SCCV By-Laws (12.18.2018 Update)

[MX5VT]

By-laws of The Sports Car Club of Vermont

1. The name of this organization shall be The Sports Car Club of Vermont.

2. The principal place of business of this organization shall be at Burlington, Vermont.

3. The general nature of the business of the organization shall be as set forth in the "Articles of Association" of this organization to wit: for the purpose of encouraging the development of competition between owners of sports cars; to foster and encourage competitive events, shows, road trials and competitions; to foster and encourage public opinion in relation to sports car operation; to promote safe driving educational programs; and in order to carry out the foregoing purposes to do all things necessary thereto, without profit.

4. This corporation shall have no capital stock, and pay no dividends or salaries to its incorporators or to its directors.

5. This corporation shall commence operation immediately upon the adoption of these by-laws.

6. (Revised 5/79) This corporation shall not incur indebtedness in excess of the value of the property owned by it, but shall have the power to borrow money needed for the operation of its program and to issue its promissory obligations for payment thereof, and to pledge by mortgage or otherwise, all or any portion of its property or assets for the repayment thereof. The Board of Directors shall set a limit for individual expenditures.

7. (Revised 12/18) The business of this corporation shall be conducted by a Board of Directors which shall consist of the President, Vice President, Secretary, Treasurer, Event Coordinator, Publicity Director, and Past President. They shall be elected for terms of one year and shall hold office until their successors are duly elected. Four members of the board shall constitute a quorum. The Board of Directors shall determine the policies and activities of the corporation and shall have general management of the corporation.

8. (Revised 12/18) The Board of Directors shall have the authority to propose amendment of these by-laws, provided a majority of the directors shall favor such amendment. The text of the proposed amendment will be published prior to the following meeting date. Members will be given a chance to vote on the proposed changes, either on-line or in person. A two-thirds majority of the votes received will adopt the said amendment.

9. (Deleted 5/79)

10. (Revised 5/79) The annual dues and fees shall be set by the Board of Directors.

11. (Revised 12/18) The membership of this corporation shall be limited to sports car enthusiasts; each application for new or renewed membership shall be made in writing or via online registration applications. Each application shall be accompanied by payment of the annual dues.

12. (Deleted 5/79)

13. (Revised 12/18) Club meetings shall be held monthly or every other month, on a day and at a place and time fixed by the Board of Directors. Notice of meeting place and time, and agenda, shall be posted at least seven days before such meeting.

14. (Revised 12/18) Between the dates of October first and two weeks prior to the December meeting, nominations shall be open for candidates for the following elective offices: President, Vice President, Secretary, Treasurer, Event Coordinator, and Publicity Director. Any two members may make nomination, either orally at the October or November meetings or in writing at any other time in this period. A ballot with the names of all the nominees shall be provided preceding the December meeting. Voting may occur prior to the December meeting or at the meeting. All ballots will be collected and counted by a member designated by the President who is not a nominee for any office. If there is only one nominee for an office, the President shall declare him to be elected. In the event of a tie, a runoff election will be held at that meeting. If there is no nominee for an office, the newly elected directors may appoint a member to fill that office. A nominee may run for more than one office; in the event that the nominee is elected to more than office, that nominee must choose one office over which to preside. The nominee with the second most votes will become the officer for the other position. No person may hold more than one office.

15. (Revised 12/18) The club emblem shall be circular in form, having "Sports Car Club Vermont" inscribed around the outside of the circle. The three spoke competition steering wheel will make up the center of the emblem. Green and white shall be the club colors.

16. (Deleted 5/79)

17. (Deleted 5/79)

18. (Revised 5/79) If for any reason a board member other than the President can no longer fulfill his obligations for the remainder of his term, the Board of Directors shall appoint a member to fill the unexpired term. If the President can no longer fulfill his obligations for the
remainder of his term, the Vice-President will automatically become President and the board shall appoint a new vice-president.

Duties of the members of the Board of Directors (Revised 12/18):

PRESIDENT and VICE-PRESIDENT: The President shall preside at and direct all meetings. The President shall determine agenda topics to discuss, and delegate completion of tasks to the Board of Directors as needed. The President shall arrange a calendar of events with the assistance of the Board of Directors, and function as the primary contact for general correspondence with external parties. The President shall be responsible for maintaining relationships with other motorsport organizations and owners.

