Amended November
2011
Constitution
and Bylaws
of the Queen City Corvette Club, Inc.
ARTICLE 1
Section I. NAME
a. Queen City Corvette Club shall be the name of the club.
Section II. PURPOSE
To promote the ownership of, and further the interest of Chevrolet Corvette Sports vehicles.
To promote the sport and pastime of safe motoring, and to encourage trips, car events, and social activities for the members of the Club.
To promote, sponsor, organize and supervise motor car outings, meetings, competitions and other Corvette related functions and events, whether motoring or otherwise, and to offer prizes and awards in respect thereof or make arrangements and commitments as may be necessary for such purpose.
ARTICLE II
Section I. MEMBERS
a.
Active membership in the club shall be restricted to
owners of Corvette car(s) and their spouse or
significant other. In addition,
to be a member, a person(s) must have reached the age
of twenty one (21) years.
b.
For membership,
candidates must: 1) fill out the
Application for Membership form, 2) sign the indemnification clause of the Club
Membership and Officers,
3) attend at least three (3) business meetings, and 4) attend two (2) events within a six (6)
month period. After fulfilling all four membership requirements listed above,
he/she will be voted on if he/she desires. Voting will be by secret ballot, or
a show of hands, as determined by the Director of Membership. If a ballot is used the ballot will be
prepared by the Director of Membership. If he/she
receives one third (1/3) or more negative votes he/she may reapply for
membership after 6 months time has elapsed.
(Events are defined as QCCC sponsored or
endorsed Car Shows, Road Trips, Cruise Nights Socials, Parades and
Homecomings.)
c. Active Members. Shall be dues paying members in good standing. Active members are eligible to hold office in the organization after six (6) consecutive months of membership in good standing.
d. Associate Members. Club members (and their spouse or significant other) who no longer own a Corvette, shall be considered Associate Members receiving benefits of the membership for a period not to exceed six months. During that time, he/she must continue payment of dues. Nonpayment of dues for a period of three (3) months will result in the associate member being dropped from club membership. Associate Members may not be nominated for or elected to any office. An office holder who sells or otherwise disposes of his/her Corvette during his/her term of office shall be allowed to finish his/her term of office provided that term does not exceed six months.
e. Honorary Lifetime Members. A person recommended by the Board and approved by a majority vote of the membership in attendance at the monthly meeting. 1) Requirement of membership dues and Corvette ownership no longer applies. 2) Honorary Lifetime Member (HLM) will remain on the address and email lists. 3) HLM may receive electronic newsletter. 4) HLM may attend any club activity, but attendance at the annual banquet will cost full price.
f. Provisional Member. A person who lives at least
100 miles away from the center of
ARTICLE III
Section
a. Laws
1. The laws of the organization shall consist of this Constitution and Bylaws and any amendment thereof.
2. There shall be no proxy votes
accepted. Members in good standing may
submit a signed, sealed absentee ballot/vote in writing to any club officer
twenty-four (24) hours in advance of a club
meeting.
Section II OFFICERS
a. The officers of the club shall consist of the following:
1. President
2. Vice President
3. Director of Social Events
4. Treasurer
5. Secretary
6. Director of Automotive Events
7. Director of Membership
b. The above Offices will comprise the Board of Directors, with the President acting as the Chairman of the Board.
c. The above Officers will determine various awards for the year. These will be published prior to the February Business Meeting.
d. The above Officers will administer the Policy and Procedures of the Club.
e. Election. Officers shall be elected by a majority vote
of the membership present at the November meeting and shall serve for a term of
one (1) calendar year in this position.
Nominations for Officers will be taken at the October meeting.
f. Voting. Voting for Officers and members shall be by secret ballot. Proxy votes will not be accepted. A member may vote for Officers by submitting a signed, sealed absentee ballot to any Board member twenty four (24) hours prior to the November meeting.
g. Vacancies. If any vacancy shall occur in any of the Officers of the Club, a successor shall be elected at the first (but not later than the second regularly scheduled meeting) regular meeting. The Board of Directors has the right to vacate a post upon receipt of a written resignation from an Officer. If a vacancy shall occur in the Office of the President, the Vice President will assume the duties of the President and a new Vice President will be elected.
h. Officers must be dues paying Active members or the spouse of a dues
paying Active member of Queen City Corvette Club and of good standing in the organization.
i. Any Officer resigning his/her office shall not be eligible to hold any office
for a period of one (1) year.
