EIRSCCA
By-Laws
Adopted June 2008
The objectives of this club are to:
The emblem will contain the letters EISCC and the name
Eastern
In the event of a conflict, national SCCA bylaws take precedent..
The Eastern Idaho Region SCCA will maintain registration
with the State of
Membership in the Eastern Idaho Region is open to owners of sports cars and persons interested in sports cars and the purposes of the Club. All members must be members in good standing of the Sports Car Club of America, Incorporated and have identified the Eastern Idaho Region as their home region. Membership is also extended to spouses and family members under the age of 18 who hold spouse or family memberships in National SCCA.
Only Eastern Idaho Region SCCA members are eligible to vote for EISCC officers and on EISCC club business. Only SCCA Eastern Idaho Region members may serve on the EISCC Board of Directors.
The Board of Directors shall determine the amount of regional dues, if any, to be assessed. The amount of regional annual dues can be set only once per fiscal year. The annual dues shall be payable within 30 days of the individual member’s SCCA anniversary date. All dues are non-refundable.
Membership shall automatically lapse for nonpayment of dues. The membership of any member indebted to the club or to any SCCA region and delinquent for more than thirty (30) days shall automatically lapse and such member shall there upon forfeit all dues and fees already paid. Any member, who forfeits, for any reason, membership in SCCA, Inc. shall lose all rights and privileges as a member of this club. In addition, any member (regardless of good standing as a member of SCCA, Inc.) may be expelled from this club for causes that are determined sufficient by affirmative vote of two-thirds (2/3) of all EISCC members, with a minimum of 10 members present, at any regularly scheduled monthly general meeting not less than 15 days after published notification to the members. Thirty (30) days notice in writing shall be given to a member of any charges and the member shall be provided an opportunity to be heard on any charge, either in person or in writing, at the noticed general meeting and before the vote is taken by the members.
There should be at least one general membership meeting per month except January or when the normal meeting date falls on a holiday. Notification stating the meetings time and place must be available to all members prior to the meeting. This will normally be done through the club’s newsletter and website.
The Board of Directors can hold special meetings at a time and place to be decided by the Board.
The annual membership meeting shall be the first scheduled meeting of the new year, normally February. In addition to the normal business of the club, there shall be year-end reports from the various committees and officers involved. Proposals for changes in annual fees and operating procedures for the coming year will be discussed.
The time and place of the annual banquet will be decided by the membership by simple majority vote. The purpose of this banquet is for the presentation of annual and year-end awards, and any other recognition the officers wish.
It is recommended that meetings be ruled by “Robert’s Rules of Order”. The Board of Directors may, however, set these aside and use “Standing Rule” of choosing. A parliamentarian may be appointed by the Board of Directors to interpret “Roberts Rules of Order” if so needed.
Each Eastern Idaho Region, SCCA member in good standing shall have one vote on any and all matters that are submitted at that particular membership meeting. Any actions tabled for a subsequent meeting shall be voted upon only by members present at the later meeting. All actions except changes or amendments to the By-Laws shall be decided by the majority present.
At all meetings of the membership, a minimum of 10 members in good standing constitute a quorum.
The elected officers of the Eastern Idaho Region, SCCA shall be a Regional Executive (RE), an Assistant Regional Executive (Assistant RE), Treasurer and Membership Director. The RE, Assistant RE, Treasurer, and Membership Director form the Board of Directors of the club. Officers must be 18 years of age or older and must be members of the Eastern Idaho Region, SCCA.
The RE shall be the principal officer of the EISCC and shall have general supervision, direction, and control of the business and affairs of the EISCC. The RE shall have the responsibility to ensure the club financial records are maintained. The RE shall ensure that a record is maintained of all meetings held by the Officers or Committees. The RE shall perform all duties incidental to the office of RE and such other duties as may from time to time be prescribed. The RE shall act as liaison officer between the EISCC and the SCCA, national office. The RE shall also act as a liaison and spokesperson for the club for all official relationships with organizations or people with whom the club comes into contact.
The Assistant RE shall serve as an assistant to the RE. The Assistant RE shall supervise the communications mediums of the club including the web site and the newsletter. The Assistant RE shall participate in the annual audit of the club financial records. The Assistant RE shall have such other powers and perform such other duties as may from time to time be prescribed by the RE. The Assistant RE shall, in the absence, death, or disability of the RE, have all of the powers and perform all of the duties of the RE.
