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Any Bike Club Officers/Directors Here?

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Any Bike Club Officers/Directors Here?

Old 03-02-16, 05:33 AM
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jwalther
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Any Bike Club Officers/Directors Here?

I'm a newly elected member of my club's Board of Directors. I thought it might be a good to have an ongoing thread to discuss ideas, problems, issues associated with running a local club. Anyone interested?
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Old 03-02-16, 06:12 AM
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Sure, I'm on the executive of my local club.
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Old 03-02-16, 06:51 AM
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Board of Directors?
Sounds like more than a club.
We never had a Board of Directors or anyone taking minutes of our meetings back when our club met in my friends treehouse.
Very cool
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Old 03-02-16, 08:29 AM
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I'm director of chili at our mt bike chapter fall event. Truth. Feeding 650 people is a task. Everybody likes chili after a 2-4 hr mt bike ride.
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Old 03-02-16, 10:14 AM
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Yes, I'm on my club's board. Sometimes think I should have my head examined.
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Old 03-02-16, 10:31 AM
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ideas for BOD members of a club.

make sure that insurance and any liability at club events is covered.
make sure that all club members sign a document, describing the club rules.
make sure everyone wears a helmet at any club event.
check attendees at start of rides so non-club members can be informed of rules/liability
(some clubs are really strict about visitors - check the insurance policy & visitor liability)
have more than 1 ride leader for groups that are not 'small' - whatever small means

keep it friendly over competitive - or have both, if the organization is large
keep records of sponsored rides and attendees, if possible

advertise & remember social media can be your friend.

edit: be prepared for weirdness & pettiness. Develop thick skin, good ears, and a gentle voice.
Audit the treasury/treasurer annually, for their own protection + yours.
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Old 03-02-16, 10:36 AM
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Well, it just so happens that I'm on my club's BOD, so I'll be checking from time to time on this thread also.
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Old 03-02-16, 04:22 PM
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Originally Posted by Wildwood View Post
check attendees at start of rides so non-club members can be informed of rules/liability
(some clubs are really strict about visitors - check the insurance policy & visitor liability)
Our club issues membership ID lanyards (like these - Order Your Custom Staff Lanyard Set, ID Card Sets Online). When we pay our membership for the new year, last years ID gets handed back and we are given a replacement.

These have an up-to-date passport style photo, as well as important information like name, address, next of kin ICE contact details, blood group, medication, allergies, club number, membership expiry date, etc.

They have to be shown before each session/race and be with us at all times during the ride. Obviously we don't wear them around our necks whilst riding, they just fit in our jersey pockets or saddle bags. No ID = no ride.
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Old 03-02-16, 08:06 PM
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Originally Posted by jen_turnbull View Post
Our club issues membership ID lanyards (like these - Order Your Custom Staff Lanyard Set, ID Card Sets Online). When we pay our membership for the new year, last years ID gets handed back and we are given a replacement.

These have an up-to-date passport style photo, as well as important information like name, address, next of kin ICE contact details, blood group, medication, allergies, club number, membership expiry date, etc.

They have to be shown before each session/race and be with us at all times during the ride. Obviously we don't wear them around our necks whilst riding, they just fit in our jersey pockets or saddle bags. No ID = no ride.
Easier than that, our ride leader brings a roster of who's signed up for a ride, takes roll call and checks off who showed up. You can't even see the rides, much less register for them online if you're not a member.

All the emergency contact info is taken as part of membership signup.

Now, OTOH, the advantage of your system is what everyone does when the ride leader is the one in an accident.
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Old 03-02-16, 08:53 PM
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Very cool!
I am looking for local bike club too~
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Old 03-03-16, 03:37 AM
  #11  
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Originally Posted by Sy Reene View Post
Easier than that, our ride leader brings a roster of who's signed up for a ride, takes roll call and checks off who showed up. You can't even see the rides, much less register for them online if you're not a member.

All the emergency contact info is taken as part of membership signup.

Now, OTOH, the advantage of your system is what everyone does when the ride leader is the one in an accident.
Our club found the biggest problem in this area was as it grew to many members, the irregular members may only turn up to a few odd meets per year. Everyone obviously knows the regulars by sight and probably knows where they live, etc. For the non-regulars though, having to call back to base or check through a lot of paperwork for contact details or other info wasn't practicable.

Members who show their ID at local shops also receive discounts from the clubs sponsors.

