material was originally prepared by a group of Regional Chairs in 1997 as
optional information their successors might use as a starting point for
their own Regions. It was not designed to fit the needs of all
Regions and their unique structures or customs. Therefore, please
review it carefully and incorporate those portions of the current
edition of this Handbook which may be helpful to your Region or
I. Introduction and
The purpose of the region
shall be to provide representation for member Boards/Associations of
REALTORS® on the Region and state level to the California Association of
REALTORS® and the National Association of REALTORS®.
The Region shall be a means
of disseminating information from the state and National Associations to
the local Boards/Associations as well as a means for bringing feedback to
the State and National Associations from the local
The region shall provide a
means of organizing the member local Boards/Associations to support or
oppose issues that affect the Region.
This Operational Handbook
should be used by the State Directors as a guide in fulfilling their duties
and assignments to their elected and appointed positions.
II. Duties and
A. Regional Chair
The Regional Chair is the representative of the State President within each
region and is responsible for the activity and strength to the local
Boards/Associations within the region in accordance with Article III,
Section 3 of C.A.R. Bylaws, which includes:
1. Meet all C.A.R. deadlines
and Requests promptly.
2. Attend all C.A.R. Directors
meetings and Regional meetings.
3. Organize and lead the caucus
meetings at the State Director Meetings.
4. Preside at and prepare an
agenda for all regional caucus meetings.
that regional C.A.R. Directors are informed and know their
6. Coordinate and host a
function for State Elected Officials at C.A.R.'s Legislative meetings in
7. Attend Regional
Boards/Associations Installations and be the installing officer if
8. Assist the incoming Regional
Chair with Coordination for the next year.
9. Any Clerical support will be
from the Regional Chair's primary Board/Association.
10.Organize and lead Regional
meetings as needed.
11.Organize the C.A.R.
Presidential Visit, if any. Host all Regional business/social
12.Represent the region at
State level Executive Committee Meetings.
13.Attend all C.A.R. Regional
Chair Meetings and the Leadership Conference.
14.Chair the Regional Budget
Committee and manage the Regional Fund as prescribed in this Manual.
It is recommended that Regions adopt uniformity in their Budgetary
process, finalizing the Regional Budget before year end for the upcoming
year. Any formulas used in the budget that are based on membership
count should utilize the current year Q3 membership
15. Prepare and distribute
the Directors Written Reports.
16.Distribute copies of the
Regional Committee Report Form at the C.A.R. caucus meetings.
17.Distribute copies of this
Regional Representatives' Operations Manual, Policies and Procedures
booklet to any of the Regions State Directors that did not receive one from
their local Board/Association.
18.Update the Regional
Representatives' Operations Manual, Policies and Procedures booklet as
changes are approved by simple majority by the Regions State
19.Have a complete
understanding of the Operations Manual.
20.Appoint and/or recommend
Regional and At Large C.A.R. committee appointments.
21.Administer the regional
elections at the caucus meetings.
22.Maintain an e-mail address
and require that all Directors obtain/use one for C.A.R.
23.Request votes from the
regional directors for the purpose of taking a position on a particular
B. Assistant Regional
1. Help the Regional Chair any
way needed to fulfill the duties of the Regional Chair as outlined
2. The Assistant will be the
backup to the Regional Chair and whenever necessary will perform duties as
required in the absence or incapacity of the Regional Chair.
3. Attend, when possible,
meetings of the C.A.R. Regional Chair Committee;
4. Represent the Region at the
State level Strategic Planning and Finance Committee Meetings, schedule
permitting, or appoint a replacement.
5. May be requested to
substitute for Regional Chair at C.A.R.'s Regional Chair Committee and
C.A.R. Executive Committee meetings.
6. Assist with the conduct of a
C.A.R. Directors pre-meeting within the region prior to the first meeting
of each year.
7. Most Important: Have a
complete understanding of this manual.
8. Serve as a member of the
Regional Budget Committee.
9. At Regions option attend
C.A.R. Nominating Committee and serve as an alternate thereto
10.Maintain an active e-mail
account for C.A.R. communications.
11.Make arrangements for
Regional dinner/social functions at the regions option. Attend
Regional Chair Committee social events and meetings held at each state
C. Immediate Past Regional
1. Shall serve as a C.A.R.
2. Lend support to the Regional
Chair, and be available for assistance as needed;
3. Assist the Regional Chair
with recommendations of appropriate C.A.R. positions;
4. At Regions option, represent
the region on the C.A.R. Nominating Committee.
1. To serve on C.A.R.
Committees where needed.
