Thunder Bay Vintage Sports Car Club Constitution
PHILOSOPHY
To form a gathering of kindred souls whose common bond is tinkering with elderly automobiles of a sporting nature; swapping tales of their favourite marques and the joys of their misspent yesterdays.
To rally or tour through the countryside, to the lusty sound of a spirited four-cylinder exhaust, with the top down, the wind in your hair, grease under your fingernails and never straying more than 30 or 40 miles from home.
To compete in gentle forms of automobile callisthenics, befitting such venerable wheels and occasionally raise a glass of the vintage, to the vintage.
CONSTITUTION AND BY-LAWS
Thunder Bay Vintage Sports Car Club
Part 1 – CONSTITUTION
NAME
BY LAWS
THUNDER BAY VINTAGE SPORTS CAR CLUB
PART 2 BY-LAWS
BY-LAW 01 – PURPOSE
1. Members: Every member of the Club will be personally responsible for their decorum and for the proper observance of Club rules and customs.
2. President of the Executive: The President is responsible for the maintenance of Club discipline.
3. Guests: Members introducing their guest in the Club will be responsible for their conduct at Club functions.
4. Use of Club Property: Club property will not be removed without the approval of the appropriate executive member. The president will appoint one member to be the caretaker of club property
BY-LAW 11 – COMPLAINTS
1. General:
Appendix 1
DUTIES OF EXECUTIVE MEMBERS
PRESIDENT
Appendix 2
CONDUCT OF A CLUB MEETING
INTRODUCTIONS
1. General Club meetings are held in order that members can fully discuss, in a democratic manner, matters relating to the operation the Club and arrive at decisions based upon the will of the majority of members
2. General club meetings are to be conducted in a manner which will result in the accuracy of business, economy of time and uniformity and impartiality. They should be conducted in accordance with parliamentary procedure.
PURPOSE
3. This annex outlines the responsibilities of the President in conducting Club meetings and the types of method of dealing with motions.
PRESIDENT’S RESPONSIBILITIES
4. The Control of a Club meeting rests with the President and the success or failure of the meeting depends to a great extent on their preparation and planning and on their leadership qualities and methods. To carry out their responsibilities at a Club meeting the President should:
a. Be familiar with Club rules and regulations and the Constitution and By-Laws of the Club
b. Know, and follow, the order of business for the conduct of the Club meeting
c. Conduct the Club meeting in accordance with parliamentary procedure and be familiar with their duties as presiding officer in respect of the validity of motions, or amendments thereto and the control of debate,
d. Ensure that each member has an opportunity to express their views, but is not allowed to abuse this right by being repetitious
e. Ensure that all remarks are addressed to the chair and not directly discussed by two or more members
f. Ensure that only one speaker has the floor at a time and that the speaker is not interrupted otherwise than permitted by the rules of order, and
g. Speak clearly on all occasions, ensuring that s/he can be heard by all members.
ORDER OF BUSINESS
5. The order of business may be established in the By-Laws of the Club, or may be determined by the President. The following will be an example of a normal order of business:
a. Call to order
b. Roll Call (if considered necessary)
c. Reading of the minutes (minutes of previous meetings may be distributed to all members before the meeting and formal reading dispensed of)
d. Approval of minutes
e. Reports of the President, Secretary, Activities chair and Treasurer
f. Report of Committees
g. Old business (arising out of minutes of previous meetings)
h. New business
i. Elections
j. Needs and wants
k. Adjournment
6. If a subject of major importance, such as an amendment to the Constitution or By-Laws or a proposal which requires study, is to be introduced as new business, it is normal to require prior notice to enable the Executive to prepare relevant information and for members to formulate opinions and prepare questions they might wish to ask
MAKING A MOTION
7. A motion is a proposal that the Club take action, or that it expresses itself as holding certain opinions. A motion may be made by any member of the Club except the President. To make a motion a member first obtains recognition from the President by raising their hand.
8. The Secretary will copy the motion and then read it back for accuracy.
SECONDING A MOTION
9. A motion must be seconded before it may be considered.
10. Seconding a motion is expressing approval and interest, at least for purposes of discussion, by one member other than the proposer.
LEGALITY OF A MOTION
11. No motion is in order which conflicts with the avowed object or purpose of the club or concerns a subject over which the Club has no jurisdiction.
12. When a motion has been made, the President must consider it to determine whether it is in order for presentation for discussion by the meeting. This may be done before or after it is seconded. If the President considers a motion in order, s/he will repeat it to the meeting and invite discussion thereof. If the President considers a motion not in order, s/he will rule the motion out of order and advise the members of the reason for doing so.
