BY-LAWS

 

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 our 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, and swap meets and 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 while enjoying riding our motorcycles in the process.  Our association is an extension of our own families and each individual member is as important to us as our own siblings, 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.

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 or 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.

ALL members (both male and female) will pay a $155.00 initiation fee (which covers the cost of the patches, the website upkeep, postage for mailing the patches to the new member, the SOT anniversary and Christmas party, their 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, then you will receive your full set of patches.  There are no monthly dues, but there is a $50.00 annual renewal fee.  These funds provide operating capital for the organization. 

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 will be inspected by the Road Captain (RC) before every ride and must be in a completely legal operating state to ride with our association. Your riding style and attitude will also be monitored by the RC, 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.

EQUAL MEMBERSHIP STATUS FOR DRIVERS AND RIDERS

All members, regardless if they drive 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!

PROSPECT STATUS

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 $15 fee for the background check at this time.  The period of Prospect status will be challenging, and things will be asked and expected to prove worthiness to move to the next level. 

A Prospect must:

Attend at least three (3) group meetings / functions, all Mandatory Runs, and all Major 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 Association's appointed officers to either extend their time as a Prospect, or dismiss the Prospect.  Full membership only requires the simple majority vote of the sponsoring 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 $140.00 and they will receive their full set of colors. If the Chapter officers have a prospective new member that they have known for quite some time, then the new member can be brought into the association as a "charter" 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.

FULL MEMBER STATUS

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. 

Full members must:

Make a serious effort to attend all meetings / events / functions and be highly-dedicated to the association. 

Help out 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.

MILITARY EXEMPTION

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, that member will be issued a "Nomad" chapter patch.  The member will remain in good standing and any renewal fees will be waived until such time as 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.

Our Association's COLORS (this implies all the patches issued by the association for members to wear)

The Association colors 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.

Upon being voted into membership, the prospect / new member will be authorized to wear the colors.

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 for some reason a member leaves the association before 2 years is up, the member (upon returning their colors) will receive 1/2 of their original initiation fee (cost of patches) back.  If they refuse to return their colors, then it will be the responsibility of the chapter officers, who voted this member in, to pay the association 1/2 of the member's initiation fee.  Instead of paying this fee to the member, in the event that they are unwilling to return their colors to the association, the fee will be paid to the State Treasurer to be put back into the association's general operating fund.

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.  They 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 the back of 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. Are mandatory for wear during official group rides and events.

REASONS FOR REVOKING THE ASSOCIATION'S COLORS

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.

PROCESS FOR REVOCATION OF ASSOCIATION COLORS

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 Association’s appointed Officers must determine the appropriate course of action.  If so voted, the member's Colors will be returned to the Association.

Full patch holders may obtain tattoos with likenesses of the Association’s Colors on their persons.  However, upon separation of the member, their tattoo(s) will be altered to specify the dates of membership or at a minimum the date of separation.

PROPERTY RIGHTS

The Sons of Texas Motorcycle Touring Association 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 Sons of Texas Motorcycle Touring Association.  Any physical or intellectual property paid for using the Association's funds shall become the sole property of the Sons of Texas Motorcycle Touring Association, 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.

CONTINUITY OF OPERATIONS

To ensure continuity of operations, the Sons of Texas Motorcycle Touring Association 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 Sons of Texas Motorcycle Touring Association 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 Sons of Texas Motorcycle Touring Association or its representatives.

Election Time Limits:

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.

Filling an Elected Office in the Event of an Early Vacancy:

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 Sons of Texas Motorcycle Touring Association 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 Sons of Texas Motorcycle Touring Association 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 Sons of Texas Motorcycle Touring Association 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 Level Offices

State level elected offices will be voted in by existing chapter officers on December 1st of our national election years.  New officers will take charge of the association on the following New Years Day.

Chapter Level Offices

Chapter Officers are elected by the chapter’s membership on the 1^st 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.

A brief description of officer responsibilities follows: 

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 Sons of Texas Motorcycle Touring Association, 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 Sons of Texas Motorcycle Touring Association, 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.

As 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.

APPOINTED POSITIONS (by the President and Vice-President in concurrence)  

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.

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.

INITIATION FEE AND ANNUAL RENEWAL

Membership Initiation fee is $155.00 (which covers the cost of the patches, the website upkeep, postage for mailing the patches to the new member, the SOT anniversary and Christmas party, their background check, and any other cost that the association might incur), and is payable when a Prospect has completed their probationary period, and the requirements thereof, and is voted into full membership status.  This will include the cost of the member's patches. The member is responsible for purchasing an appropriate vest and sewing the patches on.

There is an annual renewal fee of $50.00 per member, 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 and any banking fees.  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 or chapter ceases to exist, then 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.

ASSOCIATION MEETINGS

Each chapter or group will email a detailed report of the their upcoming rides and events to the State Officers. After each ride or event, the chapter or group will email an ride report including any pictures they have of that ride or event to the State Officers.  The State President and/or State Secretary will forward these emails to the various members in order to keep everyone informed.  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 on the first weekend of each month 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 President and State Secretary so they can let other members, who may wish to participate, know.  It is very important that all members keep in touch with each other, and the State President and State Secretary, so that the entire association knows what is going on.

MANDATORY / MAJOR EVENTS RUNS 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 Run and must strive for maximum participation in all events.  Lack of participation will be dealt with on an individual basis.  The Mandatory Run is listed below and other runs and events are listed below:

Mandatory Runs and Events

Christmas Party and Rally or July 4^th Anniversary Party and Rally

Every member will make it a point to attend either the July 4^th Anniversary event or the Annual Christmas Party.  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.

Major Runs

The association will make every effort to have a major run or event every month, when weather permits.  The members need to make an effort to ride into every area of Texas that has members residing in it, to make these events as accessible as possible by every member.  They are not mandatory, but are strongly encouraged.  Local chapters will have planned events as well, and we ask that the local chapters try to plan their rides so not to conflict with a state ride that is within 200 miles of your location, so members can attend these state run rides and events.  It would be most acceptable and encouraged for a Chapter to act as host, and guide for the state run 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 guest book. Retired and Active members alike are requested to attend these funerals and wear their colors to honor our friends.

By signing below, I acknowledge that I have read and understand the Sons of Texas Bylaws.  These By-Laws will be revisited on an annual basis or as needed by determination of the membership.  By signing this document, I also agree to release and hold the Sons of Texas MTA, its members and officers, harmless from any accidents, vandalism, or any other situation that may arise.  This shall also serve as the Release of Liability Form for the Sons of Texas MTA.

**BY MEMBERSHIP IN THIS ASSOCIATION, YOU AGREE TO ABIDE BY THE TENETS OF THESE BY-LAWS**

 

Member Signature________________________________________Date____________

 

Sponsor Signature________________________________________Date____________

 

SOT Officer Signature_____________________________________Date____________

Please print, sign, and return this document, along with your initiation fees.