Music City Camaro Club
7175 Nolen Park Circle | Nolensville, TN 37135
Club Bylaws Ratified 9-1-2017
ARTICLE 1 – NAME, PURPOSE
Section 1: Club Name. The name of the organization shall be the Music City Camaro Club aka MCCC.
Section 2: Purpose. The purpose of this club is to establish fellowship among members, provide information, technical assistance and share the interest of the Chevrolet Camaro/Pontiac Firebird. Our main goal is to preserve, restore and maintain the Camaro/Firebird and its history. This includes Camaros/Firebirds of all styles: stock, restored, original or modified.
Section 3: Upon dissolution of the organization, all remaining assets must be used exclusively for exempt purposes, such as charitable, religious, educational, and/or scientific purposes, such as local veteran non-profit organizations.
ARTICLE II – MEMBERSHIP
Section 1: Full membership in this organization shall be open to any individual who own the Chevrolet Camaro/Pontiac Firebird. Associate membership may be granted to members who were previously full members in good standing who have sold their cars and wish to remain affiliated with the club. Associate membership may also be granted to individuals who do not own Camaros or Firebirds but wish to join the club as a Camaro/Firebird enthusiast. Associate members will not have voting power but will granted access to all club events and to club membership boards and websites.
Section 2: Membership is accepted when (1) Membership Application is submitted; (2) Membership dues are paid in full and (3) individual possesses a valid driver’s license, and motor vehicle insurance as required by their respective state and (4) the by-laws sign off sheet has been returned. When the aforementioned are accomplished, an individual is considered as an “Active/Voting” member. (1) Vote / paid full membership.
Section 3: Members are expected to conduct themselves in a manner favorable to the organization and its purpose, especially when visibly expressing their membership.
Section 4: Any member may be suspended or removed from the organization at the discretion of the board of officers by a majority vote based on conduct that disrupts the good order of Club activities.
Section 5: A membership is permitted one vote per paid full membership.
Section 6: All new members will be provided a copy of the Music City Camaro Club By-Laws and will be required to sign a receipt stating they have received, read and agree to the by-laws of the Club. The receipt will be maintained by the Secretary.
Section 7: Membership in this Club is non-transferable.
ARTICLE III – DUES
Section 1: Membership annual dues shall be payable for each calendar year. The cost of an annual membership shall be set by the leadership each year to account for the proposed membership package. Associate membership dues shall be $10.00 per year. Dues will be renewed on January 1.
Section 2: In order to nominate, or be nominated for an officer position, and vote during our election, each member must be a member in good standing with dues paid in full for the 6 calendar months prior to taking office.
ARTICLE IV – MEETINGS
Section 1: Officer’s Meetings. We will hold officer’s meetings for all officers and regional coordinators on a quarterly or as-needed basis. Attendance of all relevant parties is expected at each meeting. Officers are expected to attend meetings which shall be held monthly.
Section 2: Quarterly Meetings. Quarterly meetings shall be held each quarter of each calendar year. Location, exact date and time TBD.
Section 3: Special Meetings. Special meetings may be called by the Officers or a Regional Coordinator when deemed necessary to conduct the business of this organization.
Section 4: Notice. Notice of change in meeting location or special meeting shall be given to each “Active/Voting” member, by email, or by Camaro5 & Facebook, as soon as possible.
ARTICLE V – OFFICER’S MEETING ORDER OF BUSINESS
The monthly meetings will use the MCCC Rules of Order to maintain a proper meeting environment (copies of the rules will be made available).
- Call to order.
- Roll call of members present.
- Reading of minutes of last meeting.
- Officers’ reports.
- Committee reports.
- Special orders — important business previously designated for consideration at this meeting.
- Unfinished business.
- New business.
