STANDARD FORMS - GWRRA

I

STANDARD FORMS(Forms Available Through M/C Sounds: http://www.gwrra.org/officers/)

GWRRA Officer Change/Appointment WorksheetPlease fill in the information below and return to the

Home Office for all officers changes via the Regional Director. Supporting documentation is to be kept on file at the District/Region office.

Position Ap ointed to:

______ O(CD) _____ S(DD) _____ R(RD)

______ L(ACD) _____ M(ADD) _____N(ARD)

______ H(SCD) _____ P(SDD) _____V(SRD)

______ G(CRE) _____ F(DRE) _____ C(RRE)

Other:___________________________

Chapter: Member #: Exp. Date:

Applicant’s Name: # of Recruits

Co-applicant’s Name: # of Recruits

Address: _____________________________________________________

City/State/Zip: ________________________________________________

Phone: ______________________ E-mail: __________________________

District: Region: ______________________

Appointment Date: Effective Date:

Approved by: (please sign and print name)

District Director’s signature:

Regional Director’s signature:

Executive Director’s signature:

Appointing Officer Use OnlyThe following paperwork needs to be filled out, filed and maintained at the District or Regionaloffice. Please initial to certify the following information is on file and complete. Incomplete formswill be returned to the Regional Director.

_________ Officer MOU _________ Officer Oath of Office__________ MOU Membership information _________ Tax payer Identification Number __________ Knowledge Level _________ 8822 IRS Change of Address__________ Chapter Financial Report/Signature Cards

This is a double-sided document. See the back of this form for New Chapter and Charter Feeinformation.

Date R

DE

WW

CERT/

Zip Co

Notes _

(Re

Name:

Member #:

Title:

Send President’s Yes No

FOR RIDER EDUCATIONUSE ONLY

DE APPROVAL:____________ DATE: _____________

RE APPROVAL: ___________DATE:_____________

NDRE APPROVAL:_________ DATE:____________

Home office use only

ec’d

Mailed

des maintenance

______________________________

TBF

p

Retiring Officerturning to Active Status)

letter of thanks for a job well done

October 2003
I-1

GWRRA New Chapter Worksheet

New Chapters Please initial that the following items are completed. Refer to page D-1 in the Officer Guidebook for details regarding new Chapters.

Chapter Name _________________________________________________________

Wing World Listing _______________________________________________________________(City in which the Chapter meets or should be listed in Wing World)

_____ Chapter Director AppointedAll information on the front of this form must be complete

_____ Treasurer Appointed - Name_______________ Member # ________________

_____ $50 Charter Fee Enclosed Refer to page D-11 in the Officer Guidebook for details

_____ List of charter members attachedGWRRA International Headquarters will supply the Chapter Directorwith charter member rockers for those members who play a crucial role in the formationof a new Chapter.

Zip Codes that this chapter will include

Note: Chapter charter will be sent to the District Director to present to the new Chapter Dirchapter kick off. Upon receipt of the white copy of the charter at the Home Office the new chalisted in Wing World. Please keep in mind that Wing World production is approximately 60 days acurrent date.

Comments

October 2003

Home officeuse only

___________

___________

___________

___________

___________Chrt Sent

___________Chrt Recd

ector at thepter will behead of the

I-2

July ’99 I-3

Gold Wing Road Riders Association, Inc.Knowledge Evaluation

for Chapter Directors and Assistant Chapter Directors

Name_________________________________ Chapter ____ District_____ Region _____ Member #________________

You will need to thoroughly review the June 99 issue of the Officer Guidebook to complete this review. Please answer allthe questions and circle the correct answer. Upon completion please forward to your appointing officer who will review yourresponses and then discuss any areas that may need clarification. As an officer of GWRRA it is necessary for you to havean understanding of GWRRA and the guidelines.

1. What are the prerequisites to be a full Member in GWRRA?(A) Co-Rider of GW with a paid membership (C) Owner of Gold Wing/Valkyrie with paid membership(B) Owner/Operator of any kind of M/C (D) None of the above

2. Who monitors and approves the use of the corporation’s trademarks?(A) Any full Member of the Association (C) Regional Directors(B) Board of Directors (D) Editor, Wing World Magazine

3. What is the motto of GWRRA?(A) Friends for Fun, Safety, and Knowledge (C) Rider Education for Everyone(B) Live to Ride (D) Friends for Everyone

4. How may Members or Associate Members does it take to start a chapter?(A) 25 (C) 15(B) 10 (D) 18

5. What are some of the topics that make GWRRA’s “Chapter” concept different than a “Club” concept?(A) No voting or monthly dues (C) Officers are Selected, not Elected(B) Open meetings to Members & Non-Members (D) All of the above

6. The term of office for the Chapter Director is: (A) 4 years (C) 3 years (B) 5 years (D) 2 years

7. To become a Senior Chapter Director as the result of effort and above average performance, an officer should:(A) Be recommended by Members of the Chapter (C) Fill out an application and apply to appointing officer(B) Send letter of request to Regional Director (D) Be recommended by appointing officer

8. What is the intent of the Senior Officer program?(A) Recognition and reward for excelling (C) “Partner” in the operation of the District (B) Two additional one year terms in office (D) All of the above

9. What is the chartering fee for each chapter per year?(A) $10.00 (C) $50.00(B) $25.00 (D) $40.00

10. An Officer of GWRRA can hold office in two or more Gold Wing Organizations at the same time?(A) True (B) False

11. A likely candidate for Chapter Treasurer would be spouse of the Chapter Director?(A) True (B) False

12. When the term of an operation officer expires, they can serve in leadership roles in other GWRRA Divisions? (A) True (B) False

13. What are the responsibilities of the Chapter Director?(A) Provide a fun environment for Chapter Members (C) Staff Member to District Director

I-4 July ‘99

(B) Advisory Head of Chapter (D) All of the above

14. What is the importance of the Chapter newsletter? (A) Platform for personal opinions and tirades (C) Revenue from charging Members a monthly fee

(B) Platform for criticism of Chapter Participants (D) Light hearted information that is fun and informative

15. All officers should lead by example by wearing proper riding attire, including a helmet.(A) True (B) False

16. Do Associate Members need to own a motorcycle to belong to GWRRA? (A) True (B) False

17. What does the chartering fee cover? (A) Motorcycle insurance for officers (C) Third party liability coverage for officers (B) Event coverage including vandalism & theft (D) None of the above

18. GWRRA Officer Guidelines recommends that all chapter financial matters be thoroughly reviewed at each meeting. (A) True (B) False

19. GWRRA is adamantly opposed to all forms of religious expression, unless everyone is required to participate. (A) True (B) False

20. What is GWRRA’s policy on alcohol? (A) Acceptable as a door prize or award (B) Everyone in attendance must agree to its consumption (B) Good income producer for the treasury (D) Cannot sell, promote, endorse or encourage its use

21. American Honda encourages direct solicitation by GWRRA’s 4000 volunteer leaders for contributions and doorprizes. (A) Yes (B) No (C) Only with the written permission of the Regional Director

22. It is encouraged to make financial reports available to any interested chapter participant either prior to, or after theChapter meetings.

