By-Laws of the East Tennessee Corvette Club, Inc. Revised June Article I Name, Location, and Purpose

Transcription

1 By-Laws of the East Tennessee Corvette Club, Inc. Revised June 2014 Article I Name, Location, and Purpose Section 1 Name The name of the club shall be East Tennessee Corvette Club, Inc. (ETCC). Section 2 Location The Principal office of the club shall be at Reeder Chevrolet Company, 4301 Clinton Highway, Knoxville, Tennessee Section 3 Purpose The general purpose of the club shall be to encourage planned trips, events, and social activities for the membership, to provide and regulate events and exhibitions for Corvette Owners, and to encourage careful and skillful driving on public highways. Section 1 Requirements for Membership Article II Membership A. Full Membership in the club shall be restricted to owners of Corvette Cars and their spouses or significant other. Full members must have ownership at the time of annual renewal. If you don t own a Corvette you can be an Honorary Member or apply for a waiver from the Board of Directors. B. A prospective member may be accepted into membership at any regular monthly meeting upon completion of application forms, payment of dues, and a majority vote of the members present at the meeting. C. All full members must join the National Council of Corvette Clubs (NCCC). D. Must pay annual dues to ETCC and NCCC. Section 2 Classes of Memberships A. Full Any person duly accepted and meeting the requirements as stated in Article II, Section 1. B. Honorary Any person who has commended himself to Club esteem and has been accepted by the majority vote of the members present at any regular monthly meeting. (Corvette ownership not required). 1

2 C. Charter Any full member who attained membership by December 31, Section 3 Dues A. Annual dues shall be: Full member s $10.00 plus NCCC dues. B. Payment of dues shall coincide with payment requirements of the NCCC. Section 4 Privileges All full members are entitled to all club privileges. Honorary members are entitled to all club privileges, except they shall not have the right to vote, hold office, or receive club points. Section 5 Expulsion A. Any member may be expelled for infraction of the club rules, or such other causes as may be determined by the majority of the membership as not being in the best interest of the club. However, before such action is taken, the member shall have an opportunity to submit in writing, or in person, their position on any charge of which they shall be notified. B. Membership will automatically lapse for non-payment of dues at the end of December in the year which the dues were paid. Section 6 Resignation Any member may resign by directing a letter of resignation to the Secretary. Their resignation shall be effective on receipt, provided all indebtedness to the Club is paid. Section 7 Requirements for Eligibility for Mr. and Ms. Corvette A. Members shall attend a minimum of six regular monthly meetings per year. B. Members shall enter and compete or work in a minimum of two Club-Sponsored events per year excluding socials. C. Records will be reviewed following the December meeting; anyone not fulfilling the above requirements will not be eligible for Mr. and Ms. Corvette for that calendar year. 2

3 Article III Meetings of Members Section 1 Annual Meeting The annual meeting of the members shall be held on the first Tuesday in January of each year or any other date as voted on by the majority of the members present at the preceding December meeting. Section 2 Regular Monthly Meetings Regular monthly meetings shall be held on the first Tuesday of each month. Section 3 Special Meetings Special meetings of the membership may be called by the President or by a majority of the officers. Section 4 Notice of Meetings Notice of special meetings shall be by , at least one (1) week prior to such meeting, from the Secretary, to all members stating the location, date, hour, and purpose of the meeting. Section 5 Voting Every full member shall have the right to vote, in person, upon any proposal properly submitted for vote at any meeting, regular or special. Absentee voting by absentee ballot will be accepted only for regular elections of officers and members-at-large (not special elections to fill vacancies) and for By-Laws amendments. Article IV Officers Section 1 Board of Directors The business, property, and affairs of the Club shall be managed by a Board of Directors. Each director shall hold office for one year. The duly-elected officers for President, Vice- President, Treasurer, Secretary, Governor and the immediate past President (1 year term) will 3

4 be members of the Board of Directors. In addition two Members-At-Large will also be elected to the Board of Directors. Section 2 Officers The officers of this Club shall consist of a President, Vice-President, Secretary, Treasurer, and Governor. A. Nominations 1. A Nominating Committee of no less than three members or more than five shall be appointed by the Board of Directors and announced to the members present at the September regular meeting. Additionally, the Committee will be made known to the full membership via and website posting within one week following the September regular meeting. The President shall designate the chairperson of the Committee. No persons seeking election may serve on the Committee. Members currently serving on the Board of Directors may not serve on the Committee. Committee members are to be persons who have been members of the Club for a minimum of five years and are currently active in club activities and attendance at meetings. 2. The Nominating Committee shall be responsible for recruiting and interviewing interested candidates for the offices of President, Vice-President, Secretary, Treasurer, Governor, and two Member-At-Large positions. The Committee is encouraged to obtain more than one candidate for each position, if at all possible. All persons nominated must agree to serve if elected. 3. The Nominating Committee shall place in nomination their slate of candidates at the November regular meeting. No candidates will be announced prior to announcement at the November regular meeting. In addition to the slate of candidates nominated by the Nominating Committee, nominations may be made from the floor provided the nominated person is present and agrees to serve if elected. After all nominations have been received, nominations will be closed no later than the November regular meeting. The full slate of nominated candidates will be announced to the members present at the November regular meeting and will be made know to the full membership via and website posting within one week following the November regular meeting. 4

