Northeast Motorhome Association

Standing Rules

  1. The annual meeting of the Association shall be held during the Northeast Area Rally. Should the Nonbeast Area Rally be canceled because of an FMCA International Convention being held in the Area, the meeting shall be held at the National Convention. Should the Northeast Area Rally be cancelled for any other reason the meeting shall be held at a time and place determined by the President and approved by the Executive Board and duly announced by the President in accordance with the bylaws. (Bylaws ref. Article VI)
  2. In addition to the Senior Vice President, the Executive Board will be comprised of up to four (4) Vice Presidents without any specific designation. Their duties will be determined by the President and as outlined in paragraph 8 below. (Bylaws ref. Article I, paragraph 1)
  3. In even numbered years the terms of the following officers will expire: Senior Vice President, Secretary, and one Vice President In odd numbered years the terms to expire will be the Treasurer and Three Vice Presidents (Bylaws ref. Article II. Paragraph 2)
  4. Any vacant position, or positions filled temporarily by the Executive Board, from a slate of candidates provided by the nominating committee, recommended by the President and approved by the Board, will at the time of the Annual Meeting be filled for the remaining portion of the term of that position during the elections by the Association Board. (Bylaws ref. Article Il, paragraph 3, 9; Article VII)
  5. Duties of Northeast Motorhome Association Officers shall be based on the descriptions of Chapter Officers' duties as indicated in FMCA Member and Volunteer Handbook and the Chapter Officers Guidelines. (Bylaws ref. Article VIII).
  6. President shall be the Chief Executive Officer of the Association and shall in general, be subject to the control of the Executive Board, the Board of Directors and subject to FMCA's direction and control. The President shall preside at all meetings of the Board of Directors and Executive Board and supervise and control all of the business affairs of the association. He/She shall perform all duties incident to his/her office and other such duties as may be required by law or by the Bylaws of this association or which may be assigned to him/her from time to time by the Executive Board and Board of Directors. He/She shall be responsible for planning and implementing an annual Northeast Area Rally, unless the National Rally is held in the area, then it becomes incumbent on the area to support that rally fully.
  7. Senior Vice President shall, in the absence or disability of the President, or in the event of his/her refusal to act, perform all the duties of the President relating to this Association When so acting, he/she have the powers of and are subject to the restrictions of the President. Also the Senior Vice President assists the President and preforms the duties assigned by the President,  the Executive Board and/or the Board of Directors. He/She shall assist the President in planning of the annual Northeast Area Rally and in visiting already formed chapters and in forming new Northeast Area Chapters. In the event the Senior Vice President is unable to perform, a temporary fill-in will be appointed for that period (medical leave of absence or unable to act), the officer appointed shall perform all the duties described above.
  8. The up to four (4) Vice Presidents shall perform all duties and directives as designated by the President and Senior Vice President. They shall assist the President and Senior Vice President in visiting already formed Chapters and in forming new Northeast Area Chapters. They shall help secure volunteers from the chapters for the Northeast Area Rally and National Conventions.
  9. Secretary shall perform all duties incident to the office, and such duties as may be required by the Bylaws or which, may be assigned by the President, Executive Board and/or the Board of Directors. He/She shall be the custodian of permanent records and shall be responsible for correspondence. Within one month after expiration of his/her term of office, he/she shall deliver to the incoming Secretary all records of the Association. He/She is responsible for keeping the minutes of all Executive Board and Board of Directors meetings and will provide a written draft to the Executive Board in a timely fashion to insure accuracy of minutes. Minutes of meetings will be distributed within 45 days. He/She shall be responsible for notifying the FMCA National office of any changes to the Bylaws, providing them a copy of the revised Bylaws. The Secretary will provide a copy of the current Bylaws and Standing Rules to each newly elected Executive Board member. When amended Bylaws have been approved and/or approved changes to the Standing Rules, those documents will be distributed to each Executive Board member.
  10. Treasurer shall perform all duties incident to the office, as designated by Executive Board and/or Board of Directors, as required by law, or the Bylaws. He/She shall receive all funds and pay all bills of the Northeast Motorhome Association under the direction of its officers and Directors. The Treasurer shall make a :financial report monthly or as
    requested by the President and provided to the Executive Board. The financial report will consist of income and expenses categorized by current budget line items. Within one
    month after expiration of his/her term of office, he/she shall deliver to the incoming
    Treasurer all monies, vouchers, books and papers in his/her custody, with all postings
    made to date of delivery. The Treasurer shall have charge and custody of, and be responsible for all funds and securities. All such funds shall be deposited in the name of Northeast Motorhome Association in banks, trust companies or other depositories as shall be selected by the Treasurer and approved by the Executive Board The President and the Treasurer will have signature power on all such accounts. The Executive Board may with a super majority vote approve additional signature power on any of the accounts. He/She shall prepare an annual budget for review with the Executive Board and approval during the annual meeting by the Board of Directors. He/She shall render to the President, Executive Board or Board of Directors, whenever it is requested, an account of any and all transactions made and the financial condition of the Association.
  11. The Immediate Past President of the Association shall serve in an advisory capacity only to the Executive Board His/her attendance at meetings of the Executive Board shall not be counted in determining if a quorum is present.
