T. A. Way, Section 2

Gold Wing Touring Association

General: All formal organizations, regardless of size, must have formal lines of authority. This chain of command is most visible when the organization is put to a test of either resources or results to achieve a goal.

Chapters are no exception. In order to focus effort toward a common goal, all participants in the organization need to know where they fit into the group and what they’re expected to achieve while participating. Unlike a formal business a chapter is a social entity and has no immediate profit orientation. It is therefore more difficult to maintain because it depends solely on the efforts of volunteers.

A functioning chapter is a sight and feeling to behold. The members are excited and full of ideas and self-motivated direction. When you come in contact with such a chapter, you can actually feel the energy.

How do we achieve this feeling? How do we start the ball rolling? There are several steps that should be taken in developing the chapter.

1. Develop an Organization Chart: The organization does not have to be as formal as indicated in this guide. The idea is to determine what is necessary for your chapter. Some chapters may be able to get along with a minimum of officers such as director, treasurer and ride coordinator.
   

2. Develop Job Descriptions: Job descriptions give prospective and current job holders a GUIDELINE for their activities. There is no sense asking someone to take a job if they have no idea of how to accomplish their task(s).
   
   

3. Chapter Organization Diagram #1

This diagram is a guide to organizational configuration for a new chapter. Chapter directors should modify the chart to suit their chapter needs.

4. Chapter Organization Diagram #2
   

The above diagram is an example of a chapter that has matured. Please note the bottom row of position titles. As the chapter grows, the chapter director may find a need for additional positions in order to involve more members in chapter operations and relieve others of dual duties.

1. Assistant Chapter Director: The assistant chapter director (ACD) needs to be willing and able to lend a conscientious hand to the chapter, yet have initiative and executive ability. The ACD will often supervise committees and fill in for the CD when necessary. The ACD shall also act as a liaison to state/provincial, regional and national directors when so directed by the chapter director. A chapter may have more than one ACD if desired.
   
   

2. Treasurer: will maintain a detailed set of books (with supporting documentation) on the chapter's financial standing (refer also to treasurer). A year-end financial report will be prepared and available to the chapter membership, and a courtesy copy sent to the State/Provincial director.
    

3. Secretary: must be a good communicator, well-organized, have good vocal skills, and be a people-oriented individual. This is a pivotal point in the organization. Choice of vocal and written word to either internal or external communicators is extremely important and sensitive. The chapter's credibility can rise or fall on the incumbent's activities (refer also to treasurer). The secretary will be responsible for all chapter correspondence.
   
   In the absence of a Membership chair, maintains the chapter roster and compares to other records at regular intervals and ensures corrections are appropriately completed. When notified of address/telephone changes, ensures members notify the staff responsible for membership records at national.
   
   Minutes of staff, special, and general meetings may be maintained in a sequentially numbered log and approved at each monthly business meeting if the chapter chooses to record their history in this manner. The minutes may include information from the monthly treasurer's report. Pertinent information of various decisions or directions pursued by the chapter will also be entered. This record may evolve to a historical writing of reasons, decisions, and policies of the chapter. (refer also to treasurer).
   
   

4. Membership: The duties and responsibilities of a membership chair are:

• Monitor monthly membership rosters for expiring members and encourage renewals. Follow up on non-renewals (in the absence of a chapter secretary

• Suggest general procedures for inviting potential members. Suggest ways to recruit new members and help the chapter grow.

• Provide information and suggestions to the staff.

• Suggest procedures for the guidance of chapter chairmen and officers in maintaining a high level of member interest and participation.

• Prepare and maintain a new member packet containing general information about GWTA, the chapter, group riding, events, etc.

• Welcome new members at meetings. Make sure they’re not sitting alone.

5. Newsletter Editor: The editor of the monthly newsletter will be responsible for selection, editing, preparation, content and mailing. The purpose of the newsletter is to keep the members informed of upcoming events. Any article submitted may be edited by the newsletter editor or chapter director at their discretion to maintain a positive attitude about GWTA and the chapter. The chapter director is ultimately responsible for newsletter content.
   
   

6. Public Relations: The role of a chapter public relations (PR) official is one of public image and visibility. PR will of necessity be linked to other official duties of the chapter. The PR person must work with others, exuding cheerfulness, enthusiasm and dedication at all times. PR duties will include formal gatherings, shows, news media, advertising and meeting information involvement. This individual should be active in the chapter; an innovative talent will be an added asset to this position.
   
