BMWRO Club Bylaws and Guidelines

Here are the official bylaws and guidelines for the club. There are eight bylaws and guidelines and you can simply click on the title of each one to jump to the beginning of that bylaw or guideline.

Bylaws of BMW Riders of Oregon – Enacted: November 1, 2001

ARTICLE I. NAME

The name of the organization shall be BMW RIDERS OF OREGON (hereinafter known as “BMWRO”).

 ARTICLE II. NON-PROFIT STATUS

The organization is a non-profit corporation under the laws of the State of Oregon and under I.R.C. § 501(c)(7). The organization was incorporated under the laws of the State of Oregon February 15, 1977. The organization’s federal identification number is 93-0759984.

 ARTICLE III. OBJECT

The object of the BMWRO shall be:

  • To create fellowship among BMW motorcycle owners.
  • To help create a positive image of motorcycling.
  • To promote safety in motorcycle operation.

 ARTICLE IV. MEMBERS

Full Members:

  • Full members shall be the owner of a BMW motorcycle or have an interest in BMW motorcycling.
  • Full members shall be residents of the State of Oregon.
  • Full members shall pay annual dues as stipulated.

Passport Members:

  • BMW owners and riders living outside the State of Oregon may join as “Passport Members.”
  • Passport members shall pay annual dues as stipulated.

Associate Members:

  • Associate members shall be the owner of a BMW motorcycle or have an interest in BMW motorcycling.
  • Associate members shall be residents of any state or country.
  • Associate members shall pay dues as stipulated.

All Members:

  • All members (full, passport, and associate) shall have a valid driver’s license in their state or country of residence. 

Honorary Members:

From time to time, certain members may be given honorary membership in the BMWRO. Any member may propose a member for honorary membership, in writing, to the Executive Committee. The Executive Committee shall approve the honorary membership, which entitles that member to full membership rights with no further payment of membership dues. The Executive Committee shall set the criteria for honorary membership (i.e. exemplary service to BMWRO over a long period of time.)

ARTICLE V. MEMBER PRIVILEGES

All members in good standing shall receive the monthly newsletter, the Beemer Beat.  Associate members shall only be entitled to the electronic version of the Beemer Beat.

  • Full members and passport members shall have one (1) vote.  Associate members do not have the right to vote.
  • Spouses of full members and passport members shall be granted full membership and have one (1) vote.
  • Full members shall have the right to be elected officers of BMWRO.
  • Passport members and associate members do not have the right to be elected officers of BMWRO.
  • Full members and passport members, along with their spouses, are invited to all BMWRO events.  Fees for full or passport members at these events (if any) will be assessed at the full member rate.
  • Associate members are invited to all BMWRO events between June 1 and December 31. Fees for associate members at these events (if any) will be assessed at the higher associate member rate.
  • Associate membership is valid from June 1 to December 31 of each year.

 ARTICLE VI. OFFICERS

The officers of BMWRO shall be President, Vice President, Secretary, and Treasurer. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the BMWRO.

The officers shall be elected by ballot to serve for one (1) year or until their successors are elected, and their term of office shall begin January 1 of each year.

No member shall hold more than one office at a time.

ARTICLE VII. FEES

Annual membership dues for full and passport members shall be thirty dollars ($30.00) payable by the January business meeting each year. Full member and passport member spouses are included in the annual dues. Membership dues for new full and passport members joining the BMWRO in any month other than January shall be pro-rated at two dollars & fifty cents ($ $2.50) per month.

Membership dues for associate members shall be ten dollars ($10.00), and will be assessed with the Chief Joseph Rally fee for registrants who are not current members. The associate membership is valid from June 1 through December 31 of each year, and is not pro-rated.  Associate membership is an individual membership, and does not include spouses.

ARTICLE VIII. MEETINGS

Regular business meetings shall be held four (4) times per year, and generally be organized in conjunction with a BMWRO scheduled event. Regular business meetings shall be planned for the months of January, May, September and November.

The regular meeting held in November shall be known as the annual meeting and shall be for the purpose of electing officers, receiving reports of officers and committees, and for any other business that may arise.

The exact dates and times of the regular business meetings shall be established by the officers of the BMWRO and be announced in the monthly newsletter.

It is in the interest of BMWRO to encourage member participation in the above business meetings by financial contribution to the organization of those meetings. Payment or re-imbursement of expenses by the club for motel accommodations, food, and rental of facilities and equipment will happen only when and if the financial status of the club warrants it. Any decision shall be made at the discretion of the BMWRO Executive Committee and members shall be informed accordingly in the Beemer Beat.