2. To attend all assigned
C.A.R. Committees and Caucus Meetings. It is recommended that each
Region enforce attendance as outlined in the current edition of this
3. Directors who are unable to
attend a scheduled meeting are responsible for appointing a
4. To attend all C.A.R.
Director Sessions and to be present for their entirety. Attendance
will be recorded by the Regional chair. The absence of any Director
from two (2) consecutive meetings of the Board of Directors whether regular
or special, unless for good cause submitted to the Board of Directors in
writing, shall authorize the Board of Directors to declare the office of
such director (and if such Director is the Regional chair, that position in
addition) vacant. This will not apply to Directors for Life or past
C.A.R. Presidents. Excused absences must be processed through the
C.A.R. President and the Regional Chair. It is recommended that
each Region enforce attendance as outlined in the current edition of this
5. To complete written
Committee Reports as outlined in this Manual.
6. To attend all Special
Meetings called by the Regional Chair.
7. To communicate regularly
with Local Board/Association Committee Chairs.
8. Most Important: Have a
complete understanding of this manual.
9. Maintain an active e-mail
account to receive C.A.R. communications.
III. Elections and
Regions can determine an
election model. Two Models follow:
1. It has been tradition that the
Assistant Regional Chair moves up to the Regional Chair position upon the
approval of the current State Directors.
2. A plaque of appreciation should
be presented to the outgoing Regional Chair and it shall be the responsibility
of the Regional Chair's primary Board/Association to provide the plaque and to
present it to him/her. The expense of the plaque is to be paid from the
Regional Chairman Fund.
B. Assistant Regional Chair
1. The election for the Assistant
regional Chair shall be administered by the Regional Chair. Voting
members shall be current State Directors: Regional Chair, Assistant Regional
Chair, Past Regional Chair, State Director-at-Large and Directors for Life.
Written ballots shall be prepared by
the current Regional Chair.
2. Absentee and proxy votes are not
permitted. If there is a tie and a tie cannot be broken, the candidate
whose Board/Association has gone the longest time without an Assistant Regional
Chair shall prevail.
3. Candidates must have been a past
or current President of a Regions Board/Association.
4. The Regional Chair shall remind
all Directors of the up-coming election at the 1st C.A.R. meeting. The
election shall be held at the 2nd C.A.R. meeting. Each Board/Association
shall be notified 30 days prior to election.
5. Nomination to be made at the
Thursday caucus meeting with the election taking place at the Friday Caucus
meeting. Printed ballots shall be utilized if there is more than one (1)
candidate for a position.
6. The Assistant Regional Chair
position is established to provide stability, continuity and experienced
leadership for the Region. It is expected that the Assistant Regional Chair
will move up to the position of Regional Chair upon the beginning of the new
elective year, or upon the resignation or removal of the Regional
C. Nominating Committee Representative
1. The Alternate Nominating
Committee Representative shall ascend to the C.A.R. Nominating Committee, if
approved by simple majority. In the event he/she is unable to serve, the
most immediate past Regional Chair able and willing to serve shall represent
the Region, subject to C.A.R. Bylaws prohibiting serving two consecutive
2. The most qualified Director
shall be elected for the position of Alternate
Nominating Committee representative subject
to C.A.R. Bylaws prohibiting serving two consecutive years.
A simple majority vote will rule.
3. The Alternate Nominating
Committee Representative shall have at least two years experience as a C.A.R.
4. Nomination to be made at the
Thursday caucus meeting with the election taking place at the Friday caucus
D. Strategic Planning and Finance Committee Representative at Regions
1. The Assistant Regional
Chair shall represent the Region on the C.A.R. Strategic Planning and
Finance Committee, schedule permitting, or appoint a
E. Committee Appointments
The Regional Chair will try
to place every Regional C.A.R. Director on at least one C.A.R. Committee.
The incoming Regional Chair will query each of the
boards/associations and/or individual Directors to determine committee
preferences and make determinations most appropriate, within guidelines set
forth by C.A.R.
One Director should be
designated as the Regional Committee Representative to each committee and
that person has the responsibility of attending the meetings of that
committee and making the appropriate reports. C.A.R. requests that
one name be submitted for the Regional Representative and a maximum of
three names be submitted as members-at-large to each committee.
Members-at-Large are also required to attend all assigned meetings
and submit written reports to the Regional Chair.
A. REGIONAL CHAIRMAN.
The Directors from within the Region shall annually elect one
Regional Chairman. Candidate for Regional Chairman shall hold
REALTOR® membership in a Board/ Association within the Region, shall have
served as an assistant Regional Chairman, and shall have served as a
Board/Association President from within the Region prior to taking office.
