Informational Guide
THE PURPOSE OF THIS GUIDE IS TO PROVIDE A BRIEF OUTLINE OF HOW THE ROADRUNNERS RV CLUB FUNCTIONS.
1. Who are we? We are a POA sanctioned club of Canyon Lake residents with Recreational Vehicles (RV's) who like to go on campouts with other RV
owners.
2. Membership: Anyone can join who is a Canyon Lake property owner in good standing and owns an RV or plans to own an RV in the near future.
Membership runs from January thru December and dues are currently (year 2020) $5.00 per person or $10 per couple.
3. Board Members: The Club has four volunteer Officers on the Board: A. President (Trail Boss): The President's job is to supervise the overall activity of the Club. The President appoints the other 2 Officers. B. Treasurer: The Treasurer handles all the money. The President, Treasurer and Membership Officers are all listed on the Club checking account. C. Membership: The Membership Officer receives all applications for membership, receives dues payments and maintains a current roster.
D. Past President
4. Unofficial Officers: The Club has additional Unofficial Officers who are volunteers appointed by the President such as: Sunshine, Photographer,
Supplies Coordinator, Web Master etc. These positions have no official Board Member vote and vary as needed.
5. Meetings: The Membership Meetings take place on the second Tuesday of the month, January through November at the Senior Center. There is a
social hour at 5:00 pm, a meeting chaired by the President to discuss current campouts and activities followed by a catered dinner.
HOW DOES THIS CLUB WORK?
1. All members are expected to contribute on a committee in some way during each year to share the responsibilities and friendships of our club. Without the full participation of members, the process cannot work. 2. Dinner meetings are set up and organized by monthly committees composed of 3-4 volunteers couples from the membership. They liaison with the caterers and the POA, arrange table decorations, create email invitations, manage the RSVP list and dinner check-in, collect the money, run the 50/50 raffle and do whatever else is necessary to insure a pleasant and comfortable meeting. Detailed information is provided to guide you. 3. Sign-ups for these committees start in November and are ongoing as needed on the white board calendar posted at each meeting. 4. Campouts are organized on a yearly schedule. The club attempts to offer many trips a year to differing locations and varying distances to appeal to the needs of our membership. Trips only come about if the members take the initiative to make sure they happen. a. Here's how campouts work: One or more members decide to organize a campout. A committee is formed and a "Wagon master" (the chairman) is chosen. b. The Committee will choose a camp location, or park, and select a date. They research their choices for facilities, rates and discounts, contract and deposit policies, and availability on desired dates. c. The Committee will submit their proposed trip to the Trail Boss (President) for approval. This usually happens 4 months to more than a year in advance of the campout. d. Once approved, the Committee will reserve park sites, and obtain contract copies for the Wagon master, Trail Boss, and Treasurer.
With those pre(iminary details completed, the committee work begins. They meet and plan all the details of the campout: schedules, shared meals, activities, games, golf, etc. and set a budget for all this fun! With the planning underway, the committee advertises at dinner meetings to excite interest. They conduct sign-ups for the trip, starting 3 meetings before the campout, using the procedure outlined below. They collect the campout fees and pass the checks onto the club Treasurer for prompt deposit. As the event approaches, they prepare a packet of information given to participants at the last dinner meeting before the campout. They obtain all supplies needed for their plans. At the campout, the committee works together to implement all those great plans! There is work involved; however, the pleasure derived from putting on a successful event and the enjoyment of working with your committee makes it worthwhile. As with the dinners, written guides and veteran advisors are available to help you through the process. PROCEDURE FOR SIGNING UP FOR CAMPOUTS 1. Members will be notified by the Wagon Master at which meeting the sign-ups will be taken, usually 3 dinner meetings before the event. All members in good standing are eligible to sign up in person at that meeting. Only if you are unable to attend that meeting, you mav phone the Wagon master or Trail Boss before the meeting to ask that that your name be included in the first night sign up list. Signing up indicates not just interest, but a serious intention to attend and pay for the trip. Reservations have been made and cancellation policies vary, so check your calendar and commitments beforehand. The order in which you sign up that night does not necessarily mean you are on the Camper List. See item #2 below. 2. If the number of members that sign up on that first sign-up night exceeds the number of spaces available there will be a lottery drawing of all those who signed up by the close of that meeting. The campout committee and the three CLRR Officers (if they choose to go and have signed up by that first night) will automatically have a space on the Camper List.
3. The first names drawn will fill the remaining available spaces. If there are 20 spaces available, the first 20 names drawn will fill those spaces. This will be called the "Camper List." The 21st name drawn will be the first name on the "Standby List." The 22 nd name will be the second on standby and so on until all the names are drawn. You will be notified of your position on the list as soon as possible.
