Chapter Officers & Responsibilities

Gainesville Harley Owners Group chapter has four (4) Primary Officers and nine (9) Discretionary Officers as outlined in Article V of our Annual Charter.

Primary Officers are elected annually by Chapter Members and approved by the sponsoring Dealer. Discretionary Officers are appointed by the Director and approved by the sponsoring Dealer.

Chapter Officer meeting are held on the second Thursday of every month. Visit the Contact Us page for Officer names and contact info.

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Director
- Primary Officer
- Works with the sponsoring dealer to uphold the Annual Charter for H.O.G. Chapters and H.O.G. operating policies
- Assumes overall responsibility for the administration of the H.O.G. Chapter and implementation of Harley Owners Group policies
- Signs the annual H.O.G. Chapter Charter Application and ensures it is received in National H.O.G. office by January 31
- Appoints all Chapter officers
- Promotes H.O.G. and the H.O.G. Chapter to potential members
- Conducts Chapter meetings
- Coordinates Chapter Officer responsibilities
- Ensures that risk management requirements, including procurement of necessary release forms, are met for all Chapter activities
- Ensures that all trademarks requirements are met
- Ensures Chapter Officer News is available to fellow Officers
- Routes H.O.G. correspondence to fellow Officers and to membership, as requested.

Assistant Director
- Primary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Responsible for promoting membership, membership orientation, membership retention, and keeping the Chapter members informed of H.O.G. programs.
- Assists the Director as requested
- Promotes H.O.G. and Gainesville H.O.G. to potential members
- Informs Chapter members of H.O.G. programs and benefits
- Acts as the liaison between the Chapter and the State Rally Committee.

Treasurer
- Primary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Responsible for collecting and disbursing Chapter funds
- Reporting financial transactions to sponsoring Dealer on a monthly basis
- Insures compliance with all revenue recording and reporting requirements
- Collects Chapter dues and deposits them into an appropriate Fairfax VA H.O.G. bank account
- Manages all Chapter funds
- Develops an Operating Budget for the Chapter's finances
- Reports Chapter's financial status to members monthly
- Oversees the preparation of Chapter federal, state and local tax returns
- Submits the Chapter's annual financial statement to H.O.G. (by January 31)
- Ensures that any charitable contributions are managed according to H.O.G. guidelines
- Maintains a running comparison of current-year Chapter finances with prior-year Chapter finances and comparison with the Operating Budget.

Secretary
- Primary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Responsible for managing insurance and legal documentation
- Oversees the administrative needs of the Chapter
- Keeps minutes of all Chapter meetings, including the Annual Chapter Business Meeting
- Ensures that all insurance requirements are met
- Assists Membership Officer that Chapter Members have current National H.O.G. membership, enrolment, and renewal
- Ensure that the most current Officer and Chapter address information is on file with H.O.G.
- Maintain Annual Chapter Membership Enrolment Form and Release on File for each member
- Submits the H.O.G. Chapter Charter Application (once a year, by January 31) and other forms and reports as requested
- Obtains, files and maintains records for all insurance forms, including release and injury report forms
- Administers the annual Chapter Business Meeting
- If Chapter is incorporated, submits corporate state annual report to proper state office.

Activities Officer
- Discretionary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Assists in planning and administering Chapter events. - Oversees the administration of Chapter events
- Recruits and instructs volunteers for Chapter events
- Ensures that all insurance concerns and responsibilities are met for Chapter events
- Oversees the collection of appropriate release forms for Chapter events
- Assists the Director and Secretary with the implementation of Risk Management, including procurement of insurance and release forms
- Coordinates the Chapters Activities Calendar for the year
- Provides Activities Calendar information to Webmaster for updating Activities Calendar on the Chapter Web site
- Coordinates and serves as the contact for all volunteers and Chapter events
- Coordinates and advises membership of activities via e-mail or other communications.

Ladies of Harley Officer
- Discretionary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Encouraging women members to take an active part in Chapter activities.

Road Captain
- Discretionary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Coordinates the Training of all Chapter Road Captains
- Selects annually those who are qualified and can serve as Road Captains
- Coordinates the assignment of Road Captains for all Chapter group rides
- Assists in the planning of routes for Chapter rides.
- Assists the Safety Officer in approving routes for Chapter sponsored rides
- Assists the Safety Officer in supporting Group Riding Seminars
- Assures, through Road Captains, that all Chapter members understand hand signals used in group rides.

