ARTICLE ONE

ORGANIZATION


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.

 

 

 

Office

Signature

President

Tommy Williams

Louisville District # 1 Director

Glenda Hobbic

Louisville District # 1 Vice Director

Mike Canchola

Central District # 2 Director

 

Central District # 2 Vice Director

 

Northern District Director

 

Northern District Vice Director

Keith Roberts

Northeastern District # 5 Director

 

Northeastern District # 5 Vice Director

 

Southwestern District # 9 Director

Richard Houchens

Southwestern District # 9 Vice Director

Bill Norman

Carrollton District #10

Don smith

Carrollton District #10

·         Donald Harlow

Eagle Creek District # 11 Director

 

Eagle Creek District # 11 Sgtatarms

Travis Collins

 

 

 

Hogtown District # 12 director

Tommy Williams

 

Hogtown District # 12 Sgtatarms

Beverly Williams

 

Paradise District # 13 Director

 

 

Paradise District # 13 Vice Director

 

 

District # 14 Director

David Owen

 

District 14 Vice Director

Leotta Weaver

 

District 17 Director

 

 

District 17 vice Director

 

 

   

 

   

 

       

ARTICLE TWO         

 

PURPOSE

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.

ARTICLE THREE

 

 

 

 

MEMBERSHIP

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:

  1. Literature to become a KMA/KBA sign-up location if requested.
  2. 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.

ARTICLE FOUR

STATE OFFICERS

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:

President

Vice-President, Membership

Vice-President for Legislative Affairs

Treasurer

Secretary

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.

ARTICLE FIVE

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:

Director

Vice-Director

Treasurer

Secretary

Sergeant-at-Arms

 

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.

ARTICLE SIX

 

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.

ARTICLE SEVEN

MEETINGS

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.

ARTICLE EIGHT

 

VOTING

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

 

 

 

 

 

 

ARTICLE NINE

 

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

7)    Announcements

8)    Adjournment

ARTICLE TEN

Art 10:  Salaries: 

 

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.

ARTICLE ELEVEN

 

DUES

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.

ARTICLE TWELVE

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.

ARTICLE THIRTEEN

 

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.

Affiliated organizations:

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.

ARTICLE FOURTEEN

 

AMENDMENTS

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.

 

 

ARTICLE FIFTEEN

 

MEMORIAL FUND

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

 

ARTICLE Sixteen

Products

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:

FUNDRAISING

 


  1. Plan Ahead
  2. Most failures are due to poor planning.
  3. Plan 6 months in advance.
  4. Plan advertising to be done.

 

  1. Don’t take off on first idea
  2. All pros and cons should be discussed.
  3. Any competing events.
  4. Money to cover costs, etc.

 

III.  Don’t get too ambitious

  1. Only a limited number of weekends.
  2. Too many events cause burned out members.
  3. Too far (to event) can turn members off.

 

  1. Select proper chairperson
  2. This person can make or break an event.
  3. Must have drive, enthusiasm, and diplomacy.
  4. Must be able to keep people working together and happy.
  5. Decides what subcommittees are needed.
  6. All should be aware of the whole plan.
  7. Checklist should be used. (Don’t rely on memory)

 

  1. Plan a budget
  2. All projected income and expense on paper.
  3. How many people are expected?
  4. What should the cost be. (Don’t scare people away)
  5. Use suppliers that will bill you after the event.
  6. Compare prices.

 

  1. Advertise
  2. People need to know what’s happening.
  3. Print flyers early.
  4. Place them in motorcycle shops, grocery stores, laundry mats, taverns, parts stores, etc.
  5. Make sure flyer has complete information
  6. Date, time, place, directions, prices, events.
  7. Don’t assume people know about the event.

 

  • Delegate the workload
  1. Make a list of the jobs.
  2. Arrange them in shifts.
  3. Give everyone some time to kick back.

 

  • Attitude is ALL IMPORTANT
  1. Positive attitude will create a successful event.
  2. Workers and sponsors must believe in the event.
  3. Put your best foot forward.
  4. Thank people for coming.
  5. Please and thank you are the most important words.
  6. No drill sergeants.

 

  1. Give people their money’s worth
  2. Charge fair and reasonable admission.
  3. Be reasonable on food and beer.
  4. Higher gate fees, that include freebies, tend to scare people away.
  5. Freebies tend to cause extra cleanup work.

