By-Laws

Bayside Chapter #5316, Harley Owners Group

Approved August 2007

 

 

 

I.    Charter

 

a.    Sponsorship and Affiliation

 

              1.    The Harley Owner Group, a Division of Harley-Davidson Motor Company, is the governing body for all H.O.G. Chapters including Bayside H.O.G.

              2.    Harley-Davidson Bayside is the sponsor of Bayside H.O.G. and has the absolute authority to  require that the Chapter conducts its operation and activities in accordance within its standards.

  

         b.   Responsibilities/Dues

 

               1.   Bayside H.O.G. must adhere to the Annual Charter for H.O.G. Chapters and to H.O.G.    Policies

               2.    Should H.O.G. determine, at its sole discretion, that a Chapter is not adhering to “Charter”,  H.O.G. may rescind its recognition of the Chapter as a H.O.G. affiliated organization.  Harley-Davidson Bayside may likewise rescind its recognition of the Charter at any time, at which time the chapter’s H.O.G. affiliation shall cease.

               3.   A copy of the HOG Charter and Operating Policies will be held in the custody of the          Secretary   for review as by members if requested.

               4.   Chapter is to be a not-for-profit organization.  An annual dues of fifteen dollars ($15.00) will be collected from each member to utilized solely to pay or defray the cost of chapter administration.

               5.   Chapters may conduct legitimate fund-raising activities to assist in paying or defraying chapter operating expenses or to raise funds for charitable purposes.

 

 

II.     Primary Officers

 

 a.    Director

 

              1.    The Director shall uphold the Charter and Chapter By-Laws, conduct Chapter meetings and   coordinate Chapter officer responsibilities.

              2.     Preside over the General Membership and Board of Directors meetings.

              3.     Represent the Chapter  at necessary functions except where representatives are designated by the Director.  The Director then assumes responsibility for the actions of the representative(s) at that function.

              4.     With the Treasurer, be responsible for all money due, received, or disbursed by the Chapter.

              5.     Appoint all committee chairpersons and  approve all committee appointments.

              6.     Be an Ex-officio member of all committees.

 

           b.     Assistant Director

 

               1.    The Assistant Director shall assist the Director in carrying out the Directors duties.

               2.    The Assistant and Director shall also be responsible for promoting membership, membership orientation and keeping the Chapter members informed of H.O.G. programs.

               3.    Assume all duties as assigned by the director.

               4.    Assume all duties and responsibilities in the event of the director’s absence,  illness, resignation, or  demise until the next regular election or until, by special election as called by the Board of Directors or a majority of the membership, until a new Director is elected.

               5.    The Assistant Director acts as liaison between Bayside H.O.G. and the State Rally    Committee.

 

           c.   Treasurer

 

               1.   The Treasurer shall be responsible for the collection and disbursement of Chapter funds, reporting the financial transactions to the BOD and membership on a monthly basis, identifying and record all receipts and disbursements.  Shall submit an annual finance report to H.O.G. no later than January 31 of each year in compliance with all revenue recording and reporting requirements.

               2.    Maintain all financial records of the Chapter except as otherwise provided for.

               3.    Pay out funds by order of the Director or by vote of the Board of Directors or by vote of the    membership.  ((All expenditures of $100.00 or more must be approved by the majority of the Board of Directors) and no more than $100 per month without BOD approval.

               4.    Receive all money due the Chapter issuing a receipt for the same.

               5.    Any and all Chapter funds are to be maintained in a Bank, Credit Union or the like that    maintains records of deposits and expenditures and issues a monthly statement identifying same and is insured under FDIC rules.

               6.    Shall submit an annual finance report to H.O.G. no later than January 31 of each year.

               7.    Shall submit a monthly report identifying all receipts and disbursements.

               8.    Maintain a running comparison of current year finances with prior year chapter finances for  presentation at annual meeting.

