Chapter Charter

ESSEX CHAPTER GREAT BRITAIN
CHAPTER CHARTER
Preamble
The Essex Chapter shall be a family-oriented and non-political organisation.
Article I – Purpose
1.The purpose of the Essex Chapter shall be to promote responsible
motorcycling activities for Harley Davidson owners by conducting
Chapter activities and encouraging participation in Chapter events.
2.Chapter activities and operations shall be conducted in a manner
consistent with a family-oriented, non-political philosophy.
Article II – Name and Affiliation
1.Essex Chapter shall be an independent organisation providing services
to its Chapter members on a “not-for-profit” basis.
2.Essex Chapter and its members must adhere to this Charter
Article III – Officers
1.
Essex Chapter Great Britain shall have the following primary officers:
Director, Assistant Director(s), Secretary, Treasurer and Membership
Officer. Other secondary officers may be appointed as needed. The
duties and responsibilities of the primary officers shall be:
A. Director: The Director shall uphold the Chapter Charter and the
Chapter by-laws, conduct Chapter meetings and coordinate Chapter
officer responsibilities, and the welfare of the membership. Assumes
overall responsibility for complying with the Chapter Charter
B. Assistant Directors: The Assistant Director(s) shall assist the
Director in carrying out the Director’s duties. The Assistant Directors
shall also be responsible for promoting membership, membership
1orientation, membership retention, and keeping the Chapter members
informed of Chapter programs.
C. Secretary: The Secretary shall be responsible for the administrative
needs of the Chapter, keeping the minutes and administers the
Chapter annual general meetings, extra ordinary general meetings
and general meetings.
D. Treasurer: The Treasurer shall be responsible for the collection and
disbursement of Chapter funds, reporting the financial transactions to
the Chapter committee on a monthly basis, submitting annual
financial report for the AGM, compliance with all revenue recording
and reporting requirements. Ensures that any charitable contributions
are managed according to Charter guidelines.
E. Membership Officer: The Membership Officer shall be responsible
for ensuring that all Chapter members have on file a signed copy of
the Annual Chapter Membership Application Form & Release of each
member as signed on an annual basis; maintains Chapter
membership datebase. Administers annual Chapter renewal process.
Enrolls new members into Chapter
2.
Essex Chapter Great Britain shall have some or all of the following
secondary officers: Merchandising Secretary, Editor, Safety Officer,
Photographer, Webmaster, Events Coordinator, Head Road Captain,
New Members Representative, Inter Chapter Representative, Historian
and Ladies Officer. The duties and responsibilities of the secondary
officers shall be:
A. Merchandising Secretary: The merchandising secretary shall be
responsible for obtaining suitable items and providing Chapter
merchandising for the members,
B. Editor: The Editor shall be responsible for assembling and
organising written, oral and electronic material for Chapter
publications, e.g., newsletters, press releases and editing a
monthly/bi-monthly magazine for the membership.
C. Safety Officer: The Safety Officer shall be responsible for providing
Chapter members with training and supplying information relating to
rider training and safety. Also responsible for assisting the Head
Road Captain in providing a safe riding environment.
D. Photographer: The Photographer shall be responsible for obtaining
and organising Chapter photographs for use in Chapter publications
and Chapter history albums.
E. Webmaster: The Webmaster shall be responsible for editing,
upgrading, assembling, organising and maintaining the Chapter
Web site and maintaining internet guidelines.
2F. Events Coordinator: The Events Coordinator is responsible for
coordinating Chapter events from members and organisations and
maintaining a diary of events throughout the year.
G. Head Road Captain: The Head Road Captain shall be responsible
for the Chapter road captains in the planning and of routes for
Chapter rides and keeping the Chapter informed of events.
H. New Members Representative: The New Members Representative
is responsible for welcoming new members to the Chapter at
various events.
I. Inter-Chapter Representative: The Inter City Representative shall
be responsible for liaison between our Chapter and other UK and
European Chapters
J. Historian: The Historian shall be responsible for the preparation and
maintenance of a written account of the history of the Chapter, to
include officer positions, Chapter activities and membership levels.
K. Ladies Officer: The Ladies Officer shall be responsible for
encouraging women members to take an active part in Chapter
activities and coordinating Ladies Officer Chapter activities.
Article IV – Membership
1.Subject to the below points all Harley Davidson and Buell motorcycle
owners may join the Chapter as full members. It shall be the
responsibility of the Membership Officer to process application forms
from Chapter members and to maintain on file in the Chapter records a
signed copy of the annual Chapter Membership Application/Renewal
Form and Release of each Chapter member. It shall be the
responsibility of any person applying for, or renewing, membership in
Essex Chapter to provide proof of his or her ownership of a Harley
Davidson motorcycle as a condition of eligibility for membership.
Spouses/partners or children of full members living at the same
address may join as joint members.
2.Non-motorcycle owners may join the Chapter as Associate Members
only. This includes friends and family of Essex Chapter Full members.