 

  1. Remember the details
  2. Use a checklist.
  3. Anticipate problems.
  4. Have plenty of supplies.
  5. Have two people in charge of money and paying bills.
  6. Get receipts.
  7. Pay by check

PLANNING YOUR RUNS

 

 


Need List for Runs

 

  1. Change for Sign-up gate
  2. Change for food sales
  3. Release forms
  4. Maps & directions For route
  5. Cards & sacks for al stops
  6. Plenty of pens
  7. Extra paper
  8. Tables & Chairs
  9. Gifts & Prizes
  10. Clipboards
  11. Supplies for end of run (50150 tickets, etc.)
  12. All supplies needed for any special events (cones, liner, )

 

SPECIAL NOTES:

 

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.

  

 

Flyer Information

 

Please follow the "Who, What, Why, Where, and When" Rule.

  • Price
  • Date & Time
  • Location
  • 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

 

Download Event Planning

STANDARD EVENT BUDGET FORM
               
EVENT NAME:               
EVENT DATE:         RAIN DATE (If any):  
EVENT TYPE:               
SPECIAL COMMITMENTS:             
               
EXPENSES:                                                ESTIMATED       ACTUAL      
Location Fees, Rental          
Ticket Printing, Wrist Bands          
Flyer Costs, Mailing            
Advertising            
Insurance Cost            
Liquor Permit Fee            
Security, Outside Services          
Golf Carts            
Field Supplies            
Refreshments and/or Guarantee         
Door Prizes             
Event Prizes            
Entertainment, Band Fee          
Clean-up            
Supplies: Duct Tape, Poster Board, Etc.         
Portable Restroom Facility Rent Other        
Sales Tax            
Other: Ice            
Other: Tents            
TOTAL EXPENSES             (A)          
               
REVENUE:              
Raffle              
Sponsor Fees            
Food, Refreshment Sales          
Field Event, Bike Show Fees          
Chance Pulls            
Vendor Fees            
Products + Sales Tax          
Memberships            
Other:              
Other:              
               
GATE RECEIPTS:            
  People @            
               
TOTAL INCOME                 (B)          
               
NET PROFIT   (B) - (A)          

 

Download Event Budget Form

CHAIRMAN'S CHECKLIST


Site and Facilities:

___Location

___Rental Fee

___Indoors

___Outdoors

___Rest rooms

___Large group meeting area O ___Activity/games area

___Cooking area

___Concession area

___Camping area

___Electricity/power source

___Water

___Signs

___Gate access/security control

___Lighting

___Telephones

___Parking

Finance:

___Establish Budget

___Sponsors

___Donations

___Paying Bills

___Receipts

___Accountability

Regulations:

___INSURANCE

___Fire

___Police (city/county/state)

___Permits

___License

___Legal

___Tax

___Contracts

___Safety

Equipment:

___Tables

___Chairs

___Shelters/tarps/tents

___Signs

___Lighting equipment

___Sound equipment

___Stage

___Power equipment/generators            & gas cans 

___Refrigeration

___Flashlights

Tickets:

___Gate passes (color code)

___Copy to printer

___Rolls of tickets (food, beverages, prizes)

Sanitation:

___Port-o-johns (toilet paper)

___Dumpsters

___Trash cans & bags

___Showers

___Drainage

___Fire wood

Security:

___Command post

___ID/T-shirts/vests

___Walkie-talkies & bull horn

___First aid kit

___Fire extinguishers

___Batteries & charger

___Rolls of safety ribbon

Food and Beverages:

___Menu

___Purchase

___Storage

___Disbursement

___Cost

___Cooking supplies

___Serving supplies

___Leftovers

___Manpower schedule

Money:

___Cash boxes

___Change

___Receipt cash book

___Petty cash book 

___Money bags, coin rolls & bands

___Masking/elec./duct tapes

___Safe

___Security/handling procedures

___Accountability

Entertainment:

___Type

___Budget

___Contracts/payment schedule

___Equipment needed

___Establish & post event schedule

Awards:

___Prizes-solicitation

___Trophies

___Display of awards

___Presentation time and people

Thank You:

___Keep track/sign in sheets

___Verbal

___Written-letters & newsletter

Gate:

___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

Publicity:

___Press releases

___Advertising posters & flyers

___Copy to printer

___Media coverage at event

___Program of events

___Photos

Games/Activities:

___Secure area

___Type, rules, management

___Equipment needed

___Prizes

Clean Up:

___Dumpster/garbage pick up

___Return borrowed items

___Lost & found items

Report to Organization:

___Treasurer

___Board & members

 

Download Event Checklist

I.        Prepare

 

  1. Set a personal goal for the meeting.
  2. Collect and prepare materials and handouts.
  3. Develop and write down an agenda
  4. Be informed.

 

 

II.       Conduct

 

  1. Start on time
  2. Outline what you want to cover.
  3. Recognize visitors
  4. Follow your agenda
  5. Maintain order.