               9.   The Director shall appoint an auditing committee at the last meeting in  December of each year, who shall examine the books, accounts, and disbursements of the Treasurer for the ensuing year, and report to the membership at the January meeting.  Committee should consist of no less than three (3) members, non of which can be a member of the Board of Directors.  The Treasure will assist and provide; Bank statements, reconciliation reports, a list of transactions, receipts/invoices of all expenditures and  monthly Treasurer reports for the ensuing Chapter year. The annual audit shall commence by January 1st of the new chapter year and shall be completed by the first Board of Directors meeting of the new chapter year and reported to the Board of Directors and membership. A copy will be forwarded to the dealership.

 

           d.     Secretary

 

             1.     The Secretary shall be responsible for the administrative needs of the Chapter, keeping the minutes of  Chapter annual business meetings, and submitting to H.O.G. the H.O.G. Charter. Application and any other reports as required by H.O.G.  Further, the Secretary shall ensure that all insurance  requirements are met (including participant signatures to requires release forms), shall ensure preparation of injury report forms, timely submission of injury report forms to the appropriate insurance company and shall be responsible for the maintenance and storage of release and injury reports.

             2.      Maintain organizational records except specifically assigned to others.

             3.      Maintain record of events (hereafter referred to as minutes) of General Membership and Board of Directors meetings.

             4.      Conduct all correspondence except as otherwise provided for.

             5.      Maintain a Chapter By-Laws, H.O.G. By-Laws and Charter and Operating Policies. 

 

 

III.    Discretionary Officers

 

           a.       Activities Officer

 

               1.    The Activities Officer shall be responsible for the administration of Chapter events.

               2.    Shall coordinate with the Safety Officer and or Senior Road Captain to ensure all activities and rides are safe and in compliance with all State and Local laws and regulations.

 

           b.       Ladies of Harley Officer

 

               1.  The LOH Officer shall be responsible for encouraging women members to take an active part in H.O.G. programs.

               2.  The LOH Officer shall coordinate with the Board of Directors and Activities Officer on  projects for LOH members.

 

           c.       Senior Road Captain

 

              1.     The Senior Road Captain shall be responsible for coordinating the planning of Chapter ride dates and keeping the Chapter informed of all Chapter rides.

              2.     The Senior Road Captain will coordinate all rides with the Board of Directors and other discretionary officers to ensure safe and fun events.

 

           d.      Editor

 

              1.     The Editor shall be responsible for assembling and organizing written, oral (broadcast) or electronic material for Chapter publications, e.g., newsletters, and press releases.

              2.     All Chapter publications, whether written, oral (broadcast), or electronic, shall be subject to approval by the sponsoring dealer prior to publication.

 

            e.     Safety Officer

 

               1.    The Safety Officer shall be responsible for providing Chapter members with information relating to the availability of rider training.

               2.     The Safety Officer shall coordinate with the Road Captains  to organize rides and safe riding technique.

 

            f.     Photographer

 

               1.   The Photographer shall be responsible for obtaining and organizing Chapter photographs for use in Chapter publications and Chapter History files.

 

     g.    Historian

 

               1.   The Historian shall be responsible for the preparation and maintenance of a written account of the story of the Chapter, to include officer positions, Chapter activities and membership levels.

 

            h.    Membership Chairperson

 

               1.   The Membership Chairperson is responsible for assisting the Secretary in insuring that all Chapter members are current H.O.G. members, having on file a signed copy of the Annual Chapter Membership Enrollment Form and Release of each member is signed on an annual basis, and submitting to H.O.G. the H.O.G. Chapter Charter Application and any other membership reports as required by H.O.G.

               2.   Collecting dues from membership, keeping proper records for the same and transferring them over to the treasurer.

 

 

            i.     Member at Large

 

              1.     The Members at Large (2) shall be responsible for working with Chapter members to assist in participation and alleviate any issues which may arise.

