SOUTH SOUND HARLEY OWNERS GROUP
The Harley Owners group (HOG) is an organization founded and sponsored by Harley‑Davidson Motor Company. The group was established to offer motorcycling benefits and services to Harley‑Davidson enthusiasts throughout the world, and to develop a close relationship between the Harley‑Davidson rider, the Harley Davidson dealer and the Harley‑Davidson Motor Company. The goal of this Chapter is to generate an increased level of enthusiasm for riding Harley‑Davidson motorcycles.
Article I - Purpose
The South Sound HOG Chapter has joined together for the common interest of promoting local motorcycling activities for our members. We are a family‑oriented, social organization of HOG members dedicated to advancing the enjoyment, image, and safety of the sport of riding Harley‑Davidson motorcycles.
Article II - Mission
To ride and have fun.
Article III – Name and Affiliations
A. The name of this organization is the Harley Owners Group, South Sound Chapter #5385, hereafter referred to as “South Sound Chapter” or “The Chapter”.
B. Our Sponsoring dealer is Northwest Harley‑Davidson Inc., who is authorized by the Harley Owners Group to establish the South Sound Chapter as a not‑for‑profit, independent corporation.
C. South Sound Chapter By‑laws are subordinates to the constitution and rules of the Harley Owners Group, a division of Harley‑Davidson Motor Company, and is superseded by such in the event of a conflict.
Article IV – Officers
A. The South Sound Chapter shall have the following primary officers: Director, Assistant Director, Treasurer and Secretary. Other discretionary officers may be appointed as needed.
B. The sponsoring dealer (Northwest Harley‑Davidson Inc.) may assume any, or all, officer position(s) including their respective responsibilities and may remove any officer from office at the dealer’s sole discretion.
C. All officers shall work with the dealer to uphold the Annual Charter for HOG Chapters and HOG operating policies as published in the current Annual HOG Handbook. The dealer has the authority to override the Chapter By‑laws provided the dealer abides by the national HOG Charter.
D. Nominations for Primary Chapter officers shall be made in the October meeting. Nominees for Primary officers must have full member status. Annual elections of primary officers shall take place at the regularly scheduled November meeting. The term of office for primary and discretionary officers shall be one year, beginning January 1 and ending December 31.
E. In the event the director position becomes vacant before his term is over, the sponsoring dealer will determine how, or if, a replacement is to be chosen. In the absence of a Director the Assistant Director will assume the duties of the Director. In the event of other primary or discretionary officer position vacancies, a replacement may be appointed by the Director. If more than one primary officer vacancy exists, a special election will be held to fill the vacancies.
F. The duties and responsibilities of the primary chapter officers shall be as follows:
Director: The Director shall be responsible for conducting all chapter meetings in a timely and orderly fashion, represent the chapter on a regional, state and local level, maintain harmony in the chapter, appoint and direct committees as needed, keep members updated about coming events and issues related to the chapter, and appoint non‑elected officers of the South Sound Chapter.
Assistant Director: The Assistant Director shall assist the director in carrying out the Director’s duties. The Assistant Director shall also be responsible for promoting membership, membership orientation and keeping the chapter informed of HOG programs and benefits. The Assistant Director shall also act as HOG State Rally liaison and shall ensure that information regarding HOG State Rallies is communicated to the chapter membership.
Treasurer: The Treasurer shall be responsible for collection and disbursement of chapter funds, reporting the financial transactions to the membership on a monthly basis, submitting an annual financial report to HOG, compliance with all revenue recording and reporting requirements of the local, state, and federal governments.
Secretary: The Secretary shall be responsible for the administrative needs of the chapter, keeping minutes of monthly chapter business meetings, and submitting to HOG the HOG Chapter Charter Application and any other reports as required by HOG. Further, the secretary shall insure preparation of injury report forms, timely submission of injury report forms to the insurance company.
G. Further, the duties and responsibilities of the discretionary chapter directors shall be:
Membership Officer: The Membership Officer ensures that all chapter members are current HOG members, having on file a signed copy of the Annual Chapter Membership Enrollment Form and Release of each member as signed on an annual basis, enrolls new members into the chapter, administers annual chapter member renewal processed and maintains membership changes online in the Chapter Officer section of members.hog.com. Is responsible for the maintenance and storage of release forms and injury reports.
Activities Director: The Activities Director shall be responsible for the administration of chapter events: assists in the coordination of the calendar of chapter sponsor events, and keeps the membership informed of rides and events sponsored by the chapter.
