Officer Roles and Responsibilities

Article Index

This information is provided in addition to the roles and responsibilities outlined in the National HOG Charter.

Assistant Director

The Assistant Director shall assist the Director in carrying out the Director’s duties. The Assistant Director shall also be responsible for promoting membership, membership orientation, membership retention, and keeping the chapter members informed of H.O.G. programs.

  • Assist Director in managing the chapter business and activities as required
  • Promote the good will of the chapter to all chapter members and guests
  • Support board activities and chapter business as a Primary Officer
  • Work with Membership Officer to in all activities related to membership
  • Work with Charity Committee on Chapter charitable contributions and fund-raising
  • Keep chapter membership up to date on H.O.G. activities, policies and promotions
  • Keep chapter membership up to date on all activities relate to state H.O.G. rally
  • Manages Chapter hot-line
  • Conducts annual Chapter mileage contest
  • Attend H.O.T. when possible
  • Contribute to chapter newsletter
  • Contribute to chapter website
  • Attend all chapter general and chapter board meetings

Secretary:

"The Secretary shall be responsible for the administrative needs of the chapter, keeping the minutes of chapter annual business meetings and general meetings, oversees the position of membership officer if it exists, ensuring that all chapter members are current H.O.G. members, having on file a signed copy of the Annual Chapter Membership Enrollment Form and Release of each member as signed on an annual basis, and submitting to H.O.G. the H.O.G. Chapter Charter Application and any other reports as required by H.O.G. Further, the Secretary shall ensure that all insurance requirements are met (including participant signatures to required release forms), shall ensure preparation of injury report forms, timely submission of injury report forms to the appropriate insurance company and shall be responsible for the maintenance and storage of release forms and injury reports.” HOG Chapter Charter

Overall responsibility for of record keeping for the chapter.

  1. Take minutes at officer meetings.
  2. Transcribe minutes to distribute to officers.
  3. Take minutes at general chapter meetings.
  4. Transcribe minutes for publishing in newsletter.
  5. Maintain chapter records.
  • Attend Primary Office Training as needed.
  • Contribute to the chapter newsletter.
  • Attend primary officer meetings, officer meetings and general meetings.
  • Respond to email and phone calls from other officers and chapter members.
  • Compose letters to members when necessary.
  • Assist in decision making regarding the running of the chapter.
  • Attend all chapter functions whenever possible.
  • Support other officers when necessary.
  • Obtain chapter mail from PO Box and distribute as required.
  • Co-sign checks and assist treasurer with banking as necessary.
  • Assist with Membership renewal held during October, November and December general membership meetings. Verify money collected matches with applications turned in. Done in the presence of the Chapter Treasurer and Chapter Membership officer.
  • Deposit checks received with membership renewals, return checks or forms received without signatures, return forms of non-national members.
  • Maintain postage meter, download funds when needed.
  • Purchase supplies for chapter records as necessary.

Desired Skills, Qualities and Requirements

  • Planning, communication and organizational skills.
  • Working knowledge of MS Word, Excel and Access.
  • Enthusiastic about HOG and all that is Harley Davidson!

Treasurer:

The Treasurer shall be responsible for the collection and disbursement of chapter funds, reporting the financial transactions to the membership on a monthly basis and compliance with all revenue recording and reporting requirements.

  • The Treasurer is a Primary Officer for the Chapter.
  • The Chapter uses Quickbooks software for bookkeeping of all Chapter financial records.
  • There are two Chapter Checking Accounts. A General Fund and Foster Care Account.  Foster Care in not Chapter money, it can only be used for the Foster Care expenses.  This money was collected for Foster Care expenses only.
  • Two signatures are required on each check from the Director, Assistant Director, Secretary or Treasurer.
  • Chapter Director must approve all expenses before such expense is committed, no matter what the dollar amount is.
  • No debit cards are to be issued unless the four primary officers agree to a policy change. (Debit cards cause a lack of control.)
  • There are two Petty Cash funds, one for Activities and another for LOH.  The Activities and LOH Officers are responsible for providing the Treasurer a monthly worksheet of the income and expenses for their respective Petty Cash Fund.
  • All Financial records are stored at Wolverine Harley Davidson.
  • Attend Primary Officer Training. (Sponsored by National H.O.G.)