   

7. Rider Education Director: The prospective applicant may have been asked to become an R.E.D. or may have volunteered for the job. The R.E.D. at the next higher level is informed of the chapter director's choice. In deciding on the applicant one must remember that they need not be a motorcycle safety instructor. The applicant should be a self starting, self motivated person who can work with both the chapter director and the R.E.D. at the next higher level. This person should also have a genuine interest in the members’ riding skills, safety and knowledge.
   
   

8. Group Leader (Ride Leader) will work under the guidance of the ride coordinator but will be totally responsible for travel routing and safety of the group. Individual safety lies within the province of each motorcycle operator. Other duties include supervision of road map preparation for members, alternate routes, and sufficient stops along a route for fuel, food and rest.
   
   

9. Ride Coordinator: The responsibilities of the ride coordinator are many and varied. The ride coordinator should:

• Solicit, review and develop all tour activities to meet chapter objectives. Ride objectives must include thorough planning to maximize participant enjoyment.

• Supervise and support the group leader(s) in ride preparation. Minimum criteria for safety, rest, fuel and food stops must be developed and met.

• Present selected rides on an annual basis to the chapter staff for review and approval. Approved rides will be scheduled, promoted and advertised in the monthly newsletter.

• Communicate with the general membership (and staff) on a regular basis and evaluate ride objectives.

• Have a direct voice in the selection of group leader(s).

• Review past chapter activities in newsletter articles to promote fellowship and future participation of members

• Keep abreast of future annual chapter events and see that proper and timely planning has been implemented.
  
  

10. Show Coordinator: As the title implies, the incumbent may initiate, advertise, and chair functions relating to motorcycle shows and other special events. He/she should work closely with other officers to inform and coordinate efforts before, during and after shows. Efforts may involve working closely with others in similar capacities. Activities could involve design, structure and display content, personnel scheduling, exhibit materials planning, and activity guidelines for all participants. Chapter dress, if applicable, is encouraged at all activities.
    
    

11. Entertainment: When the size of the chapter makes it necessary, this committee chair can be formed to share the load that otherwise falls on the public relations chair at such functions as dinners and larger than routine meetings. Since such affairs require much attention to detail, the entertainment portion of the program can be delegated to this committee. Activities could include arrangements for music, booking of entertainment, speaker engagements, direction of a show, and providing equipment for movies.

Determining the type and quantity of organization positions that will be initially required is dependent upon membership numbers and membership needs. A large chapter may want to use a selection committee to put together a pool of possible candidates to fill the various positions that are needed to successfully operate the chapter. Smaller chapters will have fewer staff positions, usually appointed by the chapter director. You must decide whether to self-appoint your staff or appoint a committee to seek out candidates and help in the selection process. If you are going to use a committee, be sure the makeup of the committee represents the diversity of your chapter.

The next task will be to survey your membership to find out what talent, skills or interests the membership can bring to these positions. There are many talented individuals in every chapter and a great way to find these people is through a survey. A membership survey form has been included in this section. It is a guide only. Add, delete, or modify according to your situation. When the surveys (or a good portion) have been returned, it’s a good idea to record the results. One method used is to list all the people returning the survey down the left side of a large columnar accounting pad. List all the job positions across the top of the pad. Simply make a check mark or remark in the job column opposite the member name.

When you get together with your selection committee or member(s) of your staff, you have a ready reference of members that have indicated a desire to do a particular job. When selections are complete, it is very important that someone approach these chosen members with a couple of thoughts in mind:

• This is a volunteer organization, do not demand. Be very warm and sympathetic to their life styles and personal situations.
  

• The appointee will need to know what is expected of them. Be sure to give them a description of job duties.
  

• Some appointees will want to know the amount of personal time commitment required to fulfill the job. Do not hedge -- give your best estimate! If you try to snow them, they will know!

Date __________

Fellow Members:

Staffing a chapter is particularly difficult in a voluntary organization – especially when there are no tradition-bound methods of selecting staff positions from within membership ranks. Staffing appointments must be accomplished via knowledge of member’s desires and talents. I am asking that this brief survey be completed to give me an idea of your thoughts and of each individual's desires. I believe that we have a great reservoir of talent within our chapter -- and I’d like to tap that reservoir as soon as practical. PLEASE, PLEASE -- return this questionnaire right away ... Staffing and direction will be significantly influenced by YOUR thoughts.

Thank you for your consideration

General: So far, we have discussed how to organize and staff the chapter. Now consideration should be given to the chapter's needs. Take a moment to ponder the following questions about the total organization and the chapter.

• Why has GWTA been so successful?
  
• What does GWTA do that makes us one of the fastest-growing motorcycle organizations in the world?