 

 

III.      Wrap Up

 

  1. Ask if you have forgotten anything
  2. Restate any decisions or plans made.
  3. Make sure anyone who has taken a job or responsibility knows what it is.

 

 

General Rules & Guidelines for Effective Meetings

  1. Limit or eliminate drinking.
  2. Never allow a meeting to last over 1 ½ hours.
  3. Ask for ideas, then offer yours.
  4. Use “Robert’s Rules of Order” or some modified version, whatever you and others are comfortable with.
  5. In forming an agenda try to stay with a logical progression such as. past, present, or future
  6. Have someone take notes (Secretary).
  7. Start your meeting by reading the minutes from last meeting.
  8. When a controversial subject comes up, take time to assure everyone that they will have their turn to speak, one at a time.
  9. Let everyone express their opinions twice If there are no changes and you see no middle ground or compromise then move on.
  10. If you cannot answer a question. write it down and follow up on it after the meeting

 

Twenty-two Deadly Sins

  1. Appearing unprepared.
  2. Starting late.
  3. Handling questions improperly.
  4. Apologizing for yourself or the organization.
  5. Being unfamiliar with knowable information.
  6. Using audio visuals unprofessionally.
  7. Seeming to be off schedule.
  8. Not involving participants.
  9. Not establishing personal rapport.
  10. Ending late.
  11. Appearing disorganized.
  12. Not establishing a positive image.
  13. Not covering the promised objective.
  14. Not scheduling and honoring breaks.
  15. Practicing bad habits.
  16. Not checking environment.
  17. Not updating material.
  18. Not admitting mistakes.
  19. Using inappropriate humor.
  20. Using inappropriate language.
  21. Coming on as an expert, a know it all.
  22. 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.

 

  1. Have an agenda!
  2. Know in advance what to expect from committee reports, and be sure those giving the reports are well prepared.
  3. Be sure the meeting place is adequate.

ORDER OF BUSINESS

Below is a sample of an agenda that can be used for meetings:

  1. Call to order
  2. Introductions of special guests
  3. Reading and approval of previous meeting minutes.
  4. Reports of committees
  5. Old business
  6. New business
  7. Special orders*
  8. Announcements
  9. Adjournment

  * 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!

 

SPEAKING

 

                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

 

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.

 

MOTION AMENDMENTS

  

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.

    EXAMPLE:

"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:

 

  1. Member rises and addresses the chair
  2. Member receives recognition by chair
  3. Member proposes a motion
  4. Another member seconds the motion
  5. Group discusses the motion
  6. Chair calls for a vote on the motion
  7. Chair announces results of vote

 

This simple procedure can alone make your meetings run smoother.

 

PURPOSE OF MOTIONS

 

 

  1. Main Motion - - brings question before the group for their consideration.
  2. Subsidiary Motion - - for the purpose of modifying or the disposing of the main motion under discussion.
  3. Privileged Motions - - have no connection with the main motion but are of importance to demand consideration.
  4. 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.

   Enjoy!!!!!

 

HOW TO AVOID MUDDLED MEETINGS

or

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

 

 

Privileged Motions

 

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

                                                            NSR

ND

To call for the orders of the day………….. INSP

                                                           NSR

                                                            ND

 

Subsidiary Motions

 

 

To lay on the table……………………….. ND

To call for the previous question.……….…ND

                                                                                2/3

To limit or extend limits of debate……...... LD                                                           

2/3

To postpone definitely……………………… LD

To refer to a committee............................…LD

To amend…………………………………… LD

To postpone indefinitely…………………OMQ

 

 

 

 

 

Main Motions

(general & specific)

 

To take from the table………………………ND

To reconsider…………….………………..INSP

                                                           OMQ

To reconsider and have entered into the minutes.......……………………………..INSP

                                                            OMQ

To rescind.………………………………OMQ

                                                        2/3

To adjourn(qualified)……………………..…ND

2/3

To expunge………………………………OMQ

2/3

To adopt resolution or amend……………….2/3

 

 

Incidental Motions

 

To suspend the rules……………………..…ND

2/3

To withdraw a motion……………………NSR

ND

To read papers(letters, etc.)…………………ND

To object to consideration…………………INSP

                                                            NSR                                                             

ND                                                        

2/3

To rise to a point of order…………………INSP

NSR

                                                             ND

To rise to a parliamentary inquiry………INSP           

ND

To appeal from the decision of the chair.....INSP                                                            

LD

To call for a division of the assembly...….NSR

                                                             INSP

                                                             LD

To call for a division of a question.………....ND

 

Effective Meetings