AMCA Manual Articles of Incorporation Bylaws

AMCA Manual
Articles of Incorporation
Bylaws
Policies & Procedures
Revised by the AMCA Board, effective May 28, 2014
All rights reserved by The Antique Motorcycle Club of America, Inc., Copyright 2014 by The Antique Motorcycle Club of America, Inc.®
AMCA Policies and Procedures Manual
The Antique Motorcycle Club of America, Inc. was founded in 1954 by a small group of enthusiastic antique
motorcycle owners. Steadily the Club grew until, in 1983, Dr. Earl Chalfant recognized the need for a Club handbook
to facilitate communication within our National organization. In the years since, this handbook has been updated and
revised through the National Board of Directors and supplied to all Chapters for their use, as well as to any Club
member. Additional copies should be requested from the Executive Director.
AMCA Statement of Purpose...........................................................................................................2
AMCA Philosophy.............................................................................................................................2
AMCA Mission Statement.................................................................................................................3
AMCA Values Statement..................................................................................................................3
AMCA Vision Statement...................................................................................................................3
AMCA Articles of Incorporation Amended and Restated..........................................................4
AMCA Bylaws..................................................................................................................................6
AMCA Structure
AMCA Logo.....................................................................................................................................10
AMCA Officers & Directors.............................................................................................................10
AMCA Membership.........................................................................................................................10
Chapter Guidelines.........................................................................................................................12
Job Descriptions.............................................................................................................................12
AMCA National Meets....................................................................................................................12
AMCA National Road Runs............................................................................................................13
AMCA Judging................................................................................................................................13
AMCA Policies & Procedures
Revisions to the Policies & Procedures Manual............................................................................14
Internal Communications................................................................................................................14
Press Release Program.................................................................................................................14
Complaint/Dispute Resolution........................................................................................................15
Anti-Solicitation Policy and Agreement..........................................................................................17
AMCA Membership List Communications......................................................................................18
Conflict of Interest Policy................................................................................................................19
AMCA Website Forum Participation and Rules.............................................................................20
Club Magazine Information............................................................................................................21
Honorary Membership Nomination Policy......................................................................................22
Policy on Board Member Participation on Other Boards...............................................................22
AMCA Consumer Affairs Policy......................................................................................................22
AMCA Internal Audit Committee Policy..........................................................................................23
AMCA Grants Committee Policy....................................................................................................23
AMCA Facebook Page Policy........................................................................................................27
Appendices
A.
AMCA Chapter Guidelines..................................................................................................28
B.
AMCA Insurance Coverage Provided to USA Chapters.....................................................30
C.
AMCA National Event Financial Report..............................................................................31
D.
Job Descriptions..................................................................................................................33
E.
National Meet Guidelines and Requirements.....................................................................42
F.
Running an AMCA Judging Event......................................................................................46
G.
National Road Run Guidelines...........................................................................................50
H.
AMCA Judging Disclaimer Form.........................................................................................51
I.
Constitution and Bylaws of the AMCA Judging Committee................................................52
J.
AMCA Honorary Membership Program..............................................................................53
K.
AMCA Board Code of Conduct...........................................................................................55
L.
Mission Statement and Duties of the Chief Judge of the AMCA........................................56
1
AMCA Statement of Purpose
The purpose of the AMCA shall be the collection, restoration, preservation and use of antique
motorcycles, parts, accessories and literature pertaining to the history of same. It shall be further, to
provide information and general literature pertaining to motorcycles that are at least thirty-five (35)
years of age. It shall be to provide for and regulate National and regional Meets and tours. Through the
avenue of common interest in antique motorcycles, the Club shall encourage good fellowship and
brotherhood of all men.
AMCA Philosophy
The philosophy of the Antique Motorcycle Club of America, Inc. continues directly from that followed
by the four successful businessmen who founded the Club in 1954. These men collected, preserved and
restored old motorcycles, thereby saving a segment of early Americana. These were family men who
envisioned a Club operated in such a manner as to include all family members at the Club events. They
felt that a great deal of wholesome fun and enjoyment would result from sharing their interests in old
motorcycles with others who held the same interests. Such a Club would also be mutually helpful in
finding, rejuvenating, restoring, riding and displaying antique motorcycles.
Club membership has always been open to all enthusiasts and interested persons. No restrictions of any
kind have ever been set as to race, creed, color, nationality or country of residence.
The AMCA believes in respect for others and law and order. To this end it seeks meet locations which
will not disturb citizens in any community. It seeks and appreciates a positive, cooperative, constructive
relationship with officials and law enforcement everywhere. The Board appeals to all AMCA members
to use their personal influence in maintaining the wholesome image the Club has guarded since its
founding. It frowns strongly upon fringe elements who deviate from social norms in behavior, attire or
merchandise sold.
The AMCA believes that all members have an obligation to support the Purpose and Philosophy of the
Club. Although the AMCA recognizes members may have differing opinions about the Purposes and
Philosophy of the Club, no member shall engage in conduct designed to harass, intimidate, threaten,
humiliate or disparage a member or non-member, or make statements or express opinions with no basis
in fact, or hold another member or non-member up to public ridicule. Such conduct shall not be
permitted in person, or on the AMCA Forum, AMCA Facebook page, Chapter Newsletters, the Internet
or through any other form of social media. Such conduct may, in the sole and exclusive discretion of the
Board, be deemed to be detrimental to the AMCA.
The aims of the Club can be summarized in our FLAME of passion for antique motorcycles:
Fellowship of a common interest, in a
Family environment
Literature and technical information to help us restore, ride and maintain our machines
Antique motorcycles of all makes over 35 years old
Meets and Road Runs to enjoy old motorcycles
Existence of the Club and its preservation
From its humble beginnings in 1954 the AMCA has enjoyed continuous growth, and in 2013 has over
10,000 national and international members and family members. Furthermore, there are currently 56
chartered local Chapters that provide many additional opportunities for enthusiasts of all ages to enjoy
their antique motorcycles.
2
To join a local Chapter, a person must first be a National Club member. Information about local Chapter
membership and activities should be obtained directly from the Chapter contact person listed in the
AMCA Magazine, “The Antique Motorcycle,” or the AMCA website at www.antiquemotorcycle.org.
AMCA Mission Statement
“The purpose of the Antique Motorcycle Club of America Inc. shall be the collection, restoration,
preservation, use and enjoyment of antique motorcycles at least 35 years old as well as parts, accessories
and literature pertaining to the history of these motorcycles. The AMCA shall encourage members to
form Chapters anywhere there is interest in the hobby/sport. It shall also provide for and regulate
National Meets, Road Runs and the Judging Program. Through the avenue of common interest in
antique motorcycles, the AMCA shall encourage good fellowship, brotherhood, respect and camaraderie
among all men and women.”
AMCA Values Statement
“The AMCA will not discriminate against anyone because of their race, creed, national origin, religious
beliefs, sexual orientation or the brand of old motorcycle they own. The AMCA believes in respect for
others and law and order. The AMCA believes that all Members should support the purpose and
philosophy of the AMCA as outlined in its Policies and Procedures. Although the AMCA recognizes
Members may have differing opinions about the purposes and philosophy of the Club, no member shall
engage in conduct designed to harass, intimidate, threaten, humiliate, disparage or publicly ridicule a
Member or non-member. The AMCA has always been about Family and Fellowship and will continue
this course in the future.”
AMCA Vision Statement
“The Mission of the AMCA has been successfully accomplished since its inception 60 years ago
primarily through a culture created by Members who were passionate about old motorcycles. This
culture fostered a common interest in preserving and maintaining old motorcycles for future generations
while enjoying and riding them at the same time. Although the AMCA recognizes its heritage, it also
recognizes the need to set forth a plan for the future, which not only considers the interests of its current
Members but also plans for the next generation of old-bike enthusiasts. To accomplish this goal, the
AMCA believes it is important to reach out and inform, through every form of social media, current
non-AMCA old-bike enthusiasts and those who may have an interest in old motorcycles but are not
aware of the AMCA or what it has to offer them. Our goal is to encompass all brands and makes of old
bikes 35 years and older and all age ranges of enthusiasts. The AMCA believes it is important to
encourage other established motorcycle organizations and clubs to cooperate with one another to better
the sport/hobby of antique motorcycles while maintaining their own identities and goals.”
3
AMCA Articles of Incorporation Amended and Restated
The Antique Motorcycle Club of America, Inc., a Florida corporation not for profit, pursuant to Section
617.1007(3), Florida Statutes, certifies that its Articles of Incorporation have been amended and
restated in their entirety to read as follows:
ARTICLE I
NAME
The name of this corporation is THE ANTIQUE MOTORCYCLE CLUB OF AMERICA, INC.
ARTICLE II
EFFECTIVE DATE
The effective date of these Amended Articles of Incorporation shall be December 31, 2013.
ARTICLE III
PRINCIPAL OFFICE
The street address of the principal office of this corporation is 5304 South Florida Avenue, Suite 404
Lakeland Florida 33813 and the mailing address of this corporation is 5304 South Florida Avenue, Suite
404 Lakeland Florida 33813.
ARTICLE IV
PURPOSES
This corporation is organized and shall operate for any lawful purposes not for pecuniary profit and not
specifically prohibited to corporations under other laws of this State, and its activities shall be for those
purposes which are purposes permitted by Section 617.0301, Florida Statutes. In a manner consistent
with the forgoing, the purpose of this corporation shall include, without limitation:
a. The promotion of benevolent, educational, fraternal, scientific, social and other not for pecuniary
profit activities and the interests of the members of this corporation.
b. The promotion of the common benefit, pleasure, recreation, and other non profitiable activities
and interests of the members of the corporation.
c. The promotion of personal contact, co-mingling, and face-to-face fellowship between and among
the members of this corporation.
d. The encouragement of members to share interests and to have a common goal directed toward
pleasure, recreation, and other non profitable purposes such that fellowship is a material part in
the life of this corporation.
e. The encouragement of an interest in antique motorcycle operation, maintenance, ownership,
preservation, safety, and history for the benefit, pleasure, and recreation of the members of this
corporation.
f. The support and fostering of the free exchange of experience, information, and knowledge
pertaining to antique motorcycles between and among the members of this corporation.
ARTICLE V
MEMBERS
The qualifications for membership and the manner of the admission of members shall be as stated in the
bylaws of this corporation. Notwithstanding the foregoing, there shall be no policy whatsoever
providing for any form of discrimination against any person based on race, color, or religion.
ARTICLE VI
BOARD OF DIRECTORS
4
The business affairs of this corporation shall be managed by the board of directors of this corporation.
The method of electing the directors of this corporation shall be as stated in the bylaws of this
corporation. The number of directors of this corporation may be increased or decreased from time to
time, but this corporation shall never have less than three (3) directors.
ARTICLE VII
OFFICERS
The qualifications and duties of each of the officers of this corporation and the manner of selecting the
officers of this corporation shall be as stated in the by laws of this corporation.
ARTICLE VIII
LIMITATIONS AND PROHIBITED ACTIVITIES
This corporation shall be bound by the following:
a. No part of the net assets of this corporation shall inure to the benefit of any member, director, or
officer of this corporation, nor to the benefit of any private individual.
b. In the event of the dissolution of this corporation, which dissolution shall be carried out and
implemented in accordance with Section 617.1405 and Section 617.1406, Florida Statutes, the
residual assets of this corporation shall be turned over to one or more organizations which are
exempt organizations described in Section 501(c) of the Internal Revenue Code of 1986 or
corresponding Sections if any prior or future Internal Revenue Code, or to the federal or to a
state or local government for public purposes exclusively.
ARTICLE IX
INDEMNIFICATION
This corporation shall indemnify any director or officer or any former director or former officer to the
extent permitted by law.
ARTICLE X
AMENDMENTS TO ARTICLES OF INCORPORATION
These Amended and Restated Articles of Incorporation may be amended or restated only by a two-thirds
(2/3) vote of those directors present at a meeting of the Board of Directors at which a quorum is present.
ARTICLE XI
AMENDMENTS TO BYLAWS
The bylaws of this corporation shall be adopted, altered, amended, repealed, or revised only by twothirds (2/3) vote of those directors present at a meeting of the Board of Directors of this corporation at
which a quorum is present.
This corporation does further certify that:
1. The Amended and Restated Articles of Incorporation do not contain any amendment or
restatement of the Articles of Incorporation requiring member approval; and
2. The board of directors of this corporation approved, authorized, and adopted these Amended and
Restated Articles of Incorporation on October 11, 2013.
DATED this 18th day of December, 2013.
5
AMCA Bylaws
The Antique Motorcycle Club of America, Inc., is governed by a set of Bylaws adopted in 2007 and
amended at various times since then. These Bylaws provide the basic structure of the Club, although the
Board of Directors can establish official Club policies that further define the rules governing the Club’s
operation.
Bylaws of the Antique Motorcycle Club of America, Inc.
(Adopted May, 2007, and amended February 29, 2008, February 26, 2010, and July 1, 2011)
ARTICLE I. PRINCIPAL OFFICE The principal office of the corporation shall be located at the City
of Lakeland, in Polk County, Florida. The Board of Directors of the corporation from time to time may
move the principal office of the corporation to any other place, and may establish other locations for the
attainment of the corporation’s purposes. The registered office and registered agent of the corporation
shall be as set forth in the Articles of Incorporation of the corporation, but the Board of Directors may
change the registered office and registered agent from time to time as provided in Chapter 617 of the
Florida Not for Profit Corporation Act, as amended. A member of the AMCA agrees to file all petitions,
causes of action, lawsuits, complaints, grievances or any and all other legal actions against the AMCA,
its Officers or Directors in Polk County Florida.
ARTICLE II. MEMBERS
Section 1. The corporation shall have members in such classifications as determined by the Board of
Directors of the corporation.
ARTICLE III. BOARD OF DIRECTORS
Section 1. The conduct of the affairs of the corporation and the attainment of its purposes shall be
managed and guided by the Board of Directors of the corporation.
Section 2. The corporation shall have not less than three (3) Directors, with the exact number of
Directors to be fixed from time to time by resolution of the Board of Directors, and each Director shall
be elected by the Board of Directors at the annual meeting of the Board of Directors. Each Director shall
hold office for a specified term of three (3) years, or until his or her successor shall have been duly
appointed and qualified, or until his or her sooner resignation, removal from office, or death.
Section 3. The Board of Directors may hold annual, regular, or special meetings either within or without
the State of Florida.
Section 4. No person shall be a Director of the corporation unless he or she shall be a natural person
who has attained the age of eighteen (18) years.
Section 5. A quorum of the Board of Directors consists of a majority of the whole number of Directors
to be fixed from time to time by resolution of the Board of Directors. If a quorum is present when a vote
is taken, the affirmative vote of a majority of Directors present is the act of the Board of Directors. A
Director of the corporation who is present at a meeting of the Board of Directors when corporate action
is taken is deemed to have assented to the action unless he or she objects, at the beginning of the
meeting or promptly upon his or her arrival, to holding the meeting or transacting specified affairs at the
meeting or he or she votes against or abstains from the action taken. If, because of vacancies, the
number of members of the AMCA Board of Directors falls below the number required for a quorum as
outlined in the Bylaws, the President, with the approval of the Board, may appoint the required number
of directors to meet a quorum under the Bylaws.
Section 6. A majority of the Directors present, whether or not a quorum exists, may adjourn any meeting
of the Board of Directors to another time and place, and notice of any such adjourned meeting need not
6
be given to the Directors who were not present at the time of the adjournment nor to the other Directors
if the time and place of the adjourned meeting are announced at the time of the adjournment.
Section 7. The Board of Directors may permit any or all Directors to participate in any annual, regular,
or special meeting by, or conduct the meeting through the use of, any means of communication by which
all Directors participating may simultaneously hear each other during the meeting. A Director
participating in a meeting by this means is deemed to be present in person at the meeting.
Section 8. Action required or permitted to be taken at a Board of Directors' meeting or committee
meeting may be taken without a meeting if the action is taken by all members of the Board or of the
committee. The action must be evidenced by one or more written consents describing the action taken
and signed by each Director or committee member.
Section 9. The annual meeting of the Board of Directors shall be held during the third quarter of each
calendar year, and regular meetings shall be held at such times as may be fixed by resolution of the
Board of Directors. Special meetings of the Board of Directors may be held on the call of the President
or a majority of the Directors. Written notice of each special meeting shall be given by the Secretary to
each Director at least three days prior to the meeting. Attendance of a Director at a meeting shall
constitute a waiver of notice of such meeting and a waiver of any and all objections to the place of the
meeting, the time of the meeting, or the manner in which it has been called or convened, except when a
Director states, at the beginning of the meeting or promptly upon arrival at the meeting, any objection to
the transaction of affairs because the meeting is not lawfully called or convened.
Section 10. A Director may resign at any time by delivering written notice to the Secretary and the
Board of Directors. A resignation is effective when the notice is delivered unless the notice specifies a
later effective date. If a resignation is made effective at a later date, the position may be filled before the
effective date, provided that the successor does not take office until the effective date.
Section 11. Any vacancy occurring on the Board of Directors may be filled by the President of the
corporation, with the approval of the Board of Directors. A Director appointed to fill a vacancy shall be
appointed for the unexpired term of his or her predecessor in office.
Section 12. The Board of Directors, at its annual meeting, shall elect from among its membership a
President, a Vice President, a Secretary, a Treasurer, and such other officers as the Board of Directors,
from time to time, shall deem necessary. The Board of Directors shall have the power to elect a new
President should a vacancy in that office occur, but if the Board of Directors does not do so, the Vice
President, the Secretary, and the Treasurer, in that order, shall serve as acting President of the
corporation until the next annual election of officers.
Section 13. Any Director may be removed by two-thirds vote of the remaining members of the Board of
Directors, whether or not a quorum is present, whenever, in the judgment of the Board of Directors, the
best interests of the corporation will be served thereby.
Section 14. The President or the Board of Directors may establish or dissolve committees from among
its membership and, subject to any limitations imposed by law, shall vest in such committees such
powers and duties as the Board of Directors shall think proper.
Section 15. Every Director, officer, employee, or agent of the corporation shall be indemnified by the
corporation to the full extent permitted by Florida law, as now in existence or as from time to time
hereafter amended.
Section 16. The Board of Directors shall not set any compensation for itself, or for any member thereof.
The Board of Directors may authorize each member of the Board of Directors to receive reimbursement
for his or her expenses reasonably incurred in attending meetings of the Board of Directors, in attending
meetings of committees of the Board of Directors, or traveling for or on behalf of the corporation.
Section 17. The Board of Directors shall adopt and require the implementation of a conflict of interest
7
policy statement for use by the corporation and all of its officers, Directors, and committee members.
Section 18. The Board of Directors shall adopt and require the implementation of an anti-solicitation
policy statement for use by the corporation and all of its officers, Directors, and committee members.
Section 19. The Board of Directors shall have the authority to discipline, suspend or terminate
membership when the conduct of a Director is determined by the Board of Directors to be detrimental to
the purposes of the corporation. (For further information, see the AMCA Officers and Directors section
of AMCA Structure.)
ARTICLE IV. OFFICERS
Section 1. The officers of the corporation shall consist of a President, not less than one (1) Vice
President, a Secretary, a Treasurer, and such other officers as the Board of Directors, from time to time,
shall deem necessary, and shall be elected by the Board of Directors as set forth in Article III, Section
12, above. Any two (2) or more of such offices may be held by the same person.
Section 2. Each officer has the authority and shall perform the duties set forth in these Bylaws or, to the
extent consistent with these Bylaws, the duties prescribed by the Board of Directors.
Section 3. An officer may resign at any time by delivering notice to the Secretary and the Board of
Directors. A resignation is effective when the notice is delivered unless the notice specifies a later
effective date. If a resignation is made effective at a later date and the corporation accepts the future
effective date, the Board of Directors may fill the pending vacancy before the effective date if the Board
of Directors provides that the successor does not take office until the effective date.
Section 4. Any officer may be removed by two-thirds vote of the remaining members of the Board of
Directors, whether or not a quorum is present, whenever, in the judgment of the Board of Directors, the
best interests of the corporation will be served thereby.
Section 5. The President shall be the principal executive officer of the corporation and, subject to the
control of the Board of Directors, shall in general supervise and control all of the business and affairs of
the corporation. The President shall preside at all meetings of the Board of Directors. The President may
sign deeds, mortgages, bonds, contracts, or other instruments which the Board of Directors has
authorized to be executed, except in cases where the signing and execution thereof shall be expressly
delegated by the Board of Directors or by these Bylaws to some other officer or agent of the corporation,
or shall be required by law to be otherwise signed or executed; and in general shall perform all duties
incident to the office of President and such other duties as may be prescribed by the Board of Directors
from time to time. (For further information, see Appendix D.)
Section 6. In the absence of the President or in the event of the President's death, inability, or refusal to
act, and in the absence of a contrary specification by the Board of Directors, the Vice President shall
perform the duties of the President, and when so acting, shall have all the powers of and be subject to all
the restrictions upon the President. The Vice President shall perform such other duties as from time to
time may be assigned by the President or by the Board of Directors. (For further information, see
Appendix D.)
Section 7. The Secretary shall: (a) keep the minutes of the proceedings at meetings of the Board of
Directors in one or more books provided for that purpose; (b) be custodian of the corporate records and
of the seal of the corporation and see that the seal of the corporation is affixed to all documents the
execution of which is duly authorized on behalf of the corporation under its seal and otherwise
authenticate the records of the corporation; (c) keep a register of the mailing address of each member of
the Board of Directors which shall be furnished to the Secretary by each member of the Board of
Directors; and (d) in general, perform all of the duties as from time to time may be assigned by the
President or by the Board of Directors. (For further information, see Appendix D.)
Section 8. The Treasurer shall: (a) have charge and custody of and be responsible for all funds and
8
securities of the corporation; (b) receive and give receipts for monies due and payable to the corporation
from any source whatsoever, and deposit all such monies in the name of the corporation in such banks,
trust companies, or other depositories as shall be selected by the Board of Directors in accordance with
the provisions of these Bylaws; and (c) in general, perform all of the duties as from time to time may be
assigned by the President or by the Board of Directors. If required by the Board of Directors, the
Treasurer shall give a bond for the faithful discharge of the duties of the Treasurer in such sum and with
surety or sureties as the Board of Directors shall determine. (For further information, see Appendix D.)
Section 9. The President may appoint, with the approval of the Board of Directors, an assistant
Secretary and/or an assistant Treasurer to assist the National Secretary and Treasurer in their assigned
duties. Such appointees shall serve at the pleasure of the Board of Directors.
ARTICLE V. CONTRACTS, LOANS, AND OTHER DOCUMENTS
Section 1. The Board of Directors may authorize any officer, officers, agent, or agents, to enter into any
contract or execute and deliver any instrument in the name of and on behalf of the corporation. Such
authority may be general or confined to specific instances.
Section 2. No loans shall be contracted on behalf of the corporation and no evidence of indebtedness
shall be issued in its name unless authorized by a resolution of the Board of Directors. Such authority
may be general or may be confined to specific instances.
Section 3. All checks, drafts, or other orders for the payment of money, notes, or other evidences of
indebtedness issued in the name of the corporation shall be signed by such officer, officers, agent, or
agents of the corporation and in such manner as shall from time to time be determined by resolution of
the Board of Directors. Any such resolution shall be spread upon the minutes by the proceedings of the
meeting.
Section 4. All funds of the corporation not otherwise employed shall be deposited from time to time to
the credit of the corporation in such banks, trust companies or other depositories as the Board of
Directors may select.
ARTICLE VI. RECORDS
Section 1. The corporation shall keep as records minutes of all meetings of the Board of Directors, a
record of all actions taken by the Board of Directors without a meeting, and a record of all actions taken
by a committee of the Board of Directors in place of the Board of Directors on behalf of the corporation.
Section 2. The corporation shall maintain accurate accounting records.
ARTICLE VII. FISCAL YEAR
Section 1. The fiscal year of the corporation shall begin on January 1 and shall end on December 31 of
each calendar year.
ARTICLE VIII. SEAL
Section 1. The Board of Directors shall adopt a corporate seal which shall be circular in form and shall
have inscribed thereon the name of the corporation, the state of incorporation, the year of incorporation,
and the words, "Corporation Not for Profit."
ARTICLE IX. AMENDMENT OF BYLAWS
Section 1. These Bylaws may be altered, amended, or repealed by a two-thirds vote of those Directors
present at a meeting of the Board of Directors at which a quorum is present.
9
AMCA Structure
AMCA Logo
The AMCA logo consists of a wire-spoked wheel with a single cylinder mounted on top, embraced by a
pair of open wings. The logo design is a registered copyright, and use of this logo without specific
permission is illegal, with violators subject to legal action.
Any individual or AMCA Chapter wishing to use this logo must make written application to the AMCA
Executive Director. The Executive Director will review the request and approve accordingly. If there is a
question about the request, the Executive Director will advise the Board of Directors for final approval.
The Executive Director will inform the Board of approved AMCA logo requests on or before the next
Board meeting.
AMCA Officers and Directors
The AMCA Bylaws designate that the Club is governed by a Board of Directors consisting of at least
three members. Currently, the Board consists of 11 members elected for three-year terms on a rotating
basis.
The Board of Directors has responsibility for the general management and control of the affairs and
property of the Club. All contracts and policy decisions are solely and exclusively within the authority
of the Board of Directors of the Corporation. Neither this Club nor any of its Chapters, shall, under the
Club name, participate in any commercial activity that would endanger the not for pecuniary profit
status of the Club.
Robert's Rules of Order revised govern the Club in all cases where applicable and in which they do not
conflict with the Bylaws of this Club.
The duties of the National Officers—President, Vice President, Secretary and Treasurer—are outlined in
the Bylaws. The four AMCA officers do not constitute an Executive Committee, and all decisions will
be taken by the Board.
Nominations of Directors are made by the Board. Any active member may submit an application for
nomination, accompanied by a brief resume of their qualifications. All applications for nomination must
be received by the Secretary at least 60 days before the Annual Meeting of the Board. All applications
for nomination, including resumes, received by the secretary shall be referred to the Nominating
Committee for initial review. The Nominating Committee will make a determination if the applicant
meets the qualifications for Director based on the Director Job Description. Once that determination is
made, all those applicants qualified shall be submitted to the Board for review and the Board shall
schedule teleconference interviews for each applicant with the Board unless the Board by majority vote
decides an applicant shall not be considered for a Board position.
Election to the Board of Directors is by written ballot and by a majority vote of the Directors present at
the Board meeting. The President shall call for nominations at three separate times during the Board
Meeting.
A Board member who is absent from two consecutive regular meetings and/or does not fulfill the duties
required of a Board member may be removed from the Board by a majority vote of those present at the
next regularly scheduled or special meeting.
AMCA Membership
Any person of good character who completes a written membership application and pays the required
10
dues shall be entitled to membership in the AMCA. The Club may refuse membership or renewal of
membership to anyone if the conduct of the applicant at any time is determined, at the sole and exclusive
discretion of the Board, to be detrimental to the organization. The following are the categories of
membership within the Club:
Active member: Any duly approved member, either through a new or renewal application, who has
paid his or her dues upon their application or renewal date.
Family Member: A spouse, domestic partner or minor child sharing the same address with an active
member.
Honorary Member: Any person who has made an outstanding contribution to the motorcycle industry
and/or to the welfare of this Club and who has been elected to this class of membership by the Board of
Directors.
Emeritus Member: Only those persons who have served the Club as National President shall be elected
to this status.
Dues: Yearly annual dues shall be determined by the Board of Directors. Changes in dues shall take
effect with those members renewing beginning January 1 of the succeeding year. Dues are for from one
year to three years of active membership, beginning on the date of receipt of dues and a completed
application. Members who fail to renew by their due date will be dropped from the membership.
Member conduct: The Board of Directors shall have the authority to suspend or revoke individual Club
membership when the conduct of a member is determined by the Board of Directors to be detrimental to
the corporation.
Membership Discipline, Denial, Revocation and Reinstatement: From the inception of the AMCA,
the Club has had the inherent right to discipline its members. In that regard, the Board shall have the
right to discipline any member whose conduct, in the sole and exclusive discretion of the Board and by
majority vote, is detrimental to the corporation.
The Board shall also have the right to deny, suspend or revoke membership in the AMCA if the Board,
in its sole and exclusive discretion and by majority vote, determines an individual’s or member’s
conduct is or may be detrimental to the corporation.
Persons who have been denied membership or whose membership has been revoked may apply in
writing to the Board of Directors for reconsideration of the denial or revocation if the applicant alleges a
change in circumstances since the denial or revocation of membership. The Board of Directors is not
required to respond or consider such applications. However, should the Board determine, by majority
vote, that reconsideration of the case is in order, it may require the applicant submit such information
and/or documentation the Board deems appropriate. Personal appearance before the Board in closed
session may also be required.
The Board will reach a finding through majority vote and will formally notify the applicant within 15
days. The decision of the Board is final.
Membership Suspension: Persons whose membership has been suspended must meet the Board’s
requirements for reinstatement. Such requirements will be included in a Notice of Suspension. This
Notice may include a time period during which the person may not exercise the rights and privileges of
an AMCA member. The Notice may also include requirements that the person cease activity/and or
behavior that, in the judgment of the Board, is detrimental to the purposes of the corporation.
Should the suspended person fail or refuse to comply with the requirements of the Notice within the
time specified, the Suspension shall become a Revocation.
Attendance at meetings: Any active member may attend a Board of Directors meeting by written
request to the Secretary that is received at least 30 days prior to the meeting date. There is a limit of two
11
on the number of members who may attend any meeting. Members are present as observers only, and
will not speak unless invited to do so by a Club Officer.
Chapter Guidelines
The National organization encourages groups of AMCA members to form local Chapters. Chapters
provide many opportunities for members to enjoy fellowship with other members on rides, outings,
Meets and social gatherings. All Chapters are required to function in strict conformity with the National
Bylaws of the AMCA and must certify that their Chapter members are also members of the National
AMCA and not members of any other organization, group, club or association which has or currently
rejects the authority of the AMCA Board to oversee the Chapter’s Articles of Incorporation, bylaws,
compliance with the AMCA Purpose and Philosophy and conduct as a Chapter. The Board, at its sole
and exclusive discretion, shall have the authority to determine if a Chapter, its members, officers and
directors are in compliance with this section. The Board shall also have the authority to suspend,
withdraw, revoke or set conditions on the Charter of any Chapter at any time during the duration of a
newly or previously chartered Chapter.
The AMCA Board of Directors has adopted the following resolution regarding Chapter operation:
“Since it is necessary that the National organization take steps to render itself immune from possible
misdeeds or misconduct of its Chapters, it is hereby resolved that all Chapters must ensure that their
Chapter members are National members and no one can be a member of a Chapter without first being a
member of the National Club.
“It is further resolved that all Chapters must profess and follow the National Club principles and purpose
as set forth in the National organization corporate charter, and all Chapters must conform their policy
and rules to the National policy and rules. The ultimate purpose of a Chapter must be identical with the
National organization purpose. This requirement is not to be misconstrued to mean that the Chapter rules
and regulations must be identical to and limited to the National group rules and regulations, but that their
regulations must include those policies, principles and rules set forth in the National organization. The
National organization reserves the ultimate right to supervise and monitor all Chapters, requiring all
Chapters to submit an annual fiscal report, membership list and list of officers.”
For a complete list of guidelines governing AMCA Chapters, refer to AMCA Chapter Guidelines,
Appendix A. For a listing of insurance coverages the AMCA provides to Chapters, see Appendix B.
The National organization reserves the ultimate right to supervise and monitor all Chapters, requiring all
Chapters to submit a membership list, list of officers, and if requested by the Board, an annual financial
report. Only Chapters sponsoring National Meets and Road Runs are required to submit financial
reports.
Job Descriptions
Job descriptions for the following Club positions are available in Appendix D: President, Vice President,
Director, Secretary, Treasurer, Executive Director, Director of Chapters, National Meet Coordinator,
Chief Judge, Assistant Chief Judge, Director of Consumer Affairs, Advertising Manager, National
Technical Advisor, Web Master, Forum Moderator, Merchandise Manager, Editor, The Antique
Motorcycle magazine and Facebook Administrator.
AMCA National Meets
AMCA National Meets are periodic gatherings of the AMCA in different parts of the country. Their
purpose is to provide an opportunity for fellowship among members, a forum to buy, sell and trade
merchandise, and the chance to show and judge antique motorcycles. National Meets are for antique
motorcycles and parts 35 years old or older only, and related items. All National Meets are organized
12
and hosted for the AMCA by local Chapters who have met the criteria to do so and have been approved
by the Board of Directors. For full details on AMCA National Meets, refer to the National Meet
Guidelines, Appendix F. For full details on running an AMCA Judging Event at National Meets, see
Appendix G.
All AMCA Chapters hosting National Meets are required to file a National Event Financial Report with
the AMCA Treasurer within 60 days after the event takes place. You can find this form in Appendix D.
AMCA National Road Runs
National Road Runs are gatherings of AMCA members and members of affiliated motorcycle clubs in
certain scenic areas of the country for the sole purpose of riding and enjoying our antique motorcycles
together. Requests by Chapters to sponsor National Road Runs shall be approved by the Board of
Directors.
For full details on AMCA National Road Runs, refer to the National Road Run Guidelines, Appendix H.
All AMCA Chapters hosting National Road Runs are required to file a National Event Financial Report
with the AMCA Treasurer within 60 days after the event takes place. You can find this form in Appendix
C.
AMCA Judging
The Judging Program is directed by the Chief Judge under the auspices and authority of the National
Board of Directors. A Judging Committee chaired by the Chief Judge is utilized to review and
recommend policies and procedures, and refine and develop judging rules. Changes, additions,
corrections and revisions are all approved through the National Board of Directors.
All AMCA members entering their motorcycles in the AMCA Judging Program are required to sign the
AMCA Judging Disclaimer form. A copy of this form can be found in Appendix I.
The Policies and Operating Procedures of the Judging Committee are available in Appendix J. The Chief
Judge or, in the absence of the Chief Judge, the ranking judge, holds final authority regarding all judging
decisions on the judging field. The AMCA has determined that judging results can be released to the
general press in addition to publication in The Antique Motorcycle magazine.
The AMCA Handbook of Judging defines and describes the AMCA judging program, categories, and
National awards, as well as the qualifications to be an AMCA judge. A copy of the handbook is
available from the Chief Judge or online through the AMCA website at www.antiquemotorcycle.org.
Also available from the Chief Judge are apprenticeship materials.
13
AMCA Policies & Procedures
Revisions to the Policies & Procedures Manual
Policy
There shall be within the Antique Motorcycle Club of America a Committee for Policies and Procedures
Manual Revision. The Committee shall consist of the National Secretary and at least one other Director.
Under the direction of the Board of Directors, the Committee is responsible for the development of
comprehensive and timely revisions to the Manual and the distribution thereof.
Procedure
As new or revised Policies and/or Procedures are developed, the Committee will submit a draft of such
revisions to the Board for approval and/or modification. Once the revision is approved, the Executive
Director will circulate the revised handbook electronically to Chapter Presidents and Newsletter Editors.
Internal Communications
Policy
The AMCA strives to improve communications throughout the Club.
Procedure
The National Secretary will timely produce a draft of the minutes of each Board meeting and
teleconference for approval by the President. The draft will not be published until final approval by the
Board. Once approved, all minutes will then be circulated to Chapter Presidents and Newsletter Editors
by the Executive Director, and posted on the AMCA website. Full minutes of each Board Meeting, not
including teleconferences, will be published in the next available AMCA magazine once approved by
the Board.
The AMCA President will send an E-mail newsletter to Chapter Presidents and Newsletter Editors at
least six times a year.
Each Chapter President will have a contact Director, and that Board member is expected to contact his
or her contact Chapter Presidents at least three times a year, either in person or by e-mail.
Board Members are expected to monitor the website Community Forum regularly, and respond to
questions raised. Members may raise concerns regarding the AMCA with any Director or Chapter
officer, and expect to have an answer within 30 days. Up to two members may attend Board Meetings,
having given adequate notice and observing the rules of behavior.
For cross-Club communications, the Director of Chapters will host a Presidents Meeting at least once a
year, to which all Chapter Presidents or their nominees are invited. While providing feedback from
Board Meetings, this forum is also intended to exchange best practices across the Chapters.
Press Release Program
Policy
The AMCA Press Release Program is designed to deliver significant news about the Club on a timely
basis to two different audiences: the AMCA international network of Chapters, and the larger
motorcycle-journalism community. This system is not designed to supplant the Club magazine, the
News area of the Club website and the printing of the Board of Directors meeting minutes, but is
intended to permit quick dissemination of information about the National organization to the Chapters,
14
and to provide an avenue for the Club to reach out to antique motorcycle enthusiasts who are not AMCA
members.
Procedure
In order to qualify as a Press Release for distribution to AMCA Chapters, an item should: (1) be of
significant interest to the AMCA general membership; (2) have a clear relationship to the purpose and
objectives of the AMCA; and (3) be of such importance that prompt and timely distribution is necessary.
Some examples would be: changes in policy and procedure matters adopted by the Board of Directors
that have immediate and significant impact on the general membership; death or illness notices of
individuals related to antique motorcycle activities; and important forthcoming events which have not
had adequate pre-event promotion within the Club.
In order to qualify as a Press Release for distribution outside the AMCA, an item should: (1) promote an
AMCA event or program that is open to non-members; (2) Be written in a way to attract non-members
to come into contact with the Club through its events and programs; and (3) provide information that
may encourage non-members to join the Club. Some examples would include a preview of the AMCA
National Meets and Road Runs for the upcoming riding season; promotion of AMCA contests that may
be open to non-members; and announcements of significant events that prominently involve AMCA
members.
The Executive Director will serve as coordinator, working in concert with the PR Editor and Web Editor.
Newsworthy items can be generated by any member at any level in the AMCA, including the Board, the
President or outside sources. If necessary, such items would then be forwarded to the Executive Director,
who would coordinate any necessary follow up (additional details, etc.) and oversee development of a
draft Press Release. The draft would then be forwarded to the President. Once the President has
approved the release, the PR Editor would distribute it to all Directors, the Web Editor, the Magazine
Editor, and all Chapters. Where appropriate, the PR Editor would also distribute the Press Release to a
list of other motorcycle print and web publications so that it can reach a wider audience.
In order for this program to function, each member must be aware of its existence and make use of it.
The President, the Board or individual members will often be the initial source of newsworthy
information. The Program will rely on members bringing items of special interest to the attention of the
Executive Director as soon as possible; otherwise the item may not be processed quickly enough to
justify using the system.
Complaint/Dispute Resolution
Policy
It shall be the policy of The Antique Motorcycle Club of America, Inc. (AMCA) for the Board of
Directors (Board) to accept and address all serious complaints filed by an AMCA member against
another AMCA member. Any AMCA member (Complainant) may file a complaint in good faith with
any AMCA Chapter officer or with the National Board Secretary. Complaints filed on a Chapter level
shall be handled by the Chapter officers. If the Board receives a complaint that should be addressed on a
Chapter level, it may be sent to the Chapter for consideration and resolution. The complaint shall be
filed in writing and must specifically describe the alleged act or offense committed and any resultant
harm suffered by the Complainant. The complaint must be filed by the individual member
(Complainant) alleged to have been harmed or affected by the conduct of the other. Complaints filed on
behalf of another member or which fail to describe the alleged act or offense committed and the resultant
harm will not be accepted. The AMCA will not accept alleged criminal conduct as a complaint. The
AMCA does not have the resources or experience to investigate alleged criminal conduct. If such
conduct is alleged by one Member against another, the Complaint may be filed with the appropriate
government authorities which investigate such allegations by the Complainant.
15
No complaint may be filed against an AMCA policy or procedure. Criticisms and/or concerns regarding
the policies, procedures and governance of the AMCA at any level are not complaints under this policy.
Such issues are more appropriately brought forth through correspondence to any National or Chapter
Board member or officer. Criticisms, comments and observations shall be specific, include
recommended solutions and be intended for the betterment of the Club. Such recommendations may be
considered for merit and good faith by the Board.
No complaint will be considered if filed for the purpose of harassment, intimidation, personal grudge or
vindictiveness. The filing of a complaint is considered a serious matter and shall be done in good faith.
Frivolous complaints are discouraged. No complaint will be considered unless filed within three months
from the date of the act or circumstances giving rise to the facts necessary to file the complaint unless
extenuating circumstances exist which make it impossible to file the complaint within the prescribed
time limit. The AMCA Board shall have exclusive authority to determine if extenuating circumstances
exist or if a complaint was not filed in good faith or done for the purpose of harassment, intimidation,
personal grudge or vindictiveness.
The individual against whom the complaint is filed shall be advised by the Board as soon as practicable
of the existence of the complaint. The Complainant and the person against whom the complaint was
filed are entitled to a response from the Board either verbally or in writing according to his/her choice.
This response should be forthcoming in a timely fashion, with due consideration for appropriate
investigation time. The response will state the findings and conclusions, including an explanation of how
they were reached. All complaints will be handled objectively, with no inference of bias toward any
member, individual or organization.
Every effort shall be made to resolve complaints or conflicts at the lowest level in the organization.
Conflicts between members which do not involve the National AMCA organization, National Officers
or complaints by a Chapter Membership against a Chapter President, should be resolved at the Chapter
level. The Chapter President should participate in the resolution of the complaint unless it involves the
President.
Procedure
When a complaint is filed against the AMCA Member, the official accepting the complaint will
determine if:
1. The complaint involves an AMCA Member, Officer or Board member at any level.
2. It involves local Chapter matter, rules and regulations.
3. It involves only a particular member’s conduct or demeanor.
4. It involves vendor conduct or demeanor.
If the official accepting the complaint can not determine the category under which the complaint is to be
considered, it shall be forwarded to the AMCA President for determination.
The Chapter President shall be notified if the complaint is against any AMCA Chapter officer, Board
member or member. Any charge of physical injury, theft, fraud or any other illegal activity shall be
immediately brought to the attention of the Chapter President and the National President so that proper
law enforcement authorities can be notified immediately if appropriate. Complaints against any National
Officer or Chapter Officer or Board member charging physical injury, theft, fraud, or any other illegal
activity shall be forwarded promptly to the National President for review and law enforcement notified
if appropriate.
The National President will determine whether to respond directly or to assign a Fact Finder to
investigate the complaint. A Fact Finder may be any current AMCA member or members in good
standing. The National President, at his sole discretion, shall have the right to appoint any portion of the
AMCA Board as the Fact Finder for any complaint filed. The Fact Finder will be responsible for
16
objectively investigating the complaint to an appropriate depth, develop conclusions and recommend
resolution. The investigation report will be forwarded to the National President for his/her approval or
modification. The President may require further investigation, or may assign the task to another.
Upon conclusion of the President’s review, the individual charged in the complaint, as well as the
Complainant, will be given notice by letter from the National President of his or her findings and
conclusions and how they were reached. A copy of this letter will be made available to the National
Board Directors for their information. The entire complaint package will be forwarded to the National
Secretary for filing.
The resolution of local complaints not involving National Officers or Board members will be the
responsibility of the Chapter President. He/she may respond directly or appoint a Fact Finder who will
conduct the investigation and report the resulting findings and recommendations. The Chapter President
may approve or modify the findings. The complainant shall be notified of the findings either verbally or
in writing, whichever the complainant chooses.
Complaints accepted at local Meets involving alleged inappropriate acts by vendors may lend
themselves to resolution by the Chapter President. Circumstances indicating attempted or actual illegal
or unethical activity at regional or National Meets should be brought to the attention to the AMCA
National President without delay. Complaints against the Chapter President shall be forwarded to the
National President for investigation and resolution. In cases of complaints against Chapter Officers or
Board members, the Chapter President shall prepare and forward to the National President a brief
memorandum describing the complaint, its investigation and findings.
All cases involving disputes between members relating to the sale of parts, equipment or services,
except in cases of alleged theft, fraud or other illegal activity, may be submitted to the Director of
Consumer Affairs for resolution. Such disputes are not the subject of the complaint procedure described
above.
Anti-Solicitation Policy and Agreement
Policy
The AMCA Roster is provided by the AMCA only to and is solely for the private, non-commercial use
of its members, and there are serious penalties for any misuse.
Procedure
The AMCA Board has approved the following Anti-Solicitation Policy Statement and Agreement
governing membership information included in Membership Rosters published periodically by the Club.
This Antique Motorcycle Club of America, Inc. (“AMCA”) Membership Roster is provided by the
AMCA only to and is solely for the private, non-commercial use of its members subject to the terms of
this Anti-Solicitation Policy Statement and Agreement, and any other policies and rules that may be
published from time to time by the AMCA. A person who is not a member of the AMCA is not
authorized to use this Membership Roster for any purpose whatsoever. Any member who violates the
terms of this Anti-Solicitation Policy Statement and Agreement may be permanently banned from being
a member of the AMCA. Becoming a member of the AMCA and purchasing this Membership Roster
and/or any usage of this Membership Roster by an AMCA member (or a non-member) shall constitute
acceptance of the terms and conditions of this Anti-Solicitation Policy Statement and Agreement
whether the person using this Membership Roster is a member of the AMCA or not. Any user of this
Membership Roster is hereby placed on notice that the AMCA has the exclusive rights and privileges in
and to the copyright of the Membership Roster. The Membership Roster is protected by United States
Copyright laws and international treaty provisions, and must be treated like any other copyrighted
material. Use of the material contained in the Membership Roster is solely intended for the individual
and private use of the members of the AMCA who purchase a Membership Roster. The material
17
contained in this Membership Roster may only be used exclusively and solely for private, noncommercial purposes and shall not be reproduced nor used for any type of solicitation whatsoever. This
Membership Roster shall not be used for any of the following purposes:
1. Information from it may not be added to, loaded into, or transcribed into any database, including, but
not limited to, word processors, spreadsheets, databases, contact management systems, auto-dialers,
address lists, or solicitation lists or programs by any means including, but not limited to, electronic,
mechanical, or manual.
2. Information from it may not be used for any form of promotion or solicitation regardless of whether
such promotion or solicitation is for a commercial, charitable, or other non-profit use.
3. Information from it may not be forwarded to third parties who are likely to use the information for
any commercial purpose.
4. Information from it may not be used for any commercial or solicitation purpose whatsoever.
5. Information may not be used by members or non members to create email “blasts” to multiple
members for any purpose. Member inclusion in this roster does not authorize any member or non
member, either by implication or implied consent, to receive “blast” emails. If a member or non member
sends an email to more than six listed members at a time more than once in a six-month period, such
conduct shall be considered a violation of the Anti-Solicitation Policy and subject the member or non
member to the penalties stated herein.
6. No member shall have a proprietary right or any type of implied ownership interest in the membership
roster solely from being a member of the AMCA.
If the AMCA learns that you have used or are using the information contained in this Membership
Roster for any prohibited purpose and thereby violate this Anti-Solicitation Policy Statement and
Agreement, the AMCA will construe such use by you as your agreement and consent to be a party to a
contract between you and the AMCA whereby you agree that you have purchased a valuable mailing list
from the AMCA. This contract, then, shall result in you owing the AMCA ten dollars ($10.00) per use
for each AMCA member whose Membership Roster address is located within any state to which you
mail, direct, or send such solicitations, and for which use the AMCA shall charge you the ten dollar
($10.00) amount. Further, it will be construed by the AMCA that you agree that this contract shall be
governed by and in accordance with the laws of the State of Florida, and the sole and exclusive venue
for any such action shall be in the Circuit or County Court of Polk County, Florida, or in the United
States District Court for the judicial district in which Polk County, Florida, is or may be located. In
addition, you agree to renounce and waive any right whatsoever to a trial by jury, and to reimburse
AMCA for any reasonable attorneys fees including, without limitation, attorneys fees incurred at trial or
in conjunction with any appeal or certiorari proceeding.
This official AMCA Anti-Solicitation Policy Statement and Agreement was adopted formally by the
Board of Directors of the corporation February 29, 2008, and amended June 9, 2013.
AMCA Membership List Communications
Because the Board believes it is the best interests of the Club to allow Chapters to solicit new members
from a specific geographical area of the Club Membership, the following Policy is designed to
encourage Chapter solicitation for new members. In an effort to balance the privacy interests of the
Membership with the interests of the Chapters to solicit new members, the Board has adopted the
following Policy.
Policy
Any AMCA Chapter that desires to solicit AMCA Members to join its Chapter must first submit a
request by email to the Executive Director at [email protected]. The request must
18
state the specific geographic area from which AMCA members would be chosen for solicitation. At the
same time, the Chapter will submit the completed form letter shown below with suggested
modifications, if deemed necessary. Within a reasonable period if time, the Executive Director shall
approve, modify or deny the request after consultation with a designated member of the Board. The
Chapter will be notified of the decision.
Once approved, the Chapter’s solicitation letter will be forwarded to the AMCA’s designated service
provider and sent to the chosen list of AMCA members at AMCA expense. The AMCA member
solicited will have three options: 1) request information about joining the Chapter; 2) “opt in” to receive
emails and newsletters from the Chapter without joining the Chapter at that time; 3) ignore the
solicitation letter from the Chapter.
If a solicited AMCA Member does not “opt in,” the Chapter shall not communicate with this AMCA
Member until the next authorized period outlined below.
Any Chapter may request approval to send a solicitation letter once in a 12-month period. Nothing in
this Policy shall prevent a Chapter from communicating with its own Chapter members. Nothing in this
policy shall prevent the Board from communicating with the AMCA Membership. Nothing in this
Policy shall change or modify the AMCA Anti-Solicitation Policy, which is separate from this Policy.
Suggested Wording of the Chapter Solicitation Letter
Dear AMCA Member,
On behalf of the AMCA’s (chapter name) Chapter, I would like to extend an invitation for you to join our
Chapter. We are based in the (region) area of (state) .
AMCA Chapters allow AMCA members to get together on a local level for activities, including rides,
swap meets and social events. In addition, they’re a great way for you to meet people in your area who
share your enthusiasm for old bikes. Any AMCA member in good standing is eligible to join an AMCA
Chapter in addition to their membership in the National Club.
I invite you to check out our website at (web address) . As you’ll see, we’re planning a
(type of event) on (date) . It will be held at (location) . We hope you can join us for this event.
Our annual Chapter dues are currently $__ and include the ability to participate in all Chapter events and
receive our Chapter newsletters.