A few answers could be:

• An alternative method of operation
  
• Our common identity with the Gold Wing
  
• A need for strong, dedicated leadership in the motorcycle community

Whatever the final answer, we normally find that two answers become a common and fundamental part of every analysis:

• We like to gather together to socialize
  
• We like to dine out (or potluck) together

If you put people together who share a common bond, a motorcycle for instance, they will engage in socializing. They will talk, laugh, see friends, share a meal, and thoroughly enjoy themselves and each other. This socializing aspect of the organization draws our members together. It is our job to provide that opportunity for enjoyable gatherings.

1. The Timing: Varied times have proven to be successful. Some chapters will meet for breakfast during the weekend and follow the meeting with a ride or sponsored function, while other chapters have found that their members prefer to have a meeting during the evening hours. In either case, you will find dividing the meeting into segments will ease your planning.
   
   These segments might be:

• Socializing
• Eating
• Informative time
• After-meeting ride

If you meet for a dinner meeting during the week, it will generally be too late for a ride after the meeting. It’s probably not too late for an ice cream run, though.

Ideal times generally center around 7:00-10:00 AM for a weekend meeting, and 6:00-8:00 PM for a weekday meeting informative period. Make sure members have had a chance to finish eating before beginning the session, don't rush. A few suggestions:

• DO start promptly as promised
• DON'T have the waitress collecting money, collecting dishes, pouring coffee
• DO try to have dirty dishes cleared away before you start
• DON'T have music playing in the room while the meeting is in progress
• DO try to have a room away from others where you can have some privacy

2. The Gathering Place: It has previously been suggested that meetings could be divided into several sections, the first two being socializing and eating ... to accommodate those needs you’ll require a gathering place. Generally, a local restaurant fills this requirement. The management would have to be approached for permission to use their facilities on your planned date and time. You should consider:

• Will the facility allow a motorcycle group?
• Will they allow you to have a private room or area?
• Will they turn off any music or PA system to the area?
• Will they provide good service and food, reasonable prices?
• Is there a proper parking area -- for group parking?
• Is there reasonable access to gas stations and major highways?

About every three months, you should talk with the facility owner to determine if the owner is happy with the chapter presence and activities. If there’s a complaint, try to resolve the problem as quickly as possible. You should also talk with the waiters and waitresses. They are very important in providing a pleasant atmosphere and enjoyable service for the members. Ask if they are satisfied with tips, with member conduct, and any other items you may think of that could have an effect upon your chapter/business relationship. You might also check to see if MOST of the members are understanding and considerate and correct any problems.

Keep in mind that many restaurants bring in extra help for your benefit. For this help to come in, it must be worth their time. They must be there an hour before you arrive to set up, and they are there an hour after you leave to clean up and rearrange tables. They are working 4-5 hours for your chapter gathering.

When you make arrangements with the owner to be at the restaurant on a given day, STICK TO IT!! Do not be bouncing around from planned date to planned date. If you are unable to attend a meeting, have your ACD conduct the informative part. If the ACD is unavailable, then have one of the staff or another designated person lead the meeting. Your chapter members look forward to that special time. DON'T CHEAT THEM!! You also create a hardship on the owner; he has other people besides you to consider in all arrangements.

In the beginning when the chapter is relatively small, you can hold meetings in a restaurant and order from the menu. Be aware that as the chapter grows, this will become cumbersome to both the restaurant owner and the waitresses, not to mention a corresponding decline in services. When attendance reaches 80, you will need to consider looking for an alternate location, or consider alternate methods of food service: maybe having a buffet instead of sit down service. Buffet service has an advantage for the servicing of large numbers of people very quickly. The drawback is the generally higher cost per person. If you do utilize the buffet style, you’ll probably will lose some of the meal participants. People do not want to pay a higher cost for the same food. However, if people are enjoying themselves with the chapter function and each other, they generally will not mind the slightly higher cost and the chapter will continue to grow in membership. As a chapter grows, it can become a victim of its own success. At some point in time, your chapter may become too large and unwieldy. An alternate to large chapter numbers is the possibility of spinning off another chapter. This option should be discussed with your state/provincial director. The chapter should not grow so large as to make new people feel lost or left out.