DEBATING A MOTION
13. Unless ruled out of order by the President, a motion made and seconded is stated to the meeting and becomes a subject for discussion and decision. Until that time, it will not be discussed or acted upon. When moved, a motion cannot be withdrawn or ignored, except where the original mover asks for the permission to have it withdrawn. No other member can ask to have a motion withdrawn although it can be disposed of in other ways.
VOTING
14. All motions are decided by majority vote of the members present. This is interpreted to mean more than half of the votes cast. Because of the interpretation of the meaning of majority, equal vote defeats a motion. The system of voting is decided by local custom; e.g. use of ballots or a show of hands. Members cannot be compelled to vote on a motion; however, they should be encouraged to do so. Members with a conflict or interest should abstain from voting.
15. The President may exercise their own vote as a member, but as a general rule s/he refrains from doing so. Except for their vote as an ordinary member, s/he does not have an extra or casting vote in the event of a tie.
TYPES OF MOTIONS
16. Motions are of two kinds; Main and Secondary. An understanding of this simple, but sometimes confusing, distinction is essential for good parliamentary procedure.
MAIN MOTIONS
17. A main motion is one which introduces a subject to the meeting. It is debatable and amendable, that is to say, the opinions of those present may be expressed in regard to it, not only by their votes, but also by their words. Expression of opinions by members in orderly debate serves the purpose not only of clarifying the issues but also influencing undecided members. It is quite proper for any member in favour of a motion to present all the arguments s/he can think of which seem to make the action advisable, and to present those arguments as persuasively as possible. The opponents have the same privilege. Only the President must remain absolutely impartial.
SECONDARY MOTIONS
18. In most instances, a main motion will be proposed, seconded, discussed and voted upon without any further complications, but this is not always the case. During discussion, various questions may arise which must be disposed of before the main motion is acted upon, or other circumstances may occur which make a vote on the main motion inadvisable. These questions and circumstances are referred to as secondary or subsidiary motions and may take the form of;
a. An amendment to the original motion, or an amendment to an amendment
b. A motion to
(1) defer the subject of the original motion temporarily or indefinitely,
(2) refer the subject of the original motion for further study, and
(3) limit the time for debate of a motion
Such motions must be considered and voted upon before action can be taken on the main motion.
NOMINATIONS
19. Nominations at a Club meeting are normally made from the floor. No seconder is required. In some Clubs, nominations are proposed by a nominating committee, in such cases additional nominations can be made from the floor. Before closing nominations, the President should enquire if there are any further nominations, and if there is no response, s/he then declares nominations closed. In some Clubs, nominations are closed on a motion from the floor, but such a motion is not in order until a reasonable time has been given. It is preferable that the President declare nominations closed when s/he is satisfied that there are no further nominations.
PHILOSOPHY
To form a gathering of kindred souls whose common bond is tinkering with elderly automobiles of a sporting nature; swapping tales of their favourite marques and the joys of their misspent yesterdays.
To rally or tour through the countryside, to the lusty sound of a spirited four-cylinder exhaust, with the top down, the wind in your hair, grease under your fingernails and never straying more than 30 or 40 miles from home.
To compete in gentle forms of automobile callisthenics, befitting such venerable wheels and occasionally raise a glass of the vintage, to the vintage.
CONSTITUTION AND BY-LAWS
Thunder Bay Vintage Sports Car Club
Part 1 – CONSTITUTION
NAME
- The name of the club shall be the ‘Thunder Bay Vintage Sports Car Club’ herein referred to as ‘the Club’
- The club is established with the endorsement of the charter membership. It will operate entirely as a self-supporting, non-profit organization
- The Club shall be dedicated to the maintenance, preservation and enjoyment of Vintage Sport and Touring Cars.
- Membership in the Club shall consist of all persons interested in vintage sport and touring cars. Ownership of a vintage sport and touring car is not a prerequisite for membership
- Any member, by accepting membership in the Club, thereby binds himself/herself to abide by this Constitution, the By-Laws attached hereto and any other regulations in respect to the Club which may be adopted.
- The club will be administered by an executive who are elected by the members at a general Club meeting.
