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Officer
Certification
Program
Student Workbook
2
COPYRIGHT 2013 Gold Wing Road Riders Association, Inc. All rights reserved under International and Pan-American Copyright Conventions. No part this publication may be reproduced, stored in a retrieval
system, or transmitted, in any form by any means, electronic, mechanical, photocopy, recording or otherwise, without the prior written permission of the publisher.
Published by GWRRA, Inc. 21423 North 11th Avenue, Phoenix, AZ 85027
Fax 602-581-3844 Phone 800-843-9460, 623-581-2500
Version 1.13 January 2013
3
OCP Scheduled Agenda ................................................................................................ 5
Introduction to the Officer Certification Program (Module #1) ................................... 7
MOU, Confidentiality, Oath of Office (Module #2) ...................................................... 11
GWRRA Structure and Organization (Module #3) ...................................................... 15
Chapters, Chapter Staff, Web Pages, Newsletters (Module #4) ................................ 21
Finances & the IRS (Module #5) .................................................................................. 25
Religion, Politics and Fundraising (Module #6) ......................................................... 33
Membership, Sig’s, ARL, COY and CHOY Programs (Module #7) ............................ 38
Marks, Logo’s, Patches, Alcohol Policy & Property (Module #8) ............................. 45
Standards of Conduct, Grievances, and Officer/Member Conduct (Module #9) ..... 50
Effective Teams and Goal Setting (Module #10) ........................................................ 56
Table of Contents
OCP Table of Contents
Version 1.13 January 2013
4
OCP Table of Contents
Version 1.13 January 2013
5
OCP Scheduled Agenda
Version 1.13 January 2013
OCP Student Handout‐ Agenda
8:00am – 8:10am Welcome
8:10am – 8:30am Module 1: Introduction to the Officers Certification Program
8:30am – 8:50am Module 2: MOU /Confidentiality Agreement/Oath of Office
8:50am – 9:50am Module 3: GWRRA Structure & Organization
9:50am – 10:10am BREAK
10:10am – 10:30am Module 4: Chapters, Chapter Team, Web Pages
10:30am – 11:30am Module 5: Finances & the IRS
11:30am – 12:30pm LUNCH (Notify participants if lunch is provided or not)
12:30pm – 1:00pm Module 6: Religion, Politics and Fundraising
1:00pm – 1:35pm Module 7: Membership, SIG’s, Newsletters, ARL, COY, and CHOY
1:35pm – 1:55pm BREAK
1:55pm – 2:30pm Module 8: Marks, Logos, Patches, Alcohol Policy, Property
2:30pm – 3:30pm Module 9: Standards of Conduct, Grievances, Complaints, Officer/Member Misconduct
3:30pm – 3:45pm BREAK
3:45pm – 4:15pm Knowledge Exercise
4:15pm – 5:15pm Module 10: Effective Teams & Goal Setting
5:15pm – 5:30pm Team Building Awards, Presentations
OCP Scheduled Agenda
6
OCP Scheduled Agenda
Version 1.13 January 2013
7
Officer
Certification
Program
Module 1
Introduction to the OCP
Introduction to OCP
Version 1.13 January 2013
OCP Student Handout‐ Module #1
8
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 1
Notes:
Officers
Certification
Program
COPYRIGHT 2013 Gold Wing Road Riders Association, Inc. All rights reserved under International and Pan-American Copyright Conventions. No part of this
publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopy, recording or otherwise,
without the prior written permission of the publisher.
Published by GWRRA, Inc. 21423 North 11th Avenue, Phoenix, AZ 85027 Fax 602-581-3844 Phone 800-843-9460, 623-581-2500
Version 1.14 January 2015
Module 1
IntroductionUpdated by Anita M. Alkire, Deputy Director 2015, updated by Mike Briggs, Clara Boldt 12-15
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
2
Overview
• What is the reason for the Officer Certification Program?
• Assumptions that need changing
• Why did we ask you to come?
• The foundation of our Association
• “The Officer Certification Program”
• How to accomplish the OCP goals
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
3
The misconception…
Believing that things will not change
if we change nothing.
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
4
The Purpose…
Why did we ask you to come to the training?
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
5
Question…
Can we, or should we, require our Officers to have a certain level of knowledge and
information about GWRRA?
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
6
Challenge assumptions
Assumption
• Volunteer Officers – no requirements
• Officer Guidebook –suggestions only
• Directors at every level –autonomous
• GWRRA exists for rallies, charities, money, etc.
Reality
• MOU, Financial Report, Confidentiality Agreement, Gathering Place, etc.
• Name change: Officer Handbook
• Accountability is to two things: Appointing Officer and the Membership
• “Friends for FUN, Safety and Knowledge”
Introduction to OCP
Version 1.13 January 2013
9
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 1
Notes:
Introduction to OCP
Version 1.13 January 2013
7
Assumed Structure
International
Regions
Districts
Chapters
8
Correct Structure
Chapters
Districts
Regions
International
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
9
How do we change the mind-set?
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
10
By planning and implementing a program with the focus of providing for our Membership trained and
certified Officers to make their GWRRA experience the BEST it can possibly be:
OFFICERCERTIFICATION
PROGRAM
Education and Training are a necessity
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
11
The Foundation
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
12
OFFICER’S
HANDBOOK
Revised January 2010
GWRRA
21423 North 11th Avenue
Phoenix, Arizona 85027
OFFICER’S
HANDBOOK
10
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 1
Notes:
Introduction to OCP
Version 1.13 January 2013
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
13
Established in 1977, the Gold Wing Road Riders Association provides an atmosphere for fun, safety, and knowledge to Gold Wing
& Valkyrie motorcycle owners.
Mission Statement…
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
14
GWRRA - (Gold Wing Road Riders Association) is a leader of associational organizations, respected by its Members as well as its competitors and the communities it operates within.
GWRRA - strives to offer the highest quality service to its Members.
GWRRA - is a family-oriented, Honda Gold Wing and Valkyrie Motorcycles as well as non-Gold Wing owners, our Associate Members.
Our Vision…
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
15
GWRRA - provides a culture which fosters Members with shared values, team concepts and camaraderie. This culture also provides its Members with opportunities for personal development and achievements.
GWRRA’s - Programs work harmoniously as a team to increase the non-religious, non-political association comprised of owners of Membership base by creating an atmosphere that provides fun, promotes safety, heightens knowledge, and by offering a full range of desirable benefits to its Members.
Our Vision…
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
16
Our Core Values
•Character
•Focus
•Attitude
•Fairness
•Communications
•Teamwork
•Training
•Quality
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
17
How to Accomplish
• Commitment
• Teamwork
• Networking
• Technology
– and speaking of Teams…
Version 1.14 OCP Module 1
Gold Wing Road Riders AssociationOfficer Certification Program
18
Thank You
11
Officer
Certification
Program
Module 2
MOU, Confidentiality, Oath of Office
Version 1.13 January 2013
OCP Student Handout‐ Module #2
MOU, Confidentiality, Oath of Office
12
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 2
Notes:
MOU, Confidentiality, Oath of Office
Version 1.13 January 2013
Officer
Certification
Program
COPYRIGHT 2013 Gold Wing Road Riders Association, Inc. All rights reserved under International and Pan-American Copyright Conventions. No part of this
publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopy, recording or otherwise,
without the prior written permission of the publisher.
Published by GWRRA, Inc. 21423 North 11th Avenue, Phoenix, AZ 85027 Fax 602-581-3844 Phone 800-843-9460, 623-581-2500
Version 1.14 January 2015
Module 2
MOU, Confidentiality, Oath of OfficeOriginal Author-Ed Nahl Updated by Anita M. Alkire, Deputy Director 2015, updated by Mike Briggs and Clara Boldt 12-15
Version 1.14 January 2015 OCP Module #2 2
Gold Wing Road Riders AssociationOfficer Certification Program
• Why is the MOU so important?
• What is the Confidentiality Agreement and why do we need it?
• Why do we have an Oath of Office?
Objectives
Version 1.14 January 2015 OCP Module #2 3
Gold Wing Road Riders AssociationOfficer Certification Program
• The Memorandum of Understanding:
– is an agreement between two parties in the form of a legal document.
– Is binding in the way of a legal contract.
The MOU
Version 1.14 January 2015 OCP Module #2 4
Gold Wing Road Riders AssociationOfficer Certification Program
• Probationary period (6 mos.)
– 12 month appointment
– Renewable each year
• Wear the 10” patch
• Select a treasurer
– Open a checking account
– Signatures required
• Safeguard monies
• No personal gain
• Protect copyrighted materials
• Appointing officer may take over
• Participate in annual Review
• Promote TEAM
– Share information
Elements of the MOU
Version 1.14 January 2015 OCP Module #2 5
Gold Wing Road Riders AssociationOfficer Certification Program
• Train potential replacements
• Be a good leader
– Set an example
• Monthly newsletter
– Free to Members
– Share with Directors
• Arrange for gathering place
– Other events or meetings
• Familiar with Member benefits
• Current Member
• Guard Member information Privacy
– Official use only
– Notify of misuse
Elements of the MOU
Version 1.14 January 2015 OCP Module #2 6
Gold Wing Road Riders AssociationOfficer Certification Program
• Aware of GWRRA ownership of data and materials
• Adhere to Officer Handbook
• Timely sharing of information
• Assist the Appointing Officer• Consideration to move up
• Strive to meet all requirements– Violation may result in
removal
• Will not be an officer in Similar or Competing Organization
Elements of the MOU
13
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 2
Notes:
MOU, Confidentiality, Oath of Office
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #2 7
Gold Wing Road Riders AssociationOfficer Certification Program
• The Confidentiality Agreement:
– is an agreement between a Member and GWRRA in the form of a legal document.
– Is binding in the form of a legal contract
– Not used with Officer paperwork
The Confidentiality Agreement
Version 1.14 January 2015 OCP Module #2 8
Gold Wing Road Riders AssociationOfficer Certification Program
• Covers the official use of Member information.
• Outlines what would be considered misuse of Member information.
• Establishes the ownership of Member information in the possession of the signer.