(A) Yes (B) No (C) None of their business

23. GWRRA offers a money back guarantee on membership in the Association. (A) True (B) False

24. Two signatures are required on each check issued with a minimum of 3 signatures required on all checking accountssignature cards, one of which is the appointing officer.

(A) True (B) False (C) Up to the discretion of the appointing officer

25. What can cause an officer to be removed from office? (A) Failure to submit annual financial statement (C) Failure to respond to the needs of the Members (B) Failure to comply with officer’s use of marks (D) Any of the above

26. What procedures are recommended to assist in making an informed decision? (A) Familiarity with the Officer Guidelines (C) Utilize the staff as a sounding board (B) Take a survey of the Chapter Participants (D) All of the above

27. What is the maximum size of a chapter patch and who is authorized to approve the patch? (A) 10” with concurrence of Executive Director (C) 8” with approval of the Regional Director (B) 4” with sign off by the District Director (D) Any size as long as approved by the District & Regional

Directors

28. Chapter newsletters are required to be mailed to all Chapter Participants: (A) Twice a month (C) Once every month (B) On an as needed basis (D) At least Bi-monthly

JULY ’99 I-5

MEMORANDUM

TO: All GWRRA National & Regional Officers

FROM: Paul Hildebrand & Mike Wright

RE: Corporate Expense Pre-authorization

Increased requests for expense authorizations and the need for proper accounting make itnecessary to implement the attached form. Please utilize this form for all expenses toinclude: air travel, lodging, car, etc. It should also be understood that these requests needpre-approval or they will not be paid.

We repeat, no pre-approval, no reimbursement. The current degree of “surprises”makes it absolutely impossible to anticipate or budget our growing requests.

This form can be faxed or mailed. You will receive an approval via e-mail, fax or mail.Thank you for your cooperation and understanding!

Paul Hildebrand Mike Wright

Est. 1977

I-6 JULY ‘99

CORPORATE EXPENSE AUTHORIZATION

PLEASE PRINT

I request the below purchase:

1. Description of Item(s) needed:_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

2. Business Purpose: ___________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

3. Suggested Vendor(s) (name, address, phone #):_____________________________________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Budget/Division to becharged:______________________________________________

Approx. Amount: $ ________________________

Submitted By: _________________________________________Date:____________ (please print)

Approved By: _______________________________________ Date: ____________

------------------------------------------------------------------------------------------------------------------For Office Use Only

_____ Fax _____ E-mail _____ Mail

Date Sent: _________________ By: _________________________________

January 2003

GOLD WING ROAD RIDERS ASSOCIATION REIMBURSEMENT REQUEST FORM

DATE: REGION/DIVISION: NAME: ADDRESS:

TRAVEL INFORMATION:Destination (City State):____________________________________________Purpose (Be Specific - Name of Event): _________________________________________________________________________________________GWRRA Division to be Charged: O Operations O National

O Rider Education O Wing Ding O Wing WorldO Public Relations O Officer Training

Travel Dates: _____________________________________________________

MODE OF TRAVEL:Personal Car ______ Motorcycle _____ Airplane _____

EXPENSES:Transportation $ __________________

(Include local bus, taxi)Meals $ __________________Lodging $ __________________Postage Supplies $ __________________Telephone $ __________________Other (Identify) $ ExplainTotal Costs: $ ____________________ NOTE: ONLY ACTUAL EXPENDITURES WILL BE RE

APPROVALS:___________________ _____________________ _______DISTRICT DIRECTOR REGIONAL DIRECTOR NATIONAL DIRECTOR EXECUT

Acct. # Date Account Expense Code

A receipt must besubmitted in order toreceive reimbursement

: ___________

IMBURSED

______________IVE DIRECTOR

To be completed by the Accounting Department

I-7

Amount

Oct 2003 I-8

Gold Wing Road Riders AssociationOfficer Memorandum of Understanding (M.O.U.) for Director Positions

This memorandum of understanding, made this __________day of __________ _______, provides an understanding of the operations ofthe Gold Wing Road Riders Association (GWRRA) as pertains to the position of Senior District Director, District Director, Senior ChapterDirector and Chapter Director.

The Applicant shall:

1. Be appointed for a probationary period of ____ months. Said probation will expire on __________, ______. After satisfactorilycompleting the probationary period and at the discretion of the appointing officer/s, this M.O.U. will be considered as continuousduring the tenure of the applicant. This term of office will expire upon the resignation or fulfillment of tenure, of the officer under whichyou are assisting.

2. Proudly wear the Official GWRRA 10” patch on a vest or jacket or on any appropriate items of clothing as selected by the applicant. A

responsibility of the applicant will be to help establish and maintain a pride in GWRRA membership, and to encourage members towear the official 10” back patch.

3. Immediately upon being appointed to or advanced to the position of Chapter Director or District Director, a current member, excludingAssistants or their spouse, or anyone in your immediate family or residing in your household, be given the responsibility of Treasurer.The Treasurer shall establish a non-interest bearing checking account in the name of the Chapter or District and all checks shallrequire two signatures. Your appointing officer will need to sign the signature card, along with the Treasurer and yourself. A copy ofsaid signature card with account number will need to be on file with the GWRRA International Headquarters in Phoenix. It will bea requirement of most financial institutions that a taxpayer ID number be furnished prior to opening this account.

4. Understand that monies raised in the name of GWRRA are intended only for the operations of that GWRRA Chapter orDistrict office and no officer may use the GWRRA name or their office for personal gain. When difficulties regarding theoperations of the appointed Officer occur, the appointing Officer has the authority to conduct the business of that Officer’s positionwith full authority and accountability. In the unlikely event that a discontinuance or long term interruption occurs in the everydayadministration of your office, all funds existing in the deposit account should be turned over to your appointing officer for safekeeping.

5. Provide any financial information or any other documentation as requested by the appointing officer, CEO or Executive Director in atimely manner and further understands that RECIEPTS ARE REQUIRED FOR ALL EXPENSES.

