Committee Chairs

From time to time we need help with various suport positions. If you see an open position, don't hesitate to volunteer; your fellow club members will greatly appreciate it! To learn more about the responsibilities involved, see below. If you'd like more information or are ready to volunteer, email the President, president@pcasar.com.

Chair Responsibilities:

356 Tech Advisor	Answer all 356 related questions.
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.
Advertising	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.
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.
Historian	The keeper of the history!
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.
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.
Rally	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.
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.
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.
Technical	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.
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.
Website/Webmistress	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.

PCA SAR Committee Chairs

Chair Responsibilities: