The name of this organization shall be, Kentucky Motorcycle Association/ K.B.A. The organization shall have a seal that shall be as follows in form:
The organization may, at its pleasure by a vote of the membership body per Article Nine of these by-laws, change its name.
These being accepted in good order and revised this 15st day of April 2018 by those Executive Board members who affixed their signatures below.
Louisville District # 1 Director
Louisville District # 1 Vice Director
Central District # 2 Director
Central District # 2 Vice Director
Northern District Director
Northern District Vice Director
Northeastern District # 5 Director
Northeastern District # 5 Vice Director
Southwestern District # 9 Director
Southwestern District # 9 Vice Director
Carrollton District #10
Carrollton District #10
· Donald Harlow
Eagle Creek District # 11 Director
Eagle Creek District # 11 Sgtatarms
Hogtown District # 12 director
Hogtown District # 12 Sgtatarms
Paradise District # 13 Director
Paradise District # 13 Vice Director
District # 14 Director
District 14 Vice Director
District 17 Director
District 17 vice Director
The business and purpose of the corporation shall be:
To act as a legislative watchdog on the federal, state and local levels.
To warn our membership against adverse motorcycle legislation, and promote favorable motorcycle legislation.
Foster brotherhood and mutual benefits for its members.
To improve road conditions, thus making roads safer for motorcyclists.
To encourage harmony among motorcyclists in the State of Kentucky.
To prevent accidents through education.
To discourage motorcycle thefts.
To promote political involvement of motorcyclists.
To act as liaison between motorcyclists and government authorities, police departments, government agencies, insurance companies and other organizations.
To counter-report and discourage biased news reporting of motorcyclists.
To present and promote a better image of motorcyclists.
To purchase, lease or otherwise acquire by bequest, devise, gift or other means and to hold, own, manage or develop and to mortgage, hypothecate, deed in trust, sell, convey, exchange, option, subdivide or otherwise dispose of real and personal property of every class and description of property or business, and any estate or interest therein, as may be necessary or convenient for the proper conduct of the affairs of the corporation, without limitation as to amount or value, in any of the states, districts, or territories of the United States, and any and all foreign countries, subject to the laws of any such states, districts, territories or countries.
To hire and employ agents, servants, and employees, and to enter into agreements of employment and collective bargaining agreements and to act as agent, contractor, trustee, factor, or otherwise, either alone or in company with others.
To promote or aid in any manner, financially or otherwise, any person, firm, association, agency of government or corporation, and to guaranty contracts and other obligations.
To let concessions to others to do any of the things that the corporation is empowered to do and to enter into, make, perform, and carry out contracts and arrangements of every kind and character with any person, firm, association or corporation, or any government or authority or subdivision thereof.
To carry on any business whatsoever that this corporation may deem proper or convenient in connection with any of the forgoing purposes or otherwise, or that it may deem calculated, directly or indirectly, to improve the interest of this corporation, to have and to exercise all powers conferred by the laws of Kentucky on non-profit corporations formed under these laws pursuant to which and under which this corporation is formed, as such laws are now in effect or may at any time hereafter be amended, and to do any and all things here in above set forth to the same extent and as fully as natural persons might or could do, either alone or in connection with other persons, firms associations, or corporations and in any part of the world.
Membership in this organization shall be open to all who are interested in motorcycle legislation and or related community services and activities and upon payment of dues as stipulated in article eleven.
All Memberships personal information will only be shared within the KMA to share organization information to members. We do not share our membership list with outside organizations.
Life Membership in this organization shall be available upon payment of dues as stipulated in article eleven. Purchase of a Life Membership shall entitle the member to:
1) A special, permanent membership card.
2) His choice of any reasonable membership roster number not already assigned.
3) A permanent subscription to the state newsletter.
4) One (1) cloth emblem bearing the words “LIFE MEMBER” to be worn by him beneath and as part of the official cloth emblem of this organization.
5) All voting rights and privileges of membership in the Kentucky Motorcycle Association/K.B.A. herein enumerated.
Business Membership in this organization shall be available upon payment of dues as stipulated in article eleven. Purchase of a Business Membership shall entitle the member to:
- Literature to become a KMA/KBA sign-up location if requested.
- Listing in all appropriate publications of our business member’s locations.
Junior membership shall be available to those persons under the age of 18 but shall have limited voting privileges and access to certain events. Districts/Chapters will be responsible for setting voting and attendance policies with regard to junior members. Junior memberships will expire upon his/her 18th birthday and he/she will receive a youth patch and membership card.
Life Memberships in this organization shall not be conferred as an honorarium to any person without payment of the appropriate membership fee.