- The Club will be organized in the following manner:
- The executive who exercise functional control of the Club constitution of:
- President
- Vice-President
- Secretary
- Treasurer
- Activity Chair
- The general membership
- The executive who exercise functional control of the Club constitution of:
- The tour of duty for members of the executive shall be 12 months
- Meetings shall be held as follows:
- Executive meetings at the direction of the President, and
- General Club meetings, 12 per year, monthly or as agreed to by the executive. The Annual General (AGM) meeting will be held as the October meeting
- Executive Meetings: shall be held at the call of the president to consider;
- Approval of expenditures, which come within executive authority,
- Approval of financial statements, and
- Any other matters convening the operation and administration of the club
- General Club Meetings: shall be held monthly, or as agreed to by the executive, on the regularly scheduled day to consider:
- Financial Statements,
- Propose Club activities, and
- Any other business concerning the Club
- Election of executive at the AGM
- Extra Ordinary General Club Meetings: may be convened at the request of;
- The President, or
- The signed request of 25% of the general membership
- Quorum: A General Club meeting or Extra Ordinary Club meeting shall not be valid or competent unless a quorum is present. A meeting composed of not less than 3 executive and 6 general members shall normally constitute a quorum.
- Agendas: the approved agenda for a general Club meeting shall be distributed by the Secretary at the time of the electronic announcement of the upcoming monthly Club meeting.
- Amendments: Proposals to amend this constitution or the by-laws, may be submitted in writing any regular meeting of the club. Such proposals must be signed by at least 12 members before being submitted. All proposals will be presented to the general membership at the next regular meeting and voted on. The majority of two-thirds (2/3) of the quorum present shall cause the amendment to be adopted.
BY LAWS
THUNDER BAY VINTAGE SPORTS CAR CLUB
PART 2 BY-LAWS
BY-LAW 01 – PURPOSE
- The purpose of these by-laws is to amplify the constitution. These by-laws may be amended by following the procedure in paragraph 15 of the Constitution
- Executive members shall serve for a period of 12 months, commencing November 1st
- Executive members duties are at Appendix 1.
- The composition of committees shall be directed by the president
- Committees are appointed by the President for a particular function or project. Their tour of duty will cease automatically when the function or project is completed.
- Expenditure of Committees: A committee may be empowered to authorize expenditures within such limits as may be prescribed by the Executive for approval and payment. Funds for authorized expenditures will not be issued directly to the committee.
- A member of the executive or club committee will not receive any remuneration by reason of that members connection with the management of the Club.
- Privileges: Members of the Club may enjoy all the privileges of such membership including:
- A voice in the management of the Club through the Club Executive,
- One vote relative to each motion placed before a general meeting,
- Serve on the club Executive or committees.
- Definition: A membership includes the person who applied, their spouse/partner and children under the age of 16. For voting purposes, the membership has one vote.
- Terms of Membership: The terms of membership shall be for one year, that is from the November meeting to the subsequent October 31.
- Membership List: The Treasurer will maintain an up to date list of members and provide paid up members with a copy when requested.
- Every member will pay an annual membership fee to defray the normal operating expenses of the Club. The amount of the membership fee will be determined by an Executive Club meeting.
- Method of Collection: Members will pay their membership fee to the Club Treasurer by cash, cheque, or any other acceptable means in Canadian funds. Memberships for the upcoming year are due at the clubs annual general meeting.
- Definition: A Club function is a Club activity to which all members have the right to attend.
- Approval: Functions will be subject to specific approval by a general Club meeting. In exceptional circumstances, when prior approval by a general Club meeting is not practical, the executive may approve the function.
- Determination of charges: The cost of a function will be determined at a general Club meeting as a charge against:
- Club funds
- Participating members, or
- A combination of a and b above.
- Time Limits for Membership Payment: Membership fees are due at the November meeting. Memberships not renewed by the January meeting will be cancelled
- Persons authorized to Accept payment: The Treasurer, or the person in charge of Memberships, will accept payment of a Club membership. When such is being made by a member in person, an official receipt will be offered at the time of accepting payment. If payment is made by cheque or money order, it will be made payable to the “Thunder Bay Vintage Sports Car Club”
- Action Relating to Unpaid Club memberships: The Treasurer of the club will at the February meeting delete from the membership list the names of any members who have delinquent memberships or to the contrary as directed by the executive
- Disbursements: All payments by the Club will be made by cheque, whether it is to pay directly for goods or services received or to reimburse a member who was authorized by the Executive to make a specific purchase or business transaction. Presentation of an official INVOICE OR RECEIPT is required.
- Persons Authorized to Sign Cheques for the Club: All cheques issued for payment of goods purchased or services provided must be signed by the Club Treasurer and one (1) of the following authorized persons;
- The President, or
- The Vice-President.
