Purpose. These Standing Rules are established to address club matters that do not fall within the scope of its Constitution and Bylaws. Their purpose is to address and clarify matters that affect the club and its members in the course of the day-to-day operation of club matters and activities.

Approval. Standing Rules are adopted by majority vote.

Amendments. Standing Rules are amended by a two-thirds vote without previous notice, or by majority vote with such notice.

Dues. Annual dues for the following year are due to the club Treasurer on October 1. Annual dues are $20.00. Partial year dues of $10.00 will be assessed new members who join the club after May 31.

Initiation Fees. Bylaws (Article III, Section 3.D) permit assessment of initiation fees for new and reinstated members. New members will be assessed a $25 initiation fee, which will be applied toward club name badges. Reinstated members will be assessed a $15 reinstatement fee ($25 if they don’t have club name badges).

Full Member. As defined in chapter Bylaws. Concurrent membership in FMCA is required. Has voting privileges and is eligible to hold elected office in the chapter.

Associate Member. As defined in chapter Bylaws. Concurrent membership in FMCA is required. No voting rights are extended to Associate Members, nor can associate members hold an elective office.

Members from any of these classifications are required to pay the full rally fee (typically $10) for each rally they attend.

The duties of elected officers shall be as defined in the National FMCA Bylaws, and FMCA Policies and Procedures. (FMCA Bylaws Article XVI, FMCA Policies and Procedures # 45-49).

Chapter President’s Responsibilities (from FMCA P&P # 45, dated 7/03):

The elected Chapter President is the leader of the chapter and presides at meetings of the chapter membership.

Responsibilities

Chapter Vice President’s Responsibilities (from FMCA P&P # 46, dated 7/03):

The Chapter Vice President assists the President and serves as presiding officer in the absence of the President at any duly called meeting.

Upon a vacancy occurring in the office of President, or upon the President’s inability or refusal to preside, the Vice President performs all the duties of the President. When so acting, the Vice President exercises the authority and is subject to the same limitations as apply to the President.

Responsibilities

The Chapter Vice President assists the President in his or her duties. If a vacancy occurs in the office of the President, the Vice President shall perform in accordance with the "Chapter President’s Responsibilities" Policy and Procedure.

Chapter 2^nd Vice President and Wagonmaster’s Responsibilities (specific to this Chapter):

In addition to the duties detailed for Chapter Vice President, this position is responsible for determining the rally schedule, securing volunteer Rally Master(s) for each organized rally, and assisting Rally Masters in securing the locations for upcoming rallies. Responsibility covers the entire upcoming rally year (September/October through April/May). This position is further responsible for communicating the rally schedule details to the chapter membership on a regular basis (i.e., at meetings, and to the Newsletter Editor and the Webmaster).

Chapter Secretary’s Responsibilities (from FMCA P&P # 47, dated 7/03):

The Chapter Secretary has the duty and responsibility to keep accurate and up-to-date records of the chapter’s membership, the results of any election or change in status of chapter officers, and annual chapter certification and report same to the National Office. The Chapter Secretary is also expected to keep a formal record -- usually called minutes -- of the proceedings of all meetings of the chapter’s membership.

Responsibilities

Chapter Treasurer’s Responsibilities (from FMCA P&P # 48, dated 7/03):

The Chapter Treasurer receives, safeguards, and holds all chapter funds in the name of the chapter and is its trustee and fiscal agent.

Responsibilities

Chapter National Director’s and Alternate National Director’s Responsibilities (from FMCA P&P # 49, dated 7/03):

The National Director elected from each chapter serves on the Governing Board of FMCA.

Responsibilities

Chapter National Director

Rally Attendance. Unless otherwise announced, rally attendance is limited to members, prospective members, and guests who are FMCA members in another GMC motorhome club.

Former members who no longer pay FMCA dues may only be an occasional guest.

Unless otherwise announced, rally attendance is limited to adults.

Rally Master. Each rally is hosted by a member, known as the Rally Master or Rally Host. Rally responsibilities and procedures fall to the Rally Master, in accordance with guidelines from the club’s Wagonmaster.

No-Host Rallies. If no one volunteers to be rally master for a rally, that rally will be conducted as a no-host rally, which means that the rally will be completely informal. There will be no host-provided meals; hence, no rally fee will be assessed. The Wagonmaster will either make the rally location determination and make reservations with the selected RV park, or seek a volunteer to do the same.

