ATV MAINE
POLICIES

Policies

Read about the policies and responsibilities in place at ATV Maine for committee members, recognition, communication and conflict of interest. Contact us with any questions about our policies. You might also want to read our By-Laws.

Committee Membership Policy

All committee members are expected to make all attempts to meet at the appointed committee meetings. The first meeting of a new committee will be called by the ATV Maine President, who will preside over the committee until the committee elects a committee chairperson from its membership. The ATV Maine President will review the purpose and goal of the committee with its members.

After the committee has elected their committee chairperson, the committee chairperson will conduct the business of the committee and determine the time and place for each future meeting, in conjunction with the committee members and the ATV Maine Secretary. Committee members can recommend to the ATV Maine President additional or replacement committee members.

Committee Member Responsibilities

All committee members are responsible for attendance and participation at committee meetings, if at all possible. Committee members who are unable to attend a committee meeting will communicate such to the committee chairperson. Committee members are responsible for electing the committee chairperson and a secretary, if appropriate. Committee members are responsible for furthering the goals of ATV Maine and achieving the purpose of the committee.

Committee Chairperson Responsibilities

The elected chairperson of all committees is responsible for calling and organizing the meetings of the committee. The committee chairperson is responsible for assuring that committee members understand the goal and purpose of the committee, and are working to achieve the goal. The committee chairperson is responsible to update the ATV Maine President on the accomplishments of the committee, problems identified by the committee, questions of the committee that need resolution, and to give a report of the committee at each ATV Maine Regional meeting at the request of the ATV Maine President. If the committee requires expenditure of funds, the committee chairperson is responsible to inform the ATV Maine President of such need as soon as possible after the need has been identified, preferably in writing. The committee chairperson will coordinate the completion of any mileage reimbursement with the ATV Maine Business Manager for all committee members. The Committee Chair will send an email with the names, date, and place of attendance of the meeting to the Business Manager.

Any communication from the committee that needs to go to ATV Maine member clubs will be done in accordance with the ATV Maine Communication Policy.

Approved 10-2013

If possible, committee meetings will be coordinated through the ATV Maine Secretary if a time and location is needed for a meeting. This will minimize the expense of the committee to ATV Maine by potentially having more than one committee meet at a location at a time. Committee members will be reimbursed for mileage for attendance at committee meetings, according to the ATV Maine Mileage Reimbursement Policy.

All committee members are either appointed or volunteered. All committee memberships are reviewed by the Executive Board during the month of June to determine if the member wishes to remain on the committee and if the committee is accomplishing the goals set forth for the committee. Any problems with a committee member will be reported to the ATV Maine President.

Download Committee Membership Policy

Recognition Policy

The purpose of this policy is to set forth standards of how and when ATV Maine will make special recognition of ATV Maine members.

All ATV Maine Recognition of ATV Maine members will be done through the ATV Maine Recognition Committee. The ATV Maine Recognition Committee has a documented process for honoring ATV Maine members. This recognition process will be followed for all living and deceased ATV Maine members. The Recognition Committee shall consist of 5 to 7 members.

Below are the guidelines for recognition of ATV Maine members:

Recognition Committee Application Rules

You must be a member of ATV Maine in good standing to receive any award from ATV Maine, or were a member in good standing at the time of their death
All Nominations need to be sent on the submission form and may be sent by mail, E-mail or handed in person to any ATV Maine Recognition Committee member
Nominations must be in by the second Saturday in December. (NO EXCEPTIONS)

Please keep in mind that the Annual ATV Maine Awards are for honoring volunteers and clubs for OUTSTANDING achievements and activities. Applications will be reviewed by the committee and one application will be selected in each category. The committee (if needed) may call the person making the nomination for any clarification.

Approved 10-2013

These are the four (4) categories. Three (3) categories are open for any member to submit a nominee. The fourth category is open only to the Recognition Committee.

The Dedication Award. This award is open to a club or individual dedicated to advancing the goals of ATV’ing in Maine
The Challenge Award. This award is open to a club or individual that overcame a MAJOR challenge for the sport of ATV’ing (Weather-related, public relations, or new projects completed)
The Community Service Award. This award is for the CLUB that has performed an outstanding community service in Maine
The Committees Choice Award. This award is for the Committees choice to a club or individual for outstanding contribution to ATV’ing in Maine

Download the Recogntion Committee Policy

Communication Policy

The purpose of this policy is to coordinate information received by ATV Maine clubs, to assure completeness and accuracy of the information, and to assure that the ATV Maine Executive Board of Directors are aware of all communication distributed to member clubs.

