 |
ABATE of New York Inc.
Monroe County Chapter
Email (585)
234-0895
|
Chapter
Officer Duties.
ALL
OFFICERS who
are online need to sign up for this eGroup: |
|
A discussion and events forum for our members and the
motorcycling community. |
State
Mandated Chapter Offices
|
Additional
Monroe Co. Chapter Offices
All Monroe County Officers are nominated from, and elected by, the
General Membership of ABATE of Monroe County, New York, at the time
of the Chapter's annual Election of Officers, as defined and required
by the Chapter's by-laws. The term of office is one (1) year. |
The
Recording Secretary shall:
TOP
The
Corresponding Secretary shall:
- Make sure the mail gets taken care of and answered, whether the secretary
actually answers it or sees to it that the appropriate officer receives it
- See to it that the Membership Secretary receives the memberships that are
sent in through the mail,
- Send the bill for the P.O. Box to the Treasurer when it is due
- Send information to the State Newsletter Editor that the chapter requests
be submitted
- Handle or oversee all mail notices
- Maintain up to date address and phone files for the following:
- all local radio stations, TV stations, and newspapers (for public relations
purposes)
- all State and Federal Senators, Assemblymen, and other representatives
(for letters of complaint, notices of events, or letters regarding legislation)
- all places of business or motorcycle shops that may support the chapter,
or post flyers (for chapter events)
- Submit receipts and expense reports to the Treasurer
TOP
The
Membership Secretary shall:
-
Maintain
a log of the chapter membership. It will include
- name
- address and phone number
- ABATE membership number
- number of years they have been a member
- how many members they have signed up
- date of birth
- the member who signed them up
- Process and forward all new and renewal membership applications to the State
Membership Secretary as soon as possible.
- See to it that members who sign up three new members receive their free
"Member ABATE of New York" patch
-
See
to it that members who sign up six new members receive their free "ABATE
Supporter" pin
-
Send
renewal notices out to members who are going to expire soon. Though the
State Membership Secretary already sends an automatic notice, it is good
policy to send at least two notices.
-
submit
receipts and expense reports to the Treasurer
TOP
The
Legislative Coordinator shall:
-
Make
sure there are mail-in voter registration forms available at all meetings
-
Meet all Senators, Assemblymen, and other representative personally, and
make efforts to include chapter officers and/or members in these meetings
- Calmly present their chapter's views on legislation pertaining to
ABATE's goals and try to get their legislators views. It is advisable that
your chapter's representative's appearance and attitude coincides with society's
"norm". Even though we do not always fit in with the "norms",
nor do we agree with them, when approaching a legislator, we are in their
court and must make an effort to play by their rules. After all, we are asking
for their support. Legislators already have a preconceived "Marlon Brando"
image of a motorcyclist, let us not give the legislators their "image
come true". This has been stressed and requested at many State meetings
from the ABATE State Legislative Coordinators. If you cannot do it for yourself,
do it to make him/her happy!
- Send a legislative packet to each legislator in your chapter's area
-
Keep
your legislators informed as to the bills that ABATE of New York is working
on
- Set up a brief 10 to 15 minute letter writing campaign at membership meetings
when legislation is about to be voted on. It is advisable to have paper, pens,
envelopes, how-to-write-a-letter guides, and a couple of brief sample letters
available.
- Keep the lobbying committee (if there is one) informed of their legislator's
stand within their own chapter.
- Keep interested organizations and business in the chapter's area informed
-
Organize
a "Motorcycle Safety and Awareness Week" in the spring. The date
varies each year, but the chapters will be informed ahead of time, so they
can prepare. The county executive needs to be contacted so that he/she can
officially declare it, then this needs to be followed up by posters, press
releases, and advertisements.
-
Encourage
chapter members to volunteer to work with the election or re-election campaigns
of legislators who are in their favor.
-
Work
closely with the State Legislative Coordinator, and keep him/her informed
of chapter progress or problems
-
Distribute
information from the State Legislative Coordinator to the chapter officers
and membership.
-
Submit
legislative reports and information to the newsletter
-
Submit
receipts and expense reports to the Treasurer
- Be included on the signature card for the chapter checking account
- Deposit all funds
- Maintain a record of income and disbursement
- Accurately record accounts in a bound ledger
- Give a report of the chapters financial balance and activity each month
at the chapter's membership meeting
-
Submit
the required reports to the State Treasurer each month, and as otherwise
required
-
Oversee
all expenses
- Verify all expenses with a receipt showing the total amount and the purpose,
and properly record these expenses
-
Make
reimbursements for ABATE business IF
the treasury permits, and such spending was authorized by either a majority
of the chapter officers, or a majority of the members at a membership meeting.
