Constitution
of the Yavapai Classic Cruisers of Arizona
Contents:
Article I: Name
of the Organization
Article II:
Purpose of the Organization
Article III:
Approval of Financial Obligations
Article IV:
Membership
Article V: Form
of Government
Article VI:
Expulsion of Members and Impeachment of Elected Officers
Article VII:
Amendments
Article
VIII: Dissolution of the Yavapai Classic Cruisers
Article IX: Club
Representation at Public Events
Article X: Car
Cruises
Article XI:
Adoption of this Constitution
Preamble:
We the
undersigned, in order to secure the pleasures and benefits of an
association of persons interested in automobiles, trucks, and/or
street rod which are at least XX years or older, do hereby organize and
constitute the Yavapai Classic Cruisers of Arizona, a non-profit organization.
XX is defined in the bylaws.
Article
I: Name of the Organization
The
name of this organization shall be the Yavapai Classic Cruisers of Arizona.
The letters "YCC" shall hereinafter stand for the
Yavapai Classic Cruisers of Arizona.
Article
II: Purpose of the Organization
This
organization shall further the education of its members and the public in
Antiques, Classic, Restored, and Modified vehicles by:
A. Conducting public car shows and cruising events.
B. Promoting fellowship among and providing the means of
exchanging
information between individuals having a common interest in
vehicles.
C. Promoting vehicle restoration and related activities among its
members.
D. Appropriately represent YCC at all club
sanctioned events.
Article
III: Approval of Financial Obligations
This
organization does not contemplate financial gain or profit by any members
thereof, and is organized solely for nonprofit purposes. The
following issues of the organization shall be decided by a majority of voting
quorum present at a regular business meeting:
A. Acquiring or disposing of right, title, or interest in property
in excess of
$100.00. Proposals for activities, acquisitions and expenditures
in excess of $100.00 shall be voted upon.
B. Incurring financial obligations in excess of the organization's
capacity to
pay from current dues or yearly
revenues.
C. The procedure for determining the amount of dues shall be
contained in the
bylaws.
D. The limit of $100.00 for ordinary expenditures can be increased
to $200.00 on
a per item basis when approved by a majority vote of the Board of
Directors.
E. Pre-approval of ordinary expenditures
exceeding $200.00 must be published in
the newsletter, special mailings, or electronic mail if
applicable, prior to the next regular business meeting. A simple majority vote
of a quorum present at a regular business meeting is required for approval,
with the expenditure limit set by the membership.
F. The annual car show expenditures will be the responsibility of
the car show
chairperson. Expenditures shall be presented only to the Board of
Directors for approval.
Article
IV: Membership
Any
person who owns a Classic car, truck, antique and/or street rod which is XX
years or older and who is willing to abide by the articles of the Constitution
and By-laws of this organization shall be qualified for membership in the YCC.
XX is defined in the bylaws.
A. Types of membership in the organization shall be defined in the
bylaws.
B. Application for Membership:
1. Application for membership shall be made solely to the
membership
chairperson after attending a club
meeting.
2. No application will be accepted unless accompanied by all dues
applicable.
3.
Membership in YCC is not automatically renewed each year. All membership
applications expire on August 31. A new membership application
form and dues must be presented to the membership chairperson by August 31 to
become a member of YCC. NOTE: ACCEPTING FUNDS (CHECK OR CASH) IS NOT APPROVAL
OF MEMBERSHIP.
4. All membership applications and
dues will be submitted for approval to
the Board of Directors at the September Board meeting. The Board
of Directors shall review all membership requests and will officially approve
or reject each membership application. If the membership application is
rejected, the President shall issue a letter to the applicant explaining the
reason for rejection. The applicant’s membership fee shall be returned in the
same letter.
C. A member in good standing shall be any individual accepted for
membership and
whose dues have been paid for the current year, hereinafter
referred to as "member”.
D. Any member that disposes of their
classic vehicle, such that they do not meet
the membership requirement of a Classic car, truck, antique and/or
street rod which is XX years or older, shall be allowed 2 years membership to
obtain another vehicle to retain their membership.
Article
V: Form of Government
The
government of this organization shall be invested in the voting members who
provide the Officers and Board of Directors with respective powers
as defined in this Constitution. Unless specified, a simple majority vote of a
quorum present at a regular business meeting rules.
A. A quorum at a regular business meeting shall be at least 35% of
the voting
members in good standing.
B. All meetings shall be presided over by the President and only
the
membership shall have invested in it the power to amend this
constitution by a 2/3 majority vote of a quorum present at a regular business
meeting. Approval or disapproval of the actions of the Board of Directors
requires a simple majority vote of a quorum present at a regular business
meeting.
