Florida Whips, Inc.
GUIDE LINES FOR REGIONAL DIRECTORS
1. Insurance: an event must be calendered
in the newsletter to be covered by our insurance. Contact Vice-President Linda Evans to put events on the calendar.
Property owners are not
covered. If they want to be covered by
our insurance there is an additional charge, and the process must start two
months before the event.
If the property owner wants a
certificate to indicate how the Whips are covered, request one from Susan Diemer
at least one month before the event.
Non-members are welcome to
participate. However, there is a $15
charge in addition to any other charges for riders and drivers. This charge can be applied to their
membership fee.
There may be an additional
insurance fee for events added to the calendar after the August planning
meetings each year.
2. Release
Forms: A release form should be
signed by all participants at each event.
This is a protection for the host as well as the Whips..
3. Accessing
Regional Funds:. Regions may use funds in their sub accounts
providing the following criteria are met:
The expenditure is within the guidelines of the club.
The decision to spend the funds has been made by a vote
at a noticed regional meeting, or by a phone poll of the regional members.
The Regional Director sends a Request for Regional Funds Form to the treasurer along with the
invoices or other evidence of items or services purchased.
4. Planning
Events: Events must be approved by
the regional membership at a noticed regional meeting, or by a phone poll of
the members. Ideally, events are planned
at the regional planning meeting in the summer.
If fees will be collected
(other than park fees), the event is to be co-sponsored with another group, or there
is a possibility for a profit or loss, an Event
Form accompanied by a proposed budget must be submitted to the board at
least two months before the event.
Events may be calendared prior to approval by the board, but they must
be calendared as “tentative”.
Money collected at Whips events shall be sent by check made out to the Florida Whips
to the Treasurer. Then requests for
reimbursement can be made by sending invoices and along with the request for
regional funds form to the Treasurer. The
treasurer needs to have the minutes of the meeting where this event
was planned, so she knows what was approved.
This keeps the bookkeeping clean and everyone can see where money has
been spent.
Regions may request funds from the state treasury after the regional membership has voted to do so, by
the regional director submitting a Request
for State Funds Form to the board.
All forms may be printed out
at www.flawhips.org/forms.html
Margaret McMurray ,
Treasurer Helen
Tolmach, Secretary
revised