GLEN REGION SPORTS CAR CLUB OF AMERICA, INC.
BYLAWS
ARTICLE I
Name, Purpose, Emblem and Seal
Section 1 - Name: The name of the Corporation shall be
the Glen Region, Sports Car Club of America, Inc. (hereinafter referred to as
the "Glen Region" or the "Club").
Section 2 - Purposes: The nature of the activities to
be conducted and the purposes to be promoted and carried out are as follows:
(a) To promote interest in sports cars and other fine
automo biles and to encourage their safe and skillful operation, by develop
ing, arranging and regulating closed circuit road racing, rallying and other
forms of automotive competition, by dissemination of information through news
releases and Club publications, and through related social and recreation
activities for the instruction and enjoyment of its members.
(b) The Glen Region shall be a civic league within the
meaning of Section 501(c)(4) of the Internal Revenue Code of 1954, as amended,
the purposes of which shall be exclusively for the promotion of the social
welfare and education of the community, primarily through the promotion of
national and international amateur sports competition through the promotion of
an interest in the ownership and operation of sports cars, the participation in
and conduct of competitive events, education, and cooperation with similar
groups in the United States and foreign countries, thereby furthering the
common good, general welfare, and education of people in the community.
Section 3 - Emblem: The basic design of the Club's
emblem shall be a shield with the name of the Club and including the emblem of
the Sports Car Club of America, Inc.
Section 4 - Seal: The Club's corporate seal shall be
circular in form and inscribed with the name of the Club, the year of its
incorporation, and the words "New York".
Section 5 - Affiliation: The Club is a duly constituted
Region of the Sports Car Club of America, Inc. (hereinafter "SCCA,
Inc.").
Section 6 - Organization: The Club is a non-profit
corporation, incorporated pursuant to the New York State Not-For-Profit
Corporation Law (see Appendix "A" attached).
ARTICLE II
Membership
Section 1 - Original Members: All members of the Sports
Car Club of America, Inc., as of December 31, 1956 and residing within the Glen
Region of the Sports Car Club of America, Inc., shall constitute the original
membership of the Club.
Section 2 - Other Members: Requirements for joining the
Glen Region are: (1) completion and submittal of a membership application form;
and (2) payment of such dues and fees as may be required. Such acts shall
constitute election to membership.
Section 3 - Classes of Members: The Club shall have two
(2) classes of members: Regular and Associate. The designation and
qualifications of the members of such classes shall be as follows:
(a) Regular Members: Any individual person interested
in and capable of furthering the purposes of the Club shall be eligible for
election to regular membership. Except as otherwise provided herein, a regular
member in good standing is entitled to all the privileges of membership
including the rights to vote and hold office. The subcategories of Regular
Member are as follows:
(i) Life Member: (a) A person who has previously paid
dues for life as then provided in SCCA, Inc.'s former life membership
provisions which existed prior to the 1956 Bylaws or otherwise by reason of any
subsequent SCCA, Inc. program or plan. or (b) A person granted Life Member
status by SCCA, Inc. as an award for having served as an Officer or Director of
SCCA, Inc. A life member is a Regular Member.
(ii) Spouse Member: A spouse of a member.
(iii) Junior Member: A person who is under twenty-one
(21) years of age. All such members shall have the right to hold a worker log
book or license but may not hold a competition license except under the
applicable SCCA rules and regulations and shall have the right to vote and hold
office.
(iv) Family Junior Member: A person who (a) has his or
her membership included under a family dues membership plan; and (b) who is
under twenty-one (21) years of age. All such members shall have the right to
hold a worker log book or license; but may not hold a competition license, and
shall not have the right to vote or hold office.
(v) Trial Member: A person who is within any of the
above listed categories of membership, but who limits his or her membership to
six (6) months on a one-time only basis. Such person may hold a workers log
book or license; but not a competition license, and shall not have the right to
vote or to hold office.
(vi) Temporary Member: A person who is not a member of
the Club, and does not have the rights to vote or hold office; but who has been
granted a temporary membership by SCCA, Inc.
(vii) Dual Member: A person who is a member of SCCA,
Inc. and of a Region ("Region of Record") other than the Glen Region.
All such persons shall have full membership privileges of the Club; but shall
not have the right to hold office.
(viii) Honorary Member: Any person so elected to this
membership status (e.g.: Regional Life Member). All such members shall have
full membership privileges of the Club; but shall not have the right to vote or
hold office.
(b) Associate Members: Any person, corporation,
organization or association interested in and capable of furthering the
purposes of the Club shall be eligible for election to Associate membership. An
Associate member need not be a member of any other Region.