In the event that the President is not present, the Vice-President will perform the duties of President. The Vice-President shall be the secondary contact for general correspondence with external parties in the event that the President is not available, and shall be primarily responsible for the use of electronic correspondence through admin@sccv.org. The Vice-President shall be responsible for administrative duties not otherwise assigned, including but not limited to announcing meetings, publishing club announcements, updating club information, overseeing deadlines and operational logistics, and completing tasks deferred from the President or other directors as needed.

SECRETARY: The Secretary shall attend all meetings and record the minutes and votes, to be documented in a public forum. In the event the Secretary is unable to attend, the presiding officer will appoint someone to record the minutes. The Secretary shall keep a record of all correspondence of the corporation. The Secretary shall have possession of the mail key and shall collect and send mail on a regular basis. The Secretary shall process membership requests and distribute membership cards through mail or directly at events when applicable. The Secretary shall publicly document and update all standing memberships and corresponding member numbers for the calendar year. The Secretary shall be responsible for ensuring event registration forms, membership forms, and membership cards are available during events.

TREASURER: The Treasurer shall have custody of all moneys, debts and obligations belonging to the club. The Treasurer shall make payment of all club debts. The Treasurer shall give a report of the financial status of the club at every meeting. The Treasurer shall keep all records of insurance and possess knowledge of insurance regulations/requirements and liability pertaining to event administration. The Treasurer shall have these documents available at all events. The Treasurer shall have possession of a secondary mail key and shall assume all mail responsibilities in the event that the Secretary is unable to do so.

PUBLICITY DIRECTOR: The Publicity Director shall furnish the local media information concerning all scheduled activities of the club, and shall promote a favorable image of the Sports Car Club of Vermont to the general public. The Publicity Director shall have in their possession at all times business cards, flyers, and contact information to disseminate to the public as needed. The Publicity Director shall attend motorsport related events not otherwise affiliated with the Sports Car Club of Vermont to promote events as appropriate. The Publicity Director shall investigate and pursue dialogue with external parties in pursuit of new event venues when possible. The Publicity Director shall arrange prizes and awards when needed.

EVENT COORDINATOR: The Event Coordinator shall arrange and supervise all autocross events, ice trials, and time trials sponsored by the club. The Event Coordinator shall lead event set-up upon arrival and delegate tasks to participants as they arrive, in conjunction with the event chair. The Event Coordinator shall attend the majority of these events and oversee the administration and organization of said events. The Event Coordinator shall function as the primary contact for events, venues, and rules/guidelines relating to events. The Event Coordinator shall keep record of club possessions and oversee transportation to and from events. The Event Coordinator shall lead the Rules Committee with the purpose of determining classes and regulations for all events, and assessing need for adjustment. The Event Coordinator shall maintain and publish a list of approved Technical Inspectors.

IMMEDIATE PAST PRESIDENT: The Past President shall give advice and continuity to the board of Directors. The most recent former President shall hold the Immediate Past President position, unless elected to another position. If the most recent former President is unable or unwilling to hold the position, the most recent past President able to fill the position will be appointed Immediate Past President. Should a current President be reelected, the Immediate Past President will remain in their respective position.

WEB MASTER: The Web Master shall update the club website http://www.sccv.org with current schedules, event results, special events, club media, and accurate rules and regulations. The Web Master shall maintain the club forums with administrator and moderator duties, and delegate these permissions to other members as deemed appropriate.

Superseded By-laws

6. (3/57) This corporation shall not incur indebtedness in excess of the value of the property owned by it, but shall have the power to borrow money needed for the operation of its program and to issue its promissory obligations, for payment thereof, and to pledge by mortgage or otherwise, all or any portion of its property or assets for the repayment thereof.

7. (5/79) The business of this corporation shall be conducted by a Board of Directors which shall consist of the President, vice president, Secretary, Treasurer, Rally Coordinator, Autocross Coordinator, Downshifts Editor, Publicity Director, and irranediate Past President. They shall be elected for terms of one year and shall hold office until their successors are duly elected. Five members of the board shall constitute a quorum. The Board of Directors shall determine the policies and activities of the corporation and shall have general management of the corporation.