6. Mail or provide at least monthly, a Chapter newsletter, at no fee, to all Chapter participants, interested, and to the ChapterDirectors of your District. Also, District Directors are to mail their monthly newsletters to the Chapter Directors within their District,their Regional Director and Executive Director.

7. Promote and utilize a TEAM approach to directing your assigned Chapter or District by seeking and sharing information from yourfellow Chapter Directors and District Directors and your appointing Officer. Remember that we, as Officers of the Association, areonly here to serve the Members, and can best do this by sharing information.

8. Provide an appropriate place for gatherings or meetings as discussed in the Officer Guidebook. Establish a fun environment withemphasis on fun related activities.

9. Maintain a current Membership in GWRRA.

As an Officer in the GWRRA, I will do everything in my power to see that the above areas of understanding are complied with. It is understood that anyviolation of this agreement may result in a disqualification from GWRRA officer status. It is understood that I will take possession of and safeguard allproperty pertaining to my office. Upon my departure from office, I will turn over to my successor or next ranking officer all property to include any that wasacquired with official funds while I was in office.

_________________________________ __ ______________________ ______________________________Printed Name GWRRA membership number Expiration Date

_____________________________________ _____________________ ____________________________Signed Date Position Appointed to

____________________________________ _____________________ ____________________________Appointing Officer Date Appointing Officer’s Position

_____________________________________ ______________________ ________________________________Applicant’s Region District Chapter

I-9 October 2003

Gold Wing Road Riders AssociationOfficer Memorandum of Understanding (M.O.U.) for Assistant Officers

This memorandum of understanding, made this __________day of __________ 20_____, is intended to represent theexpectations of GWRRA and the Operations Division, as they pertain to the position of Asst. Chapter Director, Asst. DistrictDirector, or Asst. Region Director, or other officer positions as designated and implemented by the Association.

By accepting this important position as Assistant, the applicant shall:

1. Be appointed for a probationary period of ____ months. Said probation will expire on _____, 20____. After satisfactorilycompleting the probationary period and at the discretion of the appointing officer/s, this M.O.U. will be considered ascontinuous during the tenure of the applicant. This term of office will expire upon the resignation or fulfillment of tenure, ofthe officer under which you are assisting.

2. Proudly display the Official GWRRA 10” patch on a vest or jacket or on any appropriate items of clothing as selected bythe applicant. A responsibility of the applicant will be to help establish and maintain a pride in GWRRA membership, andto encourage members to wear the official 10” back patch.

3. Accept the position of Assistant with the intent of earning consideration for the Director’s position and will learnthe skills necessary to qualify for that position. Upon request, the Assistant shall write articles for newsletters, participatein the planning and conducting of meetings as well as planning other events. The Assistant will help plan and conductmeetings as requested by the Director and, if the Director is unavailable, will conduct the meeting. If at any time theapplicant feels that they cannot accept the eventual responsibilities of the next level, the applicant will so inform theirappointing officer and agrees to resign, to allow someone else to assume the position of Assistant.

4. Understand that monies raised in the name of GWRRA are intended only for the operation of the Chapter, Districtor Region and no officer my use the GWRRA name or their office for personal gain.

5. Promote and utilize a Team approach to assist their assigned Chapter, District or Region. The Applicant will seek out andshare information from other Chapters, Districts and Regions. Remember that we, as Officers of the Association, are hereto serve the Members as well as our appointing officers, and can help do this by “sharing” information. The informationthat is “shared” is also learned information for the future.

6. Cooperation with the Director, the applicant will assist in providing appropriate programs and activities as discussed in theOfficers Guidebook and Fun Activity Guide to help establish a fun environment, with emphasis on fun related activities.


As an Officer in the GWRRA, I will do everything in my power to see that the above areas of understanding are complied with. It isunderstood that any violation of this agreement may result in a disqualification from GWRRA officer status. It is understood that I will takepossession of and safeguard all property pertaining to my office. Upon my departure from office, I will turn over to my successor or nextranking officer all property to include any that was acquired with official funds while I was in office._________________________________ __ ______________________ _________ ____________________Printed Name GWRRA membership number Expiration Date

_____________________________________ _____________________ ____________________________Signed Date Position Appointed to

____________________________________ _____________________ ____________________________Appointing Officer Date Appointing Officer’s Position

_____________________________________ ______________________ ________________________________Applicant’s Region District Chapter

October 2003 I-10

Gold Wing Road Riders AssociationSenior Regional Director & Regional Director Memorandum of Understanding (M.O.U.)

This memorandum of understanding, made this __________day of ______________, _______, provides an understanding of the operations of GWRRA as pertains to theposition of Regional Director and Senior Regional Director. (Once signed, it is not necessary to re-sign due to status changes.)

The Applicant shall:

1. Be appointed for a probationary period of six months. Said probation will expire on _________________, ______. After satisfactorily completing the probationaryperiod and at the discretion of the Executive Director, this M.O.U. will be considered as continuous during the tenure of the applicant. This term of office will expireupon the resignation or fulfillment of tenure or at the discretion of the Executive Director.

2. Proudly wear the Official GWRRA 10” patch on a vest or jacket or on any appropriate items of clothing as selected by the applicant. A responsibility of the applicant

will be to help establish and maintain a pride in GWRRA membership and to encourage members to wear the official 10” back patch.

3. Immediately upon being appointed to the position of Regional Director, a current member, excluding Assistants or their spouse, or anyone in the officer’s immediatefamily or residing in your household, be given the responsibility of Treasurer. The Treasurer shall establish a non-interest bearing checking account in the name theRegion and all checks shall require two signatures. The Executive Director will need to sign the signature card, along with the Treasurer and yourself. A copy ofsaid signature card with account number will need to be on file at GWRRA International Headquarters in Phoenix.

4. Understand that monies raised in the name of GWRRA are intended only for the operation of the Region and no officer may use the GWRRA name ortheir office for personal gain. It is also understood that all expenses require receipts to be on file. The Regional Director shall review all financial reports forthe Region and submit to GWRRA International Headquarters with the appropriate documentation as listed in the Officer’s Guidebook.

5. Understand that if difficulties regarding the operation of the Region occur, the Executive Director has the authority to conduct the business of Region with fullauthority and accountability. In the event that a discontinuance or interruption occurs in the everyday administration of the Region, all funds existing in the depositaccount will be turned over to the Executive Director, or designate, for safekeeping. In addition, the said officer will provide any financial information and any otherdocumentation as requested by the appointing officer, CEO or Executive Director in a timely manner.