Some people don't like wearing ID and kick up a fuss if they forget it, but it's for our own benefit.
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Old 03-03-16, 06:02 AM
  #12  
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Originally Posted by jen_turnbull View Post
Our club issues membership ID lanyards (like these - Order Your Custom Staff Lanyard Set, ID Card Sets Online). When we pay our membership for the new year, last years ID gets handed back and we are given a replacement.

These have an up-to-date passport style photo, as well as important information like name, address, next of kin ICE contact details, blood group, medication, allergies, club number, membership expiry date, etc.

They have to be shown before each session/race and be with us at all times during the ride. Obviously we don't wear them around our necks whilst riding, they just fit in our jersey pockets or saddle bags. No ID = no ride.
Great idea! We have sign in/out sheets for all rides. Feasible to add a QR code to the ID and have a scanning tool at the ride site?
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Old 03-03-16, 06:31 AM
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Originally Posted by Wildwood View Post
ideas for BOD members of a club.

make sure everyone wears a helmet at any club event.
why? It's not necessary for insurance, and all the riders have signed a liabilty release.
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Old 03-03-16, 07:17 AM
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Originally Posted by jen_turnbull View Post
Our club issues membership ID lanyards (like these - Order Your Custom Staff Lanyard Set, ID Card Sets Online). When we pay our membership for the new year, last years ID gets handed back and we are given a replacement.

These have an up-to-date passport style photo, as well as important information like name, address, next of kin ICE contact details, blood group, medication, allergies, club number, membership expiry date, etc.

They have to be shown before each session/race and be with us at all times during the ride. Obviously we don't
wear them around our necks whilst riding, they just fit in our jersey pockets or saddle bags. No ID = no ride.
That's just old fashioned common sense and shouldn't even have to be mentioned.
I wouldn't dream of riding with someone if I didn't know their blood type.
I won't even draft someone until they verbally authorize me to inquire about it.
Sheesh
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Old 03-03-16, 07:19 AM
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For income tax purposes like the IRS and state tax authorities, what's the rule about Bike Clubs? Are they supposed to be tax exempt organizations? Like 501(c)(3)??
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Old 03-03-16, 07:54 AM
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There's a lot of favoritism involved in selection of bike club "officers". It isn't always who is the most competent.
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Old 03-03-16, 09:05 AM
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Originally Posted by Garfield Cat View Post
For income tax purposes like the IRS and state tax authorities, what's the rule about Bike Clubs? Are they supposed to be tax exempt organizations? Like 501(c)(3)??
Typically you want a club to be incorporated - this helps provide a layer a liability protection for the officers. And to open a bank account you need a tax ID number issued by the IRS. So you would typically want to the club set us as tax-exempt so that the club can file a simple "post card" form 990-N tax return. I think most clubs would qualify for tax exempt status under 501(c)(7), but this is not automatic, a filing must be done with the IRS (Form 1024). A key difference is 501(c)(3) is generally a charitable org to which contributions are tax deductible by donors, where a recreational club, while tax exempt, is not charity, so contributions are not deductible.

My club has an IRS determination letter that it is exempt under (c)(4), but this dates back almost 30 years, so the code may have been different then. Here is a link to IRC Section 501:

https://www.law.cornell.edu/uscode/text/26/501

IRS Info:

https://www.irs.gov/Charities-&-Non-...s/Social-Clubs

And depending on your state you may need to jump thru the same hoops there as well.

And people think being a board member just means setting up meetings and rides.
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Old 03-03-16, 12:40 PM
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Originally Posted by Wildwood View Post
ideas for BOD members of a club.

make sure everyone wears a helmet at any club event.
Originally Posted by skye View Post
why? It's not necessary for insurance, and all the riders have signed a liability release.
In the UK, British Cycling says it is best practice that all riders wear a helmet. That applies to Club/Group Ride/Training Sessions wherever they may take place – on the public highway, facility, off road.

Whether you agree or not, is your prerogative. Thankfully, most clubs now insist everybody wears a helmet and those who refuse to are given short shrift. If you are riding as part of a group, then you have a duty to respect fellow riders and other road-users.
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Old 03-03-16, 01:41 PM
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Originally Posted by jen_turnbull View Post
In the UK, British Cycling says it is best practice that all riders wear a helmet. That applies to Club/Group Ride/Training Sessions wherever they may take place – on the public highway, facility, off road.