Section 4 - Election to Membership:
(a) Members: Any person eligible for membership may
apply for such membership according to procedures established by the Club's
Board of Directors. Upon submittal of the membership application form and
payment of the applicable membership dues, such person shall be deemed
automatically accepted and elected to membership. A person accepted for
membership shall also become a member of the SCCA, Inc. Once admitted, such
person shall thereupon become a member of the SCCA, Inc. and of the Glen
Region, and shall become entitled to the privileges of membership subject to
the provisions of this Article. Regular members of the Club must continue to
hold membership in the SCCA, Inc.
(b) Associate Members: The Board of Directors may elect
and re-elect such qualified persons, corporations, organizations and
institutions to associate membership as it shall deem in the best interests of
the Club. An associate member need not be a member of the SCCA, Inc.
Section 5 - Dues: Membership shall coincide with the
anniversary date established by SCCA, Inc. Regular members' dues shall be
payable annually at such times and in such amounts as the Board of Directors
may from time-to-time establish. Associate members' dues shall be payable at
such times and in such amounts as the Board of Directors may from time- to-time
establish. In instances in which both a husband and wife are Regular members of
the Club, the Board of Directors may establish lower dues for one spouse. The
Board of Directors may also establish lower dues for members who have not
reached their 21st birthday. Regular members who have previously paid National
dues for life as so provided in the former life membership of SCCA, Inc. Bylaw
provisions, shall be required to pay annual Glen Region dues to participate in
the Club's affairs. No refund of dues shall be made under any circumstances.
Section 6 - Fees: Fees may be established from
time-to-time by the Board of Directors for participation in events, and for use
of facilities in connection with events.
Section 7 - Termination and Suspension:
(a) A member may resign by letter addressed to the
Secretary of the Club. His or her resignation shall be effective upon receipt
thereof; but such resignation shall not relieve the member of the obligation to
pay any dues, assessments or other charges therefore levied, accrued or
unpaid.
(b) Membership shall automatically lapse for
non-payment of dues. A member whose membership has lapsed shall not be
considered a member in good standing, and shall not be entitled to vote or hold
office until such time as s/he has paid all arrearages.
(c) Associate membership shall automatically terminate
each year at the commence ment of the Club's Annual Meeting.
(d) The membership of any member whose membership has
lapsed for non-payment of dues, or is indebted to the SCCA, Inc., the Club or
any other Region, and delinquent for more than sixty (60) days, shall
automatically terminate, and such member shall thereupon forfeit all dues and
fees already paid; and shall be automatically deemed terminated and discharged
from membership without further act.
(e) The Board of Directors may suspend a member at any
time for infraction of any Club rule or for any other cause if the Board of
Directors shall deem such action to be in the best interests of the Club,
provided that such body will afford the member a reasonable opportunity to be
heard by it or by a committee appointed by it, in person or through a
representative, prior to taking any such action, unless it deems it imperative
to suspend such member before a hearing can be had. The suspending body shall
immediately notify a member so suspended, in writing by certified mail, return
receipt requested (addressed to the address listed on the Club's roster), of
the suspension. The suspended member shall thereafter be entitled to a
reasonable opportunity to be heard, in person or through a representative, by
the Board of Directors or a committee appointed by it concerning his or her
suspension. The Board of Directors may thereafter continue for a definite term,
or terminate or rescind the suspension, or expel the member, and its decision
shall be final. Notwithstanding the above, if the Board of Directors is the
original suspending body, and a hearing is held prior to the taking of any
action, then the Board of Directors may suspend for a definite term or expel
the member without affording him or her a second opportunity to be heard.
(f) Membership of a regular member, a spouse member, or
a junior member shall automatically terminate if s/he ceases to be a member in
good standing of the Glen Region, or of the SCCA, Inc., unless s/he has been
exempted from such requirement pursuant to Section 3 of this Article.
Section 8 - Reinstatement: Upon written request signed
by a former member and filed with the Secretary, the Board of Directors may, by
the affirmative vote of a majority, reinstate such former member to membership
upon such terms as the Board of Directors may deem appropriate.
ARTICLE III
Meetings of the Members and Voting Rights:
Section 1 - Annual Meeting: The Annual Meeting of the
Club shall be held each calendar year on a date between the tenth (10th) day
and the thirtieth (30th) day of November designated by the Board of Directors
for the purpose of election of Officers and Directors, presenting the reports
of Officers, Committees (including Budget and Finance) and Boards, and such
other business as may lawfully come before the meeting. The time of the Annual
Meeting shall be 8:00 p.m. The place of the Annual Meeting, which shall be held
within the Counties of either Schuyler, Chemung, Steuben or Yates, the State of
New York, shall be established by the Board of Directors.
