Rev. 3/5/2011 Amended 8/6/2011
I. The name of the organization shall be the Southeastern British Motorcar Owners Club.
II. The purpose of the club will be to promote the enjoyment and ownership of automobiles manufactured in the United Kingdom, the encouragement of members in the use of their vehicles and the fellowship of other owners of English built motorcars.
III. Membership will be open to all persons who currently own a motorcar built in the United Kingdom (England) regardless of marque, and anyone with an interest in British motorcars, and who have fulfilled the requirements as set forth in the By-Laws for entry into the club.
IV. Officers – the officers of the club will consist of a President, Vice-President, Secretary Treasurer, Web Master and an Executive Committee.
V. The Executive Committee
A. The Executive committee shall act in an advisory capacity to the President: shall entertain, cause to be investigated, and act on any matters affecting the affairs of the club.
B. The Executive Committee shall have full power to adapt all required regulations to govern its deliberations.
C. The Executive committee shall determine eligibility requirements on membership applications, and may, with cause, refuse the application of any individual or organization.
VI. Elections – Elections to the offices of President, Vice-President and Secretary/Treasurer shall be by majority vote of those casting ballots.
VII. General – The qualifications for membership and office holders, the duties of officers and Executive Committee members, and regulations as may be required for the conduction of the business and affairs of the club shall be provided in the By-Laws.
VIII. Amendments to the Constitution – the Constitution may be amended by a vote of two-thirds of the eligible members casting ballots, provided the number of eligible embers casting ballots constitutes a majority of the individual membership.
I. Officers
A. President – Shall preside at all meetings, events and functions of the club, and at all meetings of the Executive Committee. He shall conduct all business on behalf of the club and shall make every effort to promote the purpose of the club. Terms for the office of President shall last two years begin at the March meeting, in an even numbered year. On an issue before the membership, he may vote only to break a tie.
B. Vice-President – Shall perform the duties of the President in his absence or inability to act. The Vice-President may vote, make motions, and speak for or against any matter before the Executive Committee or the membership-at-large. Term for the office of Vice-President shall last two years with the election being in an even numbered year. The office of Vice-President will automatically assume the office of President when the President’s term expires. In the event the Vice-President is unable to assume this position, the current President is empowered to conduct a nominating and election process to provide a new Vice –President who will assume the office of President as described, or at the earliest possible time.
C. Treasurer – The office of the Treasurer is to maintain all financial records of the club, pay club debts and keep track of the Bob Anderson Memorial Fund. The Treasurer is also to ensure that the liability position of club member’s is maintained by paying the insurance fees and reviewing any correspondence with the insurance company. The Treasurer is also to work closely with the Secretary in maintaining the club roster information. The Treasurer’s term will begin in an odd numbered year.
D. The Secretary/Editor is responsible for recording the monthly meeting minutes and forwarding that information on to the club website or newsletter. The Secretary/Editor’s term will begin in odd numbered year. It is not the responsibility of the Secretary/Editor to submit monthly articles of their own design. They may contribute as often as they wish but the burden of this responsibility fall on the shoulders of the members of the club.
E. Web Master – The office of Web Master is responsible for maintaining the club website and in particular insuring that the club meeting minutes are displayed and archived once this information is received from the secretary. The club website is to be maintained in an attractive, informative, businesslike manner and in a timely fashion. It should include information relevant to the club’s interest and activities. This office will be appointed by the president who is to insure that the appointee possesses the necessary skills for this position.
F. Executive Committee – Shall advise and confer with the President on matters affecting the club’s purpose and activities, participate in the planning and execution of Club activities, and the structure of dues, use of the club funds and philanthropic activities. The President may call a meeting of the Executive Committee at his discretion.
II. Elections
A. Eligibility – Any member in good standing for at least six months is eligible to hold office.
B. Election Procedure
1. At the January meeting, in the second year of his or her term, the current Vice President (VP) will nominate a member for the office of VP. At that time the President will ask if there are any other names to be placed in nomination for that office. All nominees will be listed on the website or newsletter and elections will be held at the February meeting, and the new officers will be installed at the March meeting. If no other names are placed in nomination, then the current VP selection will become the new VP.
2. At the January meeting in the first year of his or her term, the President will place the names of two members in nomination for the positions of Secretary/Editor and Treasurer. At that time the President will ask if there are any other manes to be placed in nomination for those offices. All names will be listed on the website or newsletter and elections will be held at the February meeting, and the new officers installed at the March meeting. If no other names are placed in nomination, the President’s nomination will assume the respective offices.
3. Voting at the
February meeting will be by ballots, which will be, distributed prior voting. A
simple majority of the members present will be sufficient for election.
4. In the event of no eligible candidate or a tie the President is encouraged to seek the advice of the Executive Committee but is ultimately empowered to appoint a member to the office or append the duties of the office to an existing office holder.
III. Membership
A. The Club will make three different membership classes available. These classes are Full Membership, Individual Membership, and Partial Associate Membership.
B. Full Membership is open to a married couple owning one or more motorcars of English manufacture, or who are British car enthusiasts, and agree to abide by the By-Laws and constitution of the SBMOC.
C. Individual Membership is open to one person owning one or more motorcars of English manufacture, or who are British car enthusiasts, and agree to abide by the By-Laws and constitution of the SBMOC.
D. Partial Associate Membership is open to children under the legal driving age whose parent is a member.
E. Members are entitled to participate in all club functions including, but not limited to, the AGM breakfast, liability insurance, use of the club’s website, and any and all benefits the club is able to provide.