6. Be reviewed and renewed on a yearly basis at the discretion of the Executive Director. Regional Directors can serve a tenure of up to three (3) years. If promoted to

Senior Regional Director, they can serve an additional two (2) years, renewed on an annual basis, in the Senior capacity. Outstanding Senior Regional Directors mayserve an additional two years. See page C-7.

7. Realize that the Regional Director duties are more far reaching than those of other officers in the organization. Realize that these duties include the timely reporting

to other divisions in the organization.

8. Recognize and remain knowledgeable of the many GWRRA Member benefits that we provide. Support and encourage others to support these programs (e.g.towing, recruiting, COY, etc.)

9. Distribute reports received from GWRRA International Headquarters to the Directors and officers under his/her direction. These reports include but are not limited to

the Monthly Management Reports, Membership Reports, Handbook Updates, and Bulletins. Publish, at least monthly, a newsletter to those officers under his/herdirection.

10. Train qualified persons on all the duties related to this position. Promote and utilize the TEAM approach to directing officers in the region. Realize the importance ofsetting an example of good leadership and listening to the concerns of the Members.


12. Abide by all requirements set forth in previous MOUs and the Officer’s Guidebook.

As an Officer in GWRRA, I will do everything in my power to comply with the above areas of understanding. It is understood that any violation of this agreement may resultin a disqualification from GWRRA officer status. It is understood that I will take possession of and safeguard all property pertaining to my office. Upon my departure fromoffice, I will turn over to my successor or next ranking officer all property to include any that was acquired with official funds while I was in office.

____________________________________________________ _____________________________ _____________________________________Printed Name GWRRA Membership Number Expiration Date

_____________________________________________________ _____________________________ _____________________________________Signed Date Region

_____________________________________________________ _____________________________Executive Director Date

I-11 October ‘01

Memorandum of UnderstandingConfidentiality of Member Information

It is understood and agreed upon that Membership information is private and should be treated inthe same way we would protect our own personal information from those without the need toknow or possess. Accordingly, all Membership information is to be used for official businessand as it relates to the operations of GWRRA. It is further agreed that no information from theMembership listing or any other Member information can be transferred or distributed, in anyformat, to persons, organizations, or business interests, without the expressed written consent ofthe Home Office.

It is further understood that all Membership information and media is the property of the GoldWing Road Riders Association and is to be transferred in its entirety, along with all otherGWRRA property, to succeeding officers, or at the direction of the appointing officer.

I, __________________________________, agree to this Memorandum ofUnderstanding and agree to adhere to the fullest extent in safekeeping andprotecting the private information of the Membership as set forth above.

Signature: ______________________________ Date: _________________

July ’99 I-12

GOLD WING ROAD RIDERS ASSOCIATION

GRIEVANCE FORMAggrieved Person (s)

Name (s)

Address: State: Zip:

GWRRA Membership number, if applicable

Nature of complaint or concern:

GWRRA operations policy Yes No

Officer selection Yes No

Officer termination Yes No

Unfair, or inequitable treatment Yes No of a member

Other, please be specific:

If officer was removed from position, what was the cause (s)?

Level of complaint:

Chapter level District level Region level

Have you discussed concern with appropriate officer? Yes No

Results of discussion

I-13

Gold Wing Road Riders Association SIGN-IN SHEETChapter _______________ Date ____________

Name Co-Rider Street Address City & State Zip MemberNumber

Phone MemberSince

Expir.Date

12345678910111213141516171819202122232425

FOR THE PERIOD FROM TO

REGION, DISTRICT, CHAPTER

OFFICER'S NAME AND POSITION

CITY, STATE, PROVINCE, ZIP CODE

FEDERAL TAX ID NUMBER (US ONLY)

PRIOR PERIOD ENDING BALANCE - CHECKBOOK -$ INCOME SUMMARYOther income * (List on Back)

MONTH Rallies Poker Runs

50/50 Drawings

Goodie Sales Advertising Non-Logo

ItemsExhibitor

FeesOther Income * (List on Back)

TOTAL DEPOSITS

JAN -$

FEB -$

MAR -$

APR -$

MAY -$

JUN -$

JUL -$

AUG -$

SEP -$

OCT -$

NOV -$

DEC -$

TOTALS -$ -$ -$ -$ -$ -$ -$ -$ -$

TOTAL INCOME: -$

Oct. 2003 I-14

Financial Report

DEPOSITS FROM

Effective December 1, 2003, bank statements, the Financial Report Cover Sheet and the Equipment List are to be attached to all Financial Reports. Region and Districts are to attach bank statements according to the above date, Chapters are to attach statments no later than December 1, 2004.

EXPENSE SUMMARY

MONTH Printing Telephone Postage Office Supplies

Goodies Fund-Raising Event

Travel Rallies Bank Charges

Other Exp. ** List Below

Total

JAN -$

FEB -$

MAR -$

APR -$

MAY -$

JUN -$

JUL -$

AUG -$

SEP -$

OCT -$

NOV -$

DEC -$

TOTALS -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

TOTAL: -$

Adjustment Detail

$ Amount $ Amount

-$

-$

-$

-$

I-15 10/3/03

Your signature represents that all standards relating to the use, tracking and handling of GWRRA funds as listed on the MOU and in the Officer Guidebook have been complied with and that receipts for all listed expenses are available upon request of your appointing officer or the GWRRA International Headquarters.

TREASURER SIGNATURETOTAL (List under "Other Income" on Income Summary)

TOTAL (List under "Other Expense on Expense Summary)

CHECKS FOR

* Other Income ** Other Expense

Item Item

All Expenses must have verifiable reciepts.

FINANCIAL SUMMARY

Previous Bank Balance

(From Income Summary)

Subtotal

Deduct Total Expenses

(From Expense Summary)

Current Bank Balance

Add Total Income

OFFICER'S SIGNATURE

July ’99 I-16

BANK INFORMATION & STAFF SIGNATURES(Return to Home Office, 21423 N 11th Ave., Phoenix, AZ 85027-2813)

DATE ____________________________

GWRRA REGION ________________________ DISTRICT ____________________ CHAPTER ________________________

CHECKING ACCOUNT # _______________________________ FEDERAL EIN # _________________________ (USA ONLY)

BANK NAME _________________________________________ TELEPHONE ( ) _____________________________

ADDRESS _______________________________________________________________________________________________

CITY __________________________________ DISTRICT _________________________ ZIP __________________________

(1) NAME ____________________________________ GWRRA# ________________ STAFF POSITION _________________

ADDRESS _________________________________________________ CITY ________________________________________

DISTRICT ______________________________ ZIP ____________ TELEPHONE ( ) ______________________________


ADDRESS _________________________________________________ CITY ________________________________________



ADDRESS _________________________________________________ CITY ________________________________________


(4) DISTRICT DIRECTOR OR REGION DIRECTOR ________________________________________________ (REQUIRED)

