Bylaws « Alaska Sports Car Club

ARTICLE I – NAME, PURPOSE AND EMBLEM

Section 1 – Name

The name of the Club shall be “Alaska Sports Car Club, Inc.” hereinafter referred to as the “Club”.

Section 2 – Purpose

The purpose of the Club shall be:

To organize a group of sports car owners and enthusiasts in order to enable them to get maximum use and enjoyment from sports car ownership and operation.
To dispense technical information to aid in the proper care and operation of sports cars.
To establish rules and regulations covering all activities of the Club.
To promote and sanction road racing within the State of Alaska.
To encourage careful, skillful and courteous driving on public highways.
To own real and personal property as incidental to the foregoing purposes.

Section 3 – Emblem

To any member in good standing, the emblem may be purchased from the Club, at the individual’s own expense. Any Abuse or improper display of the Club emblem shall be determined by a majority of active members present and voting at a regular or special meeting. Improper use may be grounds for expulsion.

The Club emblem is as, and may be used in the following formats:
ascc-logos

Section 4 – Corporate Seal

The corporate seal consists of a seal in which the words “Corporate Seal 1958″ are centered and encircled with the words “Alaska Sports Car Club, Inc.”

ARTICLE II – MEMBERS

Section 1 – Original Members

All members in good standing at the time of the first annual meeting, after the formation of the Club, shall constitute the original membership of the Club, and shall be known as the charter members.

Section 2 – Future Members

Any individual attending a meeting of the Club, with the intention of taking part in a discussion or becoming a member of the Club, shall after submitting a membership application, upon acceptance of said application by the Board of Directors and paying the necessary dues and initiation fees, be considered an active member in good standing, with full voting privileges.

Section 3 – Honorary Members

Any person, a current member relinquishing his/her active status or not a member and not soliciting membership, who has commended themselves to the Club’s esteem, or who has performed an outstanding service to the Club may have this honorarium bestowed upon them in recognition of such service.

The Club relies on the efforts of its membership to achieve its goals. It is expected that members will donate their time and energies to that end. It is not anticipated that individuals will be bestowed the status of Honorary Member lightly or due to actions normally required for normal Club operation.

An Honorary Member is a non-active, non-voting member. In order for an Honorary Member to vote, hold office or a competition license, that person must relinquish their honorary member status and fulfill the requirements set forth in Article II, Section 2.

Recommendations for Honorary Membership shall be made to the Board of Directors no later than two meetings prior to the Annual Meeting. The Board of Directors will consider the recommendation and if approved the nomination shall be presented to and voted on by the general membership, at the Annual meeting. A majority vote of active members in attendance and voting is required for acceptance.

Section 4 – Dues

The annual dues shall be established each year by vote of the Board of Directors. Dues will become payable on the date of the Annual meeting, but may be paid as early as December 1st preceding that meeting. Dues paid between December 1st of the preceding year and the Annual Meeting of the current year shall be considered paid until the date of the Annual Meeting of the following year.

Section 5 – Expulsion

The following actions may expose a member to suspension or permanent expulsion:

Failure to pay annual dues within the allotted time shall result in loss of membership privileges.
Failure to abide by Club regulations, Bylaws or policies.
Any act or proceeding prejudicial to the interests of the Alaska Sports Car Club or auto racing in general.
Physical violence towards any other participant or spectator at, to or from any ASCC event/function due to any reason.
Un-sportsmanlike conduct.
Any other action deemed undesirable.

A member to be suspended or expelled shall be notified, in writing, clearly stating the reasons for such action and will be given a reasonable opportunity to prepare and present a case in defense, to the membership, of his actions.

A suspension of not more than one year may be imposed by decision of the Board of Directors without membership vote. Permanent expulsion must be a majority vote of active members in good standing, present and voting, by secret ballot, at a special meeting where 14 days written notice has been made.

Section 6 – Resignation

Any member may resign by directing a letter of resignation to the Secretary of the Club. The members resignation shall be effective immediately, provided all indebtedness to the Club is paid in full.

ARTICLE III – MEETINGS

Section 1 – Annual Meeting

The Annual Meeting of the members will be held in the month of April and takes place of the regular business meeting for that month. Dates will be set by the Executive Officers. Election of officers, reports of officers and committees, and such other business shall occur at the Annual Meeting. Any amendments to the bylaws and changes to Competition Rules relating to vehicle classifications shall be made at this time. No changes to Bylaws or competition rules will be made at any other time other than the annual meeting except as dictated by safety or changes due to governmental regulation.

Section 2 – Business Meetings

The place, time and date of the business meetings shall be set at least once a month by the President.

Section 3 – Special Meetings

The President or a majority of the Executive officers may call special meetings of the members or officers. Notifications of special meetings may be made verbally or in writing.

Section 4 – Quorum

At all general membership meetings, or regularly scheduled business meetings, eleven members shall constitute a quorum.

Section 5 – Motions

All actions except those specifically provided for in these Bylaws shall be a majority vote of active members in good standing present and voting. Voting by written proxy or absentee ballot is not permitted.

Section 6 – Roberts Rules of Order

All business meetings will be conducted according to Roberts Rules of Order. The President shall appoint a parliamentarian who shall have final decision on rules of order.

ARTICLE IV – OFFICERS

Section 1 – Election

The elected Executive Officers of the Club shall serve for one year, or until their successors are appointed or elected, depending on the circumstance. The Executive Officers elected at the Annual Meeting shall get their Club dues waived for the term they are serving.

Section 2 – Executive Officers

The Executive Officers of the Club are the President, First and Second Vice Presidents, the Secretary and Treasurer and shall conduct the administrative functions of the Club to the best of their ability.

Section 3 – Board of Directors

The above named officers duly elected at the Annual Meeting, the immediate past President and the Trustees, shall constitute the Board of Directors of the Club, with all the powers of the directors.

Section 4 – Vacancy

In the event of a vacancy in the positions of Secretary or Treasurer, the Board of Directors shall appoint a member of the Club to fill said vacancy. This vacancy will be filled until the next Annual Meeting.

Section 5 – Impeachment

Any officer or annually appointed chairman not accomplishing his or her duties for delinquent reasons to the extent that action should be taken, shall be so informed in writing of his delinquent actions. He or she will be given reasonable opportunity to prepare and present his case in defense of his actions. The officer or chairperson may then be impeached from office or position upon majority vote, by secret ballot, of all active members in good standing, present and voting.
The officers and annually appointed chairmen of the Club shall also be subject to Sections 4 and 5 of Article II.

ARTICLE V – DUTIES OF ELECTED OFFICERS

Section 1 – President

The President shall preside at all meetings of the members and officers and shall perform the duties usually pertaining to this office.
He may call special meetings under the provisions of Article III, Section 4.
He shall be the chief executive officer of the Club.
The President will vote only in case of tie, excluding:
- The annual meeting, where he shall carry an equal vote on all issues
- For amendments to the Bylaws

Section 2 – First and Second Vice Presidents

In the absence of the President or in the case of death, resignation or inability to act, the First Vice President shall assume the duties of the President.
The First Vice President’s duties and responsibilities are:
- To provide for future events and prepare a calendar of events to be provided to members.
- To be responsible for events and strive to provide maximum classes for entrants whenever possible.
- To assure equal treatment is given to all classes when awarding prizes for events.
- To determine the eligibility of cars for registration in the various classes recognized by the Club and to accept or reject cars as they are offered for such registration.
- To establish Club policies for conducting all Club events and to set forth, in published form, said policies for distribution to the members.
- To establish a procedure for careful inspection and determination of road worthiness of each car entered for events and to accept or reject said cars according to their condition with particular emphasis on the needs of safety.
The First Vice President shall accomplish the above named duties with the direct assistance of the Second Vice President and whatever committees he shall see fit to choose in order to insure maximum efficiency and allow him to organize and operate smooth-running, enjoyable events.

Section 3 – Secretary

The Secretary shall attend all meetings of members and/or officers and shall record the minutes of said meetings in a log kept for that purpose.
Shall be act as or appoint a registrar for Club Events.
Maintain confidential membership lists for the purpose of mailings, eligibility, and dues or any other Club authorized purpose.

Section 4 – Treasurer

The Treasurer shall be subject to such conditions and restrictions as may be made by the Executive officers in regard to custody of all monies, debts and obligations of a financial nature belonging to the Club or incurred by it.
He shall receive all monies of the Club and deposit same in the Club account.
He shall make all payments of Club debts. The Treasurer or the President shall sign all contracts, checks, drafts, notes, C.O.D.’s or other orders for payment of money, in the name of the Club. Both signatures are required for amounts over one hundred and fifty dollars.

