Illinois Moose Association Moose Riders Board of Officers Position Responsibilities

Territory Vice President - Northeast, Northwest, Central, Midwest, South

The position is responsible for ensuring active Moose Riders groups have a point of contact in the IMA and are supported in their efforts and activities, as well as acting as a liaison for lodges without a Moose Riders Group to share the benefits of having a Moose Riders group in their lodge. Additionally, ensuring new groups are supported during their initial startup and group notification process.

• Visit each lodge within your territory to promote knowledge, growth, and engagement in the IMA Moose Riders program.

• Provide brochures, guidance, and suggested activities that highlight the benefits of establishing and maintaining a lodge-based Moose Riders group.

• Support established Moose Riders groups by assisting with all aspects of running a successful and sustainable organization.

• Serve as a primary point of contact for questions, guidance, and resources related to Moose Riders operations, events, and development.

Treasurer

The position is responsible for ensuring accurate and transparent documentation of all funds in the IMAMR account. This includes:

• Recordkeeping: Maintain detailed ledgers of incoming funds and outgoing payments.

• Account Management: Monitor and reconcile several committee accounts.

• Collaboration: Liaise with Gary Doud, Secretary of the IMA, who holds sole account access, to

process transactions and resolve banking matters.

Secretary

The position is responsible for ensuring clear communication, accurate documentation, and consistent information flow throughout the Illinois Moose Riders community. This includes:

• Preparing precise minutes for all Accounts Meetings and Quarterly Member Meetings.

• Tracking and maintaining attendance records.

• Sharing Board-approved minutes with Group Presidents in a timely manner.

• Sending renewal correspondence to IMA Members who are not currently part of a group.

• Collaborating on website updates to ensure group events and information remain current.

• Assisting with the review and approval of official Facebook posts.

• Keeping the Moose Riders calendar updated with all relevant information provided by groups.

Sergeant at Arms

• Responsible for recording member attendance at every meeting and preserving proper meeting

conduct.

• Oversees and runs the 50/50 raffle during quarterly meetings and all IMAMR-sponsored events.

• Expected to arrive first at all meetings and events to support preparation and organization

•Each Term is for 2 years

ILLINOIS MOOSE ASSOCICATION MOOSE RIDER STATE CHAIRMAN ROLE & RESPONSIBILITIES

Purpose of the Position

The Illinois Moose Riders State Chairman serves as the primary leader and point of contact for Illinois Moose Riders groups throughout the state. The Chairman provides communication, guidance, oversight, and support to existing Moose Riders groups while assisting lodges interested in establishing new groups.

The Chairman also serves as the primary liaison between the Illinois Moose Riders, the Illinois Moose Association, and Moose International.

1. Communication & Group Support

The Chairman will:

· Maintain regular communication with all Illinois Moose Riders groups regarding updates, changes, policies, rules, procedures, and other information affecting Moose Riders activities.

· Serve as the primary point of contact for Illinois Moose Riders groups needing assistance, guidance, or clarification.

· Be available to Board Officers, existing Moose Riders groups, and potential new groups when questions or concerns arise.

· Assist lodges interested in establishing a Moose Riders Group and provide guidance throughout the organizational process.

· Work with Moose International and individual lodges to resolve questions or concerns in a proper and timely manner.

· Maintain communication with the President of the Illinois Moose Association when appropriate.

2. Quarterly Meetings

The Chairman will organize and conduct a minimum of 4 Illinois Moose Riders meetings each year.

These meetings should provide Moose Riders groups with:

· Current Illinois Moose Riders information.

· Updates from the Illinois Moose Association.

· Relevant information from Moose International.

· Rule or policy changes.

· Upcoming events and activities.

· Fundraising updates.

· Committee and project updates.

· Opportunities for groups to ask questions and share information.

3. Illinois Moose Association Conventions

The Chairman is expected to attend the Illinois Moose Association conventions held each year:Conventionypical Timing

Mid-Year Convention: March

Annual State Convention: August

During each convention, the Chairman will:

· Coordinate an Illinois Moose Riders information table within or near the registration area.

· Ensure that a knowledgeable Moose Riders representative is available to answer questions from Moose members.

· Attend applicable meetings, workshops, and educational sessions.

· Promote the Illinois Moose Riders program and provide information to lodges interested in forming a Moose Riders Group.

· Communicate important convention information back to Illinois Moose Riders groups.

4. Reporting Structure

The Illinois Moose Riders State Chairman reports directly to:

Coordinator of Activities & Heart of the Community

Currently: Will Harrison

The Chairman will also work directly with:

Illinois Moose Association Secretary

Currently: Gary Doud

The Illinois Moose Association Secretary will assist with financial deposits, financial processing, and other administrative support as needed.

5. Illinois Moose Riders Board of Officers

The Chairman oversees and provides direction to the Illinois Moose Riders Board of Officers.

Treasurer

The Chairman will work with the Treasurer to ensure proper handling and documentation of:

· Cash donations.