C. The Board of Directors shall consist of the club Officers and
Directors, and shall be in charge of the supervision and conduct
of this organization, to recommend amendments to this constitution, and perform
all other functions, incident to the proper conduct of this organization.
D. The Board of Directors meetings are
open only to all club members, with the
approval of the President. All information presented, discussed,
voted upon, etc. at the meeting is confidential. Any member who attends a
meeting cannot sit at the meeting table and anyone attending the meeting must
not discuss the contents of the meeting with any other club member. If they do
pass on any information, they will not be allowed to attend any other Board of
Directors meetings. The President is the only person authorized to divulge
information relative to the Board of Directors meeting.
E. The Officers and Directors of this organization shall be voting
members, and
shall consist of the following:
1. President
2. Vice-President
3. Secretary
4. Treasurer
5. Four Directors
F. A Quorum for a meeting of the Board of Directors shall consist
of at least two
(2) elected board members and must
include at least three (3) officers.
H. Periods of office:
1. All officers shall serve a period of
one year, or until a successor is
elected. The previous years 3-officers can run for the same
position with the exception of treasurer. The previous years treasurer can run
for the treasurers position only if a qualified person designated by the board
conducts an audit of the YCC treasury, and the treasury is found to be in good
order.
2. All Directors shall serve a
period of 2 years, with two (2) Directors
being elected every year. The previous years Directors can run for
the same position.
I. Nominations:
1. The President shall appoint a
nominating committee in September of at
least (3) three members, who shall present the nominations to the general
membership at the October business meeting.
2. Nominations shall be publicized
in the newsletter prior to the October
business meeting. Nominations for all open positions shall be
opened at the start of the October business meeting and nominations will be
closed at the start of elections at the October meeting.
3.
Once the name of a member running for an open position is published in
the newsletter, a nominee can only remove his/her name from
nomination. When a name is removed from nomination, that name cannot be
nominated from the floor at the October business meeting.
4. Any member may nominate another
member for office, provided prior
consent of the nominee has been given and the nominee has not
removed their name from an open position per paragraph 3 above. A nominee can
run for only 1-position at a time. The membership chairperson or treasurer
shall validate the nominees as a member in good standing.
J. Elections:
1. Officers shall be elected by a
simple majority vote of a quorum present
at the October business meeting. Unopposed nominees for office may
be confirmed by a simple majority vote, otherwise voting will be by secret
ballot and ballot counting will be by committee. In the case of a tie, there
shall be a runoff election of the said members to determine the election
results. The new Officers and Directors will be installed at the completion of
the October General meeting.
2.
Only members present at the October business meeting can cast a ballot
and since there may be write-in
candidates absentee ballots are not
permitted
3. If any officer or board member
is absent from three (3) consecutive
meetings (any combination of board and business meetings), the
position shall be declared vacant unless such absences are excused by the board.
4. Notice of a special or vacancy
election shall be printed in the
newsletter prior to said election. A vacancy occurring in any
office shall be filled by a simple majority vote of a quorum present at the
next business meeting. The vacancy shall be filled until the normal term of
office expires in November.
K. Duties of the Officers:
All
officers who serve as administrative officers, Directors, committee
chairperson, or committee members, shall be required to attend all
appropriate meetings when scheduled by the President. When unable to attend, a
member may give written proxy for another member to attend the meeting in
his/her place. Only one (1) proxy will be accepted every six (6) months per
individual.
1. Duties of the President shall
be:
a. Preside at all meetings.
b. Coordinate the activities of the
Board of Directors.
c. Call extra meetings as required,
temporarily fill vacancies, and
appoint and dissolve committees not
otherwise provided for.
d.
Participate in all committees.
e.
Fill out all necessary paperwork associated with the Presidency
and the Treasurer’s position.
f.
In the absence of the Treasurer, the President shall execute all
financial transactions authorized by
the club.
2. Duties of the Vice President
shall be:
a. Serve in the place of the
president in case of president's
absence or incapacitation.
b. Act in an official capacity
(under the direction of the president)
for the YCC at public functions.
c. Fill out all necessary paperwork
associated with the Vice
-Presidency and the Treasurer’s
position.
3. Duties of the Secretary shall
be:
a. Keep all official documents and
records of the YCC, and perform
other duties delegated by the
President.
b. Record the minutes of all
regular business meetings, Board of
Directors meeting, special meetings, and at the request of any
member, read aloud the minutes of the regular business or board meeting.
