Heartland Owners Club Organizational and Procedural Overview

clubmgr

Heartland Owners Club Manager
Staff member
Much has changed since the inception of the Heartland Owners Club and some clarification of the organizational structure is warranted.

The Heartland Owners Club (HOC) is comprised of 8 Regions in Canada and the U.S. and each Region has multiple Chapters. Chapter boundaries are usually state/provincial lines, with the exception of a few states where the large number of members facilitated multiple Chapters. Leadership of HOC consists of Club Headquarters (currently the Club Manager), Region Directors and Chapter Leaders.

Outside of the Club Manager (who is a part-time paid employee of Heartland RVs), the Heartland Owners Club leadership is comprised completely of UNPAID VOLUNTEERS. This includes the Region Directors and the Chapter Leaders. Chapter Leaders receive a small stipend when they host a rally. This stipend was developed and instituted a few years ago as a way that Heartland RVs could help Chapter Leaders, in a very small way, to offset a portion of their camping costs while scouting and then hosting their rallies. The stipend is small and does NOT fully cover their expenses. It is a token only.

Chapter Rallies are funded by Heartland RVs at a rate of $20 per Heartland rig in attendance. In most cases, this funding level is sufficient to cover the expenses related to a rally. Chapter Leaders are required to file a Chapter Rally Report after each rally, in which they detail all the money coming in for the rally and all the money spent for the rally and a Chapter Fund balance is established. In the event a rally costs more than $20 per rig, the Chapter Leader personally absorbs that cost and the Chapter Fund carries a negative balance. In the event a rally costs less than $20 per rig, the positive Chapter Fund balance is carried forward into the next rally - thereby allowing the Chapter Leader to do more. Or if the Chapter Fund was previously a negative balance, it affects the Chapter Fund in a positive way. Positive Chapter Fund balances are owned by the HOC and never by the Chapter Leader. When Chapter Leaders retire, HOC headquarters is responsible for overseeing the transfer of Chapter Fund balances to the new leader.

Region Directors are under a completely different program. They do not receive a stipend for rallies hosted. Region Directors receive reimbursement for some of their rally-related travel costs. No income or tokens are ever given to Region Directors.

Region Rallies are funded by Heartland RVs up to a specific budget within which the rally must be produced. Rally fees are charged to each attendee. Some or all of the rally fee is non-refundable. Region Directors complete a report after each rally detailing all the money coming in for the rally and all the money spent for the rally. Following the rally, no monies are ever retained by Region Directors. If there is a positive balance the Region Director remits the amount of the positive balance to Heartland RVs.

There is a huge amount of rigor built into our accounting and event auditing processes. Our volunteer leaders give tirelessly of themselves and to some extent, personal costs. We hope that the above has provided some clarification for those who had questions. If anyone has additional inquiries, you may PM or email me.
 
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travelin2

Pennsylvania Chapter Leaders-retired
Let’s hope and pray the club continues even if there may be changes. Regardless we’ve met and befriended many we otherwise would not have had the opportunity to do
Thanks to all


Sent from my iPhone using Tapatalk
 

jayc

South Central Region Director, HOC
Julie, I want to go on record, thanking you for all that you do. Between you and Jim and your steady hands, the club has rocked along, growing bigger and bigger. We wouldn't be where we are now without You and Jim!
 

clubmgr

Heartland Owners Club Manager
Staff member
Julie, I want to go on record, thanking you for all that you do. Between you and Jim and your steady hands, the club has rocked along, growing bigger and bigger. We wouldn't be where we are now without You and Jim!

Thanks, Jay. I am privileged to be able to work with Jim. His vision, his dedication and his energy are inspirational. The Club truly is a family of people with the common bond of camping and ownership of Heartland products. Relationships formed through the club will go on regardless of time, distance or circumstances.
 

JWalker

Northeast Region Director
Let’s hope and pray the club continues even if there may be changes. Regardless we’ve met and befriended many we otherwise would not have had the opportunity to do
Thanks to all


Sent from my iPhone using Tapatalk

Well said!
 

Mrsfish

Well-known member
Much has changed since the inception of the Heartland Owners Club and some clarification of the organizational structure is warranted.

The Heartland Owners Club (HOC) is comprised of 8 Regions in Canada and the U.S. and each Region has multiple Chapters. Chapter boundaries are usually state/provincial lines, with the exception of a few states where the large number of members facilitated multiple Chapters. Leadership of HOC consists of Club Headquarters (currently the Club Manager), Region Directors and Chapter Leaders.

Outside of the Club Manager (who is a part-time paid employee of Heartland RVs), the Heartland Owners Club leadership is comprised completely of UNPAID VOLUNTEERS. This includes the Region Directors and the Chapter Leaders. Chapter Leaders receive a small stipend when they host a rally. This stipend was developed and instituted a few years ago as a way that Heartland RVs could help Chapter Leaders, in a very small way, to offset a portion of their camping costs while scouting and then hosting their rallies. The stipend is small and does NOT fully cover their expenses. It is a token only.