If you have an interest in getting together with other antique-motorcycle fans in the area, please contact
me by email at: (email address) or you can call me at (telephone number) . Don't reply to this email, since it
comes from an automated service.
I can assure you that if you decide to join our Chapter, you’ll be around a group of people with the same
passion for old iron as you.
If you would like to learn more about our Chapter, we can add you to our list for emails and Chapter
newsletters. Just send me an email at the above address with the words “opt in” and I will add you to our
list.
Sincerely,
(signature)
Chapter President
Conflict of Interest Policy
Policy
The Antique Motorcycle Club of America, Inc., and all of its officers, Directors, and committee
members scrupulously shall avoid any conflict of interest or potential conflict of interest between their
19
respective individual, professional, or business interests and the interests of the corporation in any and
all actions taken by them in their respective capacities on behalf of the corporation.
Procedure
In the event that any officer, Director, or committee member of the corporation shall have any direct or
indirect interest in, or relationship with, any individual or organization that proposes to enter into any
transaction with the corporation, including but not limited to transactions involving the sale, purchase,
lease, or rental of any property or other asset; employment, or rendition of services, personal or
otherwise; the award of any grant, contract, or subcontract; or the investment or deposit of any funds of
the corporation, such person shall give immediate notice to the corporation of the interest or relationship
or the potential interest or relationship and shall thereafter refrain from discussing or voting on the
particular transaction or matter in which he or she has or may have any interest and shall not otherwise
attempt to exert any influence on the corporation or its components to affect a decision to participate or
not participate in such transaction or matter. In the case of a disclosure of an actual or potential conflict
of interest, the minutes of the Board meeting shall reflect that a disclosure was made and by whom, and
that there was abstention from discussion and voting by the interested or possibly interested person.
AMCA Website Forum Participation and Rules
Policy
The Community Forum portion of the Club website at www.antiquemotorcycle.org is an area in which
members can share information on antique motorcycles and related topics. The messages in the forum
can be viewed by all website visitors, but only AMCA members can post messages.
Procedure
All members registering to use the forum must read and agree to the following rules for forum
participation that are posted on the site:
“The AMCA Forum is established solely for the purpose of providing members with a valuable source
of information, communication and discussion about antique motorcycles 35 years and older. The
AMCA is proud of its family friendly reputation and all posts and comments should be suitable for
family viewing and reading. Questions and comments on AMCA policy, procedures and organization are
better addressed to any Officer or Director who are listed in the AMCA magazine.
“Registration to this forum is free! You MUST be an AMCA member to post on the forum. We do insist
that you abide by the rules and policies detailed below. If you agree to the terms, please check the “I
agree” checkbox and press the “Complete Registration” button below. If you would like to cancel the
registration, click here to return to the forums index. “Although the administrators and moderators of
AMCA Forum will attempt to keep all objectionable messages off this forum, it is impossible for us to
review all messages. All messages express the views of the author, and neither the owners of AMCA
Forum, nor Jelsoft Enterprises Ltd. (developers of v Bulletin) will be held responsible for the content of
any message.
“By agreeing to these rules, you warrant that you will not post any messages that are political in nature,
not related to antique motorcycles, obscene, vulgar, sexually-oriented, hateful, threatening, use ethnic
slurs, encourage physical violence or in the sole opinion and discretion of the AMCA are objectionable
or otherwise violate any rules, regulations or laws. Disputes over transactions and services between
members or members and vendors shall not be posted on the Forum. All such disputes shall be
submitted to the AMCA Consumer Affairs Director for mediation and resolution.
“The owner of AMCA Forum is The Antique Motorcycle Club of America Inc., which reserves the
right, at its sole discretion, to remove, edit, move or close any thread for any reason or for no reason. As
such, no member of the AMCA has a property right in the forum as a result of being a member of the
20
Club. Each paid up member in good standing may enjoy the privilege of participation in the forum if the
member abides by the Forum Rules. “The Forum Moderator shall have the right to expel and deny use
of the forum to a paid-up member who, in the sole discretion of the moderator, violates the Forum Rules.
If a member is expelled or denied use of the forum by the moderator, the member shall have the right to
appeal the expulsion to an AMCA Forum Appeal Panel set up for this purpose. Within twenty (20) days
of expulsion or denial of use, the member shall notify the Moderator by e-mail or certified mail of his or
her desire to appeal the expulsion or denial of use. The Moderator shall notify the Chairman of the
Appeal Panel of the member’s appeal. The Appeal Panel shall conduct an appropriate investigation of
the member’s expulsion or denial of use, including fact-finding if deemed necessary. The Appeal Panel
shall issue a decision as soon as possible after the completion of the investigation and fact-finding with
notice to the member and the Forum Moderator. The decision of the Appeal Panel shall be final.”
Club Magazine Information
Policy
It is the policy of the AMCA to make space available, where practical, in the Club magazine, The Antique
Motorcycle, for the promotion of events and activities organized by AMCA Chapters and stories of interest
to AMCA members. All articles submitted for publication shall be factually correct and not contain
information or statements contrary to AMCA Policy. Submitted articles which are factually incorrect or
contain information or statements contrary to AMCA Policy are subject to editing or rejection.
The Board reserves the right to modify the advertising policy where the majority of the Board believe an
advertisement submitted by any party, whether a Club member or not, to the Publisher/Editor of the
magazine is contrary to or designed to circumvent Club policy and procedures. Where two or more parties
submit advertising for an event in the same time period, if one of the parties is a Chapter which sponsors a
National Meet or Road Run, the party not having National Board approval may not be permitted to
advertise in the Club magazine.
The Board reserves the right to refuse any advertisement submitted by a party or group not having official
affiliation or recognition by the AMCA even if one or more members of the party or group may be AMCA
members.
Procedure
Articles, photographs or diagrams can be submitted for publication in the Club magazine by individual
members or Chapters. All items should follow the Club guidelines and be of a historic nature (35 years
or older), or of a current event covering a Club activity, National Meet or Road Run. Material submitted
that is copyrighted must have a release from the originator.
The preferred format for an article is an electronic file in Microsoft Word (.doc) or .rtf format. These can
be submitted by e-mail (sent as an attachment) or on computer CD. If necessary, articles can be sent in
handwritten or typed form. There is no requirement as to the length of an article, however, for National
Meets or Road Run reports, 800 to 1,400 words is suggested. Include the National Recognition Award
winners for National Meets and an award winners list for National Road Runs.
Digital photographs should be sent in .jpg format. Shoot them in the largest format your camera can
accommodate. Please name each one and send them as e-mail attachments or copy them to a CD for
mailing. For film cameras, the preferred format is 4 x 6 (or larger) prints. Please supply a photo caption
with each photograph. For National Meet and Road Run reports, include approximately five or 10 of the
best photos taken at your event.
We encourage the inclusion of historic photos, sales brochures and other documents with stories, where
appropriate. Because of the value of these items, we recommend scanning these materials (preferably at
600 dpi resolution) and sending them as e-mail attachments or on CD, in .jpg or .pdf formats. When
scanning historic items, use color mode, even for black-and-white images. If you must send original
21
historic documents by mail, please contact the editor before shipping. We will handle your valuable
material with the care it deserves.
Unfortunately, photocopies (color or black and white) of photographs or literature are not suitable for
reproduction. Please indicate whether you want original materials and photographs returned to you.
Articles, photos, material and questions should be directed to the Editor, Antique Motorcycle Club of
America. Contact details can be found on the AMCA website or in The Antique Motorcycle magazine.
Honorary Membership Nomination Policy
Policy
It is the Club’s policy to recognize individuals who have made significant contributions to the antiquemotorcycle movement by naming those individuals as Honorary Members of the AMCA.
Procedure
The President shall establish an Honorary Membership Committee and shall appoint no less than three
nor more than five Directors to act as members. The Committee shall review all nominations submitted
for Honorary Membership, and present its recommendations to the Board of Directors. The Board of
Directors shall select from the Committee's recommendations the candidate(s) to be appointed Honorary
Memberships. The selection shall be based on a majority vote and the Board's decision is final.
For full details of the AMCA Honorary Membership program, refer to Appendix K.
Policy on Board Member Participation on Other Boards
Policy
It is the policy of the AMCA that members of the AMCA Board of Directors cannot serve on the boards
of other organizations without approval of two-thirds of the AMCA Board of Directors.
Procedure
No AMCA member shall be nominated to sit on the AMCA Board of Directors who is currently sitting
on the board of any other organization without the approval of the AMCA Board of Directors by a vote
of two-thirds of the current members. If a current member of the AMCA Board of Directors joins the
board of another organization without a two-thirds vote of the current AMCA Board of Directors, the
member shall be suspended from the AMCA Board of Directors until the AMCA Board of Directors has
an opportunity to vote on the matter, but no later than the next scheduled meeting of the AMCA Board
of Directors.
AMCA Consumer Affairs Policy
Policy
The AMCA Consumer Affairs is established to provide a dignified method to resolve disputes between
members by offering a voluntary mediation service for disputes not involving acts of fraud, theft,
deliberate misrepresentation and moral turpitude. In cases where a member is alleged to have engaged in
acts of fraud, theft, deliberate misrepresentation and moral turpitude, the AMCA may become involved
regardless of the member’s voluntary acceptance of Consumer Affairs involvement. Neither Consumer
Affairs nor the AMCA will become involved with disputes of any kind involving non-members. In cases
involving fraud, theft, deliberate misrepresentation and moral turpitude, the AMCA Board at its sole
discretion may discipline a member, including expelling the member from the AMCA.
Procedure
The Director of Consumer Affairs shall establish a mediation procedure to address disputes between
22
members who have a dispute not involving fraud, theft, deliberate misrepresentation and moral
turpitude. Although the Board shall have oversight of the Director, the Board will not become involved
in the mediation process or hear appeals from the mediation process. In cases involving allegations
against a member involving fraud, theft, deliberate misrepresentation and moral turpitude, the Director
of Consumers Affairs may appoint a committee of three Board members, one of whom is himself, to
conduct an investigation and, if the allegations have merit, make recommendations to the Board. The
Board shall have final authority in determining discipline of a member, including expulsion from the
AMCA.
AMCA Internal Audit Committee Policy
Policy
There shall be within the Antique Motorcycle Club of America an Internal Audit Committee to
periodically audit the finances of the Club. The Committee members shall be appointed by the President
as follows: a Board of Directors member, a member volunteer with an accounting/bookkeeping
background, and a member from the general membership other than the Treasurer.
Procedure
The Internal Audit Committee will meet once a year for the purpose of auditing the finances of the
AMCA.
AMCA Grants Committee Policy
Policy
There shall be within The Antique Motorcycle Club of America, Inc. (AMCA), The Antique Motorcycle
Club of America Grants Committee.
Purpose
The Antique Motorcycle Club of America, Inc. (AMCA) and Antique Motorcycle Foundation (AMF)
will cooperate on a joint project known as the Old Iron Grant Program that will be used to promote and
support the education of individuals who will advance the practice of antique motorcycle preservation
and restoration and the pursuit of knowledge in general that may be beneficial to the understanding and
preservation of antique motorcycles. The grant(s) will be used to support educational programs or
projects directly related to the study of the preservation and or restoration of antique motorcycles. Said
grant(s) will be available to educational institutions, students for tuition assistance into such institutions,
room, board and living expenses, as well as to AMCA members seeking support for projects such as, but
not limited to, documentary video or book production, all being specifically related to the antique
motorcycle subject. Grants may not be used for the funding of museums, museum exhibits, or
motorcycle shows. Under the direction of the AMCA Board of Directors, the Grants Committee will
identify and recommend for approval grant requests from individuals or organizations deemed worthy of
receiving financial support.
Committee
The Grants Committee shall consist of the Executive Director and three Board members appointed by
the President with the approval of the Board. The Grants Committee shall develop and modify policy
and procedure, with the approval of the Board, for identifying, reviewing and approving grant requests
and for allocating grant funds. The Grants Committee shall meet at the same location and date as the two
annual Board of Directors meetings. A majority of members constitutes a quorum and majority vote will
prevail. All committee discussions and information distributed are confidential to the AMCA.
Funding
23
The AMCA Board of Directors shall distribute funds allocated by the AMF for grant funding purposes.
In addition, a portion of contributions received each year will be directed to the grants fund. These funds
shall be reviewed by the Treasurer, who will report to the AMCA Board of Directors at its semi-annual
meetings. The Board may, by majority vote, increase or decrease the funds as may be deemed necessary.
Application Procedure
Eligible individuals may submit applications for annual grants at any time during the year. These
applications shall be directed to the Executive Director, who will forward copies to the Grants
Committee members for their review. Each application shall contain at least the following: (1) Name and
title of requestor, (2) Address and telephone number of requestor, (3) Amount of request, (4) Description
of project, program or activity, (5) Goals of project, program or activity, and (6) Provision for quarterly
progress reports. Applications should not exceed two pages in length, but may include pertinent
attachments/exhibits. Applications will be screened by the Grants Committee prior to the two national
AMCA Board of Directors meetings. The Grants Committee will then present to the Board those
applications deemed worthy of support. The Board will make final approval by majority vote.
Grant Allocation
Grant funds may be allocated on a quarterly or annual lump sum basis according to the needs of the
Grantee and at the sole discretion of the AMCA, in the judgment of the Committee. The Secretary shall
respond in writing to each applicant, advising whether the application has been approved. Such written
response will include reporting requirements and any other specific procedures deemed necessary by the
Board. Grantees must comply with all applicable Federal, State and local laws as well as all stated
requirements of the AMCA. Funding may be withdrawn at any time for cause should it become clear
that continued support of the Grantee, in the judgment of the Board, is inadvisable and not in the best
interests of the AMCA. Each Grant will expire at the close of business each calendar year. Grantees may
reapply annually for funding of continuing projects. Continued funding by the AMCA will be at the sole
discretion of the AMCA in the judgment of the Board of Directors.
Informational or Promotional Materials
Any informational or promotional materials referring to this program shall contain the words “Awarded
by the Antique Motorcycle Club of America, Inc., and funded by the Antique Motorcycle Foundation,
Inc.”
AMCA Grant Application Procedure
Eligible individuals or organizations may apply for a grant at any time during the year. Applications
shall be directed to the Executive Director. The Executive Director will respond to the Applicant
confirming receipt of the application, and forward copies to each member of the Grants Committee for
review.
Each application shall contain at least the following:
"
Name and title of Applicant;
"
Address, telephone number and email of Applicant;
"
Dollar amount of Grant request;
"
Description and budget proposed for project, program or activity to be funded;
"
Goals and objectives of project, program or activity;
"
Relationship of project to AMCA/AMF’s purpose and objectives. (The AMCA Purpose
Statement is contained in this AMCA Manual and on the Club website at
www.antiquemotorcycle.org.)
Applications shall contain a provision for a quarterly progress report to be submitted to the AMCA and
24
shared with the AMF to ensure that each grant is being used according to criteria set forth in the
Foundation/AMCA Scholarship Agreement. Applications should not exceed two typewritten pages in
length, but may include pertinent attachments/exhibits.
Applications will be screened by the Grants Committee immediately prior to the AMCA Board of
Director’s annual and semi-annual meetings. The Grants Committee will then present to the Board those
applications deemed worthy of support. The Board will make final approval by majority vote.
Grant Allocations
Grant funds may be allocated on a quarterly or annual basis according to the needs of the Grantee and at
the sole discretion of the AMCA, in the judgment of the Board.
The Executive Director will respond in writing to each applicant advising whether or not the application
has been approved. When funding has been approved, the written response will include a Letter of
Agreement, reporting requirements and any other specific requirements of the Board. Grantees must
comply with all AMCA Grant Program requirements and all applicable federal, state and local statutes
and regulations. Funding may be withdrawn at any time for cause, should it become clear that continued
support of the Grantee, in the judgment of the Board, is inadvisable and not in the best interests of the
AMCA.
Each grant will expire at the close of business of the funded calendar year. Grantees may reapply
annually for the funding of continued projects or programs.
AMCA/AMF National Directors and their immediate family members are not eligible to participate in
the Grants Program.
(See Grant Program Letter of Agreement—next page)
25
AMCA Grants Program Letter of Agreement
This Agreement shall exist between the Antique Motorcycle Club of America Inc. (AMCA) and
__________________________________, hereinafter referred to as Grantee.
In exchange for a grant of _____________Dollars, for the year period beginning January 1,________ ,
Grantee shall:
"
Provide the AMCA Board of Directors a Grant Application as specified in the AMCA Manual
and on the Club website at www.antiquemotorcycle.org
"
Comply with all applicable Federal, State and Local statutes and regulations, and requirements of
the AMCA.
"
Promptly respond to any requests by the Board for additional information regarding the funded
project.
"
Return to the AMCA any remaining uncommitted funds at the close of the project.
"
Advise the AMCA no later than July 1 of the project year, should continued funding past the
current period be anticipated. Continued funding by the AMCA will be at the sole discretion of
the AMCA in the judgment of the Board of Directors
"
The AMCA assumes no liability for any claim arising out of any act or omission on the part of
the Grantee in the administration of the funded project.