· Checks received.

· Fundraising proceeds.

· Endowment contributions.

· Miscellaneous income.

· Fundraiser expenses and payouts.

· Other financial activity involving the Illinois Moose Riders.

All funds must be properly accounted for and processed according to Illinois Moose Association and Moose International requirements.

Secretary

The Chairman will work closely with the Secretary on:

· Illinois Moose Riders meeting minutes.

· Board meeting documentation.

· Upcoming reports.

· Gathering information from Illinois Moose Riders groups.

· Maintaining Illinois Moose Riders membership records.

· Maintaining and updating the Illinois Moose Riders calendar.

· Coordinating Board meetings when necessary.

· Maintaining information on the Illinois Moose Riders website/webpage.

· Communicating important information to the membership.

Vice Presidents

The Chairman will ensure that each Vice President has the information, materials, and tools necessary to support the lodges within their assigned territory.

Vice Presidents should:

· Maintain contact with lodges within their territory.

· Assist existing Moose Riders groups.

· Identify lodges interested in starting Moose Riders groups.

· Assist lodges through the formation process.

· Provide guidance and support as needed.

The Chairman should remain available to assist the Vice Presidents whenever additional support is required.

Sergeant at Arms

The Chairman will work with the Sergeant at Arms to ensure they are prepared for meetings and events.

Responsibilities may include:

· Arriving prior to meetings to assist with setup.

· Providing and maintaining an attendance/sign-in sheet.

· Having 50/50 raffle tickets or other approved fundraising materials available when applicable.

· Helping maintain order during meetings.

· Assisting with enforcement of meeting rules and procedures.

· Working with the Secretary and Treasurer when needed.

6. Committee & Project Chair Oversight

The Chairman will provide leadership and oversight to individuals serving as Chairpersons for Illinois Moose Riders projects and fundraising programs.

The Chairman will:

· Ensure each Chairperson has the resources and information necessary to manage their project successfully.

· Review and approve proposed rules, procedures, communications, and promotional wording when appropriate.

· Ensure fundraiser proceeds are properly documented and accounted for.

· Coordinate with the Treasurer and Illinois Moose Association Secretary regarding financial deposits and payouts.

· Ensure required checks and payments are prepared and distributed appropriately.

Current or recurring Illinois Moose Riders projects may include:

· Cruisin' for the Heart

· Trophy Challenge

· Mike Warner Breakfast Challenge

· Illinois House

· Other approved Illinois Moose Riders projects and fundraisers

7. Annual Group Reporting

The Chairman will work with all Illinois Moose Riders groups to ensure required annual information is submitted in a timely manner.

Each group should complete its elections by the end of December each year.

Following elections, the Chairman should receive:

· Names of the newly elected Board Officers.

· Contact information for the new Board.

· A summary of the group's previous year's activities.

· Fundraising totals.

· Charitable donations.

· Community service information.

· Other information required by the Illinois Moose Association or Moose International.

8. Annual Statewide Report

The Chairman will compile information received from all Illinois Moose Riders groups into 1 comprehensive annual report.

The report should summarize:

· Illinois Moose Riders membership.

· Group activities.

· Fundraising efforts.

· Charitable donations.

· Community service.

· Major events.

· Accomplishments.

· New groups formed.

· Leadership changes.

· Other relevant Illinois Moose Riders activities.

The completed report will be submitted to the appropriate Coordinator of Activities at Moose International and any other required Illinois Moose Association leadership.

9. Logos, Branding & Group Approvals

The Chairman will receive proposed logos and related materials from Illinois Moose Riders groups for review.

The Chairman will:

· Review new group logos and proposed changes.

· Coordinate with Moose International regarding required logo approvals.

· Communicate approval requirements or requested changes back to the group.

· Help ensure Moose Riders branding and materials comply with applicable Moose International requirements.

10. Leadership Expectations

All Illinois Moose Riders groups report through the Illinois Moose Riders State Chairman for statewide Moose Riders matters.

The Chairman is expected to:

· Represent the Illinois Moose Riders professionally.

· Serve as the primary statewide representative and spokesperson for the program.

· Promote cooperation between groups, lodges, the Illinois Moose Association, and Moose International.

· Respond to questions and concerns in a timely manner.

· Encourage communication, participation, and growth throughout the state.

· Support the Illinois Moose Riders Board of Officers and local Moose Riders leadership.

· Promote the charitable and community-focused mission of the Moose fraternity.

The Chairman will also have the assistance and experience of the Past Chairman, who may provide guidance, historical knowledge, and support when questions arise.

Commitment to the Moose Riders

Serving as Illinois Moose Riders State Chairman is an important leadership responsibility, but it is also an opportunity to make a meaningful difference within the Moose fraternity and throughout our communities.

This position is best suited for someone who believes strongly in the Moose Riders program, enjoys helping others, and has the passion and commitment necessary to bring people and groups together.

For those who share that passion for the Riders, this can be one of the most rewarding opportunities for service within the Moose.