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REGIONAL CHAIRS HANDBOOK

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Revised: October 2, 2009

Revised: December 26, 2000

 

This 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 Association.

 

I.      Introduction and Purpose

 

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 Boards/Associations.

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 Responsibilities

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.

5.      Ensure that regional C.A.R. Directors are informed and know their duties.

6.      Coordinate and host a function for State Elected Officials at C.A.R.'s Legislative meetings in Sacramento.

7.      Attend Regional Boards/Associations Installations and be the installing officer if requested.

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 events.

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 count.

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 Directors.

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. communications.

23. Request votes from the regional directors for the purpose of taking a position on a particular issue.

B. Assistant Regional Chair

1.      Help the Regional Chair any way needed to fulfill the duties of the Regional Chair as outlined above.

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 business meeting.

C. Immediate Past Regional Chair

1.      Shall serve as a C.A.R. Director.

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.

D. Directors

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 Handbook.

3.      Directors who are unable to attend a scheduled meeting are responsible for appointing a replacement.

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 Handbook.

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 Appointments

 

Regions can determine an election model.  Two Models follow:


MODEL ONE

A. Regional Chair

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 Chair.



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 years.

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. State Director.

4.      Nomination to be made at the Thursday caucus meeting with the election taking place at the Friday caucus meeting.



D. Strategic Planning and Finance Committee Representative at Regions option.

1. The Assistant Regional Chair shall represent the Region on the C.A.R. Strategic Planning and Finance Committee, schedule permitting, or appoint a replacement.



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.



MODEL TWO

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) year.



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 Chairman.

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 election.

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 ballots.

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 vote.

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.



F. VACANCIES.

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 term.

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.

IV. Regional Communication/Reporting Procedures



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 membership.


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 Region.


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 regional membership.


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 memberships.


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 C.A.R.


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 Visit


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 year.



VI.
     
Regional Budget


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 count.


Each Board/Association is responsible for funding the Regional Chair by remitting
their 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 Chair.



VII. Regional Meetings and Activities


A.
     
Regional Executive Committee Meetings--The Regional Chair may call meetings of the Executive Committee as necessary.

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 activities.

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” membership.


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.


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