Monthly Requirements:

  • Board Meetings 2-3 hours 
  • General Membership meetings 2-2 1/2 hours
  • Make Deposits
  • Write Checks
  • Make journal entries for petty cash funds
  • Calculate LOH annual recap worksheet – review with Chapter Director
  • Reconcile bank statements
  • Create reports – balance sheet, yearly and monthly profit & loss statements
  • Back-up Quickbooks, bank recons and financial reports on Flash drive
  • Attend Primary Officer Executive sessions as necessary

Annual Requirements:

  • Prepare Budget 
  • Obtain 50/50 raffle licenses – as necessary
  • Complete and file annual taxes – form 990 ez – due May 15th each year
  • Complete annual non-profit filing – due October 1st each year
  • Charity Collection – Coordinate money counters and bank deposits – 2 day requirement
  • Membership renewal – held during October, November and December General Membership Meetings.  Verify money collected and matches with applications turned in.  Done in the presence of the Chapter Secretary and Chapter Membership Officer.

 

Activities Officer:

The Activities Officer shall be responsible for encouraging all members to participate in Chapter sponsored events and to promote safe riding experiences for  riders.

Responsibilities:
The Activities Officer is responsible for the following and may have a committee of assistants to help complete these tasks.

  • Plan and promote Chapter sponsored rides and activities
  • Plan route and submit to Head Road Captain
  • Contact destination to make arrangements for parking and seating and confirm on ride day
  • Create publicity flyers
  • Submit to webmaster for Chapter Calendar
  • Make copies for Chapter  meetings
  • Provide and maintain sign-up sheets for events
  • Check and stamp membership cards at events
  • Get waivers signed by guests and submit to Head Road Captain
  • Write and submit bi-monthly articles to the Editor for publication in newsletter
  • Notify Webmaster/WIT of Chapter activities to be posted on the weekly E-Blast and the Chapter Website
  • Work with the Safety Officer to promote and develop safe riding skills for members when possible
  • Coordinate Christmas gift-wrapping with dealership representative
  • Organize Chapter fund-raisers
  • Purchase raffle items and other items used by the Activities Commitee
  • May keep  members informed of events via e-mail, phone calls, postcards


Monthly Requirements:

  • Chapter Officer Board Meeting
  • Propose  activities
  • General Membership Meeting – present montly report
  • Promote up-coming events
  • Monthly raffle
  • Plan activities with group
  • Submit Monthly Expenditure Report to Treasurer
  • Submit Participation Report to Historian
  • Number of participants
  • Members
  • Road Crew
  • Guests
  • Number of bikes
  • Mileage

Annual Requirements:

  • Work with other officers to plan yearly Calendar of Events
  • Submit year-end Expenditure Report to Treasurer

Desired Qualities

  • Organization skills
  • Computer literate
  • Public speaking skills
  • Enthusiastic about riding and HOG activities

Ladies of Harley Officer:

The LOH Officer shall be responsible for encouraging all members to participate in LOH sponsored events and to promote safe riding experiences for women riders.

Responsibilities:
The LOH Officer is responsible for the following and may have a committee of assistants to help complete these tasks.

  • Plan and promote LOH sponsored rides and activities
  • Plan route and submit to Head Road Captain
  • Contact destination to make arrangements for parking and seating and confirm on ride day
  • Create publicity flyers
  • Submit to webmaster for Chapter Calendar
  • Make copies for Chapter and LOH meetings
  • Provide and maintain sign-up sheets for events
  • Check and stamp membership cards at events
  • Get waivers signed by guests and submit to Head Road Captain
  • Write and submit bi-monthly articles to the Editor for publication in newsletter
  • Notify Webmaster/WIT of LOH activities to be posted on the weekly E-Blast and the Chapter Website
  • Work with the Safety Officer to promote and develop safe riding skills for women
  • Spring Ladies Skill Class
  • Monthly ladies practice sessions
  • Coordinate Christmas gift-wrapping with dealership representative
  • Organize LOH-specific fund-raisers
  • Purchase raffle items and other items used by LOH
  • May keep LOH members informed of events via e-mail, phone calls, postcards

