BYLAWS OF THE
VOLKSWAGEN CLUB OF TIDEWATER
ARTICLE I - NAME, PURPOSE, EMBLEM, PUBLICATION
SECTION I - NAME
The name of the club shall be the Volkswagen Club Of Tidewater or VW Club Of Tidewater, herein referred to as the Club.
SECTION II - PURPOSE
The Club shall operate as a nonprofit organization facilitating the association of Volkswagen owners to enjoy in a social manner the ownership, operation and preservation of their cars. It shall be a source of technical information, encourage careful driving, and establish rules for events and exhibits.
SECTION III - EMBLEM
The Club shall maintain a self-identifying logo.
SECTION IV - PUBLICATION
The BUG EYE shall be the official publication. It shall be published at regular intervals and be distributed free to all Club members.
ARTICLE II - MEMBERSHIP AND DUES
SECTION I - MEMBERSHIP
A. INDIVIDUAL MEMBERSHIP - Any Volkswagen owner or enthusiast, regardless of residence or nationality shall upon application and payment of required dues and fees become an Individual Member.
B. FAMILY MEMBERSHIP - Anyone eligible for Individual Membership may acquire a Family Membership, which shall be registered in 2 Primary Member's names only and shall include the spouse and all children residing at the same address.
C. Individual Members and two Primary Members in a Family Membership shall be known as Voting Registered Members.
SECTION II - DUES AND FEES
Annual dues and fees shall be determined by the Executive Board as seen fit.
SECTION III - PRIVILEGES AND DUTIES
A. All members of the Club shall be entitled to all privileges of this Club, including: holding office, competing in VCOT events, attending social, business and automotive events, attending regional and national gatherings and participating in Club sponsored tours.
B. A valid Driver's License shall be required for a driver to compete in any driving event.
C. Every member shall immediately inform the Membership Director of any changes of address to ensure the delivery of all club mail.
SECTION IV - RESIGNATIONS, EXPULSIONS, LAPSES, REINSTATEMENTS
A. RESIGNATIONS - A member may resign from the Club by giving notice to the Membership Director. A former member may at any time rejoin the Club as a new member.
B. EXPULSIONS - A member may upon written recommendation of any officer, or upon written petition of 10 voting members be expelled by majority vote of the full Executive Board for violation of Club rules or any just cause. The accused member may defend him or herself in person before the Executive Board.
C. LAPSE AND REINSTATEMENT - Membership shall lapse for non-payment of dues 60 days after the due date. Lapsed membership may be reinstated by payment of dues.
ARTICLE III - MEETINGS
SECTION I - REGULAR MEETINGS
Unless otherwise ordered by the Executive Board, a Club meeting and an Executive Board meeting shall be held monthly.
SECTION II - SPECIAL MEETINGS
Special meetings of the members may be called by the President, a majority of the Executive Board, or any 10 voting members by petition filed with the Secretary. All members shall be notified of the Special Meeting.
SECTION III - VOTING BODY
At all meetings, 10 Voting Members shall constitute a Voting Body. A Voting Body constitutes one Officer vote.
ARTICLE IV - OFFICERS AND ELECTIONS
SECTION I - GENERAL
A. The affairs of the Club shall be controlled by the Executive Board and all other Standing Committees.
B. Officers shall serve for one year and may succeed themselves by election
C. No member may accept office for social, political or financial gain.
D. Meetings of the Executive Board shall be open to all interested members. Officers shall announce notice of meetings stating date, time and place. Special Meetings may be called by the President or by the Secretary upon written request by 3 or more of the officers.
E. 3 officers shall constitute an Executive Board at any meeting of the Board.
SECTION II - NOMINATIONS, ELECTIONS, VACANCIES
A. The nominating Committee shall attempt to nominate 2 candidates for each office and shall present their slate at the October meeting and shall be published in the November BUG EYE. Additional nominations may then be made from the floor with the nominee's consent.
B. Immediately following the November meeting, ballots containing all nominations shall be submitted by the Nominating Committee to every Voting Member. Returned ballots shall be counted by the at least 3 members of the Nominating Committee in the presence of one another. Complete election results shall be announced at the December club meeting.