3. General Meeting Day: Staff meetings have been held, newsletters have been mailed out and now is the big day, the chapter meeting. Prior to the date, you should sit quietly alone and put on paper those items you wish to discuss. Remember not to make the meeting a place for doing all the business of the chapter. The proper place for the business portion is the business meeting. Items to help you for the general meeting are:

• Review information from state/provincial and/or regional office.
• Pull out your last two newsletters and review them for important messages that should be reviewed.
• Reread other chapter newsletters.
• Review last month's correspondence from other motorcycle organizations.
• Thumb through Touring News for items of interest.
• Review conversations in the last month with other chapter member

• who bought a new Gold Wing
• whose grandson painted Grandpa’s bike
• who had a funny incident

Use more cards to jot down ideas, inserting them between the first and last card according to your desire. You may make short statements as memory joggers to discuss items, such as:

• March 15-upcoming ride-leader
• April 4-7 camp out-cost-leader
• John Smith - new Gold Wing
  

Tip -- always keep at least two 3" x 5" cards blank. Prior to the informative portion of the meeting, someone will come up and ask you to make an announcement. Write it down on a blank card and insert it in your meeting format stack. Before you know it, you will have 5 or 6 items to announce.

One other point to keep in mind: try to pick a positive item to start and to end the session. Start on a high note -- end on a high note, such as:

• At the beginning sing Happy Birthday to someone
• At the end thank someone for a job well done (with applause)

Remember ---- people will sing in a group and they will applaud. They enjoy the participation of others.

Above all, stay AWAY from:

• Reading secretary reports or financial reports.

• Going over the same material you have already put into the newsletter, unless there has been a significant change that will affect everyone.

Now that you have your thoughts together, gather all the material for the meeting the night before:

• Local, state/provincial, regional, national flyers
• Sign in sheets (and pens or pencils)
• New articles
• Checkbook
• Blank 3" x 5" cards
• Chapter flag or banner
• Hand outs
• Lists for rides, events, etc.
• Welcome letters
  

When you rise the next morning, you will be ready! Organized! Positive thoughts about the day will be buzzing ‘round your head! You’ll be looking forward to seeing all the chapter folk. Try to arrive at the meeting place as early as possible to make sure the room is in order and the restaurant is ready to receive the group. It is not necessary to stand at the door and greet everyone as they arrive but prior to the actual meeting, you should try to stop and chat with as many people as possible. Your assistant should also be circulating, making sure that everyone feels welcome. You should make a point to be introduced to or to introduce yourself to EACH NEW FACE.

During the pre-meeting time, there are usually one or two representatives circulating around the meeting area, selling 50/50 tickets. Because of the activities during this socializing period, you may not have time to eat. As your chapter grows, your assistant and staff will also run into this problem. This is a great time to go on a diet!!

You will find the chapter is made up of many interests. Some members come to the meeting for the meal and socializing, while others come for socializing and the ride after the meeting. You must try to accommodate all these varied interests, a tough balancing act at best. Try to allow about 30 minutes of tire kicking after the meeting for those people who do not want to ride. This time will also help to clear the parking lot of those who are not going on the ride and give time for the road captain to organize the groups for those riding.

Just a few more words about the get-together:

• Start promptly as promised
• Make your announcements from your cards
• If you have a guest speaker, do the introduction
• Try to keep discussion to 1/2 hour or less
• Be positive, energized; start high, end high

Be available for comments, questions, or suggestions from the membership after the meeting -- until it’s time to start the ride.

Be a good listener. People have ideas. Try to do what your chapter members suggest. If a suggestion is made by a member, ask them to consider chairing the activity, then invite them to the business meeting. Get them involved, if possible.

Gold Wing Touring Association

Stop for a minute and reflect about the first time you went to a GWTA chapter meeting. You were probably apprehensive, felt out of place, didn't know what was going to happen, or what to expect. Right? Wanted to sit in a corner by yourself? You had a hundred questions: What is GWTA? What is the cost? Jackets? Patches? Who does what?

Then someone comes up, sticks out their hand and says "Hello, my name is ---, Welcome to Chapter ---". Then they hand you an envelope with one word on it -Welcome.

What is in a welcome envelope?

1. A welcome letter from the chapter director, explaining something about GWTA, the chapter and the key staff members.

2. A copy of the latest chapter newsletter with a calendar of events.

3. A GWTA brochure with application.

4. Group riding tips.

5. A questionnaire about the prospective members. Be sure to stress that the questionnaire is optional.You may add or delete questions on the questionnaire form as needed.

This welcome letter will need to be updated periodically as changes occur in either leaders, eating places, chapter growth, etc. Either you, your ACD, or someone you have designated as a welcoming person should be helping new prospective members at each meeting. Refer to the next few pages for some suggested letters of welcome.

Thank you for your interest in GWTA.

Many who are familiar with organized motorcycling want to know what makes us different from other organizations. The following paragraphs will answer some of those questions.

