H.O.G.® Geordie Chapter

Article I - General

Chapter Definition

The Geordie Chapter, No: 9721, is an officially recognised H.O.G. Chapter affiliated with H.O.G. UK. The Geordie Chapter, No: 9721, Sponsoring Dealer is Newcastle Harley-Davidson®, Elliot House, The Silverlink, Wallsend, Newcastle Upon Tyne. NE28 9ND. 0191 236 9315

Purpose

The Chapter Bylaws have been developed to aid in resolving situations that might arise in association with maintaining the Chapter's intent to provide for the good of the Chapter and its individual members. The purpose of the Bylaws is to promote a relaxed, pleasant, fun and safe environment for all, consistent with the Annual H.O.G.® Charter. The Chapter strongly discourages its members from engaging in any dangerous or adverse activity. Any member engaging in a dangerous or adverse activity may be subject to suspension or expulsion in accordance with these Bylaws.

The purpose of the local chapter shall be to promote responsible motorcycling activities for Harley Owners Group members by conducting chapter activities and encouraging participation in other H.O.G events.

“To Ride and Have Fun”

Activities

Chapter activities are the sole responsibility of the Chapter and include any wholesome, legal and safe activity that appeals to the Chapter members.

The activities or events may include, but are not limited to, organised rides, social or charitable functions, rallies and other public events.

Article II - Chapter Membership

Chapter Membership

The Geordie Chapter is a member’s only chapter. Every member of the chapter shall, subject to the terms and principles of the H.O.G® Charter, the standards required by the sponsoring dealer (Newcastle Harley-Davidson®) and the Chapter by-laws, be entitled to enjoy in common with other members of the Chapter, Chapter activities and events and shall not by his membership be under any financial liability except for payment of his/her annual subscriptions.

All members must abide by the Annual Chapter Charter and sign the annual membership application form, which contains the membership disclaimer, chapter bylaws and code of conduct. By not signing the yearly membership application form and/or not having a current H.O.G. membership you waive the right to being chapter member.

The annual subscription for members shall be decided by the membership at the Annual General Meeting. All annual subscriptions shall be due and payable on the 1st March of each calendar year. (The amount due will be pro-rata for new members in first year of membership).

Membership Definitions

• Single
  1. The member is the registered owner of a Harley-Davidson motorcycle.
  2. Is a confirmed member of H.O.G.
  Rights
  1. Has access to all events, open and closed.
• Joint
  1. The registered owner of the Harley-Davidson motorcycle and spouse/partner.
  2. Either the spouse/partner has a confirmed membership of H.O.G.
  Rights
  1. Have access to all events, open and closed.
• Associate
  1. Associated members are primarily passengers of chapter members who ride. They are welcome providing the member they are associated with is a current fully paid up member of H.O.G. and they in turn are a paid up HOG associate member.
  2. Associate members are welcome at all events
• Guests
  1. Members may introduce guests to the Chapter and must accompany him/her and will be responsible for the guest observing the Chapter By-Laws. No member can introduce more than two guests on any one day and no guest may attend more than twice in any one year.
  2. If a guest is pillion on any ride out they must sign an event release form before the ride out leaves.

Multiple H.O.G. memberships

Members may join as many chapters as they like, however, membership of another chapter other than The Geordie Chapter, No: 9721, will render them ineligible to apply for a chapter officer position within The Geordie Chapter, No: 9721, as a conflict of interest could occur.

Privileges

• All Chapter members will receive proof of membership, and access to these Bylaws.
• All Chapter members will receive regular copies of the Chapters own Hog On The Tyne electronic newsletter containing details of Chapter activities, news and promotions.
• All Chapter members will receive a password to the Members Area of the Geordie Chapter website, giving access to the Chapter newsletters and other Chapter-specific information.
• All Chapter members may participate in any and all Chapter activities, subject to prior booking and availability of space, if applicable.
• All Chapter members will be entitled to discounts and periodic special offers at Newcastle Harley-Davidson*reg;
• All Chapter members may volunteer to assist in the organisation of Chapter activities.
• All Chapter members may wear or display the Chapter patches, and any H.O.G.® logos or insignia made available to the Chapter by H.O.G.®.