"
The AMCA reserves the right to withdraw all funding at any time for cause, should it become
clear that continued support of the Grantee, in the judgment of the Board, is inadvisable and not
in the best interests of the AMCA/AMF.
I agree to comply with the above requirements.
Grantee’s Signature_______________________________________Date_______________________
Print Full Name__________________________________________Telephone___________________
Street Address____________________________________Email_____________________________
City_______________________________State/Province/Country__________Postal Code_________
Certificate of Acknowledgement of Notary Public
State of_________________County of __________________. On this______day of______________ in
the year__________, before me_________________________________(Notary) personally appeared
_____________________________(Applicant) personally known to me (or proved to me on the basis of
satisfactory evidence) to be the person whose name is subscribed to this instrument, and acknowledged
that he or she executed it. I declare under penalty of perjury that the person whose name is subscribed to
this instrument appears to be of sound mind and under no duress, fraud, or undue influence.
Notary Seal
____________________________________
(Signature of Notary Public)
Received by___________________________________________Date__________________________
26
AMCA Facebook Page Policy
The Board has recognized the benefit of social media to extend the reach of the AMCA to old bike
enthusiasts who may not know about the AMCA. As we know, social media also offers opportunities for
AMCA Members to exchange comments, ideas, technical information, photographs and other antique
motorcycle information. To further the goals and mission of the AMCA, the Board authorized the
creation of the AMCA Facebook page to include the AMCA logo. The Facebook page is and has been
the property of the AMCA and is subject to the exclusive control of the AMCA Board which has the
authority to establish rules and regulations from time to time to assure the page reflects the AMCA's
Mission, Philosophy, and Policies and Procedures. The Board may appoint one or more administrators
for the page who shall agree in a manner designated by the Board not to change the administrator
password without proper authorization from the Board or its designated representative. The Executive
Director shall have administrative control over the Facebook page for the Board.
27
APPENDIX A
AMCA Chapter Guidelines
All Chapters must ensure that their Chapter members are National members and no one can be a
member of a Chapter without first being a member of the National Club. AMCA members in good
standing may participate in any Chapter-hosted event without the requirement to become a paid member
of that Chapter. Chapters may charge participants a reasonable fee in order to defray expenses. In
addition, Chapters regularly produce newsletters which reflect activities of Chapter members on both the
Chapter and National levels, giving recognition to accomplishments and reflecting the camaraderie the
hobby provides.
The AMCA is insured through the JC Taylor Company at this time. All participants in National or
Chapter activities, other than spectators, must be National members. This includes all vendors and is an
insurance requirement. The only exception would be invited guests at social events such as picnics or
banquets, and members of affiliated motorcycle clubs.
Establishing a Chapter
All correspondence concerning Chapters is through the National Director of Chapters. The National
Director of Chapters is dedicated to assisting members in organizing and chartering a Chapter. See The
Antique Motorcycle magazine or the AMCA website for contact details.
Any group (minimum of 8) of antique motorcycle enthusiasts who have current National membership
may seek to form a local Chapter. An application form must be requested and returned to the Director of
Chapters. It should be completed and signed by all those desiring to be charter members, and those who
will lead and direct the Chapter during its organization.
The Director of Chapters will present the application to the National Board of Directors at its next
scheduled meeting. Following a vote of the Board, the Director of Chapters will notify the originator of
the request. If an affirmative vote was cast, a charter acceptance form will be sent and the Chapter
organizers can then prepare a set of Bylaws and formally elect officers/Directors. This information must
be sent to the Director of Chapters. Final approval of a prospective Chapter will occur at the next
scheduled meeting of the National Board, following which the Chapter Charter would be presented. All
Chapters should be incorporated as a not-for-profit corporation in their own State.
Chapter Responsibilities to National
Before February 1: Submit written proposal to National Meet Coordinator the year preceding your
request to host a National Meet or Road Run. For further details, see the National Meet Guidelines
(Appendix F) and the National Road Run Guidelines (Appendix H).
September: Election of Chapter Officers for upcoming year. Submit a list of new officers immediately
to National Director of Chapters. Required for AMCA Information Sheet printed in late October.
Before National Meet: Prepare advertisement for National magazine before the deadline for the issue
preceding your National Meet/Road Run. Send to Editor, The Antique Motorcycle magazine.
After National Meet: Submit National membership fees immediately to Cornerstone Registration.
Submit story and photos to Editor, The Antique Motorcycle magazine. Submit financial statement
(income/expenses) to National Treasurer no later than 60 days following the event.
Additional items:
Any Chapter bylaw change must be submitted in writing to the Chapter Board of Directors. Final
adoption of any amendment will require a two-thirds majority vote of the Board members present at the
meeting. A copy of these changes must be sent to the Director of Chapters within 30 days of being
adopted.
28
A copy of each issue of the Chapter newsletter shall be sent to: (1) each National Board member; (2)
Editor of The Antique Motorcycle magazine; (3) editor of each Chapter newsletter; (4) Chapter
presidents.
To establish a Chapter, contact the Director of Chapters.
Note: AMCA National can revoke a Chapter’s charter if these responsibilities are not met.
29
APPENDIX B
AMCA Insurance Coverage Provided to U.S.A. Chapters
(as of March7, 2014)
The national obtains insurance for your Chapter officers and events and sanctioned AMCA events.
These are as follows:
General Liability Policy (Foremost #PPS37982635)
"
provides insurance protection for liability losses (up to $5M) to chapter and individual members
if sued for bodily injury or property damage to the public due to negligence on part of the club
during a club event or activity
"
provides up to $10K medical expense (first aid) coverage to non-members injured at an event
with-out regard to negligence
In plain language, you no longer have to notify the insurance company in advance of your event. Your
Chapter and its members are provided with insurance coverage if the Chapter (or member) is
representing the Chapter and is found guilty of injuring a person or damaging someone’s property, not
physical damage or coverage for a vehicle, at a chapter event (coming to, during, or on the way home
from a meeting, run, picnic, etc.). There is no coverage for a member striking an event attendee with a
motorcycle (that’s what the vehicle owner’s liability policy is for). Non-member attendees may also be
provided medical coverage (limited) if injured at an event (step into a hole, get sick on a vendor’s food,
etc.).You should notify J. C. Taylor insurance company if an incident occurs, but you do not have to wait
for the company to authorize medical care.
Directors and Officers Liability (Great American #EPP5595630)
"
provides insurance protection for liability loss (up to $1M) to chapter officers from lawsuits due
to negligence and breaches of fiduciary duty
"
chapter officers ARE NOT protected if they commit fraud
In plain language, your chapter officers are provided with insurance coverage if found guilty of
negligence in performing their duties (forgot to reserve fairgrounds for meet, etc.) or exceeding their
authority (investing chapter funds in stock market, etc.). Chapter officers ARE NOT protected if found
guilty of fraud.
General information insurance questions can be referred to the President, or the Executive Director.
Should an incident occur:
Contact a local attorney (the AMCA Inc. cannot represent the chapter in its state)
Contact the AMCA Inc. Treasurer, who will notify the appropriate insurance agent to start working with
the chapter and its legal counsel
Publisher’s Liability Policy (Axis #MCN0001013911101)
"
provides insurance protection against libel and slander for editorial and advertising in Chapter
newsletters (not websites).
"
maximum coverage of $1 million with $5,000 deductible.
In plain language, this provides protection against defamatory or disparaging or harmful information
published in printed Chapter newsletters. It covers both the editorial and advertising portions of the
newsletter.
30
APPENDIX C
AMCA National Event Financial Report
All AMCA Chapters hosting National Meets and Road Runs are required to file a National Event
Financial Report with the AMCA Treasurer within 60 days after the event takes place. The following
form can be used for filing that report or you may request an Excel spreadsheet version of this report
from the Treasurer:
Host Chapter Name:_______________________________________________________
Event Type:_____________________________________ Date:____________________
Event Revenues:
$ (no cents)
Registration Fees
__________
Merchandise Sold
__________
Donations received
__________
Banquet Tickets
__________
Program Advertising
__________
Camping fees, Electrical Hook-Ups
__________
National Allowance
__________
Judging Fees
__________
National Memberships Collected
__________
Less: Revenue to other Chapters
__________
Other:
Bike Sales Corral
__________
Gate Receipts
__________
Vendor Fees
__________
Local memberships
__________
Total Event Revenue
__________
(Please complete expense sheet—next page)
31
Event Expenses
$ (no cents)
Vendor Payment to National
(Number of vendor spaces _______ x $20):
__________
Cost of Merchandise Sold
__________
Supplies
__________
Legal/Accounting fees
__________
Telephone
__________
Printing and Shipping
__________
Grounds Rental/Prep & Maintenance
__________
Equipment rental, purchases
__________
Printing and publications (programs, vendor packets, etc
__________
Travel reimbursement for meet
__________
Banquet and other food costs
__________
Other expenses:
__________
Trophies/Awards
__________
Donations
__________
Postage
__________
Refunds
__________
National Memberships Payment to National
__________
Total Event Expenses
__________
Profit (Loss)
__________
32
APPENDIX D
Job Descriptions
The following job descriptions cover many of the elected and appointed positions within the Antique
Motorcycle Club of America. Those positions are broken down into two categories—those that must be
held by members of the AMCA Board of Directors (for further information, see AMCA Bylaws, Article
IV, Sections 5-8) and those that are filled through appointment by the AMCA Board of Directors. All job
descriptions are subject to change by action of the AMCA Board of Directors.
Positions Open to Members of the AMCA Board of Director
President
" The President shall preside at all meetings, appoint committees, and have the power to decide all
questions of equal division among the Board, having all power and duties usually vested in the
President.
" The President may name among active AMCA members a chairperson and members of special
committees to serve temporarily for a specific purpose.
" The President shall have the authority to sign such papers as may be required in the sale of
securities or other assets belonging to the organization or in connection with the settlement of
estates or trusts in which the organization has an interest.
" The President should endeavor to attend as many National events as is practical, write comments
in each national magazine via the President’s column, as well as monitor and participate on the
website if possible. The President should be approachable by the membership and act as the
Club’s official representative with other similar organizations.
Vice President
" The Vice President shall assist the President whenever possible.
" The Vice President shall serve in the absence or disability of the President
and perform the
duties of the President.
Secretary
" The Secretary shall prepare agendas for AMCA Board of Directors meetings (Annual, Semiannual and teleconference).
" The Secretary shall contact the Executive Director, the Magazine Editor, the Membership
Director, the Archivist, the Merchandise Manager and the Web Editor for reports at the Annual
and Semi-annual Board meetings.
" The Secretary shall take minutes at all AMCA Board of Directors meetings and distribute those
minutes for approval by Board members.
" The Secretary shall maintain and coordinate applications and resumes from candidates for the
AMCA Board of Directors.
" The Secretary shall maintain the list of the terms of office for member of the AMCA Board of
Directors.
" The Secretary shall prepare ballots for AMCA Board of Directors elections.
" The Secretary shall coordinate contact with applicants and successful candidates for the AMCA
Board of Directors and shall send an e-mail to new Board applicants informing them what is
expected of a Board member and what items are reimbursed.
" The Secretary shall arrange motel reservations for Annual and Semi-annual meetings of the
AMCA Board of Directors.
" The Secretary shall arrange the conference room and dinner for Annual and Semi-annual Board
meetings.
33
" The President may assign the Secretary to committee(s).
Treasurer
" The Treasurer shall collect and disburse the funds of the organization as may be directed by the
AMCA Board of Directors.
" The Treasurer shall render a financial report of the organization at the Annual and Semi-annual
meetings of the AMCA Board of Directors and at such other times as the President or the Board
of Directors may require.
" The Treasurer shall have charge and custody of the financial records of the organization and shall
be responsible for depositing all monies received in its name in one or more state banks or
incorporated trust companies designated as depositories by the AMCA Board of Directors.
" The Treasurer shall have the authority to sign such papers as may be required in the sale of
securities or other assets belonging to the organization or in connection with the settlement of
estates or trusts in which the organization has an interest.
" The Treasurer shall have authority to withdraw funds from any depository as may be necessary
to conduct business.
" The Treasurer will coordinate and monitor tax reports.
Director of Chapters
" The Director of Chapters shall respond to correspondence requesting assistance in organizing
and chartering a chapter.
" The Director of Chapters shall send an application to any group (minimum of eight) of antique
motorcycle enthusiasts who have current AMCA National membership and wish to form a local
Chapter. National membership forms should be included for additional members.
" The Director of Chapters shall present all Chapter applications to the AMCA Board of Directors
at its next scheduled Annual or Semi-annual meeting. The Board of Directors will approve or
disapprove the application in a preliminary vote. If an affirmative vote is cast, a charter
acceptance form will be sent and the Chapter organizers can prepare a set of bylaws and formally
elect officers and directors. Final approval by the Board of Directors will be at the next
scheduled meeting following receipt of bylaws and list of officers and directors.
" The Director of Chapters shall send a charter signed by the President, Secretary and Director of
Chapters to new Chapters in the organization.
National Meet Coordinator
" The National Meet Coordinator shall receive dates from chapters for scheduling National Meets
and Road Runs.
" The National Meet Coordinator shall prepare a schedule of the National Meets and Road Runs
for the following year and present it to the AMCA Board of Directors for approval.
" The National Meet Coordinator shall respond to correspondence from Chapters requesting
assistance in planning a National Meet or Road Run.
" The National Meet Coordinator shall obtain insurance binders from the AMCA’s insurance
carrier for National and Chapter events and forward them to the sponsoring Chapters.
" The National Meet Coordinator shall review for correctness all National Meet advertisements
submitted for publication in The Antique Motorcycle magazine.
National Technical Advisor
" The National Technical Advisor shall respond promptly to all letters and correspondence from
AMCA members, by letter, e-mail or telephone, requesting technical information about
motorcycles.
" The National Technical Advisor shall refer such letters and correspondence to the appropriate
34
persons who have technical expertise and knowledge about a specific question or motorcycle.
" The National Technical Advisor shall report all activities to the AMCA Board of Directors at
each scheduled meeting.
Director of Consumer Affairs
" The Director of Consumer Affairs shall establish a mediation procedure to address disputes
between members who have a dispute not involving fraud, theft, deliberate misrepresentation and
moral turpitude. For further information, refer to the AMCA Consumer Affairs Policy in the
Policies and Procedures portion of this manual.
AMCA Director
An AMCA Director, in conjunction with other elected and appointed AMCA Directors, shall have
general management responsibility and control over the operations, policy, rules, bylaws and property of
the Club. Directors shall perform all duties as assigned by the Club President and all other duties
designated by the AMCA Bylaws.
Qualifications
1. Directors shall be members in good standing in the AMCA for a period of at least three (3)
consecutive years prior to appointment to office.
2. Directors must possess personal and professional integrity and interact honorably and ethically
with others.
3. Directors shall maintain a mailing address, telephone number and e-mail address and be able to
communicate through any and all of these systems in a timely manner.
4. Directors shall be reasonably available to attend Board meetings and to participate in other
meetings as directed by the President. A Director who is absent from two consecutive Board of
Directors meetings may be removed from the Board by a majority vote of those present at the
next regularly scheduled or special meeting.
5. Directors shall possess effective communication skills, including the ability to explain a
particular position and defend it and to negotiate reasonably without anger. Directors must be
able to support the official position of the Board whether or not the Director personally agrees
with that position.
6. Directors shall be willing to accept specific assignments as delegated by the President, and to
perform other duties as required by the President or the AMCA Bylaws including, but not limited
to, representing the AMCA to the membership and the public.
7. Directors shall adhere to all established AMCA Policies and Procedures and respect the need for
confidentially in certain limited subjects, such as personnel issues.
8. Any director may be removed by two-thirds of the remaining members of the board of directors,
whether or not a quorum is present, whenever, in the judgment of the board of directors, the best
interests of the corporation will be served thereby.
9. Although not specifically required, the following attributes are desirable and may be determining
factors in a candidate’s selection:
" Leadership experience, through positions of authority, management, training, etc.,
whereby the candidate has directed or guided the efforts and actions of others.
" Business management experience, through positions which require a working knowledge
of basic finances, budgeting and taxation rules.
" A history of active service as a volunteer or officer at the Chapter level.
" A history of service in a position of responsibility with a non-profit or other serviceoriented organization.
" A history of being a member of a board with decision-making authority in an
35
"
"
"
organization.
A working knowledge of the history and makeup of the AMCA.
A general knowledge of and interest in antique motorcycling and its history.
Formal education beyond high school.
Positions Appointed by AMCA Board of Directors
Executive Director
The Executive Director, under the direction of the President, shall assist the Board of Directors in areas
concerning the day-to-day operations of the Club and is responsible for all aspects of operations,
management and growth of the membership association.
The Executive Director shall coordinate efforts in the areas of membership renewal procedures; the
development and production of membership/renewal applications; the development and distribution of
marketing brochures and advertising; the compilation of mailing lists for each issue of magazine;
requests for mailing-list access by chapters; the maintenance of the opt-out list for the AMCA
Membership Roster; and in providing customer service on membership and magazine subscription
issues.
