BYLAWS
Southeast Missouri
Vulcan Riders
Chapter 1-48
Membership
Bylaws
Established and Approved
1st reading January 1st, 2013
Purpose
The Southeast Missouri Vulcan Riders is a local association founded to provide a means for riders of Kawasaki Vulcans in the Southeast Missouri region to meet and ride in chapter-based and inter-chapter activities.
Mission
The Southeast Missouri Vulcan Riders will endeavor to:
· Provide a means for enthusiasts of Kawasaki Vulcans of all ages and skill levels to meet for rallies, outings, and social functions in a cohesive family atmosphere.
· Promote Vulcans and motorcycles in general as a fun and safe activity to be enjoyed by people of all ages and abilities.
· Promote the image of the Vulcan Riders Association and motorcycle riders in general through involvement in public functions and charitable events as well as through demonstrated responsible motorcycling.
The Bylaws
I. NAME: The name of the Association shall be the Vulcan Riders Association hereafter referred to as the Association. The Association shall also be known as the VRA. The name of the Local Chapter shall be known as the Southeast Missouri Vulcan Riders Chapter 1-48.
II. PURPOSE: The purpose of the Association is to promote responsible motorcycling activities for its members by conducting chapter activities and encouraging the participation of its members in these activities while maintaining a family-oriented atmosphere.
III. DEFINITION: Executive Committee – the incumbent President, Vice President, Secretary and Treasurer.
Appointed Officers ~ Sergeant at Arms, Road Captain, Membership Coordinator and other appointed officers, as be deemed necessary.
General Committee ~ The elected Executive Committee plus appointed officers.
IV. FULL MEMBERSHIP:
Requirement for SEMO VRA membership is a legal, running Kawasaki Vulcan of any size. Spouses and significant others (residing at the same address) of Full members are also allowed Full membership.
V. ASSOCIATE MEMBERSHIP:
Associate members of the SEMO VRA are those who do not own a Kawasaki Vulcan motorcycle but own a motorcycle and meet all other requirements as described by Full Membership. Associate members have all the rights and privileges of a Full member with the exceptions of holding an executive office, nominating someone for an executive office, voting in executive officer elections and voting or serving on committees concerning the governing of the SEMO VRA. Spouses and significant others (residing at the same address) of Associate members are also allowed Associate membership.
VI. Honorary Membership
Any full member or Associate member that can no longer ride or no longer owns a motorcycle may be issued an honorary membership as determined and approved by the Executive Committee. Honorary members shall be exempt from annual fees and shall have the same rights and privileges of an Associate member.
VII. GUESTS
Any member may invite a guest to attend SEMO VRA rides/events. Guests will be allowed to attend a maximum of two rides/events before they will be required to apply for membership. Guests are not allowed to attend Executive Meetings. Guests will be allowed to attend one General Meeting after applying for membership.
VIII. DISCIPLINARY COMMITTEE
Should a member in a good standing feel another member might have committed an act that is not conducive to the local chapter’s purpose; a written complaint should be filed with the President stating a brief description of the complaint, time, location, and witnesses. The President will convene a special meeting with the Executive Officers, the accused, the accuser and any witnesses to address the complaint. After hearing all members involved, the Executive officers shall render a decision. When appropriate, the decision will be reported at the next general meeting.
IX. MEMBERSHIP APPLICATION FEES AND ANNUAL DUES
A completed application must be submitted to a SEMO VRA Chapter Membership Coordinator. The applications for membership shall be presented by the Membership Coordinator at each monthly meeting. The applicant(s) must attend at least one general meeting and participate in at least 2 chapter rides/activities.
When the application is approved, the $25.00 annual fee is to be paid.