Section III DUTIES OF THE OFFICERS
a. President
1. The President shall be the chief
executive of the club. He/she shall
preside at all meetings of the general membership at which he/she is
present. The President shall have the general
power to see that all orders and resolutions of the Board are carried into
effect. The President shall have the
general powers of supervision and management usually vested in the office of
President of a corporation. The
President will conduct an annual review of the Club’s Liability form(s). The President shall have further powers and
duties as may be prescribed in the Constitution and Bylaws of this
Organization. The President shall also sign all checks prepared by the
Treasurer. He/She will serve as Past president for the first quarter of the New
Year at the discretion of the new Board.
As past president, he/she will not have a vote on board matters but will
serve in an advisory position.
2. The President may organize committees
and appoint chairpersons other than those listed in Article VIII, Section I.
3. Appoint a Newsletter Editor.
4. Provide an article for the monthly
newsletter.
5. Appoint a Charity Chairperson.
b. Vice President
1. To perform the duties of the President
in the absence of the President.
2. To assume other duties in the best interest
of the Club.
3.
To be responsible for all club equipment and
property, its maintenance, storage, and disbursement.
4. The outgoing Vice President shall
present to the incoming Vice President an inventory of all Club Equipment and
that inventory shall be printed in the January Newsletter. Any shortages from the previous year shall be
accounted for and any additions noted.
5. Establish a system for determining
winners of the awards established by the Board.
6. Ensure adequate facilities for Monthly
Business Meetings.
c. Director of Social Events
1. To organize the social events for the
Club.
2. To organize the Annual Awards Banquet.
3. To Chair the Social Committee.
d. Treasurer
1. The Treasurer shall have the custody of
the Club funds and securities. The
Treasurer shall keep full and accurate records of receipts and disbursements
from all accounts belonging to the Club for the period of time necessary to be
in compliance with all State and Federal Laws.
The Treasurer shall deposit all monies and other valuable effects in the
name of the Club.
2. The Treasurer shall enforce the rules
of non-payment of dues.
3. The Treasurer will chair the Finance
Committee and be responsible for presenting the Annual Budget at the February
Business Meeting.
4. The Treasurer will assume the duties of
the Secretary in the absence of the Secretary at any business or board meeting.
5. To provide monthly financial statements
for all Club accounts.
6. To coordinate with the Membership
director a listing of all current Club Members.
7. The Treasurer shall prepare checks on
Club accounts to pay all Club liabilities in a timely manner. The checks will be presented to the President
for his/her signature.
e. Secretary
1. To record all minutes and votes for
both business and Board Meetings. These
will be published in the monthly newsletter.
2. To provide an agenda for general
business meetings which shall include all unresolved topics
from all prior business meetings.
3. To be responsible for sending out
notices, ballots, etc. to all current members as required by the by-laws of the
Club.
4. Maintain all Club records including a
current draft of the Club By-laws and Constitution. Also provide updated
versions of the club Bylaws & Constitution to all current Members.
5. To order flowers and/or send cards from
the Club Membership.
f. Director of Automotive Events.
1. The duties of this office shall be that
of membership liaison between any Club Sponsors and the Club, plus advertising
Club activities and promotions.
2. Coordinate member participation in
events promoting the Club.
3. To organize Automotive Events.
4. To organize events that
benefit the Charity Fund.
g. Director of Membership
1. To
promote Club Membership to other Corvette Owners.
2. To receive all returned applications
and insure such applications have been properly completed.
3. To acquaint himself/herself with
prospective members and recommend these individuals to the Membership.
4. In association with the Treasurer,
maintain a current listing of all Club Members.
5. To Chair the Membership Committee.
ARTICLE IV
a.
The fiscal year of the club shall
be the calendar year.
b. The President shall sign all checks, drafts, or demands for money and notes of the Club.
c. The Board of Directors has the
authority to disburse the funds authorized by the annual budget submitted to
and approved by the membership at the February meeting.
d. The President shall sign all contracts and in his/her absence, the Vice President.
Section II INITIATION
a. Upon acceptance into the Club,
the new member will pay the current initiation fee plus the balance of the
current calendar quarterly dues.
Section III DUES
a.