Section 2 - Special Meetings: Special meetings of the
Club may be called at any time by the Board of Directors on its own motion, and
must be called by the Board of Directors on written petition of a least six (6)
percent of the total regular members of the Club entitled to vote. The basis
upon which the six (6) percent shall be calculated shall be the total Club
membership count as of the last April 30th preceding the petition. Such
meetings shall be held at such times and places, within the State of New York,
as the Board of Directors shall determine.
Section 3 - Notice: A written notice of each Annual and
Special Meeting stating the place, hour, date and purpose thereof shall be
mailed by the Secretary of the Club to every member not less than fourteen (14)
nor more than forty-five (45) calendar days before such meeting. No action
shall be taken at any Annual or Special Meeting of the members unless the
intention to consider the subject matter has been set forth in the notice of
the meeting or as considered necessary by the Board of Directors. The notice of
meeting shall be deemed to be delivered when deposited in a receptacle so
provided by the U.S. Postal Service, and addressed to the member at his or her
address as it appears in the records of the Club, and with postage thereon
prepaid.
Section 4 - Voting: Each Regular member shall have one
vote on each and every matter submitted to a vote of the members. Associate
members, Junior Associate members and Honorary members shall have no voting
rights.
Section 5 - Quorum: The members holding ten (10)
percent of the votes (including proxies as provided in Sec. 6), which may be
cast at any meeting shall constitute a quorum at such meeting. If a quorum is
not present at any meeting of members, a majority of the members present,
despite the absence of a quorum, may adjourn the meeting from time-to-time
without further notice.
Section 6 - Proxies: At any meeting of members, a
member entitled to vote may vote by proxy (as provided herein) executed in
writing by the member or by his or her duly authorized attorney-in-fact. No
proxy shall be valid after thirty (30) days from the date of its execution,
unless otherwise provided in the proxy.
Sample Proxy for Members' Meeting:
PROXY
Know all men by these present, that I,
________________________ residing at No. _______ ________ Street, City of
_______, County of ________ State of _________, being a member of the Glen
Region Sports Car Club of America, Inc., do hereby constitute and appoint
__________________ of No. _____ ________ Street, City of ______, County of
______, State of _____________, as my proxy to attend all the meetings of the
members of said corporation or any continuation or adjournment thereof, with
full power to vote and act for me and in my name, place and stead, in the same
manner; to the same extent and with the same effect that I might were I
personally present thereat, giving to said _____________ full powers, and I
hereby revoke any other proxy heretofore given by me.
This proxy shall be automatically revoked,
terminated,and annulled thirty (30) days after the date appearing below.
Dated: _______, ________, _____, 19_______
(month)
(state) (day)
_______________________
Signature
Member No. _________
Section 7 - Manner of Acting: A simple majority of the
votes entitled to be cast on a matter to be voted upon by the members present
or represented by proxy at a meeting at which a quorum is present by person or
proxy shall be necessary for the adoption thereof, unless a greater proportion
is required by law or by these Bylaws.
Section 8 - Elections and Voting by Mail: Directors and
Officers are to be elected by mail ballot in the manner as provided herein. The
Secretary shall have prepared a ballot to be mailed to each Regular member in
good standing and entitled to vote, within one (1) week of the close of the
nominations and not less than two (2) weeks before the Annual Meeting. The
ballot shall clearly state the offices and directorships to be filed and the
names of the candidates who have been nominated by either the Nominating
Committee or by qualified petition.
(a) Voting for more than one nominee for any office or
directorship or for more than the number of directors to be filled will
invalidate the ballot.
(b) All voting shall be by official ballot and all
ballots must be delivered to the Secretary. The official ballot may be returned
by hand or by U.S. mail, but delivery to the Secretary shall be not less than
two (2) hours before the start of the Annual Meeting.
(c) Each ballot shall be enclosed in a sealed transfer
envelope provided by the Club, with a place thereon for the member's membership
number, signature, and printed name, and have a printed statement on the face
of it stating that an official ballot(s) is enclosed, and it shall be signed by
the member casting the ballot. Two (2) or more ballots may be enclosed in a
single sealed transfer envelope, provided such envelope is signed (and name
printed) by each member so voting.
(d) The Secretary shall receive all sealed envelopes
containing the official ballot(s) and certify each, with regard to membership
in good standing, by making an appropriate mark on the outside of the envelope.
All of the unopened envelopes shall then be transmitted to the Elections
Committee, in accordance with Article VI, Section 4.
(e) The Elections Committee, at and during the Annual
Meeting, shall open all certified and sealed envelopes, immediately separating
all signed envelopes from the ballots, so that no identification of ballots is
possible. All envelopes not certified by the Secretary will be retained for
thirty (30) days, pending any challenge, and if no challenge, they shall be
unopened and destroyed. The ballots improperly marked or otherwise
unintelligible shall be declared invalid by the Elections Committee. All
ballots, counted or not, will be retained by the Secretary for thirty (30)
days, pending any challenge, and if no challenge, they shall be destroyed. The
candidates receiving the highest number of votes for each office shall be
declared elected.
(f) In case of a tie, the Secretary shall prepare a
run-off ballot for the office(s) involved. It shall be mailed to the membership
within five (5) days after the Annual Meeting and shall be returned to the
Secretary no later than fifteen (15) days after the ballot date. The election
process established in Subd.(e) above shall be followed as much as is
practicable. Successive ties shall be handled by the same method.
Section 9 - General Social Meetings: A regular social
meeting of the Glen Region may be held once a month and shall be known as a
"Socializer". Such meetings may be held at such time and place as the
Regional Executive shall designate. Notice of such meetings shall be published
periodically in the Club's newsletter, or otherwise. The Club's Board of
Directors and Officers are expected, whenever possible, to attend these
Socializers. If in attendance, an Officer of the Club shall act as the
Chairperson; otherwise the Activi ties Director shall function in the capacity
of Chairperson. Members are encouraged to attend such regular meetings for the
objective of liaison with the Club's Board of Directors and Officers. No quorum
is required for such regular social meetings. Members may take advisory votes
on various matters of general interest to the membership, by voice vote or show
of hands, but such advisory voting shall not be binding on the Board of
Directors or Officers. The Officers and Committee Chairpersons may give
informal reports, as they see fit, as to Club's operations, and may informally
poll the members present concerning any matter of Club business to determine
the sense of the body; but no such poll or vote shall be binding on the Board
of Directors or Officers.
ARTICLE IV
Board of Directors:
Section 1 - Jurisdiction: The affairs and property of
the Club shall be managed by a Board of Directors consisting of no fewer than
nine (9) and no more than thirteen (13) Regular members of the Club elected in
the manner set forth below. All powers and authority of the Club are vested in
the Board of Directors.
Section 2 - Term: Except as otherwise provided in
Article V, Section 1, the normal term for Directors shall be two (2) years, and
will commence on January 1st following their election and shall terminate on
the second succeeding January 1st thereafter. No person shall serve more than
two (2) consecutive terms as a Director.
Section 3 - Board Composition: The Officers named in
Article V, Section 1, together with the last most recent Regional Executive
willing to serve as Senior Advisor, plus at least four (4) Regular members to
be elected, shall constitute the Club's Board of Directors. The Board of
Directors is hereby authorized to increase the number of such Directors from
nine (9) to eleven (11) or more, but not more than thirteen (13).
Section 4 - Quorum: A majority of the Directors then in
office shall constitute a quorum, and this body may act in any manner within
its competence by vote of a majority of the Directors present while a quorum is
present. There shall be no voting or presence by proxy. Each Director, and the
Senior Advisor (former "R/E"), shall be entitled to one (1)
vote.
Section 5 - Removal of Director: The Board of Directors
may, at any regular or special meeting of the Board of Directors, by the
affirmative vote of at least two-thirds (2/3) of those directors voting, remove
a Director from office on the basis of physical or mental incapacity or
otherwise to fail to fulfill obligations as Director to serve, provided written
notice of the proposed action is sent to all Directors at least thirty (30)
days before the meeting. The Director whose directorship is in question shall
be given an opportunity to be heard at such meeting, but shall have no vote on
the question.
Section 6 - Vacancies: Any vacancy occurring in the
Board of Directors may be filled by the affirmative vote of a majority of the
remaining Directors. A Director so elected to fill a vacancy shall be elected
for the unexpired term of his or her predecessor in office. The filling of an
unexpired term shall not be counted in the two (2) term limit of Art. IV, Sec.
2.
Section 7 - Compensation: Directors, as such, shall not
receive any salaries for their services as Directors.
Section 8 - Informal Action by Directors: Any action
required by law to be taken at a meeting of Directors, or any action which may
be taken at a meeting of Directors, may be taken without a meeting if a consent
in writing, setting forth the action so taken, shall be signed by all of the
Directors.