Motions made at regular business meetings concerning strategic and financial decisions shall require a voting quorum of thirty (30) members in good standing to include two (2) elected officers, in order to be enacted.

Special meetings may be called by the President or by the Executive Committee and shall be called upon the written request of ten (10) members of the BMWRO. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least three (3) days’ notice shall be given. Thirty members (30) shall constitute a quorum.

ARTICLE IX. EXECUTIVE COMMITTEE

The officers of the BMWRO shall constitute the Executive Committee.

The Executive Committee shall have general supervision of the affairs of the BMWRO between its regular business meetings, fix the hour and place of meetings, make recommendations to the BMWRO, and shall perform such other duties as are specified in these bylaws. The Executive Committee shall be subject to the orders of the BMWRO, and none of its acts shall conflict with the action taken by the BMWRO.

Unless otherwise ordered by BMWRO, generally, regular meetings of the Executive Committee shall be held in conjunction with regularly scheduled business meetings, the exact time and location of which are to be decided by the Executive Committee.

Special meetings of the Executive Committee may be called by the President and shall be called upon the written request of any of the other officers or the Chief Joseph Rally Chair. The purpose of the meeting shall be stated in the call.

ARTICLE X. CHIEF JOSEPH RALLY COMMITTEE

The president shall appoint the chair of the Chief Joseph Rally Committee. The Chief Joseph Rally Committee shall be composed of the chair, president, vice president, treasurer, secretary and other key members appointed to specific tasks by the chair. The chair is responsible for overall organization of the Chief Joseph Rally and reports directly to the president. The Chief Joseph Rally Committee shall meet at the call of the chair. The rally shall take place annually, typically the third weekend in June, from Friday through Sunday.

Arrival at the rally site on Thursday shall not be promoted in advertisements, newsletters and magazines, rally programs or any other rally communications. However, assuming that a specific rally location would allow early arrival and camping on Thursday any BMWRO officer or rally committee member upon inquiry shall not discourage it. BMWRO shall not provide any services or assume any responsibility for guests arriving before the official opening on Friday.

Attendance at the Chief Joseph Rally is limited to full, passport, and associate members.  Membership applications will be available at the registration area.  Full and passport members are entitled to bring up to two “guests” to the Rally on separate motorcycles.  Guests are non-members, must be sponsored by a full or passport member, and arrive at the registration area with the sponsoring member. The sponsoring member must signify acceptance of responsibility for the action of a guest.  Passengers attending on an associate member’s motorcycle and youths under the age of 18 are considered guests. Fees for guest registration must be included with the sponsoring member’s registration.

ARTICLE Xl. ELECTIONS

Nominations for club officers shall be made by letter, fax, or e-mail to the secretary of the BMWRO or at the September business meeting and be announced at that meeting. The nominations shall be published in the October issue of the Beemer Beat.

Elections shall be made annually by mail, fax or email vote and new officers shall be installed at the annual business meeting in November. Ballots shall be included in the October Beemer Beat and votes shall be submitted to and received by the BMWRO secretary no later than Friday preceding the November meeting. The results of the election shall be announced in the December issue of the Beemer Beat.

The following officers shall be elected: President, Vice President, Secretary and Treasurer.

Only full members that ride a BMW motorcycle more than any other brand shall have the right to be elected president of BMWRO.

ARTICLE XII. PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the BMWRO in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the BMWRO may adopt.

ARTICLE XIII. AMENDMENT OF BYLAWS

Proposed changes of the Bylaws shall be approved or rejected by ballot, submitted by mail, fax or email.

Proposed changes shall be published in the newsletter at least one (1) month prior to a regular business meeting. Ballots shall be included with the newsletter containing the proposed change to all members.

All ballots must be received by the Secretary ten (10) days prior to the regular business meeting. The Secretary shall present the results at the regular business meeting.

ARTICLE XIV. GENERAL

Members shall not engage in disorderly conduct, profanity, use of drugs, or excessive consumption of alcohol while attending club functions.

In the event of dissolution of BMWRO, all funds in the treasury shall be donated to a state charity selected by a majority vote of the membership.

Officers shall be eligible for reimbursement of reasonable expenses incurred during the administration of club business. Major expenses are to be listed separately on the treasurer’s report at each business meeting. This rule is to be reevaluated annually at the November business meeting.