ADDRESS _________________________________________________ CITY ________________________________________


Financial Report Comments & Explanations:

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

January 2003 I-17

IRS FormsIRS forms may be obtained through www.irs.gov

Officers of GWRRA should be familiar with the following IRS forms:

SS-4 Application for Employer Identification (See sample below)All new U.S. Chapters, District and Regions should file SS-4

8822 Change of AddressForm 8822 should be filed for changes in primary officers ie: CDs, DDs, RDs

990 Return of Organization Exempt Form Income TaxForm 990 should be filed if annual gross receipts are $25,000 or more

990T Exempt Organization Business IncomeForm 990T should be filed if UBI is $1,000 or more

June ’99 I-18

EVIDENCE OF INSURANCE REQUEST(please allow 45 days for processing)

DATE: _____________________________

Dear GWRRA Officer.Please complete this form only when the facility, agency, or owner, where you are holding the event, requires aCertificate of Insurance (Evidence of Insurance). This form must be filled out by the Officer planning the event.The second page of this form must be filled out by the facility, agency, or owner. (It is recommended that youphotocopy the second page and leave it with them to be completed! When both forms are completed, send themand the appropriate check to the GWRRA International Headquarters in Phoenix for processing.

If either of the two pages are not filled out properly, they will be returned. Please note, we need a minimum of 45days to process your request. You do not want to risk having your event without the proper insurance coverage. Ifthe facility does not wish to fill out the form, we will accept a letter, on their official letterhead, listing whom theAdditional Insureds should be—EXACTLY.

If you have any questions, call Member Services at 1-800-843-9460.

(Remember to print your name and phone number on page 2 before giving it to the facility.)

Officer requesting approval (Please print):

Name: ___________________________________ Position: ___________________

Address: ____________________________________________________________

City: ____________________________ State: _____________ Zip: ____________

Phone: ( ) ____________________ Day

Activity Description & Purpose: _________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Dates of Activity: ____________________________________________________

Location of Activity: __________________________________________________

Event Registration Fee (if any): __________________________________________

___________________________________________________________________

If Chapter Activity, Name of Chapter: _____________________________________

HOME OFFICE USE ONLY

Date Received: ______________ Date Cert. Mailed: __________ Ins. Contact: ____________ Ck. Amt.: $ _____________ Ck. Number: ____________ Processor’s Init: __________ Special Note: ____________ _______________________

If Evidence of Insurance is required, remit $50 for Revenue generating events.Public Relation events $10.

Both forms must he received at Home Office 45 days prior to event!

I-19 June ‘99

(Evidence of Insurance Request - Page 2)Requesting Facility To Fill Out This Section

Facility requesting evidence of insurance:

Contact Name: _________________________________________________________________

Title: _________________________________________________________________________

Business Name: ________________________________________________________________

Business Address: ______________________________________________________________

City: ___________________________________ State: ____________ Zip: ________________

Business Phone: __________________________ FAX: ________________________________

Additional Insureds (please list exactly as needed)___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

________________________________________ ___________________________Signature Date

Please return this form to the GWRRA Officer who has requested it. Thank you for your assistance.

GWRRA Officer’s Name: _______________________________________________Phone number: ________________________________________________________

Gold Wing Road Riders Association, Inc.PO Box 42450

Phoenix, Arizona 85080-2450Phone: 800-843-9460

Fax: 623-581-3844

Oct. 2001 I-20

Gold Wing Road Riders AssociationProgress Review and Activity Plan Form

Activity Plan For:Officer Name:________________________Position:____________________________

Review Dates Summary Rating Goal Setting Interview:________________ ____Outstanding *6-Month Progress Review:______________ ____Superior30-Day Follow-up Interview:____________ ____Fully Successful60-Day Follow-up Interview:____________ ____Minimally Successful12-Month Review:____________________ ____Unsuccessful *

* Outstanding/ Unsuccessful are used only for exceptional cases based on the judgment of the rating official.

Enter 0 = Goal Not Achieved, 1 = Goal Achieved, 2 = GoalExceeded,__________Achievement Level

I. FUNDAMENTAL GOALS: (To be completed for all officers)

1. Develop and implement a “FUNplan” for the Chapter/District/Region. _____ 2. Treat Members and colleagues fairly and honestly. _____3. Respond promptly to all requests for information/assistance. _____4. The Chapter/District/Region is active and growing. _____5. Actively support and assist upline/downline officers and staff. _____6. Demonstrate financial responsibility. _____7. Demonstrate concern for the interests GWRRA and it’s Members. _____8. Conduct all activities in full harmony with GWRRA operating principles. _____9. Maintain a high level of personal accessibility to the Members. _____

II. FUNCTIONAL GOALS (Upline and Local): (To be completed for all officers)

A. Member Service1. Regular social activities are planned and carried out. _____2. Few Member complaints registered, all Member complaints resolved. _____3. Members are aware of all available GWRRA benefits, programs, and services. _____4. _____________________________________________________________ _____5. _____________________________________________________________ _____

B. Teamwork1. Proactively promote LTD, RED, and MED sponsored activities. _____2. Delegate to and involve the full Chapter/District/Region staff. _____3. _____________________________________________________________ _____4. _____________________________________________________________ _____5. _____________________________________________________________ _____

I-21 Oct. 2001

C. Communication1. Reports are accurate and submitted on time. _____2. Publish a first-class newsletter at least monthly to all interested parties. _____3. Keep upline/downline officers/staff advised of developing issues & successes. ____4. _____________________________________________________________ ____5. _____________________________________________________________ ____

D. Administration1. Complete personal training activities and assignments. _____2. Provided training and development opportunities for staff and Members. _____3. Maintain an adequate staffing level. _____4. _____________________________________________________________ _____5. _____________________________________________________________ _____

III. LEADERSHIP

A. District Leadership: (Complete for District and Senior Chapter positions)1. All staff performance reviews are completed as scheduled. _____2. _____________________________________________________________ _____3. _____________________________________________________________ _____4. _____________________________________________________________ _____5. _____________________________________________________________ _____

B. Region Leadership: (Complete for Region and Senior District positions)1. All staff performance reviews are completed as scheduled. _____2. _____________________________________________________________ _____3. _____________________________________________________________ _____4. _____________________________________________________________ _____5. _____________________________________________________________ _____

C. National Leadership: (Complete for National and Senior Regional positions)1. All staff performance reviews are completed as scheduled. _____2. _____________________________________________________________ _____3. _____________________________________________________________ _____4. _____________________________________________________________ _____5. _____________________________________________________________ _____

IV. AgreementsWe agree that the above goals are realistic, appropriate for our respective areas of responsibility, and representativeof our local activity plans for the coming year.

