Peninsula Volkswagen Club By-Laws

Revised March 7, 2004

 

Article One.        Duties of Officers

Section A:  President

                                                                    1)      The president shall preside over each meeting and be responsible for keeping order at these meetings.

                                                                    2)      The president shall be responsible for maintaining adherence to the constitution and by-laws.

                                                                    3)      The president shall be the official spokesperson of the Peninsula Volkswagen Club unless another person is so designated.

                                                                    4)      The president shall strive in this office for the continued prosperity of the club and to achieve objectives for which the organization was formed and have the power to operate so that the organization functions properly.

Section B:  Vice President

                                                                    1)      The vice president shall assist the president in whatever capacity necessary.

                                                                    2)      The vice president shall temporarily assume the president’s office at meetings when the president is absent.

                                                                    3)      The vice president will maintain contact with the chairpersons of each committee and report directly to the president.

Section C:  Secretary

                                                                    1)      The secretary shall be responsible for keeping accurate minutes of each meeting and the recording of activities. These minutes shall include all monies received and disbursed.  The minutes will also document any specially authorized disbursements approved by the membership.

                                                                    2)      The office of the secretary will be the depository for club documents and executor of formal agreements and records for the club.

                                                                    3)      In the event that both the president and the vice president are absent from a regular meeting the secretary shall preside over the meeting.

Section D:  Treasurer

                                                                    1)      The treasurer shall be responsible for keeping accurate and up-to-date records of the financial affairs of the club.

                                                                    2)      The treasurer will distribute a copy of the latest bank statement at each monthly meeting. A record of all receipts and disbursements will be read at the meeting.

                                                                    3)      Shall prepare a proposed budget.for membership review at the December meeting.  This proposed budget will delineate expected receipts and expenditures for the coming year.  The proposed budget will be voted on by the membership at the January meeting and if approved will be the basis of his/her recommendation for dues assessments for the new year.

                                                                    4)      The Treasurer will make a motion and upon acceptance of the proposed budget by the membership at the January meeting will recommend the amount of dues for the coming year.

Section E:   Board of Officers

                                                                    1)      The President, Vice President, Secretary and Treasurer will be collectively referred to as the Board of Officers..

 

Article Two.       Committees and their Duties

                                                                    1)      The President will appoint an Audit Committee Chairman and Membership annually.

a.      This committee will meet each January and audit the Treasurer’s books for accuracy, proper authorization, and comparison to the most recent bank statement.

b.      The Treasurer will respond in a timely manner to all Audit Committee requests and meet with them as required.

c.      Upon completion of the audit the committee chairman will make a report of findings to the Vice President before the February membership meeting and to the general membership at the meeting. This report must be in writing.

                                                                    2)      Committees shall be formed to serve a specific function of the club and will not duplicate the functions of another established committee.

                                                                    3)      The necessity and formation of a committee shall be the responsibility of the board of officers.

                                                                    4)      The chairperson of a committee shall be selected by the board of officers after calling for recommendations and volunteers from the membership.

                                                                    5)      It is the responsibility of each committee chairperson to fulfill the purpose of the committee and to report directly to the vice president.

                                                                    6)      While working in the capacity as chairperson he or she will have the authority to delegate duties to committee members and will work in conjunction with the Board of Officers.

 

Article Three.   Duties and Finances

                                                                    1)      Amount of dues needed is established yearly by the Treasurer (subject to membership approval)

                                                                    2)      Any additional amounts required beyond the annual dues will be voted on by the membership.

                                                                    3)      Annual dues are to be voted on by members present at the February meeting.

                                                                    4)      The fiscal year will run from February 1st each year thru January 31st.

                                                                    5)      When fees are necessary for a particular event members are eligible for a reduced for a reduced fee whereas non-members must pay the full fee.

                                                                    6)      On their own and without a vote of the membership the president and treasurer may authorize expenditures up to 30 dollars total within one month solely for the organization’s administration costs.  Such actions must be presented to the membership at the next monthly meeting.  No expenditure greater than $30.00 can be made prior to membership approval.

                                                                    7)      Dues will be deemed delinquent if not paid by April 1st and the Treasurer will notify by mail when a member becomes delinquent. Three consecutive months of delinquency will call for automatic revocation of membership.

 

Article Four.       Removal and Expulsion

Section A:  Voluntary-

                                                                    1)      Any member may voluntarily resign his or her membership from the organization but no dues will be refunded. 

a.      The resignation may be submitted in writing to the secretary.

b.      Absence from six (6) consecutive meetings will be considered voluntary resignation unless the Secretary is notified otherwise in writing or by proxy at a club meeting.

                                                                    2)      An officer may resign but no dues will be refunded.  The resignation must be submitted in writing to another officer and announced at the next membership meeting. Elections will be immediately held to fill the vacancy.

                                                                    3)      If the president resigns the vice president will immediately assume the office of the president and elections held to fill the office of vice president.

Section B:  Involuntary-

                                                                    1)      Mandatory:

a.      Delinquency of dues or  fees for greater then three months will be automatic expulsion. The Treasurer will notify by mail the action taken

b.      Absence by an officer from three consecutive meetings will cause loss of position as officer but not membership with out prior notice. An election will be held at the next membership meeting to fill the post.

                                                                    2)      Voted Expulsion:  A member or officer may be expelled for cause, such as violation of organization rules, or for conduct prejudice to the best interests of the club as decided by a majority vote.

a.      That such dereliction exists must be confirmed by a majority vote.

b.      The charges will be summarized by the secretary and sent to the charged at least 14 days prior to the expulsion vote.

c.      Both the charged and membership will be notified at least 14 days prior to the vote of the date, time, and location of the vote.

d.      The charged will be entitled to present a defense unless the charge is for Article Four, Section B, Subsection One.  Such defense will follow the charges are read and prior to taking a vote.

e.      No defense will be considered to Article Four, Section B, Subsection One.

Article Five.        Amendments to the By-Laws

                                                                    1)      Amendments to the by-laws will be governed by the same requirements as Article Six of the constitution.