The Board of Directors for cause may revoke any membership in the Kentucky Motorcycle Association/ K.B.A.. Such cause shall be defined as activities they consider damaging to the good order of the organization or threats upon the safety of another person or persons by the actions of a member. The State President or District Director within whose jurisdiction such an incident occurs is empowered to revoke the membership privileges of the offender immediately if, in his judgment, the stated justification for expulsion has been met. The expelled member may request reinstatement of his membership privileges by personal or written appeal to the entire Board of Directors at their next scheduled meeting, or at a special hearing which may be called by the State president under extraordinary circumstances, at his discretion.
Any member who voluntarily destroys his membership card or turns it in to any officer of this organization with the stated intention of forever disassociating himself from the Kentucky Motorcycle Association/ K.B.A. shall be removed from the membership rolls. If the former member ever reconsiders his action, he must appeal the Board of Directors for reinstatement as described above.
Art 4 State Officers:
The state officers shall be elected by the board of directors for a two year term with the president and vice-president membership voted in on odd years and vice-president of legislation Affairs and treasurer voted in on even years. Secretary and Sergeant of Arms, will be appointed by the President. is to direct and coordinate the activities of the entire state on state issues. They may succeed themselves in office.
The state officers of this organization shall be as follows:
Vice-President for Legislative Affairs
State Sergeant of Arms
The PRESIDENT shall:
Preside at all membership meetings of the Board of Directors.
By virtue of his office, be Chairman of the Board of Directors.
Present at each board meeting of the organization a report of the work of the organization.
Appoint all committees, temporary or permanent, at the state level.
See that all books, reports and certificates as required by law are properly kept or filed.
Be one of the officers who may sign checks or drafts of the organization.
Have such powers as may be reasonably construed as belonging to the chief executive of any organization.
Be allowed to expend a sum not to exceed $500.00 (FIVE HUNDRED DOLLARS)per month without the prior approval of the Board of Directors, provided such expense is disclosed at the next regular meeting.
The VICE-PRESIDENT, MEMBERSHIP shall:
In the event of the absence or inability of the President to exercise his office, become Acting President of the organization with all the rights, privileges and powers as if he had been the duly elected official. In the event of the absence or inability of the Vice President of Legislative Affairs to exercise his office, the Vice President, Membership shall assume those responsibilities, until a special election can be held.
Keep and maintain a current record of all members in good standing.
Issue membership cards to members in good standing.
Make additional life member cloth emblems available for sale to life members at a reasonable cost.
The VICE-PRESIDENT FOR LEGISLATIVE AFFAIRS shall:
In the event of the absence or inability of the Vice President, Membership to exercise his office, become Acting Vice President, Membership of the organization with all the rights, privileges and powers as if he had been the duly elected official, until a special election can be held.
Be informed, by physical contact with duly elected officials of the state, local and federal levels, of any and all pertinent information that would affect any and all members of the organization.
He shall direct all lobbying efforts of bills introduced on behalf of the membership.
He shall inform the entire membership by newsletter or special mailing of all actions necessary to meet the goals of the organization in legislative matters as they occur.
He shall keep the state and district officers informed of legislative developments, including how specific legislators voted on issues affecting motorcyclists.
The TREASURER shall:
In the event of the absence or inability of the President, Vice President, Membership, and Vice President Legislative to exercise his office, become Acting President of the organization with all the rights, privileges and powers as if he had been the duly elected official until a special election can be held. In the event of the absence or inability of the Treasurer to exercise his office the State President shall assume the responsibilities of the Treasurer and may appoint an interim Treasurer until a special election can be held.
Have care and custody of all moneys belonging to the organization and shall be solely responsible for such moneys or securities of the organization. He shall cause to be deposited in a regular business bank or trust company funds of the organization.
Be one of the officers who shall sign checks or drafts of the organization. No special fund may be set aside that shall make it unnecessary for the Treasurer to sign checks issued upon it.
Render at stated periods as the Board of Directors shall determine a written account of the finances of the organization and such report shall be physically affixed to the minutes of the Board of Directors of such meetings.
He shall exercise all duties incident to the office of Treasurer.
The SECRETARY shall:
Be appointed by the President.
Keep the minutes and records of the organization in appropriate books.
File any certificates required by any statute, federal or state.
Give and serve all notices to members of the organization including but not limited to notice of the Board of Directors’ meetings as prescribed in Article Eight of these by-laws.
Be the official custodian of the records and the seal of this organization.
Present to the membership any correspondence addressed to him as Secretary of the organization.
Attend to all correspondence of the organization and shall exercise all duties incident to the office of the Secretary of the organization.
The SERGEANT OF ARMS shall:
Be appointed by the President.
Insure order and security at all state functions and meetings of the board.
Act as liaison between the KMA/KBA and local police and other agencies to insure harmony between the organization and these agencies.
Exercise all rights and powers incident to the office of State Sergeant-at-Arms.