All Associate members must be sponsored by a full member of Essex
Chapter. Associate members shall be entitled to attend all Chapter
events and Chapter rides as pillions only and may attend the AGM but
may not vote. Associate members shall be entitled to receive an
electronic copy of the chapter magazine.
3.The Director may refuse membership or suspend or terminate a
person’s membership in Essex Chapter if the Director, in the Director’s
3sole discretion, determines that a member’s conduct is or would be
undesirable or contrary to the Chapter’s interests.
4.
Complaints procedure.
As a family oriented, motorcycle club, it important that members feel
that they are safe to attend events and activities without fear for their
own personal well being or that of their families. From time to time it
may be that a small minority of members choose not to respect the
diversity of culture or viewpoint of the membership which may result in
behaviour which is both intimidating or upsetting. Such behaviour could
result in members feeling obliged not to attend events or to leave the
Chapter altogether. In order to prevent this, a complaints procedure
has been devised to deal fairly with any such incidents. In the event
that any member of the Chapter should exhibit behaviour which is anti-
social, disruptive, disrespectful or in contravention of the ethos of the
Chapter and then the following process will be followed:
• Any such complaint(s) must be put in writing to the Chapter Director.
• The Director will write to the member about whom the complaint has
been made and make that person aware of the accusations brought
against him/her.
• This member will then have 14 days in which to make a written reply.
(There will be no discussion on a one to one basis).
• If the member chooses not to reply, a decision will be made based on
the information already received.
• The Director, in consultation with the Committee will then make a
decision based on the information received.
• A letter giving details of the decision will be forwarded to the member
against whom the allegations were made.
• This decision is final and there is no appeal.
• Action taken against any member exhibiting antisocial behaviour
which is in direct opposition to the ethos of the Chapter Charter or
basic human rights will range from a formal warning to expulsion from
the Chapter.
• In the event that a decision is made to suspend or revoke a
membership in the Chapter, the person in question will receive a letter
from the Director confirming the cancellation. This letter will give the
reason for the cancellation in clear concise terms. The members
Chapter dues will be refunded pro-rata
Article V – Dues
41.Essex Chapter is a not-for-profit organisation. The Committee may, in
the Committee’s sole discretion, establish Chapter dues to be utilised
solely to pay or defray the cost of Chapter administration.
2.Essex Chapter may conduct legitimate fund-raising activities to assist
in paying or defraying Chapter-operating expenses or to raise funds for
charitable purposes. All such fund-raising activity shall be subject to
approval by the Director.
Article VI – Activities
Chapter events and activities may include any family-oriented, safe activities
that promote a positive image of the sport of motorcycling and that appeal to
the Chapter membership.
Article VII– Chapter Publications
All material published by the Chapter must include the official Chapter name.
All Chapter publications, whether written, oral (broadcast), or electronic must
be approved by the Director
Article VIII – The Annual General Meeting
A yearly meeting of the Chapter membership will be held which will be open to
all fully paid up members of the Chapter, at which agreement of the previous
year’s minutes, and any matters arising from the minutes will occur and the
previous year’s accounts will be available to members and to then be agreed
and seconded. The previous year’s summary of events will be outlined by the
current Director, highlighting any important events. The current committee will
stand down and there will follow the election of the following year’s committee.
There will be an allocation of time allotted for items such as agreeing any
changes to the Chapter’s charity policies, and any changes to the Chapter
Charter which requires a vote from the general membership as well as dealing
with any questions from the Chapter membership.
Article IX – Finance
1The Chapter funds will be banked in the name of Essex Chapter and at
least two Primary Officers are to be authorised signatories.
2The club will not make collections of money to mark members’ special
personal occasions such as birthdays & weddings. Expenditure from
the club funds of up to £50 may be incurred to mark an occasion such
as a marriage or funeral if the ceremony is open to club members.
53Primary Officers may authorise expenditure at their own discretion for
items up to £100.
4All expenditure above £100 and up to £500, including cheques, must
be authorised by at least two Primary Officers.
5All expenditure over £500 must be approved by the committee.
6The Chapter shall not compensate Chapter Officers for their services
as such but may provide for the payment of any or all expenses
incurred by Officers in attending meetings or events for the purpose of
conducting Club business. To be sure of payment Chapter Officers
must obtain approval before incurring the expense.
7No loans shall be contracted on behalf of the Club.
Article X – Election of Director and Committee
1.The membership will elect a Chapter Director and this person will
remain in office for a minimum period of 2 years. The Director will
appoint up to a maximum of 2 Assistant Directors who he feels will
support him during his term in office. The post of Assistant Director will
be given with the proviso that this person would be willing to be
considered for the role of Director if this were offered in the future.
These positions will be for a minimum period of 2 years.
2.Election of Director
• The Secretary will preside over the election procedure to appoint a
Director.
• The process will usually consist of one month for applications, one
month for electioneering and one month for the voting procedure (if
more than one candidate) and handing over processes.