The Confidentiality Agreement
Version 1.14 January 2015 OCP Module #2 9
Gold Wing Road Riders AssociationOfficer Certification Program
• The Officer pledges to:
– Serve the Association and Members by following the Officer Handbook
– Serve the Members in a manner befitting the office
– Assist Senior Officers
– Promote and support peer’s TEAM
The Oath of Office
Version 1.14 January 2015 OCP Module #2 11
Gold Wing Road Riders AssociationOfficer Certification Program
• The MOU is a legal document
• The Confidentiality Agreement protects Member information
• The Oath of Office instills pride in the Officer
Summary
Version 1.14 January 2015 OCP Module #2 10
Gold Wing Road Riders AssociationOfficer Certification Program
• The Officer pledges to:
– Support all GWRRA programs
– Have a positive attitude and spirit
– Lead by example
• FUN, Safety, and Knowledge
– Provide for succession in office
– Serve with pride and devotion
The Oath of Office
Version 1.14 January 2015 OCP Module #2 12
Gold Wing Road Riders AssociationOfficer Certification Program
Thank You
14
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 2
Notes:
MOU, Confidentiality, Oath of Office
Version 1.13 January 2013
15
Officer
Certification
Program
Module 3
Structure & Organization
Version 1.13 January 2013
OCP Student Handout‐ Module #3
Structure & Organization
16
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 3
Notes:
Structure & Organization
Version 1.13 January 2013
Officer
Certification
ProgramModule 3
Structure & OrganizationUpdated by Anita M. Alkire, Deputy Director 2015, updated by Mike Briggs and Clara Boldt 12-15
COPYRIGHT 2013 Gold Wing Road Riders Association, Inc. All rights reserved under International and Pan-American Copyright Conventions. No part of this
publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopy, recording or otherwise,
without the prior written permission of the publisher.
Published by GWRRA, Inc. 21423 North 11th Avenue, Phoenix, AZ 85027 Fax 602-581-3844 Phone 800-843-9460, 623-581-2500
Version 1.14 January 2015 Version 1.14 January 2015 OCP Module #3 2
Gold Wing Road Riders AssociationOfficer Certification Program
• How is GWRRA structured?
• The Appointment Process
• How are GWRRA Officers appointed?
• How are GWRRA Officers removed?
• Why is GWRRA not a club and what are the differences?
Objectives
Version 1.14 January 2015 OCP Module #3 3
Gold Wing Road Riders AssociationOfficer Certification Program
GWRRA Structure
Version 1.14 January 2015 OCP Module #3 4
Gold Wing Road Riders AssociationOfficer Certification Program
GWRRA Organizational ChartDirectorGWRRA
Training
RegionTrainers
DistrictTrainers
REP
RegionEducators
DistrictEducators
ChapterEducators
MEP
RegionMEC
DistrictMEC
ChapterMEC
CanadianDeputy Dir
RegionDirectors
DistrictDirectors
ChapterDirectors
Deputy Director
RegionDirectors
DistrictDirectors
ChapterDirectors
Finance
Region Treasurer
District Treasurer
Chapter Treasurer
Version 1.14 January 2015 OCP Module #3 5
Gold Wing Road Riders AssociationOfficer Certification Program
TEAM
• Together
• Everyone
• Achieves
• More
The “horizontal team” approach is used for operating a Chapter as in work sessions (planning, etc.) and for other chapter activities.
Version 1.14 January 2015 OCP Module #3 6
Gold Wing Road Riders AssociationOfficer Certification Program
Team Communication PathsTeams provide better cross-communication paths
Chapter
Director
Chapter
Educator
Chapter
MEC
Treasurer
Preferred
17
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 3
Notes:
Structure & Organization
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #3 7
Gold Wing Road Riders AssociationOfficer Certification Program
• Region/District/Chapter Directors
– Assistant
• R/D/C Educators
– Motorist Awareness
– Medic First Aid
• R/D/C Treasurer
• R/D Trainer
• R/D/C Membership Enhancement– Couple of the Year
– Chapter of the Year
– Area Report
– Web Master
– Newsletter Editor
– FUN Activities
• Others as needed
GWRRA Officer Structure
Version 1.14 January 2015 OCP Module #3 8
Gold Wing Road Riders AssociationOfficer Certification Program
The Director of GWRRA appoints and approves all International Directors:
• Deputy Directors• Rider Education• Training • Membership Enhancement
Appointment Process
Version 1.14 January 2015 OCP Module #3 9
Gold Wing Road Riders AssociationOfficer Certification Program
Office Co-Appointed By Co-Appointed by Officer Removal/
Dismissal
Officer Removal or
Dismissal
Approved by
Deputy Director of
GWRRA
Director of GWRRA Director of GWRRA Director of GWRRA Director of GWRRA
Region Director Deputy Director of
GWRRA
Director of GWRRA Deputy Director of
GWRRA
Director of GWRRA
Assistant Region
Director
Region Director Deputy Director of
GWRRA
Region Director Director of GWRRA
District Director Region Director Deputy Director of
GWRRA
Region Director Deputy Director of
GWRRA
Assistant District
Director
District Director Region Director District Director Region Director
Chapter Director District Director Region Director District Director Region Director
Assistant Chapter
Director
Chapter Director District Director Chapter Director District Director
Operations Summary
Version 1.14 January 2015 OCP Module #3 10
Gold Wing Road Riders AssociationOfficer Certification Program
Rider Education SummaryOffice Co-Appointed
By
Approved by Co-Appointed
By
Officer Removal/
Dismissal
Officer Removal
or Dismissal
Approved by
Director - REP Director of
GWRRA
Director of
GWRRA
Director of
GWRRA
Assistant Director
- REP
Director - REP Director of
GWRRA
Director - REP Director of
GWRRA
Region Educator Director - REP Region Director Director - REP Director of
GWRRA
Assistant Region
Educator
Region Educator Region Director Region Educator Director - REP
District Educator Region Educator District Director Region Educator Director - REP
Assistant District
Educator
District Educator District Director District Educator Region Educator
Chapter Educator District Educator Chapter Director District Educator Region Educator
Assistant Chapter
Educator
Chapter Educator Chapter Director Chapter Educator District Educator
Version 1.14 January 2015 OCP Module #3 12
Gold Wing Road Riders AssociationOfficer Certification Program
Membership Enhancement SummaryOffice C0-Appointed
ByApproved by Co-Appointed
By
Officer Removal/
Dismissal
Officer Removal
or Dismissal
Approved by
Director - MEP Director of
GWRRA
Director of
GWRRA
Director of
GWRRA
Assistant Director
Director - MEP
Director of
GWRRA
Director MEP Director of
GWRRA
Region
Coordinator
Director – MEP Region Director Director MEP Director of
GWRRA
Asst. Region
Coordinator
Region MEC Region Director Region MEC Director MEP
District
Coordinator
Region MEC District Director Region MEC Director MEP
Asst. District
Coordinator
District MEC District Director Region MEC Director MEP
Chapter
Coordinator
District MEC Chapter Director District MEC Region MEC
Asst. Chapter
Coordinator
Chapter MEC Chapter Director District MEC Region MEC
Version 1.14 January 2015 OCP Module #3 11
Gold Wing Road Riders AssociationOfficer Certification Program
Training SummaryOffice Co-Appointed
By
Approved by Co- Appointed
By
Officer Removal/
Dismissal
Officer Removal
or Dismissal
Approved by
Director of
Training
Director of
GWRRA
Director of
GWRRA
Director of
GWRRA
Assistant Director
of Training
Director of
Training
Director of
GWRRA
Director of
Training
Director of
GWRRA
Region Trainer Director of
Training
Region Director Director of
Training
Director of
GWRRA
Assistant Region
Trainer
Region Trainer Region Director Region Trainer Director of
Training
District Trainer Region Trainer District Director Region Trainer Director of
Training
Assistant District
Trainer
District Trainer District Director District Trainer Region Trainer
18
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 3
Notes:
Structure & Organization
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #3 13
Gold Wing Road Riders AssociationOfficer Certification Program
Treasurer SummaryOffice Co-Appointed
By
Approval by Co-Appointed
By
Officer Removal/
Dismissal
Officer Removal
or Dismissal
Approved by
Director of
Finance
Director of
GWRRA
Director of
GWRRA
Director of
GWRRA
Region Treasurer Region Director Director Finance Region Director Director of
Finance
District Treasurer District Director Region Treasurer District Director Region Treasurer
Chapter Treasurer Chapter Director District Treasurer Chapter Director District Treasurer
Version 1.14 January 2015 OCP Module #3 14
Gold Wing Road Riders AssociationOfficer Certification Program
Co-Appointment for Program and Treasurer appointments
• Director & Program Director one-level up
• Solicit Candidates Together
• Conduct Interviews
• Discuss and choose the appropriate Candidate
• New officer sign appointing documentation
• Announce appointment
Version 1.14 January 2015 OCP Module #3 15
Gold Wing Road Riders AssociationOfficer Certification Program
Appointment Process for Operations Officers
• When appointing Operations positions.
• Co-Appointing Officers are the Director 1 level up from the vacant Director position and the Director 2 levels up from the vacant Director position
• Solicit names together, interview, discuss and create a short list
• Director 1 level up will provide a list of candidates to their core team for interviews, both directors will debrief the core team, taking their reccomendations
• The Co-Appointing Directors choose the new Officer, new officer completes appointing documentation
• Co-announce the Appointment
Version 1.14 January 2015 OCP Module #3 16
Gold Wing Road Riders AssociationOfficer Certification Program
• Resignation– Within 30 days– To the appointing
Officer or replacement• Turn over property• Turn over materials• Transfer funds• Provide full financial
accounting• File financial report
– Notify Home office• Officer change/
appointment worksheet
• Removal– Follow resignation
guidelines plus– Appointing Officer
• Reason for removal• Corrective action• Provide a copy of the
grievance procedure• Forward documentation to
next higher level and Director of GWRRA
• Officer Release Checklist
Operations Officer Resignation/Removal
Version 1.14 January 2015 OCP Module #3 17
Gold Wing Road Riders AssociationOfficer Certification Program
At all levels, when a change in Treasurer occurs, the closing Financial Reports and accounting of funds will now follow the same requirements as established for a
change in Director.
