CHAPTER DIRECTOR

Job Description 

Review and evaluate membership printouts immediately upon receipt.

• Contact expired members and encourage them to renew.  In instances where they do not wish to renew, find out what caused them to make this decision and do all within your power to change their minds. 

• Review the membership printout of unaffiliated members. Contact those in your local area and invite them to join your chapter.
• Review printouts for upcoming membership expirations and remind those members to renew.
• Convert single memberships into family memberships whenever the opportunity presents itself. 

Create a chapter staff. It is mandatory that you have a treasurer. In order to avoid conflict of interest, the treasurer CANNOT BE a family member. It is advised to have additional staff such as assistant chapter director(s), rider education director, education and retention director, newsletter editor, membership chair, etc. Delegate job duties and don’t micro-manage your staff. 

Conduct monthly chapter meetings. Also conduct monthly business meetings (separate from the chapter meeting) if your chapter operates in this manner. 

Hold an annual planning meeting to create a calendar of chapter events, visitations at other chapters, and involvement in community. 

Prepare an annual chapter budget to ensure you will have adequate funds to meet operational expenses. 

Prepare an annual financial statement and distribute it to your members. Send a courtesy copy of the financial statement to the state/provincial director. 

Promote all national, region and state/provincial programs as well as creating your own chapter contests, play days, raffles, etc. to promote the programs.   

Be seen, look and act professional. Wear your chapter colors. Promote pride in the association. 

Annually attend the state rally and perform assigned duties. Assist with other tasks as time and duties permit. 

Attend annual state information meeting. Make decisions within the scope of your chapter director duties as required. 

Attend Gold Rush and Camp Wing Tyme whenever feasible. When attending these events, provide assistance to your region director as required. 

Be pro-active in new member recruitment and member retention.  Encourage multi-year and lifetime memberships when talking with prospective members.   

Promote rider education. 

Actively support GWTA national fund raising events (bike raffle tickets). 

Keep an open line of communication with your chapter members. Provide a monthly newsletter. Promote upcoming events within your state/province as well as region and national events. 

Create and maintain a current chapter website if your chapter membership desires one.

STATE/PROVINCIAL DIRECTOR

Job Description 

Distribute membership printouts immediately upon receipt.  Ensure that you have reviewed and evaluated the gains or losses for your state/provincial membership numbers.  Contact directors of chapters with large or continuous losses to identify problem areas and offer advice/assistance. 

Create a state/provincial staff.  It is mandatory that you have a treasurer.  In order to avoid conflict of interest, the treasurer CANNOT BE a family member.  It is advised to have additional staff such as assistant state/provincial director(s), rider education director, education and retention director, etc. 

Prepare an annual financial statement and distribute it to all the chapter directors in your state/province.  Send a courtesy copy of the financial statement to the region director. 

Prepare an annual state/provincial budget to ensure you will have adequate funds to meet operational expenses. 

Promote all national and region programs as well as creating your own state/provincial contests, play days, raffles, etc. to promote the programs.   

Hold at least one annual state/provincial information meeting for chapter directors, staff and members.  Use it as a tool to communicate directly with them on how you can work together to improve the state/provincial and chapters.  The meeting should be centrally located to provide equal traveling distance for all.  Provide chapter directors with an advance copy of the tentative agenda and ask for their input on additional topics that need to be covered.  

Develop a schedule of state/provincial director visits (chapter meetings, charity rides, camp outs, chapter fund raisers, etc.) within your state/province.  Be seen, look and act professional.  Wear your state/provincial colors.   Promote pride in the association. 

Annually attend the region rally and perform assigned duties.  Assist with other tasks as time and duties permit. 

Attend annual region information meeting. Make decisions within the scope of your state/provincial director duties as required. 

Annually coordinate a state/provincial rally.  Delegate job duties and don’t micro-manage your staff.   

Attend Gold Rush and Camp Wing Tyme whenever feasible.  When attending these events, provide assistance to your region director as required. 

Be pro-active in new member recruitment and member retention.  Encourage multi-year and lifetime memberships.   

Promote rider education. 

Actively support GWTA national fund raising events (bike raffle tickets). 