 
Monthly Requirements:

  • Chapter Officer Board Meeting
  • Propose LOH activities
  • General Membership Meeting – present LOH report
  • Promote up-coming events
  • LOH Meeting
  • Conduct meeting
  • Monthly raffle
  • Plan LOH activities with group
  • Submit Monthly Expenditure Report to Treasurer
  • Submit Participation Report to Historian
  • Number of participants
  • Members
  • Road Crew
  • Guests
  • Number of bikes
  • Mileage

Annual Requirements:

  • Work with other officer to plan yearly Calendar of Events
  • Submit year-end Expenditure Report to Treasurer

Desired Qualities

  • Organization skills
  • Computer literate
  • Public speaking skills
  • Enthusiastic about riding and HOG activities

Editor

  • Assists the sponsoring dealer and chapter director in upholding the "Annual Charter for H.O.G. Chapters."
  • Authors, edits and facilities the distribution of chapter publications, including the chapter newsletter.
  • Presents any chapter publications (written, electronic, oral, etc.) to the sponsoring dealership for approval prior to their use
  • Organizes and assembles written material for the chapter
  • Submits chapter events on-line at members.hog.com for listing on the Chapter Events List
  • Submit chapter suggestions to the Chapter Officer News
  • Informs chapter members of chapter activities by printing them in the chapter newsletter
  • Work with Chapter Webmaster to ensure the same information is being communicated to all chapter members
  • Promotes H.O.G.'s fun, family-oriented philosophy in all chapter publications
  • Send copy of all publications to H.O.G. office
  • Participate and contribute actively as a Chapter officer
    • Attend Chapter Officer meetings
    • Attend Chapter General Membership meetings
    • Participate in various Chapter activities (i.e. rides, parties, etc.)
    • Act as an ambassador of HOG, the Chapter and Wolverine Harley Davidson
    • Work to support the activities of HOG, the Chapter and Wolverine Harley Davidson
    • Recruit new Chapter members
    • Contribute new and innovative ideas for the Chapter
  • Good communications and organization skills
  • Friendly and outgoing
  • Passionate about motorcycles
  • Enthusiastic about HOG and all that is Harley Davidson!

Historian:

The Historian shall be responsible for the preparation and maintenance of a written account of the history of the chapter, to include officer positions, chapter activities and membership levels.

Historian position description according to the chapter handbook:

Responsibilities

  • Assist the sponsoring dealer and chapter director in upholding the “Annual Charter for H.O.G. Chapters”
  • Organize written accounts of chapter activities, records names of chapter officers, notes membership levels, etc.
  • Organizes photos of chapter activities, officers, members, etc.

The Historian may want to:

  • Work with the chapter Photographer or other members to assemble a collection of photos and materials that document the life of the chapter.
  • Create a permanent history of the chapter that can be stored in a “chapter library” at the dealership.
  • Assemble historic material that may be utilized in articles for both the chapter publications and Hog Tales.

Suggestions:

  • Occasionally, do a one, two or five-year “on this date” feature in the chapter publication.
  • Display the chapter history book at as many chapter events as possible.
  • Seek articles and photos from chapter members. This adds a variety of perspectives and lightens your workload.
  • Publish history submissions in the newsletter and permanently archive them in the chapter history book.
  • Be creative; it’s your history.

Membership Officer:

“Membership Officer: The Membership Officer shall be responsible for ensuring that all chapter members are current H.O.G. members, having on file a signed copy of the Annual Chapter Membership Enrollment Form & Release of each member as signed on an annual basis; maintains chapter membership report, and maintaining report on the Chapter Officer section of members.hog.com. “ HOG Chapter Charter

  • Form and oversee membership committee.
  • Welcome members at meetings, stamp membership cards.
  • Distribute new member packets.
  • Welcome new members, answer questions & introduce to present chapter members.
  • Chair new member meetings, including contacting other officers to attend.

Overall responsible for chapter membership tracking.