Treasurer retirement or removal
Version 1.14 January 2015 OCP Module #3 18
Gold Wing Road Riders AssociationOfficer Certification Program
• Clubs– Vote
– Debate
– Read reports
– Political involvements
– Monthly dues
– Not education focused
– Lack of clear direction
– Members belong
• GWRRA– Appoints Officers
– Trains Officers
– Volunteer leaders
– Members first
– Provides information
– Sets direction
– Members associate
GWRRA is Different than a Club
19
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 3
Notes:
Structure & Organization
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #3 19
Gold Wing Road Riders AssociationOfficer Certification Program
Clubs invoke “majority rule” by “voting” which leads to:
– Favoritism – who supports whom? (Politics)
– Personal criticism if you disagree with the majority
– Debating policy differences (ex. Alcohol)
– Personal agendas
– What about the will of the losing Members? (51% rule)
– How does this benefit the Membership?
Why GWRRA is not a club
Version 1.14 January 2015 OCP Module #3 20
Gold Wing Road Riders AssociationOfficer Certification Program
• We develop leaders instead of electing them.
• We provide training for Officers and Members.
• We interview and determine our Officer candidates’ strengths and weaknesses.
GWRRA is an Association of Chapters
Version 1.14 January 2015 OCP Module #3 21
Gold Wing Road Riders AssociationOfficer Certification Program
• Members are the most important asset in GWRRA.
• We appoint Officers rather than elect them.
• We have a specific process for Officer resignation or removal.
• We are an Association of Chapters, not individual clubs.
Summary
Version 1.14 January 2015 OCP Module #3 22
Gold Wing Road Riders AssociationOfficer Certification Program
Thank You
20
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 3
Notes:
Structure & Organization
Version 1.13 January 2013
21
Officer
Certification
Program
Module 4
Chapters, Chapter Teams, Web Pages, Newsletters
Version 1.13 January 2013
OCP Student Handout‐ Module #4
Chapters, Chapter Teams, Web Pages, Newsletters
22
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 4
Notes:
Chapters, Chapter Teams, Web Pages, Newsletters
Version 1.13 January 2013
Officer
Certification
Program
COPYRIGHT 2013 Gold Wing Road Riders Association, Inc. All rights reserved under International and Pan-American Copyright Conventions. No part of this
publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopy, recording or otherwise,
without the prior written permission of the publisher.
Published by GWRRA, Inc. 21423 North 11th Avenue, Phoenix, AZ 85027 Fax 602-581-3844 Phone 800-843-9460, 623-581-2500
Version 1.14 January 2015
Module 4
Chapters, Chapter Teams, Web pages, NewslettersOriginal author-Dave Aikens Updated by Anita M. Alkire, Deputy Director 2015, updated by Mike Briggs and Clara Boldt 12-15
Version 1.14 January 2015 OCP Module #4 2
Gold Wing Road Riders AssociationOfficer Certification Program
Objectives
• What is a Chapter Gathering?
• Chapter Charter
• Choosing your Team
• Working with your District Director
• Web Pages
• Newsletters
Version 1.14 January 2015 OCP Module #4 3
Gold Wing Road Riders AssociationOfficer Certification Program
What is a Chapter Gathering?
• The means whereby GWRRA . . .
– Has FUN!
– Grows
– Teaches
– Educates
– Informs
– Establishes a basis for GWRRA’s very existence
– The most important aspect of Chapter activity
Version 1.14 January 2015 OCP Module #4 4
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter Charter
• Chapter receives “Chapter Charter” at kick-off gathering
• First 90 days is chartering period
• Charter Participants
– Those Members who assist with getting chapter up and running during the first 90 days are “Charter” participants
– New Participants gained within this period
– Eligible to receive “Charter Member” rocker
Version 1.14 January 2015 OCP Module #4 5
Gold Wing Road Riders AssociationOfficer Certification Program
Important Distinctions
• Chapter Boundaries
– Based on ZIP Codes, not a physical map
– Most convenient way to identify Chapter Director’s area of prime responsibility
• “Chapter Members” do not exist
– GWRRA has “Members”
– Chapters have “participants”
– Chapter Director’s responsibility to encourage participation in their Chapter
Version 1.14 January 2015 OCP Module #4 6
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter Core Team
Chapter Core
Team
Operations Director and Assistant
Membership EnhancementCoordinator
Rider Education Educator
and Assistant
Treasurer
23
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 4
Notes:
Chapters, Chapter Teams, Web Pages, Newsletters
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #4 7
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter Support Team
Core Team
SunshineNewsletter
Editor
Welcome Committee
Activity Coordinator
Ride Coordinator
Phone Tree Coordinator
Technical Coordinator
Special Events
Coordinator
Recognition and Special
Awards Coordinator
50/50 Coordinator
Chapter Historian
Webmaster
Version 1.14 January 2015 OCP Module #4 8
Gold Wing Road Riders AssociationOfficer Certification Program
Choosing Your Team
• Do not hurry this process.
• Choose Team based on ability.
• Select as many as needed.
• Core Team Positions :– Chapter Educator
– Chapter Membership Enhancement Coordinator
– Chapter Treasurer; Cannot be a family member of the Chapter Director or the Assistant Chapter Director or live in the same household.
Version 1.14 January 2015 OCP Module #4 9
Gold Wing Road Riders AssociationOfficer Certification Program
• Chapter Director sets time and place for Gatherings
– Use an agenda
– Keep it informal and gather as often as members desire
• A new Chapter Director may choose new Team positions or retain Members of the current Team
• Assistant Chapter Director
– Very important
– Functions as a “partner” in the Chapter operations
Choosing Your Team
Version 1.14 January 2015 OCP Module #4 10
Gold Wing Road Riders AssociationOfficer Certification Program
Working with your District Director
• Best friend a Chapter Director can have
• The District Director or Designee is there to:
– Mentor, train, encourage and assist the Chapter and Assistant Directors. Remember communication goes both ways, so don’t wait, call them when you need them!
• Chapter Director should attend District meetings
– Chapter Director is member of District Operations Team
– Chapter Director’s and Assistant Chapter Director’s responsibility is to learn about the Association
Version 1.14 January 2015 OCP Module #4 11
Gold Wing Road Riders AssociationOfficer Certification Program
Guidelines for Web Pages
• Most common method of communication used
• Internet accessible worldwide
• Web page should include:
– GWRRA Crest logo and “Gold Wing Road Riders Association” or “GWRRA”
– Region, District, Chapter designation and city
– Provide link to National GWRRA home page
Version 1.14 January 2015 OCP Module #4 12
Gold Wing Road Riders AssociationOfficer Certification Program
• Do not advertise or link to competitors of GWRRA.
• Be careful linking to or using Member’s personal information.
• Do include contact information for questions and inquiries.
Guidelines for Web Pages
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Notes:
Chapters, Chapter Teams, Web Pages, Newsletters
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #4 13
Gold Wing Road Riders AssociationOfficer Certification Program
Newsletters
From the Officer Handbook:
– Communication medium for and to the Members
– Inform Members and Officers of what is going on in GWRRA
– Distributed at least monthly
– FREE of charge to Chapter participants and interested parties
Version 1.14 January 2015 OCP Module #4 14
Gold Wing Road Riders AssociationOfficer Certification Program
• Distribute via Email, Chapter website, as well as by handing out hard copies or sending by USPS mail
• Extra copies may be carried in your motorcycle and other vehicles for Recruiting purposes.
• Net income derived from advertising in newsletters or Chapter publications should be reported as Unrelated Business Income (note: keep the net income under $1000.00 to avoid having to file the 990T and pay taxes)
Newsletters
Version 1.14 January 2015 OCP Module #4 15
Gold Wing Road Riders AssociationOfficer Certification Program
Summary
• What is a Chapter Gathering?
• Chapter Charter
• Choosing your Team
• Working with your District Director
• Web Pages
• Newsletters
Version 1.14 January 2015 OCP Module #4 16
Gold Wing Road Riders AssociationOfficer Certification Program
Thank You
25
Officer
Certification
Program
Finances & the IRS
Version 1.13 January 2013
OCP Student Handout‐ Module #5
Module 5
Finances & the IRS
26
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 5
Notes:
Finances & the IRS
Version 1.13 January 2013
Officer
Certification
Program
COPYRIGHT 2013 Gold Wing Road Riders Association, Inc. All rights reserved under International and Pan-American Copyright Conventions. No part of this
publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopy, recording or otherwise,
without the prior written permission of the publisher.
Published by GWRRA, Inc. 21423 North 11th Avenue, Phoenix, AZ 85027 Fax 602-581-3844 Phone 800-843-9460, 623-581-2500
Version 1.14 January 2015
Module 5
Finances & the IRSUpdated by Anita M. Alkire, Deputy Director 2014, updated by Mike Briggs and Clara Boldt 12-15
Version 1.14 January 2015 OCP Module #5 2
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter Finances
• To fully understand GWRRA’s policy concerning Chapter Finances
• Review Chapter Treasurer needs & recommendations
• Review ways to create Chapter Funds
• Determine what adequate funds consist of and GWRRA policy concerning this
• IRS Policies & filing Form 990N (e-postcard)
Version 1.14 January 2015 OCP Module #5 3
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter Finances
• Operating a Chapter costs money– no member or Officer should be required to provide the
operating funds from their personal finances
• We will review the things you may already know – about Chapter financing, discuss ways to raise money for
the treasury, and discuss the transfer of monies, and EIN number, when an Officer no longer occupies that position
Version 1.14 January 2015 OCP Module #5 4
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter Finances• Each Chapter
– should create its own treasury to deal with operating expenses
• Chapter funds
– must be managed by a Chapter Treasurer appointed by the Chapter Director and the District Treasurer concurred on the appointment.
• Chapter Treasurer
– cannot be a Member of, or reside in, the Chapter Director’s or Assistant Chapter Director’s household.