End.

Ambassador Policy

Goal:

To provide first and second year (or never/rarely participated before) BMWRO members with a contact person to help them meet new people and integrate into the club.

Positions:

One Ambassador Coordinator and one or more Regional Ambassadors.

Responsibilities:

Ambassador Coordinator: This position is responsible for the overall coordination and success of the Ambassador program in BMWRO.

  • Recruits, with the help of club Executive Committee members, Regional Ambassadors for a 2 year rotation period
  • Coordinates with Regional Ambassadors for coverage on all BMWRO outings
  • Coordinates with the newsletter Editor for posting of Regional Ambassadors for each club outing
  • Coordinates with Rally Chair the Friday night New Member Welcome at the beer garden.
  • Creates (for those willing members) a new member profile for the newsletter.
  • Helps Regional Ambassadors with their responsibilities whenever possible.
  • Coordinate with rally registrar to flag new member packets for gate folks to give a special welcome.

Regional Ambassador: This position is primarily responsible for the warm welcome new members receive from our club.

  • Attend selected club outings each year and be point of contact for new members in regional area.
  • Attend, if possible, Chief Joseph Rally and be contact for regional new members.
  • Participate in New Member Welcome at rally.
  • Send each new regional member a welcome letter or email after initial welcome letter sent by Executive Committee.
  • If possible, coordinate one simple day ride (meet at a diner or café for lunch) in region for all members with focus on new members.
  • Have Ambassadors introduce all new members at final rally presentation and during the evening gathering at outings. Additionally, ask for new folks to raise their hands (no self introductions since some maybe shy). Everyone give them a hearty welcome.

General Guidelines:

  • Post in every newsletter the email contact for all Ambassadors.
  • Create Regional Ambassadors from each major grouping of members in the state (Portland, Eugene, Bend and Greater Southern Oregon).
  • Regional Ambassadors will have access to club roster.

Revision History:

Date Person Responsible for Revision Revision
8/1/08 Liz Jones As Issued
1/16/2011 Deb Weber Dues increase as voted 11/2010
5/14/2011 Steve Barnett Membership change as voted 5/14/2011

BMW Riders of Oregon Policy on Alcohol at Club Sponsored Events

Although members are permitted to bring their own alcoholic beverages and encouraged to drink responsibility, the club will not purchase nor reimburse members for expenditures on alcohol.

Event Hosting and Spending

The following guidelines are provided to assist members in organizing events for the club. Since the vitality of our club is everyone’s responsibility, these guidelines are intended to encourage you to become more actively involved.

Types of Events

Campouts, outdoor activities, dinner parties, sporting events and resort overnight stays are only a few of the type of functions you might organize. Be creative. If you have an idea for something fun, consider organizing it to share with the club. To do so, contact the Vice President.

Organizing an Event

Time
Identify a date & time for the event. Check in advance to see whether any facility and/or permit that might be required is available at that time. Try to plan at least a couple months in advance so that everyone can be notified through the newsletter and email distribution and plan accordingly. Submit a completed Activity/Event Proposal Form available on the BMWRO web site or from any member of the Activity Coordination Committee to the Vice President who is in charge of the events calendar. The VP will need to forward this information to Beamer Beat Editor and the BMWRO web site webmaster by the 15th of the month preceding the first newsletter edition in which the notice of your event is to appear.

Place
Gather information on the location of the event. Get an address, phone number and good directions that everyone can follow. If possible, visit the location beforehand. If a facility needs to be reserved, do so well in advance.

Fees
Be sure to identify all fees for the event so that everyone will know up front what to expect. Remember that the club will subsidize any facility and food within the annual budget. If it is necessary to incur any expenditures in advance, you can submit before an event and again after the event for the remaining expenses. Save all receipts, as you will need them for reimbursement. All requests for re-imbursement are to made to the club Treasurer.

Any part of the facility and food costs not covered by the club shall be equally divided among participants. All other fees & expenses shall be paid by participants. Collecting payment from participants at the event has been common practice. However, you might consider requiring advance payment from participants with refunds only prior to a determined cut-off date.

Food
The club will reimburse for food if it’s within the annual budget. See your Activities committee liaison for assistance on the amount to be reimbursed. As a host of an event where food will be provided, identify those participants who might bring their own food so that per-person cost can be adjusted accordingly. In the event that reimbursement by participants exceeds the actual costs (e.g. last minute drop-ins), all excess balances shall be placed in the club treasury.

Although this extra effort has been a much appreciated, part of these campouts, it certainly isn’t necessary and should not deter anyone from hosting such events. As an alternative, consider having dinner at a local eatery or having everyone bring their own food. Another idea would be to have a “theme potluck”, whereby everyone contributes to the banquet.

Have Fun
These guidelines are intended to encourage you to share a great idea and to become more actively involved in your club. Don’t be intimidated by the thought of “hosting” an event. If you have a great idea, contact one of the club officers who will help you put the event together. Remember that we all joined this club because of or love of motorcycling.

Activities Coordinating Committee

The Activities Coordinating Committee (A.C.C.) is responsible for creating and maintaining the schedule and budget for events. The A.C.C. is a 4-6 member team and chaired by the Vice President. They will plan out a draft schedule and budget for the entire calendar year and present that to the Ex- Comm early each year. The committee has a budget for the year of $3600 maximum.

The A.C.C will also submit an updated schedule and budget to the Ex-Comm for review and confirmation on a quarterly basis. The schedule is flexible to allow for changes during the year, but firm enough to stay within the annual budget and allows members to reliably schedule in advance. The A.C.C. members have the authority to make financial decisions before and at the event. As a backup, in rare cases, Executive Committee members can make event-spending decisions if no A.C.C. member is at the event. An A.C.C. person will be assigned as a liaison for each event, so the host will know who to contact for questions but another A.C.C. member could step in if the assigned A.C.C. liaison is not available. The VP will continue to keep the master schedule for the club and be ultimately responsible for the A.C.C., schedule and budget.

This $3600 does not include large, winter event spending (Holiday Party and January meetings) these continue to be authorized separately.

Revision History:

Date Person Responsible for Revision Revision
2/1/01 Vice Presidents –Kit Vercella and Don Weber Published Feb 2001 BB
5/15/05 Club Vote Raised limits to $200 per event and $400 per month
11/12/07 Jay Bennett and Club Vote Activities Committee established and limit raised to $3,600 per year
1/17/08 Jay Bennett and Tom Dew Changed name to Activities Coordinating Committee and several other small changes.

Charitable Contributions

Review

The text of the proposed policy was printed in the Sept. 2003 Beemer Beat for review by the membership.

Approval

The policy was approved unanimously by both the Executive Committee & the general membership at the November 2003 meeting.

Preface

This policy should not be restricted to the viewpoints of the current club officers and to the financial status of the club at any specific time. Rather, the policy should be a viable document to guide club members and officers well into the future.
This policy should not be so limiting that it will screen out potential worthy causes even prior to consideration.

Policy Guidelines

  1. As an Oregon statewide club, our membership and club activities are Oregon-centered. Similarly, the personal and employment commitments of most of the members are within the state. Therefore, it is reasonable that we expect our contributions to directly benefit our state as well. However, this is not to suggest that other charities outside of Oregon might not merit consideration.
  2. Donations should directly benefit the individuals and causes for whom they were directed, rather than support organizational overhead. It is accepted that administrative costs are a reality of any non-profit activity, but these costs tend to consume a greater portion of donations of large organizations. Therefore, greater consideration might be given to smaller community-based organizations that show that they direct a greater portion of donations to the intended recipients. This guideline does not, however, preclude larger national charitable organizations that operate efficiently.
  3. The practice of supporting grassroots charities in our rally communities is justified for several reasons: (a) it is a respectful way to thank the community for its support, (b) it is simply good public relations if we are considering holding our rally there in the future, and (c) it adheres to guidelines #1 and #2 above. Nevertheless, we should always retain the option to donate outside of the host community if we deem a cause to be deserving.
  4. The process of prioritizing charities for the disbursement of donations is inherently subjective. It is recognized that there are indeed many worthy causes. Also, everyone’s priority ordering differs. Organizations benefiting children should be given special consideration because children’s needs are often great and they are among the least able to help themselves. Often, a valid justification can be made for other groups of people who are challenged by medical, mental, and age-related conditions. It would be heroic to assume that everyone would agree that one deserving group should always be on the list. Therefore, consideration might be given to any organization which benefits people whose situation in life has occurred through no fault of their own.
  5. The level of contributions should be assessed each year after the rally accounting is final. The volume of money available for giving should be apparent in time to be distributed prior to the holiday season. Previous donations should not unduly influence future donations. Instead, the amount should ne determined based on the financial status of the club. This should not, however, preclude the club from re-evaluating its resources during the year because of unforeseen and unanticipated circumstances.
  6. It is recognized that occasional ad hoc requests for funds will surface from both members and non-members. It is difficult to fashion a firm policy when some requests might be deemed worthy by most of the members and, thus, perhaps merit deviation from these standards. This, however, should not be a way to circumvent these guidelines. If monies allocated for donations have been committed, all additional donations should voluntarily come from individual members, rather than the club treasury. The club might aid the petitioner in seeking individual donations.
  7. All recommended disbursements to charities from the club treasury recommended by the Executive Committee shall be approved by the general membership.

Revision History:

Date Person Responsible for Revision Revision
11/22/05 Kit Vercella Voted on at the Nov ’05 meeting and approved

Video Projector Policy

Introduction

The BMWRO has purchased a video projector for the use and enjoyment of the club. It has been purchased entirely with club money, and so the club has complete ownership and control of its use.

Guidelines

  • The club will use the projector for BMWRO presentations ONLY.
  • Club members need pre-approval to use the projector for club events and activities.
  • Although the club owns the projector, one member will be the curator for the machine. He or she will have responsibility to check the machine in and out as appropriate with these guidelines. The curator will assist others with the technical aspects of the projector. That responsibility currently resides with a person appointed by the Ex-Comm.

Assumptions

  • The projector has an expensive (approx. $310) light source that will last approximately 2000 to 3000 hrs. The machine will require infrequent but periodic maintenance of the light source.

Other Information

  • Model: Optoma DV10 MovieTime
  • Serial Number: 081R45AAAA1C0204
  • Purchase Date: 1/26/07
  • Purchase Price: $799.00

Revision History:

Date Person Responsible for Revision Revision
2/15/07 Jay Bennett Enacted
8/3/08 Jay Bennett Change curator responsibility from VP to appointed person

BMW Riders of Oregon
Expense Reimbursement Policy

Adopted: May 20, 2011

Purpose

The Executive Committee (EC) of the BMW Riders of Oregon (BMWRO) recognizes that officers and key volunteers may be required to travel or incur other expenses from time to time while conducting BMWRO business. The purpose of this Policy is to ensure that (a) adequate cost controls are in place, (b) expenditures are appropriate, and (c) to provide a uniform and consistent approach for the timely reimbursement of authorized expenses. It is the policy of BMWRO to reimburse only reasonable and necessary expenses actually incurred by officers or volunteers.

When incurring business-related expenses, BMWRO expects officers and volunteers:

  • Obtain EC authorization for all expenses.
  • Exercise discretion and good business judgment with respect to those expenses.
  • Be cost conscious and spend BMWRO money carefully and judiciously.
  • Be aware of, and avoid any potential or real conflicts of interest.
  • Report expenses, supported by required documentation, as they were actually spent.

Executive Committee Authorization

The EC is required to authorize, by vote, all expenses for BMWRO.  Authorization is required for the purchase or gifts, meals, travel expenses, brochures, or any other non-routine expense.  In some cases, the EC will authorize a budget for larger expenditures.  The following expenses will not require EC approval, other than the initial budget:

Chief Joseph Rally Committee:  The Chief Joseph Rally Committee Chairperson (Rallymaster) submits a budget to the EC in November General Meeting for the upcoming June Rally.   Once the Rally budget is approved by the EC, the Rallymaster does not require additional EC authorization, unless costs are projected to exceed the budget. 

Activities Coordinating Committee: The Activities Coordinating Committee (ACC) Chairperson presents a budget to the EC during the November General Meeting for the upcoming year.   Once the Activities budget is approved by the EC, the ACC Chairperson does not require additional EC authorization, unless costs are projected to exceed the budget.

Name Badges: Name badges are requested with new membership forms.  These costs are pass-through (i.e., additional fees are included with the membership application/renewal), and do not require EC approval.

Newsletter:  The BMWRO newsletter is an ongoing cost, and EC approval is not required unless new vendors are selected, or costs increase.

Taxes, Accounting, and Filing Fees:  The Treasurer will provide information and a budget for any taxes due, corporate filing fees, or accounting fees at the beginning of the year.  Once these financial costs are authorized, the Treasurer will not require additional EC authorization, unless costs are projected to exceed the authorized budget.