Section 9 - Annual Report of Directors: In accordance
with N-PCL Sec. 519:
(a) The Board shall present at the Annual Meeting of
members a report, verified by the Regional Executive and Treasurer or by a
majority of the Directors, or certified by an independent public or certified
public accountant or a firm of such accounts selected by the Board, showing in
appropriate detail the following:
(i) The assets and liabilities, including the trust
funds, of the Club as of the end of a twelve (12) month fiscal period
terminating not more than six (6) months prior to said meeting;
(ii) The principal changes in assets and liabilities,
including trust funds, during said fiscal period;
(iii) The revenue or receipts of the Club, both
unrestricted and restricted to particular purposes during said fiscal
period;
(iv) The expenses or disbursements of the Club, for
both general and restricted purposes, during said fiscal period;
(v) The number of members of the corporation as of the
date of the report, together with a statement of increase or decrease in such
number during said fiscal period, and a statement of the place where the names
and places of residence of the current members may be found;
(b) The annual report of Directors shall be filed with
the records of the Club, and either a copy or an abstract thereof entered in
the minutes of the proceedings of the Annual Meeting of members.
Section 10 - Recall of Elected Officials: Any elected
officer or director may be recalled by a majority vote of the members present
and voting
at any meeting where the membership has been duly
notified that a properly executed recall petition has been received by the
Secretary. A recall petition
signed by ten (10%) percent of the membership shall be
due cause for a recall
ballot.
ARTICLE V
Officers, Terms and Duties:
Section 1 - Terms: The term of office of the Art. V
Officers shall normally be one (1) year; but each shall serve until the end of
the calendar year next following his or her election, or until their successors
are elected and qualified.
Section 2 - Regional Executive (President): This
officer directs the overall operation and administration of the Club under the
direction of the Board of Directors. The Regional Executive (hereinafter
"R/E") shall preside at all meetings of the members of the Club and
of the Board of Directors and shall have the powers and perform the duties
usually appertaining to this office. The R/E shall be an ex officio non-voting
member of all boards and committees appointed by the Board of Directors, except
the Nominating Committee. S/he shall be the Chief Executive Officer of the
Club. The R/E shall also be the regional administrator of the Sports Car Club
of America, Inc., with such duties as ap pertain to this office. The R/E shall
submit to the Board of Directors for its approval his/her recommendations for
all regional administrative appointments.
Section 3 - (Assistant Regional Executive) Vice
President: The Vice President (hereinafter "Ass't. R/E") shall
perform the duties of the R/E during his or her absence or inability to act,
and shall have such powers and duties as the Board of Directors may
determine.
Section 4 - Secretary: The Secretary shall attend all
meetings of the members of the Club and of the Board of Directors, and shall
record all minutes and votes in a book kept for such purposes. Such minutes and
votes shall be available for review by any Regular member upon request. He/she
shall keep an up-to-date roll of all members (as provided by the Membership
Chairperson) of the Club indicating the class and category of each member ship.
He/she shall give all notices of meetings to the members of the Club and
perform all duties incident to his/her office as required by law, these Bylaws
and/or the Board of Directors. He/she shall have custody of the corporate Seal
and the records of the Club. In the absence of the Secretary from any such
meeting, a Secretary pro tempore shall be chosen by the presiding
officer.
Section 5 - Treasurer: The Treasurer shall, subject to
such conditions and restric tions as may be determined by the Board of
Directors, have custody of all monies, debts, obligations and securities
belonging to the Club. He/she shall receive all monies of the Club and shall
promptly deposit the same to the credit of the Club in a bank or banks so
designated by the Board of Directors for that purpose. Except as may be
otherwise authorized by the Board of Directors, he/she shall make payments of
all Club debts only with checks or drafts drawn on such account(s), or from
petty cash when so authorized. All checks, drafts, notes and other orders for
payment of money shall be signed in the name of the Club by the Treasurer. The
Treasurer shall furnish a surety bond, at the expense of the Club, in such
amount and with such sureties as the Board shall from time to time require. The
Treasurer shall submit to the Board of Directors, at the end of each fiscal
year, a written report of all his/her receipts, disbursements and balance for
such fiscal year-end. If so requested by the Board of Directors, the Treasurer
shall submit similar financial reports at any other time. The Treasurer, in
cooperation with the Budget and Finance Committee, shall prepare each year for
submission to the Board of Directors a budget, including anticipated income and
expenditures for the fiscal year. Upon approval of the fiscal year budget, no
further authorization for the expenditure of monies is required - provided the
item is within the budget. The Treasurer shall submit his/her records to the
Board of Directors for audit by the Board or other agency designated by the
Board at the end of each fiscal year, at the termination of his/her incumbency
of office, and at any other time as the Board may require. The Board of
Directors may establish a policy of compensating the Treasurer in such
reasonable amount as it may determine. A majority of the Board of Directors may
appoint an Assistant Treasurer to act in the absence or incapacity of the
Treasurer.