Dues are determined by
the Finance Committee and the Board of Directors.
Three month’s dues must be paid in
advance of each calendar quarter by cash or check. The Treasurer or President must receive
payment of dues within the first 5 days of each calendar quarter for a member’s
dues status to be considered as current.
The Secretary must notify members of any change in the amount of dues at
least 30 days prior to the effective date of the change.
ARTICLE V
Section
a. The official emblem of the
organization shall be two flags with a gold crown above and between the
flags. Queen City Corvette Club will be
to the right of the flags with the “Q” beneath the crossed flags.
ARTICLE VI
Section I MEETINGS
a. Monthly Business Meeting
1. Regular meetings shall be held the second Saturday of each month at 6:30 PM. unless the board advises the Membership of a different date or time at least seven days prior to the business meeting.
2. The location of the meetings is left to the discretion of the Board.
3. There shall be no prohibition to renting a meeting space.
4. The
Newsletter Editor will include the place, directions, date and time of the
business meetings in the Monthly Newsletter.
b. Special Meetings
1. Special
meetings of the general membership may be called at any time by the Board of
Directors, and must be called by the Officers upon receipt of a written
petition of twenty percent (20%) or more of the members, provided such petition
shall state the purpose for which the meeting is to be called.
2. Notice must be sent to all members at
least fourteen days prior to the special meeting. The notice must include the place,
directions, date, time and purpose of the special meeting.
ARTICLE VII
Section
a. The general membership shall have the right to terminate or suspend the membership of any member by a two thirds (2/3) vote by secret ballot of the members present at any business meeting for infraction(s) of the club’s Constitution and Bylaws. A member terminated or suspended shall have the right to appeal such suspension to the general membership in person or in writing.
b. Any Officer
may be removed from his/her Office by a majority vote of the membership,
provided, that 75% of the membership is present. If 75% is not present then the vote will be
postponed until the next meeting at which time a simple majority vote shall
prevail.
c. Penalties. Penalties for the
violation of the laws of the organization by a member shall be reprimand,
suspension, or expulsion.
d. General Offenses. Any member of the organization who violates
any of the provisions of the Constitution, or who is found guilty of poor
conduct, or who is found guilty of poor sportsmanship/attitude unbecoming a
member shall be guilty of an offense against the organization and shall be
subject to either a reprimand, suspension, or
expulsion.
e. Summons. When charges are preferred against a member, he/she shall
be served with a written notice by the President or the Secretary of the Club
directing him/her to appear before the Officers of the Club for the purpose of
evaluating the seriousness and justification of the complaint against him/her.
f. Expulsion.
Any member who has been expelled shall no longer be carried on the official
roll of the organization. He/she shall relinquish all financial claims against
the organization and shall be prohibited from attending any function, social,
or otherwise of the organization.
g. Suspension. A suspended member shall be penalized as
follows:
1. He/she shall remove himself/herself
from the organization.
2. He/she shall be denied all organization
privileges by the organization.
3. He/she shall not vote, attend meetings,
hold an office, or have any voice whatsoever in affairs of the organization.
4. He/she shall not represent the
organization in any capacity.
h. Reinstatement After
Suspension. When a member is
suspended for a definite length of time, he/she all be automatically reinstated
when such time has elapsed, providing that he/she has paid all bills that
he/she owes to the organization
i. Dues and Other Charges During Suspension. Suspended members shall be required to pay a
reinstatement fee of five dollars ($5.00).
j.
Resignation. Any member may
resign by direction of written notice of such intent to the Secretary or
President of the Club and termination of membership shall be effective upon the
receipt thereof.
k.
Reinstatement After Resignation. Any member whose resignation has been
accepted by the Board must reapply for membership following the rules of new
membership, or may be reinstated at the discretion of the Board..
l.
Reinstatement After Expulsion. Any member who is expelled from the
Club, must wait for a period of
twelve months before reapplying for membership following the rules of new
membership.
m. Suspension from Nonpayment of Dues.
Any member who is delinquent in Club dues for three (3) months shall be
suspended from the Club. In the event of
unusual circumstances, the Board has the authority to review the situation and
take appropriate action. Reinstatement
shall be automatic upon payment of a $5.00 penalty, all past dues and current
quarterly dues. The member shall be
notified by the Treasurer when he is past due two months. The member may then
either:
1. Bring the dues current, no later than
the next meeting.
