not.” See “Term of Office” above.

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• Quorum size: Use 10% to 15% of total members.

• Meeting notification:

30 days minimum, 90 days maximum. • Election held on (at):

Don’t be too restrictive. It is better to say “at the spring rally” or “at the first rally of the season” than “at the early-March rally.”

• Nominating committee appointment:

Note that this is a minimum. One or two months is recommended to allow flexibility (in actual practice, a much longer period is recommended, up to a full year).

• Officers to assume office:

“At the close of the election meeting” is the most commonly selected option. It allows the outgoing board to complete their meeting agenda while avoiding a “lame duck” board. Other options include “end of rally” or “end of chapter/c-bof’s season.”

• Dues amount:

Note that this is a maximum. It is normally set at about twice the actual amount specified in the standing rules. Dues are meant to cover the cost of keeping their name on the roster plus printing and mailing the newsletter to them. Other costs should be covered by fund raisers involving only those members in attendance.

• Dues due on:

Suggest a date one or two months after the first rally of the season. Any date is acceptable.

• Drop date:

Suggest a date one or two months after the due date above. Any date is acceptable.

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BYLAWS FOR CHAPTER/C-BOFS OF ESCAPEES RV CLUB ARTICLE I: NAME, LOCATION, AND RECORDS

Section 1. The name of Chapter/c-bof _____________________________. Section 2. The general geographic area is loosely defined as _______________________________________________________________. Section 3. The chapter/c-bof records shall be kept in triplicate, with one copy in the possession of the secretary, one in the possession of the president, and one copy sent to the national headquarters of Escapees RV Club.

ARTICLE II: PURPOSE

This chapter/c-bof was organized on _______________ for the purpose of providing a framework for members of Escapees RV Club to make new friends through organized rallies and other announced social activities.

ARTICLE III: MEMBERSHIP

Membership in this chapter/c-bof is open to all current members of Escapees RV Club.

ARTICLE IV: OFFICERS AND DUTIES

Section 1. The elected officers of this chapter/c-bof shall be a president, vice president, secretary, treasurer, and ____officer(s)-at-large. The officers shall constitute the executive board. Section 2. The term of office for each elected officer shall be _____ year(s); however, each officer shall serve until replaced. Terms will/will not be staggered. Officers may serve more than one term. Section 3. In the event the chapter/c-bof is unable to fill the position of vice president or officers-at-large, it shall not constitute a violation of these bylaws. Section 4. Duties of officers are described in the Chapter/c-bof Officers Manuals from national headquarters.

ARTICLE V: MEETINGS

Section 1. Conducting the business of this chapter/c-bof shall be in accordance with Robert’s Rules of Order when such rules are not in conflict with the bylaws or specific directives from Escapees RV Club. Section 2. A quorum of _____ members, including one elected officer, shall be required for conducting the business of the chapter/c-bof at meetings. A majority vote of members present is required.

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Section 3. A meeting shall be held at each rally where a quorum is present. A minimum of one rally a year must be held. All members shall be notified in writing as to the date, place, and time of all meetings. Such notification requirement will be satisfied by any mailing at least _____ days prior to the event, including, but not limited to, the chapter/c-bof newsletter and/or Escapees magazine.

Section 4. Executive board meetings shall be held at the call of the president, or at the request of any other two elected officers.

Section 5. Accurate minutes must be kept of business conducted at all meetings. Minutes will be the only legal record of all meetings. Votes at all meetings will be recorded, and at the board meetings votes are to be recorded by name.

ARTICLE VI: ELECTIONS

Section 1. The officers shall be elected at the meeting on (at) ________________________________________________________________.

Section 2. Nominations: A nominating committee shall be appointed by the president at least _____ months prior to the month of the election. The nominating committee shall obtain at least one nominee for each office. Other members may mail in nominations for any office. All nominees must give written consent to be considered. Exception: Additional nominations, with verbal consent, may be taken from the floor of a regular meeting. All nominations for each office shall be published in the last chapter/c-bof newsletter prior to the election meeting.

Section 3. Voting shall be by ballot. A majority of votes cast is required to elect each officer.

Section 4. The new officers will assume their respective offices on (at) ________________________________________________________________.

ARTICLE VII: DUES

The dues will be no more than __________ annually, and will due on ________________ of each year. Any member whose dues are not paid by ________________ shall be dropped from the chapter/c-bof rolls. The amount of dues shall be set forth in the standing rules.