7. (11/61) The business of this corporation shall be conducted by a Board of Directors which shall consist of the President, Vice-President, Secretary, Treasurer, Activities Director, Downshifts Editor, Publicity Director and immediate Past President. They shall be elected for
terms of one year and shall hold office until their successors are duly elected. Five members of the Board of Directors shall constitute a quorum. The Board of Directors shall determine the policies and activities of the Corporation and shall have general management of the Corporation.

7. (9/58) The business of this organization shall be conducted by a Board of Directors which shall consist of the President, Vice-President, Secretary, Treasurer, Activities Director, Bulletin Editor, and immediate Past President. They shall be elected for terms of one year and shall hold
office until their successors are duly elected. Four members of the Board of Directors shall constitute a quorum. The Board of Directors shall determine the policies and activities of the corporation and have general management of the corporation.

7. (3/57) The business of this corporation shall be conducted by a Board of seven Directors to be elected by the members of the organization, (except that four of said Directors may be elected by the incorporators initially and the three remaining directors shall then be elected by the
membership.) They shall be elected for terms of one year and shall hold office until their successors are duly elected. Four members of the Board of Directors shall constitute a quorum. The Board of Directors shall determine the policies and activities of the corporation and have
general management of the corporation. The Board of Directors shall elect a President, Vice-President, and Treasurer of the corporation, who shall be chosen from the Board of Directors and shall hold office subject to the pleasure of the Board of Directors. The term of office of all said officers shall begin on the first day of February immediately following their
election and end on the 31st day of January of the following year.

8. (6/61) The Board of Directors shall have the authority to propose amendment of these by-laws, provided a majority of the directors shall favor such amendment. The text of the proposed amendment will be published in the club bulletin together with a ballot form. Members will return the completed form to the Secretary within 30 days. A two-thirds majority of the ballots received will adopt the said amendment.

8. (3/57) The Board of Directors shall have the authority to make, adopt, and amend these by-laws as they deem best, and as may be necessary or desired in the conduct of the business of the corporation.

9. (3/57) Any proposal carried by a vote of two-thirds of the members present and voting shall be binding on the Board of Directors.

10. (11/61) The annual dues shall be set by the Board of Directors.

10. (3/57) The dues shall be set for each year by majority vote of the members present and voting at the Annual Meeting

11. (5/79) The membership of this corporation shall be limited to sports car enthusiasts; each application for new or renewed membership shall be made in writing. Each application shall be accompanied by payment of the annual dues.

11. (3/57) The field of membership in this corporation shall be limited to sports car enthusiasts: each application for membership must be made in writing and shall bear the endorsement of a member; such application must be approved by majority vote of the Board of Directors at any
regular or special meeting thereof. An application and/or initiation fee of five dollars shall accompany each such application for membership.

12. (3/57) Any member of the corporation convicted in a court of Law of a serious traffic violation shall be automatically suspended from all club activities. Such a members, so suspended, shall have the right to speak in his own behalf at the next regularly scheduled meeting: thereafter, by majority vote of the members present and voting, such member shall be
reinstated, expelled or continued under suspension for a definite period.

13. (5/79) The annual meeting of the members shall be held during the month of January on a day and at a place and time fixed by the Board of Directors. A written or printed notice shall be forwarded to all members at least seven days before such meeting Additional meetings of the members shall be held as determined by the Board of Directors.

13. (3/57) the annual meeting of the members shall be held during the month of January on a day and at a place and hour fixed by the Board of Directors. A written pr printed notice shall be forwarded to all members at least seven days before such meeting. Additional meetings of the
members shall be had as determined by the membership, and subject to the call if the Secretary.

14. (5/79) Between the dates of October first and the date of publishing of the bulletin immediately before the December meeting, nominations shall be open for candidates for the following elective offices: President, Vice President, Secretary, Treasurer, Rally Coordinator, Autocross Coordinator, Publicity Director, and Downshifts Editor. Any two members may make nomination, either orally at the October or November meetings or in writing at any other time in this period. A ballot with the names of all the nominees shall be printed in the issue of the bulletin immediately preceding the December meeting. Voting may either be by mail prior to the December meeting or at the meeting. All ballots will be collected and counted by a member designated by the President who is not a nominee for any office. If there is only one nominee for an office, the President shall declare him to be elected. In the event of a tie, a runoff election will be held at that meeting. If there is no nominee for an office, the newly elected directors may appoint a member to fill that office. No member may run for more than one office.