ANNUAL DUES: Dues are paid on the member’s anniversary date each year and are subject to change. All application and annual fees are to be paid to SEMO Vulcan Riders Chapter 1-48.
i. Full members, spouses and significant others (residing at the same address) shall pay $25.00 annual fee. Children under 16 yrs of age are not responsible for dues.
ii. Associate members, spouses, and significant others (residing at the same address) pay $25.00 annual fee. Children under 16 yrs of age are not responsible for dues.
iii. Honorary members shall be exempt from dues.
iv. Annual membership dues shall be due on member’s anniversary date each year. The dues will cover SEMO VRA administrative costs and National Chapter Registration Fees.
v. SEMO VRA Executive Committee shall have the right to additional fees and/or cost as determined reasonable and necessary to offset cost in the management of chapter activities to be decided by the Executive Committee.
X. CHAPTERS, CHAPTER NAME, AND AFFILIATION:
The Vulcan Riders Association is the governing body of all VRA sanctioned activities. The SEMO Vulcan Riders chapter 1-48, however, will operate as an independent organization providing services to their chapter members on a “not-for-profit” basis. The SEMO VRA chapter is required to adhere to this and all operational policies as well as local, state, and municipal laws. Where the Association and local, state, and municipal laws conflict, local, state, and municipal law will always prevail.
XI. EXECUTIVE COMMITTEE OFFICERS
The Association requires all chapters to have the following elected executive officers: President, Vice President, Secretary and Treasurer. No member may fill more than one of these positions simultaneously and must be a Full member. Only one immediate family member (husband, wife, significant other residing at the same address) may serve on the Executive Committee at a time. Other Officers may be appointed as needed. An appointed officer may simultaneously hold a position as an elected executive officer.
A. ELECTED OFFICERS(S)
President – The President shall be the nominal head of the Chapter. The President is to chair all meetings. The President or the President’s nominee shall represent the SEMO VRA Chapter at all functions and public events.
Vice President – The Vice President shall generally assist the President and assume the duties of President in the President’s absence. The Vice President serves at chair of membership, coordinates, and directs membership recruitment activities with the SEMO VRA Chapter Membership Coordinator. The Vice President shall report on membership efforts at general meeting to the President.
Secretary-The Secretary shall be responsible for the minutes of the chapter proceedings. The Secretary shall circulate copies of the minutes of meetings to other bodies as directed by the Executive Committee. The Secretary shall communicate with the Association and maintain contact with all affiliated bodies in order to inform the SEMO VRA of business (non-financial) matters related to them. The Secretary shall keep control of all records and other business documents relating to the SEMO VRA Chapter. The Secretary shall provide meeting summaries of meetings, develop agenda for future meetings, and maintain Chapter by-laws and other forms and/or correspondence.
Treasurer-The Treasurer shall keep account of the finances and assets of the SEMO VRA. The Treasurer may be directed to provide a financial report at General Meeting and the Secretary will include the report in the meeting minutes. All financial matters must be referred to the Treasurer.
B. APPOINTED OFFICERS (To be appointed as necessary)
Sergeant at Arms- Maintains order and security at SEMO VRA Chapter meetings and activities. Assists Road Captain at activities and runs. Rides at rear of pack on runs, or designates someone to ride at rear on runs. Sergeant at Arms is responsible for ensuring that chapter and National patches are displayed in accordance with National Association Standards and that any clothing and/or any personal public display clothing items (patch or otherwise) that are not consistent with national standard or in the spirit of public decency, law, code, or ordinance are removed, covered, and/or otherwise controlled. Patching must be in accordance with National protocol. In addition, the Sergeant at Arms will ensure that visiting members of clubs other than the SEMO VRA do not wear or display colors unless invited to do so by the President. The Sergeant at Arms is responsible for maintaining meeting sign-in sheets at each called meeting.
Road Captain/Ride Leader- Ensures all riders and rides are legal before all runs. Is responsible for planning routes for all planned runs. Leads all runs or designates someone to lead the run. Assist Sergeant at Arms as necessary. Update membership on traffic laws, rules, and legislation involving motorcycle operations as necessary at general meetings. Under the leadership and at his/her discretion with approval of the Executive Committee, an Association applicant and/or of otherwise Full or Associate member may be suspended from riding in Chapter sanctioned rides due to actual and/or perceived unsafe control, and/or handling of motorized equipment. A suspension from rides may be, but not limited to two bike drops in a single sanctioned activity or the consumption of any alcoholic beverages. The Chapter Association may require additional training documentation and/or chapter oversight prior to being released to participate in Chapter Association sanctioned rides.
