CHAPTER HANDBOOK
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TABLE OF CONTENTS
TABLE OF CONTENTS CHAPTER CHAPTER CHAPTER CHAPTER CHAPTER CHAPTER CHAPTER CHAPTER
1: 2: 3: 4: 5: 6: 7: 8:
OVERVIEW PARTNERSHIPS GOVERNANCE MEMBERSHIP CiviCRM TAXES INSURANCE ADDITIONAL RESOURCES
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CHAPTER ONE
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CHAPTER ONE
CHAPTER ONE OVERVIEW CHAPTER HANDBOOK | 5
CHAPTER ONE
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he International Mountain Bicycling Association (IMBA) formed in 1988 with a simple goal: Make sure mountain bikers have lots of places to ride. With a mission to, create, preserve and enhance great mountain bike experiences, IMBA set out to become a resource to mountain bikers, local groups and land managers throughout the world. 〉 IMBA emerged as a leading voice in advocacy and
trail knowledge. But, after more than two decades of growth, it became clear that IMBA’s organizational structure was flawed. The efficacy of advocacy work was diminished without a strong, unified front. Too often, IMBA’s local groups competed with the national organization for members and resources. IMBA clubs often did not receive adequate support and were left to figure out how to manage a nonprofit as volunteers. For mountain bike groups of all sizes, the workload of day-to-day membership renewals, business processes and logistical hurdles diminished their effectiveness. 〉 This is why IMBA began the process of realigning our organizational structure through the chapter program. The idea is simple: One membership, one movement. S HA R ED MEMBERS H IP At its heart, IMBA’s chapter program is based on shared membership between local organizations and IMBA. Sharing members means IMBA and local groups are truly unified — your success and our success are one and the same. Here’s how it works:
〉 When individuals join an IMBA chapter, they also become IMBA members. Likewise, everyone who joins IMBA in a chapter’s territory is invited to become a member of that chapter. 〉 IMBA’s full-time member services team directly supports membership recruitment and fulfillment for chapters. 〉 A growing, chapter-based membership base is the mechanism for expanding IMBA’s roster of region directors — the professional bike advocates who work in distinct territories to advance mountain biking. 〉 IMBA’s network of region directors (RDs) and associate region directors (ARDs) coordinates closely with chapters to create local success stories, further fueling membership growth, enhancing political clout and creating resources on the local level. This manual is designed to serve as a reference guide for chapter leaders. It can also be used to inform chapter and
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board members about IMBA’s chapter services. If there are any questions or concerns about the information contained here, please do not hesitate to ask for clarification from your region director or IMBA’s executive director. IM BA’S S T RUCT URE A board of directors guides IMBA’s development and oversees its work. IMBA’s board meets quarterly to review goals and ensure the vitality of the organization. IMBA’s executive director works closely with the board to develop the strategies and programs that will fulfill its mission. The executive director, in turn, supervises IMBA’s staff. IM BA DE PA RT M E N T S IMBA’s staff is divided into departments, led by department directors. The following list describes the departments that are most closely involved in chapter affairs. For a complete list of IMBA departments visit imba.com/ about. Region Directors: The RD is the IMBA staff person with whom chapters will interact the most. These directors are tasked with developing mountain bike opportunities in their territories, including land manager relations, local funding sources and outreach to regional bike industry supporters. Over the course of IMBA’s region program,
CHAPTER ONE
which began in 2009, the RDs have had great success in developing enhanced relationships with land management agencies, fellow recreation and conservation groups and other mountain bike groups. Development Department: IMBA’s development department makes sure that IMBA has the financial capacity to fulfill its mission. Membership services is a part of the development department and works hard to recruit and retain members throughout the country. This department coordinates with chapter leaders to effectively use the resources available to them. Typically, there are five to six staff people at IMBA’s Boulder headquarters working full time on member services. Communications Department: The IMBA communications team publishes the quarterly print magazine IMBA Trail News (circulation of 25,000 copies), as well as monthly email newsletters (circulation of 75,000 in 10 regional editions). They assist local and national media outlets with mountain bike stories and they post resources that benefit the mountain bike community on IMBA’s website and social media channels. Trail Building and Consulting Services: This department includes IMBA’s Trail Solutions — a fee-based trail design and construction service — as well as the Instructor Certification Program and the Subaru/IMBA Trail Care Crew. Each of these field programs offers valuable services for IMBA chapters to utilize, and chapters enjoy preferred priority over non-chapter groups.
IM BA’S CHA PT E R CO N G RE S S Every two years, IMBA holds an IMBA World Summit event. The goal of these biennial gatherings is to bring mountain bike advocates, grassroots leaders, industry members, land managers and other important players together. The IMBA Chapter Congress has emerged as a key element of the summits. This forum provides an opportunity for leaders of IMBA’s chapters to formally introduce input to guide the organization. In the session, IMBA staff, board members and chapter leaders work together to jointly improve and grow IMBA’s programs and operations. IMBA urges all chapter members, and especially the officers of every IMBA chapter, to attend the IMBA World Summit and to participate in the Chapter Congress. “If you are a chapter board member, or are active in a local IMBA chapter, and think IMBA should be doing things differently, then the Chapter Congress presents a structured and high-touch opportunity to talk with IMBA’s board and staff leadership,” says IMBA Executive Director Mike Van Abel.
Government Affairs: IMBA’s Government Affairs department interacts with elected officials and with agency staff on the federal, state and local levels. Their goal is to promote understanding and influence decisions on how best to manage public lands for mountain biking. When local advocacy issues arise, IMBA’s GA team coordinates with chapters to engage in the decision making process and build pragmatic solutions in collaboration with a wide range of stakeholders.
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CHAPTER TWO
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CHAPTER TWO
CHAPTER TWO PARTNERSHIPS
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MBA’s chapters are encouraged to form partnerships with local, state and regional entities. Land managing agencies are a key group for chapter partnerships. Other potential partners include other recreation groups, tourism and visitors bureaus and regional and local businesses that benefit from high-quality outdoor recreation facilities. 〉 IMBA has significant
experience and institutional knowledge about how to form partnerships and maintain them. Chapters that work in concert with their region directors and IMBA’s government affairs staff will improve agency-chapter relationships, resulting in stronger partnerships and land access success stories. AG R EEMEN TS W ITH LAND M ANAGERS Chapters are encouraged to enter into formal agreements with land managers. The names of partnership agreements vary from land manager to land manager so it is important to inspect the terms of the agreement with a critical eye to ensure that chapters are not overcommitting themselves or taking on risk that should be borne by the land manager. The most common agreement is called a “Memorandum of Understating,” or MOU (in some cases also called a Memorandum of Agreement, or MOA). MOUs are great agreements for when a chapter and a land manager are just starting to work together. The key element of an MOU is that its not an exchange of money or services. Each party acts on their own toward a common goal. For example: The land manager and the chapter could use an MOU to work together to develop a master trails plan that the land manager will implement.
Federal land management agencies use form agreements that are intended to apply to very particular circumstances. IMBA has national agreements with the BLM, USFS and the NPS that can provide a framework and structure for local agreements. Regardless of what type of agreement chapters enter, they are encouraged to consult with a region director, associate region director or IMBA’s in-house legal council to review the particulars. N AT IO N A L PA RT N E RS HIPS IMBA chapters are encouraged to make use of the national-level partnerships that IMBA has established:
Another common type of agreement is a license, sometimes called a Trail Stewardship Agreement. Licences are enforceable contracts to use someone else’s land. A licence can accommodate a wide variety of projects and would be ideal for extended agreements to maintain a trail network.
Outdoor Alliance Coalition: The Outdoor Alliance, a coalition of national organizations, lobbies for legislation to improve recreational experiences for its individual members and the larger, human-powered recreation community. Member organizations represent 100 million mountain bikers, hikers, kayakers, canoeists, backcountry skiers and climbers and includes IMBA, the Access Fund, American Canoe Association, American Whitewater and Winter Wildlands Alliance.
Leases and Easements are also common land use agreements but they may come with additional risks or constraints. Chapters should not enter into a lease or hold an easement without consulting a region director and a local attorney.
Federal Land Management Agencies: In the U.S., IMBA has national memoranda of understanding with the National Park Service, Forest Service U.S.D.A., Bureau of Land Management and the Army Corps of Engineers. These formal agreements have enhanced mountain biking
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CHAPTER TWO
at the national and local levels and given our chapters the ability to create new partnerships and trails. IMBA also works closely with the Federal Highway Administration and its Recreational Trails Program to build trails and educate trail builders.
$654 million in federal, state and private funding. PFB has also contributed millions of dollars to national groups and programs like Safe Routes to School, the League of American Bicyclists and IMBA, helping to ensure safer places to ride for both children and adults.
Coalition for Recreational Trails: The Coalition for Recreational Trails (CRT) is a federation of national and regional trail-related organizations that secured $350 million for dirt trails around the country in 2005. Its members work together to build awareness and understanding of the Recreational Trails Program, which returns federal gasoline taxes paid by off-highway recreationists to the states for trail development and maintenance.
National Ski Areas Association (NSAA): The National Ski Areas Association is the trade association for ski area owners and operators. It represents 321 alpine resorts that account for more than 90 percent of the skier/ snowboarder visits nationwide. Additionally, it has over 400 supplier members who provide equipment, goods and services to the mountain resort industry. NSAA and IMBA signed an MOU in 2011 aimed at increasing visitation and improving mountain bike experiences during the summer season at ski areas. IMBA provides ski areas with mountain biking expertise and resources including trail consulting, signage and guides on risk management for mountain bike operations.
Association of Outdoor Recreation and Education (AORE): AORE provides opportunities for professionals and students in the field of outdoor recreation and education to exchange information, promote the preservation and conservation of the natural environment and address issues common to college, university, community, military and other nonprofit outdoor recreation and education programs. IMBA and AORE formed an alliance in 2011 to promote each other’s educational offerings and to support outdoor programs in developing mountain bike resources and a connection to bike and trails advocacy.
America Bikes Coalition: America Bikes is dedicated to increasing bicycle-related funding in the federal transportation bill. Members of the America Bikes Coalition include IMBA, the Adventure Cycling Association, Association of Pedestrian and Bicycle Professionals, PeopleForBikes, League of American Bicyclists, National Center for Bicycling and Walking, Rails-to-Trails Conservancy and Thunderhead Alliance. PeopleForBikes (PFB): Launched in 1999 as Bikes Belong, PeopleForBikes includes both an industry coalition of bicycling suppliers and retailers, and also a charitable foundation. Over the years, PFB has spent more than $30 million to make bicycling better, invested $2.1 million in community bicycling projects and leveraged more than
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CHAPTER THREE
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CHAPTER THREE
CHAPTER THREE GOVERNANCE
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CHAPTER THREE
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ow are chapters organized, and who decides what activities a chapter undertakes? This section examines the organizational principles that guide the manner in which IMBA and its chapters govern their operations. 〉 Chapter bylaws define how a nonprofit organization will be managed and how it will run. They determine which staff
and board members have authority and decision-making responsibilities, and how those responsibilities should be carried out. They create a framework for the organization, and aid in resolving internal disputes. They also describe the rules for calling board meetings and how and when board members are elected. L E A DER SHIP ROLES AND RES PONS IBIL IT IE S A chapter’s board of directors exercises its best judgment and oversees the group, including discussing and voting on the highest-priority issues, setting organizational policies and determining how funds are spent. Board members are not required to know everything about nonprofit management, but they are expected to act prudently and in the best interests of the organization. Finding suitable board members can be a difficult task. A good board member is someone who is interested in the organization’s purpose, willing to work within a group and is able to coordinate a core function of the chapter. It may also be beneficial to seek out board members who possess a specific skill or trade that would help your chapter, such as experience in nonprofit law, accounting, marketing or financial management. Chapter leaders should consider the following important points:
〉 Tell prospective board members what is expected of them before proposing them for election. Asking people to join the board without providing a “job description” is sure to create an ineffective board. 〉 Recruit board members beyond your immediate circles of friends and acquaintances. Diverse perspectives usually strengthen a board. 〉 Remember that professionals and businesspeople are often sympathetic to the pursuits of a new grassroots organization. Leaders from these communities can
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make incredibly effective board members. 〉 Seek the advice of local funders, such as park or bike shop staff, public officials and other nonprofit organizations who have an interest in your organization’s mission. 〉 Contact executive directors and board officers of established nonprofit institutions in your community for their suggestions on potential new board members. S T RUCT URE O F L E A DE RS HIP Most IMBA chapters are organized with a well-established leadership structure: Board of Directors: In addition to the above-stated overview, a board of directors is generally comprised of 5-13 (odd numbers can help prevent deadlock votes) people from diverse perspectives that provide direction for the chapter and access to resources. A board tends to distribute the load and better represent the various factions of the mountain bike community. Including people with special skills or access to resources can open many doors for chapters. Executives: A well-established executive structure serves most chapters well — president, vice president, secretary and treasurer. These positions are also referred to as a chapter’s “officers.” The president position is the most scrutinized. Keep in mind that a strong president can get a lot done, but he also carries a heavy burden — chapter officers need to work as a team to support the president.
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Committees: Creating special groups to address a specific goal or task at hand (e.g. event planning, marketing and communications, web design, community outreach) allows volunteers to work as a group on projects that pique their interests. Volunteers are much more willing to help out if they don’t feel like the success or failure of a project rests on their shoulders alone.
IM BA’S VIS IO N A N D M IS S IO N
Whatever structure a chapter chooses, it is of vital concern to hold elections as established in the bylaws. Elections keep members engaged, while allowing current officers the ability to step aside and bring on new leaders. The election process should be clearly defined and executed as specified in your chapter bylaws.
IMBA’s vision is to:
STRATEGIC PLANNING AND IMPLEMENTATION Vision and mission statements should articulate the essence of the organization’s beliefs and values and define its place in the world. These expressions establish the long-term direction that guides every aspect of an organization’s daily operations.
As an IMBA chapter, the mission and vision statements should align strategically with IMBA’s. IMBA’s mission is to create, enhance, and preserve great mountain biking experiences.
〉 Create a powerful voice for trails, public lands, and policies that welcome bikes. 〉 Build sustainable trails and bike facilities to make mountain biking more accessible. 〉 Teach environmentally responsible trail building and trail etiquette practices. 〉 Inspire more people to experience the outdoors on bicycles. [ART: Strategic Planning Process chart goes here.]
To distinguish between the two: a vision statement expresses an organization’s optimal goal and reason for existence, while a mission statement provides an overview of the group’s plans to realize that vision by identifying the service areas, target audience, and values and goals of the organization. When drafting chapter statements, use the following questions as a guide: Vision
〉 What are the values or beliefs that inform your work? 〉 What does the chapter ultimately hope to accomplish as a result of its efforts? Mission
〉 How does the chapter plan to work toward this broad vision? 〉 For whose specific benefit does the organization exist?
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CHAPTER FOUR
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CHAPTER FOUR
CHAPTER FOUR MEMBERSHIP
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CHAPTER FOUR
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hen individuals join an IMBA chapter, they become members of both that chapter and of IMBA. The pillars of the chapter membership program are as follows: 〉 Membership revenue is split 60/40 between IMBA and the chapter for individual and family memberships and retailer membership. This split does not apply to either party’s corporate supporters, or other types of supporting members (such as
IMBA Destinations partners). 〉 All new and renewing IMBA members are prompted to join a local chapter through the “Choose Membership” process on IMBA’s website, and through other channels. 〉 IMBA provides professionally designed, chapter-branded membership materials, including online and paper membership forms and mailings. IMBA pays the postage for these materials. Acquiring new members:
〉 IMBA institutes direct mail campaigns to drive membership for its chapters. 〉 Chapters receive web and social network marketing support through IMBA’s media network. 〉 IMBA institutes e-mail campaigns to drive membership. Current (i.e. active) member renewals:
〉 Renewal notices will be mailed two months before and two months after membership expiration. 〉 Quarterly lapsed direct mailings, lapsed letters and emails will be sent six months to 18 months after expiration. Membership packet and fulfillment services:
〉 Chapter-branded membership card and letter will be sent to new and renewing members. 〉 IMBA sends membership premiums (such as socks, jerseys, shirts, etc.) to new and renewing members. 〉 IMBA membership benefits (including the Subaru VIP purchase program) are available to new and renewing members of chapters. Managing chapter membership:
〉 Members are assigned to chapters based on geographic territory. 〉 Chapter leaders (or other pre-approved chapter personnel) have access to IMBA’s web-based data-
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base management system, CiviCRM (see Chapter 5 for more about CiviCRM). 〉 Chapters have the ability to add, view, edit and export members and contacts in CiviCRM. 〉 Chapters also have access to members or contacts who have opted in to their communications or joined their chapter outside of the assigned geographic territory. E-mail communications for chapters:
〉 Chapters have access to the CiviCRM e-mail tools, including the ability to create and distribute bulk e-mail messages. 〉 Chapters are encouraged to share relevant news items with their region directors or IMBA’s communications staff for inclusion in the region IMBA e-newsletters. These messages feature a mix of national and local news items. 〉 Contact export for use with third-party email platforms, such as Constant Contact, is available through CiviCRM. Graphic design services for chapters:
〉 IMBA offers professional graphic design services to chapters and displays chapter logos on co-branded marketing materials. 〉 Chapters have full access to IMBA’s logos and graphics library to use in accordance with the IMBA Graphics Standards and Guidelines Manual.
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Customer service in support of chapters:
〉 IMBA’s chapter services manager, a full-time staff member, is available via phone and e-mail five days a week during regular business hours. 〉 Region directors and Boulder-based IMBA staff respond to phone calls and e-mails from chapters on a high-priority basis. Region support mechanisms for chapters:
〉 Region director support for chapter development, fundraising, trail planning and organizational capacity building. 〉 Region directors establish and maintain relationships with land managers, state/local legislatures, corporate supporters, major donors and other supporters of local trail efforts. 〉 Chapter leaders are invited to participate in IMBA’s Chapter Congress at the IMBA World Summit, which focuses on shaping and improving the chapter program. ME MBER SHIP C A M PAIGNS IMBA staff assists chapters with various types of campaign efforts. The following descriptions outline the most common campaign themes. Acquisition Campaigns: These campaigns aim to attract new members or donors. IMBA conducts direct marketing campaigns using third-party direct mail lists, event promotions and other media to encourage mountain bikers who are not currently affiliated with IMBA or your chapter to join. IMBA also provides chapters with materials that chapters can use to attract new members at events, retail stores and meetings in their own communities. Renewal Campaigns: After 12 months, an individual’s membership expires and he will no longer be a member of the chapter unless he renews his membership. IMBA uses several tools to encourage renewals. The renewal cycle may last up to two years from the date of expire, but ends as soon as the member renews. E-mail renewal notices are sent beginning two months before the member expires. Messaging directs members to the imba.com/ renew form to choose their membership type, state and chapter at which point they are directed to renew using the chapter’s contribution form. With renewal campaigns, it is vital that members select their chapter. If a member does not select his specific
chapter when he joins or renews, his contribution will not be shared with that chapter and they will not be considered a member of that chapter. The process does not assume an individual wants to join a specific chapter and it does not automatically “opt in” a member to a specific chapter — the member must choose to associate with the chapter. Direct Mail Campaigns: There are four versions of the renewal notice, each with a different appearance and message:
〉 The first is sent 2 months before a membership is due to expire. 〉 The second is sent in the month of expiration. 〉 The third is sent 2 months after expiration. 〉 The fourth is sent 6 months after expiration. The letters get increasingly more urgent. The first letter informs the member that their membership expires soon, and they should renew in order to have uninterrupted membership. The final letter is a “Last Chance to Keep Your Membership” notice. On the first of each month, a mailing list of all members who are due to renew in the four categories described above is created. This is sent to a printer, who programs and prints your chapter’s logo and copy on the renewal notices and mails it. Lapsed Campaigns: Between 6 and 18 months after a member expires, she begins to receive letters each quarter. These are similar to renewal notices, but the packaging and the copy are different. Two years after expiring, lapsed members stop receiving any notices or emails and are deemed prospective members. F UN DRA IS IN G CA M PA IG N S IMBA encourages its chapters to fundraise on the local level. Funds raised in these campaigns are not necessarily split with IMBA. IMBA offers tools to help with registration, assist in planning, assist in event execution and more. If a chapter is interested in a joint fundraising campaign with IMBA, please contact a region director to discuss opportunities. IMBA’s three funds—Annual Fund, Trail Access Fund and Trail Building Fund—channel money to local communities through our region directors and other field staff. IMBA receives contributions from individuals, matches and multiplies these by leveraging donations from our industry partners and other organizations, and then funnels the
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CHAPTER FIVE
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CHAPTER FIVE
CHAPTER FIVE CiviCRM