No officer shall for reason of his office be entitled to receive any salary or compensation, but nothing herein shall be construed to prevent an officer from receiving any compensation from the organization for duties other than as an officer.
In all instances the word “He,” “Him” or “His” as used in this document shall mean either he or she, him or her, his or hers, without regard to the gender of the subject.
DISTRICT / CHAPTER OFFICERS
The district/chapter officers shall be comprised of any member in good standing from that district/chapter who has run for and been elected to the office by the membership of that district/chapter. Their terms may run concurrently, but they must be elected annually. At the discretion of the districts they may hold elections annually with no term running more than 2 yrs without vote of the membership.
The district/chapter officers of this organization shall be as follows:
The DIRECTOR shall:
Preside at all membership meetings in his district/chapter.
Present at each district meeting a report of the work of that district/chapter.
Appoint committees, temporary or permanent, at the district/chapter level.
See that all books, reports and paperwork that are pertinent to his district/chapter are maintained and kept.
Be one of the officers who may sign checks or drafts of his district/chapter.
Have such powers as may be reasonably construed as belonging to the chief executive of his district/chapter.
Be allowed to expend a sum not to exceed $500.00 (FIVE HUNDRED DOLLARS)per month without prior approval, provided such expense is disclosed at the next regular meeting.
Director will insure that all triplicate membership form shall be given only to officer in district or designated sign up location
The VICE DIRECTOR shall:
In the event of the absence or inability of the Director to exercise his office become Acting Director of the district/chapter with rights, privileges and powers as if he had been duly elected, until a special election can be held.
Act as legislative coordinator to that district/chapter and disseminate all pertinent information to that district/chapter at its regular district meetings.
Work in coordination with the Vice President Legislative to further the political agenda of the organization.
The TREASURER shall:
In the event of the absence or inability of the Treasurer to exercise his office the District/Chapter Director shall assume the responsibilities of the Treasurer and may appoint an interim Treasurer until a special election can be held.
Be one of the officers who shall sign checks or drafts of the district/chapter.
Insure that the annual district fee and other appropriate moneys are forwarded to the state office by the first of each month with an explanation of such moneys.
Have care and custody of all moneys belonging to the district/chapter and be solely responsible for such moneys or securities of the district/chapter. He shall cause to be deposited in a regular business bank or trust company funds of the district.
At monthly meetings give a verbal accounting of the finances to the membership and have a written accounting available upon request. A copy of the written report shall be affixed to the minutes of the monthly meetings and filed.
Submit a written report of all transactions of the district and applicable chapters, to the State Treasurer as prescribed by the State Treasurer and laid in the policy and procedures manual.
Exercise all duties incident to the office of District Treasurer.
The SECRETARY shall:
In the event of the absence or inability of the Vice Director to exercise his office, become Acting Vice Director of the district with rights, privileges and powers as if he had been duly elected, until a special election can be held.
Keep minutes and records of the district.
Be his duty to give and serve all notices to members in his district.
Present to the membership at any meetings, communication(s) addressed to him as Secretary of the district.
Attend to all correspondence of the district and shall exercise all duties incident to the office of the Secretary of the district.
The SERGEANT-AT-ARMS shall:
In the event of the absence or inability of the Secretary to exercise his office become Acting Secretary of the district with rights, privileges and powers as if he had been duly elected, until a special election can be held.
Insure order and security at all district functions and meetings of the membership.
Act as liaison between his district and local police and other agencies to insure harmony between his district and these agencies.
Exercise all rights and powers incident to the office of District Sergeant-at-Arms.
BOARD OF DIRECTORS
The business of this organization shall be managed by a Board of Directors consisting of the District Directors, District Vice-Directors, Chapter Directors, the State President and State Officers. In the absence of a District Director or Vice Director, another elected officer from the respective district may represent that district. In the absence of a Chapter Director, another elected officer from the respective chapter may represent that chapter.
All members of this board shall be residents of the State of Kentucky and citizens of the United States.
The Board of Directors shall have the control and management of the affairs and business of this organization. Such Board of Directors shall only act in the name of the organization when it shall be regularly convened by its Chairman after due notice to all board members of such meeting.
Should a member of the Board of Directors fail to attend three (3) consecutive meetings, or send a proper representative, his seat shall be considered to have lost the rating of “in good standing.” To reinstate this rating, said member must attend two (2) consecutive meetings. Loss of the rating “in good standing” shall not be construed, to cause forfeiture of that member’s ability to vote on matters before the board.
One-third of the members of the Board of Directors, in good standing, shall constitute a quorum.
Each member of the Board of Directors, except the President and State Officers, shall have one vote, and such voting may not be done by proxy or by absentee ballot.
The President will vote on issues brought up at Board of Directors’ meetings only in the case of breaking tie votes by the other voting members present at such meetings.