Code of Conduct

• The Chapter requires all of its members to treat everyone with value and respect, regardless of their race, nationality, ethnic origin, disability or sex.
• The Chapter expects all members to show tolerance, and to respect the beliefs and views of others, even if they are not in line with their own
• Honour the Chapter Charter and By-laws.

This Code of Conduct applies to members, not only whilst attending Geordie Chapter events, but also in their out-of- Chapter activities, in so far as these relate to H.O.G.®, Harley-Davidson Dealers, other chapters, or any other situation directly related to the Geordie Chapter, H.O.G.® and Newcastle Harley-Davidson®.

Action taken against any member exhibiting antisocial behavior, which is in direct opposition to the ethos of the Chapter, H.O.G 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 Dealer principal confirming the cancellation. This letter will give the reason for the cancellation in clear concise terms. The members Chapter dues will be refunded for the year and a copy of the cancellation letter will be sent to the appropriate Regional HOG Manager.

Article III - Chapter Officers

Chapter Structure

• The Dealer Principal oversees the Chapter as a whole.
• The Chapter Director if appointed acts on the Dealer Principals behalf

Primary Positions

1. Director.
   • The Director is The Dealer Principal
   • The Director will remain in office until they stand down and appoint a successor
   • After his/her term in office, upon stepping down the Director will be available as a mentor/consultant for the new director for a period of one year. This is a non committee position.
2. Assistant Director / Directors.
   • The Director may appoint up to three Assistant Directors from the committee whom he/she feels will support him/her during his/her term of office.
   • These positions will be for a minimum period of 1 year and in conjunction with the term of office of the current director whom chose them.
3. Chapter Secretary & Treasurer

   The positions of Secretary and Treasurer will be appointed by the Dealer Principal, as these roles require specialised knowledge and an understanding of the Chapter and H.O.G.® articles. These posts will be held until they either stand down or are asked to do so by the Dealer Principal

All primary post holders may remain in their posts for the duration of the Directors Term in office. Should a Primary post holder resign from his/her position then a replacement will be appointed by the Current Director and will serve for the remainder of that Directors term in office.

Secondary Positions

The following Committee positions will be filled by nomination. Nominations will be invited from the Chapter membership 8 weeks prior to the AGM. The primary officers, to ensure that all applicants have the best interests of the Chapter at heart, will then review all nominations, interview candidates and make the final selection in preparation for the AGM announcement. This will ensure that anyone 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 Dealer Principle, 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.

Secondary positions elected on an annual basis are:

• Activities Officer
• Ladies of Harley Officer
• Head Road Captain
• Editor
• Safety Officer
• Photographer
• Historian
• Membership Officer
• Webmaster
• Merchandise Secretary

A specific term has been given to each of these 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.

All members of the Chapter are eligible to apply for a position on the Committee provided they are fully paid member of both H.O.G.® UK and The Geordie Chapter, No: 9721. Nominations should be made in writing 8 weeks prior to the AGM for any of the econdary committee positions providing that:

1. The member has no conflict of business interest towards the Sponsoring Dealer.
2. The member holds no committee position within any other motorcycle club

Event Planning Groups

At times a planning group of Chapter volunteers may be put together to complete a specific task. i.e. Event planning, European tour etc.

Road Crew

All Road Captains shall be appointed by the Director and Head Road Captain and will be based on a general criteria of proven ability, personal disposition and commitment to the Chapter‘s ride-out programme.

• They must have passed a recognised advanced riding course.
• They must have completed a first aid training course.
• They are elected on an annual basis.
• They must organise at least one ride out per season and help on other rides when asked to do so.
• They should wear high-vis tabards when undertaking their role.

In addition Road Marshalls shall be appointed by the Director and Head Road Captain and will be based on a general criteria of proven ability, personal disposition and commitment to the Chapter‘s ride-out programme.

• They must undertake a recognised advanced riding course.
• They must undertake a first aid training course.
• They are elected on an annual basis and may apply to be a Road Captain
• They will act as a support capacity to the Road Captains but cannot lead a ride
• They must assist in the organisation of at least one ride out per season and help on other rides when asked to do so.
• They should wear high-vis tabards when undertaking their role.