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hapters are able to access and utilize IMBA’s online member and donation database and email marketing tools. CiviCRM is a web-based database and constituent relations management platform. It contains all the information and functionality chapters will need to find, view and manage information about their members and other contacts. 〉 Below is a brief outline of data available to
chapter administrators. For detailed instructions on how to use CiviCRM, please visit imba.com/resources/ chapter-program (an approved login is required). ACC ESSIN G C IVICRM As with all things CiviCRM-related, chapter administrators must be signed into their accounts at imba.com to use the system. Chapter administrators will have a “CiviCRM” button on their user account pages, giving them access to IMBA’s database. From the database they can look up their chapter’s contacts and members and pull membership and contribution reports. They can also export contact, membership and contribution data to Microsoft Excel and OpenOffice spreadsheet files. M AN AG IN G C O NTACTS In CiviCRM’s terminology, the information related to an individual or organization is used to create a “Contact” profile. That information includes memberships and contributions, which are recorded in the contact’s record. A member is a contact who has made a membership contribution to IMBA, or to one of our chapters. A contact can associate with a chapter in one of three ways: 1. By making a membership contribution to the chapter 2. By electing to receive communications from the chapter, with or without a membership contribution 3. By getting pushed into the chapter from IMBA’s preexisting contacts, based on zip code, at the initial integration of the chapter Since a member may elect to receive communications from a chapter without making a membership contribution, or even elect to make membership contributions to multiple chapters, chapter administrators will see all contacts, memberships and contributions for the contacts that have
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associated with the chapter, even though the membership contributions may not have been made to that chapter. For insurance purposes, IMBA recommends reporting only the number of membership contributions made directly to the chapter. CO N T RIB UT IO N A N D M E M B E RS HIP DATA New and renewing members are asked to select a chapter as part of the membership process, and all contributions are tagged accordingly. Online, a member chooses which chapter to affiliate with, but there may be multiple options, as well as the option to be “unaffiliated.” The CiviCRM system can generate reports of membership contributions credited to a chapter, and can be further tailored to a specific date range. CHO O S IN G A CHA PT E R W HE N J O IN I N G O R RE N E W IN G Chapters should encourage their members to select their chapter when prompted by online and print solicitations. Chapters may want to consider pre-selecting their own group on printed forms when recruiting members at events. To add a “Join” or “Renew” link on a chapter’s website, chapters can send a prospect directly to a branded membership portal. Use the URLs for choosing a membership from the online “Choose Membership” page. There is one membership portal, one for individual and family memberships. The link should appear on your website. Mail-in and other offline contributions that have
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a chapter selected on the membership form are also tagged as they are entered into the system manually by IMBA staff. PRIVACY AND COMMUNICATIONS PREFERENCES
phone” preferences of the contact’s record. Additionally, IMBA allows contacts to opt out of specific campaign communications through the “Send Appeals,” “Send Renewals,” and “Solicit for Membership” fields of the contact’s record.
When communicating with contacts, please export, review and respect the contact’s communications and campaign preferences. IMBA allows contacts to opt out of specific forms of communications through the “Do not email,” “No bulk email,” “Do not mail,” and “Do not
IMBA has a strict and legally binding privacy policy with our contacts and members. Contact, membership and contribution data should never be shared with any thirdparty and only shared internally with required chapter staff.
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CHAPTER SIX
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CHAPTER SIX
CHAPTER SIX TAXES
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CHAPTER SIX
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he next two chapters address taxes and insurance for chapters. We can almost hear you saying it aloud: “Taxes and insurance? These sound like fun chapters!” Okay, maybe not. Nonetheless, they are vitally important topics for any chapter, or prospective chapter, to consider.
QUESTIONS AND ANSWERS ABOUT FEDERAL TAXES Q: Who must file form 990-N (e-postcard)? A: If the gross receipts of your chapter are $50,000 or less, you can file the Form 990-N (e-postcard). Q: What if our chapter’s gross receipts are over $50,000? A: If the gross receipts of your chapter are greater than $50,000 we recommend you contact a tax professional. We recommend Mayer & Associates, CPA, LLC for assistance with tax filing. They can be reached at 203421-0159, or at info@maggiemayer.com. Q: When is the e-postcard due? How often do I need to file? A: The e-postcard is due every year by the 15th day of the 5th month after the close of your tax year (usually the same as your accounting period). For example, if your tax year ended on December 31, the e-postcard is due May 15 of the following year. If the due date falls on a Saturday, Sunday or legal holiday, the due date is the next business day. If you do not file your e-postcard on time, the IRS may send you a reminder notice but you will not be assessed a penalty. However, an organization that fails to file required e-postcards (or Form 990/990EZ) for three consecutive years will automatically lose its tax-exempt status. The automatic revocation of the organization’s tax-exempt status will not take place until the filing due date of the third year. Q: How do I file the e-postcard? A: The e-postcard is filed electronically by answering fewer than ten questions in an online form. When you link to the system, you leave the IRS site and file the e-postcard with the IRS through our trusted partner, Urban Institute. If you have trouble linking to the filing system through the IRS website, the URL for the Urban Institute
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site is http://epostcard.form990.org. The form must be completed and filed electronically. There is no paper form. Q: Who should I contact if I’m having trouble with the e-postcard website? A: If you experience a problem with the e-postcard filing system, such as a problem logging on to the system, send an e-mail describing the problem to epostcard@urban. org. You can also contact Mayer & Associates at: (203) 421-0159 or at info@maggiemayer.com. Q: What information do I need to file an e-postcard? A: The e-postcard is easy to complete. All you need is eight items of basic information about your organization:
〉 Employer identification number (EIN), also known as a 〉 〉 〉 〉 〉 〉 〉
Taxpayer Identification Number (TIN) Tax year Legal name and mailing address Any other names the organization uses Name and address of a principal officer Website address, if the organization has one Confirmation that the organization’s annual gross receipts are $50,000 or less If applicable, a statement that the organization has terminated or is terminating (going out of business)
Q: What information do I need to provide on the e-postcard? A: The e-postcard is easy to complete. All you need is the following information:
〉 Organization’s legal name: An organization’s legal name is the organization’s name as it appears in the certificate of incorporation or the organization’s application for federal tax-exempt status, unless a request was previously submitted to the IRS to have the name officially changed.
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〉 Any other names your organization uses: If the organization is known by or uses other names to refer to the organization as a whole (and not to its programs and activities), commonly referred to as Doing-Business-As (DBA) names, they should be listed. 〉 Organization’s mailing address: The mailing address is the current mailing address used by the organization. 〉 Organization’s website address (if you have one). 〉 Organization’s employer identification number (EIN): Every tax-exempt organization must have an EIN, sometimes referred to as a Taxpayer Identification Number (TIN), even if it does not have employees. The EIN is a unique number that identifies the organization to the Internal Revenue Service. Your organization would have acquired an EIN by filing a Form SS-4 prior to requesting tax-exemption. The EIN is a 9-digit number and the format of the number is NNNNNNNNN (for example: 00-1234567).