- Executive Meetings:
- Attendance: All Executive meetings should be attended by all members of the Executive and will be chaired by the President, or in his/her absence the Vice-President.
- Notification of Time and Place: Notification of time and place of Executive meetings will be made by the Secretary, in writing or verbally, to all members of the Executive.
- General Club Meetings:
- Conduct: General Club meetings shall be conducted in accordance with Appendix 2.
- Attendance: All members are welcome to attend General Club meetings
- Time and Place: General Club meetings will be held monthly, unless determined otherwise by the Executive.
1. Members: Every member of the Club will be personally responsible for their decorum and for the proper observance of Club rules and customs.
2. President of the Executive: The President is responsible for the maintenance of Club discipline.
3. Guests: Members introducing their guest in the Club will be responsible for their conduct at Club functions.
4. Use of Club Property: Club property will not be removed without the approval of the appropriate executive member. The president will appoint one member to be the caretaker of club property
BY-LAW 11 – COMPLAINTS
- General: Complaints will be registered verbally or in writing through any member of the Executive.
- General:
- It is the duty and responsibility of each member to make all guests welcome,
- Official Club guests shall be as specified by the Executive and their costs of entertainment assumed by the Club
- Members inviting guests to Club functions assume the cost of entertaining such guests.
1. General:
- Except as prescribed, the funds or other assets of the club may be expended only for the benefit of the Club
- The Executive may authorize non-recurring expenditures up to the amount of $100 (one hundred).
- The cost of tokens of sympathy extended by the Club to members and their immediate families, will be made in consultation with the treasurer and will be borne by the Club.
- On Change of Treasurer: On the change of a Treasurer, a financial statement will be prepared and will be forwarded to the President.
- Distribution of Financial Information: A copy of financial statements shall be made available to all members present at the ANNUAL GENERAL MEETING AND WILL BE COLLECTED BY THE TREASURER AT THE COMPLETION OF THAT MEETING TO AVOID UNWANTED DISTRIBUTION. EXECUTIVE MEMBERS WILL MAINTAIN THEIR COPIES.
- The Executive will ensure that adequate insurance coverage exists for the Club as required, when required.
Appendix 1
DUTIES OF EXECUTIVE MEMBERS
PRESIDENT
- Administering and managing the Club, and
- Calling Club Executive meetings and general Club meetings and presiding at those meetings.
- Assisting the President in the performance of his/her duties.
- Managing public relations and promotions
- Officiating in the President’s absence.
- Preparing the agenda for the Club Meetings
- Recording minutes of the meetings and distributing in a manner agreed to by the executive
- Recording and reading back to the membership any motions put on the floor by a member
- Preparing club correspondence and condolences as suggested by the executive
- Maintaining accounts and records,
- Preparing financial statements
- Maintaining membership applications and renewals, and
- Maintaining a membership list and distributing as directed by the executive
- PLANS club activities FOR THE UPCOMING YEAR
- Manages club calendar on the web site
Appendix 2
CONDUCT OF A CLUB MEETING
INTRODUCTIONS
1. General Club meetings are held in order that members can fully discuss, in a democratic manner, matters relating to the operation the Club and arrive at decisions based upon the will of the majority of members
2. General club meetings are to be conducted in a manner which will result in the accuracy of business, economy of time and uniformity and impartiality. They should be conducted in accordance with parliamentary procedure.
PURPOSE
3. This annex outlines the responsibilities of the President in conducting Club meetings and the types of method of dealing with motions.
PRESIDENT’S RESPONSIBILITIES
4. The Control of a Club meeting rests with the President and the success or failure of the meeting depends to a great extent on their preparation and planning and on their leadership qualities and methods. To carry out their responsibilities at a Club meeting the President should:
a. Be familiar with Club rules and regulations and the Constitution and By-Laws of the Club
b. Know, and follow, the order of business for the conduct of the Club meeting
c. Conduct the Club meeting in accordance with parliamentary procedure and be familiar with their duties as presiding officer in respect of the validity of motions, or amendments thereto and the control of debate,
d. Ensure that each member has an opportunity to express their views, but is not allowed to abuse this right by being repetitious
e. Ensure that all remarks are addressed to the chair and not directly discussed by two or more members
f. Ensure that only one speaker has the floor at a time and that the speaker is not interrupted otherwise than permitted by the rules of order, and
g. Speak clearly on all occasions, ensuring that s/he can be heard by all members.