In accordance with Article III, Section 2 of CAR Bylaws, shall have
served two full years as a State Association Director. There shall be
no more than one (1) candidate from any Board/Association.
B. ASSISTANT REGIONAL CHAIRMAN.
The Directors from within the Region shall annually elect one
Assistant Regional Chairman. Candidates for Assistant Regional
Chairman shall hold REALTOR® membership in a Board/Association within the
Region and shall have served as a Board/Association President from within
the Region prior to taking office. There shall be no more than one
(1) candidate from any Board/Association.
C. TERM. The term of office
of the Regional Chairman and Assistant Regional Chairman shall each be one (1)
D. ELECTIVE YEAR. The
elective year shall be the calendar year.
E. ELECTION PROCEDURES.
The election of the Regional Chairman and Assistant Regional Chairman
for the following year shall be held as follows.
1. REGIONAL CHAIRMAN TO CONDUCT
ELECTION. The election shall be conducted by the current Regional
2. DATE AND LOCATION OF ELECTION.
The election shall be held at caucus at the June C.A.R. Directors meeting
-- Each Board/Association shall be notified as to the date and location at
least (30) days preceding the election.
3. NOMINATION TIME LINE.
Nominations shall open no later than forty (40) days prior to the
election, and shall close no later than ten (10) days prior to the
4. PRINTED BALLOTS. Printed
ballots shall be utilized for casting ballots if there is more than one (1)
candidate for Regional Chairman or Assistant Regional Chairman.
5. BALLOT DISTRIBUTION. If
printed ballots are utilized, they shall be available for in-person voting at
the election meeting.
6. ELIGIBILITY TO VOTE. All
current CAR Directors, including CAR Directors-for-Life,
from within the Region,
shall be eligible to vote in the election of Regional Chairman and
Assistant Regional Chairman.
7. ABSENTEE BALLOTS. Absentee
ballots shall be color-coded differently than in-person ballots, and shall be
available to any Director who will not be in attendance at the election
meeting. Absentee ballots shall be available no sooner than fourteen (14)
days preceding the election, and shall be requested from the Executive Officer
of the Board/Association through which the individual is a CAR Director, and
shall be executed in person and left at the Board/Association office after
being cast. The absentee ballot shall
be placed in a blank envelope, then placed in a second envelope with the
date and Directors signature on the second envelope. The absentee ballots
shall be opened and counted by the Regional Chairman at the election meeting.
The absentee ballot shall be included with the count of the in-person
8. PROXY VOTES. Proxy votes
will not be accepted.
9. PLURALITY VOTE TO WIN. A
plurality of votes cast shall be required to win election to office.
(Plurality is defined as the number of votes by which a candidate
prevails, whether or not a majority of votes is received)
10.ABSTENTIONS. An abstention
shall not count as a vote cast for purposes of determining the plurality
11.TIE VOTE. In the event
there is a tie vote between 3 candidates, up to 3 additional ballots shall be
cast until a maximum of 2 candidates remain. In the event the tie between
the 3 candidates is not broken after 3 ballots are cast, the candidate whose
Board/Association had the most recent Regional Chairman shall be deemed
eliminated from further balloting. In the event there is a tie vote
between 2 candidates, up to 3 additional ballots shall be cast until the tie
vote is broken. In the event the tie between the 2 candidates is not
broken after 3 ballots are cast, the Board/Association who had the most recent
Regional Chairman shall be deemed eliminated from further balloting, and the
other candidate shall be deemed the winner. Absentee ballots shall
continue to be counted as long as the candidate who was voted for on the
absentee ballot is still in the running, otherwise the absentee ballot will be
eliminated from further consideration.
1. REGIONAL CHAIRMAN. In the
event a vacancy occurs in the position of Regional Chairman, the Assistant
Regional Chairman shall fill the vacancy for the balance of the
2. ASSISTANT REGIONAL CHAIRMAN. In
the event a vacancy occurs in the position of Assistant Regional Chairman, a
special election shall be held within sixty (60) days to fill the vacancy.
The election shall be conducted in accordance with the procedures set
forth in this Section.
