Tri State Chevelle, Inc. Club Constitution & By-Laws Last Update: Sunday, April 25, 2010 ARTICLE 1 Declaration, Definition, & Club Name We the club members will organize and operate as a non-profit club. We intend to be a family oriented car club encompassing all enthusiasts of 1964 to 1988 Chevelles, Malibus & El Caminos. Club members should reside in Southern or West Ohio, South- East Indiana or North-Western Kentucky. This club will be known formally and legally as the Tri-State Chevelle, Inc. Club. ARTICLE 2 - Purpose & Intention The Chevelle Club exists in order to promote our love of 1964-1988 Chevelles & El Caminos. We intend to enable our members to share their abilities, knowledge & interests in a family setting. The club strives to provide wholesome entertainment, relaxation, camaraderie & assistance to all of its members. The club will strive to attend, participate in and/or organize car shows, cruise-ins, charity functions & other related car club activities for the participation of its members. It is also our intent to establish business relationships with local businesses that members determine beneficial to conduct business. We hope to obtain sponsorships, collect advertising fees, and recommend companies to our members and others local clubs and enthusiasts. We will only do this for companies we hold in good standing when doing business with club members and we will not advertise for, or recommend any business solely for the reason of obtaining sponsorship funds. When financially capable, the club intends to purchase tools & equipment. The purpose will be to loan these tools as needed to members. They will be signed for and the person signing out tools will be solely and financially responsible to return the tool or equipment in functional condition. The president shall direct the Treasurer to authorize payment for such tool or equipment to be purchased after being voted on by the membership. The club or any member of the club shall not be held liable for any damages or injury resulting from the use of club tools, equipment or property. Any property purchased by or given to the "club" shall be solely owned by the "club". No single member or group of members shall have any ownership rights to said property. Members use tools and other club property at their own risk and accept all liability upon signing for club property. Property will be loaned out, given away, sold or auctioned per club rules & by-laws.
The Club will participate in community events, charity benefits, and offer assistance to local groups in automotive education, basic car care, American Muscle Car history and other services as requested, when approved by members. Any funds obtained above operating costs will be dedicated to helping obtain our goals as a club as well as help local community charities. It is not the intent of this club however, to make a profit for the sake of making money to return to members. We are a non-profit charity organization and funds above a certain level as determined by members at the end of a fiscal year will be donated to a charity or several charities as voted on by members present at meetings. ARTICLE 3 Governing Format An elected governing board with a voting membership. Votes will be taken by members present at a meeting with a minimum of 15% of active members present required for a vote to be official. All issues voted on will be recorded by the secretary along with the total vote count and the total members present recorded. Section 2 Votes will only be counted by active members present at face to face meetings. In the event a member can not make it to a meeting and wishes to vote on an issue, they may send in a signed proxy vote to the meeting. Signatures will be compared to the initial official signature in the club roster. Section 3 Elections will be held at the October meeting with newly elected officers taking office at the December meeting. Nominations for candidates for office will be made at or before the August meeting to allow time for members to learn the identity of the nominees. Candidates are nominated by an active member and must be seconded by another member. Candidates may not nominate or second the nomination of themselves. Time will be made at the September meeting for candidates to give a 5 minute speech, and they can have two paragraphs in the newsletter published after the August meeting.
ARTICLE 4 - Offices & Duties Officers President, Vice-President, Secretary, Treasurer, & Sergeant at Arms. Board members will be elected to a one year term by a majority vote of the membership. Only active dues paying members may run for office. Elections for board members will be done in an anonymous manner. Other offices may be created as needed by membership vote. Officers of the club will be allowed to vote in all matters as are all dues-paying members. DUTIES: President: Set locations and time as well as preside over meetings. Oversee the business of the club and represent the club to businesses and other organizations as needed. Appoints or organizes committees as needed. Keeps the Vice President fully informed of club business in case the Vice President needs to take over. Delegates responsibility for maintenance of the club website and discussion boards, and assigns moderators to the discussion board. Moderator responsibilities include thread, post and user management (moving, closing, splitting or merging, and changing the order of threads; moving and editing inappropriate content of posts; banning users for conduct not aligned with club by-laws and viewing IP addresses of users). Moderators notify club officers regarding any action taken for inappropriate behavior on the discussion board. Further action will be in accordance with Article 7, Section 4 of these by-laws. Delegation of duties not described but needed shall be passed on to board members or volunteer members as needed by the president. Vice President: Take the place of the President if the President is unavailable or resigns. Organizes and maintains fairness in all voting. The Vice President also is responsible for overseeing a yearly outside audit of the club financial books and business. This will maintain club integrity to members as well as keep the club legal in tax matters. The Vice-President is an active position and is to participate to the maximum extent possible in club business and planning of activities. Assists the president as needed in club business and attends business meetings with the President when conducting business with outside organizations.