In recognition of the additional work involved in planning and organising ride outs elected Road Crew will receive additional discount privileges against Service and Repairs at Newcastle Harley-Davidson® whilst in the role.

Article IV - Chapter Meetings

Committee

Meetings will be held throughout the year to discuss and plan the day to day running of the chapter. Committee meetings will run on a monthly basis.

The Chapter Director with the Primary and Secondary Officers will attend the meeting

Minutes of committee meetings will be made available to chapter members upon request

Chapter

The Chapter shall meet monthly on the 1st Tuesday of each month at such times and places as may be determined by the Director and Primary Officers.

The meeting locations will be alternated throughout the year to ensure involvement of all Chapter members.

Times and locations will be announced in the Newsletter, at the previous meeting and on the website.

Article V - Financial Provisions

Financial Year

The financial year of the Chapter will be 1 Jan to 31 Dec, or as fixed by Committee resolution.

Compensation

The Committee will not compensate Officers for their services as such but may provide for the payment of any and all expenses incurred by Officers in attending H.O.G.®, Primary Officer Training or other meetings for the purpose of conducting Chapter business, or in pursuit of agreed Chapter activities for the benefit of the Chapter membership. In all cases, the Officer(s) must seek and obtain approval from the Committee before incurring the expense.

Payments

Two different Primary Officers of the Chapter shall sign all cheques, drafts or other orders for the payment of money, issued in the name of the Chapter.

Loans

No loans shall be contracted on behalf of the Chapter, and no evidence of indebtedness shall be issued in its name.

Deposits

All funds of the Chapter not otherwise employed shall be deposited from time to time to the credit of the Chapter in such depositories as the Committee may select.

Accounts

The Chapter accounts will be made available in summary form to all members on request within 3 months of the preceding year-end date.

Article VI - Other Provisions

Amendment of Bylaws

These Bylaws may be adopted, amended or repealed, and new Bylaws may be suggested by the majority vote of the Committee, provided that notice of the proposed adoption has been included in the notice of the meeting. All amendments must be agreed and authorised by the sponsoring dealer.

Limited Liability of Volunteers

Each Chapter member who provides service to or on behalf of the Chapter without compensation (“Volunteer”) will be immune from liability to any person for damages, settlements, fees, fines, penalties or other monetary liabilities arising from any act or omission as a Volunteer, to the fullest extent provided by statutory or common law.

For clarity, these Bylaws conclusively presume that any Volunteer who is licensed, certified, permitted or registered under law or by professional charter, and who is performing service to or on behalf of the Chapter without compensation is not acting within the scope of his or her professional practice under such license, certificate, permit, or registration unless otherwise expressly stated to the Chapter Secretary in writing.

Dissolution of Chapter

Should events dictate the dissolution of the Chapter, all debts will be paid from the Chapter account(s). Excess funds will be donated to a Charity or Charities to be decided by majority vote of the Committee

Article VII - Complaints

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 either 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 / or H.O.G.® then the following process will be followed:

1. Any such complaint(s) must be put in writing to the Chapter Director.
2. 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.
3. 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)
4. If the member chooses not to reply, a decision will be made based on the information already received.
5. The Director, in consultation with the Primary Officers will then make a decision based on the information received.
6. A letter giving details of the decision will be forwarded to the member against whom the allegations were made.
7. This decision is final and there is no appeal process.
8. Action taken against any member exhibiting antisocial behaviour which is in direct opposition to the ethos of the Chapter, H.O.G.® or basic human rights will range from a formal warning to expulsion from the Chapter.
9. 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 Dealer Principal confirming the cancellation. This letter will give the reason for the cancellation in clear concise terms. The member’s Chapter dues will be refunded for the year and a copy of the cancellation letter will be sent to the appropriate Regional HOG Manager.

THESE BY-LAWS REFER SPECIFICALLY TO THE GEORDIE CHAPTER, No: 9721, AND ARE SUBJECT TO CHANGE AND OR AMENDMENT BY THE SPONSORING DEALER FOLLOWING CONSULTATION WITH H.O.G. UK