Version 1.14 January 2015 OCP Module #5 5
Gold Wing Road Riders AssociationOfficer Certification Program
Checking Account
• The Treasurer – Must establish proper accounting procedures
– Must establish a non-interest bearing account
• The signature card– Must have the following signatures for the account:
Chapter Director, Treasurer, Appointing Officer
• The checking account – Will require (2) signatures to validate a check
Version 1.14 January 2015 OCP Module #5 6
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter Finances• The Chapter Treasurer, with the Chapter Director’s approval,
– must issue checks for Chapter operating expenses & must retain records for all disbursements
• The Chapter Director & Core Team
– must agree on a “policy” for reimbursement of operating expenses.
• Officers pre-approved expenses
– must be submitted with receipts to the Treasurer for reimbursement
• The Chapter Director
– must submit a Form 8822B to the IRS to properly transfer tax filing identification to the new Director
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Notes:
Finances & the IRS
Version 1.13 January 2013
7
Required for a new
Chapter Director
Documents change of
address for the IRS
Complete form will be
mailed to the appropriate
IRS office
Version 1.14 January 2015 OCP Module #5 8
Gold Wing Road Riders AssociationOfficer Certification Program
8822B Form
www.irs.gov/pub/irs-pdf/f8822B.pdf
Also get the form from
www.gwrra.org/oconnectUnder Officer Resources
Change of address-8822B
Version 1.14 January 2015 OCP Module #5 9
Gold Wing Road Riders AssociationOfficer Certification Program
Raising Chapter Funds
• There are many creative ways to build the Chapter Treasury
– Check out the Membership Enhancement “FUN ACTIVITIES
GUIDE”
• Contributions of the Member’s time & moneys toward fund-raising should always be voluntary
• Keep fundraising activities “FUN” and minimal
Version 1.14 January 2015 OCP Module #5 10
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter Funds
• As a rule of thumb,
– the treasury must contain only enough money to cover the Chapter’s anticipated operational expenses for 12-18 months
• Operating a Chapter with inadequate funds
– Is a worry for Chapter Directors, and most especially for Directors of new Chapters
– Suggestion on how to operate if such occurs
Version 1.14 January 2015 OCP Module #5 11
Gold Wing Road Riders AssociationOfficer Certification Program
Excessive Funds• Can this happen?
– Excessive funds are monies in excess of approximately one year to eighteen months operating expense.
• Excessive funds
– Almost always have a tendency to become a problem as participants will become preoccupied with finances.
• One mark of a good Chapter Director
– Is to have adequate funds, but not excessive or surplus funds.
Version 1.14 January 2015 OCP Module #5 12
Gold Wing Road Riders AssociationOfficer Certification Program
Excessive Funds
• Surplus funds – Must be use for the benefit of participants by providing
“NO cost” social or educational activities such as parties, chapter dinner, other social events or education equipment and classes like First Aid/CPR.
• Excessive funds – Will also cause the IRS to take a closer look.
• Keep it down as low as possible– The Lower, the Better!
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Notes:
Finances & the IRS
Version 1.13 January 2013
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Gold Wing Road Riders AssociationOfficer Certification Program
Excessive Funds
• Not for Personal use
– They are NOT for use by the Chapter Officers for their personal use or gain
– They are NOT to be used for political purposes, such as donating to a certain candidate, cause or campaign issue.
– They are NOT to be used to assist competing organizations or any purpose that doesn’t benefit the entire Chapter
Version 1.14 January 2015 OCP Module #5 14
Gold Wing Road Riders AssociationOfficer Certification Program
Change of Director or Treasurer
• When a Director or Treasurer retires or is removed:
– Instruct the Treasurer to close out the books, prepare a current financial statement and transfer authority of Chapter funds to their successor or Operations Appointing Officer.
– All transactions must be documented and receipts issued to proper parties
Version 1.14 January 2015 OCP Module #5 15
Gold Wing Road Riders AssociationOfficer Certification Program
Change of Director or Treasurer
• When a Director or Treasurer retires or is removed:– A closing financial statement must be prepared by the
Treasurer and show all monies, merchandise, and equipment inventories, and a copy given to the current or new Treasurer and Chapter Director.
– A copy of the EIN to the new Treasurer or Chapter Director, and Submit an “Officer Change Form” for the Director if necessary.
– Home Office will notify Wing World editor concerning the Director change
Version 1.14 January 2015 OCP Module #5 16
Gold Wing Road Riders AssociationOfficer Certification Program
Change of Director or Treasurer
– An opening financial statement
• should be prepared by the incoming Director’s Treasurer and this statement should reflect information which corresponds to the outgoing Treasurer’s closing statement.
– The transfer
• should be completed not more than 30 days from Officer change.
Version 1.14 January 2015 OCP Module #5 17
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter Closure• If a Chapter closes :
– All remaining funds, final financial report, equipment and equipment list are to be turned over to the District Director. Funds and/or equipment to be used for new chapter or reorganization of same chapter.
– Copies of the “Chapter Closure Application” and the above documents to be sent to Region Director who will send it to the Director of GWRRA who will deliver it to Home Office.
Version 1.14 January 2015 OCP Module #5 18
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter Chartering Fee
• There is an annual $100.00 Chartering Fee for each Chapter each year.
– This fee is sent to the Home Office via the Region Director.
– The Renewal is due to the District NO later than December 1st
of each year, for the following year.
– District sends 1 check for all chapters and a list of paid chapters to the Region by December 15th and the Region sends 1 check to Home Office by December 30th with list of all chapters being paid.
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Notes:
Finances & the IRS
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #5 19
Gold Wing Road Riders AssociationOfficer Certification Program
Proof of Liability Insurance
• A Certificate will be issued for each event where proof of insurance is required
– Must have “Evidence of Insurance Request” and the “Requesting Facility Form” for each event
– A generic form is available for facilities not requiring to be listed as an additional insured at www.gwrra.org/oconnect
– Must turn in 60 days prior to event to Home Office
– Cost for social or Rider Education event is $10.00
– Cost for fundraising event is $50.00
Version 1.14 January 2015 OCP Module #5 20
Gold Wing Road Riders AssociationOfficer Certification Program
Financial Statements
• GWRRA, Inc. holds a “NOT-FOR-PROFIT” status with the IRS & is not subject to income tax on specific portions of corporate income.
• GWRRA, Inc. must submit accurate income and expenses to the IRS. All Chapters are required to do the same financial reporting and send this information to their Appointing Officer.
2122
Version 1.14 January 2015 OCP Module #5 23
Gold Wing Road Riders AssociationOfficer Certification Program
BLACKINK
Version 1.14 January 2015 OCP Module #5 24
Gold Wing Road Riders AssociationOfficer Certification Program
Financial Statements• Chapter Directors are responsible for submitting an
annual financial report to the District Director
• This report should be compiled and signed by the Treasurer, and signed by the Chapter Director approving its content.
• District Directors submit their financials to Regional Director. Regionals financials to Deputy Directors.
• Purpose: allows a “Double Check” for misuse of funds or potential fraud & displays “success” of Chapter, District and/or Region.
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Finances & the IRS
Version 1.13 January 2013
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Gold Wing Road Riders AssociationOfficer Certification Program
• What is a 501(c)4 Organization?
• IRS Filing Requirements
– Form 990N
IRS Policy
Version 1.14 January 2015 OCP Module #5 26
Gold Wing Road Riders AssociationOfficer Certification Program
501(c) 4 Compliance Activities
• Example Activities
– Conduct monthly gatherings that include a Rider Educationtalk.
– Have guest speakers: Police, Fire, EMT, Insurance Agent, etc.
– Conduct Rider Ed Seminars, Parking Lot Practice’s, and other related GWRRA Rider Education training.
– Before a group ride, talk about how it is to be conducted.
– Distribute “Motorist Awareness” information at Mall Shows, Fund Raisers, and other activities where you have contact with the public.
Version 1.14 January 2015 OCP Module #5 27
Gold Wing Road Riders AssociationOfficer Certification Program
IRS Filing Requirements
• Form 990-N (e-Postcard)
– Annual Electronic Filing Requirement for Small Exempt Organizations and their Subordinates
• Form 990-N (e-Postcard)
– Gross income less than $50,000
Version 1.14 January 2015 OCP Module #5 28
Gold Wing Road Riders AssociationOfficer Certification Program
Form 990N
• Also known as the e-postcard
• Must be filed electronically (there is NO paper form)
• Must be filed by May 15th but most Districts/Regions want it by January 30th.
• A copy of the electronic record showing the 990N has been filed needs to be sent to the District and Region Directors, and the Home Office.
Version 1.14 January 2015 OCP Module #5 29
Gold Wing Road Riders AssociationOfficer Certification Program
Form 990N
• Failure to file Form 990N for 3 consecutive years will result in revocation of the tax-exempt status
• A step-by-step PowerPoint is available on Officer Connection. e-Postcard Form 990-N Tutorial.pdf
• For information on filing the e-postcard, access the IRS website at:
http://www.irs.gov
or call 1-877-829-5500
Version 1.14 January 2015 OCP Module #5 30
Gold Wing Road Riders AssociationOfficer Certification Program
Summary• GWRRA’s policy concerning Chapter Finances
• Chapter Treasurer needs
• Chapter Director responsibilities
• Ways to create Chapter Funds
• Determine what adequate funds consist of and GWRRA policy
• Forms
– 990N under $50,000
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Notes:
Finances & the IRS
Version 1.13 January 2013
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Gold Wing Road Riders AssociationOfficer Certification Program
Thank You
32
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 5
Notes:
Finances & the IRS
Version 1.13 January 2013
33
Officer
Certification
Program
Religion, Politics & Fundraising
Version 1.13 January 2013
OCP Student Handout‐ Module #6
Module 6
Religion, Politics & Fundraising
34
O C P S t u d e n t H a n d o u t ‐ M o d u l e # 6
Notes:
Religion, Politics & Fundraising
Version 1.13 January 2013
Officer
Certification
Program
COPYRIGHT 2013 Gold Wing Road Riders Association, Inc. All rights reserved under International and Pan-American Copyright Conventions. No part of this
publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopy, recording or otherwise,
without the prior written permission of the publisher.
Published by GWRRA, Inc. 21423 North 11th Avenue, Phoenix, AZ 85027 Fax 602-581-3844 Phone 800-843-9460, 623-581-2500
Version 1.134 January 2015
Module 6
Religion, Politics and FundraisingUpdated by Anita M. Alkire, Deputy Director 2015, updated by Mike Briggs and Clara Boldt 12-15
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
2
Overview
• Religion – What is GWRRA’s policy?