Section 6 - Activities Director: The Activities
Director shall be responsible for the conduct of all non-speed events,
including rallies, solo event, social events, etc., and shall perform such
other duties as may be determined or delegated by the Board of
Directors.
Section 7 - Vacancies: A vacancy in any office because
of death, resignation, removal, disqualification or otherwise, may be filled by
the Board of Directors for the unexpired portion of the term.
Section 8 - Records and Property of the Club: In the
event of suspension or the termination of membership, or at the expiration of
office of any Officer or Director of the Club, all property belonging to the
Club shall promptly be turned over to the Club Property Committee; except,
after proper accounting with the Board of Directors, the Treasurer shall turn
over all
records, monies and other properties of the Club in
his/her possession to his/her qualified successor in office.
ARTICLE VI
Administration:
Section 1 - Board of Directors: Consistent with the
Certificate of Incorporation, and these Bylaws, the Board of Directors shall
establish the policies of the Club and shall oversee and direct the
implementation and execution of such policies and the administration of the
affairs of the Club by the Officers, standing committees, boards, and such
other committees administrators, coordinators or representatives as it
determines to appoint and authorize.
Section 2 - Contracts, Checks, Deposits and Funds:
(a) Contracts: The Board of Directors may authorize any
Officer or officers, agent or agents of the Club, in addition to the officers
so authorized by these Bylaws, to enter into any contract or execute and
deliver any instrument in the name of and on behalf of the Glen Region, and
such authority may be general or confined to specific instances.
(b) Checks, Drafts, etc.: All checks, drafts or orders
for the payment of money, notes or other evidences of indebtedness issued in
the name of the Glen Region, shall be signed by such Officer or officers, agent
or agents of the corporation and in such manner as shall from time to time be
determined by resolution of the Board of Directors. In the absence of such
determination by the Board of Directors, such instruments shall be signed by
the Treasurer or an Assistant Treasurer.
(c) Deposits: All funds of the Glen Region shall be
deposited from time to time to the credit of the Club in such banks, trust
companies or other depositories as the Board of Directors may select.
(d) Minimum Cash Balance: At the beginning of the
fiscal year the Board of Directors shall establish at its first meeting the
minimum cash balance reserve and a petty cash fund to be kept on hand during
the fiscal year.
(e) Gifts: The Board of Directors may accept on behalf
of the Club any contribution, gift, bequest or devise for the general purposes
or for any special purpose of the Glen Region.
Section 3 - Appointment of Committees: Unless otherwise
provided, the Board of Dir ectors shall appoint, terminate, remove, or
reconstitute the members of the Special Committees listed in Section 4, and
such other committees, boards, and officers (including but not limited to
coordinators, administrators, or special representatives) as shall be necessary
to regulate the activities of the Club and to advise and assist the Board of
Directors concerning the affairs of the Club, and shall appoint the
Chairpersons thereof. The jurisdiction and procedures of such committees may be
established by the Board of Directors, which may also specify the tenure of
committee members beyond the next annual meeting, and may also establish
special rules for the determination of quorums and voting for all such
committees. The designation and appointment of any such committee and the
delegation thereto of authority shall not operate to relieve the Board of
Directors or any individual Director, of any responsibility imposed upon it,
her or him by law.
Section 4 - Special Committees:
(a) Nominating Committee: On or before the fifteen
(15th) day of August in each year, the Board of Directors shall appoint a
Nominating Committee of five (5) members, one of whom shall be designated as
Chairperson, none of whom shall be members of the Board of Directors, who shall
deliver to the Secretary, by written notice not later than by September 15th of
that year, the names of the candidate(s) for each vacant office, which they
have selected for nomination as Officers and Directors. The act of submitting
such names shall constitute nomination. The Secretary shall cause to be
prepared a ballot containing the names of the nominees, and the ballot pursuant
to Article III, Sec. 8, by September 20th. Additional nominations may be made
by a written petition signed by any twenty (20) members in good standing, and
with the consent of the nominee, to be submitted to the Secretary in writing
before October 10th. The Secretary shall thereafter comply with Article III,
Sec. 8 of these Bylaws with regard to such petition(s).