MEMBERSHIP COORDINATOR- In coordination with Chapter Treasurer and Vice President the Membership Coordinator receives and maintains new membership applications, files and records, including application fees and dues. Presents applications and introduces applicants at general meetings. Coordinates membership recruitment, activities, and publications. Serves as the point of contact and entry for applicants, conducts initial screening of applicants, and makes recommendations to Vice President for membership. Membership Coordinator works with and coordinates membership activities with the SEMO VRA President and Chapter Treasurer. Serves as meeting greeter for guests and/or visits. The Membership Coordinator maintains inventory and control of chapter patches and coordinates disbursement to members in coordination with the Chapter President and the accordance with applicant terms and conditions. Monitors guest attendance to ensure guests do not exceed ride/meeting attendance allowance.
OTHER OFFICERS – Appointed as necessary by the SEMO VRA Chapter Executive Committee as required on a case-by-case basis and at the will of the Executive Committee.
XII. ELECTION OF SEMO VRA CHAPTER EXECUTIVE OFFICE BEARERS
Every year at the January general meeting written nominations for executive committee offices will be received by the Chapter Secretary from “full” membership. Persons nominating or being nominated must have Full Membership rights and be at least 18 years of age. The Executive Committee of the SEMO Vulcan Riders Chapter shall be elected at the January general meeting through submissions of written votes submitted to the Chapter Secretary. Voting shall take place only if there are two or more nominations for a position. If less than two nominations are received for positions for a position. If less than two nominations are received for positions, then existing Executive Committee member(s) are continued for another term Executive Committee members may not nominate themselves for positions. The term of office begins January of each year.
A. VACANCIES IN EXECUTIVE OFFICE BEARERS
A vacancy in the executive committee occurs if the member dies, ceases to be a member of the SEMO Vulcan Riders Chapter, resigns from the executive office, is absent from three consecutive General Meetings without reasonable excuse. Vacancies shall be filled by a majority vote of the full members present. In the case that no Full member steps forward to fill the vacancy any Associate/Honorary member can be appointed by the President to fill the vacancy interim time till a Full member accepts the nomination for office and is voted in by a majority vote of the full members present at a General Meeting or as authorized to submit a vote. The appointed interim executive officer shall have the full power of the office position they have been appointed.
B. REMOVAL OF EXECUTIVE OFFICE BEARERS
The chapter may, in a General meeting, by 2/3 vote of the Full members present, remove any Executive committee member before the expiration of the member’s term of office.
C. CHAPTER MEETINGS
1. EXECUTIVE COMMITTEE MEETINGS
Executive Committee Meeting shall be held on the 2nd weekend (Saturday or Sunday) of each month at a location and time determined and announced by the Chapter President and as approved by Executive Committee. The Executive Committee meeting agenda shall be published and be made available to general membership via, e-mail and or other means of public announcement of the scheduled meeting at least 3 days prior to the meetings. Executive Committee meetings are open to General membership for public comment only. Guests will not be allowed to attend Executive Committee Meetings.
2. General Meetings
General Membership Chapter meetings shall be held monthly at a location and time determined and announced by the Chapter President and as approved by Executive Committee. General Meeting Agenda shall be published and made available via e-mail and/or other means of public announcement of the scheduled general membership meeting at least 3 days prior to the meetings. General Meetings are not open to guests unless the guest has an active membership application pending or as invited by the Chapter President.
3. Special Meetings
A Special General Meeting may be called, with sufficient time allowed, by a request made in writing to the Chapter President signed by 10 full members, or any three members of the Executive Committee stating the purpose of and given public notice of the special meeting shall be made available via email and/or other means of public announcement of the scheduled 24 hours prior to the approved special meeting.
