Each chapter President adopts their own style for running a meeting but if you would like to attend a meeting at another chapter, read on. The meeting
below is fictional but it is closely modeled on the meetings held by the South Central PA Chapter. They get together on the first Thursday of every month at a Bar & Grille from 7pm-8pm.
Two days before the meeting:
Ryan, the President, emails a meeting reminder to everyone in the club. He then emails the Meeting Agenda to the officers so they can add additional topics or remind him of topics from the last meeting that he missed.
Bob, the Treasurer, emails the Treasury Report to the other officers so the Secretary can copy it into the minutes later.
The day of the meeting:
The officers arrive early enough to greet people when they arrive. The Secretary places the
Sign-in Sheet near the entrance. The Vice President puts business cards in the middle of each table.
Members start arriving around 6pm to order food and socialize before the meeting. Someone passes around photos from last week's bar-B-Que.
Rick, the Vice President, keeps a lookout for new faces and .makes a point of talking to Todd and Tim since they are still somewhat new to the club. He sees Terry and Cindy arrive who joined several weeks ago. Rick had already emailed them a welcome letter but he gives Terry his membership patch and asks him if he had any problems getting on the forum.
When someone new walks in, Rick greets him and introduces him to the President. He then takes him to a table with an empty chair and introduces him to everyone at the table. He returns moments later and hands him a membership application and a pen.
Despite the rain, attendance is high. (This chapter voted to hold meetings in the evening separate from their scheduled rides). 10-15 minutes before the meeting starts, a volunteer walks around and sells 50/50 tickets to everyone for $1.00 each. Exactly at 7pm, Ryan calls the meeting to order...
NOTE: Side comments and funny quips from other members are a welcome part of any meeting but they have been omitted for the sake of brevity.
Alright people, it's that time. Thanks everyone for coming.
Welcome New Members
Before we get started, did everyone have a chance to meet Fred? Fred, why don't stand up and tell us about yourself - Where do you live? What do you ride? What do you do?
Fred introduces himself.
How did you hear about the club?
Someone left a card on my seat at bike night last month
We're glad you found us. Welcome to the club Fred. If you decide to join, dues are $25.00 and you can pay Bob here after the meeting.
Did everyone get a copy of the minutes from last month?
Can you check the sign-in sheet before you leave and make sure your email address is correct?
Are there any corrections that need to be made to the minutes?
No answer so minutes are approved
OK...Rick, what's our membership look like?
Terry and Cindy just joined as full members [ points out Terry and Cindy ]... I see we didn't scare you off. Welcome back....And Vinnie joined as an Associate Member but I don't see him here tonight. That brings our membership to 15 full members and two Associate Members.
On a related note, we just had new business cards printed so if you don't have one in your wallet, please grab a few from the center of the table. If you run into someone riding a Vulcan,
you can just give them our card since it has all of our information on it. Or you can just leave it on their seat like someone did with Fred.
Thanks Rick. Bob, how much money is in the kitty?
We had $360.81 at the last meeting. We spent $126.35 on the bar-B-Que party and $38.00 to order business cards. We made $50 in dues, $62 from T-shirt and patch sales and $8 from 50/50. The club now has a total of $316.46.
NOTE: Terry and Cindy bought T-shirts before the meeting started but this would not be reported until the next meeting.
Thanks Bob. Alright, we have a few quick announcements. Cindy, passed her MSF last week. [ applause ] Congratulations Cindy…
What bike are you going to get?
Terry is going to buy a Nomad and I'm going to ride his 800 Classic.
Ryan waits while everyone discusses Terry and Cindy's bikes before continuing
Also, Gary is selling a set of leather bags from his 1500 Classic. He'll sell them to a club member for $50 if anyone is interested. And finally, National created a new VRA Member Assistance Directory. If you or a VRA member runs out of gas or breaks down while you're on a trip, you can call someone on the directory for assistance. To add your name, go to the VRA Members Forum.
Open Floor (News/Annoucements)
That's all I have. Does anyone else have any quick news they'd like to share?
I am officially a grandpa as of last week.
Congratulations are made along with several jokes about Roy being old
OK, as you all know, last week we had our summer bar-B-Que party. Thank you Jerry, Eric and Tom for putting together a great party for us. [clapping]
Everyone shares highlights of the event for the members who could not attend.
Any comments about Rick's breakfast ride to the Waffle House in Mt Union?
Members joke about Jerry spilling his ice cream
Jim (Events Coordinator)
Can we move the POT time back a little on rides? I'm 45 minutes away so I have to leave pretty early to make an 8:00 POT.
Ryan could choose to address Jim's request when they get to "New Business" but he decides to address it now…
Hey everyone, Jim suggested moving the POT time back a little. What do you think?