5 B. Election 1. Officers and Members-At-Large shall be elected by a majority vote of the members present at the December regular meeting plus the votes of absent members voting by absentee ballot. Absentee ballots must be received at the Principal office of the Club (Envelope noted as Election Absentee Ballot) postmarked at least ten days prior to the December regular meeting. Absentee ballot forms shall be made available to the full membership via and website posting within one week following the regular November meeting. For the position of Members at Large, the re-vote will be by simple majority vote. 2. A written ballot shall be used when there is more than one candidate for an office. When there is only one candidate for an office, election may be by voice vote. 3. In the event that there are more than two candidates for an office and no majority is obtained, the candidate receiving the low vote will be dropped and a re-vote will be taken with the process continuing until a candidate with a majority vote is achieved. 4. The results of the election shall be announced to the members present at the December regular meeting and made known to the full membership via and website posting within one week following the December regular meeting. C. Term of Office and Vacancies 1. Officers and Members-At-Large shall serve for a term of one year beginning and ending at the Annual Meeting held in January. Members at Large will be limited to one term. Current Board Members and Members at Large along with past board members cannot run for future Members at Large positions until five years have passed since last holding that position; unless the Nominating Committee cannot find a new candidate for that position. 2. Should a vacancy occur in the office of President, the Vice-President shall immediately assume the office of President. 3. Should a vacancy occur in any office other than that of the President, a special election to fill the vacancy shall be held at a special meeting (Article III, Section 3 & 4) or at the next regular meeting. Nominations will be taken from the floor. Election shall be as specified in Article IV.2.B.2&3 4. Should a vacancy occur in any office-elect (between the time of election and the time of taking office) a special election, as described above in Article IV.2.C.3, shall 5

6 take place to fill the vacancy. If the vacancy cannot be filled by the time of the Annual Meeting, the past-officer shall continue to fill the position, if at all possible, until an election can be held. Section 3 Duties of Officers A. President 1. To preside at the meetings of the Board of Directors and be a member thereof 2. To preside at all regular monthly meetings 3. To call special meetings 4. To appoint all committees 5. To be responsible for the coordination of all functions of the Club 6. The President shall call a planning meeting in January to establish suggested activities for the year 7. In case of a Board tie vote, President s vote takes priority B. Vice-President 1. To be a member of the Board of Directors 2. To preside at all meetings in the absence of the President 3. To be chairperson of the activities committee and a member of all other committees 4. To be the keeper of club points C. Secretary 1. To be a member of the Board of Directors 2. Take minutes at all meetings 3. Maintain and distribute membership directory 4. Be responsible for distribution of the semi-annual newsletter (minimum). 5. To conduct all club correspondence D. Treasurer 1. To be a member of the Board of Directors 2. To be responsible for all funds 3. To compile records of all money handled 4. To pay bills with the authorization of the Board of Directors 5. Shall keep accurate record of members who have voting rights 6. To be responsible for annual State of Tennessee Corporate filing 7. To be responsible for annual IRS filings 8. To work with outside Accountant and Registered Agent 6

7 E. Governor 1. To be a member of the Board of Directors. 2. Attend the National and Regional Governor s meetings. Currently, NCCC By-laws require attendance at a minimum of three National meetings per year. Requirements may be met by sending an alternate from the Club or through proxy with the Regional Executive. 3. Present summary of the NCCC governors meetings at the monthly ETCC meeting. 4. Announce upcoming NCCC sponsored events 5. Assure club follows the NCCC competition rulebook and above all SAFETY. 6. Report immediately to NCCC any additions/changes to NCCC membership names and/or addresses. 7. Keep National and Regional officers informed of any changes of your Club s officers so that the Club will receive all correspondence from the National/Regional Officers. 8. Process all Club s membership and renewals in the time and manner specified by the Regional Membership Director. F. Members at Large 1. To be a member of the Board of Directors. 2. To be a liaison between the membership and the Board of Directors. 3. To learn the functions of the Board of Directors. 4. Must be willing to serve as chairperson of at least one Club event or activity. Section 1 Budget Committee Article V Committees A. The Board of Directors shall comprise the budget committee. B. Shall prepare annual budget for the Club and present the upcoming fiscal year budget at the regular meeting in November. This shall include estimate of the Club s operating expenses and revenues. C. This committee shall have the authority to approve all Club expenditures up to $300. Any club expenditures in excess of $300 shall be put before the membership for vote. D. The committee will present the Governor s proposed expenses for reimbursement to the membership for approval prior to travel. Normal reimbursement will include transportation and lodging for a single occupancy at the meeting site. Meals will be at the Governor s expense. E. The budget committee shall perform a full audit of the treasurer s books during the month of December after the new treasurer has been elected. The newly elected 7