4. ITEMS Of BUSINESS
No item of business shall be transacted at an Executive Committee Meeting, unless a quorum (three) of Executive Committee is present. No item of business shall be transacted at a (General and Special) meeting unless at least 51% of full members (excluding Executive Committee) entitled to vote is present during the time the meeting is considering that item.
NOTE: It is the responsibility of the Sergeant of Arms either by official chapter roster, sign in sheet and/or roll call of full members present, to determine if sufficient quorum is present prior to conducting chapter business at any meeting. Without a quorum, no official action or business can be conducted.
5. GENERAL MEETING VOTING
Issues shall be decided by a majority (51%) vote of the members present at a General Meeting, this majority being determined by a show of hands from those entitled to vote (Full Members). Any Full Member can demand a secret ballot on any vote taken at a meeting. Any person with Full Membership rights but unable to be present may communicate their vote in writing to a Sergeant of Arms prior to commencement of the meeting. Any member with Full Membership rights, but unable to be present may appoint another Full Member to act as their proxy. Notice of this is to be given in writing to Sergeant of Arms prior to commencement of the meeting.
6. ATTENDANCE REQUIREMENTS
Any Full Member holding an Executive Office within the Chapter must attend 90% of all meetings held and may not miss more than 3 consecutive meetings. Doing so will result in the removal of the member from their office.
7. ADJOURNMENTS
An unfinished item of business at an Executive or General Meeting may be adjourned to a Special General Meeting or to the next scheduled meeting, subject to the consent of the majority of members present at the meeting.
8. CHAPTER FINANCES
The funds of the chapter shall be derived from annual dues, donations, and any other sources as the Executive Committee determines, subject to confirmation by majority vote. The funds of the Chapter shall be banked in the name of the chapter in a financial institution decided upon by the Executive Committee. Any two Executive Committee Officers shall sign checks or withdrawals. All income of the Chapter shall be used to fund activities and further its aims. As a recommended guideline, charitable donations should not exceed 10% of the previous fiscal year’s income. No money may be paid to any member as remuneration but compensation shall be given for authorized documented expenses. During the January meeting, the President may appoint an audit committee to review the Treasurer’s financial records from the membership year ending. The audit shall be completed before the changing of officers in January. The Fiscal year of the SEMO VRA is from January 1 to December 31.
9. CHAPTER SPONSORSHIP
Chapters may seek sponsorship from a local Vulcan dealers and non-motorcycle related local businesses. Chapter sponsorship may take the form of financial sponsorship of the chapter and/or chapter events, and discounts to chapter members on purchases or other sponsorship arrangements. In return, the sponsoring dealer is entitled to display Association logos and symbols in the sponsor’s business premises and at legitimate trade shows. The sponsor is also entitled to display and demonstrate products at official chapter rallies, runs and other activities as mutually agreed by the dealer and Chapter Executive Committee members.
D. CHAPTER DISSOLUTION
If the Chapter is dissolved for any reason, the assets and properties remaining after the settlement of all just debts shall not be disbursed to members but consideration shall be given to bodies with similar aims to the Chapter, and/or to a recognized charity, and/or to a function/activity for the Chapter members. The recipient organizations are to be determined by a majority vote of the full members present at or before the time of the dissolution.
E. LOGOS AND SYMBOLS
All Association (VRA) logos are copyrighted and the copyright rests with the Association (VRA) Executive Committee in cooperation and collaboration with the National Vulcan Riders Association Office. The right to use copyrighted logos and symbols is extended to chapters upon receipt of an annual chapter registration fee. Use of logos and symbols by any other third party requires permission from the Association (VRA) Executive Committee.
F. AMENDMENTS
These governing by-laws may be amended as needed by a majority vote of the Full members present at a General Meeting. The bylaws may be amended by presenting a written copy of proposed changes at a general meeting. The secretary shall read the amendment to the membership; the amendment is recorded and published in the meeting minutes. Proposed changes, amendments and/or edits shall be made public to the membership and shall be publicly read at three general meetings prior to final adoptions. No discussion will be presented at the first reading. At the next general meeting, a second reading will be made and the floor open for discussion. Discussion will be closed of the third reading and the vote taken.