Expense Reports

Expenses will not be reimbursed unless the individual requesting reimbursement submits a written Expense Report. The Expense Report shall be submitted within four weeks of incurring the expense. Regardless of the four week period, all expense reports must be submitted no later than December 15 of each year, to ensure that BMWRO books are closed out at year end, and all expenses incurred during the year are properly accounted for.

The expense report must include:

  • The individual’s name.
  • The name and affiliation of all people for whom expenses are claimed (i.e., people on whom money is spent) in order to conduct BMWRO business.
  • An itemized list of all expenses for which reimbursement is requested.
  • If reimbursement for travel is requested, the date, origin, destination and purpose of the trip, including a description of each organization-related activity during the trip.  Note that all travel expenditures must have EC approval in advance.

Receipts

Receipts or invoices are required for all expenditures billed to BMWRO. No expense in excess of $­25 will be reimbursed to officers or volunteers unless the individual requesting reimbursement submits with the Expense Report written receipts from each vendor showing the vendor’s name, a description of the services provided (if not otherwise obvious), the date, and the total expenses, including tips (if applicable). A credit card receipt or statement may be used to document the vendor and date of an expense, provided other required details of the expenditure are fully documented.

BMWRO recognizes that receipts are lost from time to time for smaller items.  In the case of a lost receipt, a handwritten receipt, along with supporting documentation (such as a credit card statement with non-related items redacted) will be submitted to the Treasurer for reimbursement.

BMWRO Credit Cards

The BMWRO Treasurer has access to a corporate debit card for expenses that must be paid in advance. Only the Treasurer is authorized to use this debit card for purchases such as ordering name badges, etc.  Any charges using the debit card will require a receipt or invoice, and will be properly recorded in the account ledger.

General Travel Requirements

BMWRO does not generally reimburse EC members or volunteers any travel expenses.  All requests for reimbursement of travel expenses must be approved of in advance by the EC.  The person requesting BMWRO-paid travel expenses must present a budget to the EC, along with the rationale as to why the trip is necessary.  The following sections are included in the event that BMWRO-approved travel is required.

Lodging: Personnel traveling on behalf of BMWRO may be reimbursed at the single room rate for reasonable costs of hotel accommodations. Convenience, the cost of staying in the city in which the hotel is located, and proximity to other venues on the individual’s itinerary shall be considered in determining reasonableness. Personnel shall make use of available corporate and discount rates for hotels.

Out-Of-Town Meals: Personnel traveling on behalf of BMWRO are reimbursed on a per meal basis at the actual costs incurred.  Total per day meal costs will not exceed $35.00.

Ground Transportation: Employees are expected to use the most economical ground transportation appropriate under the circumstances.

Rental Cars: Car rentals should be considered when practical. Employees will be allowed to rent a car while out of town provided that the cost is less than alternative methods of transportation.

Personal Cars: EC members and volunteers are compensated for use of their personal cars only when such travel has been authorized by the EC. When individuals use their personal car for such travel, mileage will be allowed at the current and appropriate IRS rate per mile.

Business Meetings

Reasonable expenses incurred for business meetings or other types of business-related entertainment will be reimbursed only if the expenditures are approved in advance by the EC and qualify as tax-deductible expenses. Detailed documentation for any such expense must be provided, including:

  • Date and place of entertainment.
  • Nature of expense.
  • Name, titles, and corporate affiliation of those entertained.
  • A complete description of the business purpose for the activity including the specific business matter discussed.
  • Vendor receipts (not credit card receipts or statements) showing the vendor’s name, a description of the services provided, the date, and the total expenses, including tips (if applicable).

Telephone and Fax Expenses

BMWRO will not reimburse EC members or volunteers for any related telephone and fax charges.

Non-reimbursable Expenditures

BMWRO maintains a strict policy that expenses in any category that could be perceived as lavish or excessive will not be reimbursed. In addition, BMWRO will not reimburse expenditures made by individuals without EC approval.

This Policy is provided with the understanding that BMWRO is not rendering legal, accounting, or other professional advice or service. Professional advice on specific issues should be sought from an accountant, lawyer or other professional.

Revision History:

Date Person Responsible for Revision Revision
5-20-2011 Executive Committee New Policy

____________________________________________________________________________________

BMW Riders of Oregon
Conflict of Interest Policy

Adopted: May 20, 2011

SECTION 1. PURPOSE:

The BMW Riders of Oregon (BMWRO) is a nonprofit, tax-exempt organization. Maintenance of its tax-exempt status is important both for its continued financial stability and for its member’s support. Therefore, the IRS as well as state regulatory and tax officials view the operations of BMWRO as a public trust, which is subject to scrutiny by and accountable to such governmental authorities as well as to BMWRO members.