  12. There shall be no dues or assessments payable by members or chapters.
  13. The dates of the Northeast Area Rally shall be established by the Executive Board and announced to the chapters as early as possible. Any additional rallies or events require approval of the Board of Directors. (Bylaws ref. Article I & II)
  14. The President, who is the FMCA AREA VICE PRESIDENT, shall together with one other officer have the authority to enter into agreements and sign any facility contracts necessary for the production of the Northeast Area Rally. (Bylaws ref Article II, 8)
    1. The President, with the approval of the Executive Board, may, by resolution, authorize any officer or agent to enter into any contract, or execute and deliver a binding instrument, in the name of and on behalf of Northeast Motorhome Association. Such authority may be general or confined to a specific instance. Unless so authorized, no officer or agent shall have the power or authority to bind the Northeast Motorhome Association or render it liable monetarily for any purpose.
    2. Annually at the Executive Board meeting following the Board of Directors Meeting, each area Board member will review the NMA Officer's Code of Ethical Conduct and sign a copy for file with the Secretary.
  15. The Nominating Committee:
    1. The Nominating Committee shall serve a two year consecutive term or until the next Nominating Committee is elected.
    2. The Nominating Committee shall prepare a slate of qualified candidate(s) for each office. If the Committee identifies more than one (1) qualified candidate for the office of Senior Vice President and/or more than four (4) qualified candidates for the up to four (4) Vice President positions, all names shall be included in the slate. The same procedure shall apply to the office of Secretary as well as the office of Treasurer. The committee shall obtain a resume from each candidate showing his/her qualifications for office.
    3. The Nominating Committee will submit their report to the President for distribution to the Executive Board. The Report will be published in the next Northeast Motorhome Association Newsletter.
    4. The above procedure will not preclude nominations from the floor.
  16. The members of the Audit Committee will serve a two year consecutive term or until the next Audit Committee is elected. Members sharing the same FMCA membership number as a member of the Executive Board cannot serve on this committee. If a committee member is unable to serve, the Executive Board will appoint a replacement to serve until the next Board of Director's meeting.
  17. The President is authorized to approve payment of non-budgeted expenditures and
    services for an amount less than $1,000. Between Board of Directors' meetings, non­
    budgeted or emergency purchases and services for $1,000 or larger shall be approved by a simple majority of the Executive Board.
  18. Procedures for reimbursement of Executive Board travel and other expenses will be as follows:
    1. All requests for reimbursement of Executive Board travel and other expenses will be submitted to the President using the NEA Travel and Miscellaneous Expense Report ( using approved amounts for mileage reimbursement and meals found in Procedure 2031 of the FMCA Member and Volunteer Handbook).
    2. The requests for reimbursement will include detailed receipts for authorized meals and hotels/campgrounds and a description of the activity attended (rally, site visit, trade show). No reimbursements will be made for purchase of alcohol beverages. Mileage reimbursement will be based on GPS most direct route. The request must be submitted within 60 days of the event and/or prior to the end of the fiscal year.
    3. The President's travel is budgeted and funded under FMCA's Area Vice President Travel and approved by FMCA's President before reimbursement is made by FMCA. Any travel reimbursement for the President that has not been funded by FMCA must be approved by the any two area Vice Presidents before submitting to the Treasurer for payment.
    4. The administrative travel budget for the Executive Board for site visits and
      chapter visits approved by the Board of Directors at the annual meeting will be
      divided between the Senior Vice President and the four Vice Presidents. This will be accomplished at the Executive Board meeting following the annual meeting.
    5. All requests for reimbursable travel must be approved by the President before the start of the travel with a copy to the Treasurer.
    6. Approved travel reimbursement request with receipts will be submitted to the President for approval and then to the Treasurer for review and payment.
    7. The Secretary and the Treasurer may submit a request to the President for
      reimbursable travel identifying the necessity for the travel. If the Treasurer bas a travel reimbursement, the request for reimbursement will be approved by the President and one Vice President, before reimbursement is made.
  19. Procedures for Cash/Debit Card use will be as follows:
    1. Cash/Debit Cards will be handled similar to petty cash for type of expenditures.
    2. Expenditures using the Cash/Debit card will not exceed $500 per transaction.
    3. A majority of the Executive Board will determine the number of cards and which officers are authorized to have a Cash/Debit card and review the requirements annually.
    4. The use of the Cash/Debit Card must be supported by receipt, what was purchased, the reason for the purchase and who authorized the purchase.
    5. The Treasurer will on a monthly basis, reconcile the bank statement showing the Cash/Debit Card transactions to insure all transactions have been recorded and supported.
    6. The Cash/Debit Card will be safeguarded similar to cash on hand to insure no unauthorized use of said card.
  20. Preparation of the annual budget (Reference Paragraph 10 above)
    1. The President, Senior Vice President and Treasurer will prepare a preliminary draft of a budget for the ensuing fiscal year and forward it to the Executive Board prior to the annual meeting of the NMA. Recommendations will be solicited from the Vice Presidents.
    2. Thirty (30) days prior to the annual meeting of NMA the Executive Board shall submit the final annual budget to the Board of Directors in preparation for approval at the annual meeting.

Revised 6/1/19

Amended 6/9/19

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