San Luis Obispo Bicycle Club
The SLOBC Policy Statements are organized into the following groups:
There will be an Officer’s Board Meeting held each month. Major decisions will go to the Club for a vote as presented by the Board. (4/2/92; revised 1/12/06)
Changes in Club policy are to be brought up before the Board, to be studied by the Board or by a committee, to be determined by the Board, and then to be presented to the Club members. (8/24/95; revised 11/30/2010)
Bylaws changes should be submitted to the President or Board no later than August 1st for analysis, consideration, adoption of Board position and consistency with the Articles of Incorporation. Board minutes should include the discussion and proposed handling of the changes. It may be useful to provide for a pro/con argument in the issue of the SLO Coaster when the proposed changes are submitted. Such publication should be made no later than the October issue for a vote to be made on the December ballot. (6/1/2010)
As the San Luis Obispo Bicycle Club (SLOBC) name and logo (collectively the marks) are the property of the San Luis Obispo Bicycle Club, Incorporated, any and all usage of such marks whether on apparel, printed material, or web sites is subject to review and approval by the Board of Directors of SLOBC or its appointed designee. (8/3/2010)
The duties of the vice president, in addition to filling in for the president in the president’s absense, shall be responsible for the programs at the monthly meeting. One member-at-large position will be designatee as in charge of rider safety, the other member-at-large shall be responsible for the two pot luck dinners. Any member may be chosen by the president to be in charge of representing the club at the Thursday, San Luis Obispo Farmers Market. (10/22/07
A policy statement binder will be established and will be kept with the secretary. One copy of this policy document will be kept with the secretary and one copy with the president. Any new policy statements will appear in the minutes and will be listed separately for easier access. (4/12/01) These statements will be boxed and bolded in the minutes. (7/10/03)
The SLOBC membership list and customer list may not be provided, in any form, to any person or organization that is not a member of the Club. (7/12/01)
The Club ride calendar shall only include rides promoting the cause of bicycling consistent with the Club’s bylaws and those other rides as directed by the Board. (8/9/01)
The SLO Coaster (SLOBC Newsletter), online web pages, e-mail group mail, and the directory shall not contain commercial advertisements. (12/13/01)
At the last Board meeting of the year, the Club policies established that year will be reviewed. The outgoing president and secretary will prepare folders (including Articles of Incorporation, Bylaws, Policies, and other relevant information) for new Board members. (3/13/02)
The Sunshine Committee will determine what kind of publication will be made dealing with deaths, injuries, or illnesses. (12/12/02)
Our policy is to let the school determine the selection standards for scholarships. (7/10/03)
Ride leaders are to encourage riders to stay as far to the right as possible and to ride single file and remember that they share the road with motor vehicles. (05/13/04)
Officers, board members, and key event coordinators have outside personal, business and professional interests. However, they may not make a profit in any way from their outside interests that come as a result of their actions on behalf of, or using the facilities of, this organization.
During board meetings, officers and board members shall disclose ahead of time any conflict of interest involving an issue before the board. After making this disclosure, they may participate in discussion of the issue. However, they shall not vote on the issue.
Key event coordinators, such as chairs of rides, shall likewise make the board aware of any potential conflicts of interest in a timely manner, and work with the board to seek ways to make sure the best interests of the club are protected.
Officers, board members and key event coordinators will not accept gifts, gratuities, trips, personal property or other items of value from an outside person or organization doing, or seeking to do, business with the club.
Officers, board members, and key event coordinators hold a wide range of personal beliefs, values and commitments. These can present a conflict of interest if they prevent them from acting for the best benefit of the organization or fully carry out their responsibilities. These potential conflicts should be revealed prior to any relevant decisions or actions taken on behalf of the club, and steps taken to have the officials step aside for the decisions or actions.
Officers, board members, and key event coordinators shall refrain from using the club's staff, services, equipment or property for their personal or family gain.
All persons acting on behalf of the club should disclose any possible conflict of interest to the president and board of directors, and all practical steps taken to avoid an actual conflict.
Some conflicts may only become apparent after actions or decisions are taken in spite of everyone’s good faith efforts. In such cases the president and board should be notified as soon as possible, and the board and person(s) involved should try to ameliorate the situation and seek ways to prevent it in the future.
The board will investigate all reports of conflict and determine whether a violation of the above policy has taken place. If a violation has taken place, the board will determine the best and appropriate action to be taken.
Officers, board members, ride chairs and other key event coordinators specifically designated by the board shall be required to annually sign an acknowledgement of having received a copy of this policy, and agree to abide by the policy. (10/11/07)
An annual membership date of January 1st will be established in order to simplify record keeping.