ARTICLE VIII: EMERGENCY ACTION

In the event that any required action cannot be completed as set forth in these bylaws, the executive board may take emergency action for the benefit of the chapter/c-bof, which emergency action must be submitted to the membership for ratification by ballot.

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ARTICLE IX: AMENDMENTS TO BYLAWS These bylaws may be amended or revised only after written approval of Escapees RV Club. All members must be notified of proposed amendments and furnished with a ballot to be returned. Approval of two-thirds of the ballots received is required for an amendment to carry.

ARTICLE X: STANDING RULES

The chapter/c-bof may adopt a set of standing rules to cover activities and/or situations not specified in the bylaws. These standing rules may not be in conflict with, or supersede, the bylaws. These standing rules may be adopted, amended, revised, or repealed at any publicized meeting upon approval of two thirds of the members present.

ARTICLE XI: INDEMNIFICATION

Each officer and committee member, while serving as such, shall be indemnified against any and all claims and liabilities to which he or she may be subjected because of service, or by reason of any act or omission alleged to have been committed by such officer or committee member, unless such act is the result of a willful or grossly negligent act or omission on the part of said officer or committee member.

ARTICLE XII: FISCAL RESPONSIBILITY

Any officer, rally host, committee member, member, or guest who is handling any type of funds for the chapter /c-BOF shall keep an accurate account of such funds, including receipts and disbursements, and shall turn over said funds, with a written balance accounting, to the treasurer in an expeditious manner.

ARTICLE XIII: DISSOLUTION

In the event of the dissolution of this chapter/c-bof, all obligations shall be paid and any remaining assets shall be sent to Escapees RV Club. Escapees RV Club shall not be liable for any debts incurred by the chapter/c-bof.

ARTICLE XIV: RELEASE OF OFFICER

Any officer may be removed, with or without cause, by a majority vote of all of the Board (which consists of officers and official appointments, e.g. editor, historian, etc.) and / or with approval from Escapees Chapter Directors, or he/she may resign at any time. 4-25-05

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STEPS IN MAKING AMENDMENTS TO BYLAWS This directive is based on form number 631, "Bylaws for Chapter/c-BOFs of Escapees RV Club." This is suggested procedure only.

1. Make sure you think it is a good idea.

2. Compose the proposed amendment and have it proofread so you won’t have to go through the entire procedure again for a minor mistake or omission.

3. Review your proposal with all officers or other members to eliminate possible

objections that might result in a surprise "no" vote.

4. If possible, have it reviewed by chapter directors before a vote to save time and trouble.

5. Have the proposed amendment included in the chapter/c-bof newsletter, along

with a ballot that includes the date, time, and place that the ballots will be counted. This must be done far enough in advance to assure that virtually all chapter/c-bof members have the opportunity to cast their ballots. Email ballots are acceptable.

6. Campaign as appropriate to ensure passage. This may be done by requesting an

article to be published in the chapter/c-bof newsletter.

7. Two-thirds of the ballots cast must be in favor of the amendment. Note that the requirement of advanced notification of all members precludes any changes to this amendment from the floor at the time the ballots are counted. Any changes to this amendment (or any other bylaw provision) must be made by following this directive.

8. Submit approved amendment to National for final approval.

9. If and when approval is received, the amendment is in effect. It must then be

published in the next chapter/c-bof newsletter.

632(1109)

SAMPLE STANDING RULES

1. In order to provide continuity, terms of office of the elected officers will be staggered by having the president and secretary elected in even-numbered years, and the vice president and treasurer in the odd-numbered years. 2. The duties of the president, vice president, secretary, and treasurer shall be as specified in the various chapter/c-bof officers handbooks in effect at the time of passage of this article for the respective positions. 3. The duties of an officer-at-large shall be to function as an advocate for the members. He or she may also be the chapter/c-bof letter editor, membership chairperson, and/or wagonmaster. 4. Examples of how to set up rallies:

a. One rally shall be held on the first Thursday, May 1, through the following Sunday.

b. One rally shall be held on the last full weekend of August, commencing on the previous Thursday.

c. One rally may be held with chapter/c-bof # _____ in even-numbered years. This will be their rally, with our members as invited guests. In odd-numbered years, these roles will be reversed. Every effort is to be made to avoid segregating by chapter /c-bof.

d. No rally shall be scheduled to conflict with any National function, such as an Escapade, if such function is within 1,200 miles.