Keep an open line of communication with the chapter directors.  Contact them on a monthly basis to see how things are going (call – It’s more personal than an email and they’ll communicate more to you). 

Provide the chapter directors with a monthly newsletter.  Promote upcoming events within your state/province as well as region and national events. 

Create and maintain a current state/provincial website whenever possible. 

REGIONAL DIRECTOR

Job Description 

• Annually attend Gold Rush and Operations Meeting.  Attendance is encouraged at Camp Wing Tyme whenever feasible.
   

• Work at Gold Rush on assigned tasks. Assist other staff members whenever your tasks are completed.  (Your registration and hotel accommodations for Gold Rush are paid and you should be prepared to work to serve the membership).
   

• Work at Camp Wing Tyme on assigned tasks (when you can attend the event).  Assist other staff members whenever they require it.
   

• Distribute membership printouts within five (5) days of receipt from the national office.  Ensure that you have reviewed and evaluated the gains or losses in your region’s membership numbers.  Contact state directors of chapters with large or continuous losses to identify problem areas and offer advice/assistance.
   

• Keep state directors informed on any national or regional news in a timely manner.  Nothing is more frustrating to a state director than finding he has not been informed and the news has been distributed to the general membership.
   

• Create a regional staff.  It is mandatory that you have a region treasurer.  In order to avoid a conflict of interest, the treasurer CANNOT BE a family member.  It is advised to have additional staff such as assistant region director(s), rider education, education and retention.  Delegate job duties and don’t micro-manage your staff.
   

• Create and maintain a current region website. 
   

• Prepare an annual financial statement and distribute it to all the state directors in your region.  Send a courtesy copy of the financial statement to the executive director.
   

• Create a method of raising funds to make your region financially able to fund your travel and expenses as the region director.  This can be done through a fund raising event, rally or product sales.  Be creative!
   

• Promote all national programs as well as creating your own regional contests, play days, raffles, etc. to promote the programs.  It is especially important that you actively promote bike raffle ticket sales.
   

• Hold an annual region meeting for state directors and staff.  Use it as a tool to communicate directly with them on how they can work together with you to improve your region.  The meeting should be centrally located to provide equal traveling distance for all.  Provide the state directors with an advance copy of the agenda and ask for their input on additional topics that need to be covered at the meeting.
   

• Appoint state/provincial directors to all state/provinces within your region. Develop a schedule of region director visits at events (chapter meeting, rally, camp out, etc.) in all states within your region.
   

• Keep an open line of communication with your state directors.  At least once a month you should contact them to see how things are going (call – it’s more personal than an email and they’ll communicate more to you).  Don’t expect them to call you if they are experiencing difficulty as they won’t.
   

• Write a regional article for Touring News each month.  Promote upcoming events within your region as well as talk about past events.  Keep in mind that all articles written will not appear in the magazine for 60 days.  Keep your articles informative and interesting.
   

• Attend as many GWTA functions within your region as possible.  Be seen, look and act professional.  Promote pride in the association.
   

• Have fun!   

DIRECTOR OF HELPING HANDS

Job Description 

Annually attend Gold Rush and Operations Meeting.  Attendance is encouraged at Camp Wing Tyme whenever feasible. 

Perform assigned tasks at Gold Rush and Camp Wing Tyme.  While primary duty will be to coordinate an event for the Helping Hands program, other duties may also be assigned. 

Assist other staff members at Gold Rush and Camp Wing Tyme as time and duties allow. 

Ensure that all donations received are promptly forwarded to the national office for deposit in the Helping Hands account. 

Maintain accurate records of donations received and grants given. 

Select two or more valid GWTA members to serve on the grant committee. 

 Receive and review all applications for Helping Hands.  Verify accuracy of the applicant’s information and member status.   

Information on each application request will be forwarded to the grant committee for their input. 

Following input from the grant committee and research of applicant’s eligibility, approve or disapprove the grant application.  Approval requires majority vote of director and grant committee. 

Forward the approved/signed application form to the member services office so that a check can be issued directly to the member. 

A letter of explanation must be sent to the applicant whenever a request is denied.  In the event the application was made by a third party, that person will also receive a copy of the letter of explanation. 

Distribute a quarterly  status report to the Executive Director.