Chapter Rallies are funded by Heartland RVs at a rate of $20 per Heartland rig in attendance. In most cases, this funding level is sufficient to cover the expenses related to a rally. Chapter Leaders are required to file a Chapter Rally Report after each rally, in which they detail all the money coming in for the rally and all the money spent for the rally and a Chapter Fund balance is established. In the event a rally costs more than $20 per rig, the Chapter Leader personally absorbs that cost and the Chapter Fund carries a negative balance. In the event a rally costs less than $20 per rig, the positive Chapter Fund balance is carried forward into the next rally - thereby allowing the Chapter Leader to do more. Or if the Chapter Fund was previously a negative balance, it affects the Chapter Fund in a positive way. Positive Chapter Fund balances are owned by the HOC and never by the Chapter Leader. When Chapter Leaders retire, HOC headquarters is responsible for overseeing the transfer of Chapter Fund balances to the new leader.

Region Directors are under a completely different program. They do not receive a stipend for rallies hosted. Region Directors receive reimbursement for some of their rally-related travel costs. No income or tokens are ever given to Region Directors.

Region Rallies are funded by Heartland RVs up to a specific budget within which the rally must be produced. Rally fees are charged to each attendee. Some or all of the rally fee is non-refundable. Region Directors complete a report after each rally detailing all the money coming in for the rally and all the money spent for the rally. Following the rally, no monies are ever retained by Region Directors. If there is a positive balance the Region Director remits the amount of the positive balance to Heartland RVs.

There is a huge amount of rigor built into our accounting and event auditing processes. Our volunteer leaders give tirelessly of themselves and to some extent, personal costs. We hope that the above has provided some clarification for those who had questions. If anyone has additional inquiries, you may PM or email me.

thank you for this explanation. I was always curious how the accounting worked and you answered it. I know of several people who have commented to me their questioning of rally budgeting and i hope this satisfies them also. I cannot thank the volunteers enough for the time and energy they put into doing FOR US the things they do. Sometimes it’s easy to be an armchair quarterback and think about how we would do things differently but at the end of the day most of us don’t step up so i definitely appreciate those that do.
 

clubmgr

Heartland Owners Club Manager
Staff member
thank you for this explanation. I was always curious how the accounting worked and you answered it. I know of several people who have commented to me their questioning of rally budgeting and i hope this satisfies them also. I cannot thank the volunteers enough for the time and energy they put into doing FOR US the things they do. Sometimes it’s easy to be an armchair quarterback and think about how we would do things differently but at the end of the day most of us don’t step up so i definitely appreciate those that do.

Thank YOU, Ann. The Club has always aimed for transparency, but with almost 5000 memberships and growing daily, it is next to impossible to keep everyone informed to the level each member desires. I am glad this has provided needed information and encourage anyone to email me whenever they have questions.
 

'Lil Guy'

Well-known member
Thanks for the explanation Julie. Most of of rally goers are aware of the time and effort and costs going into the rallies being held. Thanks again for the insight and thanks for all the hard work by the people under you from regional to chapter leaders. Looking ahead to better times. Stay safe and hope to see all of my HL family down the road.
 

klindgren

Retired Virginia Chapter Leaders
Thanks for that excellent explanation Julie. It really was a clear picture of HOC.

And to mimic others, a HUGH thank you to you and Jim. Without all of your insights and tireless efforts HOC would not be anywhere near where it is today! The organization exists because of your efforts.
 
I too want thank you Julie, & Jim and all Region Directors, Chapter Leaders and all others involved.
Marlene and I look forward to the rallies every year.
They are always a fun & informative time.
We have made a lot of lasting friendships through the rallies.
I know the time and effort involved to put these on (treasurer for a 50’s / 60’s dance for 10 years)
Most rally goers see the event from their folding chair, not realizing really, the involvement by those putting it on.
I know from my own experience that this is done for the love of putting on the event.
There is a ton of work behind the scene that has to be done, and something always goes wrong.
The payoff is seeing the smiling, happy people when the event takes place.
You guys operate like a well oiled machine and we the membership say Thank You for all you have done and continue to do.
We hope and pray when this is over, we can hookup and head out to the next rally.



Hockster
 

pegmikef

Well-known member
Thanks for the explanation Julie because I think a lot of the members do not realize everything the Regional Directors and Chapter Leaders do and are responsible for. I am sure that on several occasions chapter leaders have routine probably dipped into their own personal funds to support their rallies. We appreciate all the efforts you and all of the regional and chapter leaders put forth to host the rallies. Thank you.
 

ILH

Well-known member
Thanks Julie. I recognize the work you, Jim and others put into the organization. I will always remember the extreme kindness you showed us at the 2015 National Rally - helping us get properly settled in with our son Calvin. It meant the world to us.
 
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