Sons of Texas Motorcycle Touring
Association’s
BY-LAWS
ARTICLE ONE:
PURPOSE
The Sons of Texas Motorcycle
Touring Association (SOTMTA) was established for Texas Motorcycle
Enthusiasts to share experiences with a trusted group of brothers and
sisters. The association attempts to maintain balance between loyalty to
the association with the expectations and responsibilities imposed on us
by life, family, and job.
The SOTMTA strives to enhance its members' lives through the sharing of
our great Texas Heritage and build lasting and fulfilling relationships
with other members. We enjoy riding the back roads of Texas, visiting
historical sites, and points of interest, such events as rallies, drag
races, swap meets, etc. and while have as much fun as possible in the
process. Our association also likes to show its support to its community
and other organizations by attending benefits, charities, and
fundraisers. By doing this, we hope to be able to help people in
need. Our association is an extension of our own families and each
individual member is as important to us as our own siblings are, for in
fact, they have become our brothers and sisters. To be invited into this
family is not only a great honor and privilege, but it is also a great
responsibility to preserve and protect our association, our state, and
traditions.
ARTICLE TWO:
GENERAL MEMBERSHIP REQUIREMENTS
Members must own and operate a motorcycle
1000cc or larger. We prefer cruiser style motorcycles but are not
opposed to smaller bikes, café racers, or crotch rockets as some people
call them, but you must be willing and able to stick with the pack and
keep our pace for the distance of our rides. Our pace is typically the
speed limit; race bikes may not enjoy this pace. If you own a race bike
or have a bike smaller than 1000cc and feel you can comply with this
outline, the chapter can make an exception to the rule for you by simple
majority vote.
As a motorcycle operator, you must have
sufficient motorcycle riding skills so as not to be a danger to yourself
or others on the road. A motorcycle safety course is recommended. Your
bike must be in a legal operating state to ride with our association.
Your riding style and attitude will be monitored by the Road Caption,
and if the RC feels you are potentially dangerous to the group, you may
be asked to sit the ride out. If you become intoxicated or otherwise
unable to continue the ride safely, you may be asked to trailer your
bike and ride in the chase vehicle. If a chase vehicle is not available,
the RC may otherwise secure your bike and arrange for your
transportation home.
You must be a person of proper character and
demeanor befitting an SOTMTA member. We do not tolerate rude and
obnoxious behavior. If you use foul language, you may be asked to
stop. If you do not, you may be required to leave the group. Fighting,
bullying, or intimidating other members or other people in our presence
is not acceptable behavior.
Violation of any of these basic requirements
will be considered grounds for the chapter to revoke your membership by
a two-thirds majority vote.
The SOTMTA does run a background check on
prospective members to eliminate candidates that have a habitual
criminal background, problems with spousal abuse, other anger management
issues, or any history of criminal sexual activity. Those who are exempt
from having a background check are ones that have and can provide proof
of a current concealed handgun license, anyone who is an active member
of the military or police officer.
MEMBERSHIP FEES
INITIATION FEE AND
ALL members (both male and female) will pay a
$155.00 initiation fee (which covers the cost of the patches, the
Website upkeep, postage, the SOTMTA anniversary and Spring Kick Off
Ride, a background check, and any other cost that the association might
incur). The background check will be performed by the vendor of our
choice. After the probationary period is complete, and your local
chapter has voted you in as a full charter member, you will receive your
full set of patches. The member is responsible for purchasing an
appropriate vest and sewing the patches on.
There are no monthly dues, but there is a
$50.00 annual renewal fee. These funds provide operating capital for the
organization. The annual renewal fee is due on January 1st of each new
year. The purpose of this renewal fee is to pay the necessary expenses
of the Association, which are the Website upkeep, postage, the SOTMTA
anniversary and Spring Kick Off Ride, banking fees, and any other cost
that the association might incur. If a new member joins the association
in the middle of the year, then their renewal fees for the next year
will be prorated.
In the event the Association ceases to exist,
all funds still in the Treasury after the DISBANDING PARTY will either
be given to a needy charity, voted on by the majority membership, or
distributed evenly to the remaining membership.