C. Vacancies on the Executive Board by reason of death, resignation or removal shall be filled for the remainder of the year by a member nominated by the President with approval of the remaining officers or elected from the floor by the members.
SECTION III - DUTIES OF OFFICERS
A. PRESIDENT shall be the Chief Executive Officer of the Club: perform all duties usually pertaining to this office and supervise the affairs of the Club. He shall preside at meetings of the members, the Board, and appoint committees. He shall plan interesting worthwhile programs for each Club meeting.
B. VICE PRESIDENT shall assume the President's duties and authority in the event the latter is absent and/or unable to act. He shall perform such other duties as may be assigned by the President. As Property Officer, he shall maintain a current inventory of all Club property listing each item, cost, present condition and custodian. He shall personally verify the existence and location of Club property and report this to the Board semi-annually.
C. TREASURER shall receive all money belonging to the Club and promptly deposit it in the Club's bank account and/or the Club's emergency petty cash fund, disburse club money subject to the Board's approval, maintain current financial reports as required by the Federal and State government.
D. SECRETARY shall perform all duties commonly associated with this office. The Secretary is to maintain and record original records of all minutes. He/she is to maintain all correspondence relating to the Club: receive and file a copy of all Club reports; prepare and submit business and activity reports; receive all correspondence addressed to the Club and report this at meetings; and correspond for the Club as required. He/she shall report Club activities in an interesting manner.
E. HISTORIAN shall retain all Officer and Committee records and/or reports from the prior year, copies of old newsletters, car show fliers and any other history worthy Club paraphernalia. He/she shall also maintain the Club's website.
F. All Officers are required to participate in as many meetings/functions as possible. If unable to attend, they are required to notify another officer ahead of time.
ARTICLE V - COMMITTEES
SECTION I - SELECT AND NOMINATING COMMITTEES
A. Special Committees may be appointed by the President or by the Executive Board to study, recommend or act on a particular problem or project. These committees shall serve until the purpose for which they were appointed has been accomplished.
B. The Nominating Committee shall be appointed by the President no later than September each year. This committee shall consist of 5 members, not more than 2 of which shall be officers.
SECTION II - STANDING COMMITTEES
A. GENERAL - The Club shall have appropriate committees as needed. Each committee shall serve for a calendar year or until its successor is appointed.
B. ACTIVITES COMMITTEE shall stimulate enthusiasm, maintain interest and encourage good fellowship by planning, coordinating and implementing a program of automotive and social activities. it shall recruit rally masters to plan and execute rallies, autocross, technical sessions, auto shows, parades and similar events; recruit social chairmen to plan and execute dinners, picnics, parties, camp-outs, tours, etc. It shall check events arrangements, supervise scoring, procure trophies, obtain an up-to-date record of points awarded for annual rally championships, auto shows and similar events, and publish point standings quarterly.
C. PUBLICATION COMMITTEE, under the direction of the Editor of the BUG EYE shall gather, edit, print and distribute information concerning all facets of Club activities, It shall solicit various businesses for advertising revenue.
D. MEMBERSHIP/RECRUITING COMMITTEE shall vigorously encourage recruiting
of new members, introduce new guests and new members at meetings; distribute to prospective members such information about the Club as will generate an interest in joining; ascertain that recruiting materials such as posters, applications, windshield BUG EYE cards and Club publications am available at dealers and other places; follow-up on members who do not renew their membership to find out why they have chosen to drop out. Maintain active/inactive members roster to include names, address, phone number and a brief description of the car they own. Maintain a record of membership card numbers issued. Maintain a list of current Tidewater dealers, parts stores and repair shops who are participating in out VCOT discount program and maintain a good working relationship with each participating sponsor. it is to maintain a regular report given to the Treasurer on all collected and uncollected membership dues. Membership cards and introductory new member kit shall be maintained by the MEMBERSHIP COMMITTEE and kept in good supply at all times.
ARTICLE VI - RECORDS RETENTION
All officers and committee chairmen shall maintain a complete 1 year file of records and/or reports to be turned over to their successors. Upon election, all previous records and/or reports shall be turned over to the Historian. No records may be destroyed without the approval of the Board.
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