• Politics – Why don’t we vote?
• Fundraising – What is the proper role of fundraising in the Chapter’s life?
• Why do we have these policies?
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
3
Religion
• GWRRA is purposely designed to be free of religious persuasion and ceremony.
• This is not because the Association is opposed to religion but religion is, and should be, a personal choice.
• No Member should be compelled or forced by virtue of their attendance at a GWRRA function to participate in a religious ceremony that may be in conflict with their own beliefs.
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
4
• If for some reason it is determined that prayer is appropriate, make it a moment of silence so everyone in attendance can offer their thoughts in their own way.
• If worship services are offered at GWRRA functions, they should be announced in advance and denoted as “optional” on the event program and staged in a separate location for those who “want” to attend.
• This discussion pertains to all levels of GWRRA.
Religion
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
5
Why a policy about Religion?
• Is GWRRA an extension of my personal religion?
• Whose religion would dominate?
• What to do with those that do not believe as I do?
• If I disagree, can I sue under the US Constitution?
• Remember, religion is a PERSONAL decision
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
6
Politics
• A GWRRA Chapter is designed to operate as a politically free (“club” and governmental), social unit of our Association. It’s an Officer’s responsibility to maintain this environment.
• If we have “voting,” two things will happen:
Chapter Members assume the responsibility which lies with the CD
The process starts leading the Chapter from the “GWRRA concept” and into the club format.
• If we don’t do “voting”, and yet a CD’s decision needs input from the Core Team and/or the Chapter’s participating Members. What then?
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Religion, Politics & Fundraising
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
7
• Survey the core team and/or the Chapter participants for their opinions, ideas, desires and the consensus will point the CD to a decision that will give the Members what they want!
• Occasionally the CD’s decision may not be with the desires or consensus of the Core Team and/or the Chapter participants. The CD’s Leadership ability will help all Members understand how GWRRA operates if all the information is conveyed to explain the CD’s reasoning.
Politics
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
8
• If we don’t do any “voting,” what about the times when a decision needs to be made and you need input from your staff and the Members? How do you reach a decision if you don’t call for a “vote?”
• We survey our core teams and our Chapter participants for their opinions, ideas, desires and find the consensus of the group and a decision that will give the Members what they want!
Politics
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
9
• Most of the time, your decisions will be in agreement with most of your core team and/or Members, but sometimes not…
• This is where your leadership ability will really help your Team to understand how GWRRA operates. It’s important to convey this information to your Members so they will understand the reasoning for your decision.
Politics
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
10
• Sometimes, decisions may be proper but not popular – explain them well!
• When you don’t have enough input to make a good decision, contact your District Director.
• This discussion of politics pertains to all levels of our Association.
Politics
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
11
• Why not vote on issues?
– Favoritism – who supports who?
– Personal criticism if you disagree with the majority
– Debating policy differences (ex. Alcohol)
– Personal agendas
– What about the will of the losing Members?
(51% rule)
– How does this benefit the Membership?
Politics on the Chapter Level
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
12
• How do you identify politics in the Association?
• Examples?
• How do politics affect position selection?
• If politics are important, who would benefit?
– Members do not benefit
– Officers do not benefit; there should be no personal gain
• What can be done to overcome politics in GWRRA?
Politics
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Notes:
Religion, Politics & Fundraising
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #5
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13
Fundraising
• Purposes of our Association is not primarily fundraising
• GWRRA is an informal, educational, non-restrictive, fun social organization…
• Created for the education, pleasure, recreation, safety, exchange of information, coordination of common motorcycle efforts, promotion of camaraderie and friendship of its Members and Chapters…
• Other purposes include: Member support of civic, local, police and government organizations
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
14
• GWRRA is NOT dependent on any charitable organization for our “Not for Profit” designation
• GWRRA is not a Fundraising arm of any charitable organization
• Fundraising is a small part of the activities of the Association
• If Fundraising is the primary focus of your Chapter/District then the priorities are wrong
• Fundraising is done to support Region, District and Chapter Operations.
Fundraising
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
15
Summary
• Religion – What is GWRRA’s policy?
– A personal choice not to be put upon the other members
• Politics – Why do we want a non-political Association?
– Remove the reasons for infighting in the Chapter
• Fundraising – What is the proper role of fundraising in the Chapter’s life?
– A choice among many, not the primary goal of the Chapter.
• Why do we have these policies?
– Simple – Let’s ride our motorcycles and have FUN!
Version 1.14 January 2015 OCP Module #5
Gold Wing Road Riders AssociationOfficer Certification Program
16
Thank You!
37
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Notes:
Religion, Politics & Fundraising
Version 1.13 January 2013
38
Officer
Certification
Program
Membership Enhancement, SIG’s, Newsletters, ARL,
COY & CHOY Programs
Version 1.13 January 2013
OCP Student Handout‐ Module #6
Module 7
Membership Enhancement SIG’s, Newsletters, ARL,COY & CHOY Programs
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O C P S t u d e n t H a n d o u t ‐ M o d u l e # 7
Notes:
Membership Enhancement, SIG’s, Newsletters, ARL,
COY & CHOY Programs
Version 1.13 January 2013
Officer
Certification
Program
COPYRIGHT 2013 Gold Wing Road Riders Association, Inc. All rights reserved under International and Pan-American Copyright Conventions. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopy, recording or otherwise, without the prior written
permission of the publisher.Published by GWRRA, Inc. 21423 North 11th Avenue, Phoenix, AZ 85027 Fax 602-581-3844 Phone 800-843-9460, 623-581-2500
Version 1.14 January 2015
Module 7
Membership Enhancement Program SIG’s, Newsletters, ARL, COY & CHOY
Updated by Anita M. Alkire, Deputy Director 2014, Updated by Mike Briggs and Clara Boldt 12-15
Version 1.14 January 2015 OCP Module #7 2
Gold Wing Road Riders AssociationOfficer Certification Program
• Types of Memberships
• Member Benefits
• Special Interest Groups (SIG’s)
• Phantom Members
• Area Reports (ARL)
• Couple of the Year Program
• Chapter of the Year Program
Overview
Version 1.14 January 2015 OCP Module #7 3
Gold Wing Road Riders AssociationOfficer Certification Program
Types of Memberships
• Individual– Must own a Gold Wing or Valkyrie
• Family– Must own a Gold Wing or Valkyrie
– Covers two or more people living in the same household
Version 1.14 January 2015 OCP Module #7 4
Gold Wing Road Riders AssociationOfficer Certification Program
• Owner of any other brand of Motorcycle
-Or-
• Any person interested in Membership in GWRRA who does not own a Gold Wing or Valkyrie
– Does not have to own a motorcycle
Associate Individual
Version 1.14 January 2015 OCP Module #7 5
Gold Wing Road Riders AssociationOfficer Certification Program
• Owner of any other brand of motorcycle
• Any family interested in Membership in GWRRA who does not own a Gold Wing or Valkyrie
• Does not have to own a motorcycle
• Covers two or more people living in the same household
Associate Family
Version 1.14 January 2015 OCP Module #7 6
Gold Wing Road Riders AssociationOfficer Certification Program
Cost of Membership (USD as of 12/1/15)
Individual Membership 1 year - $ 45.002 years - $ 85.003 years - $120.00
Family Membership 1 year - $ 55.002 years - $105.003 years - $150.00
Associate Individual 1 year - $ 45.002 years - $ 85.003 years - $120.00
Associate Family 1 year - $ 55.00 2 years – $105.003 years – $150.00
• New Life Membership (as of 2007) each year - $20.00
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Notes:
Membership Enhancement, SIG’s, Newsletters, ARL,
COY & CHOY Programs
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #7 7
Gold Wing Road Riders AssociationOfficer Certification Program
Transfer of Membership
• Member selling their motorcycle can transfer Memberships or sponsor them with a membership if you’re retaining your membership.
• Complete a Transfer of Membership Certificate
• Certificate can be found on OConnect or in the Gold Book
• Submit completed Certificate to Membership Services
• Life Memberships cannot be transferred
Version 1.14 January 2015 OCP Module #7 8
Gold Wing Road Riders AssociationOfficer Certification Program
Member Benefits
A complete list of GWRRA benefits can be found on the website :
gwrra.org/benefits
Version 1.14 January 2015 OCP Module #7 9
Gold Wing Road Riders AssociationOfficer Certification Program
Special Interest Groups (SIGs)
• "The primary purpose of a Special Interest Group (SIG) is to provide the opportunity and organizational support to interested GWRRA Members, to share and enjoy a common area of interest."
• Information about SIG’s can be found on the Membership Enhancement Program web page:
WWW.GWRRA.ORG
– At the top of the page select “Programs” then select Membership Enhancement and click on the “SIGS tab.”
– Click on the SIG graphic for information on a specific Special Interest Group.
Version 1.14 January 2015 OCP Module #7 10
Gold Wing Road Riders AssociationOfficer Certification Program
Phantom Members
From the Officer Handbook:
• Sometimes called “HITCH-HIKERS”
• They are NOT our friends
• They have the potential to become…
“Chapter Killers”
Version 1.14 January 2015 OCP Module #7 11
Gold Wing Road Riders AssociationOfficer Certification Program
• The Officer Handbook suggests that guests who are non-members attend a maximum of (3) three chapters Gatherings.
• A visiting Guest is not a Phantom Member.
• Usually it is a past Member
• Might be a spouse of a Member
• Phantom Members get benefits free:
– They did not pay to participate
Phantom Members
Version 1.14 January 2015 OCP Module #7 12
Gold Wing Road Riders AssociationOfficer Certification Program
• The Chapter Director must address Phantom Members
• Not addressing the situation results in:– Losing Members
– Active or Disgruntled Members wondering why they pay if they can get the benefits for free
– Chapter becomes a “CLUB”
• What to do?– No two situations are the same – think creatively and outside of
the box to address these situations
Phantom Members
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Notes:
Membership Enhancement, SIG’s, Newsletters, ARL,
COY & CHOY Programs
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #7 13
Gold Wing Road Riders AssociationOfficer Certification Program
• Review suggestions in the Officer Handbook
• Talk to them about joining and if they will not, ask why.