CONDITIONS OF AND PROCEDURES FOR
MEMBERSHIP
EQUAL MEMBERSHIP STATUS FOR DRIVERS AND
RIDERS
All members, regardless if they ride their own
bike or ride with a spouse, are equal in status. Both men and women wear
patches, vote, and hold office in our association. THERE ARE HOWEVER,
SEPARATE MALE AND FEMALE PATCHES! This is not intended to demean or
elevate one patch or sex over the other. It is part of our theme, and
accentuates the fact that this association is a couple’s oriented
organization. The men wear the Gunfighter as their center patch and the
bottom rocker says "Road Rangers”. The women wear the Calamity Jane as
their center patch and the bottom rocker says “Posse”. THERE ARE NO
EXCEPTIONS!
A Prospect is someone who has decided to make a
personal and financial commitment toward becoming a full member, and has
obtained a Sponsor. You will be required to pay the $100
nonrefundable fee for the
background check at this time with the exception of those who can
provide proof of a current concealed handgun license, or is an active
member of the military. The Prospect will also receive the Top
Rocker, SOTMTA patch, and their nametag. The period of Prospect status will be
challenging, and things will be asked and expected to prove worthiness
to move to the next level.
Attend at least three (3) group
meetings/functions, all Mandatory Runs and Events during their time as a
Prospect.
Pay their background check fee in full.
Conduct themselves in a civil and honorable
manner and show respect to all of the association's members.
Not discuss private club business with others
outside the association.
Strive to prove to all members that you are
worthy of the honor of full membership, and demonstrate your value to
the association.
VOTING A PROSPECT INTO FULL MEMBER STATUS
After all requirements listed above have been
successfully achieved and the Prospect has served at least 90 days, the
Sponsor will make a motion and present a case for the Prospect at the
next formal Chapter Meeting, and a vote will occur. Any negative votes
must be explained to the membership. Three negative votes require a
determination by the Chapter's officers to either extend their time as a
Prospect, or dismiss the Prospect. Full membership only requires the
simple majority vote of the chapter, and is dependent on the prospect
fulfilling the above listed requirements. Upon reaching full member
status, the member will pay the remainder of the initiation fee of $55
and they will receive the rest of his or her colors.
If the Chapter member has a prospective new
member that they have known for quite some time, the new member can be
brought into the association as a full member rather than a
prospect. This is a decision made by the chapter officers and they take
full responsibility for the new member's actions if they choose to
bypass the prospect process.
A Full Member is a brother or sister that has
proven the ability and earned the right to be within the trusted inner
circle and receive such privileges and benefits that may be implied or
enjoyed by the other full members.
Make a serious effort to attend all
meetings/events/functions and be highly-dedicated to the association.
Help other members in any way possible,
whenever possible.
Be a diplomat, and show appropriate respect to
other Clubs.
Be a mentor to Prospects by showing them the
way of the Association.
Be the shining example for other motorcycle
riders to aspire.
In the event that the association has a member
or who is called out of state or out of the country on active military
duty. The
member will remain in good standing and any renewal fees will be waived
until the member returns home from their service duties. At that time,
they will be required to pay their renewal fee for the current year and
will be reissued their original chapter patch. Throughout their
leave of absence, they will maintain full member status.
FORMING NEW CHAPTERS
If you are interested in becoming a member of
the SOTMTA and there is not a chapter close enough to you, you can form
a new chapter under the following conditions:
All new chapters will be required to join
the Confederation of Clubs (COC) in their area and get their chapter
approved before they are allowed to fly SOT colors. A State Officer(s)
will accompany the Chapter President to the COC meeting to help them get
their chapter approved.
You will need at least four other people you
are willing to ride with and that want to form a chapter with you. Men
and women wear patches, vote, and hold offices in our association.
The four (or more) of you will need to personally meet with the state
president to discuss what is expected of a new chapter and charter
members. Either ride to Houston, Texas or we can arrange to meet
somewhere during one of our rides.
Each of you, if accepted, will become charter
members and receive a full set of patches. You will be required to pay
the initiation membership fee at that time. During this meeting, we will
appoint an acting Chapter President to preside over the chapter for a
one-year probationary period after which you will elect officers and
assign your patch holders their spirit feathers, etc. During the
probationary period, you will be closely monitored by the state officers
who will advise and assist as needed.
All new members coming into your chapter beyond
this initial charter will probate for 90 days minimum before receiving a
full set of patches. Once their 90-day probationary period has past, the
local chapter officers will vote them according to the bylaws.
Your chapter will need a full set of officers
to function correctly. There are five offices in all, President,
Vice-President, Secretary, Treasurer, and Sergeant At Arms. Offices must
be held by a full patch holder or charter member.
