OCP Student Workbook - Gwrra Leadership Training - Gold Wing

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


4

OCP Table of Contents


5

OCP Scheduled Agenda


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


6



7

Officer

Certification

Program

Module 1

Introduction to the OCP

Introduction to OCP


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


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



3

The misconception…

Believing that things will not change

if we change nothing.



4

The Purpose…

Why did we ask you to come to the training?



5

Question…

Can we, or should we, require our Officers to have a certain level of knowledge and

information about GWRRA?



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


9


Notes:

Introduction to OCP


7

Assumed Structure

International

Regions

Districts

Chapters

8

Correct Structure

Chapters

Districts

Regions

International



9

How do we change the mind-set?



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



11

The Foundation



12

OFFICER’S

HANDBOOK

Revised January 2010

GWRRA

21423 North 11th Avenue

Phoenix, Arizona 85027

OFFICER’S

HANDBOOK

10


Notes:

Introduction to OCP




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…



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…



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…



16

Our Core Values

•Character

•Focus

•Attitude

•Fairness

•Communications

•Teamwork

•Training

•Quality



17

How to Accomplish

• Commitment

• Teamwork

• Networking

• Technology

– and speaking of Teams…



18

Thank You

11

Officer

Certification

Program

Module 2

MOU, Confidentiality, Oath of Office




12


Notes:



Officer

Certification

Program






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


• 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



• 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



• 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



• 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



• 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


Notes:





• 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



• 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



• 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



• The MOU is a legal document

• The Confidentiality Agreement protects Member information

• The Oath of Office instills pride in the Officer

Summary



• 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



Thank You

14


Notes:



15

Officer

Certification

Program

Module 3

Structure & Organization




16


Notes:



Officer

Certification

ProgramModule 3

Structure & OrganizationUpdated by Anita M. Alkire, Deputy Director 2015, updated by Mike Briggs and Clara Boldt 12-15





Version 1.14 January 2015 Version 1.14 January 2015 OCP Module #3 2


• 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



GWRRA Structure



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



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.



Team Communication PathsTeams provide better cross-communication paths

Chapter

Director

Chapter

Educator

Chapter

MEC

Treasurer

Preferred

17


Notes:





• 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



The Director of GWRRA appoints and approves all International Directors:

• Deputy Directors• Rider Education• Training • Membership Enhancement

Appointment Process



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


GWRRA

Region Director Director of GWRRA

District Director Region Director Deputy Director of

GWRRA


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



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


GWRRA


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



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



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


Notes:





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



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



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



• 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



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



• 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


Notes:





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



• 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



• 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



Thank You

20


Notes:



21

Officer

Certification

Program

Module 4

Chapters, Chapter Teams, Web Pages, Newsletters




22


Notes:



Officer

Certification

Program






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



Objectives

• What is a Chapter Gathering?

• Chapter Charter

• Choosing your Team

• Working with your District Director

• Web Pages

• Newsletters



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



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



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



Chapter Core Team

Chapter Core

Team

Operations Director and Assistant

Membership EnhancementCoordinator

Rider Education Educator

and Assistant

Treasurer

23


Notes:





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



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.



• 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



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



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



• 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

24


Notes:





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



• 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



Summary

• What is a Chapter Gathering?

• Chapter Charter

• Choosing your Team

• Working with your District Director

• Web Pages

• Newsletters



Thank You

25

Officer

Certification

Program

Finances & the IRS



Module 5

Finances & the IRS

26


Notes:

Finances & the IRS


Officer

Certification

Program






Module 5

Finances & the IRSUpdated by Anita M. Alkire, Deputy Director 2014, updated by Mike Briggs and Clara Boldt 12-15



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)



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



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.



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



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

27


Notes:

Finances & the IRS


7

Required for a new

Chapter Director

Documents change of

address for the IRS

Complete form will be

mailed to the appropriate

IRS office



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



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



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



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.



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!

28


Notes:

Finances & the IRS




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



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




• 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




– 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.



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.



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.

29


Notes:

Finances & the IRS




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



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



BLACKINK



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.

30


Notes:

Finances & the IRS




• What is a 501(c)4 Organization?

• IRS Filing Requirements

– Form 990N

IRS Policy



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.



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



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.