F. The fee for club membership will be due no later than the March meeting and collections will begin in January. New members joining after August 31 will pay one-half of the current fee for that year.
IV. Executive Committee
A. The Executive Committee shall consist of the current President, current Vice President, and the most current past President. In the event the most current past President is unable to serve then the most recent past President in good standing will take the third seat on the Executive Committee.
V. Miscellaneous
A. Members are encouraged to assist other members with problems associated with their vehicles, and to work toward a safe resolution to those problems.
B. As growth in membership, as well as active participation in Club events, are equally important to the viability of the Club all members are urged to actively recruit new members who would be an asset to the Club and to join other members in the various club functions.
C. Nothing contained within these By-Laws to other regulations or rules of the Club shall be construed so as to prevent the officers of the Club from conducting the normal or extraordinary business of the club.
VI. Amendments/Changes in the By-Laws
A. Any member may propose a change, amendment or addition to the existing By-Laws by submitting the proposal in writing to any officer or Executive Committee member.
B. A quorum of the Executive Committee will review the proposal and rule on its merit, and will cause the proposal and, if necessary, it’s report, to be published on the Club’s website or newsletter.
C. The President will, after the Committee report, present the proposal to the membership at the next regular meeting, giving the Committee’s report, and reading a final version of the proposal.
1. Upon a favorable report by the Committee, the proposal will be voted on by members present at the meeting, and absentee ballots will be accepted from members not able to be present. A majority (in excess of 50%) of the ballots cast must be in favor of the proposal for passage of the proposal.
2. In the event of an unfavorable report by the Committee, the membership will be asked by the President to accept or reject the Committee report. If the Committee report is accepted, no vote will be taken on the proposal. Should the report be rejected, a vote on the proposal will be taken as in VI.C.1.
D. If any amendment, change or addition to the By-Laws is approved by the membership, such change will become effective upon publication in the Club’s website or newsletter. Publication will consist of results of the vote, text of the amendment, and its change or addition, and the amended copy of the By-Laws.
VII. Committees/Funding
A.
Committees shall be established, where required, to address any additional club
activity or event not specifically covered in club by laws or constitution. An
example of these special committees would be a car show where SBMOC shall have
the primary responsibility to promote and execute the car show.
B.
Charitable Committee: A committee shall be established to determine the
distribution of any funds that shall be ear marked for charitable
organizations. This committee will consist of the club vice president as chair
person and two members from the club appointed by the club president.
Appointees to this committee shall not be any other club officers. Procedures
for requesting funds from the charitable committee shall be as follows.
1. A written request
will be submitted to the club vice president. This request will have name of
charitable organization, purpose, reason and requested amount. Charitable
contributions shall be defined as requests for club monies or donations. This
will be one time requests and any additional funding shall require re-submittal
by requester.
2. Verbal requests
for funds or motions from the floor regarding charitable contributions at
regular monthly meetings shall not be recognized.
3. Vice president
will call a meeting of charitable committee and decide if written request
should be acted upon or rejected. If accepted vice president will forward
request to web master for submittal on club web page.
4. If request is to
be acted upon, vice president or person making initial request will present
request at next club meeting and vote will be held to determine if funds should
be appropriated. Presentation for funds and explanation shall not exceed 10
minutes of club meeting, time to vote and collect votes are not included in 10
minute time limit. Vote will be by paper ballot with person requesting funds
responsible for generating and distributing ballots. Vice president will tally
votes and report outcome at end of meeting. A two thirds majority of members
present will be required. Minimum of 10 members must be present.
5. The charitable
committee shall also be responsible for making recommendations for distribution
of the SBMOC Memorial Fund, formerly known as the Bob Anderson Memorial Fund,
during the Christmas Season. Any club member that has a recommendation or
request for how these funds shall be distributed, will submit their request to
club vice president prior to the September club meeting The Charitable
Committee shall compile a list of charitable organizations that these funds
shall be distributed to and present this list no later than the October Club
monthly meeting. List will be published on club website prior to October
meeting. Club members present at the October meeting will vote on this proposed
distribution. A verbal vote with simple majority (in excess of 50%) is all that
will be required for passage.
6. Upon approval by the
members, the club Treasurer shall be responsible for distributing funds as
directed by the Charitable Committee.
C.
SBMOC Memorial Fund.
1. This fund shall
be used to distribute funds to needy families or charities as approved by the
members.
2. Approximately 50%
of this fund shall be used during the Christmas Season to be given to charities
as recommended by the Charitable Committee.
3. The balance from
this fund shall be used to honor approved requests by club members during the
balance of the year or for donations related to deceased members or special
projects. All distributions will require review and approval of Charitable
Committee and subsequent approval by members.
4. Money for this
fund shall be generated from:
a. Silent auction held at the club’s annual Christmas Party
b. Club’s monthly 50/50 drawing with one
quarter of money collected going to this fund
c. 10% of the clubs surplus funds for the calendar year based on the
prior year’s financial statement.
5. The maximum
amount this fund shall have at the first day of the calendar year shall not be
greater than $1,500. Any excess money will be returned to the clubs general
operating account.
D.
Charity Funding Report. The club Treasurer shall report at the
VIII. Deceased Members
A.
Funds raised for the SBMOC Memorial Fund may also be used to honor any deceased
members in that calendar year. A portion of these funds will bear the name of
the deceased member when presented to the charitable organization.
B. Deceased members in good standing, if not recognized during the distribution of the SBMOC Memorial Fund, shall have a $40 donation made in their name, through the club, to applicable charity or non-profit organization decided by the Charitable Committee. No membership vote will be required.