4. Duties of the Treasurer shall
be:
a. Execute all financial transactions
authorized by the club.
b. Receive and distribute all dues, subscriptions and bank
receipts.***
c. Account for all receipts and
expenditures and will require a
receipt for expenditures.
d. Report on club finances at each
regular business meeting. All
transactions shall be reported by category, not by the person who
spent the funds.
L. Duties of the Directors shall be:
1.
To
attend all board meetings, and assist the President in carrying out
Club activities.
2.
Any member who has a club related special concern, shall present that
written special concern to any board member at any time, and the
board member will present that concern to the board of directors. The
board of directors will review the concern and if deemed appropriate to submit
the concern to the membership. The concern shall be presented at the next
general meeting. The person/s who submitted the concern shall not take it upon
themselves to present the concern to the membership without the approval of the
board of directors.
M. *** Optional appointments:
At the option of the president only
the following positions can be
appointed.
1. Membership
chairperson/newsletter editor:
The membership chairperson/newsletter editor will assume the
following duties:
a.
Since
all memberships expire on August 31, new membership forms
and dues must be collected from each member. The membership
chairperson must send all membership forms to the Board of Directors for
approval. Once approved, the membership person will give the dues to the Treasurer
for deposit. NOTE: ACCEPTING FUNDS (CHECK OR CASH) IS NOT APPROVAL OF
MEMBERSHIP.
b. Handle all newsletter
publications and mailings.
c. Maintain an up-to-date roster of
the members and publish a
complete club roster in the October and April newsletters. New
member information shall be published in the newsletter as dues are received.
2. Property chairperson:
The property chairperson shall conduct an annual inventory of all
club property, and present it to the general membership at the October business
meeting.
Article
VI: Expulsion of Members and Impeachment of Elected Officers
A. Club membership may be revoked by a recommendation of the Board
of Directors
to the members of YCC for any of
the following reasons:
1. Non-payment of dues.
2. Willful misuse of club property.
3. Willful disregard for her/his own safety or the safety of
others while
on organization sponsored activities.
4. Any general member or officer
that willfully disrupts a general meeting,
board meeting, club sanctioned event or activity regardless of
purpose or intent.
5. Infraction of the club policy on
inappropriate displays as defined in
Article IX of the Constitution shall be grounds of expulsion of a
club membership per Article VI of this Constitution.
B. Elected Officers and Directors may be removed from office for
wrongful conduct
while in office, or the Committee Chairpersons or any club member
may have their membership revoked for any of the above reasons by a simple
majority vote of a quorum at a regular business meeting.
C. The President must discuss the infraction of the rules with the
club member
before a hearing is convened.
D. Any club member subject to expulsion must be granted a hearing
before the
Board of Directors. Removal of membership can only be made by a
simple majority vote of a quorum at a regular business meeting.
Article
VII: Amendments
Proposed
amendments to the constitution must be written and signed by one-quarter (1/4)
of the members and must be presented to an officer or Director
3-weeks prior to the next Board of Directors meeting. If the amendment is
approved at the next Board of Directors meeting the amendment must then be
published in the next month’s newsletter, or special mailings, or electronic
mail if applicable. Voting upon the amendment in its presented form will take
place at the next business meeting. A vote of 2/3 (two-thirds) of a quorum
present at a regular business meeting is required for ratification. If
modifications to the amendment are required, the new amendment must then be
published again in the next month’s newsletter, or special mailings, or
electronic mail if applicable, and voted upon at the next
business meeting. Any amendment so
passed shall take effect immediately. Amendments to the Constitution can be
made only once per year, between the months January and October.
Article
VIII: Dissolution of the Yavapai Classic Cruisers
A. A
proposal to dissolve the YCC must be written and signed by (1/4) one-quarter of
the members, and presented at a regular business meeting. The
proposal must then be published in the newsletter, or special mailings, or
electronic mail if applicable, and voted upon at the next business meeting. A
vote of 2/3 (two-thirds) of a quorum present at a regular business meeting is
required for dissolution. This vote shall take effect immediately.
B. When
such action is taken, and after paying or adequately providing for the
debts and obligations of the organization, the remaining assets
shall be distributed to a nonprofit fund, foundation or corporation that is
organized exclusively for pleasures and benefits of an association of persons
interested in classic, antique, trucks, and/or street rods and which has
established its tax-exempt status. A vote of 2/3 (two-thirds) of a quorum
present at a regular business meeting is required to determine the organization
to receive the funds.
Article
IX: Club Representation at Public Events
During
any club-sanctioned function (car shows, parades, cruises, etc.) any vehicle
participating with the Yavapai Classic Cruisers of Arizona shall
not display any inappropriate signs, banners, flags, etc. that do not represent
the purpose of the YCC organization as defined in Article II of this
Constitution or the accepted purpose of the event. A simple majority of the
members attending the event shall determine if the item is inappropriate. Only
XX years or older vehicles will be allowed where the Yavapai Classic cruisers
participate in parades. XX is defined in the by-laws.