8 treasurer will be in attendance at the audit as well as any Club member who makes their request known by the December meeting. The budget committee shall select a non-member Accountant or other professional to work with the Treasurer each year. F. The chairperson of a major club event, such as Vette Fest or the annual car show, will present a complete financial report of that event at the following club meeting. Section 2 Additional Committees The President shall appoint additional committee chairpersons as necessary and shall outline the duties and responsibilities of such chairpersons. The chairperson shall appoint any additional committee members necessary to carry out the duties of the committee. Section 1 Fiscal Year Article VI Fiscal Year The fiscal year of the Club shall be January 1 through December 31 of each calendar year. Article VII Club Liability All persons or corporations extending credit to, contracting with, or having any claim against the Club or the Board of Directors, shall look only to the funds and property of the Club for payment of any such contract or claim or for payment of any debt, damage or judgment, or by decree or any other money that may otherwise become due or payable to them from the Club or the Board of Directors, so that neither the members of the club, nor the Board of Directors, present or future, shall be liable personally thereof. Article VIII Amendments These By-Laws may be added to, altered, or rescinded by a simple majority vote of the members present at any regular meeting of the Club, provided such additional By-Law amendments or repeal has been presented at the prior monthly meeting. The full membership shall be informed of any proposed changes by and website posting within one week following the meeting at which the proposed changes were presented. Voting may be by absentee ballot for those unable to attend the meeting at which voting on the changes will take place. Absentee ballot forms shall be made available to the full 8

9 membership via and website posting within one week following the regular meeting at which the changes are proposed. Absentee ballots must be received at the Principal office of the Club (Envelope noted as Absentee Ballot) postmarked at least ten days prior to the regular meeting at which voting on the changes is to take place. The Club points system can be amended only by presentation of proposed changes at the November regular meeting and voting on the changes at the December regular meeting with any approved changes to be effective on January 1 of the following year. Section 1 Points System Article IX Club Points 1. Points will be given for East Tennessee Corvette Club sponsored events only. An ETCC sponsored event is defined as follows: A. Any event that is originated, coordinated, and conducted by ETCC. B. The sponsored event must be open for participation to all ETCC members. Events that are specifically limited in participation (limited numbers of participants, type of vehicle such as convertibles vs. coupe, or other limitations that would prevent a member from being able to participate) are not eligible to receive points. C. Creating an event for ETCC members to attend another organizations event (such as a caravan to attend a car show) will not be eligible to receive points. D. Those events approved by the majority vote of the members present at the annual planning meeting are considered to be ETCC sponsored and thus eligible to receive points. E. Those events approved by the members present at any regularly scheduled meeting of the Club as long as the approval date is at least thirty days prior to the date of the event. F. An event must have a Sponsor or coordinator to be eligible for approval as a Sponsored Event. 2. Points will be given as follows: Points Attending regular monthly meetings 2 Chairperson of Club events or parties 3 Going to a sponsored event 1 Enter or work a sponsored event 3 Wearing Club apparel to events or Club meeting 1 Each event over 100 miles (from Knoxville) 1 9

10 Drove Corvette to club event/meeting 2 (Chairperson of event turns in list of helpers to Vice President) 3. Spouse or significant other members receive same points as full members entering cars shows provided they are present. 4. Club awards will be given by the February meeting for Mr. and Ms. Corvette ETCC, the male and female members receiving most points during the past calendar year. 5. An award may be presented to any Club member who has distinguished himself/ herself by performing in an exemplary manner at a Club-sponsored event or for continuous outstanding service to the Club. Article X Section 1 Use of Club Name and Logo No individual member shall use the Club name (East Tennessee Corvette Club), to include the abbreviation of ETCC, and/or the Club logo for any purpose unless approved by the Board. Section 1 Appointment Article XI Appointed Positions The positions of Sergeant at Arms, Museum Ambassador, Webmaster, Membership Coordinator, and any other positions deemed necessary, shall be appointed by the Board of Directors, with the approval of the members at the January membership meeting. The positions will be for one calendar year (January to December) of the year appointed. Section 2 Duties 1. Sergeant at Arms 1. To assist President, Board of Directors, and other appointed positions in maintaining order at meetings and other Club events. 2. Museum Ambassador 1. The Ambassador s mission will be that of receiving and disseminating the most current and correct information from the Museum, and to convey that information 10

11 to the ETCC. Additionally, the Ambassador will be the voice of the ETCC, communicating concerns, ideas, and suggestions to the National Corvette Museum. 3. Webmaster 1. Monitor and add club information in a timely manner to the Club webpage. 2. Recommend changes of the webpage to the Board of Directors for approval. 4. Membership Coordinator 1. Maintain and distribute membership packages to new members. 2. Receive and process applications 3. Disseminate new member information to Club secretary, treasurer, and NCCC Governor. These By-Laws were duly revised and adopted by the membership of ETCC, Inc., on July 1, 2014 VHW: 08/