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



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

31


Notes:

Finances & the IRS




Thank You

32


Notes:

Finances & the IRS


33

Officer

Certification

Program

Religion, Politics & Fundraising



Module 6


34


Notes:



Officer

Certification

Program






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


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?



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.



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



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



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?

35


Notes:





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



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



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



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



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



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

36


Notes:





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



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



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!



16

Thank You!

37


Notes:



38

Officer

Certification

Program

Membership Enhancement, SIG’s, Newsletters, ARL,

COY & CHOY Programs



Module 7

Membership Enhancement SIG’s, Newsletters, ARL,COY & CHOY Programs

39


Notes:


COY & CHOY Programs


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


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



• 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



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



• 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



• 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



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

40


Notes:


COY & CHOY Programs




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



Member Benefits

A complete list of GWRRA benefits can be found on the website :

gwrra.org/benefits



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.



Phantom Members

From the Officer Handbook:

• Sometimes called “HITCH-HIKERS”

• They are NOT our friends

• They have the potential to become…

“Chapter Killers”



• 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



• 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

41


Notes:


COY & CHOY Programs




• 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



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”



“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)





• 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)



42


Notes:


COY & CHOY Programs




• 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



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



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



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



• 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



• 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

43


Notes:


COY & CHOY Programs




Thank You

44


Notes:


COY & CHOY Programs


45

Officer

Certification

Program


Module 8

Marks, Logo’s, Patches,

Alcohol Policy & Property Marks, Logo’s, Patches, Alcohol, Property


46


Notes:

Marks, Logo’s, Patches, Alcohol, Property


Officer

Certification

Program




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


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.



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



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



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



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)

47


Notes:





Mailing Label Requests

• GWRRA Officer may request from Home Office

• Cost for labels is $.08 each

• Not for commercial use



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



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.



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



If no inventory then place a diagonal line through and the Director will sign and date



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


Notes:





Thank You!

49


Notes:



50

Officer

Certification

Program


Module 9

Standards of Conduct, Grievances,

and Officer/Member Conduct

© Standards of Conduct, Grievances


51


Notes:



Officer

Certification

Program




Module 9

Standards of Conduct, Grievances, &

Officer/Member MisconductUpdated by Mike Briggs and Clara Boldt 12-15



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?



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.




• 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.





• 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.




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.

52


Notes:





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.



• 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



• 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.




• 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.




• 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



• 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.


53


Notes:





• 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.




• 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.





• 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.



• 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



• 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.




• 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.


54


Notes:






• 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.



• 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



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.



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.



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?



Thank you!

55


Notes:



56

Officer

Certification

Program


Module 10

Effective Teams and Goal Setting



57

O C P S t u d e n t H a n d o u t ‐ M o d u l e # 1 0

Notes:



Officer

Certification

Program






Module 10

Effective TEAMS and Goal SettingEdited by Anita Alkire and Bruce Beeman 11/2014, updated by Mike Briggs and Clara Boldt 12-15



• 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



• Teambuilding Concepts and Benefits

• Teambuilding Challenges

• Characteristics of a Successful Team

• Goal Setting

• Know the Hats You Wear

• Budgeting and Stewardship

Objectives



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



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



• 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

58


Notes:





• Increased knowledge and expertise

• Better perspective thru interaction

• Synergy

• Improved motivation, commitment, involvement

• Better solutions

• Ownership thru up-front involvement

Benefits of Teams



• Developing accurate insights

• Recognizing the need to work together

• Building commitment

• Sustaining movement toward the goal

• Keeping focused

Teambuilding Challenges



• Sense of purpose

• Open communications-safe environment

• Trust and mutual respect

• Shared leadership

• Effective working procedures

Characteristics of a Successful Team



• Building on differences

• Flexibility and adaptability

• Continuous learning

• Open Mind

Characteristics of a Successful Team



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



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

59


Notes:





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



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!



Game Plan……Smart GoalsSpecific, Simple, Stretch

Measureable, Meaningful, Motivating

Achievable, Action oriented

Realistic, Results oriented

Timebound, Trackable



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!



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!



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

60


Notes:





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



• 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



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



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.



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



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:





• Teambuilding Concepts and Benefits

• Teambuilding Challenges

• Characteristics of a Successful Team

• Goal Setting

• Knowing the Hats You Wear

Summary





Thank You

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Notes:

