AFM Inc By-Laws

(This page updated 6-25-02)

current rev, posted 6-03
AMERICAN FEDERATION OF MOTORCYCLISTS, INC.
BY-LAWS

ARTICLE I
OFFICES. The principle office of the Corporation, hereinafter called the Club, shall be in the county of Alameda, State of California. The location or address of the principal office may be changed from time to time by resolution of the Board of Directors without amendment of the Articles of Incorporation or these By-Laws. Such change shall be made in compliance with the California Corporations Code as now in effect or at any time hereafter amended, and with all applicable procedures as set forth by the Secretary of State.
The Club may have such other offices, either within or without the County in
which the principal office is located, as the Board of Directors may determine or as the business of the Club may require.

ARTICLE II
NAME, EMBLEM AND SEAL. The name of the Club shall be American Federation of Motorcyclists, Incorporated, which may be abbreviated as AFM, Inc. The names American Federation of Motorcyclists and AFM, as used officially, shall be reserved by the Club. The emblem and seal shall be the following design:
<AFM black&white Badge Logo here>

ARTICLE III
Section 1. COMPETITION MEMBERSHIP. All persons holding current AFM Competition Licenses issued by the Club, the qualifications and standards of which are set forth by the Board of Directors in the AFM Competition Rules, are competition Members of the Club and one of its affiliate Chapters, and are entitled to voting rights and all privileges of membership. In the remainder of these By-Laws the term "member" shall refer to a Competition Member. Memberships are not transferable.
Section 2. ASSOCIATE MEMBERSHIP. Associate Memberships may be offered to persons not holding AFM Competition Licenses. Such members shall receive voting rights and other privileges as established by the Board of Directors.
Section 3. DUES. The fiscal year of the Club and all affiliate Chapters shall be the calendar year. Dues for Competition Membership in the Club shall take the form of the AFM Competition License fee as set forth in the AFM Competition Rules by the Board of Directors. Associate Membership dues shall be set by the Board of Directors.
Section 4. DELINQUENCY. The following actions shall be taken with respect to any member who stands indebted to the Club or to any affiliate Chapter for ninety (90) days or more: his AFM Competition License shall be suspended or revoked; if revoked he shall forfeit all fees therefor and pursuant to Section 1 of this Article, he shall thereby cease to be a member of the Club.
Section 5. TERMINATION. Any member, either competition or associate, in good standing, whose account is fully paid, may resign, the resignation shall be accepted at the next meeting of the Board of Directors and shall be effective as of the date of resignation. All memberships shall terminate on the death or resignation or a member, or his expulsion by the Board of Directors. On any such termination, any right, title or interest of the member in or to the property and assets of the Club shall cease. Notwithstanding any termination of membership, all sums due to the Club from any member shall be due and remain a debt in favor of the Club and shall be enforceable against the member or his/her estate.
Section 6. EXPULSION OR SUSPENSION. The Board of Directors may suspend or revoke membership, including AFM Competition License, for infractions of the AFM Competition Rules, or any other reasonable cause if the Board of Directors shall determine that such action is in the best interests of the Club. The Board of Directors shall give the member in question thirty (30) days prior notice of such action, and the reasons therefore, in writing by certified mail to the member's address of record. The member shall have the opportunity to respond, orally or in writing, not less than five (5) days before the effective date of the suspension or revocation, to the Board of Directors, or to a representative empowered to act on behalf of the Board of Directors. The member may request a hearing before the Board of Directors, or to a sub-committee appointed by the Board of Directors. The member shall have the right to appeal the decision of a sub-committee of the Board of Directors to the full Board of Directors.
Section 7. VOTING. All members shall have equal voting rights and each member shall be entitled to cast one vote. In the election of At-Large Directors, each member shall have one vote for each vacant position to be filled on the Board of Directors. The candidates receiving the highest number of votes in descending order shall be elected to fill such vacant positions. As provided in Article V, Section 2 of these By-Laws, each Chapter shall elect two (2) Directors from its membership. Voting rights consistent with aforesaid Section shall be established by each Chapter for such election.

ARTICLE IV
Section 1. ANNUAL AND SPECIAL MEETINGS OF AFM, INC. The time and place of the Annual Meeting of the Club shall be established by the Board of Directors. All members shall be notified in writing thirty (30) days in advance thereof. Special meetings of the members of the Club may be called at the discretion of the Board of Directors upon similar written thirty (30) days' notice.
Section 2. QUORUM. The presence in person of seventy-five (75) members of the Club shall constitute a quorum for the transaction of business at any meeting of the members. There shall be no voting by proxy.

ARTICLE V
Section 1. BOARD OF DIRECTORS OF AFM, INC. The affairs of the Club shall be managed by a board of directors. Said board shall be referred to hereafter as the Board of Directors or the AFM Board of Directors, and the members thereof as Directors. The appointment and supervision of committees as are necessary from time to time shall be undertaken by the Board of Directors. All Directors shall have one vote.
Section 2. COMPOSITION OF THE BOARD OF DIRECTORS. The Board of Directors shall be composed of the following: The presidents of each affiliated chapter; two (2) Directors from each affiliated chapter; and three (3) Directors from the membership of the club at large.
Section 3. EX-OFFICIO BOARD MEMBERS. The Board of Directors may appoint ex-officio members to the board to head specific committees or to accomplish such tasks as the Board of Directors may deem appropriate. Such ex-officio members of the Board of Directors shall not have voting privileges. Ex-officio members may be removed at any time by majority vote of the Board of Directors.
Section 4. TERM OF OFFICE. All Directors shall serve two (2) year terms beginning January 1. Each Chapter shall elect two (2) Directors from it's membership as follows: One to take office in the even-numbered years and one to take office in odd-numbered years. Three (3) At-Large Directors shall be elected from the membership of the Club at large. Two of the At-Large Directors will take office in even-numbered years and one will take office in the odd-numbered years.
Section 5. NOMINATION AND ELECTION OF CHAPTER DIRECTORS. Nominations by each Chapter shall be limited to members in good standing of that Chapter. Nominations must be concluded at the November Chapter meeting. Elections shall be by a majority of returned written ballots mailed to all Chapter members at their address of record or by a majority vote by a quorum at any regular Chapter meeting in accordance with Chapter By-Laws. Elections must be concluded prior to January 1. Voting by proxy shall not be permitted.
Section 6. NOMINATION AND ELECTION OF AT-LARGE DIRECTORS. Nominations of At-Large Directors shall be conducted at Chapter meetings. Nominees shall be members of the club in good standing. Nominations must be concluded at the November Chapter meeting. Election shall be by a majority of returned written ballots mailed to all Club members at the address of record. Elections must be concluded prior to January 1. Voting by proxy shall not be permitted.
Section 7. RESPONSIBILITIES OF DIRECTORS. Directors shall be responsible, conscientious and competent in the discharge of their obligations to the Club, and shall do so in accordance with these By-Laws and the Articles of Incorporation, with the law, and with generally-accepted business practice.
Section 8. REMOVAL FROM OFFICE. Any Director may be removed from office who has been convicted of a felony, or has been declared of unsound mind by a final court order, has been found by final court judgment to have breached any duty under Article 3, "Standards of Conduct", of the California Non-Profit Corporation Code, or by a majority vote in a properly conducted recall election.
Directors elected by a Chapter, including Chapter presidents, can be removed by a majority vote of the Chapter members participating in a recall election. The Chapters shall establish grounds consistent with these By-Laws and the California Corporations Code for calling for and conducting such elections.
Directors elected by the Club membership at-large may be removed by a majority vote of the membership in a recall election. Such election may be called for by either a 2/3 majority vote of the Board of Directors or by a petition signed by at least 150 members in good standing of the Club.
The recall election shall take place not more than thirty (30) days after such recall election has been called and shall be by a written ballot mailed by first class mail to all members' address of record. Such ballot shall give each member the opportunity to vote for or against the recall, and shall allow at least twenty-one (21) days from the date of mailing for the ballots to be returned. Results of the recall election shall be by a majority of returned ballots.
Section 9. VACANCIES. Vacancies in the At-Large Directors shall be filled by appointment by the Board of Directors or by special election, at the Board's option. Appointment shall be by majority vote of the Board and the appointee shall be a Club member in good standing.
Vacancies in the Chapter Directors shall be filled by the Chapters by appointment or special election. Chapter Directors left vacant for more than forty-five (45) days may be filled by the Board of Directors.
Any successive Director, if chosen by a special election, shall serve for the remaining unexpired term of the preceding Director. Appointed successors shall serve for the unexpired term or until the next general election, whichever comes first. If at that time the term of the original Director has still a year remaining a Director must be elected to fill the remaining year. An appointed Director may run as an incumbent in such an election.
Section 10. BOARD MEETING NOTICE. Board meetings shall be called by the Chairman of the Board of Directors at his discretion, or at the request of any two (2) Directors, upon fourteen (14) days' written notice to all Directors. Regular meetings of the Board may be held without notice other than this By-Law Section immediately before or after and at the same location as the Annual Meeting.
Section 11. BOARD MEETING ATTENDANCE AND VOTING. A majority of the authorized number of Directors shall constitute a quorum at any Board meeting. Directors shall vote by open ballot and Club members may be informed of the vote of any Director upon request. Attendance at Board meetings shall be limited to Directors, to members of the Club, and to guests invited by any Director and approved by a majority of the Board. Attendees other than the Board of Directors shall be limited to observation of the proceedings. Participation of attendees other than the Board of Directors shall be by the discretion of the Board of Directors.