4. If someone decides at a later date to sign up for a campout, they will automatically go to the bottom of the Standby List. If the campout does not fill that first night, subsequent sign-ups are on a first-come, first-serve basis until full, and a Standby List made in order of contact thereafter. 5. Members who have secured a space on a campout and for whatever reason must cancel, must do so in a timely manner to ensure ample time to cancel the reservation with minimal penalty costs or allow anyone on the Standby List to prepare for the Campout. Park cancellation policies vary, but if no one can take your place, you are responsible for all charges to the club made in accordance with the RV Park's policies. Generally, all refunds after fees are collected may be delayed until after the campout.
1. All members are expected to contribute on a committee in some way during each year to share the responsibilities and friendships of our club. Without the full participation of members, the process cannot work. 2. Dinner meetings are set up and organized by monthly committees composed of 3-4 volunteers couples from the membership. They liaison with the caterers and the POA, arrange table decorations, create email invitations, manage the RSVP list and dinner check-in, collect the money, run the 50/50 raffle and do whatever else is necessary to insure a pleasant and comfortable meeting. Detailed information is provided to guide you. 3. Sign-ups for these committees start in November and are ongoing as needed on the white board calendar posted at each meeting. 4. Campouts are organized on a yearly schedule. The club attempts to offer many trips a year to differing locations and varying distances to appeal to the needs of our membership. Trips only come about if the members take the initiative to make sure they happen. a. Here's how campouts work: One or more members decide to organize a campout. A committee is formed and a "Wagon master" (the chairman) is chosen. b. The Committee will choose a camp location, or park, and select a date. They research their choices for facilities, rates and discounts, contract and deposit policies, and availability on desired dates. c. The Committee will submit their proposed trip to the Trail Boss (President) for approval. This usually happens 4 months to more than a year in advance of the campout. d. Once approved, the Committee will reserve park sites, and obtain contract copies for the Wagon master, Trail Boss, and Treasurer.
With those pre(iminary details completed, the committee work begins. They meet and plan all the details of the campout: schedules, shared meals, activities, games, golf, etc. and set a budget for all this fun! With the planning underway, the committee advertises at dinner meetings to excite interest. They conduct sign-ups for the trip, starting 3 meetings before the campout, using the procedure outlined below. They collect the campout fees and pass the checks onto the club Treasurer for prompt deposit. As the event approaches, they prepare a packet of information given to participants at the last dinner meeting before the campout. They obtain all supplies needed for their plans. At the campout, the committee works together to implement all those great plans! There is work involved; however, the pleasure derived from putting on a successful event and the enjoyment of working with your committee makes it worthwhile. As with the dinners, written guides and veteran advisors are available to help you through the process. PROCEDURE FOR SIGNING UP FOR CAMPOUTS 1. Members will be notified by the Wagon Master at which meeting the sign-ups will be taken, usually 3 dinner meetings before the event. All members in good standing are eligible to sign up in person at that meeting. Only if you are unable to attend that meeting, you mav phone the Wagon master or Trail Boss before the meeting to ask that that your name be included in the first night sign up list. Signing up indicates not just interest, but a serious intention to attend and pay for the trip. Reservations have been made and cancellation policies vary, so check your calendar and commitments beforehand. The order in which you sign up that night does not necessarily mean you are on the Camper List. See item #2 below. 2. If the number of members that sign up on that first sign-up night exceeds the number of spaces available there will be a lottery drawing of all those who signed up by the close of that meeting. The campout committee and the three CLRR Officers (if they choose to go and have signed up by that first night) will automatically have a space on the Camper List.
3. The first names drawn will fill the remaining available spaces. If there are 20 spaces available, the first 20 names drawn will fill those spaces. This will be called the "Camper List." The 21st name drawn will be the first name on the "Standby List." The 22 nd name will be the second on standby and so on until all the names are drawn. You will be notified of your position on the list as soon as possible.
4. If someone decides at a later date to sign up for a campout, they will automatically go to the bottom of the Standby List. If the campout does not fill that first night, subsequent sign-ups are on a first-come, first-serve basis until full, and a Standby List made in order of contact thereafter. 5. Members who have secured a space on a campout and for whatever reason must cancel, must do so in a timely manner to ensure ample time to cancel the reservation with minimal penalty costs or allow anyone on the Standby List to prepare for the Campout. Park cancellation policies vary, but if no one can take your place, you are responsible for all charges to the club made in accordance with the RV Park's policies. Generally, all refunds after fees are collected may be delayed until after the campout.