Ventura Chapter

Harley Owners Group

Chapter # 0366

“The Best H.O.G. Chapter in the World”

Chapter By-Laws

October 2011

VENTURA CHAPTER - HARLEY OWNERS GROUP

CHAPTER #0366

By-Laws

PREAMBLE

The Harley Owners Group (H.O.G.) is an organization founded and sponsored by Harley-Davidson Motor Company. The group was established to offer motorcycling benefits and services to Harley-Davidson enthusiasts throughout the world and to develop a close relationship between the Harley-Davidson rider, the Harley-Davidson dealer, and the Harley-Davidson Motor Company.

Ventura H.O.G. is an independent chapter affiliated with the Harley Owners Group. It is established to bring members together for the common interest of promoting motorcycling activities. The goal of the Ventura H.O.G. Chapter is to generate an increased level of enthusiasm for riding Harley-Davidson motorcycles. The Chapter is a family-oriented, nonpolitical, non-religious organization.

ARTICLE I – PURPOSE

The purpose of Ventura H.O.G. is:

  1. To promote responsible motorcycling activities for Chapter members by conducting Chapter activities and encouraging participation in other H.O.G. events.
  2. To conduct Chapter activities and operations in a manner consistent with a family-oriented, nonpolitical, non-religious philosophy.
  3. To Ride and Have Fun (the RF Factor).

ARTICLE II – SPONSORSHIP

1. Ventura H.O.G. is sponsored by Ventura Harley-Davidson, an authorized Harley-Davidson dealer. The decision to sponsor said Chapter is undertaken solely at the dealer's discretion.

  1. The Ventura Harley-Davidson dealer may sponsor only one H.O.G. chapter.
  2. The Sponsoring Dealer shall have absolute authority to require the sponsored Chapter to conduct its operations and activities in accordance with the Sponsoring Dealer's standards.
  3. The Sponsoring Dealer shall require the Chapter to operate and conduct activities in accordance with the Charter and H.O.G. operating policies.
  4. The Sponsoring Dealer may change these bylaws at anytime at its discretion.
  5. The Sponsoring Dealer shall have authority over, and approval rights regarding, the content of all Chapter publications.
  6. The Sponsoring Dealer shall have authority over any and all matters pertaining to Chapter membership.
  7. The Sponsoring Dealer (or the Chapter) may establish Chapter dues, which shall be used solely to pay or defray the cost of Chapter administration.

ARTICLE III - APPLICATION & TERM OF RELATIONSHIP

Chapter affiliation with H.O.G. shall be for a one-year term and shall be subject to annual application and acceptance by H.O.G.

ARTICLE IV - NAME & AFFILIATION

1. The Harley Owners Group, a division of Harley-Davidson Motor Company, is the governing body for all H.O.G. chapters. Each chapter affiliated with the Harley Owners Group shall be a separate and independent organization providing services to its chapter members on a "not for-profit" basis.

2. The Chapter must adhere to the Charter and to H.O.G. Operating Policies.

3. Affiliated chapters shall be named after the respective city or locale of the Sponsoring Dealer. H.O.G. shall have the right to approve chapter names.

4. Should H.O.G. determine, in its sole discretion, that a chapter is not adhering to this Charter, H.O.G. may rescind its recognition of the chapter as a H.O.G.-affiliated organization. Dealers may likewise rescind sponsorship of their chapter at any time, at which time the chapter's H.O.G. affiliation shall also cease.

NAME: Ventura Chapter - Harley Owners Group

SPONSOR: Ventura Harley-Davidson / Buell

ARTICLE V – CHAPTER BOARD
  1. The Ventura Chapter must have the following primary officers and may have only one of each of these officers: Director, Assistant Director, Treasurer, and Secretary.
  2. The Ventura Chapter Board shall consist of the Director, Assistant Director, Secretary, Treasurer, Activities Officer, Membership Officer, Webmaster, Ladies of Harley Officer, Senior Road Captain, Safety Officer, Sergeant-at-Arms, Editor, Photographer, Historian, and Sponsor.
  3. All officers are expected to assist the Sponsoring Dealer and the Director in upholding the "Annual Charter for H.O.G. Chapters."
  4. Any officer, other than the Sponsor, may be removed from office by the majority of the voting members of the Board subject to the approval of the Chapter's Sponsor.
  5. All officers are voting members of the Board and are allotted one vote each.
  6. Officers must be physically present at Board meetings to vote. No proxy votes shall be accepted.
  7. Persons holding more than one Board position are allotted only one vote.
  8. All officers (other than the Sponsor and Webmaster) are to be elected by the Ventura Chapter membership for a term of two years.
  9. Due to the technical requirements of the position, the Webmaster will be appointed for a two-yeartermby the Director with majority approval of the Board.
  10. If a member is nominated for a Ventura Chapter office and subsequently accepts an office nomination for another Chapter, the Ventura nomination will be rescinded. An officer of the Ventura Chapter cannot simultaneously be an officer of another H.O.G. Chapter.