ARTICLE VI
POWERS OF THE BOARD OF DIRECTORS. Subject to the limitations of the Articles of Incorporation and of the California Non-Profit Corporations Code on action to be authorized by the members, all corporate powers shall be exercised by or under the authority of, and the business and affairs of the Club shall be controlled by, the Board of Directors. Without prejudice to these general powers, but subject to the same limitations, it is expressly declared that the Directors shall have the following powers:
a. To appoint and remove all officers, agents and employees of the Club, and to prescribe powers and duties for officers, agents and employees as may not be inconsistent with the law, the Articles of Incorporation or these By-Laws.
b. To conduct, manage and control the affairs and business of the Club, and to make such rules and regulations as are not inconsistent with the law, with the Articles of Incorporation or with these By-Laws, as they deem best.
c. To adopt, make and use a corporate seal and to alter the form of the seal from time to time as they may deem best, provided the seal shall comply at all times with the provisions of the law.
d. To borrow money and incur indebtedness for the purposes of the Club and, for that purpose, to cause to be executed and delivered in the Club's name, promissory notes, bonds, debentures, deeds of trust, mortgages, pledges, hypothecations, or other evidences of debt, and securities for them.
e. To manage in the manner they may deem best all funds and property, real and personal, received, acquired, or earned by the Club, and to distribute or dispense them.
f. To make and publish rules not inconsistent with these By-Laws to govern Club activities and the operation and use of Club facilities.
g. To make assessments of the membership to defray Chapter expenses. It may also, at it's sole discretion, refund such assessments in whole or in part.
h. To appoint and supervise committees, as are necessary from time to time; to specify the purpose, memberhsip and authority of the committee; and to require of the committee any written reports the Board deems necessary.
i. To appoint and supervise Race Officials responsible for the proper conduct and management of races sponsored by the Chapter, as described in the Competition Rules of AFM, Inc.

ARTICLE VII
Section 1. OFFICERS. The Board of Directors shall elect from its members a Chairman, Vice Chairman, Treasurer and Secretary, as well as additional officers as may be required.
Section 2. ELECTION. Officers shall be chosen annually by the Board of Directors at any Board Meeting or, in lieu thereof, by written ballot distributed by mail. Each officer shall hold office until he shall resign, be removed by the Board of Directors or otherwise be disqualified to serve, or until a successor shall be elected and qualified.
Section 3. REMOVAL AND RESIGNATION. Any officer may resign, or be removed with or without cause, by a majority vote of the Board of Directors, at any time. Such removal or resignation from office shall not effect the officer's status as a Director. Vacancies caused by death, resignation or removal of any officer shall be filled by appointment by the Board of Directors of a member of the Board.
Section 4. CHAIRMAN. The Chairman shall supervise the general affairs of the Club and conduct meetings of the Board of Directors and membership meetings.
Section 5. VICE CHAIRMAN. The Vice Chairman shall assume the responsibilities of the Chairman at the request of the latter, or upon the resignation, death, or removal of the latter.
Section 6. TREASURER. The Treasurer shall supervise the receipt, custody, control and expenditure of all assets and liabilities of the Club; shall keep correct and complete books and records of account; and shall prepare or cause to be prepared and distribute quarterly financial reports to each Director within thirty (30) days of the close of each calendar quarter. The Treasurer shall be authorized by the Board of Directors to write checks of up to Five Hundred Dollars ($500.00) without the co-signature of the Chairman.
Section 7. SECRETARY. The Secretary, or a designated alternate, shall attend all meetings of the members and of the Board of Directors, and record minutes thereof in a book kept for that purpose; shall be responsible for maintaining a current roll of all Club members, their addresses and telephone numbers; shall give notice of all meetings as required by law and these By-Laws; shall be responsible for all correspondence as directed by the Board of Directors; and shall have custody of the corporate seal. The Secretary shall also be responsible for preparing and distributing an agenda for each membership meeting and each Board Meeting.

ARTICLE VIII
Section 1. AFFILIATE CHAPTERS. The Club shall encourage the formation and/or continuation of functioning non-profit organizations whose purposes and activities generally conform to those of the Club, and at its discretion, the Board of Directors will issue Charters to such organizations as affiliate Chapters of the club. Chapters shall be established within well defined geographical boundaries, with no two Chapters holding jurisdiction in the same area.
Section 2. CHARTER QUALIFICATIONS. Charters shall be limited to non-profit organizations whose affairs and property are managed in accordance with established by-laws and generally-accepted business practices; whose officers are elected periodically by the general membership; which hold regular membership and business meetings (at least annually); which conduct events and activities in general accordance with the purposes of the Club; and whose by-laws and similar instruments shall, after review by the Board of Directors, be found to be consistent with the By-Laws and Articles of Incorporation of the Club. The Board of Directors shall establish, and from time to time modify, additional standards required of organizations to qualify as affiliate Chapters of the Club, and shall apply such standards uniformly and consistently.
Section 3. CHARTER STIPULATIONS. In consideration of the granting of authority by the Board of Directors to affiliate Chapters to use the Club name, emblem and initials AFM, which are service marks, trademarks and/or trade-names of the Club by issuing Charters thereto, said affiliate Chapters shall make it their policy to conscientiously maintain the standards and carry out the general purposes and policies of the Club; shall conduct their affairs responsibly and competently; and shall conform to the provisions of these By-Laws, the AFM Competition Rules and any other policies and/or standards the Board of Directors may from time to time establish. The affiliate Chapters shall have full responsibility for organizing and running competition events at locations within their regions, and shall be responsible for the enforcement of the AFM Competition Rules at these events.
Section 4. CHARTER TERM. Charters issued by the Club to affiliate Chapters shall expire at the end of the fiscal year. Provided no action to the contrary has been taken by the Board of Directors, all Charters are automatically reissued at the start of each fiscal year.
Section 5. CHAPTER PENALTIES. At any time the Board of Directors shall be satisfied, by evidence, that a Chapter has failed to perform its duties or failed to abide by the conditions stated in sections 2 or 3 of this Article, the Board may, by a 2/3 majority of the existing Board of Directors, penalize the Chapter.
The officers of the Chapter in question shall be given written notice of the proposed penalty, and the reason therefore, and shall have opportunity to respond, prior to the penalty taking effect.
Penalties imposed by the Board may include, but are not limited to, the suspension of the Chapter's Charter. If a Chapter's Charter is suspended the permission and authority to use the Club name, emblem and initials, as earlier provided, shall also be in suspense until reinstated.
Section 6. CHARTER REVOCATION. The Charter of any affiliate Chapter shall be subject to revocation by action of the Board of Directors at any time if the latter shall be satisfied, by evidence, that said Chapter has violated or stands in violation of any provision or provisions of these By-Laws. Such action by the Board of Directors shall be by a two-thirds (2/3) majority vote of the Board of Directors of AFM, Inc., and shall be final. Following such revocation, the permission and authority to use the Club name, emblem and initials, as earlier provided, shall terminate.
Section 7. FINANCIAL RESPONSIBILITY. Under no circumstances shall the Club be responsible for the indebtedness incurred by any affiliate Chapter unless, prior to incurring such debt, the Board of Directors has agreed to guarantee payment thereof.

ARTICLE IX
PERSONAL LIABILITY. All persons or corporations extending credit to, contracting with, or having any claim against the Club or the Board of Directors, shall look only to the funds and property of the Club for the payment of any debt, damages, judgment or decree, or any other money that may otherwise become due or payable to them from the Club or Board of Directors, so that neither the members of the Club, nor the officers or members of the Board of Directors, present or future, shall be personally liable therefor.

ARTICLE X
ASSESSMENTS. The Board of Directors shall have the authority at any time to make quarterly assessments of the affiliate Chapters in proportion to the size of their memberships to defray Club expenses. The Board may also, at its sole discretion, refund such assessments in whole or in part, in the same proportion.

ARTICLE XI
BOOKS AND RECORDS. The Club shall keep correct and complete books and records of account and shall keep minutes of the proceedings of its members, Board of Directors, and committees having any of the authority of the Board, and shall keep a record giving the names and addresses of the members. All books and records of the Club may be inspected by any member, or the member's agent or attorney, for any proper purpose at any reasonable time.
Copies of these By-Laws and the Articles of Incorporation of the Club shall be kept at the principal office.

ARTICLE XII
PETITIONS. Where specifically allowed by these By-Laws, petitions may be submitted to the Executive Board to effect action. All petitions must meet the following standards:
a. Statement of Purpose. Each page of each petition must contain the complete statement of action desired by petitioners, statement of cause, and Rule or By-Law number to which the petition pertains. No other attachment, enclosure, or afterword shall be considered a part of the petition unless specifically referred to on each page of each petition as an attachment thereto.
b. Singularity of Purpose. No petition may bear more than one purpose or desired action.
c. Identification. Each petitioner must enter his printed name, his signature, the date of his signature, and for purposes of verification, his AFM number and his telephone number. Where the petitioner cannot be contacted directly by telephone, his signature must be witnessed by an AFM North member who can be contacted directly by telephone, and that witness must enter all identification required herein.
d. Submission. Petitions must be submitted to the Chapter Secretary for consideration by the Chapter Board at their next Board meeting.
e. Retraction. A member's signature may be retracted at any time before the Chapter Board has ruled on the petition. Retractions must be submitted to the Secretary, individually and in writing.
f. Verification. At the request of the Chapter Board, the Secretary shall attempt to verify all signatures to the petition. Signatures that cannot be verified shall not be counted in the number of required signatures.

ARTICLE XIII
WAIVER OF NOTICE. Whenever any notice is required to be given under the provisions of the General Non-Profit Corporation Law of California or under the provisions of the Articles of Incorporation or these By-Laws, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice.

ARTICLE XIV
ACTION WITHOUT MEETING. Any action required or permitted to be taken by the Board of Directors by these By-Laws may be taken without a meeting of the Board of Directors, provided all Directors shall individually or collectively consent in writing to such action. Such written consent or consents shall be filed with the minutes of the proceedings of the Board, and such action shall have the same force and effect as a unanimous vote of such Directors.
Any certificate or other document filed pursuant to the foregoing shall state that the action was taken by unanimous written consent of the Board of Directors without a meeting and that the By-Laws of the club authorize the Directors to so act, and such statement shall be prima facie evidence of such authority.

ARTICLE XV
RULES OF ORDER. The rules contained in Robert's Rules of Order, revised, shall govern all meetings of the members and of the Board of Directors of the Club, except in instances of conflict between Robert's Rules of Order and the Articles of Incorporation or By-Laws of the Club or provisions of law.

ARTICLE XVI
AMENDMENT OF BY-LAWS. The Board of Directors, or any ten (10) members in good standing, by written petition submitted to the Secretary, may propose amendments to these By-Laws. Upon presentation of such proposal, copies thereof shall be mailed to all members in good standing, and not less than thirty (30) days shall be allowed for balloting. If two-thirds (2/3) of the members submitting ballots, which number shall be at least seventy-five (75), favor the amendment, it shall be approved and adopted the first day of the calendar month following the tabulation of ballots. The Board of Directors may, at its discretion, devise and use a secret ballot form. The Secretary shall give the results of the balloting in the next Club publication following the close thereof, or by special written notice within thirty (30) days.

ARTICLE XVII
AMENDMENT OF ARTICLES OF INCORPORATION. The Articles of Incorporation of the Club may be amended pursuant to the provisions thereof, which provisions are as follows:
Amendment of the Articles of Incorporation may be proposed by the Board of Directors or by written petition submitted to the Secretary by any twenty (20) members in good standing, and not less than thirty (30) days shall be allowed for balloting. If two-thirds (2/3) of the members submitting ballots, which number shall be at least seventy-five (75), favor the amendment, it shall be approved and adopted the first day of the calendar month following tabulation of the ballots. The Board of Directors, at its discretion, may devise and use a secret ballot form. The Secretary shall give the results of the balloting in the next Club publication following the close thereof, or by special written notice within thirty (30) days.

KNOW ALL PERSONS BY THESE PRESENTS: That the undersigned secretary of the corporation known as the AMERICAN FEDERATION OF MOTORCYCLISTS, INCORPORATED, does hereby certify that the above and foregoing By-Laws were duly adopted by the members of said corporation, as the By-Laws of said corporation, on the day of _________, 19______ , and that they do now constitute the By-Laws of said corporation.

Attest: ____________________________
Secretary

 

AFM North Chapter By-Laws

(This page updated 6-25-02)

current rev, posted 6-03
AMERICAN FEDERATION OF MOTORCYCLISTS, INC. NORTH CHAPTER
BY-LAWS

ARTICLE I
OFFICES. The principle office of the Chapter, hereinafter called the chapter, shall be in the county of Alameda, State of California. The location or address of the principal office may be changed from time to time by resolution of the Chapter Board of Directors (hereinafter called Board of Directors) without amendment to these By-Laws. Such change shall be made in compliance with the California Corporations Code as now in effect or at any time hereafter amended, and with all applicable procedures as set forth by the Secretary of State.
The Chapter may have such other offices, either within or without the County in which the principal office is located, as the Board of Directors may determine or as the business of the Chapter may require.

ARTICLE II
NAME, EMBLEM AND SEAL. The name of the Chapter shall be American Federation of Motorcyclists, North Chapter, which may be abbreviated as AFM, North. The names American Federation of Motorcyclists and AFM, as used officially, shall be reserved by the Chapter. The emblem and seal shall be the following design:

ARTICLE III
Section 1. MEMBERSHIP. All persons holding current AFM Competition or Associate Licenses issued by the Club, bearing the affiliation "SF" (San Francisco) the qualifications and standards of which are set forth by the Board of Directors of AFM, Inc. in the AFM Competition Rules. Members of the Chapter are entitled to voting rights and all privileges of membership. Memberships are not transferable.
Section 2. DUES. The fiscal year of the Chapter shall be the calendar year. Dues for Membership in the Chapter shall take the form of the AFM Competition or Associate License fees as set forth in the AFM Competition Rules by the Board of Directors.
Section 3. DELINQUENCY. The following actions shall be taken with respect to any member who stands indebted to the Club or an affiliate Chapter for ninety (90) days or more: his AFM License shall be suspended or revoked; if revoked he shall forfeit all fees therefor and pursuant to Section 1 of this Article, he shall thereby cease to be a member of the Club and affiliate Chapter.
Section 4. TERMINATION. Any member, either competition or associate, in good standing, whose account is fully paid, may resign, the resignation shall be accepted at the next meeting of the Chapter and shall be effective as of the date of resignation. All memberships shall terminate on the death or resignation or a member, or his expulsion by the Board of Directors. On any such termination, any right, title or interest of the member in or to the property and assets of the Chapter shall cease. Notwithstanding any termination of membership, all sums due to the Chapter from any member shall be due and remain a debt in favor of the Chapter and shall be enforceable against the member or his/her estate.
Section 5. SUSPENSION. The Board of Directors may suspend Chapter privileges, including voting and competition, for infractions of the AFM, North By-Laws, AFM, Inc. By-Laws, AFM Competition Rulebook or any other reasonable cause if the Board of Directors shall determine that such action is in the best interests of the Chapter. The Board of Directors shall give the member in question thirty (30) days prior notice of such action, and the reasons therefore, in writing by certified mail to the member's address of record. The member shall have the opportunity to respond, orally or in writing, not less than five (5) days before the effective date of the suspension or revocation, to the Board of Directors, or to a representative empowered to act on behalf of the Board of Directors. The member may request a hearing before the Board of Directors, or to a sub-committee appointed by the Board of Directors. The member shall have the right to appeal the decision of a sub-committee of the Board of Directors to the full Board of Directors.
Section 6. VOTING. All members shall have equal voting rights and each member shall be entitled to cast one vote. The candidates receiving the highest number of votes in descending order shall be elected to fill such vacant positions. As provided in Article V, Section 2 of AFM, Inc. By-Laws, the Chapter shall elect two (2) Directors from its membership to serve on the AFM, Inc. Board of Directors. Voting rights consistent with aforesaid Section shall be established by the Chapter for such election. Unless otherwise stated in these By-Laws, business shall be transacted by majority vote.