Membership Retention, Recruitment and Marketing
• Create, run, and execute successful membership recruitment targeting a growth rate of 8%
annually.
• Inspire and gain Board approval, participation and support of strategic marketing plans for the
Club.
• Design new programs and strategies to engage and expand the existing member base and reach
new groups of antique motorcycle enthusiasts.
• Devise a communication strategy with the Club's magazine editor for the Membership to gain
acceptance for antique motorcycle groups not traditionally associated with the AMCA.
• Create campaigns to best utilize social media and the AMCA website to make the public aware
of the Club and its mission.
• Identify and create new revenue lines in accordance with all Board policies and IRS and State
Rules and Regulations.
Strategic “Hands-on” Leadership
• Grow the organization and expand AMCA programs to carry out the mission of the organization
and support its members.
• Provide inspiring leadership in all aspects of the position responsibilities which creates a sense of
fellowship and camaraderie in the Membership.
• Inspire divergent opinions of the Membership to participate in the short and long term goals set
by the Board.
• Evaluate the Club's needs for outside professional services; work with the Board to develop job
descriptions for contractors and direct hire.
• Consult with designated legal counsel to enforce contracts and protect Club intellectual property.
Programs and Operations
• Monitor existing contracts and contractors for compliance.
• Monitor all insurance coverage required and necessary; review the issuance of insurance
certificates to the Chapters.
• Work with the Membership contractor to monitor membership numbers and records, and
establish a separate internal audit procedure for this service.
36
•
Work closely with the editor of the Club's magazine and make recommendations for
improvement.
• Oversee and improve the Club's existing Virtual Library.
• Create and oversee internal financial audit procedures.
• Oversee the Club's "Old Iron Volunteer" program
• Attend various AMCA sponsored events
• Work closely with all retained professionals and work with the Board through the Board
President on all aspects of the Club operations.
• Make decisions or recommendations to the Board which are based on the "best interests of the
entire membership."
• Oversight of National Meet and Road Run program.
• Oversight of the judging program.
• Oversight of the Club's merchandise program.
• Oversight of the Club's advertising manager.
Board Liaison and Reporting
• Provide leadership and support for the volunteer Board members of the Club.
• Support and advise the Board members on their work and Committee assignments, identifying
the organization's needs and making strategy recommendations to further the growth and mission
of the Club.
• Attend all Board meetings and teleconferences and provide reports and updates on all current
work, project timelines and project and organizational progress.
• Maintain regular and ongoing communication and relationships with the entire Board.
• Implement Board policies and procedures and build support for Board decisions among the Club
membership regardless of personal positions.
• Create a congenial communication atmosphere among Board members to seek approval on
needed projects, strategic plans or organizational changes.
• Understand the structure of a volunteer Board and how best to drive organizational growth by
creating a consensus among Board members, which allows minority Board members on an issue
to fully understand the need to support Board decisions.
Financial, Budget and Accounting Oversight
• Work closely with the Club's Treasurer, Assistant Treasurer, and Accountant on all matters
dealing with the Club's finances and financial reports.
• Create an annual budget for Board approval and implement and oversee the budget and
organizational goals. Make needed amendment recommendations for approved budgets.
• Make regular reports to the Board as directed and when necessary.
• Consult with the Club's retained professionals to ensure that proper tax reporting and related
financial tasks are being performed effectively on the Club's behalf.
• Report to the Board on all operational needs.
• Explore and monitor other motorcycle club operations and publications and introduce the Board
to concepts and ideas where appropriate and in the best interests of the Club Membership.
• Review all expense reimbursement reports from Board members and others before submission to
the Club Treasurer for final approval.
• Oversee the contracts for printing and distribution of the magazine.
37
•
•
•
Monitor and review all freelance invoices and travel expenses related to the magazine.
Review all existing contracts and make recommendations for changes.
After input from the Board and consultation with counsel, if necessary, authorize all new
contracts, contract changes and terminations with the approval of the Board.
Communications
• Represent the Club at all Board assigned National Meets and Road Runs, National Town Hall
Meetings, Annual Chapter Presidents Meeting and any other Board assigned meeting.
• Listen to and engage members’ diverse opinions about the Club with the goal of gaining support
for the Board's decisions and its Policies and Procedures.
• Oversee and manage AMCA vendors/contractors providing support in Advertising.
Magazine, Website, Membership and Merchandising
• Coordinate with the editor plans for National Meet and Road Run coverage.
• Manage Other Club Contractors.
• Schedule complimentary ads for Chapters sponsoring National Meets and Road Runs.
• Write and speak clearly and effectively to diverse audiences.
• Periodically write a column for the Club magazine on current and relevant topics.
• Carry out all other responsibilities detailed in the current AMCA By Laws and Policies and
Procedures and any amendments thereto or any other projects or directives that the Board may
assign.
The Executive Director shall coordinate efforts of the Merchandise Manager in areas of advertising
products in the magazine and on the website; the introduction of new products and elimination of old
products (within parameters set by Board); product and membership sales at AMCA meets.
The Executive Director shall coordinate efforts of the Advertising Manager in areas of new advertiser
opportunities; customer service for existing advertisers.
The Executive Director shall coordinate other projects on behalf of the AMCA Board of Directors
including the creation of Honorary Member plaques and other benefits (congratulations letter, arranging
free life membership, inclusion in magazine listing); maintaining and updating contact lists for Chapters;
creation and delivery of National Meet and Road Run ribbons to sponsoring Chapters; the use of the
AMCA logo by Chapters;; the production of the annual Policies & Procedures Manual and delivery to
members of the AMCA Board of Directors and Chapter Presidents; the production and distribution of
the AMCA Judging Handbook; prepare of the agenda and arrangements for annual Chapter Presidents
meeting; and coordination and preparation of the AMCA Membership Roster.
Designated Membership Contractor
• The MembershipContractor shall keep a current record of all AMCA memberships.
• The Membership Contractor shall handle new and renewing memberships, sending out renewal
notices, collecting membership dues payments and sending membership cards.
• The Membership Contractor shall make bank deposits for membership dues received; balance
the account, making sure check amounts match the membership count.
• The Membership Contractor shall respond to letters and telephone calls regarding membership
matters.
• The Membership Contractor shall provide up-to-date membership rosters to each Chapter
sponsoring a National Meet or Road Run.
• The Membership Contractor shall handle telephone and mail orders for the AMCA yearly
calendar.
• The Membership Contractor shall prepare the mailing list for each issue of the AMCA magazine
38
based on the list of active AMCA members at the time of publication.
• The Membership Contractor shall handle mailings of lost or missing magazines, calendars or
rosters for active AMCA members.
Chief Judge
" The Chief Judge shall be responsible for implementing the AMCA Judging Program
established by the Board. The Chief Judge shall abide by the Judging Policy adopted by the
Board and any changes thereto. The Chief Judge or any of the assigned Assistant Chief Judges
shall attend National Meets where judging is offered, or delegate the supervision of the judging
to a named National Deputy Judge or Chapter Deputy Judge where it is cost efficient for both the
Club and the Chief Judge to do so.
" The Chief Judge shall be responsible for maintaining and reviewing the AMCA Handbook of
Judging and Judging Guidelines. The Chief Judge shall make recommendations to the Board for
changes to these publications after consultation with the Judging Committee.
" The Chief Judge shall chair the Judging Committee and discuss topics with the Committee
pertinent to the Judging Program.
" The Chief Judge shall maintain a list of active judges by category which includes addresses and
phone numbers and make this list available to all Chapter Deputy Judges.
" The Chief Judge is expected to utilize Chapter Deputy Judges at all National Meets where
judging is offered. The Chief Judge shall arrange Judging Seminars at all National meets where
practical. The Chief Judge or his designated Deputy shall hold a judges’ meeting before the
judging session and explain the rules and regulations of judging. The Chief Judge or his
designated Deputy shall present the judging awards.
" The Chief Judge shall organize at least one annual National Judging Seminar when practical.
" The Chief Judge shall have a basic understanding of computers or have access to someone who
does, and maintain updated judging records within the existing computer program authorized by
the Board.
" The Chief Judge shall give reasonable notice of his or her intent to resign or retire, to the Board
to allow an orderly transition of information and judging materials to the person appointed to
assume the position of Chief Judge.
" Because of the actual or potential conflict of interest, the Chief Judge shall not be eligible to sit
on the Board but shall report to the Board when requested.
Assistant Chief Judges
• One of the Assistant Chief Judges shall assist the Chief Judge and perform the duties of the Chief
Judge at National Meets where the Chief Judge is not present.
• The Assistant Chief Judges shall ensure that administrative directives are followed and present
the awards in the absence of the Chief Judge.
• The Assistant Chief Judges shall report activities to the AMCA Board of Directors at its
scheduled meetings when required.
Magazine Editor
" The Magazine Editor, under the direction of the President and the Board of Directors, shall have
responsibility for production of The Antique Motorcycle magazine on a bi-monthly basis.
" The Magazine Editor shall develop an overall design for the magazine that will present an
appearance that is professional, attractive and consistent from issue to issue.
" The Magazine Editor shall be fair and impartial in the selection of items for publication, keeping
the best interests of the membership in mind.
" The Magazine Editor shall produce feature stories and photographs of AMCA events and
39
subjects of interest to the AMCA membership for inclusion in The Antique Motorcycle.
" The Magazine Editor shall review all material submitted for publication, determine if it is
suitable for publication, and edit as needed. The Magazine Editor shall respond by phone, mail or
e-mail to all persons who submit material, confirming that the material has arrived safely and
coordinating editing changes.
" The Magazine Editor shall coordinate with the Advertising Manager to produce a layout
incorporating all stories and ads for the issue.
" The Magazine Editor shall assemble all classified ads from members into the Trash & Treasure
section of each issue.
" The Magazine Editor shall lay out all features and advertising for each issue, creating an
attractive presentation that is consistent with the overall publication design.
" The Magazine Editor shall proofread and correct all stories to minimize errors.
" The Magazine Editor shall produce final computer files meeting the specifications from the
printer, and deliver those files to the printer by the agreed deadline for each issue.
" The Magazine Editor shall supervise production of the magazine, reviewing proofs and
coordinating any changes needed at the production stage.
" The Magazine Editor shall coordinate all contact with the U.S. Postal Service regarding mailing
of the magazine.
" The Magazine Editor shall perform all the same functions for the production of the AMCA
calendar each year, incorporating photos supplied by the editor and by the membership.
" The Magazine Editor shall present reports to the national board of directors twice a year.
Magazine Advertising Manager
" The Magazine Advertising Manager shall contact existing advertisers and potential advertisers to
coordinate sales of all paid advertising for each issue of the magazine.
" The Magazine Advertising Manager shall arrange to receive payment in advance, by check or
credit card, for all ads to be printed in each issue, and shall forward all payments to the AMCA
Treasurer, who will issue a check for commission payment.
" The Magazine Advertising Manager shall send to the Magazine Editor an ad list covering all
paid advertising for each issue of the magazine, and will work with the Magazine Editor to
ensure that the appropriate ads are included in the final page files sent to the printer.
" The Magazine Advertising Manager shall work with the Magazine Editor to prepare a media kit
and advertising rate card
Technical Editor
" The Technical Editor shall prepare technical articles for publication in The Antique Motorcycle
magazine.
" The Technical Editor shall assist the Editor of The Antique Motorcycle magazine in research or
any technical matters as requested by the Editor.
" The Technical Editor shall assist the National Technical Advisor in answering requests for
technical information about antique motorcycles.
" The Technical Editor shall report on future articles to the Board of Directors at each meeting.
Website Editor
" The Website Editor shall format and upload all magazine content to website as each issue is
printed.
" The Website Editor shall develop and post stories in website news area, including previews of
upcoming AMCA National Meets and Road Runs; updates on new AMCA museum exhibits;
40
promotion of new AMCA products; updates on new AMCA programs, etc.
" The Website Editor shall maintain updated listings of schedules, chapters, officers, etc., on an
ongoing basis.
" The Website Editor shall edit and upload chapter reports and results from all National meets.
" The Website Editor shall edit and upload information for AMCA online store.
" The Website Editor shall coordinate with designated AMCA Board member on additional
content to be added or updated.
" The Website Editor shall coordinate with website-development company as necessary to develop
and implement additional features as requested by Board.
Website Forum Moderator
" The Forum Moderator, appointed by the President, shall be an AMCA member in good standing
who has volunteered for the assignment. The Moderator must possess and demonstrate sufficient
computer and internet skills to perform the assignment and shall assist any member in good
standing in the use of the Forum by offering instruction and help.
" The Forum Moderator shall implement Forum Rules and Guidelines adopted by the AMCA and
shall be responsible for monitoring the AMCA Forum on a regular basis, preferably daily. The
Moderator may post personally on the Forum, but shall not post positions or opinions contrary to
adopted AMCA Policy and Procedures.
" Should the Forum Moderator determine a member has violated the Forum Rules and Guidelines,
notice shall be given to the member in violation to cease such postings immediately or be subject
to having his or her Forum privileges suspended permanently. Notice shall be given to such
member by personal e mail and not through the Forum. Should the member refuse to cease
postings in violation of the Forum Rules and Guidelines, the Moderator will immediately bar the
member’s access to the Forum, subject to the member’s right of appeal.
" If the Forum Moderator receives an appeal from a member who has been denied access to the
Forum, the appeal notice shall be sent promptly to the Forum Appeal Committee for review,
regardless of when the appeal is received by the Moderator.
Merchandise Manager
" The Merchandise Manager shall develop appropriate branded products for sale to AMCA
members, working within budgetary guidelines set by the AMCA Treasurer, offering those
branded products for sale through the AMCA website and through advertising in the AMCA
magazine.
" The Merchandise Manager shall maintain the online store on the AMCA website, posting images
and descriptions of products for sale and maintaining the price list and shipping charge
information.
" The Merchandise Manager shall work with the Magazine Editor to prepare a one-page ad for
AMCA products that will appear in each issue of the AMCA magazine.
" The Merchandise Manager shall receive merchandise orders through the website and by phone,
mail or e-mail.
" The Merchandise Manager shall fulfill those orders and collect money from purchasers by check
or credit card.
" The Merchandise Manager shall forward all payments to the AMCA Treasurer, who will issue
periodic checks for commissions.
41
APPENDIX E
National Meet Guidelines and Requirements
National Meets are the periodic gatherings of the AMCA in different parts of the country. Their purpose
is to provide an opportunity for fellowship among our members, a forum to buy, sell and trade
merchandise, and the chance to show and judge antique motorcycles. National Meets are for antique
motorcycles and parts 35 years old or older only, and related items. All National Meets are organized
and hosted for the AMCA by local Chapters who have met the criteria to do so and have been approved
by the Board of Directors.
Applying For a National Meet
Any Chapter considering hosting a National Meet should give serious thought to several things before
applying. First and foremost, the full support of the Chapter is needed because it takes more than a
handful of people to plan and run a National Meet. You should consider a location carefully. There
should be plenty of room for camping, vending, show activities and the riding of motorcycles. Ample
parking is a must. There must be adequate sanitary facilities. The site should permit tight gate control.
There must be adequate nearby motel/hotel accommodations and the site should be easy to get to. If
your choice of sites does not meet these conditions, do not apply.
Make sure your Chapter can afford the National Meet. You are entitled to the following:
1. A Meet allowance (currently $500) to use as you see fit.
2. The Chapter pays the National $20 for each vendor space. The current fee for vendor spaces is
$35 each, but each Chapter may add a surcharge provided that the Chapter identifies the
surcharge in advertisements and posts the information at the National Meet. The vendor space
fee will be subject to review and Board approval when the Chapter submits its request to
National Meet Coordinator.
3. All other funds from camping, parking, pin and shirt sales, etc.
Your Chapter is responsible for providing the site security, National Recognition Awards, banquet
facility, a continental breakfast for the judges meeting, as well as all supplies and manpower necessary
to hold the event.
Your Chapter will be responsible for vendor pre-registration through the mail. National Meets typically
begin at 8 a.m. on the first day and end after motorcycle judging on the last day. Pre-registered vendor
set up begins at 6 p.m. the night before the first day of the National Meet. Each Chapter has the option to
select a two-day (Friday, Saturday) or three-day (Friday, Saturday and Sunday) National Meet, and the
option of holding motorcycle judging Saturday or Sunday.
National Meets are for antique motorcycles and parts 35 years old or older only, and related items.
Vendors may sell authentic reproductions of such motorcycles or items, but these must be essentially
identical in appearance to the original motorcycle or item. If your Chapter is not willing to submit and
enforce these rules for a National Meet, do not apply.
To apply for a National Meet, your Chapter must submit a written proposal to the National Meet
Coordinator by February 1 of the year preceding your proposed Meet. (e.g. 2/1/12 for the 2013 Meet
schedule). National Meet schedules are finalized at the Winter meeting of the Board of Directors for the
following year. Your proposal should include the specific location with a description of the site. It
should also include the proposed dates as well as alternate dates so the Board of Directors has some
flexibility in arranging a sensible Meet schedule. Make sure your site is available on the proposed dates.