The President may veto any and all proposals voted on by the Board of Directors. This veto will automatically put the vetoed issue on the next meeting’s agenda, at which time the results of a re-vote will stand.
Discussion at Board of Directors meetings will include all voting members, State officers and anyone the President recognizes to be heard. Anyone but those officers above have no right to be heard at these meetings.
The Board of Directors may make such rules and regulations covering its meetings as it may in its discretion determine necessary.
Temporary vacancies in the said Board of Directors shall be filled by a member of such district with a vote of the majority of the remaining members of the Board of Directors, in good standing.
A member of the Board of Directors may be removed when sufficient cause exists for such removal. The Board of Directors may entertain charges against any member. Counsel, upon any removal hearing, may represent a member. The Board of Directors shall adopt such rules as it may, in its discretion, considered necessary for the best interest of the organization for this hearing.
The annual membership meeting of this organization shall be on the days that coincide with the days of the Freedom Fighter Forum The Secretary shall mail to every member in good standing as their name appears in the membership roll book of this organization a notice telling the time and place of such annual meeting.
Regular meetings of the Board of Directors shall be held quarterly through the year starting in January after the State Officer Elections. Any by law change has to be brought up at a BOD meeting then voted on at next regular BOD meeting
The President may call special meetings of the Board of Directors when he deems it to be in the best interest of the organization.
Notices of all Board of Directors meetings shall be emailed to all members of the Board of Directors at least one (1) week before the scheduled date set for such meetings. The State Secretary stating the time, place, meeting agenda and amendments to the bylaws to be voted upon, shall send such notice. Also a copy of the previous meeting minutes shall be included.
At the request of one-third of the members of the Board of Directors or one-twentieth of the members of the organization, the President shall cause a special meeting to be called. Such a request for a special meeting must be made in the form of email -and/or phone call three (3) weeks before the requested scheduled date.
No other business but that specified in the notice may be transacted at such special meeting without the unanimous consent of all at such meeting.
Monthly meetings in each district will be held by that district on such dates as decided by that district/chapter.
At all meetings, except for the election of officers, all votes shall be by voice vote unless a show of hands is deemed necessary by the director or president due to being unable to discern the voice vote outcome.
At any regular meeting, if a majority so requires, any question may be voted upon by ballot.
At all votes by ballot, the Chairman of such meeting shall immediately, prior to the commencement of balloting, appoint a committee of three who shall act as “Inspectors of Election” and shall at the conclusion of such balloting certify in writing to the chairman the results, and the certified copy shall be physically affixed in the minute book to the minutes of that meeting.
No inspectors of election shall be a candidate for office or shall be personally interested in the question voted upon.
State/District/Chapter officers shall be elected by secret ballot at the regular December monthly meeting. The nominations for these offices will be taken in person or by written application at the previous monthly meeting.
Any member in good standing wishing to run for a State office must notify the Board of Directors no later than September 30th of the election year of their intent to run. Nominations will be Held in the even years with Elections to be held in the Odd years at the end “ Freedom Fighters Forum”
All members of the Board of Directors shall receive an official copy of the state ballot no later than October 31st of the nominating year. These ballots shall be presented to the general membership at the November monthly district and chapter meetings. The board members should take into consideration the opinions of their membership when voting. The Board of Directors at its regular January meeting shall elect the positions for state office by roll call vote. The results of this vote shall be published in the next immediate issue of the state newsletter, and attached to the meeting minutes
ORDER OF BUSINESS
Board of Directors/Districts/Chapter meetings must follow “ Roberts Rules of Order”
1) Pledge of Allegiance
2) Roll Call
2) Reading of the minutes of the preceding meeting
3) Reports of committees
4) Reports of Officers
5) Old and unfinished business
6) New Business
Art 10: Salaries:
The Board of Directors shall hire and affix the compensation of any and all employees, which they in their discretion may determine to be necessary in the conduct of the business of the organization.
The annual dues of the organization shall be $15.00 (FIFTEEN DOLLARS) for a single membership, $25.00 (TWENTY-FIVE DOLLARS) for a couple membership, to qualify as a couple both must reside at the same address, $450.00 (FOUR HUNDRED FIFTY DOLLARS) for a life membership, $100.00 (ONE HUNDRED DOLLARS) for a Bronze Business Membership, $500.00 (FIVE HUNDRED DOLLARS) for a Silver Business Membership, $1000.00 (ONE THOUSAND DOLLARS) for a Gold Business Membership and $5000.00 (FIVE THOUSAND DOLLARS) for a Platinum Business Membership.
$8.00 (EIGHT DOLLARS) single, $13.00 (THIRTEEN DOLLARS) couple, $75.00 (SEVENTY FIVE DOLLARS) Bronze, $375.00 (THREE HUNDED SEVENTY FIVE DOLLARS) Silver, $750.00 (SEVEN HUNDRED FIFTY DOLLARS) Gold, $3750.00 (THREE THOUSAND SEVEN HUNDRED FIFTY DOLLARS) Platinum, from each membership will go to the State Office by the first of each month.