(b) Elections Committee: The Regional Executive shall
appoint at the Annual Meeting an Elections Committee consisting of three (3)
members in good standing, one of whom shall be designated as Chairperson. It
shall be the duty of the Elections Committee to supervise and count the ballots
and certify the results of the election at the Annual Meeting. In accordance
with Article III, Section 6 of these Bylaws, the Elections Committee shall
serve until any tie has been resolved.
(c) Membership Committee: The Board of Directors will
appoint the Chairperson of the Membership Committee. The Chairperson shall
submit other candidates for this Committee to the Board of Directors for
approval (if so requested by the Board). The Membership Committee shall be
responsible for administering membership records, and not less than quarterly,
furnish a list of the members to the Secretary.
(d) Competition Board: The Competition Board
establishes rules and standards for the scheduling, organization, and conduct
of SCCA sanctioned Club racing events, and the licensing of drivers. This
Committee supervises the execution of the General Competition Rules
("GCR") and standards. The membership of the Competition Board shall
be appointed annually by the Board of Directors and shall consist of up to but
not more than seven (7) members including the Competition Board Chairperson.
The Competition Board shall be responsible for the conduct of all Drivers
Schools, Regional Races and National Races. At least one (1) member of this
Board shall hold a current Regional or National competition license; but such
person shall not be the Chairperson.
(i) The Competition Board Chairperson shall be
responsible for maintaining such forms and records as may be required by SCCA,
Inc. or the Club for licensing of race drivers and race cars. S/he shall
distribute, administer and forward to the Club all applications for such
licenses submitted by members of the Region, and shall maintain adequate
records to assure that such licenses are received by qualified Club members.
S/he shall maintain at all times, a current list of all members of the Club
holding race licenses; the grade of such license; restrictions, if any; vehicle
log books issued; expiration dates; and such other information as may be
required by the Board. S/he shall attempt at all times to have race entry forms
available for members; and shall be respon sible for ordering and maintaining
adequate supplies of copies of the General Competition Rules, Production Car
Specifications, Sedan Car Specifications, Showroom Stock Car Specifications,
and such other race-related rulebooks and materials as the SCCA, Inc. shall
issue, and shall sell such materials to the membership, accounting to the
Treasurer for all funds received on behalf of the Region.
(ii) The Official Worker Licensing Chairperson shall be
appointed by the Board of Directors, and where possible such appointee shall
also be appointed to the Competition Board. S/he shall be responsible for
maintaining such forms and records as may be required by the SCCA, Inc. or the
Club for the licensing of race workers. S/he shall distribute, administer and
forward to the Club all applications for such licenses submitted by members of
the Glen Region, and shall maintain adequate records to assure that such
licenses are received by qualified Club members. S/he shall maintain at all
times a current list of all members of the Region holding officials' licenses;
the grade of such license, restrictions, if any, expiration dates; and such
other information as may be required by the Board of Directors.
(e) Rally Board: The membership of the Rally Board
shall be appointed annually by the Board of Directors and shall consist of up
to but not more than five (5) members, including the Rally Program Chairperson.
The Rally Board shall be responsible for the Rally Program of the Glen
Region.
(f) Solo Events Board: The membership of the Solo
Events Board shall be appointed annually by the Board of Directors and shall
consist of up to but not more than five (5) members, including the Solo Events
Board Chairperson. The Solo Events Board shall be responsible for the Solo I
and Solo II Programs of the Glen Region.
(g) Social Committee: The membership of the Social
Committee shall be appointed annually by the Board of Directors and shall
consist of up to but not more than five (5) members, including the Social
Committee Chairperson. The Social Committee shall be responsible for the social
activities of the Glen Region.
(h) Calendar Committee: This committee appointed by the
Board of Directors, shall be chaired by the Activities Director. Other members
shall be the Chairpersons of the Competition Board, Rally Board, Solo Events
Board and the Social Committee. They shall submit to the Board of Directors no
later than December 1st a proposed schedule of events for the following
year.
(i) Budget and Finance Committee: The membership of the
Budget and Finance Committee shall be appointed annually by the Board of
Directors and shall consist of up to but not more than five (5) members, one of
whom shall be a Board of Directors member (preferably the Treasurer), for the
purpose of preparing a draft of the following year's budget, review the past
year's budget and advise the Board of Directors as to any financial matters
pertaining to the Club.
(j) Property Committee: The Board of Directors shall
appoint one of its members Chairperson of this committee. The Chairperson shall
recommend to the Board of Directors candidates for additional members, if
deemed necessary. The committee's duties shall consist of maintaining
up-to-date inventory lists along with locations of Club equipment. At the end
of each year the Committee shall submit an end-of-year inventory list to the
Secretary.