ARTICLE IV
Section 1. MONTHLY AND SPECIAL MEETINGS OF AFM, NORTH. The time and place of the Monthly Meeting of the Chapter shall be established by the Board of Directors. All members shall be notified in writing thirty (30) days in advance thereof. Special meetings of the members of the Chapter may be called at the discretion of the Board of Directors upon written ten (10) days' notice.
Section 2. NOTICE. The time and place of the monthly Chapter meeting shall be advertised in the AFM Newsletter.
Section 3. QUORUM. The presence in person of fifteen (15) members of the Chapter shall constitute a quorum for the transaction of business at any meeting of the members. There shall be no voting by proxy.

ARTICLE V
Section 1. BOARD OF DIRECTORS OF AFM, NORTH. The affairs of the Chapter shall be managed by a board of directors consisting of five (5) members of the Chapter. Said board shall be referred to hereafter as the Board of Directors or the AFM, North Board of Directors, and the members thereof as Directors. The appointment and supervision of committees as are necessary from time to time shall be undertaken by the Board of Directors.
Section 2. COMPOSITION OF THE BOARD OF DIRECTORS. The Board of Directors shall be composed of the following: The President; Vice-President; Treasurer; Secretary; and two (2) Rider Representatives. All Board Members will be elected from the membership of the Chapter.
Section 3. HONORARY BOARD MEMBERS. Members of the AFM, Inc. Board of Directors, who are AFM North members and who are elected At-Large by the membership of the Club as a whole, shall have a seat on the AFM North Board of Directors with full voting privileges.
Section 4. EX-OFFICIO BOARD MEMBERS. The Board of Directors may appoint ex-officio members to the board to head specific committees or to accomplish such tasks as the Board of Directors may deem appropriate. Such ex-officio members of the Board of Directors shall not have voting privileges. Ex-officio members may be removed at any time by majority vote of the Board of Directors.
Section 5. TERM OF OFFICE. The offices of President, Vice President, Treasurer, Secretary and two (2) Rider Representatives shall each serve a one (1) year term. The offices of President, Treasurer and one Rider Representative shall take office at the first regular Chapter meeting of each calendar year. The offices of Vice President, Secretary and one (1) Rider Representative shall take office at the regular Chapter meeting in July of each calendar year. Each Chapter shall also elect two (2) Directors from it's membership as follows: One to take office in the even-numbered years and one to take office in odd-numbered years to serve on the AFM, Inc. Board of Directors for a two (2) year term.
Section 6. NOMINATION AND ELECTION OF CHAPTER DIRECTORS TO THE AFM, INC. BOARD OF DIRECTORS. Nominations by the Chapter shall be limited to members in good standing of the Chapter. Nominations must be concluded at either the December or June Chapter meeting. Elections shall be determined by a majority of returned written ballots to all Chapter members or by a majority vote by a quorum at any regular or special Chapter meeting in accordance with Chapter By-Laws. Elections must be concluded prior to the January or July regular monthly meeting. Voting by proxy shall not be permitted.
Section 7. RESPONSIBILITIES OF DIRECTORS. Directors shall be responsible, conscientious and competent in the discharge of their obligations to the Chapter, and shall do so in accordance with these By-Laws and the Articles of Incorporation, with the law, and with generally-accepted business practice. Directors shall be responsible for attending regularly scheduled meetings. Any commitments made by any Officer must have written prior authorization of the Board.
Section 8. REMOVAL FROM OFFICE. Any Director may be removed from office who has been convicted of a felony, or has been declared of unsound mind by a final court order, has been found by final court judgment to have breached any duty under Article 3, "Standards of Conduct", of the California Non-Profit Corporation Code, or by a majority vote in a properly conducted recall election.
Directors elected by a Chapter, including Chapter presidents, can be removed by a majority vote of the Chapter members participating in a recall election. Such election may be called for by either a 2/3 majority vote of the Chapter Board of Directors or by a petition signed by at least 100 members in good standing of the Chapter. The Chapter shall establish grounds consistent with these By-Laws and the California Corporations Code for calling for and conducting such elections.
Directors elected by the Club membership at-large may be removed by a majority vote of the membership in a recall election. Such election may be called for by either a 2/3 majority vote of the Board of Directors or by a petition signed by at least 150 members in good standing of the Club.
The recall election shall take place not more than thirty (30) days after such recall election has been called and shall be by a written ballot mailed by first class mail to all members' address of record. Such ballot shall give each member the opportunity to vote for or against the recall, and shall allow at least twenty-one (21) days from the date of mailing for the ballots to be returned. Results of the recall election shall be by a majority of returned ballots.
Section 9. VACANCIES. Vacancies caused by resignation, removal, or death shall be filled as follows:
Vacancies in the At-Large Directors shall be filled by appointment by the AFM, Inc. Board of Directors or by special election, at the AFM, Inc. Board's option. Appointment shall be by majority vote of the AFM, Inc. Board and the appointee shall be a Chapter member in good standing.
Vacancies in the Chapter Board of Directors shall be filled by appointment of the Chapter Board of Directors or special election.
Any successive Director, if chosen by a special election, shall serve for the remaining unexpired term of the preceding Director. Appointed successors shall serve for the unexpired term or until the next general election, whichever comes first. If at that time the term of the original Director has still a year remaining a Director must be elected to fill the remaining year. An appointed Director may run as an incumbent in such an election.

ARTICLE VI
Section 1. BOARD MEETING NOTICE. Board meetings shall be called at the request of any two (2) Directors, upon fourteen (14) days' written notice to all Directors. Regular meetings of the Board may be held without notice other than this By-Law Section immediately before or after and at the same location as the Monthly Meeting.
Section 2. BOARD MEETING ATTENDANCE AND VOTING. A majority of the authorized number of Directors shall constitute a quorum at any Board meeting. Directors shall vote by open ballot and Chapter members may be informed of the vote of any Director upon request. Attendance at Board meetings shall be limited to Directors, and to guests invited by any Director and approved by a majority of the Board. Attendees other than the Board of Directors shall be limited to observation of the proceedings. Participation of attendees other than the Board of Directors shall be by the discretion of the Board of Directors.

ARTICLE VII
Section 1. POWERS OF THE BOARD OF DIRECTORS. The business and affairs of the Chapter shall be controlled by the Board of Directors in accordance with the AFM, Inc. By-Laws, these Chapter By-Laws, and the California Non-Profit Corporations Code. Without prejudice to these general powers, but subject to the same limitations, it is expressly declared that the Directors shall have the following powers:
a. To appoint and remove all officers, agents and employees of the Chapter, and to prescribe powers and duties for officers, agents and employees as may not be inconsistent with the law, the Articles of Incorporation or these By-Laws.
b. To conduct, manage and control the affairs and business of the Chapter, and to make such rules and regulations as are not inconsistent with these By-Laws, and the law, as they deem best.
c. To adopt, make and use a corporate seal and to alter the form of the seal from time to time as they may deem best, provided the seal shall comply at all times with the provisions of the law.
d. To borrow money and incur indebtedness for the purposes of the Chapter and, for that purpose, to cause to be executed and delivered in the Chapter's name, promissory notes, bonds, debentures, deeds of trust, mortgages, pledges, hypothecations, or other evidences of debt, and securities for them.
e. To manage in the manner they may deem best all funds and property, real and personal, received, acquired, or earned by the Chapter, and to distribute or dispense them.
f. To make and publish rules not inconsistent with these By-Laws to govern Chapter activities and the operation and use of Chapter facilities.
g. To make assessments of the membership to defray Chapter expenses. It may also, at it's sole discretion, refund such assessments in whole or in part.
h. To appoint and supervise committees, as are necessary from time to time; to specify the purpose, memberhsip and authority of the committee; and to require of the committee any written reports the Board deems necessary.
i. To appoint and supervise Race Officials responsible for the proper conduct and management of races sponsored by the Chapter, as described in the Competition Rules of AFM, Inc.