Treasurer: Maintains a club bank account, pays club expenses and purchases, deposits incoming funds and reports monthly to members all activities such as expenses, voted on purchases, funds received, and current balances. Must maintain records of expenses, receipts, copies of funds received bank statements and make all records available for inspection at any time upon request by the President. Takes action necessary to comply with tax laws of the Federal, State & local governments. Secretary: Records votes at meetings, records club business discussed at meetings for future reference, & summarize club business for use in the newsletter. Obtains and maintains a club history book of major events and votes at meetings. Assists other officers upon request. Sergeant At Arms: Provides legal information to the club members & officers regarding club matters, recommends ways of improving and incorporating safety in club outings, advises the membership on security related matters, assists with organizing security at club related events, maintains order when needed and provides guidance and assistance as needed for members & officers at meetings and all club related events. ARTICLE 5 Members & Dues Members Membership is open to anyone 15 years of age or older who is a Chevelle enthusiast. Relatives and family members have the option of becoming Associate Members. Members will each have one vote. Associate Members will not have a vote. Section 2 Dues Each member will pay annual dues to the club to be used to finance activities, services & products as voted on & prescribed by the members. Dues will be due in January of each year. Dues amount to be set by membership vote & will not be changed without a vote by the membership. A majority vote of all active members present at the meeting will be required to change the dues or authorize expenditures above $50 at any one time or above $100 in one month.
Dues Amount: While the amount may need to change as needed over time we hereby declare that Member dues will be $ 20 annually. Associate Memberships will be $5 annually. New members that join throughout the year will owe dues in the amount of $5 per remaining quarter in that year. ARTICLE 6 Meetings & Newsletter A face to face meeting will be held monthly by the club on the third Sunday of each month. Meeting places will be determined by the President, and will alternate every other month between two locations to allow for maximum participation. Meetings will take place at 2:00pm. Notification of the locations should be advertised at least 2 months in advance if at all possible. A meeting will only be moved when a club event is planned and falls on a Sunday. Section 2 The club will send out a monthly newsletter to members. This will be posted on the club web page, sent out by E-mail, or mailed to members without Internet access. If otherwise undeliverable, the newsletter will be available in print form at the next club meeting. The duty of creating and editing the newsletter may be delegated as determined by the President. Minimal club business from the past meeting should be included as well as pending business and future intentions. ARTICLE 7 Dissolution, Special Circumstances & Constitution Amendments In the event of special circumstances, a special meeting of members will be called for and held with a minimum of 30% of active members present to make any decisions. If no decision is reached per these rules, the matter is tabled until the next regularly scheduled meeting and then debated and voted upon then. A majority vote by members present will decide the issue. In both cases, circumstances will be discussed, options presented by the officer(s) present, and options voted on in public with names and votes being recorded.
Section 2 Any amendments to this constitution will only be made in a face to face meeting of members with a minimum of 50% of active members present and a 2/3 majority vote must happen before a change is made. Section 3 In the event that club active participation falls off to the extent that officers no long see the point in continuing the club, or some other special circumstance dictates dissolution, the club will be discontinued with all legal matters complied with, all taxes files and paid, and assets to be sold. Assets will be offered to club members first and the items will be sold to the highest bidder unless the club is in debt. In the event of debt, club owned property will be auctioned off in a manner the officers determine would obtain the most money for payment of the debt. All remaining moneys will be donated to local charities in a manner the officers determine is best. Section 4 Should a member act or cause others to act in a way that conflicts with club policy, reflects poorly upon the club, or otherwise causes problems that other members have a problem with, that member shall be dealt with in a manner that club officers see fit. Should this determination be expulsion from the club then remaining dues moneys for that year will be refunded by the treasurer within 60 days by check in the U.S. mail unless it benefits the club to do otherwise. The Club President will take the lead in such matters and make decisions in private after consulting with the other officers.