ARTICLE VI – OFFICERS’ TERMS OF OFFICE

1.Nominating years alternate as follows with officers taking their positions on January 1 of the following year:

Board Position / Nominated and Elected In
Even Year / Odd Year
Director / X
Assistant Director / X
Secretary / X
Treasurer / X
Activities Officer / X
Membership Officer / X
Webmaster (appointed in odd year; takes position in even year) / X
Ladies of Harley / X
Senior Road Captain / X
Safety Officer / X
Sergeant-At-Arms / X
Editor / X
Photographer / X
Historian / X
  1. The Sponsoring Dealer may fill any position(s) and assume their respective responsibilities.
  2. The Sponsoring Dealer or Director, with the approval of the Board, may appoint a replacement or hold a special election for any member of the Board who cannot perform his/her duties.
  3. If a special election is held, it shall follow the rules of election set forth in these by-laws.

ARTICLE VII – OFFICERS’ RESPONSIBILITIES

DIRECTOR (Elected in odd-numbered year.)

The Director shall:

  1. Oversee/preside at Chapter and Board meetings.
  2. Uphold the National H.O.G. Charter and Chapter By-Laws.
  3. Vote at general and board meetings only when there is a tie vote.
  4. Provide general supervision of the affairs of the Chapter.
  5. Appoint any person or committee not otherwise ordered by the membership or Board.
  6. Represent the group on proper occasions and business contacts.
  7. Assist other officers in their records, correspondence and other duties.
  8. Promote interest on the part of other members in Chapter activities.
  9. Appoint Road Captains based on recommendations from the Senior Road Captain.
  10. Appoint Webmaster with approval of the Board.

ASSISTANT DIRECTOR (Elected in even-numbered year.)

The Assistant Director shall:

  1. Assist the Director in carrying out his/her duties.
  2. Meet the same qualifications as the Director and is required to share in the workload assigned to the Director position.
  3. Perform the duties of the Director or any other officer in their absence.
  4. Obtain H.O.G. insurance and local permits (if necessary) for events.
  5. Inform the Chapter members of State H.O.G. Rallies.

TREASURER (Elected in even-numbered year.)

The Treasurer must have some technical knowledge and experience to be nominated for this position including accounting, bookkeeping or similar experience. Computer spreadsheet software, equipment and skill are also necessary.

The Treasurer shall:

  1. Collect and disburse Chapter funds as required.
  2. Keep complete accounting journals.
  3. Prepare Chapter budget, update with actual expenditures and present to Board quarterly. Prepare an annual budget report for the Board no later than March Ist of the following year.
  4. Report the financial transactions to the Board monthly.
  5. Submit an annual financial statement to H.O.G. no later than January 31st of each year. The outgoing officer shall complete the annual financial statement for their last year in office.
  6. Prepare Chapter corporate income tax returns and any other document required for Chapter Charter for incorporation.
  7. File forms to be treated as a non-profit organization.
  8. Submit Chapter accounting procedures to the Board for approval.

SECRETARY (Elected in odd-numbered year.)

The Secretary shall:

  1. Be responsible for the administrative needs of the Chapter:
  2. Take minutes of Board and Chapter meetings (provide minutes (or summary) to Editor for the Newsletter).
  3. Handle all Chapter correspondence
  4. Maintain Chapter files including membership and guest waiver forms
  5. Coordinate printing/distribution of Chapter promotional materials (WOW brochure, Chapter poster, etc.)
  1. Provide H.O.G. National with a list of Chapter officers and any other reports as required by H.O.G. National.
  2. Administer all officer elections.
  3. Send timely communication to members via Internet regarding rides and events.

ACTIVITIES OFFICER (Elected in odd-numbered year.)

The Board strongly recommends the Activities Officer be a Road Captain.