ARTICLE VIII
Section 1. PRESIDENT. The President shall supervise the general affairs of the Chapter and conduct regular monthly meetings of the Chapter, and regular or special meetings of the Board of Directors. The President shall be able to sign on any and all bank accounts pertaining to the Chapter. Other duties may include, but are not limited to the following: negotiating on behalf of the Chapter pertaining to the business of the Chapter.
Section 2. VICE PRESIDENT. The Vice President shall assume the responsibilities of the President at the request of the latter, or upon the resignation, death, or removal of the latter.
Section 3. TREASURER. The Treasurer shall supervise the receipt, custody, control and expenditure of all assets and liabilities of the Chapter; shall keep correct and complete books and records of account; and shall prepare or cause to be prepared and distribute quarterly financial reports to each Director within thirty (30) days of the close of each calendar quarter. The Treasurer shall be authorized by the Board of Directors to write checks of up to Five Hundred Dollars ($500.00) without the co-signature of the President.
Section 4. SECRETARY. The Secretary, or a designated alternate, shall attend all meetings of the members and of the Board of Directors, and record minutes thereof kept for that purpose; shall be responsible for maintaining a current roll of all Chapter members, their addresses and telephone numbers; shall give notice of all meetings as required by law and these By-Laws; shall be responsible for all correspondence as directed by the Board of Directors; and shall have custody of the Chapter seal. The Secretary shall also be responsible for preparing and distributing an agenda for each membership meeting and each Board Meeting.
Section 5. RIDER REPRESENTATIVES. The Rider Representatives shall attend Chapter competition events with the purpose of representing members in disputes, protests, etc. to Raceday Officials. Rider Representatives shall also be a part of the official Chapter Safety Committee.
Section 6. CHAPTER REPRESENTATIVES TO THE AFM, INC. BOARD OF DIRECTORS. Chapter representatives shall attend all Board meetings of AFM, Inc., and AFM, North.

ARTICLE IX
PERSONAL LIABILITY. All persons or corporations extending credit to, contracting with, or having any claim against the Chapter or the Board of Directors, shall look only to the funds and property of the Chapter for the payment of any debt, damages, judgment or decree, or any other money that may otherwise become due or payable to them from the Chapter or Board of Directors, so that neither the members of the Chapter, nor the officers or members of the Board of Directors, present or future, shall be personally liable therefor.

ARTICLE X
BOOKS AND RECORDS. The Chapter shall keep correct and complete books and records of account and shall keep minutes of the proceedings of its members, Board of Directors, and committees having any of the authority of the Board, and shall keep a record giving the names and addresses of the members. All books and records of the Chapter may be inspected by any member, or the member's agent or attorney, for any proper purpose at any reasonable time.
Copies of these Chapter By-Laws shall be kept at the principal office.

ARTICLE XI
PETITIONS. Where specifically allowed by these By-Laws, petitions may be submitted to the Executive Board to effect action. All petitions must meet the following standards:
a. Statement of Purpose. Each page of each petition must contain the complete statement of action desired by petitioners, statement of cause, and Rule or By-Law number to which the petition pertains. No other attachment, enclosure, or afterword shall be considered a part of the petition unless specifically referred to on each page of each petition as an attachment thereto.
b. Singularity of Purpose. No petition may bear more than one purpose or desired action.
c. Identification. Each petitioner must enter his printed name, his signature, the date of his signature, and for purposes of verification, his AFM number and his telephone number. Where the petitioner cannot be contacted directly by telephone, his signature must be witnessed by an AFM North member who can be contacted directly by telephone, and that witness must enter all identification required herein.
d. Submission. Petitions must be submitted to the Chapter Secretary for consideration by the Chapter Board at their next Board meeting.
e. Retraction. A member's signature may be retracted at any time before the Chapter Board has ruled on the petition. Retractions must be submitted to the Secretary, individually and in writing.
f. Verification. At the request of the Chapter Board, the Secretary shall attempt to verify all signatures to the petition. Signatures that cannot be verified shall not be counted in the number of required signatures.

ARTICLE XII
WAIVER OF NOTICE. Whenever any notice is required to be given under the provisions of the General Non-Profit Corporation Law of California or under the provisions of the Articles of Incorporation or these By-Laws, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice.

ARTICLE XIII
ACTION WITHOUT MEETING. Any action required or permitted to be taken by the Board of Directors by these By-Laws may be taken without a meeting of the Board of Directors, provided all Directors shall individually or collectively consent in writing to such action. Such written consent or consents shall be filed with the minutes of the proceedings of the Board, and such action shall have the same force and effect as a unanimous vote of such Directors.
Any certificate or other document filed pursuant to the foregoing shall state that the action was taken by unanimous written consent of the Board of Directors without a meeting and that the By-Laws of the Chapter authorize the Directors to so act, and such statement shall be prima facie evidence of such authority.

ARTICLE XIV
RULES OF ORDER. The rules contained in Robert's Rules of Order, revised, shall govern all meetings of the members and of the Board of Directors of the Chapter, except in instances of conflict between Robert's Rules of Order and the Articles of Incorporation or By-Laws of the Chapter or provisions of law.

ARTICLE XV
AMENDMENT OF BY-LAWS. The Board of Directors, or any ten (10) members in good standing, by written petition submitted to the Secretary, may propose amendments to these By-Laws. Upon presentation of such proposal, copies thereof shall be mailed to all members in good standing, and not less than thirty (30) days shall be allowed for balloting. If two-thirds (2/3) of the members submitting ballots, which number shall be at least seventy-five (75), favor the amendment, it shall be approved and adopted the first day of the calendar month following the tabulation of ballots. The Board of Directors may, at its discretion, devise and use a secret ballot form. The Secretary shall give the results of the balloting in the next Chapter publication following the close thereof, or by special written notice within thirty (30) days.

ARTICLE XVI
ARBITRATION. Any unresolved dispute arising under the provisions of these By-Laws concerning AFM North, its Officers, officials, agents, employees or members shall be settled under the then-current provisions of the American Arbitration Association.

ARTICLE XVII
KNOW ALL PERSONS BY THESE PRESENTS: That the undersigned secretary of the chapter known as the AMERICAN FEDERATION OF MOTORCYCLISTS, NORTH CHAPTER, does hereby certify that the above and foregoing By-Laws were duly adopted by the members of said Chapter, as the By-Laws of said Chapter, on the day of ________, 19____ , and that they do now constitute the By-Laws of said chapter.

Attest: ____________________________
Secretary

 

AFM Draft Policies & Procedures

(This page updated 6-25-02)

4-03... THIS IS A DRAFT!!!
most of the info is accurate and AFM policies are as practiced, but this document needs to be corrected, finalized & approved for distribution to the membership.
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Policies and Procedures of the AFM

The AFM exists solely to provide motorcyclists an opportunity to roadrace motorcycles at selected venues in a responsible, organized and safe manner, and to remain financially solvent such that the club endures well into the future. In order to do this on an ongoing basis with a minimum of risks or problems, certain policies and procedures, which may not be found in the AFM rule book, are applied and enforced by the Board of Directors, officials and the members themselves. The following are some of these policies and procedures.

1) Use of the AFM Member Roster or Mailing List:
The AFM member roster and mailing list are confidential and are to be used only for official AFM business as approved by the AFM Board. Unauthorized use of them for purposes such as soliciting or campaigning by phone, mail or in any other way is prohibited.
The mailing list may not be purchased, but it may be used by AFM for the purpose of direct mail advertising, usually by an outside company, with the approval of the Board. Most preferred is for the company to provide the “ready” mailers & all postage and for AFM to do the labeling & mailing using the AFM roster; this is for a single charge of $400 per full mailing, or $200 for mailing to any subset of the roster. On some occasions the Board may approve the “trading” of the mailing list (or some portion) with another organization for something of like value, or may allow some group or individual to use the mailing list (or some portion) for specific purposes. In any event, any company, organization, group or individual may not use it for any purpose not specifically authorized by the Board.
Phone numbers and/or postal or e-mail addresses will not be given to others, whether on request from non-members or from members requesting same. Instead, the phone number of the requesting party will be taken and passed on to the member(s) being sought.