Editor
- Discretionary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Assembling and organizing all forms of Chapter communications
- Ensures all forms of Chapter communications are approved by the sponsoring Dealer before publication or distribution.
- Assists the sponsoring dealer and the Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Authors, edits and facilitates the distribution of Chapter publications, including the Chapters Newsletter
- Organizes and assembles written material for the Chapter
- Submits Chapter events on-line at members.hog.com for listing on the Chapter Events list
- Submits Chapter suggestions to the Chapter Officer News
- Informs Chapter members of Chapter activities by printing them in the Chapter Newsletter
- Works with Chapter Webmaster to ensure that the same information is being communicated to all Chapter members
- Promotes H.O.G.s fun and family-oriented philosophy in all Chapter publications
- Send a copy of all publications to the H.O.G. office.

Safety Officer
- Discretionary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Provides Chapter members with information relating to the availability of rider training
- Assists the sponsoring dealer and the Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Provides Motorcycle Safety Foundation information regarding training courses to members
- Assists Chapter by working with MSF coordinators to secure MSF training dates dedicated to Chapter Members
- Educates members about the safe Riding Skills Programs
- Oversees the Chapters Group Riding Seminar program
- Assists the Head Road Captain in planning safe routes for Chapter rides
- Assists Community Relations Officer in building and maintaining relationships with local police, fire and rescue organizations
- Assists Director in communicating with outside organizations that promote and or develop safety programs.

Photographer
- Discretionary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Obtaining and organizing Chapter images for use in Chapter communications and Chapter history
- Takes and organizes chapter photos for chapter publications and chapter history album
- Submits chapter photo to Chapter Officers when requested.

Historian
- Discretionary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Prepares and maintains an account of the history of the Chapter
- Maintains accurate records of all Chapter functions, meetings and events via printed documentation, photographs, or other forms of media
- Assembles historic material for utilized in publications
- Works with photographers and other members to assemble photographic documentation for Gainesville H.O.G. and its events
- Interacts with the Webmaster to ensure up-to-date web site information about our Chapter functions and events

Membership Officer
- Discretionary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Assisting the Chapter secretary in the Chapter membership duties
- Promotes Chapter and National H.O.G. membership
- Provides information on National H.O.G. and Chapter membership benefits
- Responds to inquiries from prospective members
- Accepts membership applications
- Verifies National H.O.G. memberships
- Maintains the Chapters membership database
- Orders and picks up name tags
- Maintains appropriate stock of Chapter membership applications at sponsoring dealership
- Prepares and mails out new member and renewal packets
- Prepares directories and special reports for Chapter Officers
- Prepares and presents membership reports at monthly Officers meetings and Chapters monthly membership meetings
- Conducts annual membership renewal drive
- Prepares and submits articles on membership to the Chapters Newsletter Editor
- Prepares quarterly membership reports for submission by the Chapter's Secretary to H.O.G.
- Maintains membership changes on-line in the Chapter Officer section of members.hog.com.

Webmaster
- Discretionary Officer
- Assists the sponsoring dealer and Chapter Director in upholding the Annual Charter for H.O.G. Chapters
- Assembling and organizing material for the Chapter web site, social media sites (if applicable)
- Obtaining approval from the sponsoring Dealer before publication
- Insures that Chapter web site and social media sites comply with the H.O.G. Chapter Internet Guidelines
- Develops and maintains content for the Chapters Web site
- Follows H.O.G. Internet Guidelines as found in the Chapter Handbook
- Assists all other Chapter Officers in disseminating accurate, pertinent information regarding Chapter events and activities
- Works with Chapter Editor to ensure that the same information is being communicated to all Chapter members
- Maintains and updates the Chapters Activities Calendar on the Chapters Web site
- Promotes H.O.G.s fun and family-oriented philosophy in all Web site material
- Acts as caretaker for Chapter by protecting Chapter members privacy
- Safeguard the personal Chapter member or private Chapter information on the Chapter Web site
- Submits Chapter Web site to H.O.G. for listing on members.hog.com and the H-D dealer locator.


this page updated January 17, 2015