ARTICLE V: OFFICERS
Section 1. Officers: The officers of the SHMCNY shall be a Chairman of the Board, who shall also be President, a Vice President, Secretary, Treasurer, Sgt-at-Arms, Road Captains, Public Relations Officer (PRO), Events Coordinator, Web Coordinator, Assistant Treasurer and Assistant Secretary may be elected in accordance with the provisions.
Section 2. Election and Term of Office: Members seeking office must be nominated for inclusion on the voting ballot at the General Membership outlined for nominations. Members seeking office must be “a member in good standing” as defined herein at the time of nomination. Nominees for President and Vice-President must also have been elected to another Board position and served for at least one (1) completed term. In order to accept a nomination for an elected position, a member must have, at minimum, two (2) consecutive years in good standing immediately preceding the date of nominations as a full-time Regular Member in order to be elected. The officers of the SHMCNY shall be elected by the general membership at the biannual election meeting, where those members present shall constitute a quorum and a majority of those members present and voting are required to elect an officer. The vote for officers shall be made in the following order: President, Vice President, Treasurer, Secretary, Sgt. @ Arms, Road Captain and Public Relations Officer, Events Coordinator, Web Coordinator, and Clubhouse Captain. Also, assistants for selected position as deemed necessary will also be made at the biannual election. A majority vote is required to be elected into each office. If the election of officers shall not be held at such meeting, such election shall be held as soon thereafter as conveniently may be. New offices may be created and filled at any meeting of the Executive Board. Each officer elected at the biannual election meeting shall hold office for each respective term years of two (2) membership years. President, Vice President, Secretary and Treasurer shall hold office for a respective term of four (4) years, and until his successor has been duly elected and qualified.
Section 3. Removal: Any officer elected may be removed by the Executive Board upon an affirmative vote of four (4) elected officers (President, Vice President, Secretary and Treasurer); whenever in its judgment the best interests of the SHMCNY would be served thereby. A simple majority of the Executive Board may cause the involuntary resignation of an officer after the absence of that officer from five (5) consecutive regular meetings of the Board.
(a) Non re-election. Should a Board member be terminated from an elected position, member is not qualified for re-election to any other position on the board for term of membership. Upon resignation, dismissal, termination of any board member, this member shall forfeit all paperwork, keys, records associated with SHMC to President or Vice President. If any member who elects to resigns from a board position in a dishonorable manner, (as deemed by the E-board) shall not be allowed run for elective office for the remainder of their membership.
Section 4. Vacancies: A vacancy in any office because of death, resignation, removal, disqualification or otherwise, may be filled by an appointment from the President for the unexpired portion of the term.
Section 5. Chairman of the Board and President: The Chairman of the Board shall be the President, the chief executive officer of the SHMCNY, and the chief operational officer of the SHMCNY. He or his appointed designee shall preside at all meetings of the Executive Board, and general meetings. The President shall maintain knowledge of all club matters. He shall perform all duties as may be prescribed by the Executive Board and these By-laws. He shall, in general, supervise and control all of the business, publications, and affairs of the SHMCNY. He may sign, along with any other proper officer of the SHMCNY authorized by the Executive Board, any deed, mortgages, bonds, contracts, or other instruments which the Executive Board has authorized to be executed, except in cases where the signing and execution thereof shall be expressly delegated by the Executive Board or by these By-laws or by statute to some other officer or agent of the SHMCNY; and in general he shall perform all duties incident to the office of Chairman of the Board and President and such other duties as may be prescribed by the Executive Board from time to time. The President shall only vote in matters of membership, amendment of the by-laws, and to resolve a tie. The President may appoint a regular member when necessary to fill any position within the club as needed. The President will have final say in all matters of dispute and not otherwise outlined in these By-laws.
Section 6. Vice President: The Vice President shall be the Vice Chairman of the Executive Board and shall discharge the duties of President whenever the President, for any reason, cannot discharge the duties of his office. In the event of the death or resignation of the President; the Vice President, if there shall be one, then the Secretary, if there be one, or if not, the Sgt-at- Arms shall become and have all powers of, and be subject to all restrictions upon, the President. The Vice President or his designee shall present the decision of the Executive Board and represent the interest of SHMCNY in the Appeals process.
Section 7. Secretary: The Secretary shall keep the minutes of the meetings of the club in one or more resources provided for that purpose; see that all notices are duly given in accordance with the provisions of these By-laws; handle all club correspondence prepare informational materials for the club; be custodian of the SHMCNY records; keep a register of the contact information of each Member which shall be furnished to the Secretary by such Member; and in general perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned to him by the President or by the Executive Board.