$7.00 (SEVEN DOLLARS) single, $12.00 (TWELVE DOLLARS) couple, $25.00 (TWENTY FIVE DOLLARS) Bronze, $125.00 (ONE HUNDED TWENTY FIVE DOLLARS) Silver, $250.00 (TWO HUNDRED FIFTY DOLLARS) Gold and $1,250.00 (ONE THOUSAND TWO HUNDRED FIFTY DOLLARS) Platinum, will remain in the district in which the member resides. Only if the member is signed-up at a MAJOR DISTRICT EVENT, this being defined as taking a very large outlay of monies to put on, will the sign-up district keep the dues share normally sent to the member’s district of residence.
The obligation for payment of annual dues shall be waived for life members enrolled under the provisions of Article Three of these by-laws. Life membership shall be $450.00 (FOUR HUNDRED FIFTY DOLLARS) with $300.00 (THREE HUNDRED DOLLARS) of such dues being apportioned to the state operating treasury and $150.00 (ONE HUNDRED FIFTY DOLLARS) apportioned to the district/chapter in which member resides.
An additional $50.00 fee shall be added to all life memberships and an additional $5.00 fee shall be added to all single and couple memberships for the purpose of the Kentucky Motorcycle Freedom Fund (PAC) unless otherwise stated by the individual or couple whereupon the $50.00 or the $5.00 fee shall be deposited into the general fund.
Junior membership shall be made available for a onetime fee of $10.00 (TEN DOLLARS) with all monies being forwarded to the state office.
DISTRICT and CHAPTER AFFILIATION
District and chapter affiliation dues shall be $50.00 paid annually to the state office by April 30th.Failure to pay this fee will result in the district being inactive.
A chapter can be started if there are enough people to fill all officer positions as prescribed by the by-laws. Each district and chapter shall agree to abide by the current by-laws of this association.
Each district and chapter must be approved and voted in by the Board of Directors. A chapter must be recognized by its district for a minimum of six months probationary period for the purpose of viability, before being considered for voting privileges by the board.
Chapters wishing to become a district must first apply to the Board of Directors. The board shall then apportion an area of the State relative to the Chapter. The Chapter must then show that it has enough members to support a District in the area. This shall be either 100 members in good standing or a greater number of members in good standing than the district in which it was founded, whichever is less.
AFFILIATION and ENDORSEMENTS
The Kentucky Motorcycle Association/K.B.A. is not affiliated with any other association, organization, club or business without a vote of the Board of Directors to amend this section of the by-laws as prescribed in these by-laws.
1) The National Vietnam and Gulf War Veterans Coalition
2) The Motorcycle Riders Foundation, Inc.
3) Confederation of Clubs Kentucky
4) N.C.O.M. National Coalition of Motorcyclists
The Kentucky Motorcycle Association/ K.B.A. shall not endorse any person, business or service at the state, district or chapter level, or allow any of the aforementioned the use of the name of the organization. The only exception being by a two-thirds majority vote of the Board members in good standing.
These by-laws may be altered, amended, repealed or added-to by an affirmative vote of not less than two-thirds of the members of the Board of Directors, in good standing, providing one week notice of the meeting for the purpose of changing by-laws has been made.
Memorial fund shall be paid only to life members signed prior to March 01, 2003. The distribution of the funds shall be handled at the district level for the purpose of easing the immediate financial burden imposed upon his survivors by the death of one of our members.
When the District Director learns of the death of a member of this organization he will first:
1) Verify the death and verify membership in the organization.
2) Identify the deceased member’s beneficiary by name and address as stated on membership sign-up form.
3) Withdraw $200.00 (TWO HUNDRED DOLLARS) from the district operating funds in the name of the intended beneficiary.
4) Deliver the funds to the beneficiary as quickly as possible.
5) Notify the Newsletter Editor of the death of the member and provide him with the information needed for publication of a memorial notice in the next newsletter.
6) Notify the Vice-President, Membership of the death of the member so he or she can be taken off the membership roster.
7) Contact the State Treasurer and provide a death certificate or a newspaper obituary as proof of death at which time $100.00 (ONE HUNDRED DOLLARS) will be reimbursed to the district or chapter.
The Newsletter Editor shall receive the pertinent information from the District Director and compose an appropriate memorial notice for the next issue of the organization newsletter.