Article
X: Car Cruisers
During
any YCC car cruises, vehicles newer than XX years old shall be located at the
end of the line of cruise vehicles behind all vehicles older than XX
years. XX is defined in the bylaws. Since YCC insurance covers all vehicles and
persons while on car cruises, no member or guest shall be under the influence
of alcohol or illegal drugs.
Article
XI: Amended of this Constitution
This
Constitution has been amended by a 2/3 (two-thirds) majority vote of a quorum
present at a regular business meeting of the Yavapai Classic
Cruisers of Arizona on January 6, 2005, and hereby revokes any previous
Constitution or By-laws.
Amended
this day of: January 6, 2005
______________________
Dave
Shapiro, President of Yavapai Classic Cruisers of Arizona
______________________
Gary
Frey, Proposed Amendments
By-Laws
of the Yavapai Classic Cruisers of Arizona
Contents:
Article I:
Membership
Article II:
Budget and Dues
Article III:
Meetings
Article IV:
Moneys
Article V:
Activity Requests from Outside the Club
Article VI:
Special Voting
Article VII: Car
Cruise Rules
Article VIII:
Amendments
Article IX:
Adoption of the By-Laws
Article
I: Membership
A.
Membership Type:
1. There shall be one (1) type of membership within the YCC.
2. Membership shall consist of not more than two heads of
household with
one vote each and one annual
newsletter subscription.
3. Members must be at least 18 years old.
4. All membership must be approved per
Article IV of the Constitution.
B
Vehicle age limit:
1. Membership is eligible only if the
member’s vehicle is 25 years old or older.
2. The vehicle must be either an Arizona
licensed vehicle or in the process of
restoration, with completion within
2 years of the date of membership.
ARTICLE
II: Budget and Dues
1. The Board shall draft the next year's operating budget, and set
the
amount of dues based on the budget.
2. The Board shall present the proposed budget and dues at the
July business
meeting.
3.
Approval
of the budget and dues will be based upon a simple majority vote of the quorum
present at the July business meeting.
4.
Along
with a new membership form, the dues shall be paid to the membership
Chairperson on or before August 31. The membership forms and dues
shall be presented to the Board of Directors per Article V, Paragraph M,
Section 1a of the Constitution
Article
III: Meetings
A. The
officers and Board of Directors shall meet at least once every two months.
1. The board meeting shall be conducted as follows:
a. Call the meeting to order.
b. Reading and approval of prior
Board of Directors meeting minutes.
c. Treasurer's report.
d. Old business.
e. New business.
f. Adjournment.
2. A minimum of three (3) officers and two (2) Directors are
required to conduct
business.
3. Only club members can attend board meetings to listen in on
discussions. Club
members wishing to attend board meetings must notify the President
1-week prior to the board meeting so special arrangements can be made.
4. The Officers or Board members can get a special exemption for
non-club
personnel.
5.
The
Board of Directors meetings are open only to all club members, with the
approval of the President with attendance as defined in Article V
of the Constitution.
B.
General business meetings shall be held at least monthly, unless suspended on a
per-meeting basis by a majority vote of the membership at the
prior meeting.
1. The general business meeting shall be conducted as follows:
a. Call the meeting to order.
b. Acknowledge new members and/or
visitors.
c. Reading and approval of minutes.
d. Treasurer's report.
e. Old business.
f. New business.
g. Announcements and comments for
the good of the club.
h. Adjournment.
2. To conduct orderly business, a member must be recognized by the
chair to
discuss an item of
business.
C. All
business shall be conducted according to generally accepted rules of order.
D.
Election of officers, and amendment to this Constitution, or a matter of
expulsion or impeachment will be given priority over all other
orders of business.
E. A
matter requiring a vote carried over into a subsequent meeting will receive
priority of business at that meeting.
Article
IV: Moneys
Moneys
shall be kept in a bank account accessible only to the President,
Vice-President
and Treasurer. The President, Vice-President or Treasurer can sign
checks.
Article
V: Activity Requests from Outside the Club
1. Any requests for YCC to become involved in any “SPECIAL” event
(ie: car event,
charity and/or financial aid), the event information must be
written and presented to an Officer or Director 1-week prior to the next Board
of Directors meeting and 1-month prior to the event. The request must contain a
minimum of the following information per appropriate Form #1 or Form #2
attached.
2. Upon approval of the event at the Board of Directors meeting, the
completed form shall be given to the events coordinator who will present the
activity at the General meeting.