If a chapter fails to file its report when due, it could lose its “good standing” in the state where it is either incorporated or registered to do business as a nonprofit corporation. It is up to each individual chapter to determine what its state filing requirements are, and ensure that they are met. If a chapter fails to file in its state, it may not be permitted to make major changes, such as amend its articles of incorporation, change its name, change its registered agent, or merge/dissolve, unless it is in good standing with the state.
If you do not know your EIN, you may be able to find it on the organization’s bank statement, application for federal tax-exempt status, or prior year return.
2. State Annual Financial Returns: Just as the federal government requires nonprofits to file the annual information return (the series Form 990; see above), many states require nonprofits to file something similar with the state government. Some states allow nonprofits to complete the basic part of the required state form and then attach the signed version of the 990 form that the nonprofit filed with the IRS, but each state has its own requirements, so be sure to check.
Please note that the EIN is not your tax-exempt number. That term generally refers to a number assigned by a state agency that identifies organizations as exempt from state sales and use taxes.
3. Tax Status: Additionally, some states require periodic renewal of the state’s recognition of a nonprofit’s taxexempt status. For example, many states issue their own “tax-exempt certificate” for sales and use tax purposes.
STAT E FILIN G R EQ UIREM ENTS
4. Charitable Solicitation Registration: If the nonprofit is engaged in fundraising activities in a state, it is likely that it will need to file an annual “charitable solicitation registration” in each state in which it solicits donors. The state agency responsible for regulating fundraising activities varies from state to state. Currently 39 states require some type of registration for fundraising activities.
Most states require nonprofit corporations to file one or more documents to give it permission to do certain things in that state. Those filing requirements generally fall in these four areas: 1. Annual Reports: Most states require nonprofit corporations that are incorporated in the state (and/ or registered to conduct business in the state) to file an annual “report” (might be called something different) with the state agency that keeps track of corporations registered in that state. Filing the report may require a filing fee and usually requires that the nonprofit identify the “registered agent” and provide a physical office address.
Q: What do I need to send in to IMBA when I have completed the chapter tax filing? A: Each chapter is required to send proof of filing a 990 form each year. Please email this proof to all three of these people: your region director, Sallie Hoefer (sallie. hoefer@imba.com), and Tiffanie Beal (tiffanie.beal@ imba.com).
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ACC OUN TIN G REGARDING TH E REV E N UE S PLIT Revenues are reconciled quarterly along the dates below. Checks are issued approximately 45 days after the end of the quarter:
〉 〉 〉 〉
1st Quarter (January 1 to March 31) 2nd Quarter (April 1 to June 30) 3rd Quarter (July 1 to September 30) 4th Quarter (October 1 to December 31)
Chapters are able to closely watch revenue sharing in CiviCRM. Follow this pathway: CiviCRM > Contributions > Find Contributions:
〉 Select “Completed” for “Contribution Status” 〉 Select “Membership: Individual” for “Contribution Type” 〉 Insert the appropriate quarter beginning and end dates for “Date of Accounting From” and “To” fields 〉 Enter your Chapter’s name for “Chapter” 〉 Click “Search”
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CHAPTER SEVEN INSURANCE
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U
ntil recently, IMBA offered a national general liability insurance program for chapters and supporting organizations, but that program ceased to operate in February of 2014. IMBA made a concerted effort to replace the national policy, conducting more than six months of research into new providers, and paying
for two temporary policy extensions. Nonetheless, our broker could not find a new underwriter willing to insure the program under terms and cost similar to those IMBA had previously offered. 〉 It is not likely that IMBA will have a national single insurance program the way it was structured previously. Instead, we are investigating a restructured approach to our collective shared-risk management strategy. There are options for new forms of coverage that IMBA is pursuing aggressively. Our goal is to restructure an insurance program for chapters with affordable premiums. 〉 IMBA will continue to update chapters and supporting organizations with advice on next steps. To begin, please carefully read the following FAQ. Thank you for your understanding and patience. F REQUEN TLY AS K ED Q UES TIO NS ABO UT I N SUR A N C E FOR CH APTERS
its chapters in sourcing brokers for the chapters’ liability insurance needs.
Q: Why are insurance costs going up? A: The escalating cost of insurance for IMBA chapters is the convergence of three things: 1) being dropped by two different underwriters, and thus being forced to shop the insurance market for an underwriter; 2) a “hard insurance market” coupled with some large claims currently pending which, combined, contribute to the rapid rise of the cost of liability insurance. Of course, in the mind of an underwriter, any pending claim is an indicator of higher risk; 3) the likelihood that chapters and clubs will not be able to reimburse IMBA for their share of the national program premium if those premiums increase twofold, threefold or more in a short timeframe.
Q: Why does the whole program suffer the impact of claims and then higher premiums? A: The answer is partly a structural one. The former insurance program was structured as a shared-risk pool where IMBA owned the policy and each chapter and club was a named as additional insured. When our policy was impacted by claims, everyone under the IMBA program and policy was affected because of the shared-risk pool approach. Please be mindful that claims are not legal judgments whereby a court of law determined negligence and thus found liability (or blame) resulting in some large payment to the injured party. These claims are pending and most likely will be successfully defended whereby there is no liability nor payment to the injured party. Nonetheless, the existence of these claims can drive rates dramatically upward.
Q: Has the outlook for IMBA’s insurance offerings changed forever? A: IMBA will continue to look at a new and restructured insurance program informed by improved risk management that limits our liability exposure. Our former national program policy expired at the end of February, 2014. Chapters and clubs have taken steps to secure their own liability insurance policies based on local program needs. Many chapters have secured coverage at affordable premiums, in some cases for less than they had paid under the defunct national plan. IMBA will help
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Q: Without a national program option, what can IMBA do to help my chapter find new coverage? A: IMBA has found at least two reputable brokers willing to sell general liability insurance products directly to chapters. Q: What is IMBA’s advice for chapters seeking insurance?
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A: Here is some guidance for your organization to consider when shopping on your own: it covers what you do as a trail building and advocacy organization:
〉 The policy classification should reflect what you
〉
〉
〉
〉
〉
are and what you do, e.g., most chapters are NOT professional trail building organizations. Most chapters are a mountain bike organization conducting trails conservation, advocacy and stewardship activities under the auspices of a land manager. This is a distinguishing element. Think in terms of other trail stewardship groups like the Youth Conservation Corps. Is your chapter more like that in its trail activities or is it actually doing professional, paid trail design and construction services? Trail stewardship is very different from construction of trails in the minds of insurance underwriters. There are a growing number of chapters that conduct professional-level or fully paid trail building and construction services and may need to bolster their insurance coverage with a general liability policy equivalent to the insurance a professional trail building company would carry. Most chapters conduct events, both riding-based events and non-riding (fundraising) events. General liability policies may or may not include events as part of a general liability policy. Personal Injury/Advertising Injury should be included for organizations that conduct professional-level trail building operations. In these cases members should be protected from liability for trail construction. The insurance policy should state that specific premises owned or leased are covered. In many cases, chapters have MOU’s/agreements with the landowner that define the liability of different partners. Chapters should not enter into agreements that shift liability disproportionately away from the land manager and direct it to the chapter. There should be no restriction on the definition of “loading and unloading,” especially for chapters with intensive trail building programs, as trail construction equipment requires this activity.