Your Chapter President will be advised in writing as to the outcome of your proposal shortly after the
Board meeting.
42
Running a National Meet
Things to do before the Meet:
"
Get a firm booking on the grounds. You must apply for a certificate of insurance (free of charge
to the host Chapter). Applications are available from the Executive Director.
"
Get a firm booking for the banquet facility or caterer if one is needed.
"
Prepare an advertisement for the National magazine, The Antique Motorcycle, and forward it to
the Editor before the deadline for the issue preceding your Meet. Help is available from the
Editor if necessary. There is no charge for ad preparation if needed.
"
Have the National Recognition Awards made. These awards can be of your own design but
should contain the name or logo of the AMCA and the year and name of the Meet. There are
currently eight:
Oldest motorcycle on the field
Most Unique motorcycle on the field (awarded one time only at a given Meet)
Longest Distance Ridden to the Meet—1st, 2nd, 3rd
Period Modified—1st, 2nd, 3rd
"
Prepare and expedite a pre-registration system for vendors. A sample system is available from
the National Meet Coordinator.
"
The Chapter's Deputy Judge shall prepare signs for the judging area. Obtain the following from
the Chief Judge: AMCA Handbook of Judging (rules and guidelines), and necessary forms and
supplies for judging.
"
Prepare a site plan for the grounds showing areas designated for vending, camping, judging and
parking.
"
Advise local law enforcement and emergency services departments of the event so they are
prepared for an emergency and also to promote good will.
"
Prepare a work schedule so Chapter members are always on hand and available to cover gates,
registration and judging set-up.
"
Prepare directional signs to assist members and visitors in finding the site. Place signs before the
Meet begins.
"
Mark out vendor spaces beforehand. Minimum space size is 15’ X 30’ or 450 sq. ft.
"
Things to do during the Meet:
"
Open gates to VENDORS ONLY at 6 p.m. on Thursday.
"
Officially open the Meet at 8:00 a.m. Friday.
"
Make sure all vendors and campers are current AMCA members by having them show their
membership cards. Invited members of affiliated motorcycle clubs are not required to be AMCA
members.
"
Provide a registration area so members can sign in and get their Meet ribbons, purchase banquet
tickets, get a vendor's space, sign up for judging, join or renew AMCA membership.
"
Control the gate so only authorized vehicles are on the grounds. Spectators should be in a
separate parking area and not be permitted to drive around freely on the grounds. Assist members
in finding their vendor space or provide them with other assistance they may need.
"
Post the RULES FOR NATIONAL MEETS and enforce them.
43
"
If there is an area for overnight storage of motorcycles, it must not be locked and the certificate
of insurance document must be prominently posted.
"
Provide, plan and conduct the banquet. Have a sound system available.
"
Provide a continental breakfast for the judges' meeting.
"
Have personnel on hand to set up the judging area and assist members into the proper area for
their class.
"
Have some members assist the Deputy Judge in locating the motorcycles in the proper area for
judging.
"
Have first-aid equipment on hand and always be aware of how to contact emergency help if
needed.
"
Provide the safest possible environment at all times.
"
Make sure everyone vacates the grounds at the end of the Meet. Clean up the grounds so the
owners will want the AMCA back again.
Things to do after the Meet
"
Prepare a story about the Meet for publication in The Antique Motorcycle and submit it to the
Editor as soon as possible. The story should include: photos from the Meet (see information on
guidelines for submitting material to the Club magazine elsewhere in this manual) and a list of
the National Recognition Award winners. Other judging results need not be included as they will
be submitted to the Editor by the Chief Judge.
"
Fill out and submit to the AMCA Treasurer a National Event Financial Report. You can find this
form in Appendix C. This statement, along with remittance of the National share of vendor fees
($20 per vendor space) and all judging fees must reach the Treasurer within 60 days. National
membership fees collected must be submitted to Cornerstone Registration immediately.
"
Decide if you really want to do it all again!
Standard Format of National Meets
This section outlines the typical schedule for a three-day AMCA National Meet. Chapters can make
adjustments as noted.
Thursday, 6 p.m.: Pre-registered vendors are permitted on the grounds to set up. No spectators,
campers, non-registered vendors or others are allowed in. VENDORS ONLY.
Friday, 8 a.m.: Meet opens for all. Vending all day. Registration of machines for judging. Chapter
activities such as Road Runs or games may take place.
Friday evening: A banquet is optional here at the discretion of the hosting Chapter.
Saturday: Vending activities all day. Friday on-site registration for judging ends at 4 p.m. Chapter
activities such as Road Runs or games may take place.
Saturday evening: Traditional time slot for a banquet. Optional at the discretion of the hosting Chapter.
Sunday morning: Judges' meeting with continental breakfast at 8 a.m. Judging begins at 9 a.m. Judging
results presented immediately after judging. Meet ends. No Sunday activities if a two-day Meet.
Rules for National AMCA Meets
"
Vendors must be AMCA members.
"
Vendors may sell only motorcycles and parts 35 years old or older only, and related items.
"
Camping is for AMCA members only.
44
"
Ground fires are not allowed.
"
Alcoholic beverages are not allowed.
"
Pets must be under restraint at all times.
"
Parents must supervise their children at all times
"
Use of a race track is not permitted for anyone at any time during the Meet.
"
Unlicensed persons may not operate any motor-driven vehicle.
"
No engines started or operated within a storage building.
"
No smoking in the storage building.
"
Quiet after 11 p.m. and before 7 a.m.
Withdrawing from National Meets
Before an AMCA Chapter may change a previously Board approved AMCA National Meet it has
sponsored under AMCA National Meet Guidelines to a regional or local Chapter Meet, the Chapter must
first apply in writing to the AMCA Board. The Chapter's application must include:
1. Specific reasons for the requested change.
2. Whether the Chapter intends to discontinue payments to the Club mandated by the AMCA
Policy and Procedures Guidelines for sponsoring National Meets. If so, the specific reasons for
this decision must be listed.
3. Whether the Chapter intends to offer motorcycle judging at the meet. If so, state the specific
type of judging to be offered and a description of how the judging will be offered to attendees
and who will judge the motorcycles.
4. Whether the change requested would likely result in any change in the relative size of the
number of vendors and/or the size of the facility where the meet was held when the last National
Meet was sponsored by the Chapter.
After taking into consideration the Chapter's responses to the above, the Board will approve or deny the
application. Should the Board deny the Chapter's application for the change requested, the Chapter shall
comply with the Board's decision. If the Chapter refuses to comply with the Board's decision, the Board
may issue appropriate restrictions including but not limited to denial of privileges to advertise in the
AMCA magazine, AMCA website and forum; denial of insurance coverage for the local or regional
meets and any other restriction the Board deems appropriate.
Representatives of the Chapter may be invited to appear before the Board to answer questions prior to
the Board rendering a decision on the Chapter's application.
A Chapter may not file an application under this section after the Board has approved an AMCA
National Meet for the Chapter for the current or following year.
45
APPENDIX F
Running an AMCA Judging Event
The following is an amended version prepared by Don Dzurick circa 2013
Preparing for a National AMCA meet with AMCA judging can best be described as a partnership
between the hosting local chapter and the national judging system represented by the Chief Judge. Each
partner has specific duties that directly affect the success of judging at a particular meet. There are also
shared responsibilities. The following are established requirements of all participants:
Host Chapter
1) Have a Chapter Deputy Judge on file with the Chief Judge. This judge shall:
2) Recruit local judges prior to the scheduled meet date. A list of these judges will be maintained
by the Deputy Judge and the Chief Judge. On-site recruitment of judges will be handled by the
Deputy Judge. The Chief Judge will assist in this recruitment.
3) Set aside a specific area on the meet site for judging. (See Judging Field)
4) Supply classification markers for the judging field. Example: Winners Circle, Class I, Class II,
etc.
5) Set-up and staff a high visibility area for onsite registration and check in of pre-registered
motorcycles. It is recommended that the Chapter Deputy Judge perform these duties. All
National paperwork will be handled here. A motorcycle’s running condition and serial numbers
will be verified here. A cash box and receipt book are recommended for on-site transactions. A
fire extinguisher for this area is highly recommended. The judging sheets for pre-registered
motorcycles will be mailed by the National to the Deputy Judge prior to the meet date.
Recruitment of local judges at this site is also recommended. A roster of every motorcycle to be
judged will be maintained to assist the Deputy and Chief Judges in recruiting judges. This roster
sheet will be supplied by the Chief Judge. The completed roster sheet will be given to the Chief
Judge at the close of registration.
6) Set-up and staff a judging sheet tabulation table on the day of judging. Specific instructions to
these people will be given by the Chief Judge.
7) Arrange the judging meeting including beverages and food (if supplied).
8) Supply personnel to stage motorcycles on the judging field.
Chief Judge
1) Will have onsite a laptop computer with up-to-date member/motorcycle judging information.
This will include current pre-registration information.
2) Will establish a roster of local judges and promote their involvement. This roster will be in the
computer database and available to the Chapter Deputy Judge.
3) Will promote enrollment and training of local judges specific to a meet through the AMCA
magazine and Web Site.
4) Will promote pre-registration of motorcycles in the magazine to facilitate appropriate judging
needs.
5) Will insure all necessary supplies and paperwork are available for a specific meet. This
includes vests, clipboards, handlebar tags, folders, Judges Guidelines, pens, roster sheets, judges
handbooks, and all National Awards Trophies. NOTE: This may be restricted by fly-in
arrangements. NOTE: Some established meets have their own supply of vests and clipboards but
46
this should not eliminate the need for back-up materials.
6) Will conduct Judging Seminars when possible. These seminars will range from practical use
and understanding of judging sheets to the in-depth study of particular makes, models, and their
components. A participation roster will be maintained and entered into the computer data base.
The use of “round table” discussion groups is highly recommended to encourage interaction
between new judges and veterans. The Chief Judge will work with the Chapter Deputy Judge to
set the dates/times of these seminars. All effort will be made to honor any published seminal
dates/times be they in the AMCA magazine or posted at the local meet.
7) Will run the Judges’ meeting prior to the actual scheduled judging. There will be a brief
review of basic judging practices and behavioral expectations in the public arena. The Chapter
Deputy Judge will assist in the Team Captain assignments as to marques and Class. Apprentices
will be assigned to their preferences whenever possible. Exploring new marquees and classes
will be encouraged among all judges, apprentices and veterans alike.
The Judging Field
The location of the Judging Field will be the responsibility of the Hosting Chapter and the Chapter
Deputy Judge with assistance from the Chief Judge if requested.
All effort will be made to secure a high profile area with excellent public exposure. A high visibility area
promotes the local chapter, the national judging system, and the individual members machine. Solid
ground or grass is acceptable but pavement is preferred. A fire extinguisher is required in this area. No
smoking signs should be posted. Class signs will be posted by the Host Chapter. Side stand pads may be
required.
An alternate protected area will be available in the event of inclement weather.
The Registration Process
Every effort should be made to encourage members to pre-register their motorcycles for all meets that
they plan on entering for judging throughout the year. Early registration facilitates locating qualified
judges to be present for judging. This is especially true for a member entering an original condition or
restored motorcycle for the first time in judging.
Current policy is that any AMCA member can pre-register as many motorcycles as they desire for any
and all meets. Pre-registration costs the member $10 for each motorcycle at each meet chosen.
Motorcycles for display and returning Winners Circle machines are judged at no cost. The cut-off date
for pre-registration is two weeks prior to the start of the meet. These specific dates and costs will be
published in the AMCA magazine and available on the AMCA web site. Pre-registration can be handled
through the AMCA web site or through personal contact with the designated AMCA person named in
the magazine and web site.
On-site registration costs $20 per motorcycle. For a standard three-day meet registration hours should be
open from 8:00 a.m. Friday until 4:00 p.m. on Saturday. The registration at meets with Saturday judging
should end at 10:00 a.m. Saturday. Any variations to these hours must be pre-approved by the Chief
Judge and well published in the AMCA magazine and on-site to avoid confusion with traveling
members.
The actual requirements of the on-site Host Chapter registration area are covered under Host Chapter
section of this appendix.
The Judges
The AMCA Judging System draws its judges from the ranks of the AMCA membership. In this
membership are collectors, inheritors, investors, preservers of history, and amateur and professional
restorers. All have one common bond that is an AMCA tradition: the preservation of antique
47
motorcycles for the enjoyment of the next generation.
These caretaker owners are the backbone of the Judging System. They are all volunteers. It is an
obligation of the AMCA leadership to promote, train, and maintain this corps of volunteer experts. This
is done through the Chief Judge and his support staff. This is the current structure of rank of the Judging
System:
•
Chief Judge
•
Assistant Chief Judge (Multiples possible)
•
Deputy Chapter Judges
•
Senior Judges
•
Field Judges
•
Apprentice Judges
Although specific in rank this list does not imply individual importance to the Judging System. It is my
opinion that the apprentice and field judges are the most important members of the Judging System. As
new marques, years, and models become eligible for AMCA judging, these apprentices and field judges
must be trained to meet this expanding venue.
The Judging Meeting
Meets with Sunday judging the judging meeting will be held at 8:00 am Sunday morning. Saturday
judging the meeting will be held 1 hour prior to the posted starting time. Inclement weather may alter
this arrangement.
During this meeting the Chief Judge (or Assistant CJ) will update the judges with any new policies or
procedures. Any changes to the Judging Guidelines will be discussed. A question and answer time is
encouraged. Team captains will be selected by marque. Field judges and apprentice judges will align
with the captain and marque of their choice (when practical). The number of judges and motorcycles to
be judged may directly affect this practice. A minimum of three judges on a team is recommended.
More than five judges on a team should be highly discouraged. The AMCA software can not credit more
than five team members, including the team captain. Teams will be encouraged to assign a member a
copy of the Judging Guidelines. A “runner” will be identified to all team captains to facilitate getting the
finished judging forms to the tabulation table. Vests, clipboards, guidelines, and pens will be distributed
and the judging will commence.
The Judging Process
The motorcycle owner is given the handlebar tag, a folder (if needed), and the current blank judging
sheet. It is their responsibility to bring these items and the motorcycle to the designated judging area in a
timely fashion. The handlebar tag will be installed and the folder/sheet will be placed on the motorcycle
in a high visibility area. If the judging is held outside any wind should be considered. This folder will
also contain any previous judging sheets for this machine. There is a 1 point deduction for missing
judging sheets. Any notes of corrections, including documentation and photocopies should be in the
folder. The use of valuable original documentation is discouraged and should not be left on an
unattended motorcycle. The owner may approach the team with original documents or photos to explain
any corrections. Decorum is mandatory when wearing the vest on the judging field. The team captain
will discourage negative remarks or gestures among the team members. The team captain will print his
name with AMCA number and the team members’ numbers on the judging sheet. When the judging
sheet is completed and scored it will be given to the runner to be taken to the tabulation table.
Motorcycle Disqualification Process
In the event that a team captain determines a motorcycle may not be eligible for judging he/she will
48
immediately notify the Chief Judge or his Assistant CJ. This should be done before any notes are written
on the judging form. The captain and team will explain the reason for Disqualification (DQ) to the Chief
Judge. The Chief Judge will make an onsite determination of this motorcycles’ status. If a DQ is
determined to be valid, the owner will immediately be notified of this determination and the reasoning.
All efforts will be made to keep this notification private and dignified. The judging process does not end
with this notification. The Chief Judge will instruct the team captain as to the wording of this
determination on the judging sheet. The sheet will be marked “Pending” on the top border. The entire
judging process will continue with the exception of points scoring for individual categories. These will
be left blank. This complete judging sheet will remain with the Chief Judge until the appeal process is
initiated.
The Tabulation and Awards Process
As sheets are gathered they will be tabulated in a secure area away from the judging field. It is advisable
to have each sheet double checked. These sheets will be arranged in groups pre-determined by the Chief
Judge and the tabulation volunteers. When the Deputy Chapter and Chief Judge have determined that all
eligible motorcycles have been judged, scored, and tabulated the awards will be announced.
Traditionally the local chapter awards are announced first by their representative. The national awards
will be next. The Chief Judge will do this honor. After all awards are announced the Chief Judge will
remain to answer all questions and handle any disputed scores. It is highly recommended that the team
captains remain for this discussion. Any disputes that can be resolved at this time will be recorded on the
judging sheets for future reference.
49
APPENDIX G
National Road Run Guidelines
National Road Runs are gatherings of AMCA members and members of affiliated motorcycle clubs in
certain scenic areas of the country for the sole purpose of riding and enjoying our antique motorcycles
together. The following guidelines apply to all AMCA National Road Runs.
"
A member 65 years of age or older may ride any year motorcycle on a Road Run.
"
Sponsoring Chapters are entitled to a $500 allowance from the National, however, Road Run
shirts, pins etc. may also be sold by the Chapter.