Rally Schedule. Monthly club rallies are held from September/October to April/May. Arizona climate precludes organized rallies in June, July and August. September, October and May are "between season" months, in terms of both climate and availability of club members (many members are seasonal residents of Arizona, and often are not in Arizona in September and May). Organized rallies in September, October and May are optional, depending on interest and availability of club members.

Rally Structure. Except for the annual Mexico rally, other monthly rallies follow a 4-day/3-night weekend structure (Thursday through Sunday), with check-out late-morning on Sunday. The 3-night structure assures rally rates for parking for those arriving a day early (Thursday). There will be no official club or rally functions scheduled before noon on Friday.

Rally Assessments. All rallies are expected to be self-funded (i.e., with no subsidy from the club treasury). There are two components of rally expenses – parking and rally fees. Parking component is the actual cost for parking, and is determined by the RV park. Rally fees, usually $10-15 per rally (for a Thursday-Friday-Saturday-Sunday rally), are to cover other host-provided rally expenses (e.g., groceries for two breakfasts - Saturday and Sunday). Rally hosts set the rally fee for their rally, based on their estimate of the expected costs of their host-provided food, etc. Rally hosts are to establish the rally fee when they make their rally registration information available for the rally flyer. Each family unit will be assessed the full rally fee component, as will guests. The rally fee component will be waived for one rally, for potential club members who attend a rally with the purpose of determining whether they want to join the club.

Rally Payments and Deposits. Normally rally assessments are to be paid in full two (2) weeks prior to the start of the rally. Rally payments are to be sent to the rally host. Checks are to be made payable to "GMC Saguaro Jetset". In some special situations (notably the Mexico rally in February), an advance rally deposit will be collected where demand for rally parking space is likely to exceed supply. These special situations will be communicated to club members when they arise.

Rally Payment Refunds. When a member has to cancel their plans for attending a rally after having paid a deposit or in full, refunds of payments or deposits will be made to the extent practicable. If the RV park will not forgive the parking fee, and/or if the rally host has already purchased rally groceries for the canceling member, the refund will be reduced accordingly. Refunds will be made as soon as practical, but usually following the rally. It is incumbent on the canceling attendee to communicate their cancellation plans to the rally host as soon as possible, in order to increase the opportunity for securing a maximum refund.

Rally Flyer. Rally hosts are to provide rally registration and schedule information to the Newsletter Editor for inclusion in the newsletter published a month before the rally.

Rally Report. Rally hosts are to provide a brief written report on their rally immediately upon conclusion of the rally, and provide copies (Email is fine) to the President and Newsletter Editor for inclusion in the newsletter. The purpose of the rally report is to provide a brief recap for those who were unable to attend, as well as a constructive analysis of the rally that can be considered by future rally hosts. The rally report should include a list of attendees, a synopsis of rally events and happenings, and comments on what did and didn’t work well (as well as suggestions or considerations for future rallies).

50/50 Raffle. The Wagonmaster, or his/her delegate, will sell optional 50/50 raffle tickets to attendees during a rally. On the final morning of the rally, the raffle drawing will be held. The winner receives half of the proceeds; the balance is turned over to the club Treasurer. Club proceeds from the 50/50 raffles will be used primarily to fund the special Christmas dinner. If there are insufficient annual 50/50 raffle revenues to pay for the special Christmas dinner, Christmas rally attendees will pay for any remaining dinner balance. [AMENDED 2/17/04]

Convoy Procedures. When coaches are traveling as a large group or convoy (such as when we enter Mexico for our February rally), it is prudent to apply the following guidelines to ensure the safety and well being of everyone in the convoy, and to other motorists. These guidelines are applied to ensure clear and efficient communications, and orderly travel.