All information to ATV Maine clubs concerning ATV Maine business, ATV Maine committees, legislative information, etc., must be approved by the ATV Maine President, ATV Maine Vice President, or ATV Maine Executive Director before sending.

All mail and email correspondence to ATV Maine clubs should be sent by the ATV Maine Business Manager; or the ATV Maine Secretary in their absence.

All information concerning ATV club events, announcements, flyers, and newsletters from other organizations, such as the Blue Ribbon Coalition, will be forwarded to ATV Maine clubs by the ATV Maine Business Manager and posted on the website.

The ATV Maine Business Manager will attempt to keep a complete address list and email list of appropriate recipients of ATV Maine club communication. Most communication to ATV Maine member clubs will be through the use of email and posted on the website.

Download the Communication Policy

Article I

Name The name of the organization shall be the Alliance for Trail Vehicles of Maine, hereinafter known as ATV Maine.
Article II

Purposes To ENGAGE in activities as a non-profit agency, having no capital stock; To EDUCATE its members and the general public regarding the safe and responsible use of All Terrain Vehicles; To be ONE VOICE representing all ATV Clubs when dealing with the State, Landowners, and policy makers; To SHARE INFORMATION between clubs and the general public; To OPEN UP LANDS for more trails to ride on; To make INSURANCE available to clubs and members; To TREAD LIGHTLY and to encourage the use of ATVs and the establishment of ATV trails in a manner that will result in a minimum adverse effect on the environment through use of the Best Maintenance Practices (BMP) manual provided by Maine Department of Conservation; To participate in REPRESENTATION in local, state and federal government in ATV matters.
Article III

Membership Club Membership: Membership in ATV Maine shall be open to all incorporated ATV clubs in Maine. Supporting Business Members: Any business can support ATV Maine as a member.
Article IV

Board of Directors The policy making and governing body of ATV Maine shall be the Board of Directors. Each affiliated club has one vote, by either director or alternate director. These directors or alternate directors comprise the Board of Directors. 50% of the officers plus 10% of the Board of Directors must be present at any regular meeting or board meeting to constitute a quorum. The President or the Chairperson of the meeting will be the tiebreaker. Parliamentary procedure as specified in Robert’s Rules of Order shall govern the conduct of all meetings of ATV Maine.
Article V

Executive Board of Directors The Executive Board of Directors will be made up of the Officers, as defined under Artile VI and Executive Officials, as defined in ATV Maine’s Rules and Guidelines. This Board shall hire, define job duties, set compensation and benefits for all employees and contractors. This Board shall possess the authority to hold executive session meetings and may require any officer, official, or contractor to attend any meeting deemed necessary. These meetings can be called by the President or any three members of the Executive Board of Directors.
Article VI

Officers The Officers of ATV Maine will be as follows: President, Vice President, Treasurer and Secretary. Duties and responsibilities will be in accordance with the job descriptions. The election of officers will be held at the December meeting. All officers must be 18 years old or older at the time of election. No two members of the same immediate family can hold office during the same term.
Article VII

Conflict of Interest Members of the Executive Board of Directors will adhere to the ATV Maine’s Rules and Guidelines.
Article VIII

Meetings ATV Maine will have a minimum of 3 regional scheduled meetings per year: one meeting in north, one in south/west, and one in central/Downeast Maine. Time and place of meeting shall be in accordance with ATV Maine’s Rules and Guidelines. The Board of Directors to call special meetings as necessary. Special meetings may be called by five (5) or more Directors by giving seven days written notice of time, place, and purpose of the special meeting to the Executive Board of Directors and the Board of Directors of ATV Maine. The Annual Meeting and Banquet will be held each April of each year.
Article IX

Expenditures ATV Maine shall not be conducted for gain or profit and no part of earnings shall incur to the benefit of any member. Any expenditure $500.00 or less may be approved by the President Any expenditure over $500.00 must be approved by the quorum of the Board of Directors as defined in Article IV of the Bylaws Regular monthly expenditures such as, but not limited to, telephone, utilities, and rent may be pre-approved by a quorum of the Board of Directors.
Article X

Dissolution of Entity In the event of termination of this organization, its remaining assets, if any, shall be distributed to, and only to, one or more organizations described in Section 501[c]3 or Section 501[c]7 of the code.
Article XI

Amendments A quorum of the Board of Directors shall have the right to amend any of the ATV Maine Bylaws with the approval of 2/3 of those Directors present at any regular meeting provided that reading of the proposed changes must be made at least one regular meeting in advance of voting on said changes.

Download the Conflict of Interest Policy

ATV MAINE

ATV MAINE POLICIES

Policies

Committee Membership Policy

Committee Member Responsibilities

Committee Chairperson Responsibilities

ATV MAINE
POLICIES