14. (3/57) The members will elect, at the annual meeting (except in the first year) a clerk and Activities Director of the corporation. The clerk and Activities Director are not required to be Directors of the Corporation.

15. The secretary shall notify the Bulletin Editor and such notice shall be published in the first club bulletin sent out thereafter.

16. (9/58) On or before October first of each year the Board of Directors shall elect a nominating committee of not less than three members, one of whom shall be the outgoing President. Notice of the election of the nominating committee together with the names of the members thereof
shall be included in the first club bulletin sent out thereafter. The nominating committee shall nominate at least one member for each of the following elective offices: President, Vice-President, Secretary, Treasurer, Activities Director and Bulletin Editor to serve for the ensuing year. Nominations shall be in writing, signed by the chairman of the Nominating
Committee, and shall be in hands of the secretary not later than October

17. (9/58) Any two members of the club may make further or other nominations for any office. Such nominations shall be in writing, signed by the members making the nomination and stating clearly the office for which the candidate is nominated. Such nominations shall be in the hands of the Secretary not less than seven days prior to the date of the election meeting. Should the Secretary receive more than one nomination for an office he shall prepare a sufficient number of ballot papers in which appear the names of the nominees for that office arranged in alphabetical
order. Separate ballot papers shall be prepared for each office. At the election meeting which shall held during the regular meeting in the month of December, the President shall read the notice of the meeting as sent to the members by the secretary with the names if the different nominees, and if there shall be only one member nominated for any office, the President shall forthwith declare him elected. Where there shall be more than one nominee for an office, a ballot shall be held and not less than a majority of the vote cast shall be required to elect a candidate for
such office.

18. (Revised 5/79) If for any reason a board member of the than the President can no longer fulfill his obligations for the remainder of his term, the Board of Directors shall appoint a member to fill the unexpired term. If the President can no longer fulfill his obligations for the
remainder of his term, the Vice-President will automatically become President and the board shall appoint a new vice-president.

Duties of the members of the & Board of Directors (Revised 5/79):

PRESIDENT and VICE-PRESIDENT: The president shall preside at all meetings and perform the duties that usually pertain to this office. In the event that the president is not present, the vice-president will perform the duties.

SECRETARY: The secretary shall attend all meetings and record the minutes and the votes in a book kept for the purpose .In the event the secretary is unable to attend, the presiding officer will appoint someone to record the minutes. The secretary shall keep a record of all correspondence of the corporation.

TREASURER: The treasurer shall have custody of all moneys, debts and obligations belonging to the club. He shall make payment of all club debts. The treasurer shall give a report of the financial status of the club at every meeting.

DOWNSHIFTS EDITOR: The Downshifts Editor shall he responsible for the publishing and distribution of the club bulletin, Downshifts, which shall provide results of past events, details of upcoming events, and other items of general interest to the club, including: periodic reports from
the Board of Directors and officers of the club.

PUBLICITY DIRECTOR: The Publicity Director shall furnish the local media information concerning all scheduled activities of the club, and shall promote a favorable image of the Sports Car Club of Vermont to the general public.

RALLY COORDINATOR: The Rally Coordinator shall arrange and supervise all rallies sponsored by the club, He shall arrange a calendar of rallies in cooperation with the Autocross coordinator. He shall determine classification criteria for the year. He will be responsible for the
revision and publication of the General Rally regulations. He shall arrange prizes and awards.

AUTOCROSS COORDINATOR: The Autocross Coordinator shall arrange and supervise all autocrosses, ice trials, and time trials sponsored by the club. He shall arrange a calendar of events in cooperation with the rally coordinator, He shall determine classes for ice trials and autocrosses. He shall maintain and publish a list of approved Technical inspectors. He shall arrange prizes and awards.

PAST PRESIDENTS: The Past President shall give advice and continuity to the board of Directors. [aka Board advisor]

WEB MASTER: The webmaster keeps the SCCV site updated with events, pictures, video, forums, event information, event results, series information, classification information, etc. [not added to the official by-laws with the State of Vermont yet]

18. (11/61) If for any reason a board member other than the President gives notice that he can no longer fulfill his obligations for the remainder of his term, the Board of Directors shall appoint a club member to fill the unexpired term. If the President gives notice that he can no longer fulfill
his obligations for the remainder of his term, the vice-president will automatically become the new President to fill the unexpired term, and the Board of Directors will appoint a new vice-president