• Discuss situation, seek advice, develop a plan of action with District Director
• If appropriate, discuss plan of action with Chapter Team
Handling Phantom Members
Version 1.14 January 2015 OCP Module #7 14
Gold Wing Road Riders AssociationOfficer Certification Program
Resources for information
• Officer Handbook
• Membership Enhancement Program website
– Go to WWW.GWRRA.ORG
– Select “Programs” then Membership Enhancement – Click on “Guides”
– Then, click on “Recruiting & Retention Tools”
Version 1.14 January 2015 OCP Module #7 15
Gold Wing Road Riders AssociationOfficer Certification Program
“Management Tool” for Membership retention
Two types of Area Reports:
• 1st type: Full Area Report
– Sent out Quarterly
– Includes a complete list of Members
Area Reports (ARL)
Version 1.14 January 2015 OCP Module #7 16
Gold Wing Road Riders AssociationOfficer Certification Program
Version 1.14 January 2015 OCP Module #7 17
Gold Wing Road Riders AssociationOfficer Certification Program
• 2nd Type: Monthly Area Reports
– Sent out about the 10th of each month
– Includes:
• New Members
• Prospective Members
• Expiring Memberships
• Expired Memberships
• Recruiting Report-great member recognition tool!
• Unassigned Zip Codes
Area Reports (ARL)
Version 1.14 January 2015 OCP Module #7 18
Gold Wing Road Riders AssociationOfficer Certification Program
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Notes:
Membership Enhancement, SIG’s, Newsletters, ARL,
COY & CHOY Programs
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #7 19
Gold Wing Road Riders AssociationOfficer Certification Program
• Membership Information is Confidential!
• A Memorandum of Understanding OR Confidentiality Agreement must be signed by anyone who receives or works with the information on the Area Report List
Area Report Confidentiality
Version 1.14 January 2015 OCP Module #7 20
Gold Wing Road Riders AssociationOfficer Certification Program
One of the Most Important Programs We Have
It starts at the Chapter Level• Choose a Couple each Year who has been outstanding in
their contribution to the chapter
• Honor them by surprising them as Your Couple• The Chapter Director, Core Team or Members can choose• Make it a special presentation
• Present them the GWRRA Couple of the Year Package
• It’s now their choice if they want to represent the Chapter any further
Couple of the Year Program
Version 1.14 January 2015 OCP Module #7 21
Gold Wing Road Riders AssociationOfficer Certification Program
Couple of the Year Program
• Couple of the Year Manual is located on Membership Enhancement Program website:
WWW.GWRRA.ORG
• Select “Programs” then select Membership Enhancement
– Click on “Couple of the Year” OR “Guides”
– Then click on “Couple of the Year Program Manual”
•Many GWRRA Officers start out as a Couple of The Year
Version 1.14 January 2015 OCP Module #7 22
Gold Wing Road Riders AssociationOfficer Certification Program
FUN Program, a Competition and no Real Losers
It’s a Whole Chapter Endeavor
It’s FUN, Social, Education and Visitation
It’s a great Blueprint for a Chapter anytime
Is your Chapter up to the Challenge?
Chapter of the Year Program
Version 1.14 January 2015 OCP Module #7 23
Gold Wing Road Riders AssociationOfficer Certification Program
• Chapter of the Year Manual is located on Membership Enhancement Program website:
WWW.GWRRA.ORG
• Select “Programs” then select Membership Enhancement
– Click on “Chapter of the Year” OR “Guides”
– Then click on “Program Guide”
Chapter of the Year Program
• Open to all Chapters worldwide, large and small
Version 1.14 January 2015 OCP Module #7 24
Gold Wing Road Riders AssociationOfficer Certification Program
• Membership types and cost
• Transfer of Membership
• Member Benefits
• Special Interest Groups (SIG’s)
• Phantom Members
• Area Reports
• Couple Of The Year
• Chapter Of The Year
Summary
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Notes:
Membership Enhancement, SIG’s, Newsletters, ARL,
COY & CHOY Programs
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #7 25
Gold Wing Road Riders AssociationOfficer Certification Program
Thank You
44
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Notes:
Membership Enhancement, SIG’s, Newsletters, ARL,
COY & CHOY Programs
Version 1.13 January 2013
45
Officer
Certification
Program
OCP Student Handout‐ Module #8
Module 8
Marks, Logo’s, Patches,
Alcohol Policy & Property Marks, Logo’s, Patches, Alcohol, Property
Version 1.13 January 2013
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Notes:
Marks, Logo’s, Patches, Alcohol, Property
Version 1.13 January 2013
Officer
Certification
Program
COPYRIGHT 2013 Gold Wing Road Riders Association, Inc. All rights reserved under International and Pan-American Copyright Conventions. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopy, recording or otherwise, without the prior written
permission of the publisher.Published by GWRRA, Inc. 21423 North 11th Avenue, Phoenix, AZ 85027 Fax 602-581-3844 Phone 800-843-9460, 623-581-2500
Version 1.13 January 2013
Module 8
Marks, Logos, Patches,
Alcohol Policy & PropertyOriginal Author-Mike Briggs Updated by Anita M. Alkire, Deputy Director 2015,updated by Mike Briggs and Clara Boldt 12-15
Version 11.10 November 2010 OCP Module #8 2
Gold Wing Road Riders AssociationOfficer Certification Program
Overview
• Approvals for Marks & Logos & allowable usage
• Officer use of Marks and Chapter patches
• Mailing labels
• GWRRA & alcoholic beverage policy
• Chapter, District & Region property and the proper reporting and accounting of such.
Version 11.10 November 2010 OCP Module #8 3
Gold Wing Road Riders AssociationOfficer Certification Program
Marks and Logo Approval
• The following trademarks require approval from
Home Office for use
– Gold Wing Road Riders
– Griffin logo
– Wing Ding
– Wing World
• GWRRA standards of use
• Chapter use of marks and logos
Version 11.10 November 2010 OCP Module #8 4
Gold Wing Road Riders AssociationOfficer Certification Program
Commercial Use of ‘Marks’ -Profit Involved• Anyone may ask permission for use of marks
• Marks that are reproduced need the written approval of the Director of GWRRA
• Requests must include information about use
• Licensed for 12 months
• $750 Licensing Fee
• Wing Ding only fee available
Version 11.10 November 2010 OCP Module #8 5
Gold Wing Road Riders AssociationOfficer Certification Program
Officer Use of ‘Marks’• Distinction between “commercial” and “Officer” use
• Requests are Granted under the following criteria
– National Logo is exact
– For GWRRA events
– Use the proper logo
– No income or sale of item
– Approval comes from Home Office
– No approval needed if no income is generated and used for identification of GWRRA Member events-further questions call Home Office
Version 11.10 November 2010 OCP Module #8 6
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter Patches
• Subordinate to National logo
• 4” or less
• Approved by District Director
• Has one of the following:– GWRRA
– Gold Wing Road Riders Association
– Logo (Crest)
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Notes:
Marks, Logo’s, Patches, Alcohol, Property
Version 1.13 January 2013
Version 11.10 November 2010 OCP Module #8 7
Gold Wing Road Riders AssociationOfficer Certification Program
Mailing Label Requests
• GWRRA Officer may request from Home Office
• Cost for labels is $.08 each
• Not for commercial use
Version 11.10 November 2010 OCP Module #8 8
Gold Wing Road Riders AssociationOfficer Certification Program
GWRRA and Alcohol
• GWRRA is not instituting policy on an individual’s personal choices.
• High level of possible liability to Officers and GWRRA
• Selling of alcohol at GWRRA events is not allowed
• Do not make it available and cannot advertise its availability at GWRRA Events.
• Cannot distribute Alcoholic Beverages as an Award or Prize
Version 11.10 November 2010 OCP Module #8 9
Gold Wing Road Riders AssociationOfficer Certification Program
American Honda
• DO NOT solicit door prizes from American Honda.
• GWRRA maintains relationship with American Honda.
• All contact with American Honda is handled through the GWRRA Home Office.
Version 11.10 November 2010 OCP Module #8 10
Gold Wing Road Riders AssociationOfficer Certification Program
Chapter, District, Region Property• Equipment purchased with $100 value or more
with GWRRA funds must remain part of that Office.
• Receipts must be kept and Equipment List must be maintained and included annually with financial report. (Form I-34)
• Provides for continuity of “ownership”
• Each Director must maintain a backup copy of records
Version 11.10 November 2010 OCP Module #8 11
Gold Wing Road Riders AssociationOfficer Certification Program
If no inventory then place a diagonal line through and the Director will sign and date
Version 11.10 November 2010 OCP Module #8 12
Gold Wing Road Riders AssociationOfficer Certification Program
Summary
• Approvals for Marks & Logos & allowable usage
• Officer use of Marks and Chapter Patches
• Mailing labels
• GWRRA and Alcoholic Beverage Policy
• Chapter, District & Region property and the proper reporting and accounting of such.
48
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Notes:
Marks, Logo’s, Patches, Alcohol, Property
Version 1.13 January 2013
Version 11.10 November 2010 OCP Module #8 13
Gold Wing Road Riders AssociationOfficer Certification Program
Thank You!
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Notes:
Marks, Logo’s, Patches, Alcohol, Property
Version 1.13 January 2013
50
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OCP Student Handout‐ Module #9
Module 9
Standards of Conduct, Grievances,
and Officer/Member Conduct
© Standards of Conduct, Grievances
Version 1.13 January 2013
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Notes:
© Standards of Conduct, Grievances
Version 1.13 January 2013
Officer
Certification
Program
COPYRIGHT 2013 Gold Wing Road Riders Association, Inc. All rights reserved under International and Pan-American Copyright Conventions. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopy, recording or otherwise, without the prior written
permission of the publisher.Published by GWRRA, Inc. 21423 North 11th Avenue, Phoenix, AZ 85027 Fax 602-581-3844 Phone 800-843-9460, 623-581-2500
Version 1.13 January 2013
Module 9
Standards of Conduct, Grievances, &
Officer/Member MisconductUpdated by Mike Briggs and Clara Boldt 12-15
Version 1.13 January 2013 OCP Module #9 2
Gold Wing Road Riders AssociationOfficer Certification Program
Introduction
• How is an Officer expected to conduct themselves?