ARTICLE VI – OFFICERS
Section 1: The initial Officers of the Club shall be as follows:
- Vice President
- Sergeant at Arms
- Secretary/Membership Coordinator
- Public Relations Officer
- Regional Coordinators as allocated by Officers
Section 2: Election of Officers. Election of new officers will occur as the last item of business at the October meeting of the Club. To be eligible, a member must be nominated by someone outside of their household. Such nomination shall be provided via email only to the club secretary 30 days prior to the October quarterly meeting. Nominations will be emailed to the club membership and said nominees shall be voted on during the October quarterly meeting. During the October meeting, the election of Officers shall be by a simple majority of the “Active/Voting” members of the Club. In the event of a tie, officers will determine how to break the tie. Absentee ballots may be accepted at the discretion of the sitting officer group as a whole in a process to be determined by the officers. Ballots shall be provided.
During the Election of Officers, any nominated member in good standings may run for one position of Office. If any member is nominated for more than one (1) Office position, the nominated member must make a choice for the Office to run. A member will have a one-week period following the end of the nomination window to either accept or decline their nomination. If no response is received by the end of that week, the nomination will be presumed to have been refused.
Existing officers do not have to be nominated again to be re-elected for their current position.
Section 3: Terms. Officers shall serve a term of 1 year and may be re-elected for consecutive terms. The year begins October 1st and end September 30th.
Section 4: Responsibility. It is the responsibility of the Officers to conduct all the business of the organization in a proper manner.
Section 5: Resignation, Termination. Resignation by an Officer must be in writing and received by the Secretary. An Officer may be removed from office by a vote of a quorum (see VOTING for definition) of the “Active/Voting” members who cast a ballot.
Section 6: Vacancies. When a vacancy of an Officer exists, nominations for new Officer may be received from the “Active/Voting” members in attendance at the following monthly meeting. These nominations will be sent out in the monthly newsletter to all “Active/Voting” members and will be voted upon at the next monthly meeting. The vacancy will be filled only to the end of the vacated Officer’s term.
Section 7: Conflicts of Interest. Whenever a director or officer has a financial or personal interest in any matter coming before the board of directors, the affected person shall a) fully disclose the nature of the interest and b) withdraw from discussion, lobbying, and voting on the matter. Any transaction or vote involving a potential conflict of interest shall be approved only when a majority of disinterested directors determine that it is in the best interest of the corporation to do so. The minutes of meetings at which such votes are taken shall record such disclosure, abstention and rationale for approval.
Section 8: PRESIDENT. Shall be the spokesperson of the organization and ensures that the Club operates within the bylaws established by the membership. The President will conduct the monthly meetings, appoint committees, and call special meetings as required. President shall be responsible for securing club sponsorships and representing the club at official events and functions. The President will actively work with the Treasurer on establishing operating budgets for Club functions and act as a co-signer for Club checks.
Section 9: VICE PRESIDENT. Shall assume the responsibilities of the President in her or his absence. The Vice President will also actively work with the Treasurer on establishing operating budgets for Club functions and act as a co-signer for Club checks.
Section 10: SECRETARY/Membership Coordinator. Shall record the minutes of Club meetings and keep historical records, provide notice of all regular and special meetings, handle Club correspondence, and keep custody of all records of the Club. The secretary shall be responsible for handling any responsibilities associated with new member enrollment.
Section 11: TREASURER. Shall have care and custody of all monies belonging to the organization, will be responsible for developing and reviewing fiscal procedures along with presenting monthly and annual status of finances to the membership. The Treasurer is designated as the only required signature for check writing. The Treasurer will be the custodian of all financial records.
Section 12: SERGEANT at ARMS. The Sergeant at Arms will act as liaison for the Club with facility security when provided at Club sponsored and non-Club sponsored shows, cruises and events for members. The position will also coordinate all club travel, cruises and travel accommodations.
Section 13: PUBLIC RELATIONS OFFICER. Shall be responsible for managing social media for the club including Instagram, Twitter and YouTube. This position shall be responsible for proper placement of all banners, yard signs and other advertising for the club. This position will work with the President and Vice President to help secure sponsorships both for the club, and also for our car show and other club functions/events.
ARTICLE VII – CODE OF CONDUCT
Section 1: All members will conduct themselves at all meetings, shows, events, cruises, etc. in a fashion befitting good taste and etiquette.
Section 2: All members will be responsible for the conduct of their guests attending functions and activities.
Section 3: All members are encouraged to participate in shows, cruises, and other events, and to present the finest image possible of The Club.