Chapter 1-48
Membership
Bylaws
Established and Approved
1st reading January 1st, 2013
Purpose
The Southeast Missouri Vulcan Riders is a local association founded to provide a means for riders of Kawasaki Vulcans in the Southeast Missouri region to meet and ride in chapter-based and inter-chapter activities.
Mission
The Southeast Missouri Vulcan Riders will endeavor to:
· Provide a means for enthusiasts of Kawasaki Vulcans of all ages and skill levels to meet for rallies, outings, and social functions in a cohesive family atmosphere.
· Promote Vulcans and motorcycles in general as a fun and safe activity to be enjoyed by people of all ages and abilities.
· Promote the image of the Vulcan Riders Association and motorcycle riders in general through involvement in public functions and charitable events as well as through demonstrated responsible motorcycling.
The Bylaws
I. NAME: The name of the Association shall be the Vulcan Riders Association hereafter referred to as the Association. The Association shall also be known as the VRA. The name of the Local Chapter shall be known as the Southeast Missouri Vulcan Riders Chapter 1-48.
II. PURPOSE: The purpose of the Association is to promote responsible motorcycling activities for its members by conducting chapter activities and encouraging the participation of its members in these activities while maintaining a family-oriented atmosphere.
III. DEFINITION: Executive Committee – the incumbent President, Vice President, Secretary and Treasurer.
Appointed Officers ~ Sergeant at Arms, Road Captain, Membership Coordinator and other appointed officers, as be deemed necessary.
General Committee ~ The elected Executive Committee plus appointed officers.
IV. FULL MEMBERSHIP:
Requirement for SEMO VRA membership is a legal, running Kawasaki Vulcan of any size. Spouses and significant others (residing at the same address) of Full members are also allowed Full membership.
V. ASSOCIATE MEMBERSHIP:
Associate members of the SEMO VRA are those who do not own a Kawasaki Vulcan motorcycle but own a motorcycle and meet all other requirements as described by Full Membership. Associate members have all the rights and privileges of a Full member with the exceptions of holding an executive office, nominating someone for an executive office, voting in executive officer elections and voting or serving on committees concerning the governing of the SEMO VRA. Spouses and significant others (residing at the same address) of Associate members are also allowed Associate membership.
VI. Honorary Membership
Any full member or Associate member that can no longer ride or no longer owns a motorcycle may be issued an honorary membership as determined and approved by the Executive Committee. Honorary members shall be exempt from annual fees and shall have the same rights and privileges of an Associate member.
VII. GUESTS
Any member may invite a guest to attend SEMO VRA rides/events. Guests will be allowed to attend a maximum of two rides/events before they will be required to apply for membership. Guests are not allowed to attend Executive Meetings. Guests will be allowed to attend one General Meeting after applying for membership.
VIII. DISCIPLINARY COMMITTEE
Should a member in a good standing feel another member might have committed an act that is not conducive to the local chapter’s purpose; a written complaint should be filed with the President stating a brief description of the complaint, time, location, and witnesses. The President will convene a special meeting with the Executive Officers, the accused, the accuser and any witnesses to address the complaint. After hearing all members involved, the Executive officers shall render a decision. When appropriate, the decision will be reported at the next general meeting.
IX. MEMBERSHIP APPLICATION FEES AND ANNUAL DUES
A completed application must be submitted to a SEMO VRA Chapter Membership Coordinator. The applications for membership shall be presented by the Membership Coordinator at each monthly meeting. The applicant(s) must attend at least one general meeting and participate in at least 2 chapter rides/activities.
When the application is approved, the $25.00 annual fee is to be paid.