Consequently, there exists between BMWRO and its elected officers (referred to as the Executive Committee, or “EC”), volunteers and the members a fiduciary duty, which carries with it a broad and unbending duty of loyalty and fidelity. The EC and volunteers have the responsibility of administering the affairs of BMWRO honestly and prudently, and of exercising their best care, skill, and judgment for the sole benefit of BMWRO. Those persons shall exercise the utmost good faith in all transactions involved in their duties, and they shall not use their positions with BMWRO or knowledge gained therefrom for their personal benefit. The interests of the organization must be the first priority in all decisions and actions.

SECTION 2. PERSONS CONCERNED:

This statement is directed not only to the EC, but to all volunteers who can influence the actions of BMWRO. For example, this would include all who make purchasing decisions, all persons who might be described as “management personnel,” and anyone who has proprietary information concerning BMWRO.

SECTION 3. AREAS IN WHICH CONFLICT MAY ARISE:

Conflicts of interest may arise in the relations of officers and volunteers with any of the following third parties:

  1. Persons and firms supplying goods and services to BMWRO.
  2. Persons and firms from whom BMWRO leases property and equipment.
  3. Persons and firms with whom BMWRO is dealing or planning to deal in connection with the gift, purchase or sale of real estate, securities, or other property.
  4. Competing or affinity organizations.
  5. Donors and others supporting BMWRO.
  6. Agencies, organizations, and associations which affect the operations of BMWRO.
  7. Family members, friends, and other employees.

SECTION 4. NATURE OF CONFLICTING INTEREST:

A conflicting interest may be defined as an interest, direct or indirect, with any persons or firms mentioned in Section 3. Such an interest might arise through:

  1. Owning stock or holding debt or other proprietary interests in any third party dealing with BMWRO.
  2. Holding office, serving on the board, participating in management, or being otherwise employed (or formerly employed) with any third party dealing with BMWRO.
  3. Receiving remuneration for services with respect to individual transactions involving BMWRO.
  4. Using BMWRO’s time, personnel, equipment, supplies, or good will for other than BMWRO-approved activities, programs, and purposes.
  5. Receiving personal gifts or loans from third parties dealing or competing with BMWRO. Receipt of any gift is disapproved except gifts of a value less than $25, which could not be refused without discourtesy. No personal gift of money should ever be accepted.

SECTION 5. INTERPRETATION OF THIS STATEMENT OF POLICY:

The areas of conflicting interest listed in Section 3, and the relations in those areas which may give rise to conflict, as listed in Section 4, are not exhaustive. Conflicts might arise in other areas or through other relations. It is assumed that the officers and volunteers will recognize such areas and relation by analogy.

The fact that one of the interests described in Section 4 exists does not necessarily mean that a conflict exists, or that the conflict, if it exists, is material enough to be of practical importance, or if material, that upon full disclosure of all relevant facts and circumstances it is necessarily adverse to the interests of BMWRO.  However, it is the policy of the EC that the existence of any of the interests described in Section 4 shall be disclosed before any transaction is consummated. It shall be the continuing responsibility of the EC and volunteers to scrutinize their transactions and outside business interests and relationships for potential conflicts and to immediately make such disclosures.

SECTION 6. DISCLOSURE POLICY AND PROCEDURE:

Transactions with parties with whom a conflicting interest exists may be undertaken only if all of the following are observed:

  1. The conflicting interest is fully disclosed.
  2. The person with the conflict of interest is excluded from the discussion and approval of such transaction.
  3. A competitive bid or comparable valuation exists.
  4. The EC has determined that the transaction is in the best interest of the organization.

Disclosure in the organization should be made to the BMWRO President (or if she or he is the one with the conflict, then to the BMWRO Vice President), who shall bring the matter to the attention of the EC.

The EC shall determine whether a conflict exists and in the case of an existing conflict, whether the contemplated transaction may be authorized as just, fair, and reasonable to BMWRO. The decision of the EC on these matters will rest in their sole discretion, and their concern must be the welfare of BMWRO and the advancement of its purpose.

Revision History:

Date Person Responsible for Revision Revision
5/20/2011 Executive Committee New Policy