FUN FORD SUNDAY!!!
NOR-CAL FORD CAR CLUB COUNCIL
The NOR-CAL Ford Car Club Council, hereinafter called the "Council", is an unincorporated not for profit association of independently operated Ford car clubs. The name "NOR-CAL Ford Car Club Council" is a registered name with the Secretary of State in the State of Califor nia and is assigned association number 6703.
ARTICLE I: OFFICIAL & FISCAL YEAR
The official year for purposes of holding office and the fiscal year of the Council shall be one in the same beginning January 1 and ending December 31 of a given year.
ARTICLE II: FEES AND DUES
All applicant car clubs shall pay an initiation fee. This fee shall accompany an original application form. If the application is not approved for any reason this fee shall be returned to the applicant car club. The amount of the initiation fee shall be reviewed and set by motion and vote of a majority of the full Council at the first regular business meeting of each fiscal year. The amount of the fee shall remain in effect until the end of the fiscal year.
ARTICLE III: MEMBERSHIP, VOTING AND MEETINGS
Section 1: MEMBERSHIP
All applications for membership shall be brought before the full Council at a regularly scheduled meeting. A discussion of each application will take place followed by a vote for acceptance. Acceptance shall require a motion and second by Council members and an affirmative majority vote of the Council members in attendance.
Section 2: VOTING
Each member car club within the Council may identify delegates to attend Council meetings. Delegates must remain in good standing within their respective car club(s).
All delegates in attendance of Council meetings are permitted to vote on routine matters that come before the Council.
On significant issues other than normal business matters brought before the Council a motion and second will be offered and recorded into the meeting minutes by the Council Secretary but a final vote will not be taken until the next scheduled meeting. This will serve as adequate notice to members not in attendance that an important issue will be voted upon at the next meeting.
Council Officers shall not have an additional vote as a Council Officer.
In the event of any tie vote the motion will not carry.
Sponsors, associate members or honorary members shall not have voting rights.
Section 3: MEETINGS
Meetings shall be called as needed by order of the Council Chairman and only after a two week (minimum) written notice of said meeting is mailed by the Council Secretary to all member car clubs or their designee. Notice of meetings shall also be posted on the Council website.
For the purpose of mailing notices of Council meetings each delegate is charged with the responsibility to notifying the Council Secretary if they have a change of address.
Section 4: SPECIAL EMERGENCY MEETINGS
Special emergency meetings may be called at the direction of the Council Chairman and may be arranged by telephone contacts. Matters addressed at such meetings shall be restricted to exigency issues that may arise between regular meetings. Results of such meetings must be fully recorded and presented to the full Council at the next regularly scheduled meeting.
ARTICLE IV: COUNCIL OFFICERS
Section 1: OFFICERS
The NOR-CAL Ford Car Club Council shall nominate and vote upon officers as follows:
Council Vice Chairman
Section 2: QUALIFICATIONS FOR OFFICERS
Must be 21 years of age or older and an active member within the Council for a period of two years.
Section 3: TERMS OF OFFICE
All Council Officers shall hold office for a period of one year beginning in January of each year. Upon the death or resignation of a Council Officer the full Council shall nominate and vote upon a succeeding Officer at a regularly scheduled meeting.
In the event of death or resignation other Council Officers may retrieve Council documents, property, financial records or administrative records. However, death or resignation alone shall not warrant an emergency meeting to elect another Council member. Elections shall be conducted at a regularly scheduled meeting.
Section 4: APPOINTMENTS
The Council Chairman may appoint individuals to assist the Council Officers in various duties. These assignments may include but are not limited to:
Historian; Parliamentarian (authority-rules of order); Public Spokesman; Webmaster, etc.
The Council Secretary and Council Treasurer may designate assistants to help in matters related to the Council. The Council Secretary will record such designations.
ARTICLE V: DUTIES OF OFFICERS
Section 1: COUNCIL CHAIRMAN
The Council Chairman shall preside at all meetings and act as spokesman on behalf of the full Council. The Chairman shall provide general supervision, direction and control over the affairs of the Council. The Chairman shall set the agenda for regularly scheduled meetings and provide a copy to the Secretary for dissemination to Council members.
Make appointments as outlined in Article IV, Sec. 4.
Sign all external documents in the name of the Nor-Cal Ford Car Club Council except for those documents agreed to by vote of the Council. This includes individuals appointed by Council vote to coordinate aspects of the annual car show that are charged with providing goods or services.
Maintain a signature card on file for all financial accounts held by the Council.
Section 2: VICE CHAIRMAN
The Vice Chairman shall act in the capacity of the Chairman in the absence of the Chairman. Maintain a signature card on file for financial accounts held by the Council.
Section 3: SECRETARY
The Secretary shall keep accurate minutes of the Councils meetings and shall mail a copy of meeting minutes to each Council member in a timely fashion after each Council meeting.
Keep a written record of all business transactions in the name of the Council.
Give due notice to the full Council of any election, appointment, meeting, or any gathering of the Council.
Have custody and control of all Council papers documents and correspondence of the Council except for the financial records maintained by the Treasurer.
Section 4: TREASURER
The Treasurer shall maintain all records pertaining to the financial transactions of the Council.
The Treasurer shall reconcile all accounts monthly and maintain a ledger showing all credits and debits with a brief description of the goods or services provided.
The Treasurer shall report the account balances at the calling of each scheduled meeting. At the calling of each meeting the Treasurer shall provide a photocopy of the bank statements and general ledger to the Council Secretary as a backup for record keeping.
At the conclusion of Officer elections the outgoing and incoming Treasurer shall jointly reconcile all financial accounts of the Council and shall provide their findings at the next scheduled meeting.
At the November meeting the Treasurer shall present a proposed budget for the upcoming year. This budget shall allocate funds in categories similar to previous year expenditures. The Council will then work with the Treasurer to identify modifications.
The proposed budget as amended during the November meeting will become a part of the meeting minutes. The budget will receive a final vote in the January meeting.
The Council requests that each Treasurer discuss with their spouse or significant other the location of all passbooks, checkbooks and records of accounts of the Nor-Cal Ford Car Club Council and the need to surrender Council documents and property should the Treasurer be unable to continue in the elected position.
ARTICLE VI: COMPENSATION & REIMBURSEMENT
Neither Council Officers nor representative Council members shall receive compensation, fee or salary for their services.
Reimbursement to Council members for direct expenses that benefit the Council as a whole or one of its charities may be allowed by motio n and majority vote during a Council meeting.
Reimbursement is also permitted for expenses incurred by members during the execution of the annual budget.
ARTICLE VII: PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Roberts Rules of Order shall govern the Council in normal procedure of meetings. In the event Roberts Rules of Order are in conflict with these by-laws the by-laws shall prevail.
ARTICLE VIII: AMENDING THE BY-LAWS
Any Council member may offer an
amendment to these bylaws. The member shall provide a written outline stipulating the
purpose and intent of the change and the specific article and section to be changed with
the proposed new language. This proposal will be recorded as part of the minutes but will
not be voted upon until the next scheduled meeting. This will give adequate notice to
other members not in attendance that a significant issue is coming up for vote at the next
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