The state officers will stand behind you and
assist in every way we can. As a new chapter, you will be watched
closely and your activities reported to the rest of the association via
news articles on our website.
Every Chapter President is required to submit an activity report
complete with pictures each month. We want to see our chapters in
action, wearing our colors and having fun. If you are ready to take the
challenge, we are here and ready to help.
ARTICLE SIX:
Our Association's COLORS
(this implies all the patches issued by the association for members to
wear)
Will NEVER be worn in a manner that will
dishonor the association.
Will be purchased by the prospect upon
completion of his/her probationary period and at such time as the
prospect is voted into full membership.
The colors remain the property of the
association, and if a member either willingly or by the vote of
the association is removed from membership, the colors will be given
back to the association. Effective as of October 20,
2007, if a member leaves the association before 2 years is up; the
member (upon returning their colors) will be refunded $50.
Retirement Exception – If a member has
successfully completed two or more years of membership, and has
requested to retire from active duty with the association, the chapter
may vote and approve such retirement and the member will be allowed to
keep their colors as a souvenir of their membership. Their colors may
only be worn to funerals and special state sponsored events. The top
rocker must be modified by adding the service dates from enlistment to
retirement. Subsequent re-enlistment will require a new initiation fee
and new patches will be issued at that time.
The association colors will be sewn onto a
black leather/black denim vest at the member's expense. The member's
vest shall not contain any other patches on the backside, unless
authorized and voted on by the majority of the chapter membership.
Members will be allowed to decorate the front of their vest, as they
like, as long as it is tasteful, and does not condone illegal or illicit
activity, racial hatred, or anything judged inappropriate by the
majority of the member’s chapter. Colors are mandatory to wear during
official group rides and events.
Failure to meet any of the above requirements.
Discrediting the association in a manner that
is majority voted as significant.
Missing 2 or more months of functions/meetings
without significant cause.
Failure to pay your annual renewal fee in a
timely manner.
Allowing the wearing of the
Association's Colors by non-members.
A special meeting by the Chapter membership
will be held, with the accused member and his accuser in attendance. At
that time, a determination will be made by the association's membership
on revoking the member's rights and membership. If three members
disagree, then the Chapter’s Officers must determine the appropriate
course of action. If so voted, the member's Colors will be
returned to the Association.
ARTICLE SEVEN:
TATTOOS
Full patch holders may obtain tattoos with
likenesses of the Association’s Colors on their persons. All tattoos
with likenesses of the Association’s Colors can only be done by a
tattooist who has been approved by the state officers. Upon separation
of the member, their tattoo(s) must be altered to specify the dates of
membership or at a minimum the date of separation.
ARTICLE EIGHT:
PROPERTY OF THE ASSOCIATION
The SOTMTA retains all rights to ownership of
physical, intellectual, and financial property acquired through the
normal course of business. Such rights also extend to artwork, source
code, and other electronic information paid for, or donated to, the
SOTMTA. Any physical or intellectual property paid for using the
Association's funds shall become the sole property of the SOTMTA,
without recourse by the creator. Original creators of intellectual
property may use their creations in portfolios and other resume-like
products, but cannot use said creations in any other manner.
ARTICLE NINE:
OPERATING AND VOTING
PROCEDURES
CONTINUITY OF OPERATIONS
To ensure continuity of operations, the SOTMTA
shall establish a means of redundant record keeping. All financial and
clerical records associated with conducting business shall be on record
with both the Secretary and the Treasurer. These records shall include,
but not be limited to, account numbers, passwords, contact information
with all companies whom business is conducted, artwork, source code and
any other such information used or owned by the SOTMTA to conduct its
business operations. Documents, records, artwork, source code and all
other records shall be provided in electronic form to both the Treasurer
and Secretary electronically (by email) and updated monthly except when
no change is made during that period. In the event that no change
has been made to any reportable item covered in this section of the
Bylaws, the Secretary and Treasurer shall both enter a “No Changes Made”
entry into the unchanged item’s record for that month so that
appropriate audit trails are maintained. To avoid loss of property or
access to same, both the Treasurer and Secretary shall be on record as
alternates to any primary authority of all financial, physical,
Internet, business or other type of account used by the SOTMTA or its
representatives.
Voting for Elected Officers shall not exceed
ninety (90) days. On or before the first Saturday of the month (which
due to extreme distances between members, will take place by email)
following the vacancy of an Elected Office, the President shall announce
the vacancy, and open the floor for members’ nominations to the Office.