The Board of Directors may authorize an exception to items b and c above for accounts for special events and activities. These exceptions will be audited by the Trustees and turned over to the Treasurer.

The Treasurer shall give a report on the financial status of the Club at the annual meeting, and if so requested, at any other meeting of the officers, directors or members. No obligation, debt or other liability shall be incurred on behalf of the Club without prior approval of a majority of the Executive Officers. This also applies to any member or officer of the Club.
A majority of the Executive Officers may appoint an Assistant Treasurer to act in the absence or incapacity of the elected Treasurer. All above restrictions and conditions shall apply to the Assistant Treasurer.
The Treasurer will be responsible for all Club monies and properties. A record will be maintained for all Club assets, and will be inventoried and transferred to each successor, excluding expendable supplies.

Section 5 – Trustees

There shall be three elected Trustees, on one-year and two two-year terms to be staggered.
The Trustees shall audit the books and present their report at the annual meeting prior to the election.
If, at any time, two of the Trustees wish to close the books and call for an audit, they are empowered to do so.
The Trustees will each hold a position on the Board of Directors.

ARTICLE VI – CHAIRMEN AND COMMITTEES

Section 1 – Appointed Chairmen

The President, or Executive Officers as outlined in their duties, shall determine the appointed chairmen of committees, the Newsletter Editor and other individual positions.

Section 2 – Selection

The president or Executive Officers shall appoint or accept volunteers for such committees as it finds desirable, from time to time, and shall outline the duties and responsibilities of such committees.

Section 3 – Vacancy

In case a vacancy should occur from either of the annually appointed committee chairmen, the President or Executive Officers shall appoint a member to fill said vacancy until the next annual meeting.

Section 4 – Publicity Chairman

It shall be the duty of the Publicity Chairman to arrange all advertisement and soliciting for the year.
It shall be an objective of the Publicity Chairman to provide advertisement for each event, social or competitive. This advertisement may take any reasonable and lawful form, examples: radio, television, newspapers, posters, leaflets, demonstrations, drives, games, raffles, etc.
It shall be an objective of the Publicity Chairman to submit articles containing the results of each Club event to be printed and/or broadcast by local newspapers and radio stations.
He shall accomplish the above named duties with the aid of whatever committees he shall see fit to choose in order to insure maximum efficiency and allow him to organize and operate a smooth running publicity program.

Section 5 – Equipment Chairman

The Equipment Chairman shall be responsible for all Club equipment assigned to him.
He, or a member appointed by him, shall be responsible for transporting all necessary equipment to and from each Club event.

Section 6 – Competition Rules Committee

Establishment and Structure
- An election will be held by the active members in good standing and holding a valid competition drivers’ license to elect the members of the competition rules committee. Board of Directors members may be voted to the Competition Rules Committee, assuming basic requirements are met. Not more than two Board of Director members may be voted to the Competition Rules Committee at one time, to be determined by the numbers of votes cast for each, those two with the most votes remain eligible for the committee.
- The election will be held at the Annual Meeting. Term to be one year.
- There will be seven members elected to the committee. Each member to be a member of the Alaska Sports Car Club and hold a valid competition drivers license. The First Vice President will preside as Chairman of this committee, he will not vote.
- A quorum of this committee will be 2/3 of the elected number of members.
- If for any reason one of the members of this committee is forced to resign, he will be replaced as soon as possible by elected as stated in (a) above. Any member of this committee with 2 unexcused absences from a committee meeting will be replaced as soon as possible by elected as stated in (a) above. The replacement election will be held at the soonest practical business meeting.
The duties of this committee are as follows:
- To establish all changes, amendments or additions to competition rules that directly affect the competition of cars involved in events requiring a competition driver’s license.
- To present to the executive officers for review and proposed change, amendment or addition to competition rules. The Executive Officers, acting in the best interest of the Club membership, will have to the power to veto the proposals. The proposal will be presented to the general membership within two business meetings after receiving it from the Competition Rules Committee. At this time the proposal will be considered final.
- To establish all changes, amendments or additions to all Racing Rules by the Annual Meeting and they will be held firm and not subject to change, amendment or addition (without a 2/3 majority vote or from the committee and approval by the executive officers), until the end of the following annual meeting.
- To take into consideration any proposal brought to their attention and to give the proposal fair, careful and personally unbiased consideration.

ARTICLE VII – FISCAL YEAR

Section 1 – Date

Fiscal Year of the Club shall being April First.

Bylaws

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