Roles and Responsibilities of Colorado Airstream Club Board Members 2025
The 2025 roles vary from a typical year due to changes in the treasurer’s role.
Note: Qualifications for candidates for all 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.
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.
- 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.
- Facilitate/oversee the development of the 2025 rally calendar.
1ST VICE PRESIDENT
- Facilitate/oversee the calendar of rallies for the following year.
- Work with each host on the specifics of the rallies. In some cases an experienced host will not need any guidance. New hosts will require more guidance.
- Complete the ACI insurance document for events.
- Ensure that all rally hosts have a “mentor” to assist as needed.
- Assist the president in developing the 2025 rally calendar to learn CAC’s event planning process and tools.
- Develop the 2026 rally calendar in a timely manner by September, 2025.
- Facilitate the development of a CAC mission statement.
2ND VICE PRESIDENT
Typical Year
- Schedule and facilitate luncheons in Nov, 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.
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 and eventually become 2nd VP (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, 2024