Section 4: Use of the Club name, logo, or other Club material for private use or gain is prohibited. Any such use must be approved by the Officers through a majority vote. Any unauthorized use of the club logo may result in expulsion from the club and possible legal repercussions may ensue.
Section 5: All Club logos, materials, or other products developed over the course of time by any individual pertinent to the business or function of the Club are to be the property of the Music City Camaro Club.
Section 6: When the Club, as a group, is caravanning on an Interstate Highway or State Highway, the group shall not exceed the posted speed limit, will stay in the “slow lane” except when passing other slower vehicles, will drive in a manner so as not to obstruct other vehicles, and will show courtesy to other drivers.
Section 7: When the Club, as a group, is caravanning in town, the group shall travel in a single file, maintain a safe distance between vehicles, and observe all posted speed limits.
Section 8: Members or members who have guests who fail to abide by the code of conduct can be penalized up to and including expulsion from Music City Camaro Club.
ARTICLE VIII – VOTING
Section 1: Rights. Members must be present at the meeting at which items are presented to the members for a vote.
Section 2: At all meetings, except for the election of officers, voting shall be by voice or a show of hands. For the election of Officers, voting shall be by ballot and counted by no less than two non candidate members.
Section 3: Quorum. A quorum is considered to be at least 20 members of the “Active/Voting” members in attendance at the meeting in which items are presented to the members for a vote. Acceptance by a quorum must take place before business can be transacted or motions made or passed. For officer votes a quorum must consist of a vote from each sitting officer either in person, or via documented email.
Section 4: All major decisions that will have impact on items such as finances or event dates shall be presented during a monthly meeting to the membership but voting on said item(s) will be reserved for the following monthly meeting.
Section 5: Each membership is allowed a maximum of one (1) “Active/Voting” members; equating to one (1) votes.
Section 6: To be eligible to vote, members must be in good standings with dues paid current.
ARTICLE IX – COMMITTEES
Section 1: The Club may create committees as needed, such as Fundraising, Annual Car Show, Public Relations, etc
Section 2: Each committee will appoint a Chair. The Chair will act as the focal point for reporting status of the Committee, point-of-contact for information or questions.
Section 3: Committees are to research their assigned tasks and mark recommendations to the membership for voting.
ARTICLE X – FINANCES
Section 1: A majority of the profits from fund raisers, Annual Car Show, etc. will be provided to a designated charitable beneficiary.
Section 2: Monies earned through the-50/50 Raffle will be used toward Club events (i.e., Holiday Party)
Section 3: No Officer shall for reason of his office be entitled to receive any salary or compensation.
Section 4: All collected funds are to be verified by an officer for deposit at the time of monies received whenever possible (i.e., Club meetings and Club sponsored events).
Section 5: Two signatures are required for check issuing (see Treasures duties).
Section 6: Records of finances will be maintained for 7 years for auditing purposes (see Treasures duties). The Treasurer is responsible for filing all tax renditions after review by the President.
Section 7: Three members will review the financial status of records at the beginning of each fiscal year (January).
Section 8: An original receipt is required for any re-imbursements to Club members.
Section 9: A financial brief shall be provided at each meeting to include beginning balance, ending balance, and a list of expenditures for the month.
ARTICLE XI – AMENDMENTS.
Proposed amendments will be sent out with the monthly newsletter (via e-mail, web site, or U.S. Postal Service). These Bylaws may be amended by a majority vote of the quorum of the “Active/Voting” members in attendance at the next scheduled meeting or “Special” meeting following notification of proposed amendment(s).
Officer’s Meeting Reports by position:
- Statement of account to show current balance
- Current bank statement
- Deposits broken down by:
- New member dues
- Merchandise sales
- Sponsorship donations
- Charitable donations
- All withdrawals made since last meeting
- Secretary/Membership Coordinator
- New membership registrations
- Current membership count
- Membership renewal rate
- Regional Coordinators (each)
- New members from each region
- MCCC Promotional activities by region
All reports are to be provided at each meeting. In the event an officer or regional coordinator is unable to attend an officer’s meeting, written reports must be provided via email to all officers prior to meeting so reports may be recorded.