The State Office shall act in place of the District only in the case of insufficient funds or lack of ability of said District to carry out this function
No officer, member or other person shall display or use the logo of the organization in a manner not authorized by the board of Directors, Specifically large back patches shall not be worn in a manner that may be construed as a three piece club patch. No large rocker style patches shall be affixed under and above large back patch with the name of the organization logo. A rocker above or below is appropriate, But not both. It is the responsibility of the officer selling the patch to personally instruct the individual purchasing the patch on the organizations requirements.
DOLLARS and SENSE:
- Plan Ahead
- Most failures are due to poor planning.
- Plan 6 months in advance.
- Plan advertising to be done.
- Don’t take off on first idea
- All pros and cons should be discussed.
- Any competing events.
- Money to cover costs, etc.
III. Don’t get too ambitious
- Only a limited number of weekends.
- Too many events cause burned out members.
- Too far (to event) can turn members off.
- Select proper chairperson
- This person can make or break an event.
- Must have drive, enthusiasm, and diplomacy.
- Must be able to keep people working together and happy.
- Decides what subcommittees are needed.
- All should be aware of the whole plan.
- Checklist should be used. (Don’t rely on memory)
- Plan a budget
- All projected income and expense on paper.
- How many people are expected?
- What should the cost be. (Don’t scare people away)
- Use suppliers that will bill you after the event.
- Compare prices.
- People need to know what’s happening.
- Print flyers early.
- Place them in motorcycle shops, grocery stores, laundry mats, taverns, parts stores, etc.
- Make sure flyer has complete information
- Date, time, place, directions, prices, events.
- Don’t assume people know about the event.
- Delegate the workload
- Make a list of the jobs.
- Arrange them in shifts.
- Give everyone some time to kick back.
- Attitude is ALL IMPORTANT
- Positive attitude will create a successful event.
- Workers and sponsors must believe in the event.
- Put your best foot forward.
- Thank people for coming.
- Please and thank you are the most important words.
- No drill sergeants.
- Give people their money’s worth
- Charge fair and reasonable admission.
- Be reasonable on food and beer.
- Higher gate fees, that include freebies, tend to scare people away.
- Freebies tend to cause extra cleanup work.
- Remember the details
- Use a checklist.
- Anticipate problems.
- Have plenty of supplies.
- Have two people in charge of money and paying bills.
- Get receipts.
- Pay by check
PLANNING YOUR RUNS
Need List for Runs
- Change for Sign-up gate
- Change for food sales
- Release forms
- Maps & directions For route
- Cards & sacks for al stops
- Plenty of pens
- Extra paper
- Tables & Chairs
- Gifts & Prizes
- Supplies for end of run (50150 tickets, etc.)
- All supplies needed for any special events (cones, liner, )
Make sure you get all your supplies a week before the run. Do not expect to get the stuff the Saturday before the run. The merchants may be closed or out of what you need.
Let people who are assigned their jobs, do them. You decide what you will do and assign others to any other problems that might arise. Don't be afraid to ask for help. We are all a team working together for the same cause.
Do not get wasted out of your mind the night before. It just makes it for a long miserable day.
DO NOT; do not get wasted out of your mind the day of the run. You are handling money and wanting to show a professional image.
Never leave your start or your check points early, wait ten minutes. · There are always a few who are late and we need their support also.
Please follow the "Who, What, Why, Where, and When" Rule.
- Date & Time
- Type of Event (Poker Run, Field Events, Music) anything special.
- Prizes to be given away (cash, helmets, trophies, etc.)
- Food or Drink availability (BYOB) - Not recommended supplying beer at events.
- Who's putting on the event (District, Chapter, etc.)
- Any information pertaining to the event (2nd Annual, etc.)
- Map of Location (Starting point and ending point)
- Have a phone number for more information.
Flyers need to be ready 90 days before event.
You must have a professional flyer, not a rush job.
These flyers should not be hand written.
When possible have someone with the tools and skills to do a professional job.
The State Office will assist when necessary in creating the flyers.
Mail/Fax the information into the office at least 4 months prior to the event.
Remember this is the first impression of your run.
Hints on Runs
Have your gates/check points close at certain times and post these times on the flyers/maps. This will let the people working know when they can leave and also the people on the run can't complain if they don't get there on time.
Run your events rain or shine.