Group discusses. At least one other person agrees, i.e. the motion is seconded, so the motion is put to a vote...
All in favor of moving the POT to 8:30 raise your hand...[ 9 hands raise ]. All in favor of keeping it at 8:00am... [ 5 hands raise ]. Alright, from now on, the POT time for the breakfast rides will be 8:30am.
Everyone, please make sure you send me your pictures from the bar-B-Que and the ride so I can post them on the website..
Hey, maybe we should print a photo album to bring to the Open House events.
Ryan could choose to address Todd's suggestion when they get to "New Business" but he decides to address it now…
Are you volunteering Todd?
No, I just thought it would be a cool idea.
Would anyone like to volunteer to create a photo album for the club?…anyone? [no response] Tanya, can you put that in the minutes so we can bring it up again at the next meeting?
Jim, what rides are going on this month?
Jim was appointed the Events Coordinator to track the club's scheduled rides and events, keep tabs on when the dealers are having their open house events, and post member-submitted rides and events going on in the area...
Jim (Events Coordinator)
Gary is leading a breakfast ride this Sunday to Anne's diner. Jerry's ride to the Moutain Top is on the 20th, and we have the overnight ride to the Falls next month. Also, if anyone's interested, Hooligan’s is having a bike night with 25 cent wings this Saturday. Oh! And we need someone else to lead the August ride because Mike can’t do it.
The Southern Cruisers are also holding a poker run on the 21st to benefit the Children's Hospital
Jim (Events Coordinator)
Jerry, can you email me the information so I can put it on the calendar?
OK, we need a volunteer to lead the August club ride. Anyone?...[silence] Does anyone have a suggestion on where to go?
We could do the ride up to the outer banks again. That was fun.
Would you be willing to lead it? The last ride you led was great.
Thanks man. [ repeats to Secretary ] Tim Huffman is leading the August ride to the outer banks.
[ writing ] What’s the date?
Jim (Events Coordinator)
[ looks at calendar ] …The second Saturday is the 12th of August.
Gary, do you want to tell us about your breakfast ride this Sunday?
Gary describes POT route and destination.
Jim (Events Coordinator)
[ to Gary ] Can you please post something on the forum and remind people that the POT has been changed to 8:30? Thanks.
Eric, do you have anything to add about the overnight ride to the Falls next month?
Eric (Committee Chair)
Describes new information about the ride. Everyone starts talking.
Listen up…the overnight ride is posted on the forum. Please post if you plan to go.The last topic before we get to new business is the Open House at Dave's Kawasaki next month.
Ryan and Rick were in charge of the event so Rick gives details..
Dave gave us nice door prizes for the Bar-B-Que so it would be nice to show support for his event. It not only puts us in good with Dave, it helps us find new members. He is providing the table and chairs and we'll have our new business cards plus our flyers... [ etc. etc. ]
Ryan and Rick find more volunteers to attend the Open House
At the bar-B-Que, someone suggested that the club should have a Christmas Party…
Group agrees to having a Christmas party and discusses the idea at length. Due to limited funds, the group decides to go out to dinner as a group in early December. Ryan finds 3 volunteers to be on a committee to choose the restaurant and plan the evening.
Since we're on the subject of planning a club dinner, I wanted to bring something up. The reason for having this club is to make friends and have fun. Our common interest is riding but if anyone ever has a suggestion for doing something else like going out to a comedy club or attending an open Mic night, don't be afraid to speak up.
Open Floor (New Business)
Good point Rick. We don't have a lot of time left but does anyone have anything else that they’d like to bring up?
Since there isn't enough money in the Treasury for a Christmas party, should we think about doing some sort of fundraiser for the club?
The officers recently had a discussion about that. Once we have around 40 members, the club will make a thousand dollars each year from dues. That should be more than enough to meet our needs. We'd probably be better off putting our efforts into finding new members rather than selling chilli or something. We can discuss it more at the next meeting.
Anyone else? [ silence ] Alright Bob, how much is the 50/50 worth tonight?
The winner gets $15
The total was $29.00 so $14.00 goes to the club Treasury
Cindy, since you're our newest member, you can draw the winning ticket. [ Cindy draws a random ticket from a hat ].....and the winning number is 5…4….7.
Woohoo! Right here! [ clapping and fake booing ]
Thanks everyone for coming. We'll see you on Gary’s ride next Sunday.
Everyone gets up to leave / mingle
Please check your name off on the sign-in sheet before you go.
...and remember to tip your waitress.
After the meeting:
Using her notes from the meeting, the Sign-in Sheet, and Bob's Treasury Report
, Tanya writes a summary of the meeting (see below) and emails it to everyone in the club.
When Rick receives the minutes, he sees Fred's email address and follows up with an email thanking him for coming and asks him if he has any questions.