The Activities Officer shall:

  1. Oversee the administration of Chapter events.
  2. Maintain the chapter website Ride Calendar on the Chapter’s website and Ride Line answering machine.
  3. Promote interest in H.O.G.-sanctioned activities.
  4. Plan Chapter tours, runs and other related activities.
  5. Coordinate dates of activities with other officers.
  6. Obtain and distribute ride maps/directions to Senior Road Captain and Webmaster via email prior to rides.
  7. Coordinate with Senior Road Captain on Chapter runs and events to insure the safety and ride briefings are covered.
  8. Function as the primary contact decision maker on ride cancellations with input from the Safety Officer and Sr. Road Captain.
  9. Select and coordinate Road Captains on Chapter rides in the absence of the Sr. Road Captain and/or the Safety Officer.
  10. Provide all necessary forms and instructions (i.e. sign-in sheet, waivers, and ride tickets) to the ride coordinator in the absence of the Activities Officer, Sr. Road Captain and Safety Officer. In the alternative, arrange for other officer/road captain to perform such necessary duties.

MEMBERSHIP OFFICER (Elected in odd-numbered year.)

The Membership Officer shall:

1.Ensure Chapter members have current national H.O.G. membership.

  1. Enroll new members into Chapter
  2. Collect membership/release forms and dues
  3. Enter membership information on Chapter website
  4. Ensure the annual Chapter Membership Enrollment Form/Release is on file for each member.
  5. Administer annual Chapter member renewal process.
  6. Maintain membership report in the Chapter Business site of or H.O.G. database.
  7. Prepare and distribute the New Member Packets.
  8. Staff the Membership Table at the Chapter meetings.
  9. Introduce new members at the Chapter meetings.
  10. Work with Activities Officer and Safety Officer to conduct New Member Rides.
  11. Administer the Chapter’s Ambassador Program.
  12. Coordinate Membership table and/or promotion of Chapter at special events.

WEBMASTER (Appointed in odd-numbered year.)

The Webmaster must have technical knowledge and experience to be considered for this position, including, but not limited to, website development, website management, relational database processes, SQL, or similar experience.

The Webmaster shall:

  1. Prepare, edit and update the Chapter website at least biweekly.
  2. Manage website in a manner consistent with Internet guidelines in Chapter Handbook and National H.O.G. guidelines on Chapter websites.
  3. Coordinate with other officers to ensure accurate information on rides, events, activities, etc.
  4. Present potential website information to the Director and sponsoring dealer for approval and coordination with dealer home page.
  5. Coordinate with Director on Passwords and protect members’ privacy by restricting personal member information on the website.

LADIES OF HARLEY OFFICER (Elected in even-numbered year.)

The L.O.H. Officer shall:

  1. Encourage women members to take an active part in the Chapter.
  2. Inform Chapter members of L.O.H. benefits and activities.
  3. Coordinate L.O.H. Chapter activities.

EDITOR (Elected in odd-numbered year.)

Editor must have a computer with a minimum of Windows 2000 software and working knowledge of software capable of preparing/publishing the Newsletter in transmittable format to be nominated for this position.

The Editor shall:

  1. Organize and assemble written and electronic Chapter materials for publication.

a.Receive all articles one week prior to the Chapter meetings;

b.Confirmation of articles received by Editor shall be sent by email;

c.Any officer not submitting an article shall also notify the Editor.

  1. Prepare, edit, and facilitate the distribution of Chapter publications, including the Chapter newsletter.
  2. Provide all materials to Sponsoring Dealerand Director for approval prior to publication.
  3. Send (email) a copy of all Chapter publications to H.O.G. National.
SENIOR ROAD CAPTAIN (Elected in even-numbered year.)

The Senior Road Captain shall:

  1. Be responsible for the Chapter’s Road Captain program.
  2. Be a current Road Captain.
  3. Select and coordinate Road Captains on chapter rides.
  4. Coordinate and provide training of potential and current Road Captains.
  5. Coordinate annual review of Road Captains; make recommendations to Director.
  6. Recommend new Road Captain candidates to the Director.
  7. Provide the duties of the Safety Officer in his/her absence.
  8. Final review of ride route and distribution of route to Road Captains.
  9. Prepare, update and distribute Road Captain packets annually. Packets are to be provided all road captain.

SAFETY OFFICER (Elected in even-numbered year.)

