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Some
positions for 2008 have yet to be filled. We need your
help! Please volunteer; your fellow club members will
greatly appreciate it. To learn more about the responsibilities
involved, click on the position name. If you'd like more
information or are ready to volunteer, contact president Hal Tretbar, president@saz.pca.org.
| 356 Tech Advisor |
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| Adopt-A-Road |
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| Advertising |
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| Autocross |
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| Cinco de Mayo |
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| Historian |
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| Membership |
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| Newsletter |
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Rally
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Open This job is
as time-intensive as you want. A single event will require some
planning, taking perhaps 20 to 40 hours. |
| Safety |
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| Social |
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Tech Inspection
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Open This job
requires a few hours at each autocross or DE. |
| Timing |
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| Tours |
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| Webmaster |
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Chair Responsibilities:
| 356 Tech Advisor |
- Answer all 356 related questions.
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| Adopt-a-Roadway |
- Propose at least two
pickup dates for the year to the Board.
(We have found that the Saturday after a membership meeting is the best
date for an adopt-a-roadway event because people remember to come.)
- With the proposed event, submit a tentative budget to
the Board. In the past this has been < $50, enough to cover
coffee and donuts.
- Take a short safety course from the county.
- Coordinate litter pickup dates with the county.
- Arrange to pick up safety vests and trash bags before
a pickup. Return vests and unused bags to the county.
- Organize the group on the day of the pickup and
review procedures with them. Make sure everyone signs both county and
club waivers.
- Prepare newsletter and website notices two months in
advance, and a full write-up of the event for the newsletter and
website one month in advance. Obtain board approval of the event
before any notices are released.
- Work with the Insurance Coordinator (the vice
president) to secure a copy of insurance coverage.
- Coordinate with the Safety Chairperson to have a
first-aid kit available during the event.
- Coordinate with the Equipment Chairperson to have
radios available during the event.
- Assign someone to write a follow-up article and take
photos for the newsletter and website.
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Advertising
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- Solicit and obtain advertising for the newsletter.
- Obtain "camera ready" copy from corporate advertisers
and submit to Newsletter Editor by the selected day of the month.
- Submit invoice to advertisers for advertising,
prior to the expiration of the period. Maintain financial records for
accounts receivable and payable on a current basis.
- Maintain an advertising rate schedule and propose
appropriate rate changes to the Board of Directors.
- Report all past due accounts to the Board of
Directors, along with recommendations for collection procedures and
appropriate course of action.
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| Autocross |
- Propose a minimum of three events for the year to the
Board to get approval for dates.
- For a given event, submit a tentative budget to the
Board. Any subsequent changes in the budget exceeding +10% of the
budget approved by the Board must be approved by the President. Any
changes in date must be approved by the Board.
- Line up sites.
- Clear competitive events with the Safety Chairperson.
- Notify the timing and equipment Chairpeople, if
needed.
- Work with the Insurance Coordinator (the vice
president) to secure a copy of insurance coverage as required.
Ensure Insurance Waivers are completely executed by all attendees.
Retain them in the Region archives for eight years.
- Prepare newsletter and website notices two months in
advance, and a
full write-up of the event for the newsletter and website one month in
advance. Obtain board approval of the event before any notices are
released. Insure
that all rules and regulations for the specific autocross event are
published in the newsletter and on the website, 30 days prior to the
event.
- Submit all monies collected to the Treasurer not more
than ten days after event.
- Submit all reciepts for bills to the Treasurer within
30 days after the event.
- Report to the Board on problem areas if any
(equipment or operators) encountered during the event.
- Maintain an event file including all budgets,
planning, phone numbers, etc. for passing on to
Chairpersons in succeeding years.
- Assign someone to write a follow-up article and take
photos for the newsletter and website.
- Plan run/work groups.
- Prepare the course by sweeping and setting up cones.
- Submit all safety issues to the Safety Chairperson
for resolution and implement the resulting decisions.
- Coordinate with Zone 8 to allow Pinal events to be
classed as autocrosses.
|
| Cinco de Mayo |
- Plan and execute
the concours d'elegance, party, banquet, and autocross. The club
has a
several page guide to running this event.
- Coordinate the party and banquet with the social
chair.
- Coordinate the autocross with the
autocross chair.
- Since this is a multi-event weekend, submit the
form (available on the PCA website) to the Zone 8 representative
requesting the multi-event subsidy at least 30 days in advance.
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| Historian |
- The keeper of the history!
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| Membership |
- Process new membership applications, including the
mailing of application forms to prospective new members, signing
official applications received and forwarding to the Executive
Secretary at PCA National, and sending a copy of Region bylaws and
Region logo to all new members.
- Process membership information and data on new
members, dropped members and transfers as follows:
- Additions sent to the newsletter editor by the
selected day of each month.
- All changes recorded on the Membership Chairperson
and President's card files.
- Record members' renewal dates and drop members who
have not renewed after a two-month grace period.
- Prepare a monthly report on monies due from National
for new members and member renewals. Send a copy to the Region
President.
- Maintain a running account of membership gains and
losses and report monthly at the Board meeting.
- Maintain file copies of all membership data and
reports.
- On a monthly basis, service PCA Information Boards
located at various shops in the area, replenishing membership forms and
posting the calendar of events.
- Coordinate mailing lists with the Newsletter
Chairperson.
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| Newsletter |
- Prepare, edit, and cause to be published a monthly
newsletter for the purpose of communicating to the Region membership
information pertinent to the activities and operation of the Region.
- Prepare and submit for Board approval annual
operating plan and monthly budget for the newsletter in coordination
with the Advertising Chairperson.
- Appoint co-editor to provide for continuity during
vacations, illness, emergencies, etc. Co-editor shall assist and become
thoroughly familiar with all aspects of the publication process.