The membership shall have 30 days to file nominations for the Office
being filled. The President shall close the floor to additional
nominations at the end of 30 days, but no later than the second Saturday
of the second month following the announcement of the vacancy. The
President shall present the list of nominees to all members
electronically (by email) no later than 48 hours after the floor is
closed to further nominations. All current members shall then have 30
days to review the nominees. A vote for the replacement officer shall be
held at the first Saturday of the third month following the vacancy (but
not exceeding a total of 90 days). All of the above time limits are to
be considered maximum limits. The floor may be closed early through
unanimous consent of all current members. Current members shall be those
members in good standing and without any dues in arrears.
In the event that the Office of President is
vacated, the Vice-President shall become President, shall appoint an
acting Vice-President, and announce to all current members his
advancement, and his appointment to the office of Acting Vice-President.
This temporary appointment shall not exceed 90 days as allowed elsewhere
in these Bylaws under Election Time Limits. The member elected to the
Office of Vice-President shall serve out the remainder of the term of
Office of his/her predecessor, at which time the Office will stand open
for election as provided for in these Bylaws.
In the event that any other Elected Office is
vacated, the President, after consulting with all other Elected
Officers, shall appoint an acting replacement for a time not to exceed
ninety (90) days as provided for elsewhere in these Bylaws under
Election Time Limits. The member elected to the Office shall serve
out the remainder of the term of Office of his/her predecessor, at which
time the Office will stand open for election as provided for in these
Bylaws.
Elections for replacement officers will use the
same guidelines as provided for under the routine election of Officers
in these Bylaws.
Involuntary Removal from Office of Elected
Officers:
The President may be involuntarily removed from
office after a formal motion is made by the members at an
official meeting (or through means of email for those members who would
have to travel extremely long distances to attend) and requires a two
thirds supporting vote of all current SOTMTA members, along with a
detailed explanation as to why you feel that this officer is not capable
of performing his/her duties. The Vice-President may be involuntarily
removed from office after a formal motion is made by the members at an
official meeting (or through means of email for those members who would
have to travel extremely long distances to attend) and requires a two
thirds supporting vote of all current SOTMTA members along with a
detailed explanation as to why you feel that this officer is not capable
of performing his/her duties. Other elected Officers may be
involuntarily removed from office after a formal motion is made before
the members, at an official meeting (or through means of email for those
members who would have to travel extremely long distances to attend) and
requires a simple majority of all current SOTMTA members along with a
detailed explanation as to why you feel that this person is not capable
of performing his/her duties. In all cases, “current members” shall
include all members in good standing and who have no dues in arrears.
A voting period of no more than 90 days, or 3 official meetings (either
in person or through email), (whichever is shortest) shall be granted
for the membership to vote on a Proposal for Removal from Office of an
Elected Officer. If, at the end of that allowed time, the required
number of votes has not been obtained, the Motion shall fail. Upon
passage of a Proposal for Removal from Office of an Elected Officer, the
Elected Office shall be considered vacated effective immediately, and
the process described in these Bylaws under Filling an Elected Office
in the Event of an Early Vacancy shall begin.
STATE AND CHAPTER OFFICES
State level elected offices will be voted in by
existing chapter officers on December 1st and they will hold their
office for a total of four years. New officers will take charge of
the association on the following New Years Day.
Chapter Officers are elected by the chapter’s
membership on the 1st Saturday of the new year and hold
office for a period of one year.
There is no maximum number of terms a member
may hold a specific office.
FOUNDING PRESIDENT:
The Founding President position can only be held by Smokin’ Joe (since
he was the State President at the time Sons of Texas became a Motorcycle
Touring Association). Smokin’ Joe cannot be removed from office unless
he so chooses to resign from this position. The Founding President is an
advisor, which provides guidance over the management, and control of the
properties, business, and operations of the SOTMTA. The Founding
President will have the same voting privileges as the other State
Officers.
PRESIDENT: The President shall be chosen by election (which can be done by email due to the distance between chapters and members). The President shall have general executive charge, management, and control of the properties, business, and operations of the SOTMTA, with all such powers as may be reasonably incident to such responsibilities; shall have the authority to agree upon and execute all leases, contracts, evidences of indebtedness, and other obligations in the name of the SOTMTA, and duties as may be designated in these Bylaws and as constrained by the powers granted to the Treasurer within these Bylaws.