(k) Bylaws Committee: The membership of the Bylaws
Committee shall be appointed
annually by the Board of Directors and shall consist of
three (3) members. It shall be the duty of the Bylaws Committee to: (1) review
current Bylaws annually and recommend such action as may seem appropriate; (2)
resolve questions of interpretation of the Bylaws and recommend such action as
may seem appropriate to eliminate further problems as to the meaning of the
provision(s) in question; and (3) offer advice and recommendations on new
Bylaws and Bylaws amendments proposed by petition, as provided in Article
VII.
Section 5 - Operations Manual: Except where
inconsistent with law, the SCCA Operations Manual shall be the official
operating guide for all areas of Club administra tion. The current edition of
the SCCA Operations Manual, including but not limited to the General
Competition Rules ("GCR"), is hereby incorporated by reference into
these Bylaws, as though each were set forth here at length. Changes to the
Operations Manual or GCR may be made only by the SCCA, Inc., Board of
Directors. Any such changes shall automatically become provisions of these
Bylaws, without formal amendment.
Section 6 - Conflict of Interest: No Officer, Director
or member of the Club may participate in, or attempt to influence, any decision
by the Club affecting his or her own personal business interests, or otherwise
use his or her official position for personal gain.
Section 7 - Fiscal Year, Books and Records: The fiscal
year of the Club shall be the calendar year. The Club shall keep correct and
complete books and records of account and shall also keep minutes of the
proceedings of its members, Board of Directors and Commit tees having any of
the authority of the Board of Directors, and shall keep at the office of the
Secretary a record giving the names and addresses of the members entitled to
vote. All books and records of the Glen Region may be inspected by any Regular
member, or his agent or attorney, for any proper purpose at any reasonable
time.
Section 8 - Personal Liability: All persons or
corporations extending credit to, contracting with, or having any claim against
the Club or its Officers, or the Board of Directors, or its members acting on
behalf of the Club, shall look only to the funds and property of the Club for
the payment of any debt, damages, judgment, or decree, or any other money that
may otherwise become due or payable to them from the Club so that neither the
members of the Club, nor the Officers or the Board of Directors, past, present
or future, shall be held personally liable thereof.
Section 9 - Indemnification: Each Director, Officer and
other appointed or elected person of this Club now or hereafter in office, and
his/her heirs, executors and adminis trators, and each Director, Officer and
other appointed or elected person of the Club and his/her heirs, executors and
administrators, who now acts, or shall hereafter act at the request of this
Club as Director, Officer and other appointed or elected person of the Club,
shall be indemnified by this Club against all actions taken by any member in
behalf of the Club including his/her own negligence.
Section 10 - Parliamentary Procedure: All meetings of
the Club, its Board of Directors and committees shall be conducted under the
current edition of Robert's Rules of Order, unless inconsistent with the
provisions of these Bylaws, the Bylaws of the Sports Car Club of America, Inc.
and/or the laws of the State of New York.
Section 11 - Waiver of Notice: Whenever any notice is
required to be given under the provisions of the New York State Not-For-Profit
Corporation Law or under the provisions of the Bylaws of the Club, a waiver
thereof in writing signed by the person or persons entitled to such notice,
whether before or after the time stated therein, shall be deemed equivalent to
the giving of such notice.
Section 12 - Legality: Any provision of these Bylaws
which is inconsistent with the laws of the State of New York or with the Bylaws
of the Sports Car Club of America, Inc. shall not invalidate the provisions
thereof, except to such inconsistency. Otherwise, these Bylaws shall be in full
force and effect until next amended.
ARTICLE VII
Amendment:
Section 1 - Amendment of Certification of
Incorporation: The Board of Directors or any thirty (30) Regular members in
good standing of the Club may, by written petition submitted to the Secretary,
propose an amendment to the Certification of Incorporation and/or these Bylaws.
Upon such proposal being submitted, a copy thereof shall be included in the
notice of the next Annual or Special meeting of the Regular members, together
with a ballot upon which the Regular members in good standing of the Club may
vote for or against such proposal. Notice of such proposal and such ballots
shall be mailed by the Secretary at least thirty (30) days before the date on
which such ballots are to be returned. If a majority of those returned are in
favor of the proposal, the proposed amendment shall thereby by approved and
adopted. The Secretary shall give notice of the results of such voting, within
thirty (30) days thereafter, to all members of the Club and such other notices
as may be required by the laws of the State of New York and/or by the Bylaws of
the Sports Car Club of America, Inc.
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