BE PREPARED FOR ANYTHING... IF IT CAN GO WRONG IT WILL
|STANDARD EVENT BUDGET FORM|
|EVENT DATE:||RAIN DATE (If any):|
|Location Fees, Rental|
|Ticket Printing, Wrist Bands|
|Flyer Costs, Mailing|
|Liquor Permit Fee|
|Security, Outside Services|
|Refreshments and/or Guarantee|
|Entertainment, Band Fee|
|Supplies: Duct Tape, Poster Board, Etc.|
|Portable Restroom Facility Rent Other|
|TOTAL EXPENSES (A)|
|Food, Refreshment Sales|
|Field Event, Bike Show Fees|
|Products + Sales Tax|
|TOTAL INCOME (B)|
|NET PROFIT||(B) - (A)|
Site and Facilities:
___Large group meeting area O ___Activity/games area
___Gate access/security control
___Power equipment/generators & gas cans
___Gate passes (color code)
___Copy to printer
___Rolls of tickets (food, beverages, prizes)
___Port-o-johns (toilet paper)
___Trash cans & bags
___Walkie-talkies & bull horn
___First aid kit
___Batteries & charger
___Rolls of safety ribbon
Food and Beverages:
___Receipt cash book
___Petty cash book
___Money bags, coin rolls & bands
___Establish & post event schedule
___Display of awards
___Presentation time and people
___Keep track/sign in sheets
___Written-letters & newsletter
___Membership forms & sign-in book
___Pens & pencils
___Notebooks & post-it notes
___Poster board & markers
___Stapler & staples
___Scissors, rubber bands, etc.
___String, rope, Ziploc bags
___Necessary contacts & ph. #’s
___Extra extn. cord & light bulbs
___Advertising posters & flyers
___Copy to printer
___Media coverage at event
___Program of events
___Type, rules, management
___Dumpster/garbage pick up
___Return borrowed items
___Lost & found items
Report to Organization:
___Board & members
- Set a personal goal for the meeting.
- Collect and prepare materials and handouts.
- Develop and write down an agenda
- Be informed.
- Start on time
- Outline what you want to cover.
- Recognize visitors
- Follow your agenda
- Maintain order.
III. Wrap Up
- Ask if you have forgotten anything
- Restate any decisions or plans made.
- Make sure anyone who has taken a job or responsibility knows what it is.
General Rules & Guidelines for Effective Meetings
- Limit or eliminate drinking.
- Never allow a meeting to last over 1 ½ hours.
- Ask for ideas, then offer yours.
- Use “Robert’s Rules of Order” or some modified version, whatever you and others are comfortable with.
- In forming an agenda try to stay with a logical progression such as. past, present, or future
- Have someone take notes (Secretary).
- Start your meeting by reading the minutes from last meeting.
- When a controversial subject comes up, take time to assure everyone that they will have their turn to speak, one at a time.
- Let everyone express their opinions twice If there are no changes and you see no middle ground or compromise then move on.
- If you cannot answer a question. write it down and follow up on it after the meeting
Twenty-two Deadly Sins
- Appearing unprepared.
- Starting late.
- Handling questions improperly.
- Apologizing for yourself or the organization.
- Being unfamiliar with knowable information.
- Using audio visuals unprofessionally.
- Seeming to be off schedule.
- Not involving participants.
- Not establishing personal rapport.
- Ending late.
- Appearing disorganized.
- Not establishing a positive image.
- Not covering the promised objective.
- Not scheduling and honoring breaks.
- Practicing bad habits.
- Not checking environment.
- Not updating material.
- Not admitting mistakes.
- Using inappropriate humor.
- Using inappropriate language.
- Coming on as an expert, a know it all.
- Using poor grammar, pronunciation and enunciation.
THE NUMBER ONE RULE
The District/Chapter Director, or even a committee chairman, should be prepared to run the meeting.
- Have an agenda!
- Know in advance what to expect from committee reports, and be sure those giving the reports are well prepared.
- Be sure the meeting place is adequate.
ORDER OF BUSINESS
Below is a sample of an agenda that can be used for meetings:
- Call to order
- Introductions of special guests
- Reading and approval of previous meeting minutes.
- Reports of committees
- Old business
- New business
- Special orders*
* Special orders are important business items which the group has previously agreed to take up at this specific time.
CONDUCTING THE MEETING
Start the meeting on time! If the meeting is suppose to start at 8:00pm, start it at 8:00pm!
To speak at a meeting, the person who wishes to speak should be recognized by the chairman of the meeting, rise and address the chairman. On issues or motions on the floor, (1) the maker of the motion is always first to speak in order that he may explain the motion, (2) no one gets a second chance to speak until everyone has had a chance to speak once, and (3) the chairman should try to alternate speakers between both sides of an issue.
Speaking is not usually in order until the presiding officer has indicated who is entitled to speak; follows the making of a motion; is limited - - to give everyone an opportunity. Use Robert’s Rules of Order as Revised for your guide.
The motion is the means whereby the group takes action. It is a statement of what is to be done and how it will be accomplished. It should be carefully worded to prevent misunderstandings.
The motion is made by stating, "Mr. Chairman, I move that....... .........................." The chair does not have to recognize a motion that begins, "I motion............................"
Depending on the type of motion that's being stated, it usually requires a second. This means the seconding party believes the motion is important enough to be discussed by the members. The seconding party simply states, "I second the motion." He may do so without rising.