Reviewing Officer Officer

Start of Year: __________________________ ____________________

6-Month Review: __________________________ ____________________

12-Month Review: __________________________ ____________________

6/1/99LT

July ’99 I-22

LABEL/MAIL REQUEST FORM(CHECK ALL THAT APPLY AND COMPLETE ALL BOLD AREAS)

***MEMBERS***

MEMBER STATUS: _____ ACTIVE _____ EXPIRED _____ BOTH1. _____ ALL (FULL, OFFICERS, ASSOCIATES, VIPS, ETC. FOREIGN & DOMESTIC)

2. _____ FULL MEMBERS ONLY

3. _____ OFFICERS (X, O, S, R)

4. _____ ASSOCIATES (600,000)

5. _____ ADVERTISERS (700,000)

6. _____ SUBSCRIBERS (800,000)

7. _____ OTHERS (VP, MG, FR.) Specify _________________________________________

***DOMESTIC*** (Does not include Canada or foreign counties) 1. _____ ALL USA

2. _____ REGIONS: (A, B, D, E, F, H, I, J, K, L, M, N) SPECIFY one or more choices:___________________________________________________________________

3. _____ STATES: (AZ, CA, ETC) SPECIFY one or more choices: ________________________________________________________________________________________

4. _____ CHAPTERS: (AZA, CA1A, ETC.) SPECIFY one or more choices: __________________________________________________________________________________

***FOREIGN***1. _____ ALL FOREIGN MEMBERS

2. _____ COUNTRIES: (CANADA, GERMANY, ENGLAND, ETC.) SPECIFY countries requested: ___________________________________________________________

3. _____ CANADIAN PROVINCE: (AB, BC, ETC.) SPECIFY if applicable: __________________________________________________________________________________

***LABEL FORMAT***A. _____ STANDARD FIRST LINE OF LABEL (MEMBER # AND EXP. DATE)

B1. ____ PRESSURE SENSITIVE, 4-UPB2. ____ CHESHIRE, 4-UP

C1. ____ NEED POSTAL ZONE COUNT REPORT WITH MAILING (If not checked, no report will be issued.)

***SORT*** Labels will automatically be sorted by zip code sequence. Should you require another type of sort,please indicate here: __________________________. Please keep in mind mail is not eligible bulk mailing if notsorted by zip code and may result in higher mailing costs.

I-23 July ‘99

* **MAILING***

NAME OF MAILING: __________________________________________________________________QUANTITY: ___________________________ DESIRED MAIL DATE: __________________________SAMPLE ATTACHED: YES __________ NO __________MAILED TO: NATIONWIDE __________ INTERNATIONAL (INCLUDING CANADA) ____________IF NO SAMPLE, GIVE WEIGHT _________ SIZE __________ NUMBER OF PAGES __________

***BILLING INFORMATION***(Please complete)

1. MEMBER RATE (.08 PER LABEL) (check here) ______________________2. COMMERCIAL RATE (.125 PER LABEL) (check here) ______________________

SPECIFY TO WHOM BILLED:Company Name: _______________________________________________________________Attn: ________________________________________________________________________Address: _____________________________________________________________________City: _________________________ State: ____________ Zip: ________________________

3. Credit Card #: ____________________________________ Exp. Date: _______________________

***MAIL METHOD APPROVAL*** (Internal Use Only)

FIRST CLASS ______ THIRD CLASS _____ BULK _____ UPS (GROUND ______ 2nd DAY ______)OVERNIGHT EXPRESS _____ OTHER: _____ Specify:_____________________________________)

VIA: MAILING HOUSE ______ POST OFFICE ______ UPS ______ AIRBORNE EXPRESS ______ FEDERAL EXPRESS ______ OTHER (Specify: ______________________________________)

MAILING COST PER PIECE: _________ x __________ (number of pieces) = ____________________ +BULK HANDLING FEES: ___________________ APPROXIMATE TOTAL COST: $ ______________BULK PERMIT #: GWRRA ______ OTHER (Specify: ______________________________________)P.O. #: ____________ APPROVED BY: _______________________________ DATE: ___________

COMPLETED BY: ___________________________________________ DATE: ________________

LABEL DATE REQUIRED: __________________________ DATE: _____________________________

DELIVER LABELS TO: _____________________________ APPROVED BY: _____________________

NAME OF REQUESTOR: ___________________________ APPROVAL DATE: ___________________

GOLD WING ROAD RIDERS ASSOCIATIONBIKE SHOW JUDGING FORM

CLASS: ________________________

BIKE NUMBER

YEAR OF BIKE

MILEAGE

ADD FIGURES FROM HERE DOWN

OPTIONAL SAFETY ITEMS

CONTINUITY 1 - 30 Points

PAINT & ACCESSORIES 1 - 25 Points

CLEANLINESS 1 - 20 Points

OVERALL APPEARANCE 1- 25 Points

TOTAL

SAFETY INSPECTION DEDUCTIONS

GRAND TOTAL

PLACE FINISHED

JUDGING SCALE: 1 - 30 POINTS Depending on stated range for each category. IMPORTANT: In the event of a tie between two or more bikes, mileage can be used as a tie breaker.

JUDGE'S NAME _____________________________________________

July 99 - I-24

I-25 July 99’

GOLD WING ROAD RIDERS ASSOCIATIONSAFETY INSPECTION FOR BIKE JUDGING

CLASS _______________ BIKE # ________ YEAR__________ MILEAGE____________

NAME ________________________________ CHAPTER______ STATE_______________

OPTIONAL SAFETY EQUIPMENT: Add (1) Point for each item.

Fire Extinguisher _________ Headlight Modulator __________ First Aid Kit _________ Brakelight Modulator __________ CB Radio _________ Driving Lights __________

TOTAL OPTIONAL POINTS + [ __________]

**** THIS INFORMATION MUST BE TRANSFERRED TO THE JUDGES FORMS ****

NOTE: From this point down only mark items that are deficient.LIGHTS: Deduct (1) Point for each item not functional

FRONT: High Beam______ Low Beam ______ Turn Signals ______ 4 Ways ______ REAR: Tail ___________ Brake __________ Turn Signals ______ 4 Ways______

TOTAL DEDUCTIONS __________

TIRES: Deduct (1) Point for each item marked

TREAD DEPTH: Front 1.5 mm or less ______ Rear 2.0 mm or less ______ CONDITION: Bald _____ Cupped _____ Cracked _____ Cut _____ TIRES: Unmatched __________

TOTAL DEDUCTIONS ___________

BRAKES: Deduct (1) Point for each deficient item.