VICE-PRESIDENT: The
Vice-President shall be chosen by election (which may also be done
through email due to the distance between chapters and members).
The Vice-President shall have such powers and duties as may be assigned
to such officer by these Bylaws including the performance of the duties
of the President upon the Death, absence, or resignation of the
President, or upon the President's inability to perform the duties of
such office. Any action taken by the Vice-President in the
performance of the duties of the President shall be conclusive evidence
of the absence or inability to act by the President at the time such
action was taken. Any actions taken by the Vice-President, when acting
under Presidential Authority as authorized by these Bylaws, shall be
constrained in the same manner as the President.
The President and Vice-President are elected
positions and wield executive power over the Association's business;
they cannot sponsor Prospects during their term of office.
SECRETARY: The Secretary maintains any meeting's minutes, and is the focal point of communications.
TREASURER: The
Treasurer is responsible for the association's funds, and will give a
financial statement at meetings or upon request of a member. They will
also submit a monthly report of the current status to the State
President and the State-Secretary in an effort to keep them informed of
any changes.
SERGEANT AT ARMS: The
Sergeant at Arms maintains order, and is in charge of collecting colors
from any members who may become "members not in good standing" for the
various reasons listed in the aforesaid Bylaws. The Sergeant at Arms
cannot sponsor Prospects.
ENFORCER: The
Enforcer aids the Association's Officers in maintaining general order
and settles disagreements. The Enforcer cannot sponsor Prospects.
ROAD CAPTAINS: The
Road Captains ensure safety, organize the association's runs, and run
herd on the pack.
CHAPLAIN: The
Chaplain is our spiritual advisor and confidant through tough and
desperate times.
LIEUTENANTS:
Lieutenants are members appointed by the President and Vice-President to
serve in special positions of significantly greater responsibility.
DUAL OFFICE POSITIONS
SERVING IN DUAL OFFICE POSITIONS
In order to improve the association's
operations, members will be allowed to hold dual positions. If a member
is already an officer in their local chapter, and they are voted in as a
State Officer, then that member will be required to move their chapter
patch to the front of their vest. The State Officer patch will replace
their chapter patch on the back of their vest and their State Officer's
position will replace their chapter position on the front of their
vest. The member will still maintain the status of their chapter level
office; however, their duties as a State Officer will take precedence
over their chapter office for all intensive purposes.
This rule shall only apply in the event where
the membership numbers are so low that there are not enough people to
fill both the state officer’s positions and the chapter officer’s
position.
MEETINGS & MANDATORY EVENTS
Each chapter or group will email a detailed
report of their upcoming rides and events to the State Officers. After
each ride or event, the chapter or group will email a ride report
including any pictures they have of that ride or event to the State
Officers. It is the primary responsibility of the chapter
Secretary to email this report. However, for those members who do not
have a full chapter, they are also expected to email a status report as
to what they have been doing to promote the club, even if it is just
taking short rides, and flying their colors, in an effort to be noticed
and recruit new members.
Any planned runs or rides should be emailed to
the State Officers and all other chapters so any members who may wish to
participate can do so. It is very important that all members keep in
touch with each other, so that the entire association knows what is
going on.
MANDATORY/MAJOR EVENTS RIDES AND EVENTS
This is a Motorcycle Touring Association and
our primary mission is to Ride and Have Fun! All Full Members are
required to make the Mandatory Rides and Events and must strive for
maximum participation in all events. Lack of participation will be dealt
with on an individual basis. The Mandatory Rides and Events are listed
below and other rides and events are listed below:
Every member will make it a point to attend
either the July 4th Anniversary event or the Annual Spring
Kick Off Ride. These are the only Mandatory State sponsored events
and we expect you to make at least one of them each year if not both. It
may be the only opportunity you have to meet some members, and for them
to meet you.
Local chapters will have planned events, and we
ask that the local chapters try to plan their rides so not to conflict
with a state ride or event, so members can attend these state rides and
events. It would be most acceptable and encouraged for a Chapter to act
as host, and guide for the state ride or event, if it falls within their
immediate area.
SOTMTA FUNERALS
It is a sad day
when we have to bury one of our brothers or sisters. We hope each
member will feel it is their personal obligation to these fallen
comrades to attend their funeral and sign their guestbook. Retired and
Active members alike are requested to attend these funerals and wear
their colors to honor our friends.