2) Voting For Office or Voting On Other Business:
All AFM members in good standing may vote on any issue in question or for any member running for office, at meetings or by mail, as the case may be. Ballots for elections held by mail will be sent via first class mail to all members on the AFM roster. Ballots returned to the club (i.e. the vote was sent in) may not be changed, even on request by the person voting.
AFM officers are nominated and elected by the members, and candidates for office must be AFM members in good standing. Nominations for any position coming up for relelection will be opened at two consecutive chapter’s monthly meeting prior to the existing officer’s term running out; the ballots will not be counted or tabulated while the “ballot is out” (which will be at least 30 days from the mailing out of the ballot).

3) Assigning of Competition Numbers:
All numbers are assigned by the AFM License Committee. Any rider wishing to renew his or her license and retain their competition number from the previous year may do so by filing a complete application along with the applicable fees no later than the announced cut-off date, as set by the License Committee. After the cut-off date, numbers will be assigned by the committee, at its discretion, with consideration given to the rider’s years of active membership. The general rules used to assign numbers is as follows: 700-999 numbers are given to First Year riders, 400-999 are given to Novices, Experts have access to all numbers, and 2-digit numbers are saved for riders with a minimum of 3 years racing experience. The 1-10 numbers were given to the year end Top Ten finishers in Formula Pacific in '99; starting in '00, the 1-5 numbers will be given to the year end Top Five finishers in Formula Pacific, and the 6-10 numbers will be given to the year end Top Overall points earners... NOTE: the people who are already in 1-5 from F-Pacific standing will be excluded from the 6-10 numbers, and the next down Overall points earner will get that number; there will be no one assigned two numbers from 1-10.
No changes to the issued member number will be made after it has been issued; no exceptions. and deviation from the above policies is at the discretion of the License Committee.
Motorcycle must bear the rider's official, assigned AFM number only. Exceptions must be approved by both Race Director and Chief Scorer.

4) Reciprocity Licensing:
Riders visiting from other recognized roadracing clubs who hold an expert license are allowed to become Reciprocity Members and, after completing an AFM application and paying the applicable fee, may enter AFM events. Riders who do not have expert status with their club must be able to provide documented proof of at least six (6) race finishes on six (6) race dates or they will be required to attend and pass the AFM New Riders School prior to competing. Reciprocity members may earn raceday awards or contingencies, but will not acrue points toward year end awards. Reciprocity riders may upgrade their status to Full Membership at any time before July 1st of each race season; no upgrades are allowed after this date. In the event of an upgrade, all championship points earned to date will be applied. Motorcycles must bear the rider's official, assigned AFM number only. Exceptions must be approved by both Race Director and Chief Scorer.

5) Bike Class Declaration for Formula Classes:
As is the case in all classes, any engine may be bored a maximum of 1 millimeter over the size which would have the engine displace at the exact upper cc limit of any class. Any Production or Superbike bored beyond the 1mm limit is legal for Formula classes only; it may not be used in Production or Superbike classes.
If a Formula bike is bored only 1 mm over a given class limit it may be raced in that class or it may race in the next larger displacement class, but not both, on any given raceday. EXAMPLE: A 750cc, 4 cylinder motorcycle, bored 1 mm over 750cc, now displacing 768cc may be raced in Formula 1 or Open GP on any given raceday, BUT NOT BOTH. Declaring a motorcycle for one class or the other is the responsibility of the rider and will apply for that day only. It may be raced in F-1 one raceday and Open GP the next.

6) Points Research & Tabulation Charges:
A $20/hour charge will be assessed to any member who requests any form of points research or tabulation for any purpose. Such work will be carried out in an expedient and efficient manner as is possible, but it is a fact that results and points from before 1986 are not on a computer and are not easily retrieved ; results and points from 1986 to 1989 are on computer, but are primitive and slower to retrieve than data collected after 1989.

7) Duties of Members of the AFM North Board and Other Raceday Officials:
Tentative duties for the following elected or assigned positions are described below. The duties listed are not necessarily all encompassing for each position, nor are then necessarily required, and duties can be shared with others with Board approval.

President - Attend and Chair Chapter meetings; attend, chair and act as voting member at Chapter Board meetings; attend and act as voting member at Inc. Board meetings; act as main negotiator for obtaining race dates at present and future racetracks and for all aspects of track contracts; represent the interests of the Chapter and/or the Club in seeking sponsorship, contingencies, and other business.
Act as liason on raceday between the AFM personnel operating the event and the track’s personnel or management. Represent their electing chapter in club business as needed; perform tasks and duties for the chapter/club as needed or requested by the Board.

Vice-President - Attend Chapter meetings and act as Chair when the President is absent or unable to do so; attend and act as voting member at Chapter Board meetings and act as Chair when the President is absent or unable to do so; act as backup or secondary negotiator for tracks, racedates and other responsibilities of the President. Represent their electing chapter in club business as needed; perform tasks and duties for the chapter/club as needed or requested by the Board.

Secretary - Attend, take minutes and distribute same to the Board for General Chapter and Board meetings; attend and act as voting member at Chapter Board meetings; organize agendas for meetings and incoming correspondence to the club; keep crash records, organize incoming crash appeals, and write letters after crash appeals have been decided; write other correspondence representing the Club’s or Board’s desires; handle insurance contracts, claims, and other business for the Chapter or Club.
These duties may be performed by more then one person, although the official elected Secretary must be main coordinator for any tasks or duties assigned to others. Anyone performing any of the duties of the Secretary, and who does not officially hold the title of Secretary, must be approved by the Board (and does not necessarily need to be an AFM member).

Treasurer - Keep track of income and expenses of the club/chapter; handle deposits and paying of bills; keep abreast of the club/chapter’s financial state and make suggestions or forcasts periodically (as things change or as new plans are being proposed); keep proper books and make financial status reports periodically or as requested by the Board; provide a brief financial summary for each monthly chapter meeting and read it at the meeting; invest club monies as requested by the Board.
These duties may be performed by more then one person, although the official elected Treasurer must read the minutes at meetings. Anyone performing any of the duties of the Treasurer, and who does not officially hold the title of Treasurer, must be approved by the Board (and does not necessarily need to be an AFM member).

Rider Rep - The chapter Rider Reps are responsible for some or all of the following duties on each raceday:
1) On each raceday, be present and available to both riders and track officials.
2) If possible, display the Rider Rep banner in their pit space so as to make them more visible to the riders.
2) Act as liason between rider and raceday officials, for riders needing the assistance i.e. for riders needing the assistance, in cases of rider disputes, etc...
3) If requested by the AFM Board or raceday officials, act as Safety Committee person on racedays, to objectively investigate & record reported incidents or disagreements,act as arbitrator and diplomat in such incidents, and report conclusions (or suggestions for further info required) to the AFM Board or raceday officials. If possible, the Safety Committee should handle explaining conclusions on incidents to the riders involved, and make sure the rider at fault (if one exists) completely understands the issues and means to “avoid it” in the future.

Chief Tech Inspector - The chapter Chief Tech Inspector is responsible for some or all of the following duties on each raceday:
1) On each raceday, be present and available to both riders and track officials.
2) Organize and orchestrate Tech and the Tech Inspector crew on each raceday morning, train or “OK” tech inspectors as needed for the crew, make sure tech inspection is consistent, thorough, and in agreement with AFM Rules & Policies.
3) On each raceday, setup their pit space in a consistent and visible area with a Tech Inspection sign. They should be available throughout the day, or have a qualified Tech inspector available (when the Chief Tech Inspector is not around), to handle late or re-teching needs of the riders.
4) On each raceday, be available to inspect bikes that are suspected of having safety violations (or other reported incidents) and record & report findings as required by the Race Director, Referee, or Safety Committee.
5) Keep up with pertinent rule changes, and if possible, make suggestions to the AFM Board or Race Director if any new bikes or other safety issues surface within Tech.

North Rep - Attend Chapter meetings and act as voting member at Chapter Board meetings; attend and act as voting member at Inc. Board meetings; represent their electing chapter in club business as needed; perform tasks and duties for the chapter/club as needed or requested by the Board.

At-Large Rep - Attend Chapter meetings and act as voting member at Chapter Board meetings; attend and act as voting member at Inc. Board meetings; perform tasks and duties for the chapter/club as needed or requested by the Board.