FRONT: Pads _____ Rotor ______ Lever Operation _____ REAR: Pads _____ Rotor ______ Lever Operation _____


MISC. ITEMS: Deduct (1) Point for each deficient item.

Throttle Operation ________ Horn ________ Windshield Visibility ______ Mirrors ______


GRAND TOTAL FOR ALL POINT DEDUCTIONS – [ __________ ]

**** THIS INFORMATION MUST BE TRANSFERRED TO THE JUDGES FORMS ****

J

GWRRA COUPLE OF THE YEAR

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(Type or Print Legibly)Page 1

wish to nominate the following candidates for consideration as a GWRRA Couple of the Year. A copy ofhis form will be submitted to the Chapter Director no later than January 15.

CANDIDATE’S INFORMATION

ALEAME:

DDRESS:

ITY, STATE, ZIP:

ELEPHONE: ( ) E-MAIL:

HAPTER DESIGNATION:

WRRA INDIVIDUAL OR FAMILY MEMBER NUMBER:

XPIRATION DATE: JOIN DATE:

EMALEAME:

DDRESS:

ITY, STATE, ZIP:

ELEPHONE: ( ) E-MAIL:

HAPTER DESIGNATION:

WRRA INDIVIDUAL OR FAMILY MEMBER NUMBER:

XPIRATION DATE: JOIN DATE:

I-27 July ’99

GWRRA AFFILIATION

Page 2

PART I - To be completed and signed by the candidates.

1. We are aware we have been nominated for Couple of the Year. We agree to give GWRRA fullpublicity and cooperation if selected as finalists at any level (Chapter, District, Regional, International)of the program.

2. If selected as a finalist in Chapter competition, we wish do NOT wish to compete for DistrictCouple of the Year. If competing for District Couple of the Year, we agree to attend the District eventwhere District selection takes place.

3. If selected as District Couple of the Year, we agree to attend the Regional event where Regionalselection takes place.

4. If selected as Regional Couple of the Year, we agree to attend Wing Ding where the Internationalselection takes place.

5. We have participated in the following GWRRA activities:

a)

b)

c)

d)

e)

f)

g)

h)

i)

j)

Signed by male candidate: Date:

Typed or printed name of male candidate:

Signed by female candidate: Date:

Typed of printed name of female candidate:

PART II - To be completed and signed by the candidates’ Chapter or Assistant Chapter Director.

I certify that the above named individuals are participants of Chapter (include City, District)

Signed: Date: (Chapter Director or Assistant Chapter Director)

July ’99 I-26

NOMINATOR’S COMMENTS

Page 3

NAME OF NOMINATOR:

CHAPTER NAME (Include City/District):

I-29 July ‘99

WING WORLD – TOURS AND RALLIESINSERTION REQUEST

MAIL TO: GWRRA, WW DEPTPO BOX 42450

PHOENIX, AZ 85080-2450OR FAX 1-623-581-3844

REQUESTS MUST BE RECEIVED BY THE FIRST OF THE MONTH, 90 DAYS PRIOR TOWING WORLD ISSUE DATE IN WHICH TO BE INSERTED. (i.e. July issue material received by April 1)

1. Check One: [ ] Chapter Event Chapter Letter: __________(i.e. CA1V)

[ ] District Event District I. D. ______________(CO, OH)

[ ] Regional Event Region I. D. _______________(F, H, I)

[ ] Grand Tour

2. Event will be held in City, State: __________________________________________________

3. Beginning Date: ____/____/____ 4. Ending Date: ____/____/____

5. Name of Event or Tour: _________________________________________________________

6. Person to contact, with FULL KNOWLEDGE of all aspects of the event.

a. Name: ______________________________________________________________

b. Phone Number: (______) ______ _________

7. Issue Date: ________ ASAP_____ Other (Specify) ___________________________________

a. Officer’s Name: ______________________________________________________

b. Address: ____________________________________________________________

c. City: _________________________State:_____________Zip: _________________

d. Phone Number: (______) ______ ________

e. GWRRA Chapter: ___________ District: _____________ Region: ______________

July ’99 I-30

GOLD WING ROAD RIDERS ASSOCIATION TRANSFER of MEMBERSHIP CERTIFICATE

_________________________DATE

I/We have sold our 19__ Gold Wing _________________ to____________________________, Model Buyer

who resides at ___________________________, __________, ____, _______ (___) ___ _____, Street Address City or Town State Zip Code Area Code & Phone #

and request that the remainder of our membership in the Gold Wing Road Riders Association betransferred to the buyer through my/our expiration date of ______________, or a minimum ofthree (3) months. It is my/our intent that all benefits in the Gold Wing Road Riders Associationwill be transferred.

Conveyed with this transfer of membership/s, is a $10.00 credit to be applied to the first renewalof the buyer’s membership. Upon receipt of this Transfer Form, the new Member will alsoreceive two (2) 4” logo patches, two (2) membership pins and the remaining issues of “WingWorld” magazine, through the seller’s expiration date, or as stated above, a minimum of three (3)months of “Wing World”.

Seller’s Name: _________________________________________________

Membership Number & Expiration Date: ____________Membership # ___________ Expiration Date

Associate Member’s Name (If Any) _________________________________________________

Address, City, State & Zip Code ______________________, ____________, __, __________Phone Number (___) ___ ____

Please forward or fax completed transfer form to:Membership Services, GWRRA, 21423 N. 11th Ave., Phoenix, AZ 85027(800) 843 9460 FAX (623) 581 3844 e-mail <[email protected]>

NOTE: The remainder of your membership may be conveyed through a dealer, to abuyer that is not currently a member of GWRRA, Inc.

CHAPTER CLOSURE APPLICATION

Note: Upon receipt of this application, the GWRRA International Headquarters will survey the Members of the Chapter toconfirm that all available resources were exhausted before the final approval to close the Chapter is made. All closures aresubject to the final approval of the Executive Director; and until final approval is granted, the District remains responsible tosubmit the respective charter fees for the chapter. Closure applications must have a final Financial Report, Equipment Listand check for the balance of funds remaining in the account in order to be accepted. Incomplete applications will bereturned to the Regional Director for follow-up. Failure of the reasonable office to comply with these requirements mayresult in a forfeit of Membership and may lead to corrective or legal action.