Parliamentary law is designed to insure that the group considers only the motion on the floor, and only one motion at a time. It also allows or assists the chairman in maintaining order and to help get through business quickly and orderly.
Confusion in the meeting will not occur if the presiding officer understands the basis of parliamentary law and always keeps the group well informed on what is happening on the floor, and what will happen next.
Amendments are not always necessary, but if someone wishes to change a motion, yet not totally do away with it, he/she may move the adoption of an amendment. This can be done at any time during the discussion on a motion.
A member, after being recognized by the chair, states, "I move we amend the motion to....,........................." The amendment is seconded.
"Mr. Chairman, I move that the Falmouth Chapter hold its next regular membership meeting on the second Tuesday of the month at 7:30pm. "
"Mr. Chairman, I second the motion."
(discussion of the main motion)
"Mr. Chairman, I move we amend the motion to change the time to 8: 00pm. "
"Mr. Chairman, I second the amendment."
(discussion on the amendment only follows; then voting on the amendment only; if the amendment
passes then the presiding officer must inform the group that they are now discussing the MAIN motion as amended; this is followed by a vote on the main motion as amended)
The chair must state whether the motion passed or failed.
USING THE LAW
As stated earlier, parliamentary law is vital to orderly and successfully conduct of meetings. You don't have to be a whiz in the use of the law, but a general knowledge will be very helpful. It would be helpful if the district/chapter had a copy of Robert’s Rules of Order to refer to should the presiding officer find it difficult to deal with a piece of business.
TO PRESENT AND DISPOSE OF A MOTION:
- Member rises and addresses the chair
- Member receives recognition by chair
- Member proposes a motion
- Another member seconds the motion
- Group discusses the motion
- Chair calls for a vote on the motion
- Chair announces results of vote
This simple procedure can alone make your meetings run smoother.
PURPOSE OF MOTIONS
- Main Motion - - brings question before the group for their consideration.
- Subsidiary Motion - - for the purpose of modifying or the disposing of the main motion under discussion.
- Privileged Motions - - have no connection with the main motion but are of importance to demand consideration.
- Incidental Motions- - miscellaneous motions which cannot be placed in any of the groups listed above.
RANK OF MOTIONS
Below is a chart, in order of importance, for you to follow. You will note that a main motion cannot be preceded by any other. Also, two main motions cannot be on the floor at the same time. An incidental motion has no order of precedence among themselves, and anyone of them may be proposed when a situation arises that requires it.
On the following page(s) you will find a chart to use that shows you the various motions and how they are to be handled. This guide may be used if your chapter does not have a Robert’s Rules of Order guide, or can be used until such time that you purchase one. This guide is a basic Robert’s Rules of Order guide, and is legal to use in any of your meetings.
We should caution you to use this guide only as needed to help you in your meetings, Many members, who are not use to having to be recognized to speak or use to using any part of parliamentary law are apt to be uncomfortable with it. We recommend if you have never used the law, or used it sparingly in the past, that you let your members know that you are going to start using it and why. Be patient! The members will soon learn that the law and can be fun to use. They will eventually see that it is helpful to have quicker, more efficient meetings.
Lastly, parliamentary law is used for district/chapter records. That is, your district/chapter meeting minutes are a permanent record of history of what the chapter has done. You can refer back, and you will, to the past minutes to see exactly what was done by a particular motion. It is also a record of what the membership instructed you or the chapter to do, and if there is ever any confusion, you can simply refer back to the past meeting minutes.
HOW TO AVOID MUDDLED MEETINGS
A GUIDE TO PARLIAMENTARY LAW
(Robert’s Rules of Order as Revised)
CHART OF MOTIONS (codes)
INSP = may interrupt a speaker
NSR = no second required
ND = not debatable
LD = limited debate
OMQ = opens main motion to debate
2/3 = requires a 2/3 vote, according to standard parliamentary law, to pass or adopt
To fix time at which to adjourn the meeting....................……………………….LD
To adjourn (unqualified)….……………… LD
To take a recess……………………………LD
To rise to a question of privilege……..…. INSP
To call for the orders of the day………….. INSP
To lay on the table……………………….. ND
To call for the previous question.……….…ND
To limit or extend limits of debate……...... LD
To postpone definitely……………………… LD
To refer to a committee............................…LD
To amend…………………………………… LD
To postpone indefinitely…………………OMQ
(general & specific)
To take from the table………………………ND
To reconsider and have entered into the minutes.......……………………………..INSP
To adopt resolution or amend……………….2/3
To suspend the rules……………………..…ND
To withdraw a motion……………………NSR
To read papers(letters, etc.)…………………ND
To object to consideration…………………INSP
To rise to a point of order…………………INSP
To rise to a parliamentary inquiry………INSP
To appeal from the decision of the chair.....INSP
To call for a division of the assembly...….NSR
To call for a division of a question.………....ND