Roles and Responsibilities of Colorado Airstream Club Board Members 2026
Note: Qualifications for all CAC Board Members
- Sufficient personal time to execute the responsibilities of the office.
- Experience as a host of a rally, including management of the campground contracts, registrations, waitlist and cancellations.
- Sufficient technology expertise to manage CAC applications and appropriate computer devices (laptop, desktop).
- Willingness to serve as an extension of the host when attending rallies. Be available to host happy hours, assist with meeting and greeting new members.
- Be able to attend scheduled Zoom board meetings
PRESIDENT
- Provide overall leadership of the club, encouraging implementation of what the volunteers and members want the club to be.
- Work across board members and oversee club policies, best practices and adherence to the constitution.
- Assume overall responsibility for revenue, expenses and managing risk, in conjunction with the treasurer.
- Contribute “Message from the President” to the Newsletter.
- Interact with ACI Headquarters to ensure compliance with ACI policies and requirements.
- Interact with Region 11 meetings.
- Sign campground contracts and ensure the terms and conditions of the contracts meet club requirements.
- Host and plan the maintenance rally and December holiday lunch to welcome the next board.
- Order badges for new board members.
- Carry the CAC flag and represent CAC at the international rally or designate an alternate
- Oversee implementation of rally and event schedule as developed by 1st Vice President.
1ST VICE PRESIDENT
- Develop the calendar of rallies by September for the following season.
- Work with each host on the specifics of each event.
- Complete the ACI insurance document for events.
- Ensure that all rally hosts have a “mentor” to assist as needed.
- Understand CAC’s event planning process and tools.
2ND VICE PRESIDENT
- Schedule and facilitate luncheons in Jan, Feb, March to learn CAC’s event planning process and tools.
- Host 1-2 rallies to gain experience in working across the teams.
- Keep track of the club property used for rallies and luncheons. This includes the club projector, flags, coffee pots and utensils.
- Assist webmaster and other officers with administrative tasks as needed.
TREASURER
- Financial Record Management:
- Maintain accurate and up-to-date records of all financial transactions, including donations, grants, program expenses, rallies, campground contracts, restaurant contracts and other operational costs.
- Record and reconcile bank statements, credit card transactions, and expense reports.
- Ensure proper categorization of expenses and income in accordance with nonprofit accounting practices.
- Oversee all campground contracts and publishing of critical dates and amounts for: deposits, final payments, cancellation policies, etc.
- Accounts Payable and Receivable:
- Manage accounts payable, ensuring timely payment of vendors, contractors, and other stakeholders.
- Process incoming payment revenue sources, maintaining accurate records for reporting purposes.
- Generate invoices and follow up on outstanding payments, ensuring proper documentation.
- Financial Reporting:
- Prepare monthly, quarterly, and annual financial statements and reports for internal and external stakeholders, including the board of directors.
- Assist with budget preparation, monitoring of expenditures, and analysis of variances between budgeted and actual figures.
- Assist with annual audits, providing necessary documentation and working with external auditors.
- Compliance and Regulatory Responsibilities:
- Ensure compliance with nonprofit accounting standards, GAAP (Generally Accepted Accounting Principles), and IRS regulations.
- Maintain documentation club requirements, including reporting and budget tracking.
- Assist with the preparation of annual tax filings (e.g., Form 990) and other regulatory submissions.
- Other Duties:
- Support the finance team with special projects, financial planning, and operational improvements.
- Provide financial information and insights to support organizational decision-making.
Qualifications:
- Proven experience as a bookkeeper, preferably in a nonprofit environment.
- Strong understanding of nonprofit accounting standards, including GAAP and fund accounting.
- Proficiency in accounting software (e.g., QuickBooks, Xero) and Microsoft Excel.
- Strong organizational skills, attention to detail, and ability to manage multiple tasks efficiently.
- Ability to work independently and as part of a team in a fast-paced environment.
- Excellent communication skills, both written and verbal.
- A degree in accounting, finance, or a related field is preferred but not required.
RECORDING SECRETARY
- Record and publish minutes of board meetings.
CORRESPONDING SECRETARY
- Manage intra-club communications, i.e. MailChimp, Slack postings to all members in conjunction with the admin, and direct emails to members as required.
TRUSTEES
- Trustees are members who want to get involved with club leadershiP. (There is no commitment but the trustees should form the pool of candidates for 2nd VP).
- Trustees are required to attend and actively participate in all Board Meetings, offering opinions and suggestions for improving CAC policies and practices.
- Trustees are expected to host one rally per year.
- Trustees should provide ideas for new rallies and activities
- Trustees who are experienced hosting rallies will be asked to mentor new hosts.
- When attending rallies, trustees should offer to help the host and participate in rally activities such as dinners, happy hours, etc.
- October, 2025