Chief Registrar - Handle printing and mailing of race and practice pre-entry notices; handle incoming race and practice pre-entries and post entries at the track (if accepted); keep track of the number of entrants and deal with entry over-runs (as approved by Race Director and the Board); compile and create race grids and race class combinations using agreed upon policies (or recomendations approved by the Race Director and Board); be present on practice and race days to handle rider entry changes, refunds, etc...; provide feedback and suggestions to the Race Director and Board about entry situations and/or improved policies.

Chief Scorer - Organize and orchestrate the scoring crew as needed to effectively and accurately score AFM races; tabulate and record AFM class points for individual events and for seasonal championships; distribute to the appropriate people the official race results and points for events and for class championships in a timely fashion; investigate any member’s notice of a possible error or correction to official race results and points for events and for class championships; provide feedback and suggestions to the Race Director and Board about scoring situations and/or improved policies.

Chief Communicator - Coordinate communication and information passed to/from the course workers and Race Central, especially as related to directions from the Race Director; tabulate a race log of incidents/situations as they occur during the raceday; work with the Race Director to keep the raceday safe and to act in response to any developing situations; make announcements as directed by the Race Director.

Chief Worker Coordinator - Attend each practice and race event; coordinate workers for each event and recruit new course workers; work with the Race Director to keep the raceday safe and to assist in the course worker’s implementation; act in response to any developing situations; make announcements as directed by the Race Director.

Advertising Representative - Coordinate advertisment creation, schedules, contracts, and other promotional aspects of the chapter/club; develop content of ads with input of the Board and distribute examples of ads to the Board as they come out; seek sponsorship, contingencies, and other viable means to make AFM racing attractive to racers and promotable in the media.

Announcer - Attend each race event and act as event announcer; add interest and flavor to each race event through lap-by-lap coverage of each race and inter-race times; be impartial in announcements and reflect the best interest of the AFM.

8) Race Pre-entries, Entry Fees, Deadlines, etc..
The following are descriptions of the procedures, necessary information, forms used, and deadlines for pre- and post-entry for AFM races:

Pre-entries:
The schedule of date for pre-entries (i.e. date mailed, first acceptance date, deadline and racedate) will be districuted to the membership via the newsletter and website.
The pre-entry form is mailed out on the Saturday 4 weeks before the race event it corresponds to. No pre-entries (for school, practice or races) will be accepted until 8am on the Monday 4 weeks before the event; any pre-entries received before then will be returned or discarded (depending on how fees were paid). A sample pre-entry form, from the rulebook, newsletter or website, may be substituted, as can a mock pre-entry made with the following info:
- name
- AFM#
- for each class entered: class name, make of bike, model year & engine size
- typical (or best) lap time at the track the event will be held (PLEASE be realistic and honest)
- for Saturday practices, include the same info as above.

Pre-entries paid with a check, money order, or credit card (including card type - Visa or M/C only!, card #, name on card, expiration date) must be mailed to this address ONLY:
AFM Entries, 1647 Willow Pass Road, PMB 258, Concord, CA 94520.
No hand deliveries and do not mail pre-entries to any other address!!! Entries paid by credit card ONLY may be faxed in to (925) 827-1602 or may be submitted on-line on the AFMWeb site (www.afmracing.org).
The “cut-off date” (AKA pre-entry deadline) is 5pm on the Friday 9 days prior to the race event. That is the last date that the pre-entry fees will be good to... after the deadline, the post-entry fee structure may apply (if they exist). It is also the last date that at least one spot on the grid in at least one race will be guaranteed for a rider. After the cut-off date date, wait lists may impact/hurt a rider’s chance to race. This cut-off date is not a “drop-dead date/time” that stops further entries from being accepted... AFM will accept entries up to the drop-dead date of 12noon on the Wednesday before the race; no entries AT ALL are accepted after this drop-dead date. Riders already pre-entered may make changes or additions after this deadline, at the discretion of Registration and if wait-lists allow.
If a check, money order, or credit card authorization covering all fees for all races and practices is not sent in with the pre-entry form, those not financially covered must be paid for at registration and post entry fees will apply. NO POST-ENTRIES are accepted at the track on the day of the event.
Pre-entry fees are $65 for a 1st race entry, $45 for each additional entry; Saturday practice pre-entry is $80 for full day and $40 for half day. ALL FEES ARE SUBJECT TO CHANGE.

Race School Entry Policies
Pre-entries for each school are treated like all other entries in terms of key dates, deadlines, etc.. as noted above. Additional Race School entry policies and suggestions are as follows:
- AFM Race Schools can fill up fast (especially the first & second schools of each season), and the best chance of getting in these early schools is to get all licensing early and to be sure that the pre-entry arrives in AFM’s hands on or very soon after the first acceptance time & date(s);
- AFM recommends faxing or on-line pre-entring on the day of that first acceptance date. Fax or on-line entry will always be more timely than US Mail
- All pre-entries received are date&time stamped. On the first day that the school limit is exceeded (48-64 students, depending on venue), a drawing will be made from all entries received that day which will determine who will get the last remaining school spots and which will be placed on a "Priority List" for the next school.
- All pre-entries received after that “full school” date will also be placed on a "Priority List" for the next school.
- All entrants on the Priority List will be given priority for the next school (e.g. assured of a spot in that school, regardless of new entries rceived for that next school), but only if they get their next school/event pre-entry by 5pm on the first Friday after the first acceptance date for that next school.
- Riders who fail the school (for whatever reason) will be guaranteed a spot in the following school, over and above the max student limit.

Confirmation Cards & Notification:
Between the first-acceptance date and the cut-off date, AFM may post an “entries received” list on the AFMWeb site, but this will simply be a listing of rider numbers for which a pre-entry was received; it does not indicate whether the rider will/will not actually get the sessions/races they are entering.
Pre-entries received by the cut-off date will be processed on the Saturday one week before the event and a confirmation card will be mailed out by the following Monday.
If you haven’t received a confirmation card, either you haven't waited long enough for it to arrive in the mail... or you didn't get your pre-entry form in by the cut-off date... or the confirmation card was lost in the mail. Do not worry about your entry... if you sent in your pre-entry to the correct address (in Concord) just after the cut-off date, it will be accepted and tabulated; see the specifics on pre-entry dates above. Do not panic!!! The confirmation list will also be posted to the AFM website sometime after the cut-off date.
If you don't get a call from AFM saying something's screwed up, everything should be fine (no news is good news). Please don't call in asking for confirmation unless it's absolutely critical and never call before the Thursday just prior to the event... it's an extra job just handling all the calls from riders who didn't get a postcard by Tuesday and want a confirmation! If you are seriously worried about this, PLEASE make sure you send it with some form of confirmation/tracking, PLEASE use the AFMWeb site to check it your entry was received, and PLEASE don't call before the Thursday just prior to the event.
the confirmation card is rather cryptic, but the important information fields are as follows: 1) the entry (practice, school, or race) that you entered (ignore the number in front of each); 2) the lines to the right of each listed entry... the "Yes ____" and "CONF _____" under "Wait List #". If there is an X in the "CONF" line, that entry was confirmed and you are on the list/grid for that entry. If there is a number in the "Yes" line, that means you are on the wait list for that entry and the number corresponds to where you are in wait list line for the entry.
NOTE: since most grids are combinations of different classes, the wait list number corresponds to the wait list for the whole grid, not necessarily just for your class. Also, the grids may be juggled and adjusted so the wait list number may no longer be valid by the time practice/raceday arrives. Don't panic or worry, just be aware that there is a wait list situation in that entry and hope for the best on the event day. Please don't call to complain or ask for changes or special treatment!!

Registration and Tech Forms:
A registration booth or area will be setup at each AFM event for final registration in your chosen races or practices. There is one registration form to sign on each race or practice day per rider, regardless of the number of races or bikes you are racing (see diagram below). Please verify that the bike’s #, make, and cc's are correct. Write any corrections over the printing and complete any blanks. Your practice session number will be printed at the bottom of the form.
If you are cancelling a pre-entered race, CAREFULLY write one line through the race you are cancelling. A registration person will review the form and correct any Tech requirements. If you are changing a race, go see Paddy so she can see if it’s allowed, make the changes in the computer and collect any needed fees.
Some important facts about your entry are as follows:
1) if you don't give all the info on your bike, it makes it hard for the registration people and you may lose out on contingencies!
2) it will have no effect on gridding when you have pre-entrered... grids are based on point standings only!
3) entries are given priority by the order that you list them on your pre-entry form... if you want to help that you don't get on a wait list for a particular race, list that race as your first entry!!
There is also only one pink Tech form per rider, regardless of the number of races or bikes you are entering. This form has the same complete entrant/entry info as the white & yellow Registration form.

