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Car Club Council of Hampton Roads Bylaws
Name: The official name will be the "Car Club Council of Hampton Roads". Hereafter
referred to as "CCCHR" or "the club".
Purpose: To exchange information between clubs and keep the public informed regarding events of interest.
Definition of a “club”: A club is considered to be any group with a minimum of five families. Must have evidence of an "organizational structure". (Example: by-laws, charter, regulations, etc...)
Application for Club Membership: Any car; truck; motorcycle club in the greater Hampton Roads area, desiring to become a member of "CCCHR" must complete a Membership Application and submit with the required remittance to the "CCCHR" Officers.
The "CCCHR" Officers will verify that the application is complete, verify the information provided (if deemed necessary) and present the application (along with their recommendation) to the general membership for approval / denial at the earliest opportunity.
Dues: Dues are $10.00 per club annually. Due by the 31st of January of each year. (If dues are not received by the 1st of March, the club is considered to be in arrears and therefore not entitled to vote on any club matters, or enjoy any other benefits of membership, until the dues are paid.)
Honorary Members: The Board of Directors recognize the need to have the valuable input of certain individuals from the community and establish "Honorary Memberships” to serve that end. There will be no dues for Honorary Members. Honorary Members will be allowed to serve as Officers or as Club Delegates if so elected, but they will only have 1 (one) vote on all matters.
Expulsion or Cancellation: If the Officers, Honorary Members, and Delegates agree by a majority vote of 2/3, that a Club, Delegate/Officer, or Honorary Member should be expelled for valid reasons then the expulsion becomes effective immediately. This vote can only take place at the regularly scheduled CCCHR Membership meeting and only after every club, CCCHR Officers, Honorary Members, and the party in question have received notice to this special purpose at least 2 (two) weeks in advance of the meeting. The term "valid reasons" is to denote actions contrary to the purpose of CCCHR and actions deemed hostile to the automotive hobby. At this meeting the party in question will have the opportunity to defend their actions/position after the accusations are stated and before the vote. Those expelled will not have guest privileges and will not be eligible for future membership.
Officers: CCCHR will have elected officers which will consist of the following:
President
Vice-President
Secretary
Treasurer
Term of Office will be for one (1) year, from January to January. Elected Officers are not Delegates of their respective clubs, nor would they be Honorary Members while serving in office, (i.e.: no Officer, Honorary Member, or Delegate will have more than one (1) vote on any matter.
Duties:
President:
Conducts all meetings
Creates necessary Committees
Appoints Committee Heads
Is automatically a member of all committees
Schedules meetings of the Officers as needed
Leads by example
Vice-President:
Acts for the President in his / her absence, or when requested by the President.
Replaces the President if the President resigns, is unable / unwilling to perform the duties of the position.
Secretary:
Keeps the minutes of all meetings and reports to the Officers and membership as requested.
Mails / informs all member clubs (i.e. Club Delegates), Officers and Honorary Members of upcoming meetings and events.
Maintains the roster of CCCHR members and keeps the "Publications Committee" up to date regarding all current members.
Treasurer:
Keeps all financial records and reports to the Officers and membership as requested.
Collects all dues.
Pays all bills. (Two (2) signatures are required on all checks, four (4) signatures on bank signature card
Elections: Elections of Officers will take place at the December Membership meeting. A "Nominating Committee" will be established each year by the President to ensure that there is a qualified candidate for each position. Additional nominations may be made from the floor, with nominee’s consent. Election will be by ballot unless a candidate runs un-opposed. Term of Office is one (1) year, from January to January.
Voting: At any meeting of CCCHR, each club in attendance will have (1) vote regardless of the size of the club. Each member club is to appoint a "Delegate" to vote at the meetings on it's behalf. Each club should also appoint an "Alternate Delegate". At the beginning of each meeting the Nominating Committee Chairman will ask that Voting Delegates identify themselves.
A quorum will be necessary for the voting at any membership meeting to be valid. This quorum will be 25% of the Member Clubs, Delegates, Officers and Honorary Members on the official roster. For example:
19 Member Clubs + 4 Officers + 1 Honorary Member = 24. 1/4 of 24 is 6. Therefore, if there are any six of the above present, a quorum exists.
The four (4) Officers of CCCHR and any Honorary Members will each have a vote equal to that of the Delegates. All matters will be decided by a majority vote of the Delegates and others entitled to vote, that are present at the meeting.
Meetings: Meetings will be held regularly on the last Tuesday of each month unless specified. Member Club Delegates will be notified of the time and place of any special club meeting.
There will be an election meeting in the month of December and an installation meeting in the month of January.
Committees: The President creates committees as needed. These initial committees have been established by the Board of Directors:
Publications Committee
Food Bank Show Committee
Additions or Changes to the By-Laws: By-Laws can be amended at a regular membership meeting after notice of the proposed change, including proposed language, has been mailed to all Delegates, Officers and Honorary Members at least thirty-five (35) days in advance of the meeting.
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