The Safety Officer shall:

  1. Provide information to the membership relating to Safe Rider Skills and Motorcycle Safety Foundation courses.
  2. Enforce all rules of group riding
  3. Keep membership informed of safety tips pertaining to group riding and motorcycle riding in general.
  4. Assist in collection of signed release forms.
  5. Be a current Road Captain.
  6. Coordinate with the Senior Road Captain to recommend Road Captain appointments to the Director.
  7. Conduct safety briefings to the group and individually as needed.
  8. Select and coordinate Road Captains on chapter rides in the absence of the Senior Road Captain.

PHOTOGRAPHER (Elected in odd-numbered year.)

The Photographer must have a digital camera (preferably with rapid exposure capability) and have the knowledge and skill to use it with a computer to be nominated for this position.

The Photographer shall:

  1. Take and organize Chapter photos to be submitted to the Webmaster for inclusion in the Website Photo Gallery and any other photo display in a timely manner.
  2. Coordinate with the Webmaster, Historian and Editor.

HISTORIAN (Elected in even-numbered year.)

The Historian shall:

  1. Organize a written account of Chapter activities, membership levels, and any other data of an historical nature.
  2. Prepare and maintain the Chapter display at the Dealership.
  3. Coordinate work with the Photographer for pictures.
  4. Historian will be the dessert liaison and will pick upand serve cake or other dessert for the General Membership meetings when necessary. (May be done by any Committee member.)

SERGEANT-AT-ARMS (Elected in even-numbered year.)

The Sergeant-at-Arms shall:

  1. Form a committee to setup, take down and cleanup the meeting room for General Membership meetings.
  2. Attend sign-in sheets for guests at General Membership meetings.
  3. Assist Director in keeping order at General Membership meetings.
  4. Introduce guests at Chapter meetings.
ARTICLE VIII – ELECTIONS
  1. Nominations for officers shall take place at the General Membership meeting in October.
  2. All members will be advised of the date of this meeting at least 30 days prior to the meeting through the Newsletter, email and or other methods.
  3. To be nominated, the member must be present unless the Director has been notified previous to the meeting by the member that the member cannot attend and will accept the nomination.
  4. To be nominated, candidates must be able to perform the minimum requirements delegated to that office by these by-laws and the H.O.G. Charter.
  5. If only one candidate is nominated, nominations are closed, no election is necessary and the candidate will take over his/her duties on January 1 of the following year.
  6. Nominees may submit campaign statements for the November Newsletter prior to deadline established by the Editor. No other campaign material is permitted.
  7. Nominees may address the membership at the November General Membership meeting after which the vote will be taken.
  8. In order to vote, a person must be a current National and Ventura Chapter H.O.G. member prior to the November General Membership meeting.
  9. A member must be present to vote (no proxies).
  10. Ballots will be counted by two Chapter members appointed by the Director and result verified by the Chapter Secretary.
  11. If any position has more than two candidates running and none receive more than 50% the ballots cast, a run-off election will be held that same evening. The two candidates receiving the most votes will participate in the run-off election.
  12. The newly elected officers will take over their duties on January 1 of the following year.
  13. If a current board member is elected to a new office, nominations for the vacated office can be made at the same meeting.

ARTICLE IX – GENERAL MEETINGS

  1. General Membership meetings will be held monthly, unless otherwise specified. Members will be informed if a change of time and/or location is mandated.
  2. Guest privileges at monthly meetings shall be unlimited for the immediate family of a member in good standing.
  3. Other guests and prospective members are limited to two meetings.
  4. Any member, child, or relative of a member or guest who becomes disruptive to the proceedings of the meeting may be asked to leave.

ARTICLE X – BOARD MEETINGS

  1. Board meetings will be held monthly unless otherwise specified.
  2. Board meetings shall be held as often as deemed necessary by the Director. The time and place for such meetings shall be announced in advance at the General Membership meetings.
  3. Board meetings are closed to the membership. Any member wishing to attend a Board meeting in order to speak on a topic must inform the Director at least one week prior to that meeting. If space and time permits, that member shall not be denied attendance.
  4. The Sponsor or the Director, with Sponsor's approval, may at any time call a meeting of select members.

ARTICLE XI - MEMBERSHIP

All current National H.O.G. members may join any affiliated local chapter. An expired membership in National H.O.G. automatically excludes eligibility for membership in local chapters. If, by vote of the voting members of the Board and the Sponsoring Dealer a member's conduct is deemed undesirable, that person's membership in the local chapter may be suspended or revoked. If a membership is revoked, that member is notentitled to a refund of any dues for the remainder of the year.