ANNUAL DUES: Dues are paid on the member’s anniversary date each year and are subject to change. All application and annual fees are to be paid to SEMO Vulcan Riders Chapter 1-48.
i. Full members, spouses and significant others (residing at the same address) shall pay $25.00 annual fee. Children under 16 yrs of age are not responsible for dues.
ii. Associate members, spouses, and significant others (residing at the same address) pay $25.00 annual fee. Children under 16 yrs of age are not responsible for dues.
iii. Honorary members shall be exempt from dues.
iv. Annual membership dues shall be due on member’s anniversary date each year. The dues will cover SEMO VRA administrative costs and National Chapter Registration Fees.
v. SEMO VRA Executive Committee shall have the right to additional fees and/or cost as determined reasonable and necessary to offset cost in the management of chapter activities to be decided by the Executive Committee.
X. CHAPTERS, CHAPTER NAME, AND AFFILIATION:
The Vulcan Riders Association is the governing body of all VRA sanctioned activities. The SEMO Vulcan Riders chapter 1-48, however, will operate as an independent organization providing services to their chapter members on a “not-for-profit” basis. The SEMO VRA chapter is required to adhere to this and all operational policies as well as local, state, and municipal laws. Where the Association and local, state, and municipal laws conflict, local, state, and municipal law will always prevail.
XI. EXECUTIVE COMMITTEE OFFICERS
The Association requires all chapters to have the following elected executive officers: President, Vice President, Secretary and Treasurer. No member may fill more than one of these positions simultaneously and must be a Full member. Only one immediate family member (husband, wife, significant other residing at the same address) may serve on the Executive Committee at a time. Other Officers may be appointed as needed. An appointed officer may simultaneously hold a position as an elected executive officer.
A. ELECTED OFFICERS(S)
President – The President shall be the nominal head of the Chapter. The President is to chair all meetings. The President or the President’s nominee shall represent the SEMO VRA Chapter at all functions and public events.
Vice President – The Vice President shall generally assist the President and assume the duties of President in the President’s absence. The Vice President serves at chair of membership, coordinates, and directs membership recruitment activities with the SEMO VRA Chapter Membership Coordinator. The Vice President shall report on membership efforts at general meeting to the President.
Secretary-The Secretary shall be responsible for the minutes of the chapter proceedings. The Secretary shall circulate copies of the minutes of meetings to other bodies as directed by the Executive Committee. The Secretary shall communicate with the Association and maintain contact with all affiliated bodies in order to inform the SEMO VRA of business (non-financial) matters related to them. The Secretary shall keep control of all records and other business documents relating to the SEMO VRA Chapter. The Secretary shall provide meeting summaries of meetings, develop agenda for future meetings, and maintain Chapter by-laws and other forms and/or correspondence.
Treasurer-The Treasurer shall keep account of the finances and assets of the SEMO VRA. The Treasurer may be directed to provide a financial report at General Meeting and the Secretary will include the report in the meeting minutes. All financial matters must be referred to the Treasurer.
B. APPOINTED OFFICERS (To be appointed as necessary)
Sergeant at Arms- Maintains order and security at SEMO VRA Chapter meetings and activities. Assists Road Captain at activities and runs. Rides at rear of pack on runs, or designates someone to ride at rear on runs. Sergeant at Arms is responsible for ensuring that chapter and National patches are displayed in accordance with National Association Standards and that any clothing and/or any personal public display clothing items (patch or otherwise) that are not consistent with national standard or in the spirit of public decency, law, code, or ordinance are removed, covered, and/or otherwise controlled. Patching must be in accordance with National protocol. In addition, the Sergeant at Arms will ensure that visiting members of clubs other than the SEMO VRA do not wear or display colors unless invited to do so by the President. The Sergeant at Arms is responsible for maintaining meeting sign-in sheets at each called meeting.
Road Captain/Ride Leader- Ensures all riders and rides are legal before all runs. Is responsible for planning routes for all planned runs. Leads all runs or designates someone to lead the run. Assist Sergeant at Arms as necessary. Update membership on traffic laws, rules, and legislation involving motorcycle operations as necessary at general meetings. Under the leadership and at his/her discretion with approval of the Executive Committee, an Association applicant and/or of otherwise Full or Associate member may be suspended from riding in Chapter sanctioned rides due to actual and/or perceived unsafe control, and/or handling of motorized equipment. A suspension from rides may be, but not limited to two bike drops in a single sanctioned activity or the consumption of any alcoholic beverages. The Chapter Association may require additional training documentation and/or chapter oversight prior to being released to participate in Chapter Association sanctioned rides.
