Northern- California Driving Club
Corporate Bylaws
Original Draft June, 1992 Re-Typed February, 2000.
Article I TITLE AND PURPOSE
Section 1 Name: This body shall.be known as the "Northern California Driving Club" (NCDC).
Section 2 Address: The business address shall be that of the current Chairperson.
Section 3 Membership Correspondence: Business correspondence shall be sent to the current Chairperson's address. New memberships and dues shall be sent to the current Treasurer's address.
Section 4 Purpose: The purpose shall be to perpetuate and promote the safe use of the equine in harness for pleasure, recreation and sport.
Section 5 Dissolution Process: In the event of disbanding the "Northern California Driving Club" the following actions should occur: At a regular meeting or special meeting called by the Chairperson, the membership will draw up a list of possible recipients of club funds and/or assets. Recipients must meet the following criteria: tax exempt status as a nonprofit organization and the focus of the group will involve equine activities. The donor will be chosen by secret ballot of the members present at this meeting. A two-thirds (2/3) majority will decide. The liquidation, dissolution or winding up of the Corporation, whether voluntary, involuntary or by question of the law, will be done by the club officers who shall, after paying or making provisions for the payment of all the liabilities of the Corporation, dispose of all of the assets of the Corporation exclusively for the purposes of the Corporation in such a manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization(s) under Section 50l(c) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the club members shall determine in the procedure described above.
ARTICLE II CLUB PARTICIPANTS
They shall be comprised of the Officers, Historian, Committee Chairpersons and Members.
Section 1 Officers: Include a Chairperson, Vice-Chairperson, Secretary, Treasurer and Newsletter Editor. Their purpose is to conduct business, as authorized by duties described below, for the club on behalf of the members. Officers will not receive compensation for services rendered except for approved expenses associated with the business of this club. The officers shall have no decision making power of their own for other than what is known to the membership to be common business. No two related persons shall be ~llowed to hold offices concurrently. No one person shall hold more that one office concurrently.
Part A Term: The Term of office shall be two (2) years. The Chairperson and the Treasurer shall be elected in even numbered years. The Vice-Chairperson, Secretary and Newsletter Editor shall be elected in the odd numbered years.
Part B Vacancies: Positions that become vacant prior to the end of the regular term will be filled as follows: Vacancies will be published in the newsletter. Members may make suggestions for replacement to the Chairperson. The Chairperson will select an appointee who will be approved by the membership. This person will serve the remainder of the term, but may succeed himself/herself in office by election.
Part C Duties:
Chairperson: To be responsible to conduct all regular and special meetings. To prepare in advance the agenda with input from the membership. To inform members of special meetings. To perform any and all other duties usually required of the Chairperson of a Corporation.
Vice-Chairperson: To assist the other officers as needed. In the absence of the Chair, the Vice-Chair shall conduct all meetings and perform the Chair's duties.
Secretary: Responsible to attend all meetings, keep full and complete records of all proceedings, including members in attendance and to take minutes of all meetings.
Minutes will be forwarded to the Chair for review in a timely fashion. The secretary maintains a current file of official Club documents and correspondence. He/she will perform duties for voting procedures as specified in Article IV, Section 4.
Treasurer: To keep full and accurate account of receipts and disbursements, to deposit all monies in the name and to the credit of this Corporation in the depository designated by the membership. A financial report will be given at each meeting. All financial records will be subject to an annual review.
Newsletter Editor: To publish the Club newsletter according to NCDC format guidelines.
Section 2 Historian: To be responsible to document club events and dates of special interest. This position is voluntary, not appointed.
Section 3 Committee Chairperson(s): To conduct the business of their committee and attend all club regular meetings to present a report summarizing the progress of their committee. This positions is appointed by the Chair and approved by the membership.
Section 4 Members: Those persons who meet the requirements of a '"member in good standing" defined as a person who has paid required dues and is not in arrears in any other monies due the club.
ARTICLE III MEMBERSHIP
Section 1 Membership: Shall be open to any persons regardless of sex, race, color or sexual preference. A membership year is twelve (12) months commencing June 1 and ending May 31. Application for membership includes completion of the NCDC Membership Application Form and payment of dues for one (1) year.
Section 2 Dues: Will be due annually on June 1. Membership dues not paid by July 1 will forfeit voting rights and the right to participate in Club activities. New members who join after March 1 will not have to pay dues in June for the first year only.
Part A General Membership: Defined as
Individual = $25.00 per year = 1 vote
Family = $35.00 per year = 2 votes
A "Family" shall consist of two (2) adults and minors (under the age of 18) residing in the same household.