A. C.A.R. Committee Reports
As regional representatives to C.A.R., one of the primary tasks involves
the exchange of information at our state committee meetings. It is
our responsibility to communicate this information back to our Regions
The C.A.R. caucus meetings should be devoted to discussing important issues
that need immediate discussions and action. These meetings are also a
good forum to improve upon the working relations of our individual boards
or Associations and for discussion of other local issues affecting the
All committee members should be appointed to a committee, either as a
Regional Rep or Member-at-large, and
are to complete a brief written report as to the issues discussed at
the state committee meetings that would be of interest and concern to the
Individual committee reports need to be submitted to the Regional Chair
prior to the conclusion of the State Meetings. A good policy would be
to write it directly after your committee. meeting when it's all fresh in
your mind. The Regional Chair will take the responsibility of
compiling your reports into a "Region Directors' Report". The
Regional Chair will send copies to all Board/Association Presidents and
Executive Officers who will then be responsible for reproduction and
distribution to their individual Board/Association
Each of your names, phone numbers, fax numbers and E-mail addresses will
appear with respective committee reports. The local membership will
be able to call anyone directly if they should have further inquiry into
your report. It should be clear to your board membership that you are
fulfilling your duties and earning their respect by representing them at
Any committee member that cannot attend a committee meeting for which he
has been assigned must take the responsibility to find a substitute to
write the report. In the event no one is available contact the
Regional Chair as soon as possible.
B. Local Board/Association Chairs
It shall be the responsibility of the C.A.R. Regional Committee
Representatives to contact the individual Local Board/Association Chairs
for the committees they represent at C.A.R., and report to them any
pertinent information obtained at the C.A.R. directors meetings as often as
necessary. This contact is intended to provide a two-way exchange of
information. It will enable the regional committee
representatives to report on State
Association committee activities and will serve as a forum for
suggestions to C.A.R.
V. C.A.R. President's
At the Regions option a request that the C.A.R. President make a visit to
the Region. This request shall
be made early in the year in order to secure the most workable date.
Since the Regional Chair is the representative of the State President
within each region and is responsible
for the activity of the local boards/associations, he/she will
arrange this event with assistance from the Host Board. Once a date
has been decided, C.A.R. will furnish sufficient material to assist the
arrangers in the preparation. The next years Host Board will be
decided by the directors at the last caucus meeting of the
The Regional Chair is responsible for maintenance and accountability of the
Regional Budget. The Regional Chair will submit an accounting for
each meeting at the conclusion of each meeting, and a final accounting for
the last meeting, with the annual summary, will be forwarded to the local
boards/associations and incoming Regional Chair no later than December
1st. It is recommended that Regions adopt uniformity in their
Budgetary process, finalizing the Regional Budget before year end for the
upcoming year. Any formulas used in the budget that are based on
membership count should utilize the current year Q3 membership
Each Board/Association is responsible for funding the Regional Chair by
remittingtheir pro-rata share.
The formula shall be a percentage derived by dividing the number of
members in a Board/Association by the total number of members in a region.
The total budget is then multiplied by the percentage of a
Board/Association's membership, resulting in the amount due from the
Board/Association. The incoming Regional Chair is to submit a budget
at the last caucus meeting of the year (subject to approval of the
individual boards/association.) Payments to the Fund are due on the
10th day following each month for the members who either renew or are newly
inducted the previous month. The above formula is a model and may not
be the desired method of every region. Each region has the option to
determine their own equitable method of funding their Regional
VII. Regional Meetings and Activities
A. Regional Executive Committee
Meetings--The Regional Chair may call meetings of the Executive Committee
B. Regional CAR Directors
Meetings--Meetings of the Regions Directors may be held preceding each CAR
Directors' meeting to discuss issues for the upcoming CAR Directors meeting,
and at other times as determined by the Regional Chair. It is
recommended that each Region enhance their commitment to professionalism and
communication by establishing a pre-meeting for information sharing prior to
the C.A.R. Board of Directors’ Meetings.
C. Regional Committee
Meetings--Each Regional Representative and member-at-large of CAR committees is
encouraged to hold a meeting following each CAR Directors' meeting, if the
committee corresponds to a local board/association committee. The
appropriate representative(s) of the corresponding local board/association
committees shall be requested to attend said meeting.
D. Other Regional
Meetings/Activities--The Regional Chairman, or others, may recommend Regional
meetings or activities, including a CAR Presidents visit, and if so approved by
the Directors, the Regional Chairman may appoint a task force to plan such
E. Participation in REALTOR®
Action Fund – It is recommended that each Region set a clear expectation that
their C.A.R. Directors participate in “The True Cost of Doing Business”
REALTOR® Action Fund contribution, and that all Regions continue to acquire and
renew their Golden “R”
VIII. Changes to the
Regional Operations Handbook
Changes to this Handbook shall be voted upon by each Region's Directors.
A simple majority will rule. As changes occur it will be the
responsibility of the current Regional
Chair to make the changes to this document. The document shall
remain with the Regional Chair's home Board/Association.