  1. Process new membership applications & renewals
  2. Ensure all members are National H.O.G. members
  3. Update chapter membership on H.O.G. site
  4. Print membership cards and labels for distribution
  5. Update website Membership List
  6. Print newsletter mailing labels from updated chapter list
  7. Maintain chapter postage meter
  • Attend Primary Office Training as needed.
  • Attend officers and general meetings.
  • Contribute to the chapter newsletter.
  • Respond to email and phone calls from chapter members and other officers.
  • Attend all chapter functions when possible.
  • Support other officers when necessary.

Desired Skills, Qualities and Requirements

  • Planning, communication and organizational skills.
  • Working knowledge of MS Word, Excel and Access.
  • Enthusiastic about HOG and all that is Harley Davidson!

Ride Coordinator:

  • • Overall responsibility to plan overnight trips for chapter members
    o Recruit committee members
    o Work with committee members on planning and execution of overnight trips (day rides can be included)
    o Make lodging arrangements as required
    o Plan routes and logistics
    • Has overall responsibility for the Chapter’s ride/event schedule for the year
    o Work with LOH/Activities Officers and Wolverine H-D in putting together the yearly ride/event schedule/log
    o Ride/Event Log is a living document that requires constant updates; i.e. ride/event stats/participation for history
    o Retrieve ride/event stats from LOH/Activities Officers and/or Ride Lead
    • Work with Webmaster to make sure Chapter website calendar is up to date and all details posted in a timely manner
    • Work with Head Road Captain to put together a monthly Road Crew Support schedule for Road Crew-escorted Chapter rides
    • Participate and contribute actively as a Wolverine Chapter Officer
    o Attend monthly Officers’ meetings
    o Attend General Membership meetings
    o Contribute to Chapter Newsletter
    • As a member of the Chapter Board, will work to support the activities of the Wolverine HOG Chapter and Wolverine Harley Davidson
    Desired Skills and Qualities for a Ride Coordinator:
    • Able to create/share exciting rides
    • Forward Planning ability
    • Detailed oriented
    • Able to lead a small group of people (committee)
    • Friendly and outgoing with all Chapter members
    • Enthusiastic about HOG and all that is Harley Davidson!!

Safety Officer:

  • Provides Motorcycle Safety Foundation information to members
  • Educates members about the Safe Rider Skills program
  • Assists the Road Captain in:
  • Planning routes for chapter rides
  • Educating members about group riding techniques
  • Informing chapter members of any hand signals used by chapter
  • Assists in the collection of signed release forms
  • Assists in completion of injury reports when accidents occur.

Webmaster:

  • Overall responsible for managing the Chapter web site and online/electronic communications with the Chapter members.
    • Work with WIT (Wolverine Information Technology) and Chapter photographers to manage the web site and email communications
    • Update web site home page and other pages (i.e. Officers, Blogs, etc.)
    • Manage and respond to Webmaster email
    • Manage officer email forwarding accounts
    • Support other officers web based requirements (i.e. Calendar postings, Chapter email, etc.)
    • Recruit WIT team members
    • Assist and advise members on web technology
  • Manage hosting and email service providers
    • Generate and manage help tickets for service issues
    • Manage accounts related to services
    • Maintain DNS services related to the Chapter domain name
  • Participate and contribute actively as a Chapter officer
    • Attend Chapter Officer meetings
    • Attend Chapter General Membership meetings
    • Participate in various Chapter activities (i.e. rides, parties, etc.)
    • Act as an ambassador of HOG, the Chapter and Wolverine Harley Davidson 
    • Work to support the activities of HOG, the Chapter and Wolverine Harley Davidson
    • Recruit new Chapter members
    • Contribute new and innovative ideas for the Chapter

Desired Webmaster Skills, Qualities and Requirements

  • Some technical/computer experience
  • Experience with HTML, Javascript, SQL, .NET and managing web sites helpful
  • Adobe Photoshop or other image editing software experience
  • Familiarity with web based technology (i.e. web sites, email, blogs, etc.)
  • Computer and Internet connectivity (broadband preferred)
  • Ability to manage a creative group of technically skilled people
  • Good communications and organization skills
  • Friendly and outgoing
  • Passionate about motorcycles
  • Enthusiastic about HOG and all that is Harley Davidson!

Head Road Captain

This position open only to Road Captains

 


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