Annual General Meeting of the Fenlanders HOG Chapter th November Pre-AGM Committee meeting agenda

Transcription

1 FENLANDERS CHAPTER SUFFOLK UK (9143) HARLEY OWNERS GROUP Annual General Meeting of the Fenlanders HOG Chapter th November am Pre-AGM Committee meeting agenda Committee members present: Apologies: Members Present: Matters arising from previous meeting and AGM Nominations for committee posts to be confirmed Set date for Road Captains planning meeting Rally preparations 11.00am AGM Agenda Invitation to Chapter Members to enter meeting Directors welcome Sponsoring Dealer Report Treasurers Report Secretary Report Long Serving Membership awards (as detailed on Page 4 and 5) Committee posts and their descriptions (as detailed on Page 2 to 4) Nominations for vacant committee posts (as detailed on Page 2) Closing Speech from Director and forthcoming activities Activities Fenlanders Christmas Parties Winter Ball See website for details of contact Lindz, John White or Twink 4 th March 2017 Marriott Hotel Huntingdon further details to be confirmed 25 th East of England Rally 27 th 30 th July 2017 Fakenham Racecourse AOB* Additional winter season activities to be announced Assemble for annual Chapter Photograph followed by close of meeting. Please head to The Crown for Chapter raffle. *If any Chapter member has an item for AOB, please submit to secretary@fenlandershog.co.uk no later than 28 th October to ensure time can be allocated at AGM.

2 FENLANDERS CHAPTER SUFFOLK UK (9143) HARLEY OWNERS GROUP Annual General Meeting of the Fenlanders HOG Chapter th November 2016 Committee Posts: Sponsoring Dealer Newmarket Harley Davidson Dealer Principal Garry Knowles Dealer Representative Richard Stevens Primary Officers Director Assistant Director Treasurer Secretary Neil Billig Roger Neal Garry Knowles with Richard Hayes assisting Lindsay Warren Discretionary Officers Activities Officer Neil Billig Ladies of Harley Officer Ali Crane Road Captain(s) Editor Safety Officer Neil Sturman; Andy Warren; John White Mike Gooch John White Photographer John White Standing Down Historian Alan Moss Membership Officer Ali Crane Webmaster/Photographer Terry Hardy Role to be incorporated with Webmaster function Vacancies Nomination(s) Senior Road Captain Andy Warren Road Captain Graham Fielding To complete Road Captains course Road Captain Andy Muggeridge To complete Road Captains course LOH assistants (non-committee) and Road Marshalls (Non-committee) Please could all Lady members wishing to assist with Ladies of Harley and could all those wishing to remain/ become new volunteers advise Secretary. If you wish to be nominated for a vacant committee position, please contact the Secretary no later than 28 th October 2016; please also read the following Committee post descriptions as detailed in the Annual Charter for HOG Chapters:

3 Sponsorship Each chapter must be sponsored by an authorized Harley-Davidson dealer. The decision to sponsor a chapter shall be undertaken solely at the dealer's discretion. An authorized Harley-Davidson dealer may sponsor only one H.O.G. chapter. The Sponsoring Dealer shall have authority to require that the sponsored chapter conducts its operations and activities in accordance with the Sponsoring Dealer's standards. The Sponsoring Dealer shall require the chapter to operate and conduct activities in accordance with this charter and H.O.G. operating policies. The Sponsoring Dealer shall have authority over any and all matters pertaining to chapter membership. The Sponsoring Dealer may establish chapter dues, which dues shall be used solely to pay the cost of chapter administration. Officers Affiliated chapters shall have the following primary officers: Director, Assistant Director, Treasurer, Secretary and Sponsoring Director. Other discretionary officers may be appointed as needed. The sponsoring dealer assumes the position of the Sponsoring Director. He may assume any, overall, other officer position(s) including their respective responsibilities and may remove any officer from office in the dealer s sole discretion. The Sponsoring Dealer may determine how chapter officers are selected and the length of their terms in office. For chapters that are incorporated, please consult your chapter's by-laws on appointment and removal of officers. The Sponsoring Dealer has the authority to require the chapter to perform to the Sponsoring Dealer's standards and is to assure H.O.G. that the chapter abides by this Charter and the Operating Policies. The duties and responsibilities of the primary chapter officers shall be as follows: Director: The Director shall uphold this Charter and the chapter by-laws, conduct chapter meetings and coordinate chapter officer responsibilities. Assistant Director: The Assistant Director shall assist the Director in carrying out the Director's duties. The Assistant Director shall also be responsible for promoting membership, membership orientation, membership retention, and keeping the chapter members informed of H.O.G. programs. Treasurer: The Treasurer shall be responsible for the collection and disbursement of chapter funds, reporting the financial transactions to the membership on a monthly basis, submitting an annual financial report to H.O.G., compliance with all revenue recording and reporting requirements and for submitting the Chapter Reimbursement Application along with required documentation. Secretary: The Secretary shall be responsible for the administrative needs of the chapter, keeping the minutes of chapter annual business meetings and general meetings, oversees the position of membership officer if it exists, ensuring that all chapter members are current H.O.G. members, having on file a signed copy of the Annual Chapter Membership Enrolment Form and Release of each member as signed on an annual basis, and submitting to H.O.G. the H.O.G. Chapter 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 required release forms), and that all annual filings with local authorities are done. The Secretary 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 forms and injury reports.

4 The duties and responsibilities of the discretionary (optional) chapter officers shall be: Activities Officer: The Activities Officer shall be responsible for the administration of chapter events. Ladies of Harley Officer: The LOH Officer shall be responsible for encouraging women members to take an active part in chapter activities. Road Captain: The Road Captain(s) shall be responsible for assisting in the planning of routes for chapter rides and keeping the Chapter informed of all H.O.G. programs. Editor: The Editor shall be responsible for assembling and organizing written, oral (broadcast) and electronic material for chapter publications, e.g., newsletters, press releases. All chapter publications, whether written, oral (broadcast) or electronic, shall be subject to approval by the Sponsoring Dealer prior to publication. Safety Officer: The Safety Officer shall be responsible for providing chapter members with information relating to the availability of rider training. Photographer: The Photographer shall be responsible for obtaining and organizing chapter photographs for use in chapter publications and chapter history albums. 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. Membership Officer: The Membership Officer shall be responsible for ensuring that all chapter members are current H.O.G. members, having on file a signed copy of the Annual Chapter Membership Enrolment Form & Release of each member as signed on an annual basis; maintains chapter membership report, providing quarterly updates to the H.O.G. office or maintaining on the Chapter Business site of Webmaster: The Webmaster shall be responsible for assembling and organizing material for the Chapter Website and seeking approval from the Sponsoring Dealer prior to publication. Long serving Membership awards: 5 Year Joining year 2011 Paul Bod Rodwell and Helen Littleboy Graham and Helen Hales Tim and Karen Poulter John and Helen James Robin Keegan Dan and Amanda Monks

5 10 Year 2006 Tom Hurn Richard Battley Pat and Jenny King Michael Wright Bill and Carol Hooker Christopher Head Les and Jackie Everett Sue and Phil Turley 15 Year 2001 Pat and Laurie Mosedale Malcolm Watkins Nathan and Linda Enefer Roy and Sally Hibbs Reg Roberson 20 Year 1996 Brian and Carol Worship Brian Woolley Stuart Thompson 25 Year 1991 Neil and Lisa Billig Dave Phillips