Section 3 Revocation or Suspension of Membership: The following includes a process hereby the Officers, with membership approval, may revoke or suspend membership privileges of an individual or family. Any membership in the Club may be revoked or suspended for any of the following causes:
a) Failure to pay membership dues - revocation
b) Failure to pay monies owed the Club - revocation or suspension
c) Engaging in conduct unbecoming a member - revocation or suspension1) Threatening to or committing any act which is likely to or results in injury or damage to any other member, event official or guest of the Club or to his property, or to property of the Club.
2) The use of abusive language toward any member, Club guest or member's child.
3) Violating any criminal statute in connection with the member's Club activity.
ARTICLE IV MEETINGS
Section 1 Schedule: A minimum of one (1) regular meeting will be held each quarter.
Section 2 Quorum: Will consist of a minimum of fifteen (15) members which includes two (2) officers or 10% of the membership and two (2) officers.
Section 3 Rules of Order: Meetings will be conducted according to Robert's Rules of Order unless otherwise stated in these bylaws. A Parliamentarian may be appointed at the discretion of the Chair.
Section 4 Voting: All adult members (18 years of age and older) in good standing have the right to vote.
Part A Subjects: Items to be put to a vote by the membership include but are not limited to:
Club expenditures, amendments to the bylaws, position elections and general Club business.
Part B Process:
1) Voting at a meeting may be by ballot, show of hands or voice as determined by the Chair.
2) Mail-in Ballots: May be used for the election of officers and bylaws' amemdments. They will be available by request and must be returned to the Secretary by the date specified on the ballot. All mail-in ballots must be signed and are not transferable.
3) Proxy Votes: There will be none.
Part C Ratification: Majority constitutes passage except where otherwise stated in these bylaws.
Section 5 Guests: Members may bring their guests to a regular meeting but they may not enter into the discussion of the business of the corporation except by invitation from the Chair. Guest speakers may be placed on the agenda as follows: a member may send a letter to the Chair stating the topic and the amount of time needed. This will be done at least two (2) weeks prior to the meeting. Or a member may inform the Chair at a meeting of their desire to have a guest speaker at a future meeting.
Section 6 Regular Meetings: To proceed according to the following format:
Read Meeting Protocol
Reading of the Minutes of the last regular meeting and any Special Meetings.
Financial Report - Treasurer
Membership Report - Membership Secretary
Introduction of New Members
Introduction of Guests
Introduction of Guest Speakers
Reading of Correspondence
Reports of Committee Chairpersons
Old Business
New Business
Special Business (i.e., annual action items)
Open Forum
Set next Meeting Date
Section 7 Special Meetings: Additional meetings will be scheduled as needed. Members will be given two (2) weeks notice of special meetings, if possible.
ARTICLE V COMMITTEES
Section 1 Standing Committees: Can be formed at the discretion of the membership and perform routine functions throughout the year.
Section 2 Special Committees: Can be established by the membership for special functions and shall terminate at the end of said function.
ARTICLE VI ELECTIONS
Section 1 Nominations: Can be made from the floor at the April meeting or by mail. A member whose name has been placed in nomination need not be present at the meeting, but written evidence of his/her willingness to accept the office, if elected, must be presented to the Secretary prior to the election. The names of all the nominees who have failed to give verbal notice of acceptance at the meeting, or absent members who have failed to give written notice of acceptance before the election shall be deleted from the ballot. Nominations will be published in the May and June Newsletters.
Section 2 Election Process: The election shall be held in the regular order of business at the July meeting. Voting shall be by secret ballot.
ARTICLE VII BYLAWS
Section 1 Amendments or Additions: These bylaws may be amended by a two-thirds (2/3) majority of the voting members. Any proposed amendment shall be read at a regular meeting and balloted at the next regular meeting. The bylaw and the proposed amendment will be published in two consecutive newsletters. When an amendment to these bylaws is adopted the Secretary shall make a record of the change separately from the minutes. The Secretary will forward the change to the Newsletter Editor for publication.
ARTICLE VIII CLUB PUBLICATION
Section 1 Name: Carriage Tracks
Section 2 Schedule: Ten (10) issues will be published annually
Section 3 Required Contents:
List of current officers
NCDC membership application
Minutes of last regular meeting
Meeting agenda for the next meeting
New members
Names of persons nominated for office
Names of persons elected to office
Proposed bylaw changes
Amendments to bylaws
ARTICLE IX PARLIAMENTARY AUTHORITY
Section 1 Conduct of the Meetings: All meetings shall be conducted according to
Robert's Rules of Order, except otherwise specified by these bylaws. If the Chairpersons so desires, he/she may appoint a Parliamentarian to see that the authority is followed, but this member may act only in an advisory capacity as pertains to Parliamentary procedure.