(8/18/94)
Member expense reimbursement claims for mileage will be reimbursed at the IRS rate current at the time the expense was incurred. (2/2/2010)
Any individual who wishes to solicit funds for their participation in various charitable events should come to our monthly general meeting and make a presentation for funds from individual members. (4/9/98) This will be at the discretion of the president. (3/13/02)
All vehicles rented by the SLOBC will be rented in the Club name and damage insurance will never be waived. (12/9/98)
The Club will use local merchants whenever possible for the purchase of merchandise used in Club functions and Century Rides. (5/13/99)
All past, present, and future Club presidents will receive a status of Life Membership, free of dues. (11/11/99) Past and future presidents will receive free life membership in the Club as long as they sign the accident waiver and release of liability form every year. (1/13/05)
The treasurer will utilize computer tools which allow the Club to maintain historical financial records as part of the accounting computer programs. (4/11/02)
The Board, without general membership approval, can make contributions of $500 or less. (11/13/03)
The Club’s budget process year begins in November and ends in October of the following year.
The Club trailer will not be loaned/rented to any organization outside of the SLOBC. (2/12/04)
The Club will reimburse the cost of putting on a special events ride, approved by the ride coordinator, (up to $5 per rider), provided the ride has been posted in two issues of the Club newsletter. For special rides, such as the Indulgence Ride and Poker Ride, the Club will reimburse up to $20 per rider. (12/09/04)
Every year in December when we review the insurance policy, the Board will renew its declaration that volunteers are covered by the Club’s policy. (2/10/05)
The Board shall make contributions during the year in accordance with the budgets approved by the general membership in January. If the Board wishes to make a contribution in excess of the approved amount, the general membership must approve the additional amount of contribution. (12/8/05)
A file cabinet stored in the Bicycle Club storage shed will contain the following documents. Old records, no longer needed for current action, will be stored in this file cabinet.
Volunteers for our century rides must be SLOBC members, with the exception of special services, such as radio operators. (10/12/00)
A "No Brochure" policy for our future century rides was established. All registration will be taken care of on-line only. (3/8/01)
Non-member volunteers must sign a release form. (10/11/01)
There will be no refunds for our century rides. (3/13/02)
No exclusive deals are made with vendors during our public rides. (4/10/03)
The vice-president will act as custodian for all captain folders for the Wildflower and Lighthouse Rides. (5/8/03)
Discounts for ride jerseys and t-shirts will only be given to Club members for items ordered before the ride clothing order is placed with the vendor. After the ride, leftover items could be sold to Club members at a discount, but everyone purchasing items from the time the order is placed until the ride is completed will pay the full price. (5/8/03)
Any non-profit organization whose primary purpose is bicycling related activities may contact the club’s board of directors to request permission to set up a display kiosk or booth at the club’s two organized bike rides, Wildflower and Lighthouse. The purpose of the booth will be to provide information to cyclists about programs and events. The group will not be allowed to sell items that conflict with the club’s clothing sales. In addition, such groups will be expected to provide volunteers to assist with the ride, if feasible. The Board of Directors will determine whether the group will be allowed to set up such a booth and will establish any conditions related to the display. (6/1/2010)
The Club will in general schedule its rides on the last Saturday in April and September but will choose other dates when the last Saturday falls on Easter weekend, Rosh Hashanah, or Yom Kippur. (7/10/03)
For each club ride there shall be a jersey design committee whose responsibility it is to solicit design proposals and to select a final design for approval of the board of directors.
Each committee shall be appointed by the president in consultation with the ride chair, and include at a minimum the ride chair, the clothing coordinator and a minimum of three other members. Special consideration should be given to include recent or future ride chairs. The committee will be headed by the ride chair.
The process of selecting the final jersey design shall proceed as follows:
| Committee Appointment | Solicitation for design in SLO Coaster, on website and at club meetings | Presentation at club meeting for member vote | Website | |
|---|---|---|---|---|
| Wildflower (April) | June | July | September | December 15 |
| Lighthouse (September) | November | December | February | May 15 |
Design proposals from persons or firms outside the club may also be made at the committee’s discretion. (10/11/07)
Advertisements in the newsletter by non-members: these ads should only be included if the editor deems enough additional newsletter space exists. (2/10/00)
Flyers for any cause are not to be included in the newsletter. (7/12/01)
The Club’s policy is that we advertise only bicycles and accessories, as space permits. (3/13/02)
Newsletter issues that exceed 24 pages require Board approval. (3/13/02)
In the spirit of ecumenism, we try to avoid references to specific religion; therefore, “part of this article has been omitted at the editors’ discretion.” (3/13/02)
Do not print anything that is derogatory or that will anger local business establishment(s). (3/13/02)
We don’t promote other clubs’ rides. (12/12/02)
All changes to the ride calendar must be approved by the Ride Coordinator before publication. (12/12/02)
Our General email group is not administered by anyone. As such, we have established the following policy to indicate how it should be used. "This is for club members to post information which would be useful to the membership. The following is to give some general guidance. Typically this would be some bicycle related news (road hazards, for example), club functions (our annual rides or the club picnic, for example), or coalition activities. It should not be used to announce non-bicycle related activities, fund raisers, funny stories, personal experiences, etc. Generally it should not be used to announce information about rides. We count on the ride calendar for this. Also standard group rides have established their own separate email group to communicate with their members. The one exception is for new rides. It is appropriate to send 1-3 announcements about these rides using the general list, just to make people aware of it." (5/4/2010)