Reimbursable expenses include travel, and lodging expenses to the ABATE
State Officers Meetings.
- Know and understand that the members are entitled to know where the money
is spent
- Keep track of the financial requirements for events, for future reference
and planning
- Submit receipts and expense reports, just as other chapter officers do
TOP
The
Products Officer shall:
-
Make
sure there are enough ABATE products ordered and kept on hand to satisfy
the chapter's needs. Orders should be made at least two months in advance
of the expected needs.
- Display products at membership meetings and chapter events, or at least
have then available for purchase. Unfortunately, this means that this officer
may not be able to ride in any of the runs unless other transportation arrangements
can be made.
- Submit all income from the products to the chapter Treasurer. It is recommended
that the income and profits from the sale of products be turned around to
purchase more products, expand the line of products available, and to increase
the amount kept on hand.
-
All
ABATE products are to be purchased from the State Products Officer. If you
have an idea, or have seen an item you would like to have added to the line
of products, contact the State Products Officer.
-
Submit
receipts and expense reports to the Treasurer
The
Public Relations Officer shall:
- Execute this position with tact, reason, and a well presented "salesmanship"
ability.
- Set up ABATE information booths at various functions. At most ABATE functions,
the PR Officer will most effectively work hand-in-hand with the Membership
Officer and the Products Officer.
-
Have
ABATE membership forms, posters, flyers, and other literature displayed
and/or available at places of business.
-
Solicit
area businesses to provide discounts to ABATE members, to advertise in the
chapter and state newsletters, and to be ABATE sponsors
- Take every opportunity for publicity and interviews with television, radio,
and print medias
- Monitor the medias for pro and anti-motorcycle pictures, articles, and stories.
- Produce and distribute press releases for events
- Produce and display posters and flyers for events
- Assist the chapter President and other officers in preparing for speeches
or presentations.
- Submit receipts and expense reports to the Treasurer
TOP
The
Newsletter Editor shall:
- Produce and distribute a chapter newsletter as frequently as has been decided
by the chapter
-
Provide
enough copies for all the members, sponsors, advertisers, and any other
recipients as has been decided by the chapter
- Solicit area businesses to advertise in the chapter and state newsletters
- Include items in the newsletter which have been decided by the chapter officers,
other items of interest and importance, and present it in a professional manner
- Submit receipts and expense reports to the Treasurer
TOP
The
Sergeant-At-Arms shall:
TOP
The
Road Captain shall:
- Fill the positions of road blocks, doing it themselves, if necessary
- Make sure the route of all runs is known to the participants, and inform
them run as to the departing time, destinations, and pit stops.
-
See
to it that there is transportation or other necessary assistance provided
for breakdowns
-
Stop
irresponsible riders from passing, cutting in and out, pulling stunts, or
drag racing. If they persist, the only legal recourse is to take their license
plate number, get witness, and file a complaint with the police. If they
are an ABATE member, a request to suspend them can be made at any chapter
meeting.
- Submit receipts and expense reports to the Treasurer
TOP
The
Vice President shall:
- See to it that the duties of the President continue to be carried out if
the President is unable to fulfill the term of the office, or if the President
is unable to attend a chapter membership meeting
- Assist the President in whatever request is made, such as verifying the
Treasurers books, following up on complaints, checking the ABATE Product inventory,
helping in making up display booths, etc.
- Be an ex-officio member on all standing committees.
- Submit receipts and expense reports to the Treasurer
-
Be
responsible for everything that happens in your chapter, be it good or bad
-
Preside
over all chapter officer and membership meetings
-
Represent
the chapter for all official business
-
Make
sure that the chapter's responsibilities to the State are met. You should
attend the four state meetings per year to keep updated and to bring your
chapter views and ideas to the meetings.
-
Help,
and ensure, all the other officers do their jobs and fulfill their responsibilities
-
Be
included on the signature card for the chapter checking account
- Share responsibility for chapter funds with the Treasurer
-
Submit
a monthly article for the chapter newsletter
- Have access to the chapter mailbox
- Obtain permits for chapter events
- Help coordinate and attend every event in your chapter. Show your members
that you care about what is going on and be visible
-
Be
available and responsive to your members, and to your chapter's needs. Communication
is a must, and the best start is the telephone. If your members can't talk
to you, they may lose interest
- Oversee all committees and events. The chairman of each committee should
make reports to you before a final vote. You don't need or want to run all
events or committees, more work can be accomplished when you learn how to
delegate jobs and authority.
