Sierra Vista Car Club Bylaws
BYLAWS
SIERRA VISTA CAR CLUB, INC
ARTICLE I
NAME
The name of the organization shall be Sierra Vista Car Club, Inc.
ARTICLE II
PURPOSE
The purpose of the Organization is to conduct the activities of a social and service club for persons having a common interest in the appreciation, construction, and use of vintage, antique, and classic automobiles. The Organization will carry on sporting events, social activities, rallies, tours, and other non-speed events at which members of the Organization are entitled to participate.
No part of the net earnings of the organization shall inure to the benefit or be distributed to its members, directors, officers or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth herein, provided that any monetary benefits which ?ow to members shall be incidental to the operations of the organization.
ARTICLE III
MEMBERS
Membership shall be open to persons with a genuine interest in the automobile. The Sierra Vista Car Club shall offer two types of memberships: (1) Regular membership; and (2) Associate membership.
REGULAR MEMBERSHIP: Regular membership enrollment shall require an annual membership fee as set by the membership. Those individuals possessing regular membership shall enjoy all rights and privileges of this Club. The regular member and spouse together have one vote on matters submitted to the vote of the membership. Voting rights extend to regular members and spouses only.
A regular membership shall be terminated for failure to pay dues when due. Infractions of Club rules and/or other actions may also be cause for expulsion or disciplinary measures. Incidents in question shall be brought to the attention of the voting general membership and measures to be taken shall be written notice, at his/her known address, of his/her right to submit his/her position to the voting membership. Any regular member may resign his/her membership by filing a written resignation with the Club secretary. Such resignation shall be effective upon receipt of such notice and upon payment of any and all indebtedness to the Club. There will be no refund of unexpired dues.
ASSOCIATE MEMBERSHIP: Associate membership is obtained by payment of an entry fee, as set by the membership, to one Sierra Vista Car Club car show or event during a twelve (12) month period. Associate Membership is also obtained by payment of sponsorship in any denomination for one Sierra Vista Car Club show or event during a twelve (12) month period.
Those individuals or entities possessing an Associate Membership shall enjoy all rights and privileges of this club except that they shall be non-voting members.
Membership in this Club is non-transferable.
ARTICLE IV
MEETINGS
The annual meeting of the members shall be held in the month of December each year for the purpose of electing Club directors to serve in the upcoming year, and for the transaction of such business as may come before the meeting.
Special meetings may be called at the discretion of the President, Board of Directors, or at the request of five (5) or more regular members.
The President and Board of Directors shall designate the place of regular, annual, or special meetings.
Regular meetings shall be usually held on the last Monday of each month at 7:00 PM at the place determined by the Board of Directors. During the course of the year, meetings may be held at other dates but will be announced in writing sufficiently in advance to the membership. The majority of voting members present at any meeting shall constitute a quorum.
A member entitled to vote but unable to attend a meeting may do so by proxy, executed in writing by that member.
A majority of the votes entitled to be cast on a matter to be voted upon by the members present or represented by proxy at a meeting at which a quorum is present, shall be necessary for the adoption thereof.
ARTICLE V
OFFICERS/BOARD OF DIRECTORS
The officers of the Club shall consist of a President, Vice-President, and Secretary/Treasurer. The officers shall be selected from the Board of Directors. The Board of Directors will consist of no less that four (4) and no more than seven (7) regular members who shall be elected by the Club's regular members attending or represented by proxy at the Annual Meeting.
With the exception of the first elected Board of Directors, tenure for all positions shall be for two years. Four members of the first Board of Directors duly elected at the first Annual meeting shall serve a two (2) year term. The remainder of the duly elected Board Members of the first Board of Directors elected at the first Annual meeting shall serve a one (1) year term. Thereafter, all Board of Director terms will be for two (2) years so that four (4) members of the Board of Directors will be elected in alternate years from the remainder of the Board of Directors.
Any officer or member of the Board of Directors may be removed by a majority vote of the membership whenever, in their judgment, the best interest of the Club would be served by such action. Such removal shall be carried out only after the Officer/Board member has been notified in writing of the intended action and has been given an opportunity to submit his/her position to the membership.
Vacancies of any Board of Directors position, for any reason, shall be filled by regular membership vote, such special election applicable to the unexpired portion of the term of the office concerned.
The President shall be the principle officer of the Club and shall, in general, supervise and control all the business and affairs of the Club. He/she shall preside at all meetings of the membership and the Board of Directors.
In the absence of the President, or in the inability of the President to act, the Vice-President shall perform the duties of the President and when so acting, shall have the power of the President. The Vice-President shall perform other duties as assigned to him by the President.
The Secretary/Treasurer shall keep the minutes of the meetings of the members and the Board of Directors, see that notices are given in accordance with the provisions of these BYLAWS, be custodian of the Corporation records, and in general perform all duties incidental to the office. Additionally, the Secretary/Treasurer shall have charge and custody of, and be responsible for, all funds the Club may receive, give receipts for monies due and payable, deposit such monies in the name of the Club in such depositories as may be designated the that purpose, and in general perform all duties incidental to the office and other duties as assigned by the President.
Members of the Board of Directors shall represent the Corporation in all Club activities and meetings.
ARTICLE VI
COMMITTEES
Committees shall be appointed on an as-needed basis, and may be dissolved when the need is deemed unnecessary.
ARTICLE VII
CLUB RULES
The following additional Club rules ar designed to help reduce fuel costs for members and to avoid damage to members' vehicles while promoting a positive attitude toward the Club by the general public.
A. When the Club, as a group, is caravanning on an Interstate Highway or State Highway, the group shall not exceed the posted speed limit, will stay in the "slow lane" except when passing other slower vehicles, will drive in a manner so as not to obstruct other vehicles, and will show courtesy to other drivers.
B. When the Club, as a group, is caravanning in town, the group shall travel in a single file, maintain a safe distance between vehicles, and observe all posted speed limits.
ARTICLE VIII
FISCAL YEAR
The Fiscal Year of the Corporation shall begin on the first day of January of each year.
ARTICLE IX
DUES
The amount of initiation fees, if any, and annual dues payable to the Club shall be set by the regular membership. Dues shall be due and payable thirty (30) days prior to the anniversary date of each regular member.
ARTICLE X
AMENDMENTS TO BYLAWS
These BYLAWS may be altered, amended, or repealed and new BYLAWS may be adopted by a majority of the regular membership present or represented by proxy at any regular meeting or at any special meeting, if at lease seven (7) days written notice is given to each member of the intention to alter, repeal, or adopt new BYLAWS at such meeting.
ARTICLE XI
REIMBURSEMENT
The purpose is to establish guidelines and a sound process on how funds will be reimbursed.
Funds that qualify for reimbursement are identified as those expenses incurred to support a SVCC sanctioned event or activity that provide all members the opportunity to participate in the event.
Funds must be used for SVCC interests only.
For funds to qualify for reimbursement, this process must be followed:
A. Notify the board in writing, e-mail, or other media that provides an audit trail of the intent in which the funds will be used or consumed prior to obligating expenses. The board must approve al requests prior to being reimbursed. Do not request reimbursement for funds after expenses have been incurred.
B. Must provide original store or business receipts for fund to bereimbursed. Receipts that have no identifying business name will not be reimbursed.
C. The board will approve funds for up to $250.00. Over $250.00 will have to be approved by the general membership at the next scheduled general membership meeting.
Reimbursable funds used on a recurring basis, such as expenses on the newsletter, are exempt from the request process.
Amended October 2006