Section 8. Treasurer: The Treasurer shall have the charge and custody of and be responsible for all funds and securities of the SHMCNY; receive and give receipts for moneys due and payable to the SHMCNY from any source whatsoever, and deposit all such moneys in the name of the SHMCNY in such banks, trust companies or other depositories as shall be selected in accordance with the provisions of Article V of these By-laws; and, in general, perform all the duties as from time to time may be assigned to him by the President or by the Executive Board. If required by the Executive Board, the Treasurer shall give a bond for the faithful discharge of his duties in such sum and with such surety or sureties as the Executive Board shall determine. The Treasurer shall collect dues from all club members, collect all money due the club and maintain club financial records and deliver reports on a timely basis. Treasurer shall make such reports and records available to the club members and proper authorities when appropriate. The Treasurer shall provide monthly accounting of ALL club funds, indicating account balance and detailed accounting of ALL monies spent and ALL monies received. The Treasurer when so ordered by the club may make payments from the club funds.
Section 9. Sergeant-at-Arms (Sgt-at-Arms): Shall maintain order within the club at all meetings and functions. The Sergeant-at-Arms must have a full working knowledge of the Club's by-laws and be prepared to strictly enforce such laws. Additionally, the Sergeant-at-Arms may select other members to assist him in special tasks. The Sergeant-at-Arms is charged with facilitating any appeals hearing as defined in Article XIII, Section 4 Disciplinary, Appeals, and Miscellaneous. The Sergeant-at-Arms shall maintain record of all members’ participation including, but not limited to, club sanctioned events. The Sergeant-at-Arms shall be responsible for contacting and securing any and all SHMCNY property, money, etcetera from any member who has either voluntarily or in- voluntarily withdrawn from membership. The Sgt-at-Arms shall take charge and properly secure all items, monies, regalia, etcetera pending an appeal, and then shall discharge such items as determined by the appeal.
Section 10. Road Captain: Shall be responsible for the planning and conduct of club runs. The Road Captain will lead the Club in "formation rides" or in parades and enforce riding or rules when applicable. The Road Captain may also select others to assists him/her in special tasks. The Road Captain may recommend members to the Executive Board for suspension if in his opinion that member has displayed riding behavior deemed unacceptable to the organization. The Road Captain may be called upon by the Executive Board to represent the interest of the Club and the Executive Board at an Appeals Hearing. For any ride in excess of 300 miles, the Road Captain shall make available a printed map detailing the route to the destination, to include start times, location meet times, and estimated travel times. The Road Captain shall secure and coordinate a support vehicle for any ride where such services are deemed necessary by the Executive Board. The Road Captain may be required to attend Executive Board meetings, when invited by the Chairman or his designee, to present information as it related to club rides or the safe riding ability of Members, Prospects, & Probationary members. The Road Captain shall maintain records of all members’ participation on club sanctioned runs.
Section 11. Public Relations Officer: The P.R.O. is charged with preparing a comprehensive communications program that will keep both members and non-members aware of the benefits and opportunities offered through SHMCNY membership. The program plan should be approved in advance by the President and the Executive Board and must incorporate public relations strategies to promote the following essential goals:
1) SHMCNY sponsored events
2) Monthly rides
3) Community Service events
4) Coordinate travel accommodations
5) Calendar of planned events
6) Other events as necessary
Section 12. Events Coordinator: Shall be responsible for planning all Club events/ functions and shall oversee such matters, and select assistants in special tasks.
Section 13. Web Coordinator: Shall be responsible for maintaining the SHMCNY web site and shall direct related matters to the Vice President.
Section 14. Business Affairs Advisor: Shall be responsible in matters relating to all legality involving SHMCNY. The Business Affairs Advisor will be appointed by the Executive Board.
Section 15. Clubhouse Captain: Shall be responsible for the upkeep of the Steel Horses Clubhouse inside and outside.
Shall include maintenance of CH to include but not limited to:
i. Cleaning of CH inside/outside, not limited to changing of lights, maintenance of restrooms, clean the front of the CH during snow storms and ensure that all CH facilities are operational.
ii. Upkeep of bar – ensure that the bar is stocked at all times, as well as all equipment required to maintain full functionality of the bar. Coordinate with committee of Bike Night and special events.
iii. Upkeep of pool table – Ensure that the pool table is properly maintained. Ensure payment of pool table equipment is current at all times.
iv. Responsible of the overall day to day maintenance and functionality of the CH
Section 16. Assistant Secretaries and Assistant Treasurers: The Assistant Secretaries and Assistant Treasurers, in general, shall perform such duties as shall be assigned to them by the Treasurer, the Secretary, the President, or by the Executive Board. If required by the Executive Board, the Assistant Treasurers shall give bonds for the faithful discharge of their duties in such sums and with such sureties as the Executive Board shall determine.
Section 17. Any Member accepting a leadership position should consider that he/she should must be able to communicate with other officers and have a good/amicable working relationship in order to handle all club matters in a business-like manner.