"
National Road Runs usually last 2, 3 or 4 days and are not limited to weekends. Each day has a
specific itinerary and route planned and the culminating event for the Road Run is a banquet.
"
A variety of “fun” awards can be presented at the sponsoring Chapter’s discretion.
"
In order to be in compliance with state motor vehicle liability insurance laws, every registered
National Road Run owner/rider must have current liability insurance on the motorcycle(s)
intended to be ridden on the Road Run. If the owner/rider fails to produce written proof of
current liability insurance at the time of registration at the Road Run site, that owner/rider shall
not be permitted to register or participate on the Road Run. It shall be the sponsoring Chapter's
responsibility to assure compliance with this policy. Each Chapter shall keep a record that every
owner/rider's current written liability insurance coverage was checked. Refunds to those who fail
to produce proof of insurance at the time of registration on site is the Chapter's decision. Notice
of this liability insurance requirement shall be included on all Chapter advertisements for the
Road Run and on all correspondence with registered participants prior to the Road Run.
If your Chapter is in one of the unique areas of the country suited to holding this type of event and you
are considering it, contact the National Meet Coordinator for details. Proposals for National Road Runs
must be presented in writing with full details to the National Meet Coordinator by February 1 of the year
preceding the proposed event (e.g. 2/1/12 for the 2013 Meet schedule). National Road Runs are included
in the National Meet schedule and are finalized at the Winter meeting of the Board of Directors in the
year prior to the scheduled event.
All AMCA Chapters hosting National Road Runs are required to file a National Event Financial Report
with the AMCA Treasurer within 60 days after the event takes place. You can find this form in Appendix
C.
Further information is available from the National Meet Coordinator. See the Antique Motorcycle
Magazine or the AMCA website for contact details.
50
APPENDIX H
AMCA Judging Disclaimer
The undersigned, a member in good standing of The Antique Motorcycle Club of America, Inc., a
Florida not for profit corporation (“AMCA”), acknowledges that:
1. The AMCA has an established system for judging its members' antique motorcycles, that is those
motorcycles which are 35 years old and older. The established system has been set up solely for the use
of AMCA members who preserve antique motorcycles as closely as possible to the respective factory
standards as determined from time to time by the AMCA at its absolute, exclusive, and sole discretion,
and for the purpose of accommodating the judging of its members' antique motorcycles. The established
system is not to be used by AMCA members or non-members to affect, determine, or influence the value
of any antique motorcycle or for any other reason except as stated above.
2. The number of points and judging classification placed on a motorcycle by AMCA judges assigned to
judge an antique motorcycle at a sanctioned AMCA event are in the best judgment of the judges who
judge the motorcycle and is not an indication or a guarantee of the motorcycle's completeness,
correctness, or value when such is compared to the respective factory standard adopted by the AMCA
and its judges.
3. Any member of the AMCA who applies to have an antique motorcycle judged under the AMCA
established system for judging its members' antique motorcycles, including the undersigned,
acknowledges and agrees that the AMCA does not guarantee the accuracy or sufficiency of the judges'
determination and recognizes and understands that AMCA judges may differ on the number of points
and judging classification given to any antique motorcycle at any sanctioned AMCA event.
4. Any AMCA member, including the undersigned, who desires to sell an antique motorcycle which has
been judged by AMCA judges at any sanctioned AMCA event acknowledges and agrees that the value
of any antique motorcycle is determined solely by the willing seller and the willing buyer regardless of
the number of points and/or judging classification given to an antique motorcycle under the AMCA
established system for judging its members' antique motorcycles.
5. If an AMCA member or an AMCA member who becomes a non-member utilizes the AMCA judging
system, as outlined above, in any form or manner when selling an AMCA judged motorcycle, the
AMCA shall not be liable to any party, including AMCA members and AMCA members who become
non-members. Any AMCA member or any AMCA member at the time the motorcycle was judged who
becomes a non-member thereafter shall hold the AMCA harmless and indemnify the AMCA from any
liability whatsoever, including reasonable attorneys' fees at both the trial and appellate levels, for the use
of the AMCA established judging system in violation of this AMCA Judging Disclaimer.
6. The undersigned agrees that this AMCA Judging Disclaimer shall be governed by the laws of the
State of Florida. The undersigned agrees that this AMCA Judging Disclaimer is intended to be as broad
and inclusive as is permitted by the laws of the State of Florida and that if any portion is held invalid, the
balance shall continue in full legal force and effect.
7. No antique motorcycle will be judged by the AMCA unless the AMCA member signed this AMCA
Judging Disclaimer in the space provided below or by filing an electronic application for such judging,
including this AMCA Judging Disclaimer, on the official AMCA website.
Antique Motorcycle being judged:
Make: _______________________________
________________________________________
Model:_______________________________
Signature
Year: ________________________________
________________________________________
Engine No.: ___________________________
Print Name
51
Date
AMCA No.
APPENDIX I
Constitution and Bylaws of the AMCA Judging Committee
The name of the committee shall be the AMCA Judging Committee
The purpose of the committee shall be to set policy, procedure, and rules for judging antique
motorcycles at National AMCA meets.
The Judging Committee will consist of 10 members, including the chairman. A quorum shall be defined
as the total number of members casting a vote. Unless otherwise specified, a majority vote shall decide.
Members shall be persons of good character and standing within the AMCA, with knowledge of the
AMCA judging system, and a sustained desire to contribute to its improvement. Members will be
expected to contribute their time at no cost to the AMCA. All members will have e-mail accounts and
shall respond to all e-mail committee activity in a prompt and businesslike manner. All committee
members are required to participate in judging at a national meet a minimum of three (3) times annually
Members will be appointed and removed by the AMCA Chief Judge in consultation with the AMCA
President. The Chief Judge will be a non-voting Chairman of the committee. The Committee Chairman
will preside in all interactions via e-mail as well as in direct face-to-face meetings, and decide all
questions of equal division among the committee. A recording secretary will be appointed from within
the Committee for a one-year term.
The Committee will report, through the Chief Judge, to the AMCA Board of Directors at least annually
for approval of policy, procedure, and judging rule changes. The AMCA Chief Judge will then operate
the judging system in accordance with these policies, procedures, and rules.
Most of the discussions and decisions will be undertaken by electronic mail. Telephone conference
meetings shall be organized each year as the need arises. At least two annual face-to-face meetings shall
be held and others can be called by the Chairman. E-mail notice of all meetings shall be given to each
Committee member at least thirty (30) days before each meeting.
A Committee member who is absent without valid explanation from two consecutive votes, meetings, or
teleconferences, does not participate in judging as required, and/or does not fulfill the duties prescribed
by the Chief Judge or through committee directive can be removed from the Committee at any time by
the Chief Judge in consultation with the AMCA President.
Vacancies on the Committee that occur for any reason shall be filled by the Chief Judge in collaboration
with the AMCA President.
Robert’s Rules of Order revised shall govern the order of business of the Committee where they do not
conflict with the AMCA Bylaws.
52
APPENDIX J
AMCA Honorary Membership Program
Background and General Criteria
An AMCA honorary membership is intended to provide recognition to persons who have made
extraordinary and enduring contributions to motorcycling. Contributions may be within (but not limited
to) the fields of racing, authorship, research, preservation, promotion, restoration, motorcycle-related
business, AMCA National and Chapter leadership, and lifetime achievement within the motorcycle
industry. The nominees should be persons of good character and recognized by peers as leaders within
their field of endeavor. A Nominee’s conduct and behavior within the AMCA and the community shall
be considered. The nomination must be submitted by an AMCA member in good standing and be
attested to by two additional AMCA members. Current AMCA membership by the nominee is required.
This policy was formally adopted by the AMCA Board of Directors on November 7, 2010.
Nominations can be made through the form on the following page. Here are guidelines for completing
this form:
1. Provide full name, address and phone number of nominee. Include any well-known nicknames.
2. Provide full name, address and phone number of person submitting the nomination. Specify
daytime/nighttime numbers where the submitter can be contacted if the Honorary Membership
Committee has questions.
3. Describe Nominee’s significant contributions to motorcycling. Describe in detail his/her specific
contributions, such as books authored, racing history, motorcycle-related business background,
significant research, leadership positions held and specific accomplishments or excellence within
that position, etc. Be as specific as possible.
4. Why does the nominee deserve an AMCA honorary membership? In your own words, describe
why the nominee deserves to be recognized as an honorary AMCA member.
5. Signature and AMCA number of person submitting the nomination
6. Signatures and AMCA numbers of two additional members who attest to the nomination.
Mail the nomination form to the AMCA National Secretary. Contact details can be found on the AMCA
website or in the Club magazine. The National Secretary will forward the nomination form to the
AMCA Honorary Membership committee for consideration. The committee will review the nomination
and make its recommendation to the AMCA National Board of Directors.
(Complete Honorary Membership Nomination form on next page.)
53
AMCA Honorary Membership Nomination
1. Name of nominee: ______________________________________________________________
Address & Phone number: _______________________________________________________
2. Nominated by:_________________________________________________________________
Address & Phone number:________________________________________________________
3. Describe Nominee’s significant contributions to motorcycling:
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
__________________________________________(Continue on separate page if necessary)
4. Why does the nominee deserve an AMCA honorary membership?
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
___________________________________________(Continue on separate page if necessary)
5. Signature of person submitting nomination__________________________________
AMCA# _______________
6. Attested to by: ________________________________________________________
AMCA#________________
Attested to by:____________________________________________________________
AMCA#________________
(Submit nomination to AMCA National Secretary)
54
APPENDIX K
AMCA Board Code of Conduct
Preamble: The purpose of the AMCA Board Code of Conduct is a guide for Board Members’ conduct
and personal responsibility while acting in their official capacities. All Board Members are encouraged
to accept the Code as part of their responsibilities as an AMCA Board Member.
1) Board Members should become familiar with the history of the AMCA and its operations and
the relationship between the Club’s Policies and Procedures and the general membership and
Chapters.
2) Board Members are encouraged to fully participate in Board meetings and teleconferences by
engaging in Board discussions and offering issues and topics for consideration.
3) Board Members shall expeditiously complete any assignment from the Board or as a Member
of an established Board Committee. All Board Members assigned to a Committee shall
participate in the Committee’s discussion and decision making process.
4) Board Members should always demonstrate respect for other Board Member’s views and
opinions when indicating disagreement. Disagreement should be expected when expressing one’s
opinions and positions. Zealous support of one’s position during Board or Committee discussions
is encouraged. Anger and/or disruptive conduct should not enter into any Board or Committee
discussion of issues or topics.
5) Board Members are expected to respond to all Internet Board communications within a
reasonable period of time even if the Board Member has no position or opinion on the issue or
topic under consideration.
6) Board members are encouraged to refrain from answering e-mail communications which
cause anger to the recipient for at least twenty-four (24) hours.
7) Board members shall not use profanity or other disparaging words in any context in
communications with Board and Club members, on the AMCA Forum, or on any other public
Internet Forum.
8) Board members shall recognize the need for confidentiality in their discussions of issues and
topics. The Board’s official position on Club matters will be expressed in the Board’s minutes
and the Policies and Procedures Manual.
9) Board members shall publicly and privately support all Board decisions and Policies and
Procedures even if they disagree with them or hold positions different from the Board’s majority.
10) Board Members should recognize that their conduct within the Club and its many member
activities and in the general public is always subject to scrutiny. Board Members should conduct
themselves in a manner consistent with their Board position and the Club’s Philosophy.
11) The Board, by majority vote, shall have the authority to enforce this Code consistent with the
Board bylaws.
55
APPENDIX L
Mission Statement and Duties of the Chief Judge of the AMCA
(Developed by Donald Dzurick, 2013)
The primary goal of the Chief Judge of the AMCA (CJ) is to maintain the current AMCA system of
judging. This includes conducting judging events, maintaining a corps of volunteer judges, and keeping
accurate records of events and individual member’s motorcycles.
The secondary goal of the CJ is to improve all aspects of the AMCA judging system. This includes the
following:
1) Recruit and educate new volunteer judges through local and national judging seminars.
2) Maintain and educate current volunteer judges as above.
3) Maintain the database of members, motorcycles, judges and events. This is ever changing,
based on the input of new information. Constant attention to detail is crucial. The search for
ways to improve this data storage and retrieval is an ongoing and important aspect of AMCA
judging.
Duties of the CJ
The duties of the CJ can be broken down into two categories: yearly maintenance and per event.
Yearly
1) Maintain the database.
2) Respond to member’s questions pertaining to individual information, judging status,
engraving and trophy updates, etc.
3) Order and store trophies, medallions and all judging-related materials, including judging
sheets, vests, clipboards, etc. This includes a projected number of trophies to be ordered for the
next judging season.
4) Maintain off-season contact with Chapter Deputy Judges, Assistant CJs, and Chapter
presidents of National meets.
5) Chair the Judges Committee and maintain contact.
6) Prepare and deliver reports to the AMCA Board of Directors (BOD) pertaining to the status of
the AMCA judging system.
7) Prepare and deliver requests to the BOD for approval. This includes estimates of major
expenditures and input on AMCA policy issues.
8) Prepare a monthly expense statement and submit this statement to the Treasurer for payment
of funds.
9) Maintain and transport (when possible) a basic reference library of motorcycle books to assist
judges in the field. The purchase and storage of these books are required. These books remain the
property of the AMCA.
10) Solicit and train multiple Assistant Chief Judges (ACJ).
Per Event
Per-event duties of the CJ tend to flow and ebb between events, especially in the heat of the summer
schedule. Particular attention must be paid to the input of judging sheet data into the database in a timely
fashion. Due to the frequency of meets, the pre-registration cutoff and the start of another National meet
56
sometimes overlap. If the database is not maintained in a timely fashion, the next series of preregistration sheets mailed out will contain incorrect award status for members motorcycles.
Per event duties can be broken down into three categories: before, during, and after.
Before any National judging event, the CJ must verify that all of the judging data from the previous
event has been entered correctly into the database.
An independent pre-registration system is in place, and the CJ will receive the list of pre-registered
motorcycles as soon as it is developed after the cutoff date. This list should be carefully inspected for
first time or “new” motorcycles to the judging system. Individual research and consultation with marque
experts prior to the meet may be necessary.
The decision as to who will represent the AMCA at a particular meet must be made in a timely fashion
to allow travel arrangements and supply shipments to be made. The current AMCA judging system
allows for a Chief Judge and multiple Assistant Chief Judges. These ACJs are to be trained in all aspects
of the duties of the CJ and are to be the natural considerations for interim or permanent replacement of
the CJ.
Once the decision of representation has been made, the information, trophies and judging supplies must
be allocated and packaged. A projected number of required trophies and medallions must be packaged
for the meet. If an ACJ is running the meet, these trophies and supplies must be shipped to the ACJ or
the Chapter Deputy Judge with ample time to allow for travel before the meet. All meet-related items
must be considered in this pre-meet shipment, including extra blank judging sheets, handlebar tags and
new folders.
During the meet, it is important to make contact with the Chapter Deputy Judge and the local Chapter
President. A discussion of the judges available and any problematic pre-registered motorcycles is
advised. The CJ will have a laptop computer with the most current information pertaining to members
and their machines. If there is a problem with a member’s award status, it should be investigated and
corrected before the machine is judged. Timing of the end of judging registration and the start of judging
should be confirmed as soon as possible. (Personal note: I use the pre-judging day to solicit and
encourage judges to volunteer to help with the judging.)
If there is to be a Judging Seminar offered at the meet, the day and times should be established.
Sometimes these seminars are published in the chapter programs and all efforts should be made to
coincide. The CJ will keep a record of attendance to be entered in the judging database.
The CJ will conduct the judging as outlined in the Meet Guidelines. Particular attention must be paid to
the collection of judging sheets. These sheets should be proofread to verify the team captains’ name and
member number are legible. The AMCA numbers of additional judges on the team for that motorcycle
should also be present. If a motorcycle is found to be a possible disqualification, the owner should be
discreetly notified and the judging sheets will be marked “pending.” Pictures of the motorcycle will be
taken for further inspection by the Judging Committee if this process is necessary.
The awards presentation is normally trouble-free. The CJ and team captains should make themselves
available for a brief time to allow for members’ questions. Any changes to a particular member’s award
status should be documented for later correction in the database. Any trophies and judging sheets that
are unclaimed must be labeled and collected for future mailings.
After the meet, the information from the judging sheets must be entered into the database. Any
corrections to the database should be done at this time. Once the meet information is entered, a list is
developed for the engraver. These brass engravings are what completes the perpetual wall plaque that is
now the award for AMCA judging. The normal turnaround time for these plates is two weeks. When
they are delivered, they must be sorted and assigned to individual members with a letter of thanks. These
letters containing the brass and any unclaimed trophies are then mailed to the individual members.
57
If there are any judging sheets marked “pending” (potential disqualifications) a letter of explanation is
written, dated and sent to the owner. If the owner disputes the findings and submits an appeal to the
Chief Judge, this information will then be submitted to the Judging Committee as outlined in the AMCA
guidelines.
58