ONE BIKE - Bring your bike through Tech along with your safety gear (helmet, leathers, gloves, boots, back protector at your first event for the season or after any crash, and just your “Tech stickered” helmet thereafter). Present your pink Tech form to the Tech Inspector and after you've passed Tech, they will sign off, retain your form and give you a Tech Sticker.
MULTIPLE BIKES - Bring all your bikes through Tech at the same time along with your safety gear (helmet, leathers, gloves, boots, back protector at your first event for the season or after any crash, and just your “Tech stickered” helmet thereafter). Present your pink Tech form to the Tech Inspector, Tech will check the bike out and if it passes, they will sign off for all bikes, retain your form and give you Tech Sticker for each bike.
Remember, you still must have a pink Tech form to get a Tech sticker.

Electronic Scoring System and Scoring Transmitters:
A dBcom electronic scoring system was implemented in the '99 season. While the policies, procedures and issues with the scoring system are still evolving, the following info is what was current as of 1-03:
ALL RIDERS WILL BE ISSUED AND MUST HAVE A WORKING dBcom ELECTRONIC SCORING TRANSMITTER WHENEVER THEY ARE ON THE TRACK; the only exception is during the AFM Race School. Each transmitter is individual and will be linked to each individual AFM competition number, so you must use only your own issued transmitter. There is a sales fee of $200 for the transmitter (2002 replacement cost), and this fee is refundable when you are done with the transmitter and return it in good working order and condition. You are responsible for the transmitter if you lose, break, damage, or otherwise render it unavailable or inoperable; this will forfeit your deposit, and you will have to submit another $200 deposit before you can be issued another transmitter and be allowed to practice/race. Transmitters issued previously with a $100 “deposit” will be converted to “sales” and the fee is grandfathered for these riders (no extra money is needed) until they need to purchase a new transmitter or they request a refund for the fee ($100). All AFM transmitter sales fees, policies or procedures are subject to change
ONLY the original rider to whom the AFM transmitter is issued may return it for a refund and only this original rider may use the transmitter at any AFM event; this applies to all transmitters originally purchased and issued by AFM (for which a list of transmitter ID numbers and owners are kept). Riders may buy their own transmitter through other channels and register them with AFM scoring, but the transmitter must not have been one of those on the “AFM transmitter” list
The transmitter requires a fresh and fully charged 9V ALKALINE battery for each race weekend; batteries are available for purchase at the AFM Benevolent Fund booth. The function of your transmitter should be confirmed by either making sure that you are getting printed lap time sheets (when made available by AFM Scoring), or by checking with the person in the Scoring/Registration area who has a hand-held transmitter monitor. A user instruction sheet is given out with each transmitter issued.
The transmitter must be securely mounted on the top of the tail section just behing the rider, and must have at least two mounting systems: AFM supplies velcro, and you must have an additional fastening system (zip-tyes are preferred, duct tape is acceptable if sound but please note that it may fail to hold if the day is too hot); alternate mounting systems may be accepteble, but Tech will make this determination. Transmitters do not function well if placed too close to metal or carbon fiber (or other conductive or RF absorbing materials) and it is recommended that the transmitetr be spaced no less that 1-2” aboveaway from such materials. It is the rider’s responsibility to ensure their mounting is such that the transmitter works properly and they are scored.
You should hang on to your issued transmitter until you decide you are not likely to race again soon, whenever that is. If you plan on renewing your license and racing in the next season, you should hang onto your transmitter for the next season. This "hold onto it" procedure simplifies the work and logistics for dealing with hundreds of different transmitters and riders
And in the reverse situation, if you practice/race with AFM at an event but don't plan on returning anytime soon (i.e. our visiting out-of-club riders, "once-a-year" rider, the "tried it but don't like it" riders, etc..), you should return the transmitter at the end of your last event and request the sales fee back. Next time you return to AFM for an event, another transmitter will be issued (per AFM policies). Transmitters should be returned to AFM at the track, or shipped with a note of explanation and your current address (so we know where to contact you) to: AFM Transmitters, 4159 Eastlake Ave, Oakland, CA 94602; they can also be shipped (with the same info/note) to the AFM Inc. address in Newark. AFM is not responsible for any transmitters lost/damaged in shipping, so ship/insure it accordingly.

Practice Group Assignments
AFM will assign a rider’s Practice Group Number (PR#) for all events based on lap time data from the AFM’s dBcom electronic scoring system. This applies to PR#’s for Saturday Open Practice, Sunday Race Practice, etc.. The rider’s “Best Lap Time” (BLT) in the class will be taken from scoring data from prior events of that season; at the first event of the season, lap time data from the prior season will be used.
For a rider running a new class (for which no lap time data exists), AFM must rely on the lap time value the rider provides on their pre-entry submission. Rider’s with more than one bike (Sunday PR#) will be assigned a PR# for each bike (using BLT times for that rider for that class/bike). A rider may request a change in their assigned PR#, but only changes to a longer time (slower) PR# will be allowed, and all changes will be made at the discretion of Scoring and Tech.
130% and + Lap Time Entries
The AFM will be checking lap times for riders who are at or exceed 130% of the fastest rider in that class. Once identified, AFM will accept entries from these riders, but will “hold” them (e.g. not grid them on the raceday) until the rider can provide proof that they are below a 130% lap time. The rider will be notified of the “hold” and the lap time value equaling “130% of the fastest rider in that class” before the event. The lap time proof must come from AFM generated lap time data (e.g. practice timing sheets) and be submitted no later than the end of Saturday Practice.

Contingency Forms
A person to handle contingency forms, stickers, etc.. will be available on each AFM raceday. This person will be located near Tech Inspection during the morning while Tech is open. After Tech closes in the morning they will be around the pits for most of the raceday; ask at the Chief Tech Inspector's pit area if you need this person but can't find them, or if necessary, inquire in the Registration/Scoring area and/or ask for the Contingency Person to be paged.

9) Refund Policies, Billing Practices, and Credit Balance Notices
Refund Policy:
Complete details on the refund policy can be found in an Appendix in the current AFM rulebook. Please read this section over so you will understand what the policies are in terms of both amount of refund, and so you will know when the refund is automatic and when you have to act to request it. In the cases where you must act, failure to do so by the raceday's end will result in you forfeiting your moolah.

Credit Balance Notices:
If you have some unspent credit balance in your account after a raceday, you may (but not necessarily always will) receive a “credit balance notice” postcard in the mail, which will show the event date and how much credit you have with AFM. Keep the card handy so next time you are filling out a pre-entry, you can fill in that credit value in the “CR________ “ line on the pre-entry form; you may then subtract that amount from your entry fee total.
If you had paid an entry by credit card and end up with some unspent credit balance due to you, the balance will be credited back into your credit card account. In this case, it is unlikely you will have any prolonged credits balance with AFM, since credits will be cleared out after each event has been billed.
At the end of each season, all accounts will be cleared out and all credits due to any member will be returned to that member (typically as a check from AFM to the member, mailed to the member's address from the AFM roster). The “credits due” list may be posted on the AFMWeb site preiodically through the season.

Billing Practices:
The AFM never cashes any checks or submits any charges to your credit card until after you have participated in the event you made the payment for. As an example, any check or credit card authorization you send in to the AFM for entry fees would never be cashed/charged until the Monday following the race, and it would be cashed/charged only if you participated. AFM will mail a post card to all members for whom a credit card charge was made, saying “your credit card was charged $___ for the event on date ____” sometime after the event.
If you don't show up or register at the track, your entry fee check will be mailed back to you intact, or alternatively, nothing will be charged on your credit card. If you "used up" part of your pre-entry check by participating in an event, your check will be cashed and you will be credited for the balance... as described above under "Credit Balance Notices".
Returned checks, declined credit cards or other non-payment of fees may result in penalties, fines, non-acceptance of pre-entries, being put on “cash only” basis and/or possible suspension of AFM license. These penalties/fines are described in the rulebook. Anyone still owing AFM monies at the beginning of a new racing season must clear their debt before AFM will issue them a renewal license; the rider is responsible for any related delays which may result in the rider’s loss of their prior AFM number.