- Coordinate efforts between and work with the other officers and the State
requirements
- Demonstrate good leadership abilities, have a good sense of reason, responsibility,
and tact
-
See
to it that everything gets done, even if this means doing it him/herself.
- Submit receipts and expense reports to the Treasurer
TOP
Additional
Monroe Co. Chapter Offices |
Advertising shall:
-
Cultivate and follow-up on Advertising leads and encourage
people to advertise in the County and/or State newsletters
- Keep track of Advertising accounts and make necessary calls/visits to secure
renewal of ads
-
Keep track of the monies sent in and give them to the
Treasurer with the information of who paid
- Work with PR to place ads in the necessary mediums to advertise upcoming
ABA TE events
- Work with the Board to have in place a specific list of what can be "comp'd"
and what cannot be. Right now, it depends on who you ask and we have had several
problems over the past year.
- Take care of the Classified Ads -putting new ones in and taking out those
that have sold. Sometimes things that have sold are not taken out from issue
to issue.
-
Help other officers where needed
TOP
Legislative Coordinator for
Federal Affairs (LCFA) shall:
Enhance and enable the effectiveness of the Monroe County
Chapter and its members in addressing Federal legislative and regulatory activities
which bear directly, or indirectly, on the rights, responsibilities, freedoms,
education, and safety of motorcycle riders throughout the United States of
America. This effort will be guided by the stated missions and goals of ABATE
of Monroe County and ABATE of New York.
Position Components may include, but are not limited
to, the following:
-
Research The LCFA shall seek and explore means to become
knowledgeable regarding Federal Affairs, as described under Purpose, above.
-
Education: The LCFA shall seek and explore means
to educate the Chapter and its members regarding Federal Affairs, as described
under Purpose, above.
-
Empowerment: The LCFA shall seek and explore
means to empower and facilitate the Chapter and its members in addressing
Federal legislative and regulatory activities, as described under Purpose,
above.
-
Coordination: The LCF A shall seek opportunities
to coordinate the activities of this position, the Chapter, and its members,
relative to Federal legislative and regulatory activities, with those
of other ABATE chapters, ABATE of New York, and other organizations, national
and international, whose missions are compatible with, or complementary
to, those of ABA TE.
-
Direct Lobbying: The LCF A shall seek opportunities
to enhance the effectiveness of the components and activities above through
communication/contact with relevant members of the Federal legislative
and regulatory system. Organizational Standing The holder of this position
shall be an Officer of the Chapter, with one (I) vote on the Executive
Board, and serves subject to the by-laws of the Chapter. Ancillary Powers
The holder of this position shall have discretion to convene, on an ad
hoc basis, a Committee on Federal Affairs:
-
This Committee shall be appointed/solicited, and
serve, at the pleasure, and in support, of the Legislative Coordinator
for Federal Affairs.
-
This Committee shall have no standing with respect
to the Executive Board, and shall have no vote.
TOP
Membership Recruiting/Retention Coordinator
shall:
TOP
Special Projects Officer shall take care of:
-
State Raffle Tickets
-
Billboards
-
Milk Cartons
-
Place Mats
TOP
Ways And Means Officer shall:
-
Put fliers up where ever possible (enlist help from others,
and check with owners if it's OK)
-
Keep in contact with all door prize donators, and spend
time talking to them and explaining each event
-
If given door prizes, make sure to get enough business
cards to be attached to each prize
-
Keep a written list of who gives and what was given (it
makes it easier for when the event comes due).
-
Make sure that there are enough door prize tickets, and
50/50 tickets on hand at all times
-
Make or arrange the making of Certificates of Thanks to
each company that gives door prizes, and hand deliver them (it shows more
appreciation)
-
Hold on to all receipts that must be turned in and keep
the Treasurer in the loop at all times.
-
Be courteous to all the people you deal with,
weather they donate or not
-
Wear the Officers Pin when going out to companies, so
the donators will know they are dealing with an ABATE officer, not someone
trying to rip them off
-
Maintain the chapter internet presence -
Monroe County
ABATE web site:
ABATEnyMonroe.org,
including:
-
Creation of new content
- Deletion of old content
- Maintenance: Keep the site online by making sure that the hosting,
domain name(s), email accounts and redirects (ABATEnyMonroe.com
redirects to ABATEnyMonroe.org)
are all current and paid for, and all renewals are submitted in a timely
manner.
- Oversee that any delegated duties to Assistants (Web Committee) are
performed to avoid negative feedback.
- Set up, maintain, and monitor and/or assign monitors for any related
eGroups or Message boards (RochesterRides).