Our organization was established in 1987 because a few hundred people decided they wanted to start an organization whose leaders were answerable to the members and only the members. Why were they driven to this monumental task when many were saying “Others have tried and failed, so will you!” ? These few hundred were driven by the desire to enjoy motorcycling and they were convinced the only way they could reach that goal was with freedom. They felt if they could establish freedom, fun and friendship would quickly follow.

FREEDOM
The founders of GWTA felt the members needed the freedom to decide for themselves what would bring them enjoyment. It all begins with a few individuals in a community who get together and decide amongst themselves what they might enjoy doing together. This is what a GWTA chapter does. The first step is the election of a chapter director. The director is elected by the members from those in the chapter who are interested. The job is simply seeing that the wishes of the members are carried out, while at the same time operating within the boundaries set forth by the member elected board of directors. Does this person have to ride a Gold Wing? No. The chapter director is given a copy of ‘TA WAY’, a guide book on how a successful chapter may be operated. Please note that the word guide is in italics. This means it is not law but suggestions on how to operate a chapter. What your chapter does, when you do it or what your chapter uniform will be (which is optional), is all up to the membership. Majority rules. Any funds the chapter raises belong solely to the chapter. The chapter is accountable only to its chapter members.

FUN
If you have freedom you can’t help but have fun. The prime driving force behind our (the members’) organization is fun. We are not driven by profit or numbers but by good times and friendships. GWTA activities are planned to give the member a maximum of fun at a minimum cost.

FRIENDSHIP
This is by far one of the greatest rewards GWTA has to offer its members. If you choose to be involved in your organization you will gain many lasting friendships. You will be involved with people who have something in common: a passion for motorcycling, fun and friendship.

We are expecting continued growth as our organizational concept becomes known and experienced. Ask our members your questions. They’ll tell you anything you want to know. We are very confident that what we offer is just what you’re looking for.

Members of GWTA Chapter ____

Sample Letter #2

We would like to introduce you to what many of our new members call the best kept secret in organized motorcycling, the Gold Wing Touring Association. The main goal of GWTA is to bring motorcyclists together for the purpose of friendship, fun and the freedom to achieve that goal. We are owned and operated by our members.

Under the heading of fun GWTA membership offers you a wide variety of activities on and off the motorcycle throughout the year. All of these activities will lead to the ultimate goal, friendship.

Your membership fee entitles you to the following benefits:

1. GWTA logo back patch (es), pin(s) and decals.
2. GWTA membership card(s)

3. A monthly copy of our organization magazine Touring News. Our magazine is dependent upon our members for its content. You will find interesting articles, features, information about happenings in GWTA throughout the US and Canada, and upcoming activities and events.

4. Our Blue Line is a national directory of members and their telephone numbers indicating what assistance they may be able to provide a fellow member. If you should have a breakdown, emergency or simply the need for information you are only a phone call away from a fellow member who can be there to assist you. This directory is a valuable resource to our members as they travel.

If you enjoy people and motorcycling and decide to become involved you will be making a lifestyle change you will never regret. We believe GWTA is the finest motorcycle organization around. We’re proud of what we the members have created and we want to share it with others.

Members of GWTA Chapter ________

This is an overview of group riding. For further details see the GWTA Group Riding Guide available through your rider education director.

New chapter members are often reluctant to acknowledge the fact they’ve never ridden with a group. Rather than putting the new members in the uncomfortable position of figuring it out for themselves, provide them with the information before their first ride. This will make the group riding experience much more enjoyable for them and those they are riding with.

Riding with our group is strictly voluntary.

We advocate the use of good quality helmets, boots, eye protection and protective clothing. The ultimate safety of the rider, passenger and motorcycle rests solely with the rider. Traffic and road conditions change quickly and what may have been okay for the group leader and those ahead of you may not be okay for your own safety. Your first responsibility is for your own safety, staying with the group is secondary. The safe operation of your bike is of utmost importance to those riding with you.

The first bike is generally the group leader who knows the route and destination. The last bike in your group is the back door. Group leaders lay out a route and do their best to avoid hazards. Back doors accompany the group and keep the group leader informed of progress through traffic congestion, intersections, etc. Back doors are present to assist and summon more assistance in the event of a breakdown or other mishap.

Where conditions permit, such as freeways or other wide lane roads, we use a staggered riding formation with a minimum of two seconds between you and the bike directly in front of you (same side of lane). This action automatically adjusts the distance between bikes for speed and gives enough time to take proper avoidance maneuvers in case the bike ahead encounters a problem.

Narrow roads require a greater distance between bikes and single file riding.

Know the final destination and the general route. Carry a map of the area to be traveled. If you should get separated (highly unlikely) you can rejoin your friends at their final destination.

Gold Wing Touring Association