Whether you agree or not, is your prerogative. Thankfully, most clubs now insist everybody wears a helmet and those who refuse to are given short shrift. If you are riding as part of a group, then you have a duty to respect fellow riders and other road-users.
I am sure many clubs will not let you ride unless you are in full kit.
Great stuff.
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Old 03-03-16, 01:50 PM
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Any Tire chalking Bike riding parking enforcement officers ?
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Old 03-03-16, 03:02 PM
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Originally Posted by skye View Post
why? It's not necessary for insurance, and all the riders have signed a liabilty release.
Please provide 1 insurance company that extends the same rates to an organization/company/individual that does NOT adhere to their industry's 'best practice' and flaunts an industry standard?

And this comes from a person who regularly expects to ride helmet-less when riding by myself. But not on an organized ride with many others, or a few.
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Old 03-03-16, 03:25 PM
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It's been over a decade since I was on the BOD for my club. Anybody can join our regular club rides, but then they don't have SAG or provide stocked rest stops - it's strictly stop-and-buy-your-own. Our signup sheets have an embarrassingly-long disclaimer, which basically say we try our best to provide a safe route but you're responsible for your own safety. The rider's name on the sheet signifies acceptance, which of course means almost nothing in today's litigious society. The club has liability insurance for all its rides; but the main thing the disclaimer does is establish that the rider's own insurance pays first. They can ride without signing the sheet, but then we can point and say they weren't on the ride, even if they somehow managed to obtain a cue sheet.

Yes, we get a better rate for insurance because of requiring helmets.
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Old 03-04-16, 01:32 AM
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Originally Posted by jen_turnbull View Post
In the UK, British Cycling says it is best practice that all riders wear a helmet. That applies to Club/Group Ride/Training Sessions wherever they may take place on the public highway, facility, off road.

Whether you agree or not, is your prerogative. Thankfully, most clubs now insist everybody wears a helmet and those who refuse to are given short shrift. If you are riding as part of a group, then you have a duty to respect fellow riders and other road-users.
Yes, they say it is best practice, but the insurance that covers British Cycling members does not require it, nor does the law. I ran a club for a while. I never wore a helmet on club runs, and (obviously) never required members to do so. We never had any problem with claiming on insurance through BC - indeed I did so myself once when struck by a car - head unscathed. And wearing a helmet has nothing whatever to do with respecting other riders or road users, as you seem to imply.
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Old 03-04-16, 01:56 AM
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Originally Posted by skye View Post
why? It's not necessary for insurance, and all the riders have signed a liabilty release.
In Australia, it's the law to wear a helmet on public roads and tracks.

It's been proven time and again that liability releases aren't worth the paper they are written on for the organisation if it can be shown that duty of care has been absent in the planning and running of an event.

I am president of my state branch of Audax Australia, the randonneurs' organisation. We are governed by various laws... as well as our own constitution. My position also means I am on the national Audax committee.

Some years ago, there was a major shake-out in the insurance industry here, and premiums for community organisations went through the roof, making some no longer viable. Audax now gets its insurance through Cycling Australia's master policy.

However, lack of insurance might mean exclusion from broader activities for an organisation. Again some years ago, I had to exclude the state's bicycle advocacy group from participation in Bike Week activities that I organised because, as was pointed out to me by a legal adviser, it takes $20,000 in costs just to respond to a legal action, let alone defend it. Sort of put it all into perspective, and the advocacy group got its insurance sorted out.

Last edited by Rowan; 03-04-16 at 02:09 AM.
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Old 03-04-16, 07:21 AM
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[QUOTE=jimincalif;18580481]Typically you want a club to be incorporated - this helps provide a layer a liability protection for the officers. And to open a bank account you need a tax ID number issued by the IRS. So you would typically want to the club set us as tax-exempt so that the club can file a simple "post card" form 990-N tax return. I think most clubs would qualify for tax exempt status under 501(c)(7), but this is not automatic, a filing must be done with the IRS (Form 1024). A key difference is 501(c)(3) is generally a charitable org to which contributions are tax deductible by donors, where a recreational club, while tax exempt, is not charity, so contributions are not deductible.

My club has an IRS determination letter that it is exempt under (c)(4), but this dates back almost 30 years, so the code may have been different then.

How about using a consultant to set up a Club?

Brian Yacker | YH Advisors
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