3. The club member who proposed the special event will become the
event coordinator. If the club member is unwilling to be the event coordinator,
the event will not be accepted.
Article
VI: Special Voting
When
the Board of Directors determine that a unique subject of discussion effects
the
entire membership in such a way that a simple majority vote of the
quorum present at the general meeting may not reflect the entire memberships
feelings, all of the agreed upon subject material (as approved by the Board)
must be published in the next newsletter, or special mailings, or electronic
mail if applicable, and voted upon by at the next regular business meeting. A
majority vote of the 2/3 (two-thirds) of a quorum present at a regular business
meeting is required for ratification.
Article
VII: Car Cruise Rules
In
order to have enjoyable, organized, car cruises where cruisers will not be left
behind by accident, vehicle failures can be quickly identified to
all members of the cruise, and all cruisers know what events will happen during
the cruise, the following cruise rules must be followed.
1. Cruise organizer will be the trip leader or pick someone else
to lead.
2. The organizer will provide a map or driving instructions to
final destination.
3. The organizer will decide departure location and time, rest
stops, where and
when to eat or if there will be a
picnic.
4. If a member wishes to go a different route than the one set up
by the leader,
they must notify the leader of
their intensions prior to the cruise.
5. The front vehicle (the leader) and last vehicle must use
operational CB radios
(may be club provided) and maintain contact with each other. Every
10-minutes, the front vehicle must contact the rear vehicle.
6. The speed limit on cruises will be a maximum of 65MPH on the
Interstate
Highway, and on other roads the speed will be based upon road
conditions, weather conditions and type of road. No vehicle shall exceed posted
speed limits.
7. Cruise members must be able to keep up with the group. If they
cannot, they
shall get to the final destination
on their own.
8. Once the main cruise has begun or mini cruises to events within
the main
cruise, members who cruise with the
group shall remain with the group.
9. All daily drivers must be at the end of the caravan, as stated
in the
constitution.
10. When returning home, the buddy system should be used so that
no one drives
back alone.
Article
VIII: Amendments
Proposed
amendments to the by-laws must be written and presented to an officer or
Director 3-weeks prior to the next regular business meeting. If
the amendment is approved at the next Board of Directors meeting the amendment
must then be published in the next month’s newsletter, or special mailings, or
electronic mail if applicable. Voting upon the amendment in its present form
will take place at the next business meeting. A simple majority vote of the
quorum present at a regular business meeting is required for ratification. If
modifications to the amendment are required, the new amendment must then be
published again in the next month’s newsletter, or special mailings, or electronic
mail if applicable, and
voted upon at the next business meeting.
Any amendment so passed shall take effect immediately.
Article
IV: Amendment of the By-Laws
These
By-Laws have been amended by a 2/3 (two-thirds) majority of a quorum present at
a regular business meeting of the Yavapai Classic Cruisers of
Arizona on January 6, 2005, and hereby revokes any previous By-laws.
Amended
this day of: January 6, 2005
______________________
Dave
Shapiro, President of Yavapai Classic Cruisers of Arizona
______________________
Gary
Frey, Proposed Amendments
Form
#1 Car Events
Requesting
Organization:
1.
Name:__________________________________________________________________
2.
Address:_____________________________City:_____________________________
3. Phone number:(
)____________________________________________________
Requestor:
1.
Name:__________________________________________________________________
2.
Address:______________________________City:____________________________
3. Phone number:(
)____________________________________________________
Event:
1.
Address:______________________________City:_____________________________
2.
Reason:_________________________________________________________________
________________________________________________________________________
3. Date of the
event:______________________________________________________
3. Hours
requested:________________________________________________________
4. Number of cars requested:_______________________________________________
5. Monetary compensation:____________ NO( )
YES( )_$_______________
6. Food compensation:________________ NO( )
YES( )
7. Judging and trophies for the cars? NO( )
YES( )
8. Signature of authorized
agent:__________________________________________
Form
#2 Charity and/or Financial Aid
Requesting Organization:
1.
Name:___________________________________________________________________
2. Address:____________________________________City:_______________________
3. Phone number:(
)_____________________________________________________
4. Arizona Corporation Commission
Number:__________________________________
Requestor:
1. Name:___________________________________________________________________
2.
Address:____________________________________City:_______________________
3. Phone number:(
)_____________________________________________________
Beneficiary
of the financial aid:
1. Address:____________________________________City:_______________________
2. Phone number:(
)_____________________________________________________
3.
Reason:_________________________________________________________________
________________________________________________________________________
4. Amount requested:_$__________________________
5. Date funds are
needed:__________________________________________________
6. Signature of authorized
agent:__________________________________________