• What is a Grievance and what does it mean?
• Is there a Member Grievance Policy and an Officer Grievance Policy?
• How does GWRRA spell out the Officer Discipline/Removal Policy?
• Do Members have a standard of conduct?
Version 1.13 January 2013 OCP Module #9 3
Gold Wing Road Riders AssociationOfficer Certification Program
Standards of Conduct (Officer Handbook)
As an Officer of the Gold Wing Road Riders Association, I pledge to:
• MAINTAIN loyalty to my Association and aggressively help it to
achieve its objectives and goals.
• HOLD inviolate the confidential relationship between the individual
Members of our Association and myself and all confidential information
entrusted to me through my Association office.
• SERVE all Members of our Association impartially, and to provide no
special privilege to any individual Member, nor to accept any special
personal compensation for the performance of my duties.
• NEITHER engage in, nor countenance, any exploitation of our
Association, and to safeguard and protect all its Marks.
Version 1.13 January 2013 OCP Module #9 4
Gold Wing Road Riders AssociationOfficer Certification Program
As an Officer of the Gold Wing Road Riders Association, I pledge to:
• RECOGNIZE and properly and fairly perform my responsibilities to our
Association, to uphold all rules and policies relating to its activities,
with skill, courtesy, honor, goodwill and especially to uphold exemplary
service to the membership.
• EXERCISE and utilize sound “people principles” in the conduct of the
affairs of my office.
• USE only fair, moral and ethical means when seeking to influence
opinion.
• ALLOW no false or misleading statements to be made to the public or
Membership.
Standards of Conduct (Officer Handbook)
Version 1.13 January 2013 OCP Module #9 5
Gold Wing Road Riders AssociationOfficer Certification Program
As an Officer of the Gold Wing Road Riders Association, I pledge to:
• NOT disseminate any malicious information concerning this or any
organization.
• ACCEPT responsibility for cooperating in every reasonable way with
all Association Officers and Members.
• USE every opportunity to improve public understanding of the positive
principles of motorcycling, especially GWRRA.
• MAINTAIN high standards of personal conduct, and make efforts to
improve my management skills, my character, and my communication
techniques.
Standards of Conduct (Officer Handbook)
Version 1.13 January 2013 OCP Module #9 6
Gold Wing Road Riders AssociationOfficer Certification Program
Member Grievances
• A Grievance is a claim based upon the interpretation, application, or violation of GWRRA policies that have a negative impact on Membership enjoyment, Officer selection, Officer terminations, or any unfair or inequitable treatment.
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© Standards of Conduct, Grievances
Version 1.13 January 2013
Version 1.13 January 2013 OCP Module #9 7
Gold Wing Road Riders AssociationOfficer Certification Program
Letter of Complaint
• Before entering into Level 1 of the Member Grievance Policy, a Letter of Complaint shall be submitted to an appropriate arbitrator (approved by parties concerned) listing the complaint of the aggrieved. This letter shall be available to all parties (accused). This allows the complaint to be resolved before becoming formal at Level 1. If the concerns of the aggrieved cannot be resolved, proceed to Level 1.
Version 1.13 January 2013 OCP Module #9 8
Gold Wing Road Riders AssociationOfficer Certification Program
• Level 1
– Within 10 days discuss with the appropriate Director and other concerned parties to work to resolve issue. Try to resolve the issue as close to the problem as possible.
– All efforts should be focused on resolving the complaint at this point!
Members Grievance Procedure
Version 1.13 January 2013 OCP Module #9 9
Gold Wing Road Riders AssociationOfficer Certification Program
• Level 2
– If no resolution or decision is made within 5 business days after meeting, the aggrieved may file the written Grievance form with the Region Director.
– Within 10 working days, the Region Director must contact aggrieved and seek resolution. Full documentation must be assembled and sent to all interested parties.
• Written resolution must be provided.
– Any meetings are private and held with only the parties involved attending.
Members Grievance Procedure
Version 1.13 January 2013 OCP Module #9 10
Gold Wing Road Riders AssociationOfficer Certification Program
• Level 3
– If the aggrieved is not satisfied, then they may file written Grievance form with Director of GWRRA.
– Director of GWRRA has 15 days to review and to provide written response to all interested parties.
– Director of GWRRA’s decision is final and no other appeals are allowable.
– Any meetings are private and held with only the parties involved attending.
Members Grievance Procedure
Version 1.13 January 2013 OCP Module #9 11
Gold Wing Road Riders AssociationOfficer Certification Program
• Allows Officer to file Grievance against a Member who is not a fellow Officer.
• Normally used in case of extreme personal matters between parties.
• Gives Officer recourse against physical or extreme personal attack.
• Officer Grievance must be defined, witnessed and provable
• Bar is higher for Officer to file Grievance against a Member
Officer Grievance Policy
Version 1.13 January 2013 OCP Module #9 12
Gold Wing Road Riders AssociationOfficer Certification Program
• Disagreements about policies are not a reason to file a Grievance.
• First, a written complaint must be filed with the Appointing Officer.
• Appointing Officer is to respond within 72 hours of receiving the written complaint.
• Appointing Officer is to work with both parties to seek resolution of the Grievance.
Officer Grievance Policy
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© Standards of Conduct, Grievances
Version 1.13 January 2013
Version 1.13 January 2013 OCP Module #9 13
Gold Wing Road Riders AssociationOfficer Certification Program
• If either party disagrees with Appointing Officer’s decision, then either party can appeal to the next level, which is the Region Trainer.
• The Region Trainer becomes the Arbitrator for the situation. If the local Region Trainer is not available then the Region Trainer from another Region is used.
Officer Grievance Policy
Version 1.13 January 2013 OCP Module #9 14
Gold Wing Road Riders AssociationOfficer Certification Program
• It is the responsibility of the Region Trainer to remove themselves as Arbitrator if he/she has personal knowledge or relationships in the matter.
• The Director of Training shall review all decisions by the Arbitrator for adherence to the policies and procedures of GWRRA.
• Arbitrator’s decision is to be considered by BOTHparties as FINAL.
Officer Grievance Policy
Version 1.13 January 2013 OCP Module #9 15
Gold Wing Road Riders AssociationOfficer Certification Program
Officer Grievance Policy
• If Officer who filed the Grievance disregards the decision of the Appointing Officer or Arbitrator, they can be removed from office by their Appointing Officer.
• If the Member chooses to disregard the decision, they can be erased from the Membership roles and unused Membership fees refunded.
Version 1.13 January 2013 OCP Module #9 16
Gold Wing Road Riders AssociationOfficer Certification Program
• Discipline has one key element – restoration.
• Remember our leaders are volunteers, so be sensitive and caring in your conversations.
• If situation is not serious enough to warrant removal, reprimand and/or probation are options.
• Discipline is where an Officer recognizes their mistake(s) and agrees to correct the situation.
Officer Discipline/Removal
Version 1.13 January 2013 OCP Module #9 17
Gold Wing Road Riders AssociationOfficer Certification Program
• The Appointing and Approving Officer must be involved.
• Reprimand must be in writing and given in private. Any probation period must be spelled out and given to the Officer.
• After probation period is complete, the Officer is to be commended in writing by their Appointing Officer for correcting the offense.
Officer Discipline/Removal
Version 1.13 January 2013 OCP Module #9 18
Gold Wing Road Riders AssociationOfficer Certification Program
• If Officer is removed, the Appointing and Approving Officer must both be included. Personal and private meeting(s) with all parties are preferred, if possible, to discuss the decision.
• Discuss in detail with the Officer being removed the reasons why and provide the reasons in writing.
Officer Discipline/Removal
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© Standards of Conduct, Grievances
Version 1.13 January 2013
Version 1.13 January 2013 OCP Module #9 19
Gold Wing Road Riders AssociationOfficer Certification Program
Officer Discipline/Removal
• Allow for the removed Officer to be aware of the Grievance process and their right to use it.
• Treat the removed Officer as you wish to be treated. Have clear and written reasons for the action taken and file all paperwork with Region Director and Director of GWRRA.
Version 1.13 January 2013 OCP Module #9 20
Gold Wing Road Riders AssociationOfficer Certification Program
• Members have no standard of conduct except that which is acceptable by society and lawful.
• Members have the right to express their opinion and feel free to disagree with any decision in a manner which is non-threatening and non- violent.
Member Conduct
Version 1.13 January 2013 OCP Module #9 21
Gold Wing Road Riders AssociationOfficer Certification Program
Member Conduct
• Any misconduct by a Member should be brought to the attention of the Director of that level and they should strive to communicate to the Member their concerns.
• If any Member threatens physical harm or commits physical harm to any member or Officer, local Law Enforcement should be contacted.
Version 1.13 January 2013 OCP Module #9 22
Gold Wing Road Riders AssociationOfficer Certification Program
Member Conduct
• If the Member’s misconduct is deemed to be a detriment or harmful to the Association, the local level Officer should seek council of their Appointing Officer as how to handle the situation. Higher levels of Officers within GWRRA are also available resources to help resolve the issue.
• A written warning to end the behavior, including up to erasure from the Membership roles, can be considered.
• Any erasure must have the Director of GWRRA’s approval.
Version 1.13 January 2013 OCP Module #9 23
Gold Wing Road Riders AssociationOfficer Certification Program
Summary
• How is an Officer expected to conduct themselves?
• What is a Grievance and what does it mean?
• Is there a Member Grievance Policy and an Officer Grievance Policy?
• How does GWRRA spell out the Officer Discipline/Removal Policy?
• Do Members have a standard of conduct?
Version 1.13 January 2013 OCP Module #9 24
Gold Wing Road Riders AssociationOfficer Certification Program
Thank you!