1. Prior to departure, the rally master should meet with all drivers and give them these instructions.
2. If the convoy exceeds 10 or 12 coaches, the convoy should be split into two (or more, as necessary) equal-sized sections, each operating as a separate and independent convoy. The smaller convoy size ensures better communications, by minimizing or eliminating the number of radio relays needed.
3. The rally master will assign a lead and tail for each convoy. The coaches assigned to these positions must have reliable CB radios.
4. Coaches without CB radios will be positioned between coaches with CB radios.
5. Using paper plates, permanent marker and masking tape, a number is assigned to each coach in the convoy (e.g., 1-10 or, in the case of a split convoy, 1A-10A, 1B-10B). The identification plate shall be taped to the upper driver’s side corner on the rear of the coach.
6. Each convoy should depart 10 minutes apart.
7. While traveling, convoy position should be maintained. The convoy travels as a unit. No coaches should separate from, or change position in, the convoy unless directed to do so by the lead.
8. The convoy should allow enough space between coaches to accommodate a car trying to pass the convoy, but not so much space that the convoy becomes too spread out and unable to communicate effectively. It is important that lead and tail are never so far apart that radio communication between them is lost.
9. During convoy travel, the identification number assigned to a coach becomes that coach’s radio call sign or handle. This will solve identity problems and allow the lead of each convoy or section to know where the members of his convoy are located.
10. The rally master designates the convoy CB channel to be used by all coaches. This will normally be channel 14.
11. The lead will announce upcoming obstacles or situations. The tail will communicate situations coming from behind. Lead and tail will communicate with each other regularly regarding traveling speed, convoy spacing, etc.
12. When the convoy encounters choke points, such as a border crossing or busy intersection, each coach notifies the lead coach when it has cleared that point (using the CB radio). For example: "3A is clear the border crossing". It is the responsibility of the first CB-equipped coach behind a non-CB coach to communicate status for that coach.
13. Except for communication after clearing a check point, or in the event of an emergency, radio silence should be maintained by all convoy members except for the lead and tail.
14. If a problem occurs in one convoy, the other convoy(s) should proceed to the destination.
15. If a problem occurs in a convoy, the coach with the problem should communicate immediately with the lead ("1A, this is 4A; I have a problem."). If the problem coach must stop, it should likewise communicate immediately ("1A, this is 4A; I have a problem and must stop immediately."). If a coach without CB radio shows signs of having a problem, the CB-equipped coach immediately behind that coach should communicate the situation to the lead.
16. If the convoy must slow down or stop, due to a problem, the entire convoy shall slow down or stop. The lead coach, with input and assistance from the tail, will manage the problem (i.e., the slow down or stop).

The President may appoint members to Administrative positions such as Newsletter Editor, Webmaster, Tool Keeper, and other positions, to perform administrative tasks deemed necessary to help insure smooth chapter operations.

Any Full or Associate member in good standing with this chapter (including Executive Board members) can be considered for administrative appointments.

Newsletter Editor. This position is responsible for publishing the club newsletter, which is published more-or-less monthly (typically October through June), usually shortly after a rally. This position is responsible for mailing printed copies of the newsletter to those members without Internet access, and for providing a computer file copy of the newsletter to the Webmaster.

Each newsletter shall include official information from the Executive Board (i.e., message from the chapter President, minutes of business proceedings from the chapter Secretary, treasurer’s report from the chapter Treasurer, and national FMCA information from the National Director); rally report from the most recent rally (provided by that Rally Master); and any other such information (including pictures) that the Newsletter Editor deems to be of interest to the general membership.

In addition, this position is also responsible for publishing (printing and mailing) an annual "Membership Roster" to each member.

Finally, this position works with the chapter Secretary to print and mail a letter of welcome to each new FMCA member in Arizona who has a GMC motorhome.

Webmaster. This position is responsible for developing and maintaining the chapter Web site, and for ensuring the continued registration of the domain name

("www.gmcsj.com"). The primary purpose of the Web site is to provide a dynamic and immediately available resource for communicating chapter news and items of interest to the general membership, and to complement the position of Newsletter Editor.

The Web site shall include copies of current and recent Newsletters; chapter Constitution and Bylaws; current official information from the Executive Board; contact information for the chapter Executive Board; current rally schedule; and any other such information (including pictures) that the Newsletter Editor deems to be of interest to the general membership and capable of being published on the Internet.

This position is responsible for notifying the general membership (via Email) when significant new information is posted to the Web site (e.g., new newsletter, rally changes, etc.).

Tool Keeper. This position holds the tool assets of the club, and makes arrangements for loaning tools to club members, and ensuring their return. All shipping expenses are the responsibility of the borrowing member.

Nominating Committee. One of the first actions by the incoming Executive Board shall be to effect the establishment of the Nominating Committee for the upcoming year, following the process detailed in the Chapter bylaws.

The President may, from time to time, appoint committees to perform specific tasks for the Chapter (e.g., Bylaws Review Committee, Membership Committee, etc.). Duties and duration shall be specified by the President at the time the committee is appointed.

Club Jackets. Club members can order club logo jackets through the club Treasurer. Detailed information, including pricing, is available at the club Web site (www.gmcsj.com), or from the club Treasurer. The jackets include front and back embroidery (club logo on the back, GMC motorhome silhouette and first name on the front).

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ADOPTED: December 6, 2003

AMENDED: February 17, 2004 (Page 4, RALLIES, 50/50 Raffle) to clarify payment for annual special Christmas dinner.