ALLIANCE FOR INJURED MOTORCYCLISTS
CHAPTER POLICY MANUAL

The following standing policies were set by the Board of Directors and will be adhered to unless modified or changed by that body at a recorded meeting.

SETTING POLICY

1. Policy may be included in these directives to interpret or clarify the Bylaws and or Constitution of the Chapter.
2. Policy may be included in these directives to cover matters not included in the Bylaws and or Constitution of the Chapter.

STANDING POLICIES

1. FINANCIAL
   1. No two (2) individuals who are married, in the same family, or in a close personal relationship may serve as signing officers for the Chapter at the same time.
   2. 1. The Board of Directors at an advertised meeting will approve all expenditures, other than regular office expenditures.
      2. Regular office expenses will include memberships services such as newsletters, mailings etc and other expenses incurred by the Secretary or Treasurer in the regular course of their duties.
   3. The treasurer shall be the chief signing officer supported by a second signator from alternates established by the Board of Directors.
   4. The President and Vice President or one other signing officer in the absence of the Vice President may spend up to One Thousand dollars ($1,000.00) for emergency aid to a motorcycle accident victim or their family.  Any such expenditure shall be presented at the following Board of Directors meeting for ratification and entry in the minutes.
   5. The treasurer shall receive and keep custody of all original financial documents addressed to or received by the Chapter and shall make such material available to the Board for examination if requested.
   6. The Board of Directors will honor agreements or contracts established by any previous Board of Directors unless said agreements can be demonstrated to be unlawful, unreasonable or damaging to the reputation of the organization.
   7. 1. The Treasurer will provide the Board of Directors with monthly financial statements and an annual financial report and statement to the membership at the Annual General Meeting.
      2. The Treasurer will provide such reports as are required by A.I.M. CAN or any government agencies in their area of operation, in a timely manner.
   8. The Treasurer shall have custody of all financial forms and records necessary to carry out their duties such as bank deposit and cheque books, ledgers, receipt books, bank and chapter financial documents, etc.
   9. The Treasurer will keep intact all financial records and materials and present them immediately at the end of their term of office to the incoming Treasurer or Board of Directors.

   SECRETARY

   1. The Secretary will take and keep a permanent record of the minutes of all meeting.  This "Book Of Minutes" will be presented to the incoming Secretary or Board of Directors at the Annual General Meeting.
   2. The Secretary will notify (at least seven days in advance) all members of the Board of Directors of any meeting.
   3. The Secretary will receive, record and distribute all correspondence addressed to the chapter and will keep custody of these materials for the permanent records of the chapter.
   4. The Board of Directors will present copies of any correspondence they distribute (including eMails) to the secretary for recording.
   5. The Secretary will keep records of the membership.

   ADDRESS OF THE CHAPTER

   1. Every chapter will establish and keep a permanent mailing and eMail address.
   2. Every chapter will establish and keep a permanent telephone number immediately on being established.
   
   
2. MEETINGS
   1. The meetings of the Board of Directors and all business conducted therein will be open to attendance by the membership as observers with the exception of client or privileged information which shall be dealt with in camera (privately).

   VOTING & MEETING PROCEDURES

   1. Roberts Rules Of Order will be used to conduct meetings.
   2. All procedures including voting carried out at the Annual General Meeting will be as directed in the attached "Procedures at the Annual Meeting".
   3. All directors (including the executive officers) have equal voting rights and no Director or Officer may cast a second or tie breaking vote or ballot or vote by proxy at a Chapter Board Meeting.
   
   
3. PRIVACY & PRIVILEGED INFORMATION
   1. The Board of Directors will avail themselves of all Federal or Provincial Government statutes or directives and will adhere to those standards or regulations.
   2. No member of the Board of Directors will disseminate or broadcast any private or privileged information regarding clients, spouses, businesses or members without express permission.
   3. The Board of Directors may receive private or privileged information from clients, their families, their appointed representatives or others in the furtherance of their duties.
   
   
4. NEWSLETTERS AND RELEASES OF INFORMATION
   1. 1. The President is the official spokesperson for the Chapter and shall make all public pronouncements on behalf of the Chapter.
      2. The President and the Board of Directors may appoint a delegate for a specific pronouncement.
   2. No articles or opinions will be published without first identifying the author.