〉 The athletic or sports participant exclusion needs to reflect the race environment (most general liability policies don’t cover race events) and not be broad enough to not cover other ride type events. 〉 Products/Completed Operations, which is the basic hazard for the contracting exposure, should be covered for trail building chapters. Trails, and technical trail features — often referred to as TTFs — are considered products. 〉 The policy should not redefine “insured contract” to remove tort liability. 〉 The policy should be inclusive of assault and battery, punitive damages and liquor liability (including host liquor). T WO O PT IO N S F O R O B TA IN IN G IN S UR A N C E Option 1: American Standard Management Services This program is proudly offered by Ryan E. Hill, of American Standard Management Services *. Participant and chapter/supporting organization members liability coverage is included while participating in chapter/ supporting organization activities. Premiums start at just $575 per year for chapters and $825 for supporting organizations. Rates are based on the number of active chapter/club members (# of people who actively participate in your events/trail buidling days). Coverage includes General Liability, Participant Accident Medical and Products/Completed Operations **. Optional coverage also available, including Directors and Officers Liability Insurance, Event Insurance and more **. Event only policies are also available *. To learn more or to apply for coverage, visit www.ASMSInsurance.com/ IMBA or call 1-877-303-2050. *Plans not available in all areas. **Coverage includes certain exclusions and limitations and is only provided for chapters and supporting organizations. Please contact Ryan E. Hill for plan availability and coverage details.
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Option 2: K&K Insurance This program is offered through K&K Insurance. Participant liability coverage is not included. K&K Insurance will accept chapter/supporting organizations with claims histories. Details include:
〉 〉 〉 〉 〉 〉
$500 annual general liability premium for chapters (processing and accounts service fees are waived). $750 annual general liability premium for IMBA supporting organizations. Optional participants accident medical coverage at $4.75 per member (see below). Optional Directors and Officers Coverage starting at $725 annual premium for $1M gross revenue and below. General liability includes completed operations/ products liability coverage. Participants (member or nonmember) accident liability (bodily injury liability) is excluded.
Additional K&K Insurance coverage can include:
〉 〉
〉 〉 〉
Participant accident medical coverage for members ($4.75 per member). Non-member event liability coverage ($300 per event) is highly recommended for groups that are hosting events of any kind that will include nonmembers. Participant accident medical ($4.75 per nonmember event participant) can also be added to nonmember event coverage. Directors and officers coverage may be added for additional premium ($725 annual premium). Inland Marine coverage ($250 additional premium) for organization equipment
Current organizations are asked to download and complete an application and mail it with a check payable to: Home Loan Insurance c/o IMBA P.O. Box 100 Grand Junction, CO 81502
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SA MP LE C HA PTER BYLAW S
Article I: NAME AND TERRITORY Sec. 1 NAME: The name of the organization shall be the (Chapter Name) ((CHAPTER)), a CHAPTER of the International Mountain Bicycling Association (IMBA). Sec. 2 TERRITORY: (CHAPTER) shall operate within the general geographic territory of (LOCATION) and the surrounding area. Sec. 3 ORGANIZATION AND STRUCTURE: Upon acceptance of its application, (CHAPTER) shall operate as an IMBA chartered CHAPTER and enjoy the benefits of IMBA’s IRS 501(c)3 tax exempt status. (CHAPTER) may decide to form a local corporation or operate as a unit of IMBA’s California Corporation. Article II: MISSION AND PURPOSE Sec. 1 MISSION: (Chapter) is a non-profit educational association whose mission is to create, enhance and preserve great trail experiences for mountain bikers in (LOCATION), and to create a bicycle friendly community through cycling awareness, safety advocacy and promotion of bicycling for fun, fitness and transportation. The (CHAPTER) seeks to preserve, protect, and promote mountain bike access and diverse riding opportunities on Colorado’s public and private lands through education, communication, and unified action. Sec. 2 PURPOSE:
〉 〉 〉 〉 〉 〉 〉 〉 〉 〉 〉 〉 〉
Integrating bicycling with all other forms of transportation. Clean air and water – sustainability as a 21st century imperative for all communities. Wellness and healthy lifestyles. Bicycling for fun – whether solo or with companions. Ensuring the future of mountain biking Promotion of responsible riding, maintenance and preservation of mountain biking trails Educate cyclists and non cyclists about mountain biking and provide information on building legal trails Encourage youth involvement. Establish community trail networks with appropriate mapping and signage. Gain support from other clubs, industry, shops, other trail users and land management groups. Trail user education. Keep singletrack single Trail sustainability
Article III: MEMBERSHIP Sec. 1 PRIVILEGES AND RESPONSIBILITIES: Membership may be established, from time to time, by (CHAPTER) and provide both voting and nonvoting privileges. Members shall support the mission and purpose of (CHAPTER). Members may choose to not participate in or publicly support a particular action of (CHAPTER) without relinquishing membership privileges. (CHAPTER) members are also members of IMBA.
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Membership categories may include: A. Supporting Members – shall consist of such organizations, agencies and individuals as are interested in furthering the purpose of (CHAPTER). Supporting members are nonvoting members of (CHAPTER). B. Board Members – are (CHAPTER) voting members. Sec. 2 DUES. (CHAPTER) may, from time to time, establish annual dues for membership. Sec. 3 SERVICES TO NONMEMBERS. (CHAPTER) may charge additional fees to non-members for CHAPTER events, which fees may be more than those charged to members. Article IV: BOARD MEMBERS: Sec. 1 DUTIES: (CHAPTER) Board will develop, and oversee the implementation of CHAPTER policies and program goals. Board responsibilities shall include: A. Formation and adoption of an annual advocacy platform B. Approval of trails stewardship projects C. Planning and execution of events D. Approval of new supporting members E. Recruitment and election of board members F. Approval of the annual budget and financial reporting G. Approval and modification of (CHAPTER) Operating Guidelines H. Contractual authority Sec. 2 NUMBER AND QUALIFICATIONS: (CHAPTER) board shall be made up of not less than 5 members and not more than 12. Sec. 3 FIRST MEMBERS: The first board members or current board members shall be the organizing committee members duly elected at (CHAPTER)’s first meeting of interested supporters. Sec. 4 TERMS OF OFFICE: Terms of office will be 2 years, renewable for not more than 3 consecutive terms. Board member terms may be staggered so that one-third to one half of Board member’s terms shall expire each year. Sec. 5 VACANCIES: Board vacancies shall be filled by action of the board from a list of nominees prepared by a Nominating Committee. The person or person’s chosen shall hold office until such time as the unexpired term(s) caused by the vacancy are filled by election. The service of a Committee member filling an unexpired term of less than one year shall not count toward the maximum allowed consecutive years of service. Sec. 6 REMOVAL FOR CAUSE: Any member of the Board may be removed for cause by a two-thirds vote of the full Board taken at any Regular or Special meeting, provided the member in question has been given written notice that such action is to be considered at the meeting involved and only after the member in question has been given an opportunity to be heard.