Ladies of Harley Director: The LOH Director shall be responsible for representing the chapter in all LOH functions, and encouraging women members to take an active part in chapter activities. The LOH Director shall also keep the membership informed of all LOH events and activities.
Head Road Captain: The Head Road Captain shall work with the Director, Assistant Director, Safety Director, Activities Director, and any designated ride Lead Road Captain on all planned rides or events, know the route of and rules of the road for each ride, and assist those participating in a chapter ride or event.
Editor: The Editor shall be responsible for assembling and organizing written, oral (broadcast) and electronic material for chapter publications, e.g. newsletters, press releases. All chapter publications whether written, oral (broadcast) or electronic, shall be subject to approval by the Director and sponsoring dealer prior to publication.
Safety Director: The Safety Director shall be responsible for providing chapter members with the information relating to the availability of rider training programs. The Safety Director informs members of safe riding habits. The Safety Director shall work with the Director, Assistant Director, Activities Director, and the Road Captains in order to ensure that the safety of the members is of first importance regarding rides or planned events.
Photographer: The Photographer shall be responsible for obtaining and organizing chapter photographs for use in chapter publications and chapter history albums.
Historian: The Historian shall be responsible for the preparation and maintenance of a written account of the history of the chapter, to include officer positions, chapter activities and membership levels.
Web Master: The Web Master authors, edits and updates the chapter website. Acts as caretaker for chapter by protecting chapter members privacy by not revealing personal chapter member or private chapter information on the chapter website. Informs chapter members of chapter activities by including in the chapter website. Includes official chapter name and number on all material published by the chapter.
H. The Director may appoint task specific discretionary officers as needs arise.
I. The Primary Officers and appointed Directors will comprise the Board of Directors for the South Sound Chapter
Article V – Membership
A. All Harley Owner Group members in good standing are eligible for membership in the South Sound Chapter.
B. All members must complete and sign an application for annual membership.
C. The South Sound HOG membership type will mirror the members National HOG membership type.
D. An expired membership in the National HOG terminates South Sound Chapter membership.
E. The sponsoring dealer may suspend or terminate a person’s membership in the sponsored chapter if the sponsoring dealer, in the sponsoring dealer’s sole discretion, determines that a member’s conduct is undesirable or contrary to the sponsoring dealer’s interests.
F. Primary Officers of the South Sound Chapter may NOT hold a (Primary) Officer position concurrently in another HOG chapter but may have dual memberships.
G. Types of Membership
Full Membership: A full membership is good for one year and entitles the member to all of the benefits and services of the South Sound HOG. A full membership is intended for a Harley Davidson motorcycle owner.
Full Life Membership: Full life members are entitles to all the benefits of a full member with a one time payment.
Associate Membership: Associate membership is good for one year and is intended for the passenger of a Harley Davidson motorcycle. An Associate membership requires the sponsorship of a full member.
Full Life Associate Membership: Associate life members are entitled to all the benefits of an associate member with a one time payment. An Associate life membership requires the sponsorship of a full life member.
Article VI – Dues
A. Chapters are to be not‑for‑profit organizations. The sponsoring dealer may, in the sponsoring dealer’s sole discretion, establish chapter dues to be utilized solely to pay or defray the cost of chapter management.
B. Membership dues will be determined by the Board annually in order to maintain a fiscally sound position of the chapter but not to exceed the limit set by the National Harley Owners Group.
C. Chapters may conduct legitimate fund‑raising activities to assist in paying or defraying chapter operating expenses or to raise funds for charitable purposes. All such fund raising activity shall be subject to approval by the sponsoring dealer. The Officers will monitor the income and expenses of the chapter and if required to maintain a fiscally sound position for the chapter, may recommend to the sponsoring dealer changes to the annual membership dues amount.
Article VII – Fees and Expenses
A. The membership fee is non‑refundable unless the member is removed for cause. The fees for a member removed for cause will be prorated for the remaining membership term.
B. Members will be provided a receipt of all fees paid if they request same.
C. No officer or member shall receive payment for the performance of his or her chapter duties.
D. The Primary Officers and appointed Directors shall be reimbursed for all expenses pertaining to the performance of that office.
E. Expenditures shall not excel $150.00 (one hundred fifty dollars) at a single time without prior approval of a majority of primary officers.