MEMBERSHIP COORDINATOR- In coordination with Chapter Treasurer and Vice President the Membership Coordinator receives and maintains new membership applications, files and records, including application fees and dues. Presents applications and introduces applicants at general meetings. Coordinates membership recruitment, activities, and publications. Serves as the point of contact and entry for applicants, conducts initial screening of applicants, and makes recommendations to Vice President for membership. Membership Coordinator works with and coordinates membership activities with the SEMO VRA President and Chapter Treasurer. Serves as meeting greeter for guests and/or visits. The Membership Coordinator maintains inventory and control of chapter patches and coordinates disbursement to members in coordination with the Chapter President and the accordance with applicant terms and conditions. Monitors guest attendance to ensure guests do not exceed ride/meeting attendance allowance.
OTHER OFFICERS – Appointed as necessary by the SEMO VRA Chapter Executive Committee as required on a case-by-case basis and at the will of the Executive Committee.
XII. ELECTION OF SEMO VRA CHAPTER EXECUTIVE OFFICE BEARERS
Every year at the January general meeting written nominations for executive committee offices will be received by the Chapter Secretary from “full” membership. Persons nominating or being nominated must have Full Membership rights and be at least 18 years of age. The Executive Committee of the SEMO Vulcan Riders Chapter shall be elected at the January general meeting through submissions of written votes submitted to the Chapter Secretary. Voting shall take place only if there are two or more nominations for a position. If less than two nominations are received for positions for a position. If less than two nominations are received for positions, then existing Executive Committee member(s) are continued for another term Executive Committee members may not nominate themselves for positions. The term of office begins January of each year.
A. VACANCIES IN EXECUTIVE OFFICE BEARERS
A vacancy in the executive committee occurs if the member dies, ceases to be a member of the SEMO Vulcan Riders Chapter, resigns from the executive office, is absent from three consecutive General Meetings without reasonable excuse. Vacancies shall be filled by a majority vote of the full members present. In the case that no Full member steps forward to fill the vacancy any Associate/Honorary member can be appointed by the President to fill the vacancy interim time till a Full member accepts the nomination for office and is voted in by a majority vote of the full members present at a General Meeting or as authorized to submit a vote. The appointed interim executive officer shall have the full power of the office position they have been appointed.
B. REMOVAL OF EXECUTIVE OFFICE BEARERS
The chapter may, in a General meeting, by 2/3 vote of the Full members present, remove any Executive committee member before the expiration of the member’s term of office.
C. CHAPTER MEETINGS
1. EXECUTIVE COMMITTEE MEETINGS
Executive Committee Meeting shall be held on the 2nd weekend (Saturday or Sunday) of each month at a location and time determined and announced by the Chapter President and as approved by Executive Committee. The Executive Committee meeting agenda shall be published and be made available to general membership via, e-mail and or other means of public announcement of the scheduled meeting at least 3 days prior to the meetings. Executive Committee meetings are open to General membership for public comment only. Guests will not be allowed to attend Executive Committee Meetings.
2. General Meetings
General Membership Chapter meetings shall be held monthly at a location and time determined and announced by the Chapter President and as approved by Executive Committee. General Meeting Agenda shall be published and made available via e-mail and/or other means of public announcement of the scheduled general membership meeting at least 3 days prior to the meetings. General Meetings are not open to guests unless the guest has an active membership application pending or as invited by the Chapter President.
3. Special Meetings
A Special General Meeting may be called, with sufficient time allowed, by a request made in writing to the Chapter President signed by 10 full members, or any three members of the Executive Committee stating the purpose of and given public notice of the special meeting shall be made available via email and/or other means of public announcement of the scheduled 24 hours prior to the approved special meeting.