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In addition, the unexcused absence of a board member from any two consecutive meetings, or any three meetings in any year, shall constitute grounds for removal from the board, which removal may be effected by the Chair in his/her discretion after due notice to the Member in question. Removal of a Board Member in accordance with the provisions of this section shall create a vacancy to be filled as provided in Section 5 of this Article. Article V: OFFICERS Sec. 1 OFFICERS. The principal officers of (CHAPTER) shall be: Chair, Vice-Chair, Secretary and Treasurer. A. CHAIR. The Chair shall be a voting member in good standing and shall be responsible for determining who presides at all meetings of the board. The Chair shall be the primary contact on behalf of the board for CHAPTER contractual relationships. The Chair shall perform all duties incident to the office of Chair and other duties as may be prescribed by the Board from time to time. B. VICE-CHAIR. The Vice-Chair shall be a voting member in good standing and shall perform such duties as are assigned from time to time by the Board. In the absence of the Chair, the Vice-chair shall have all of the powers and perform all of the duties of the Chair. C. TREASURER. The Treasurer shall be a voting member in good standing and shall be responsible for: 1. Serving as the fiscal manager for (CHAPTER), accounting for, depositing, disbursing and acknowledging member dues and donations, grants, and other contributions. 2. Prepare and submit (CHAPTER) financial performance reports to the Board, and annually to IMBA (for independent audit purposes) and in general, perform all duties incident to the office of Treasurer, and other duties from time to time as may be assigned by the Chair or the board. D. SECRETARY. The Secretary shall be a voting member in good standing and shall perform such duties related to recording keeping, notification of meetings, recording meeting minutes and other such duties as assigned from time to time by the Board. Sec. 2 ELECTION OF OFFICERS. The board shall elect all Officers by simple majority. Sec. 3 TERM OF OFFICE. The term of office for all officers shall be two years. The Chair shall not serve for more than two consecutive terms. The Treasurer shall hold office for not more than three consecutive terms. Incumbent officers shall serve until their successors have been duly elected and installed. Sec. 4 REMOVAL FROM OFFICE. Any officer may be removed for cause only after (1) being given a reasonable notice and an opportunity to be heard by the board and (2) by an affirmative vote of two-thirds of the entire board whenever, in their judgment, the best interests of (CHAPTER) will be served thereby. Sec. 5 VACANCY. The unexpired term of a vacancy in an office shall be filled by the Board from a list of nominees prepared by the Board Members that are not officers. Article VI: MEETINGS Sec. 1 REGULAR MEETINGS. The Board shall meet in regular session by whatever means agreed to by the Board and no less than four times a year. The Board may direct that (CHAPTER) hold an annual meeting for the supporting members, at which time the Board may bring certain information and business to the attention of the members. The Board may also meet in regular session in conjunction with such annual meetings and programs.
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Sec. 2 SPECIAL MEETINGS. Special meetings of the Board may be called by, or at the request of, the Chair or by request of 50% percent of the Board. The person or persons authorized to call special meetings of the Board may fix the time and place for such meetings. Sec. 3 NOTICE OF MEETINGS. Notice of any regular or special meeting shall be given at least 30 days prior by written notice delivered personally or sent by mail, telegram or electronic media (including facsimile) to each Board Member at their address as shown on the records of (CHAPTER). If by mail, such notice shall be deemed to be delivered when deposited in any United States mail depository in a sealed, addressed envelope with postage thereon prepaid. If notice is given by other means, it shall be deemed to be delivered when confirmation can be reasonably determined. The attendance of a Member at any meeting shall constitute a waiver of notice of such meeting. The business to be transacted at, and the purpose of, any special meeting of the Board shall be specified in the notice of such meeting. Sec. 4 QUORUM AND DECISION MAKING:. Consensus is (CHAPTER)’s preferred decision- making method. When decisions require a vote, a simple majority of those board members present will determine the outcome. Voting can be conducted in person or any reasonable and verifiable method determined by the Board Chair. The acts of a majority of the Members present shall constitute the acts of the Board. Any Member who is excused before the meeting is adjourned may present to the recording secretary a written ballot designating their vote on a matter already introduced as business. If less than half of the board is present at a meeting of the Board, a majority of the members present may adjourn the meeting from time to time without further notice. Article VII: COMMITTEES Sec. 1 The Board may determine from time to time to establish certain committees. Committees may include: A. EXECUTIVE COMMITTEE. An Executive Committee composed of the officers of (CHAPTER). Duties of an Executive Committee shall be: 1. Organize meeting agenda 2. Prepare business plans 3. Prepare contracts for Board approval B. NOMINATING COMMITTEE. A Nominating Committee consisting of at least five members: the make-up of which may be some current board members and at least one supporting member (that is not a current board member). The board shall appoint members of the Nominating Committee. The duties of the Committee shall be: 1. 2. 3. 4.
To assess and identify specific skills and expertise needed for the Board. To solicit and recruit names of Board member nominees from the supporting membership and community at large. To nominate Board members candidates who agree to become members in good standing. To evaluate the performance of existing Board members and Officers and recommend actions to the Board.
C. OTHER STANDING AND SPECIAL COMMITTEES. The Board may, from time to time, establish other standing and special committees, as it deems necessary, such as but not limited to a Budget and Finance Committee, Audit Committee, Fund Raising Committee, and Programs Committee. Sec. 2 COMMITTEE CHAIRS AND MEMBERSHIP. The Chair and Vice-chair shall appoint chairs of all committees where not provided in these Operating Guidelines, subject to the approval of the Board. At least two additional committee members shall be appointed, as needed, by each committee chair, with appointments also subject to approval by the Board.