• Only members who have previously served on the Chapter committee
for a period of at least one year may apply for the position of Chapter
Director
• Members who join the Chapter after an election is formally
announced may not vote in that election.
• A candidate’s application must be supported by at least two unrelated
members.
• A candidate must declare to the committee any potential conflicts of
interest.
6• After the closing date for applications the committee will meet to
consider whether the applications are valid. If only one or none are
valid then the committee will decide on an appropriate course of action.
• If there is more than one valid candidate the Director will be elected
by a majority of member’s votes in a confidential method of postal
ballot.
• A serving or past Director may stand for re-election.
• After his/her term in office, upon stepping down a past Director should
be available as a mentor/consultant for the new Director for a period of
one year. This is a non committee position.
• Nominations for the positions of Secretary and Treasurer within the
committee must be approved by the Director in his/her sole discretion
as these roles require specialised knowledge and an understanding of
the Chapter Charter. These posts will be held for a minimum of 2
years.
3.
All primary post holders will remain in post for the duration of the
Director’s Term in office. With each change of Director, there will be the
opportunity to replace the Primary Post holders. Should a Primary post
holder resign from his/her position mid-term then a replacement will be
appointed by the current Director and will serve for the remainder of
that Directors term in office.
4. The following Committee positions will be filled by nomination.
Nominations will be invited from the Chapter membership 8 weeks prior
to the AGM. All nominations will then be reviewed at the next available
Committee meeting to ensure that all applicants have the best interests
of the Chapter at heart. This will ensure that any one who has been
excluded from the Chapter previously or who has a conflict of interest
will not be invited to pursue their nomination at the AGM. Following
discussion with the Committee, the incumbent Director will provide any
nominee who is not invited to go through to the election process at the
AGM with a letter explaining the grounds upon which their nomination
has been declined. The decision of the Committee is final and there is
no process of appeal.
These positions will be re-elected on a bi-annual basis:
• Secretary
• Treasurer
These positions will be re-elected on an annual basis:
• Events Co-ordinator
• Ladies Officer
• Head Road Captain
• Editor
• Photographer
7• Membership Officer
• Web Master
• Safety Officer
• Merchandise Secretary
• Inter Chapter Representative
• New Members Representative
• Historian
5.A specific term has been given to each of the Committee roles to
ensure that members wishing to take on such responsibilities recognise
that it is a long-term commitment and that this period in office provides
continuity in the running of the Chapter. Should a secondary post
holder resign from his/her position mid-term then a replacement will be
appointed by the Current Director and will serve for the remainder of
the Chapter year until the AGM at which point they can submit their
nomination should they wish to do so.
6.All members of the Chapter are eligible to apply for a position on the
committee provided they are a fully paid member of Essex Chapter.
Nominations should be made in writing 8 weeks prior to the Annual
General Meeting for any of the committee positions providing that:
1. The member has no conflict of business interest towards the Essex
Chapter.
2. The member holds no committee position within any other
motorcycle club.
Article XI – Chapter Code of conduct:
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Treat everyone with value and respect.
Treat each member as you wish to be treated yourself.
Be tolerant
Respect the beliefs and views of others even if they are not in line with
yours.
Honour the Chapter Charter and By-laws.
Article XII –Insurance
The Essex Chapter shall procure annual indemnity insurance through the bmf
or similar motorcycling organisation with comprehensive general civil liability,
for all official events and activities which covers legal liability for damages and
legal costs arising out of Third Party loss, injury or damage, in connection with
the activities of the Chapter to includes public liability, professional indemnity,
liability for damage to leased and rented premises, member to member
liability, indemnity to principals and liability arising out of goods sold or
supplied including refreshments.
8Article XIII – Disbursement of Funds
In the event of dissolution or final liquidation of the Chapter, all of the
remaining funds and property of the Chapter shall, after paying or making
provision for the payment of all of the liabilities and obligations of the Chapter
and for necessary expenses thereof, be distributed to such organisation or
organisations as are organized and operated exclusively for charitable
purposes and which are registered with the Charity Commission. In no event
shall any of such assets or property be distributed to any director, officer or
private individual.
Article XIV – Disclaimer
All Essex Chapter members and their guest(s) participate voluntarily and at
their own risk in Essex Chapter activities. The Chapter officers are and shall
be released and held harmless by the member/guest for any injury or loss to
the member/guest or to his or her property which may result from participation
in Essex Chapter activities. This means that each and every member of the
local chapter and their guest(s) have no ground for legal action against Essex
Chapter or its offices for any injury resulting to them or their property.
Article XV – National, State, Local Laws
If any part of this Charter should be invalid for any reason whatsoever under
any national, state or local laws having jurisdiction over the subject matter of
this Charter, then that part shall be considered deleted from this Charter and
the rest of this Charter shall remain valid and in full force and effect.
Approved by a majority vote at the Essex Chapter AGM on 16th October 2011
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