The Treasurer shall have custody of the funds and financial records the EISCC. The Treasurer shall be responsible for the prompt deposit of funds of the club into the bank designated by the Board of Directors. The Treasurer shall be responsible for prompt payment of club debts incurred in the course of club business. The Treasurer shall make monthly financial reports at the monthly general membership meeting. Each year, the treasurer will prepare an annual financial statement documenting both funds received and paid out by the club. This annual financial statement will be audited by Feb 28 of the following fiscal year by an independent committee of three club members appointed by the RE. The Treasurer will pay SCCA sanction and insurance fees for each event. One other member of the Board of Directors will also have signature authority for checks so that bills can be paid in the absence of the treasurer.
The Membership Director makes sure membership supplies are available at event registration (separate from event registration) and at meetings. Handles paperwork for temporary SCCA membership at events for nonSCCA members. Collects and tracks membership information and has documentation available at events and meetings should questions arise concerning membership. Maintains mailing and email addresses for membership.
There shall be no limit to the number of terms that an officer may serve.
The Board of Directors can appoint committees or chairpersons that the Board decides are needed for smooth operation of club events and activities, and shall outline the duties and responsibilities of such committees or chair. All reports or action taken by a committee must be voted on by a majority of the entire committee. A committee chair may be reappointed by the new Board of Directors.
The nominating committee consists of three EISCC members appointed by the RE. Any member of the EISCC in good standing may nominate candidates for office. At the October meeting, nominations for officer positions shall be solicited. The nomination period will remain open until the end of the November general membership meeting. The nominating committee shall prepare a ballot containing the names of all persons nominated and include a write-in blank for each position. The nominating committee will assure that all candidates are eligible for office and that the nominee agrees to serve. A person cannot run for more than one (1) position on the ballot. The ballots shall be mailed to all members in good standing not more than thirty (30) days or less than fifteen (15) days prior to the December membership meeting. Filled-in ballots may be mailed to the nominating committee or brought to the December meeting. Ballots will not be handed out at the December meeting. Ballots not received by the nominating committee prior to or at the December membership meeting will not be counted. Voting will be closed by announcement of the nominating committee during the December membership meeting. At the December membership meeting, the nominating committee will count the ballots and announce the new officers. The new officers will be installed immediately.
The recall for removal of any officer may be initiated by a petition signed by not less than ten (10) members of the EISCC in good standing, submitted to the RE (or to the Assistant RE in the case that the recall involves the RE), stating the reason for removal of the officer. Upon receipt of such a petition, the RE shall cause the petition, as well as a response if provided by the officer involved, to be published in the next edition of the club newsletter. The newsletter shall include the date, time, and location of the meeting wherein the removal of the officer shall be decided. This information will not be posted on the web site. The officer involved in the removal attempt shall be given the opportunity to be heard before a vote is taken on the removal. The recall will be brought up for vote. If the majority of the membership present at a general or special meeting held for that purpose, agree, the officer will be removed from office.
Any officer, appointed official, or chair may resign at any time by giving written notice to the RE or Assistant RE.
Any vacancy occurring among the officers may be temporarily filled by a vote of the majority of the Board of Directors prior to an election by the members at a monthly or special meeting called for that purpose.
Officers and chairs shall not receive any salary or fee for their services. Expenses incurred in the conduct of club business will be reimbursed.
In matters affecting their personal business interests, officers shall disqualify themselves from discussion and voting.
The Fiscal year of the club shall be the calendar year.
All persons or corporations extending credit to, contracting with, or having any claim against the corporation or the officers shall look only to the funds and property of the corporation for payment of any such contract or claim or for the payment of any debt, damage, judgment, or decree, or any other money that may otherwise become due or payable to them from the corporation or the officers, so that neither the members of the corporation nor the officers, present or future, shall be personally liable therefore.
The Board of Directors of the EISCC, or any ten (10) EISCC members by written petition submitted to the RE, may propose an amendment to the By-laws. A petition shall be presented to the Board of Directors. The Board of Directors shall appoint a committee of at least three EISCC members to review and prepare the proposed amendment. Upon such proposal being made, a copy thereof and a ballot shall be mailed to all members in good standing not less than fifteen (15) days prior to the next monthly meeting. Ballots can be mailed to the RE or brought to the next monthly meeting. Ballots will be counted at the meeting. If two-thirds of the members submitting ballots vote in favor of the amendment to the by-laws, the amendment shall thereby be approved and adopted. The Secretary shall submit the results for publication following the close of the balloting.