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Sec. 3 QUORUM. A majority of a committee’s membership shall constitute a quorum and the act of a majority of the members present at a meeting at which a quorum is present shall constitute the act of the committee. Sec. 4 EX-OFFICIO MEMBERS. The Officers of the Board shall serve as ex-officio (non-voting) members of all committees except the Nominating Committee. Article VIII: CONTRACTS, CHECKS, DEPOSITS, GIFTS Sec. 1 CONTRACTS. The Board shall authorize any officer or officers, agent or agents of (CHAPTER) to enter into any contract or execute and deliver any instrument in the name of, and on behalf of, (CHAPTER), and such authority may be general or confined to specific instances. Sec. 2 DEPOSITS. All funds shall be deposited promptly to the credit of (CHAPTER) in such federally insured banks, trust companies or other depositories as the Board may select. Sec. 3 GIFTS. Any officer may accept, on behalf of (CHAPTER), any unconditional contributions, gifts, bequests or devises of cash or marketable securities for the general purposes, or for any special purpose, of (CHAPTER). Conditional or restricted gifts, bequests or devises or gifts of other types of property shall first be approved by the Board before final acceptance. A. (CHAPTER) agrees to coordinate major donor and corporate membership solicitations to any person or organization with whom IMBA may have an existing agreement or pending ask with IMBA prior to making an ask. B. IMBA agrees to coordinate a shared fundraising model for specified fundraising campaigns conducted within (CHAPTER)’s territory Sec. 4 DISBURSEMENTS. (CHAPTER) shall operate under a financial budget approved by the Board. The Treasurer is responsible for all disbursements; disbursements must be authorized in writing and checks signed by the treasurer AND either the Chair or the Vice-Chair. Article IX: BOOKS AND RECORDS Sec. 1 BOOKS AND RECORDS. (CHAPTER) shall keep correct and complete records of accounts, disbursements, minutes of the proceedings of meetings, program accomplishments, and volunteer stewardship project records. Article X: DUALITY OF INTEREST Sec. 1 DUALITY OF INTEREST. Any member, officer, contract employee or committee member having an existing or potential interest in a contract or other transaction presented to the Board or a committee for deliberation, authorization, approval, or ratification, or any such person who reasonably believes such an interest exists in another such person, shall make a prompt, full, and frank disclosure of the interest to the Board or committee prior to its acting on such contract or transaction. The interested party shall disclose the nature and extent of the interest and any relevant and material facts, known to him or her, about the contract or transaction, which might reasonably be construed to be adverse to (CHAPTER)’s interests. Sec. 2 REFRAINING FROM ACTION. The body to which such disclosure is made shall determine, by majority vote of disinterested members, whether the disclosure shows that the non-voting and non-participation provisions below must be observed. If so, such person shall not vote on, nor use his or her personal influence on, nor participate (other than to present factual information or to respond to questions) in the discussions or deliberations with respect to such contract or transaction, and such person shall not be counted in determining the existence of a quorum at any meeting where
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the contract or transaction is under discussion or is being voted upon. If not, such person may participate normally in the discussions, deliberations and voting on the matter. The minutes of the meeting shall reflect the disclosure made, the vote thereon and, where applicable, the abstention from voting and participation and whether a quorum was present. Sec. 3 DEFINITION OF INTEREST. For the purposes of this Article, a person shall be deemed to have an “interest” in a contract or other transaction if such person is the party (or one of the parties) contracting or dealing with (CHAPTER), or is a Director, trustee or officer of, or has a significant financial or influential interest in, the entity contracting or dealing with (CHAPTER), or is otherwise reasonably likely to gain a significant financial or other personal benefit if the contract or transaction is approved. Article XI: DISSOLUTION Sec. 1 DISSOLUTION OF (CHAPTER). The Board may by a two-thirds vote dissolve (CHAPTER) when it is satisfied that (CHAPTER) is inactive and that there is no reasonable hope of its immediate revival, or when it is satisfied that such action is in the best interests of (CHAPTER) AND IMBA. (CHAPTER) dissolution shall not affect IMBA membership status of the members assigned to (CHAPTER). Members of (CHAPTER), if dissolved, shall be assigned unaffiliated status or reassigned to another CHAPTER if such exists in this general region and if they so choose. Upon dissolution, all CHAPTER funds shall revert to IMBA, and use of the IMBA name as a CHAPTER shall cease. Article XII: AMENDMENTS TO BYLAWS/OPERATING GUIDELINES Sec. 1 AMENDMENTS TO BYLAWS/OPERATING GUIDELINES. These Bylaws/Operating Guidelines may be amended pursuant to the following procedures: A. An amendment may be proposed by the joint action of any three or more Board Members at any regular or special meeting of the Board. B. The Secretary shall send a copy of the proposed amendment to each member of the Board and the Executive Director of IMBA a reasonable time in advance of its next meeting. C. Upon IMBA’s approval, and approval of at least two-thirds of the members of the Board present at such meeting, such proposed amendment shall be adopted. END.
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W E LC OME MESS AGE FO R CHAPTER LE A DE RS Welcome to the IMBA Chapter Program! Thanks for joining IMBA’s Chapter Program — we are truly happy to have your group onboard. Here are five steps you can take to make the best use of your new status as an IMBA chapter. 1. Design co-branded materials — like postcards, membership forms and posters — for local events. You can find all chapter logos by logging on to www.dropbox.com. Login: chapters@imba.com Password: (available on request) Once you are logged in, click on “public” folder. You will find chapter logos in the “chapter logos” folder, or templates to create co branded materials in “template” folder. Please note, some of these files are not accessible without a graphics program such as InDesign. Need a recommendation on a printer? Henry Wurst Incorporated (HWI) is IMBA’s go-to printer. Please contact Joe Contrino at jcontrino@henrywurst.com for a quote. 2. Primal Wear Jersey Program IMBA has teamed up with Primal Wear to offer special pricing on jerseys for IMBA chapters. Chapters can order full-custom or semi-custom jersey designs. The program will generate funds for all participating organizations. For each jersey purchased, your chapter will receive $10 and IMBA will receive $1. Donations allocated to IMBA will go toward the Trail Building Fund. Primal Wear’s website enables you to set up a storefront for your chapter, so members can order direct and their jersey will be shipped directly to them—no need for your chapter to fulfill the order. Ordering questions should be directed to Primal Wear at 1-800-275-6953. 3. Engage With IMBA’s Government Affairs Team As a chapter of IMBA, you now have priority access to IMBA’s policy and government affairs team. Do you work with the U.S. Forest Service, National Park Service or the Bureau of Land Management? IMBA has high-level partnerships with these and other agencies. We can
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help your chapter prepare comments, secure meetings and develop a working relationship with federal land managers. For your benefit, we are also developing new resources and training tools on the topics of collaboration/ negotiation techniques, recreation law, agency planning efforts, master trail planning, media and messaging techniques and finding funding sources for trail initiatives. 4. CiviCRM Training One of the strongest tools of the Chapter Program is the ability to maintain membership and contact records, as well as communicate with your constituents. CiviCRM, referred to often as Civi, is a complex database tool that should not be taken lightly. Training is required of chapter leaders that will be using Civi. We have developed a training and reference model that can be accessed when at will. The training consists of seven video tutorials and a brief quiz to verify that core elements are understood, before chapter officers is given the keys to database info. CiviCRM training will allow you to: 1. Conduct searches of your contacts and members for reporting. 2. Build mailings to send to your constituents. 3. Review analytic reports of mailings. 4. Understand how revenue sharing and reporting is done. Send a message to your region director, or IMBA’s chapter services coordinator, to access the training videos. 5. Document Local Trails With MTB Project MTBProject.com is a next-generation mountain bike guide and trail map website. IMBA collaborated closely in the development of this new site — we’re excited about the technology, and even more so about how it will help highlight the work of local IMBA groups. Trail and Ride pages can display your chapter logo for the riding areas that your group helps maintain — just send a message to info@imba.com and we will add your artwork to the pages. You can also use the MTB Project widget tool to display great-looking online maps on your chapter’s website, embedded right into new or existing pages.
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