 

           j.      Webmaster

 

              1.    The Webmaster shall be responsible for developing and maintaining the Bayside H.O.G. website.

 

 

IV.    Board of Directors

 

           a.     Voting Members

 

               1.   Director

               2.   Assistant Director

               3.   Treasurer

               4.   Secretary

               5.   Activities Officer

               6.   Ladies of Harley Officer 

               7.    Senior Road Captain

               8.    Editor

               9.    Safety Officer

              10.   Photographer

              11.   Historian

              12.   Membership Chairperson

              13.   Members at Large (2)

              14.   Webmaster

              15.   Dealer Representative

 

           b.     Duties

 

              1.     Plan and schedule activities of the Chapter except when overruled by majority vote of the members present at the next General Meeting.

              2.     Approve or disapprove all expenditures over $100.00 except when overruled by majority vote of the members present at the next General Meeting.

 

 

V.   Primary Officer Training Preference/Reimbursement

 

Preference for attending Primary Officer Training and subsequent reimbursement for room expense will be provided as follows:

 

            1st Priority) Primary Officers who have never attended training.

            2nd Priority) Any board member who has never attended.

            3rd Priority) Any member who has never attended and has committed to a board position   in the future.

            4th Priority) Any member with approval of the Board of Directors who has never attended.

 

Payment: The Chapter shall reimburse for the cost of two (2) rooms for the two day session. Rooms shall not exceed the cost per night of the Host hotel. No transportation or meal cost will be reimbursed by the Chapter.

 

Preference for attending Primary Officer Training with no Chapter reimbursement provided space is available.

           

            1st Priority) Any Primary Officer who has attended only once

            2nd Priority) Any board member who has attended only once

            3rd Priority) Any Primary Officer who has attended more than twice but less than 4 times

            4th Priority) Any member with the approval of the Board of Directors who has never attended.

 

VI.   Rules of Conduct

 

          a.     Board of Directors Meetings

 

               1.    A quorum consisting of a majority of the voting Board of Directors must be present to constitute a legal meeting.

               2.    The highest ranking officer in attendance shall preside over the meeting.

                      Ranking officers in descending order are :  Director, Assistant Director, Secretary and Treasure.

               3.   The presiding officer will only vote in a tie.

               4.   The presiding officer may not make any motion, but may ask for a motion to be made from the floor.

               5.   Board of Directors meetings are open to all members in good standing of Bayside H.O.G.   Chapter.

               6.   For the purpose of presiding order, the presiding officer may request any person not a member Board to leave the meeting unless overruled by majority vote of the members present.

               7.   No decision of the Board of Directors will be binding if overruled by majority vote of     the members present at a general membership meeting provided a quorum is in attendance.  (See VI (g) for a definition of quorum.

 

           b.     Special Meetings of the Board of Directors

 

               1.    Any member of the Board of Directors may request of the Director that a special meeting of  the Board be convened.  In the event that the Director cannot be contacted, the request may be made at the next highest ranking officer.

               2.    Any Chapter member may request a special meeting of the Board of Directors by contacting a Board member who will then request a meeting as stated in section V (b)(a).

               3.    When a special meeting may not be reasonably  convened, a vote must be conducted by a simple majority (1) officer (NOT including the Director) of the Board.

 

           c.     General Membership Meetings

 

               1.    The presiding officer may limit the time of discussion by and individual on a subject, but not the number of speakers.  Such a limit may not be less than three(3) minutes and must be announced prior to the beginning of the discussion.

               2.    Any member who wishes to speak MUST be recognized by the presiding officer before speaking.

               3.    No other person will be permitted to speak until:

                        1.  The recognized speaker relinquishes the floor, or

                        2.  Is directly addressed by the recognized speaker.

               4.    If order cannot be maintained, the meeting may be adjourned by the presiding officer with the approval of (1) other officer of the Board of Directors.

              

               5.    Any proposed  changes to the By-Laws of this Chapter must:

                      1.  Be submitted in writing to the Board of Directors which will act as parliamentary  committee.

                      2.  If approved as submitted or amended, to or by the Board of Directors, the proposed change   must be presented to the general membership  at a general meeting.