Co-editor's appointment is to be submitted
for Board approval at the beginning of each year.
- The newsletter shall include, but not be limited to,
the following:
- Calendar of Upcoming Events, including Board
Meeting, Region Events, Zone Events, and other local events.
- Articles concerning upcoming events.
- Articles on local competitive events.
- Results of local competitive events.
- Board of Directors Meeting Minutes.
- New membership data.
- List Board Members, Committee Chairpersons, and
their contact numbers and email addresses.
- Required Publication information, such as deadlines
and reprint guidelines.
- Technical articles and reports.
- President's message.
- Optional articles of general PCA interest.
- Newsletter credits, including printer's name and
address.
- The newsletter shall be printed and available for
mailing no later than the set day of each month selected by the Editor.
- Coordinate editorial and advertising inputs with the
appropriate chairperson.
- Appoint other persons to assist in publication of the
newsletter, as necessary.
- On a monthly basis, service PCA Information Boards
located at various shops in the area, replenishing newsletters.
- Coordinate the mailing list with the Membership
Chairperson.
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Rally
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- Propose events to the Board and
establish dates. Any changes in date must be approved by the Board.
- Submit a tentative budget to the Board.
Any subsequent changes in the budget exceeding +10% of the budget
approved by the Board must be approved by the President.
- Prepare newsletter and website notices two months in
advance, and a
full write-up of the event for the newsletter and website one month in
advance.
- Insure
that all rally events are conducted in accordance with the General
Event Guidelines, and PCA Guidelines for Autocross, Rally, and Track
(guidelines are available on the Admin part of the PCA website).
- Prepare the layout, checking, and timing of the rally
courses and preparation of general and course instruction sheets.
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| Safety |
Make sure all driving
events follow Zone 8 safety rules. Responsible for the following
services, in accordance with National PCA Guidelines for Autocross,
Rally and Track:
- Help in course layout for speed events to ensure
safety prior to event, and inspect final course layout the day of the
event, prior to any contestant's entry on the course.
- Provide a monitor for all moving car events to ensure
that the event organizers provide for the safety of the various areas
in the following priority, as applicable:
- Spectator Control - Releases must be signed by
everyone.
- Pit Safety - Monitor vehicle speed and fuel storage.
- Course Workers - Shall be supplied with proper
instructions and safe locations from which to operate.
- Driver Safety - Tech inspection must be supplied
with up-to-date equipment requirements. The safety committee shall
supply or cause to be supplied qualified instructors for novice or
other drivers needing instruction for high speed events. Explicit flag
and passing instructions shall be provided as well as normal warnings
about alcohol and drug usage, and speeding in the pits.
- Safety Facilities - Know and implement procedures
for contacting emergency assistance if required. Other safety equipment
such as fire extinguishers, walkie-talkies, flags, etc. must be used
for all speed events.
- Review and resolve all safety issues submitted to
the Safety Committee.
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| Social |
- Propose events to the Board and
establish dates. Any changes in date must be approved by the Board.
- Other
than for membership meetings, submit a tentative budget to the Board.
Any subsequent changes in the budget exceeding +10% of the budget
approved by the Board must be approved by the President.
- Prepare newsletter and website notices two months in
advance, and a
full write-up of the event for the newsletter and website one month in
advance. Except for membership meetings, obtain board approval of the
event before any notices are released.
- Responsible for hosting or appointing specific event
chairpersons to host all of the social events of the Region including
the Holiday party, other dinners, brunches, picnics, and parties.
- Select
a mix of social events that are responsive to the needs and interests
of the Region's membership. Examples include margarita parties,
chocolate tasting parties, video racing, race watching, events
involving the kids, etc.
- Arrange for membership meeting sites in coordination
with the Board and be the liaison to the site.
In additions to the above, the social committee is responsible for
handling our charities. Twice
a year our club has charitable events: at Cinco, and at the
holidays. For the holidays we raise money for food baskets.
For Cinco:
- Work with the Board/Cinco chairperson to select a
charity.
For the holidays:
- Work with the board months in advance to select an
event that will be used to raise money (the event cannot be a party).
- Coordinate with the event chairperson.
- At least 30 days in advance, submit forms (available
on the PCA website) to the Zone 8 Representative to receive the
national subsidy for the charitable event.
- Give all money collected to Patsy Conklin so she can
purchase food baskets.
For both:
- Coordinate with the charity to inform the club of the
merits of the
charity.
- Prepare newsletter and website notices two months in
advance, and a
full write-up of the event for the newsletter and website one month in
advance. Be sure the board has approved the event before any notices
are released.
- Write a follow-up article for the newsletter and
website.
|
| Tech
Inspection |
- Inspect cars for safety prior to driving events.
|
| Timing |
- Run timing at driving events.
- Check equipment one week beforehand.
- Coordinate purchases of new equipment with the Board.
- Report problems with the timing equipment to the
autocross chairperson and the board.
- Provide timing results to the newsletter editor and
webmaster within one week of the event.
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| Tours |
- Propose events to the Board to establish dates. Any
changes in date must be approved by the Board.
- Other
than for membership meetings, submit a tentative budget to the Board.
Any subsequent changes in the budget exceeding +10% of the budget
approved by the Board must be approved by the President.
- Prepare newsletter and website notices two months in
advance, and a
full write-up of the event for the newsletter and website one month in
advance.
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| Webmaster |
- Design and frequently update the Region Website to
make it attractive to visitors and members.
- Include officer's names and contact email addresses.
- Coordinate contents with the Board and others.
- Arrange for email aliases for all Board members and
Chairpersons.
- Include upcoming events, results of recent events and
a For Sale/Wanted section.
- Act as a point of contact for other Region webmasters.
- Be aware of the national website contest rules,
available on the PCA national website.
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