5. Chapter/c-bof newsletter:

a. The chapter/c-bof newsletter editor shall be appointed by the president. The editor shall perform duties as specified in the editor’s handbook provided by Escapees RV Club.

b. A chapter/c-bof newsletter shall be published and mailed/emailed to each paid chapter/c-bof member no fewer than four times per year. They will be sent early fall through late spring.

c. The name of the chapter/c-bof letter shall be__________________________. 6. A historian, appointed by the president, shall maintain an album and such other records as appropriate. 7. A wagonmaster, appointed by the vice president, shall perform the tasks listed in the handbook. 8. A membership chairperson shall be appointed by the vice president. The membership chairperson shall perform the tasks listed in the handbook. 9. No smoking shall be permitted inside any room where a chapter/c-bof function is held if such function is open to all members 633(0804) 1 of 2

10. Miscellaneous: a. The president shall make all reasonable efforts to have a chapter/c-bof

member attend each Escapade as a representative of the chapter/c-bof. The officers are encouraged to volunteer for this position.

b. The treasurer shall reimburse the Escapade representative for the Escapade registration fee if the chapter/c-bof has voted to do so.

c. The treasurer shall advance the actual cost of favors and refreshments for distribution by representatives at the Escapade, except that this may not

exceed $___________ per event as voted on by the chapter/c-bof. d. The following shall be the only official logo of this chapter/c-bof. It may be

used on an item offered for resale only with prior approval of two elected officers.

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ROBERT’S RULES (CONDENSED) May Must be Requires Debat- Vote interrupt recognized a second able required

Main motion is when someone NO YES YES YES Majority moves to consider a new item of business. It must be seconded for it to be open to discussion. With no second, the motion dies. To amend a motion, someone NO YES YES YES Majority moves to consider changes in the main motion. When seconded, this motion takes precedence over the main motion. If passed, the main motion must be discussed with the amendment as an integral part. If failed, the main motion will again be discussed in its original form. There may be only two amendments to a main motion at one time. In other words, there can be one amendment to the amendment, but no more. To table a motion is to move NO YES YES NO Majority that all discussion be ceased on the main motion and that it be put “on the table” to be considered at some later date. Takes place of all subsidiary motions. To take from the table is for NO YES YES NO Majority someone to move to consider a motion that was tabled at an earlier date. Rise to a point of order is YES NO NO NO* None done generally when someone at the meeting is not following correct procedure. (*can be appealed) To move the previous NO YES YES NO 2/3 question is to make a motion to close debate on the motion on the floor and take a vote. To be legitimate, this needs 2/3 of the votes to pass. In actual practice, when someone calls for the question, if the 634(1104) 1 of 2

chair hears no dissension from the floor, he or she may call for the vote To postpone a motion is NO YES YES NO Majority similar to tabling, except that a given time is stated for the motion to be reconsidered. To refer a motion is again NO YES YES YES Majority similar to tabling, except that the motion is referred to a person or committee for study. To withdraw a motion can NO NO NO NO Majority only be done by the one who made the motion. NOTE: Except where noted above, all members must be recognized by the chair before speaking.

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Meeting Agenda

Chapter/C. BOF________________________ Date __________________

(1) Meeting will come to order. (2) Pledge of Allegiance led by_________________________________________ (3) Roll call of Officers. (4) Introduction of guest and New Members:______________________________ _______________________________________________________________ (5) Introduction of VCR’s______________________________________________ (6) Reading of Last Minutes. By________________________________________ Ask, "Are there any corrections to the minutes as read?" If so, the Secretary adds the correction. If opposition, corrections have Yeas and Nays. Then, "Minutes stand approved as read (or) "Minutes stand approved as corrected." (7) Reading of Treasurer’s Report. By_________________________________ (8) Wagon master Report. By_________________________________________ _________________________________________________________ (9) Committee Reports:______________________________________________ _________________________________________________________ _________________________________________________________ (10) VCR Report. ___________________________________________________ _________________________________________________________ (11) Old Business:__________________________________________________ __________________________________________________________ __________________________________________________________ (12) New Business: _________________________________________________ __________________________________________________________ __________________________________________________________ (13) Sunshine Report. By_____________________________________________ __________________________________________________________ (14) Motion to Adjourn. By____________________. 2nd By_________________ NOTE: Main Motion is when someone moves to consider a new item of business. It must be seconded for it to be open to discussion. With no second, the Motion dies. (Refer to Roberts Rules). After the discussion the vote is taken.