Chapter:_________________ City: _____________________________________ State/Prov: _______________

Last Chapter Director:_______________________________________Phone:________________________________

# of GWRRA Members (From Area Report): ____________ # of Active Participants: _____________________

District Director:_______________________________ Regional Director:_________________________________

When were you first aware that the Chapter was having difficulties?______________________________________

Reason for Closure: _______________________________________________________________________________

________________________________________________________________________________________________

________________________________________________________________________________________________(Attach additional sheets if required.)

What have you done to prevent the closure? (Attach additional sheets if required.)

District Director:__________________________________________________________________________________

________________________________________________________________________________________________

Regional Director: ________________________________________________________________________________

________________________________________________________________________________________________

What needs to be done to reactivate this Chapter? (Attach additional sheets if required.)

District Director:__________________________________________________________________________________

________________________________________________________________________________________________

Regional Director: ________________________________________________________________________________

________________________________________________________________________________________________

APPROVED - DISTRICT:__________________________________________ DATE: ___________________District Director Signature

APPROVED - REGION: ___________________________________________ DATE: ___________________Regional Director Signature

APPROVED - NATIONAL: ________________________________________ DATE: ___________________Executive Director Signature

I-31Oct. 2003

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Financial Report Cover Sheet

Use one cover sheet for each financial report. District Directors are to review and initial each Chapter Cover Sheet.Region Directors are to review District Reports and initial District Cover Sheets.

New Policy Effective December 1, 2003 for Regions and DistrictsEffective December 1, 2004 for Chapters

ll Financial Reports must accompany a copy of the bank statements for the entire date range listed on theeport. The statements may be printed from the Internet or copies of actual statements; however; they must be issuedy the bank that holds the account. Reports from a personal accounting software is not acceptable as supportingocumentation, but may accompany the actual statements.

Please attach this form to each financial report

his is a: Chapter Financial Report for ___________ District Financial Report for ___________ Region Financial Report for ___________

This is our yearly financial report This is a change of officer financial report

tatements A and B must be initialed by the person submitting the report

) ________All expenses outlined in this report have verifiable receipts on record. (In order to protect yourself,RS regulations state that financial records of any kind should be kept on file for up to seven years. Inddition, a complete copy of the records is to be passed to your successor to ensure they are always availible.)

). ________I confirm that the attached report has signatures of both an Officer and Treasurer and that the Treasurereets the requirements as outlined in the Officer’s Guidebook and on the MOUs.

tatements C, D and E are to be initialed by the District and Region Director uponeviewing the financial reports from their area.

). ________I understand that it is part of my fiduciary responsibility to GWRRA to review all financial reports forubordinate Chapters and Districts. I further understand that submitting the reports to the GWRRA Headquarters isy confirmation that there are no looming questions regarding the reports, the income or expenditures they

epresent. In addition, to the best of my knowledge all funds were used and documented as per the policies in theWRRA Officer’s Guidebook.

). ________I have kept track of any reports that contain little or no activity in order to follow-up with the Chapterirector and/or my staff regarding the status of the chapter and possible ways to increase activity and participation.

). ________ Attached are supporting bank statements for the time frame indicated. District and Regions areequired to include bank statements as of December 1, 2003 and Chapters are required to include bank statements asf December 1, 2004.

_____________________________________ __________________________________________________istrict Director Date Region Director Date

evised October 2003

New Policy as of January 2003From page B-3 of the GWRRA Officer’s Guidebook

CONTROL OF CHAPTER, DISTRICT AND REGION PROPERTYEach Chapter, District and Regional Director is responsible for the control of funds and property thatbelongs to his/her respective office. This includes property that may be in the possession of other officersor staff members, including officers in Rider Education. Any item that is purchased with Chapter, Districtor Regional funds, received from the previous Director or acquired by any other legal means belongs tothat office. Under no circumstance will any of this property or monies ever become your personalproperty or the property of another officer or staff member.

Items purchased with official funds for the use of the Director, another officer or staff member must benoted and forwarded to the new Director when a change of officer occur. A record must be kept to logitems such as computers, printers, fax machines, software, file cabinets, visual aids and other major itemsof office equipment. As a minimum, this record will include the nomenclature, serial number if applicable,date of purchase, cost and disposition. The disposition will provide information as to the status of theitem. If the item becomes inoperable that should be noted. If the item was discarded that should benoted along with some justification. This information must be kept up-to-date and passed on to the newDirector with a copy to your appointing officer when you leave office. A copy should be kept in your fileas well.

If appropriate financial records are kept there should never be any question concerning those itemspurchased during the tenure of any Director. The annual Financial Report is the prime document used toreport all income and expenditures. Should there be any requirement to justify income, expenditures orthe status of any property it is the responsibility of the officer to produce the necessary receipts or otherbackup to explain any inquiries. It is also the responsibility of each officer to maintain this financialbackup as a matter of record after he leaves office.

Revised October 2003

Chapter/District/Region

ItemModel/Serial Number/

Identifying MarksDate of

PurchaseEstimated

ValueCondition

(poor/fair/good/new) Comments123456789

101112131415

Side OneFormer Officer Date

I-34

Oct-03

Side One - The former officer is to fill out side one of this form in order to document all equipment or inventory that was transferred to his/her successor.

The former officer must sign this form, even if the change of office is not recent. Your signature indicates that the above listed equipment was transferred to your successor when you left office.

GWRRA Equipment List

This form is to be completed and submitted with yearly financial reports or as a matter of routine when transferring officers. The equipment list must be signed by the former officer and the new officer. This list should include all equipment from the various divisions such as Rider Ed, Leadership Training, Recruiting, etc. All equipment purchased with GWRRA funds is to be listed. This may include but is not limited to: Computers, software, walkie-talkies, Rider Ed cones, CPR mannequins, signage, literature, copy and fax machines.

Chapter/District/Region

ItemModel/Serial Number/

Identifying MarksDate of

PurchaseEstimated

ValueCondition

(poor/fair/good/new) Comments1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Current Officer Date

Oct-03 Side TwoI-35

GWRRA Equipment List

Side Two - The current or new Officer is to fill out this side of the form to document the purchase of new equipment or the disposal or sale of inadiquate equipment. Please note that any equipment that is no longer useful to the officer requires the concensus of the appointing officer before removing any equipment from inventory.

Your signature represents that you have thoroughly documented all equipment for your Chapter, District or Region and that in the event any item was removed from inventory it is documented on this form and was discussed with your appointing Officer.

Documents

STANDARD FORMS - GWRRA