4. ITEMS Of BUSINESS
No item of business shall be transacted at an Executive Committee Meeting, unless a quorum (three) of Executive Committee is present. No item of business shall be transacted at a (General and Special) meeting unless at least 51% of full members (excluding Executive Committee) entitled to vote is present during the time the meeting is considering that item.
NOTE: It is the responsibility of the Sergeant of Arms either by official chapter roster, sign in sheet and/or roll call of full members present, to determine if sufficient quorum is present prior to conducting chapter business at any meeting. Without a quorum, no official action or business can be conducted.
5. GENERAL MEETING VOTING
Issues shall be decided by a majority (51%) vote of the members present at a General Meeting, this majority being determined by a show of hands from those entitled to vote (Full Members). Any Full Member can demand a secret ballot on any vote taken at a meeting. Any person with Full Membership rights but unable to be present may communicate their vote in writing to a Sergeant of Arms prior to commencement of the meeting. Any member with Full Membership rights, but unable to be present may appoint another Full Member to act as their proxy. Notice of this is to be given in writing to Sergeant of Arms prior to commencement of the meeting.
6. ATTENDANCE REQUIREMENTS
Any Full Member holding an Executive Office within the Chapter must attend 90% of all meetings held and may not miss more than 3 consecutive meetings. Doing so will result in the removal of the member from their office.
7. ADJOURNMENTS
An unfinished item of business at an Executive or General Meeting may be adjourned to a Special General Meeting or to the next scheduled meeting, subject to the consent of the majority of members present at the meeting.
8. CHAPTER FINANCES
The funds of the chapter shall be derived from annual dues, donations, and any other sources as the Executive Committee determines, subject to confirmation by majority vote. The funds of the Chapter shall be banked in the name of the chapter in a financial institution decided upon by the Executive Committee. Any two Executive Committee Officers shall sign checks or withdrawals. All income of the Chapter shall be used to fund activities and further its aims. As a recommended guideline, charitable donations should not exceed 10% of the previous fiscal year’s income. No money may be paid to any member as remuneration but compensation shall be given for authorized documented expenses. During the January meeting, the President may appoint an audit committee to review the Treasurer’s financial records from the membership year ending. The audit shall be completed before the changing of officers in January. The Fiscal year of the SEMO VRA is from January 1 to December 31.
9. CHAPTER SPONSORSHIP
Chapters may seek sponsorship from a local Vulcan dealers and non-motorcycle related local businesses. Chapter sponsorship may take the form of financial sponsorship of the chapter and/or chapter events, and discounts to chapter members on purchases or other sponsorship arrangements. In return, the sponsoring dealer is entitled to display Association logos and symbols in the sponsor’s business premises and at legitimate trade shows. The sponsor is also entitled to display and demonstrate products at official chapter rallies, runs and other activities as mutually agreed by the dealer and Chapter Executive Committee members.
D. CHAPTER DISSOLUTION
If the Chapter is dissolved for any reason, the assets and properties remaining after the settlement of all just debts shall not be disbursed to members but consideration shall be given to bodies with similar aims to the Chapter, and/or to a recognized charity, and/or to a function/activity for the Chapter members. The recipient organizations are to be determined by a majority vote of the full members present at or before the time of the dissolution.
E. LOGOS AND SYMBOLS
All Association (VRA) logos are copyrighted and the copyright rests with the Association (VRA) Executive Committee in cooperation and collaboration with the National Vulcan Riders Association Office. The right to use copyrighted logos and symbols is extended to chapters upon receipt of an annual chapter registration fee. Use of logos and symbols by any other third party requires permission from the Association (VRA) Executive Committee.
F. AMENDMENTS
These governing by-laws may be amended as needed by a majority vote of the Full members present at a General Meeting. The bylaws may be amended by presenting a written copy of proposed changes at a general meeting. The secretary shall read the amendment to the membership; the amendment is recorded and published in the meeting minutes. Proposed changes, amendments and/or edits shall be made public to the membership and shall be publicly read at three general meetings prior to final adoptions. No discussion will be presented at the first reading. At the next general meeting, a second reading will be made and the floor open for discussion. Discussion will be closed of the third reading and the vote taken.