                      3.  Be publicized to the general membership, via the newsletter, prior to any vote on the  proposed change.

                      4.  Be approved by H.O.G. and the sponsoring dealership before adoption.

 

               6.    Minutes

                       1.  Reading of the previous minutes may be dispensed with by the presiding officer.

                       2.  When read , must be approved (or disapproved) as read or corrected, by a majority of the members present.

                       3.  Minutes of the previous meeting only must be available to any member in good standing who wishes to see them.

                       4.  All minutes must be made available to any member in good standing following a proper request to the Director and within (14) calendar the request.

 

               7.    Treasures Report

 

                       1.  A report of the current financial status of the Chapter must be available at each general membership meeting.

                       2. The report of the Treasurer is not subject to approval by a vote of the membership.  The   Treasurer is, however, responsible for answering any questions which may arise.

                       3.  All records of the Treasurer, concerning Bayside H.O.G., must be made available to any member in good standing following a proper request to the Director and within fourteen (14) calendar days of the request.

 

                8.   Alcohol

 

                        1.    Safe and responsible motorcycling activity is a major H.O.G. goal.

 

                            - The consumption and use of alcohol is a serious and personal responsibility involving  the safety and welfare of family, riding friends and the individual H.O.G. member.

 

                            - Alcohol consumption before or during Chapter motorcycling activity is prohibited.    Consumption of alcohol is permissible after riding activities have officially ended or at non-riding events. LIQUOR LIABILITY COVERAGE IS NOT PROVIDED BY THE CHAPTER GENERAL LIABILITY INSURANCE POLICY.

 

 

VII.     Motions and Voting

 

           a.      All motions must be seconded.

           b.      Any motion may be ruled out of order by the presiding officer ONLY after the reason(s) for such a ruling.

           c.      When more than one motion on an issue is present, the last motion made and seconded, will be voted on first.

           d.      Only members in good standing with H.O.G. and Bayside H.O.G. will be permitted to vote   

           e.      The presiding officer may, at their discretion direct that a motion lay over until the next general      meeting.

           f.       No vote will be deemed valid unless a quorum is present.

           g.       A quorum consists of:

                     1.  For Board of Directors meetings:  A majority of members of the Board of Directors.

                     2.  For general membership meeting:  twenty (20%) percent of the Chapter membership.

           h.      All votes will require a majority of the members present to pass except:

                     1.  Expulsion of a member:  Unanimous vote of the Board of Directors.

            i .     The presiding officer will vote only:

                     1.  At the Board of Directors meeting in the event of a tie.

                     2.  At general membership meetings in general election of officers.

 

VIII.   Election of Primary Officer

 

 b.      Nominations for the elected officers will be opened at the September General meeting and will be closed on November 1st.  All nominations must be submitted to the Secretary.

 

IX.    Election of Primary Officers

 

           a.       Elections will be held at the November General meeting each year.

           b.       Nominations for elected officers will be opened at the September general meeting and will be    closed on November 1st.  All nominations must be submitted to the Secretary.

           c.       All nominations must be approved by Harley-Davidson Bayside prior to the November elections.

          d.        The term of office for all elected and appointed officers will run from January 1st through   December 31st.

           e.        There is no term limit on any of the elected or appointed offices.

           f.        A nominee for position of Director shall come from active Chapter participants and shall be familiar with all functions and responsibilities of the Board of Directors.  Nominations shall be approved in accordance with paragraph VII c.

           g.       Only members in good standing with National and Bayside H.O.G. will be allowed to participate in the November elections.

            h.      Bio’s of each candidate will be run in the newsletter no later than the October issue.

 

X.    National, State and Local Laws

 

           a.        If any part of these By-Laws should be invalid for any reason whatsoever under and National State or Local law having jurisdiction over the subject matter of these By-Laws, then that part shall be considered deleted from these By-Laws and the remainder of the By-Laws will remain valid and in full force and effect.

 

XI.   By-Laws

 

          a.        These By-Laws shall be adopted and serve as operating policy for Bayside H.O.G. and must be available to all Chapter members at all times.  Copies of these By-laws, H.O.G. Charter and H.O.G. Operating Policies will be held in the custody of the Secretary for review by the membership.