2. Be suspended. If suspended, the member may request a
hearing before the Board of Directors and explain the reason for delinquent dues.
n. Anyone suspended for nonpayment of dues will have a period of six (6) months to settle their account including bringing all dues up to date with the Club. At the end of this period, if dues are not brought current they would be completely expelled. To be allowed back in the Club, the expelled member must apply as a new member.
ARTICLE VIII
Section I COMMITTEES
a. At the discretion of the Director of the committee, and the function
and concurrence of the Board, the following shall be standing committees of the
organization.
1. Social.
2. Membership
3. Charity
4. Finance
b. Each Board member has
the authority to form committees to assist them in performing their duties as
needed.
Section II DUTIES OF THE COMMITTEES
a. Social Committee
1. Assist Social Director in planning and
hosting monthly meetings.
2.
Set up sub-committees for hosting
all club functions.
b. Membership Committee
1. Set up table for prospective members to
sign in.
2. Send meeting notices to prospective
members.
3. Develop and maintain a handout for
prospective members.
4. Develop and maintain a Club handbook
for all members.
5. Provide a mentor for new members for 4
months.
c. Charity
1. Supervise
all charity activities and donations.
2. Form a committee to:
a) Research charities
that would qualify to be sponsored by the Club.
b) Provide a description of each
Charity recommended to the club membership.
Club vote will determine which Charities will be sponsored and the
amount of any financial donations.
c)
Review all requests involving charity donations or events received from the
members or from outside the club before they are presented to the membership
for approval.
d. Finance
1. The Treasurer will work with the balance of the Board to develop
an annual budget for the Club which
will be voted on by the Membership.
2. Produce an annual review of all club
accounts.
ARTICLE IX
Section I LIABILITY
a. All persons of corporations,
partnerships, groups, or associations extending credit to, contracting with, or
having any claims against the Club or its Officers, shall look only to the
funds of the Club for payment of any such judgment, contract, claim, debt,
damage, or decree, or any other monies that otherwise become due or payable
them from the Club or its Officers. The
Officers, past, present or future shall not in any manner be personally liable
for obligations of the Club. All
liability due by this organization shall be subject to the conditions of our
corporation, Book # 00700136, dated February 18, 1976, 9:48 AM.
b. All members and prospective members
will sign the General Release and Indemnification form. Signature is mandatory to maintain good standing in the
Club.
c. Annually the President will cause a
review of the indemnification clause of the member application form (s).
ARTICLE X
Section I. AMENDMENTS TO THE BYLAWS
a. These Bylaws may be added to, altered
or rescinded by a two thirds (2/3) vote of the members present at any regular
meeting of the Club, provided such additional Bylaws amendment or repeal has
been proposed in writing to the Secretary, who shall have included it in a
notice of the meeting to the members at least seven (7) days before the date of
the scheduled meeting.
ARTICLE XI
a. All existing Constitutions and Bylaws
or part thereof in conflict with this Constitution and Bylaws are hereby
annulled and repealed.
ARTICLE XII
a. Any subject of matter not stipulated in
the Bylaws shall be subject to the opinion of the Board of Directors. The
decision of the Board of Directors shall be subject to approval by the general
membership.
ARTICLE XIII
a. In order for a motion to be voted on,
it must be approved by two thirds (2/3) vote of the members present.
b. In order for a motion to be carried, it
must be approved by two thirds (2/3) vote of the members present.
c. Majority: Majority is defined as more than fifty
percent (50%) of the votes cast.
d. When there are more than two candidates
for an office, ballots will be drawn up for PREFERENTIAL VOTING. Ballots are to be marked as follows: The voter is to place the numeral 1 beside
his/her first preference, the numeral 2 beside his/her second preference, and
so on for all choices for each office.
The results of this voting will be tabulated as follow: If more that half of the ballots show one
candidate has a majority, then that candidate is elected. If this is not the case, then the candidate
with the least votes will have his/her ballots redistributed according to the
second choice on his/her ballot. This process will continue until one candidate
has a majority of the votes.
ARTICLE XIV
a. The rules contained in the current
edition of ROBERT’S RULE OF ORDER Newly Revised shall govern the Club in all
cases to which they are applicable and in which they are not in conflict or
inconsistent with these Bylaws and special rules of order the Club may adopt.