ORDER OF BUSINESS
5. The order of business may be established in the By-Laws of the Club, or may be determined by the President. The following will be an example of a normal order of business:
a. Call to order
b. Roll Call (if considered necessary)
c. Reading of the minutes (minutes of previous meetings may be distributed to all members before the meeting and formal reading dispensed of)
d. Approval of minutes
e. Reports of the President, Secretary, Activities chair and Treasurer
f. Report of Committees
g. Old business (arising out of minutes of previous meetings)
h. New business
i. Elections
j. Needs and wants
k. Adjournment
6. If a subject of major importance, such as an amendment to the Constitution or By-Laws or a proposal which requires study, is to be introduced as new business, it is normal to require prior notice to enable the Executive to prepare relevant information and for members to formulate opinions and prepare questions they might wish to ask
MAKING A MOTION
7. A motion is a proposal that the Club take action, or that it expresses itself as holding certain opinions. A motion may be made by any member of the Club except the President. To make a motion a member first obtains recognition from the President by raising their hand.
8. The Secretary will copy the motion and then read it back for accuracy.
SECONDING A MOTION
9. A motion must be seconded before it may be considered.
10. Seconding a motion is expressing approval and interest, at least for purposes of discussion, by one member other than the proposer.
LEGALITY OF A MOTION
11. No motion is in order which conflicts with the avowed object or purpose of the club or concerns a subject over which the Club has no jurisdiction.
12. When a motion has been made, the President must consider it to determine whether it is in order for presentation for discussion by the meeting. This may be done before or after it is seconded. If the President considers a motion in order, s/he will repeat it to the meeting and invite discussion thereof. If the President considers a motion not in order, s/he will rule the motion out of order and advise the members of the reason for doing so.
DEBATING A MOTION
13. Unless ruled out of order by the President, a motion made and seconded is stated to the meeting and becomes a subject for discussion and decision. Until that time, it will not be discussed or acted upon. When moved, a motion cannot be withdrawn or ignored, except where the original mover asks for the permission to have it withdrawn. No other member can ask to have a motion withdrawn although it can be disposed of in other ways.
VOTING
14. All motions are decided by majority vote of the members present. This is interpreted to mean more than half of the votes cast. Because of the interpretation of the meaning of majority, equal vote defeats a motion. The system of voting is decided by local custom; e.g. use of ballots or a show of hands. Members cannot be compelled to vote on a motion; however, they should be encouraged to do so. Members with a conflict or interest should abstain from voting.
15. The President may exercise their own vote as a member, but as a general rule s/he refrains from doing so. Except for their vote as an ordinary member, s/he does not have an extra or casting vote in the event of a tie.
TYPES OF MOTIONS
16. Motions are of two kinds; Main and Secondary. An understanding of this simple, but sometimes confusing, distinction is essential for good parliamentary procedure.
MAIN MOTIONS
17. A main motion is one which introduces a subject to the meeting. It is debatable and amendable, that is to say, the opinions of those present may be expressed in regard to it, not only by their votes, but also by their words. Expression of opinions by members in orderly debate serves the purpose not only of clarifying the issues but also influencing undecided members. It is quite proper for any member in favour of a motion to present all the arguments s/he can think of which seem to make the action advisable, and to present those arguments as persuasively as possible. The opponents have the same privilege. Only the President must remain absolutely impartial.
SECONDARY MOTIONS
18. In most instances, a main motion will be proposed, seconded, discussed and voted upon without any further complications, but this is not always the case. During discussion, various questions may arise which must be disposed of before the main motion is acted upon, or other circumstances may occur which make a vote on the main motion inadvisable. These questions and circumstances are referred to as secondary or subsidiary motions and may take the form of;
a. An amendment to the original motion, or an amendment to an amendment
b. A motion to
(1) defer the subject of the original motion temporarily or indefinitely,
(2) refer the subject of the original motion for further study, and
(3) limit the time for debate of a motion
Such motions must be considered and voted upon before action can be taken on the main motion.
NOMINATIONS
19. Nominations at a Club meeting are normally made from the floor. No seconder is required. In some Clubs, nominations are proposed by a nominating committee, in such cases additional nominations can be made from the floor. Before closing nominations, the President should enquire if there are any further nominations, and if there is no response, s/he then declares nominations closed. In some Clubs, nominations are closed on a motion from the floor, but such a motion is not in order until a reasonable time has been given. It is preferable that the President declare nominations closed when s/he is satisfied that there are no further nominations.