635(0406)

CARE DONATIONS POLICY (tentative policy, subject to change)

CARE is grateful for all donations and wants all donors to get full credit. Any check/credit card we receive is automatically credited to the individual who wrote it, and that person may use the donation as a charitable income-tax deduction. If a chapter/BOF sends the check, it is only credited to that chapter/BOF and not to the secretary/treasurer who wrote it. In January of each year, a record of donations for the prior year is sent as proof of the tax deduction for that year's income tax reporting. Any individual or chapter/c-BOF concerned about proper credit for donations may e-mail CARE, and the records will be checked and an answer e-mailed back as quickly as possible. DUAL CREDIT FOR DONATIONS If a check was given during a chapter or BOF fund-raising event, the individual will be credited AND the chapter/BOF will also receive credit toward its banner patches. This "dual credit" is possible due to the new bookkeeping system that allows us to show it as "banner credit only." The dual credit system was established to encourage and reward chapters/BOFs for raising money for CARE. Dual credit needs to be on a check that is collected at the time of the fund-raising event and clearly stated on the memo line, "chapter /c-BOF X fund-raiser." It must be at a true fund-raising event. When cash is donated, all of the cash is credited to the chapter/c-BOF only. A banner patch is given for every $1,000 in donations. Patches are handed out at Escapades before the Parade of Banners so the patch may be attached for the parade. Chapter directors may also give out the CARE patches if needed thru the year. To learn how much money your chapter/BOF has donated, e-mail the CARE office at: careinc@escapees.com .

651(1012)

RESPONSIBILITIES FOR “THE ROW” REPRESENTATIVE AT ESCAPADE

1. Plan to arrive Saturday before Escapade. Display your large “E” ticket in the driver's side front window.

2. Check if tables are needed. If so, have a table (one or two card tables) to set up displays and literature pertaining to the chapter, certified bof, or SKP Co-Op and area. 3. Obtain literature, maps, RV information, etc. from local sources referring to your local area. (Please do not request 'boxes' of brochures- you'll likely discard most afterward.) 4. Put up banners, maps, signs, etc. identifying your rig as headquarters for your group. 5. You may want to make arrangements for a get-together with light refreshments (at chapter/c-bof expense). Ideal time is after seminars and before evening activities. 6. Your group may distribute something from your local area as a goodwill gesture. Work with your president before Escapade to obtain a supply of items, e.g. nuts, poppy seeds, candy, etc. 7. On The Row, you are allowed to collect chapter/c-bof dues, accept new member dues, and sell your chapter /c-BOF logo decals. Sorry, but you may not collect money for ticket raffles. 8. Maintain a log book of visitors and perhaps take a few pictures for the chapter/c-bof historian. 9. Pets are welcome only if The Row is outside; however, for the safety of others on The Row, pets must be on a short leash. 10. Participate in the Parade of Banners. Please have your banner, or at least a reasonable substitute, ready for this event. We suggest having sticks on both ends so that the banner can be easily carried and seen as you walk down the aisle. Parade practice generally takes place Saturday afternoon. 11. See that signs, banners, etc., get to the representative for the next Escapade. 12. Turn in your records to the secretary and/or treasurer. 13. The Row dinner is usually held Saturday evening. The chapter directors will share information before Escapade. 14. Escapade locations may result in other changes. Some years The Row is outside, other years it is inside a building. 15. The Row guidelines may change from year to year. Updates will be sent before each Escapade with details to Row Representatives.

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Escapees Chapter/c-BOF Treasurer’s Annual Report

_____________________________ ________________________ _________________________ Chapter/c-BOF Name EIN Number Date Either complete the information below or attach a printed Income/Expense Report from Money/Quicken or such program: Balance as of _______________________ Total____________________________ Date

Income: Add Description _________________________ Income _________________________ ___________________________________ ___________________________________ ___________________________________ Expense: Less Description _________________________ Expense ____________________ __________________________________ __________________________________ __________________________________ Balance as of_______________________ Net Total ________________________ I verify that the Treasurer’s books have been audited and found to be correct. Name _______________________________________ Date ___________________________ Name _______________________________________ Date ___________________________

Number of SKP# Members as of ______________ = ______________ Date # Increase in Membership for calendar year _________________________ Decrease in Membership for calendar year ________________________ Instructions: Please complete this form one time per year. Before new officers are installed is an ideal time. Please send/email a copy to: Chapter Directors

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