Article VI II– Income and Property
A. The Treasurer and a Primary Officer control moneys and receipts for the chapter. Any outstanding income must be turned over within 10 working days of receipt, or the next scheduled board meeting, whichever comes first.
B. Any trophies, certificates, awards, etc. earned by the chapter will be offered the that Northwest Harley‑Davidson of Lacey for display.
Article IX – Meetings
A. South Sound Chapter Board of director meetings will be held the first Tuesday of every month, or any other day so voted by the Board of Directors, and will conduct the Chapter business.
B. South Sound Chapter general membership meetings will be held the second Tuesday of every month, or any other day so voted by the general membership.
C. Membership must be notified of any change in day or location of any meeting at least 10 days in advance.
D. Solicitations for donations without prior approval from the Director are expressly forbidden during the meeting.
E. Chapter voting during either business meetings or general meeting must be by a majority vote of the Board of Directors or chapter quorum respectively. The chapter quorum shall consist of 10% of the current chapter membership.
F. Voting for election of primary officers, amendments, alterations, or repeals of By‑laws must be in person.
G. Scheduling of chapter activities will be done at the December General meeting and made available to each member. Chapter activities may be scheduled between meetings with the approval of the Activities Director, the Road Captain, and the Director and posted at the dealership.
Article X – Newsletter and Other Publications
A. All material published by the chapter must include the official chapter name and number.
B. There shall be a minimum of six (6) newsletters published each calendar year.
C. All chapter publications, whether written, oral (broadcast), or electronic must be approved by Northwest Harley‑Davidson Inc.
D. The South sound Chapter mailing list is the property of the South Sound Chapter and is considered to be confidential material for chapter use only. The mailing list may not be used or provided for personal profit or gain.
Article XI – Activities
A. Chapter events and activities are the sole responsibility of the local chapter. These events and activities may include any family‑oriented, safe activities that promote a positive image of the sport of motorcycling and that appeal to the chapter membership.
Article XII – Logos and Trademarks
A. All HOG logos are registered trademarks of Harley‑Davidson, Inc.; products bearing these logos must be obtained under the direction of the merchandise coordinator of HOG staff in Milwaukee.
B. The right to distribute or associate any product and/or services with the phrase “South Sound Chapter” or any recognizable variation thereof is reserved by Northwest Harley‑Davidson Inc.
C. The right to display the full‑size “South Sound Chapter” rocker with the full‑size HOG logo is granted to active members of the South Sound Chapter. No other logo is approved for use in conjunction with these unless permission is granted by HOG National, The South Sound Chapter, or Northwest Harley‑Davidson Inc.
D. Officer patches are provided to current officers of South Sound Chapter and remain the property of the chapter.
Article XIII – Disclaimer
While the South Sound Chapter is affiliated with HOG National and Northwest Harley‑Davisson Inc., it remains a separate entity, responsible for its own actions. All Harley Owners Group members and their guest(s) participate voluntarily and at their own risk in HOG and HOG chapter activities. Harley‑Davidson, Inc., HOG, Northwest Harley‑Davidson Inc., South Sound Chapter and its Primary Officers, Directors and members are released and held harmless by the members for any injury or loss to the member or his or her property which may result from participation in HOG or the South Sound Chapter activities. This means that all members agree not to sue Harley‑Davidson, Inc., HOG, Northwest Harley‑Davidson Inc., and the South Sound Chapter, its Primary Officers, Directors and members for any injury that results to them or their property.
Article XIV – By‑laws
These By-Laws shall serve as operating policy for the South Sound Chapter and is available to all chapter members.
Article XV – Amendments
These By‑Laws of the South Sound Chapter shall be reviewed and or amended, as necessary, by a two‑thirds majority vote of members who are present at the next scheduled general meeting after notification to all members of the proposed change(s) or additions.
Article XVI – Disbursement of Funds
In the event of dissolution or final liquidation of the chapter, all of the remaining funds and property of the Chapter shall, after paying or making provision for the payment of all liabilities of the Chapter and for necessary expenses thereof, be distributed to such organization or organizations as are organized and operated exclusively for charitable purposes and which qualify as an exempt organization or organizations under Section 501 c (3) of the Internal Revenue Code. In no event shall any of such assets or property be distributed to any director, officer or private individual.
Article XVII – National, State, Local Laws
If any part of these By-Laws should be invalid for any reason whatsoever under national, state, or local laws having jurisdiction over subject matter of the Charter, then that part shall be considered deleted form these By-laws and the rest of these By-laws shall remain valid and in effect.