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© Standards of Conduct, Grievances
Version 1.13 January 2013
56
Officer
Certification
Program
OCP Student Handout‐ Module #10
Module 10
Effective Teams and Goal Setting
Effective Teams and Goal Setting
Version 1.13 January 2013
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Notes:
Effective Teams and Goal Setting
Version 1.13 January 2013
Officer
Certification
Program
COPYRIGHT 2013 Gold Wing Road Riders Association, Inc. All rights reserved under International and Pan-American Copyright Conventions. No part of this
publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopy, recording or otherwise,
without the prior written permission of the publisher.
Published by GWRRA, Inc. 21423 North 11th Avenue, Phoenix, AZ 85027 Fax 602-581-3844 Phone 800-843-9460, 623-581-2500
Version 1.14 January 2015
Module 10
Effective TEAMS and Goal SettingEdited by Anita Alkire and Bruce Beeman 11/2014, updated by Mike Briggs and Clara Boldt 12-15
Version 1.14 January 2015 OCP Module #10 2
Gold Wing Road Riders AssociationOfficer Certification Program
• The focus of a GWRRA Team is to provide an atmosphere for Fun, Safety, and Knowledge for the Membership.
• Building an effective Team that gives the Membership a positive view of GWRRA as a whole.
Together
Everyone
Achieves/accomplishes
More
Introduction
Version 1.14 January 2015 OCP Module #10 3
Gold Wing Road Riders AssociationOfficer Certification Program
• Teambuilding Concepts and Benefits
• Teambuilding Challenges
• Characteristics of a Successful Team
• Goal Setting
• Know the Hats You Wear
• Budgeting and Stewardship
Objectives
Version 1.14 January 2015 OCP Module #10 4
Gold Wing Road Riders AssociationOfficer Certification Program
GWRRA Team Focus is…
Membership
Think of this, who is your customer? International is the Region; Region is District; District is the Chapter and the Chapter is the Member
Version 1.14 January 2015 OCP Module #10 5
Gold Wing Road Riders AssociationOfficer Certification Program
GWRRA’s Team’s purpose…
Friends Fun Safety Knowledge
Life
Trust though
Empowerment
By Example
By Example
Chapter Talks
Public Contact
Parking Lot
Practices
Rider Courses
for and
Officer Training
Member
Seminars
Technical
Information
Chapter Gatherings
Socials
Group Rides
Chapter Visits
Supporting
GWRRA Events
Version 1.14 January 2015 OCP Module #10 6
Gold Wing Road Riders AssociationOfficer Certification Program
• People want to be involved
• People want responsibility
• People want a say in decisions
• People work better when they work together for a common purpose
Teambuilding Concepts
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Effective Teams and Goal Setting
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #10 7
Gold Wing Road Riders AssociationOfficer Certification Program
• Increased knowledge and expertise
• Better perspective thru interaction
• Synergy
• Improved motivation, commitment, involvement
• Better solutions
• Ownership thru up-front involvement
Benefits of Teams
Version 1.14 January 2015 OCP Module #10 8
Gold Wing Road Riders AssociationOfficer Certification Program
• Developing accurate insights
• Recognizing the need to work together
• Building commitment
• Sustaining movement toward the goal
• Keeping focused
Teambuilding Challenges
Version 1.14 January 2015 OCP Module #10 9
Gold Wing Road Riders AssociationOfficer Certification Program
• Sense of purpose
• Open communications-safe environment
• Trust and mutual respect
• Shared leadership
• Effective working procedures
Characteristics of a Successful Team
Version 1.14 January 2015 OCP Module #10 10
Gold Wing Road Riders AssociationOfficer Certification Program
• Building on differences
• Flexibility and adaptability
• Continuous learning
• Open Mind
Characteristics of a Successful Team
Version 1.14 January 2015 OCP Module #10 11
Gold Wing Road Riders AssociationOfficer Certification Program
1. Selection of the Players (The Draft)
2. Training and Coaching
3. Game Plan (TEAM Goals)
4. Execution (Game Day)-making it happen
5. Continuous Improvement
Making Your Championship Team Tick
Version 1.14 January 2015 OCP Module #10 12
Gold Wing Road Riders AssociationOfficer Certification Program
The Draft-Building Your TEAM
1. First is the selection of the players, the TEAM
2. It’s not just automatic, TEAMS are picked and should be chosen carefully with specific knowledge, characteristics and skills in mind (we have a process to follow)
3. It’s easy to hire a friend but it can be a life long loss if you have to fire them or worse need to fire them and don’t.
4. People who are passionate about their area of responsibility and have a TEAM attitude
5. People who are committed to TEAM and want to be apart of TEAM, there is no I in TEAM
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Effective Teams and Goal Setting
Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #10 13
Gold Wing Road Riders AssociationOfficer Certification Program
Training and Coaching the TEAM
1. Education is the start, just like athletes are trained and coached, our TEAMS need to be Trained and Coached.
2. Officers Certification Program
3. Lead Like You Ride and Path to Leadership
4. GWRRA Handbooks-Does a player only review the playbook on the first day? Of course not, they are always reviewing and learning! So should we!
5. These tools are a good way to guide your TEAM down the right road to winning
Version 1.14 January 2015 OCP Module #10 14
Gold Wing Road Riders AssociationOfficer Certification Program
Game Plan1. You need to have a plan (goals). A road map.
2. What is your overall “Theme” for the Year, Your BIG Vision
3. What 3 action items will accomplish this “Theme”?
4. Now plan no more than:
a. 5 tasks to support each of the 3 action items;
b. how will it be done;
c. who is going to do it and
d. when must it be done
e. Do they support the theme and GWRRA motto?
5. Now you have a game plan!
Version 1.14 January 2015 OCP Module #10 15
Gold Wing Road Riders AssociationOfficer Certification Program
Game Plan……Smart GoalsSpecific, Simple, Stretch
Measureable, Meaningful, Motivating
Achievable, Action oriented
Realistic, Results oriented
Timebound, Trackable
Version 1.14 January 2015 OCP Module #10 16
Gold Wing Road Riders AssociationOfficer Certification Program
Game Day-making it happen1. Every time you are with the members, it’s Game
Day!
2. It’s your time to shine!
3. We have the tools and the training…we’ve practiced
4. Now it’s time to play, have your agenda, know your part, does it include the entire TEAM and is it FUN
5. The TEAM must show up early, game face on and ready to play!
Version 1.14 January 2015 OCP Module #10 17
Gold Wing Road Riders AssociationOfficer Certification Program
Review, Improve, Strategize, Repeat1. Winning Championships is more than winning 1 or
2 games! It’s a series of victories from each member of the TEAM that makes you the best on the field.
2. What is the first thing you hear a coach say on TV after a big game? Is it, “well we’re good enough so we’re going to take next week off”? OF COURSE NOT!
Version 1.14 January 2015 OCP Module #10 18
Gold Wing Road Riders AssociationOfficer Certification Program
Review, Improve, Strategize, Repeat3. They are already preparing their strategic plan for next week addressing everyone on the TEAM
4. We also have to continuously improve
5. We have to regroup, review and strategize again (repeat)
6. Use the tools available to us to improve: OCP, Lead Like You Ride, Training, Officer’s one level up, Your peers, the Officer’s who went before you, the Handbooks
7. Accept the coaching and training being offered and demand it for all on your TEAM
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Version 1.13 January 2013
Version 1.14 January 2015 OCP Module #10 19
Gold Wing Road Riders AssociationOfficer Certification Program
Want a Championship TEAMLet’s summarize your game plan
1. Select the right players
2. Training and Coaching
3. Game Plan (Goals)
4. Execution (action, making it happen)
5. Continuously improving and reviewing
6. REMEMBER the most important point: Is this going to benefit the members
Version 1.14 January 2015 OCP Module #10 20
Gold Wing Road Riders AssociationOfficer Certification Program
• Decision making process
– As often as possible use a Team approach to solve problems.
– Privately discuss issues with the Team and include your appointing Officer in the conversation as needed
– Avoid critical emails-never answer an email when you’re upset
– Promote proper perspective in the decision-ask questions
– The decision should stand the test, “Is it fair?”
– “Count the cost” of the Team’s decision and ensure it has positive results for the Members-What outcome do you want?
– Team must have a united front on all decisions ALWAYS!
Team Problem Solving…Working Together
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Gold Wing Road Riders AssociationOfficer Certification Program
Acting as a TEAM• Every Team Member’s responsibility
– Membership is the Focus
– “Walk the Talk”, represent 24/7
– Continuity is a must
– Put Team 1st
“Sacrificing individual gain for the
Team’s greater good is the price of
admission Team members must
pay… and keep paying… to be on the
Team.” Copyright 2009, Simple Truths, LLC
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Gold Wing Road Riders AssociationOfficer Certification Program
Knowing and Understanding the Hat You Wear…
• Director’s role as facilitator of their Team
– While being “content neutral”, use the Team to brainstorm ideas and make final selections. This gives them ownership.
– Delegate the responsibilities with follow-up. Be creative and include as many Members as possible.
– Give clear and objective communication to each Team member to reach the Team’s goals.
– Visualize success. “Talk it up” at meetings, through newsletters, with the “Phone Tree”, etc.
– Enjoy success through recognition and praise of your Team.
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Gold Wing Road Riders AssociationOfficer Certification Program
Know the Hat You Wear…
• Director’s role as a supporting member…
– Endorse the responsibilities of Program “Core Team” members.
– Honor the “Core Team” Officers and Coordinators
– Support their programs financially
– Actively support District/Regional/International Events
– Be a pipeline to distribute information from District/Region/International sources
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Know the Hat You Wear…• Director’s role as a leader…
– Walk the talk
– Put Members 1st
– Build trust through empowerment of TEAM and the Chapter Members; District TEAM and the Chapter TEAMS; Region TEAM and the District TEAMS
– Communicate… Horizontally + Vertically
– Identify and use the strengths of individual Team Members to benefit the whole.
– Clearly define the role and tasks of the individual Team Members, so they benefit the whole.
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Notes:
Effective Teams and Goal Setting
Version 1.13 January 2013
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Gold Wing Road Riders AssociationOfficer Certification Program
• Teambuilding Concepts and Benefits
• Teambuilding Challenges
• Characteristics of a Successful Team
• Goal Setting
• Knowing the Hats You Wear
Summary
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Thank You
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Notes:
Effective Teams and Goal Setting
Version 1.13 January 2013