ALL AMERICAN CAMARO & FIREBIRD ASSOCIATION BYLAWS
ARTICLE I – NAME, PURPOSE
SECTION 1: CLUB NAME. The name of the organization shall be the All-American Camaro & Firebird Association aka AACFA.
SECTION 2: PURPOSE. The purpose of this club is to establish fellowship among members, provide information, technical assistance and share the interest of the Chevrolet Camaro/Pontiac Firebird. Our main goal is to preserve, restore and maintain the Camaro/Firebird and its history. This includes Camaros/Firebirds of all styles: stock, restored, original or modified.
SECTION 3: DISSOLUTION. Upon dissolution of the organization, all remaining assets must be used exclusively for exempt purposes, such as charitable, religious, educational, and/or scientific purposes, such as local veteran non-profit organizations.
ARTICLE II – MEMBERSHIP
SECTION 1: PREMISE. Full membership in this organization shall be open to any individual who owns a Chevrolet Camaro or Pontiac Firebird. Members are required to have a valid driver’s license in their state of residence and must have minimum state auto insurance covering the vehicle(s) qualifying them for membership.
SECTION 2: ATTENDANCE. While members are not required to attend any events, they are encouraged to attend events and to be active in the club and with their chapter.
SECTION 3: FUTURE CHAPTERS. While the club will start in Middle Tennessee, provision exists to allow the formation of chapters outside of Middle Tennessee. See article XII for further guidelines for the formation of new chapters.
SECTION 4: PROBATION PERIOD. All prospective members will spend 30-days in a probationary period with the support of a designated sponsor to assist new members in learning about the club and getting to know the members. At the beginning of the probationary period, the following documentation must be submitted to the leadership group: (1) membership application (2) signed hold-harmless form and (3) the by-laws sign off sheet. After that a prospective member begins their probationary period. Once the probationary period has ended, the leadership group and an individual’s sponsor will vote to make a probationary member a full member.
SECTION 5: ACCEPTANCE. Membership is accepted after a vote has been completed in the probationary member’s favor and when 1st year membership dues have been paid in full. When the aforementioned are accomplished, an individual is considered as an “active/voting” member. Members must provide a copy of their auto insurance renewal when their existing insurance expires.
SECTION 6: VOTING. A membership is permitted one vote per paid full membership. Probationary members do not have voting power.
SECTION 7: BY-LAWS. All new members will be provided a copy of the All-American Camaro & Firebird club by-laws and will be required to sign a receipt stating they have received, read and agree to the by-laws of the club. The receipt will be maintained by the secretary.
SECTION 8: TRANSFER OF MEMBERSHIP. Membership in this club is non-transferable.
SECTION 9: OWNERSHIP QUALIFICATION. If the vehicle qualifying a member for membership is sold or transferred to another party, membership shall become forfeit at the time of the transaction.
SECTION 10: HOLD HARMLESS. Membership will not be activated until a signed copy of the club’s hold harmless agreement has been completed and given to an officer.
ARTICLE III – DUES
SECTION 1: PREMISE. Membership annual dues shall be payable for each calendar year. The cost of an annual membership shall be set by the leadership each year to account for the proposed membership package.
SECTION 2: RENEWALS. Club dues are payable each year on the anniversary of initially joining the club.
SECTION 3: LEADERSHIP. In order to nominate, or be nominated for an officer position, and vote during our election, each member must be a member in good standing with dues paid in full.
ARTICLE IV – SPONSORSHIPS
SECTION 1: PREMISE. Strategic partnerships with businesses and organizations can be mutually beneficial and are encouraged.
SECTION 2: SPONSORSHIP AGREEMENT. A standardized sponsorship agreement form shall be used with any prospective business/organization. Alterations to that agreement can only be made by the leadership of each chapter or the Governing Board by a simple majority vote.
SECTION 3: APPROVAL. All sponsorship agreements may only be approved, signed and executed by the leadership of each chapter or the Governing Board through a simple majority vote.
ARTICLE V – MEETINGS
SECTION 1: OFFICER’S MEETINGS. We will hold officer’s meetings for all officers on an as-needed basis. Attendance of all relevant parties is expected at each meeting. Officers are expected to attend meetings which shall be held monthly.
SECTION 2: MONTHLY MEETINGS. Monthly meetings shall be held each month of each calendar year. Location, exact date and time tbd.
SECTION 3: SPECIAL MEETINGS. Special meetings may be called by the officers when deemed necessary to conduct the business of this organization.
SECTION 4: NOTICE. Notice of change in meeting location or special meeting shall be given to each “active/voting” member by email.
ARTICLE VI – OFFICER’S MEETING ORDER OF BUSINESS
SECTION 1: ORDER OF BUSINESS. The monthly meetings will use the AACFA rules of order to maintain a proper meeting environment (copies of the rules will be made available).
Call to order.
Roll call of members present.
Reading of minutes of last meeting.
Special orders — important business previously designated for consideration at this meeting.
SECTION 2: OFFICER’S MEETING REPORTS BY POSITION.
Statement of account to show current balance
Current bank statement
Deposits broken down by:
New member dues
All withdrawals made since last meeting
New membership registrations
Current membership count
Membership renewal rate
All reports are to be provided at each meeting. In the event an officer is unable to attend an officer’s meeting, written reports must be provided via email to all officers prior to meeting so reports may be recorded.
ARTICLE VII – OFFICERS
SECTION 1: LIST OF OFFICERS. The initial officers of the club shall be as follows:
Social media coordinator
SECTION 2: ELECTION OF OFFICERS. Election of new officers will occur as the last item of business at the October meeting of the club. To be eligible, a member must be nominated by someone outside of their household. Such nomination shall be provided via email only to the club secretary 7 days prior to the October monthly meeting. Nominations will be emailed to the club membership and said nominees shall be voted on during the October quarterly meeting. During the October meeting, the election of officers shall be by a simple majority of the “active/voting” members of the club. In the event of a tie, officers will determine how to break the tie. Absentee ballots may be accepted at the discretion of the sitting officer group as a whole in a process to be determined by the officers. Ballots shall be provided.
During the election of officers, any nominated member in good standings may run for a position on the board of directors. A member will have a one-week period following the end of the nomination window to either accept or decline their nomination. If no response is received by the end of that week, the nomination will be presumed to have been refused.
Existing officers do not have to be nominated again to be re-elected for their current position.
Officers will be elected to a board of directors. The board will then independently determine which members of the newly elected board will fill each officer’s role.
SECTION 3: TERMS. Officers shall serve a term of 1 year and may be re-elected for consecutive terms. The year begins November 1st and end October 31st.
SECTION 4: RESPONSIBILITY. It is the responsibility of the officers to conduct all the business of the organization in a proper manner.
SECTION 5: RESIGNATION, TERMINATION. Resignation by an officer must be in writing and received by the secretary. An officer may be removed from office by a vote of a quorum (see voting for definition) of the “active/voting” members who cast a ballot.
SECTION 6: VACANCIES. When a vacancy of an officer exists, nominations for a new officer may be received from the “active/voting” members in attendance at the following monthly meeting. These nominations will be sent out in the monthly newsletter to all “active/voting” members and will be voted upon at the next monthly meeting. The vacancy will be filled only to the end of the vacated officer’s term.
SECTION 7: CONFLICTS OF INTEREST. Whenever a director or officer has a financial or personal interest in any matter coming before the board of directors, the affected person shall a) fully disclose the nature of the interest and b) withdraw from discussion, lobbying, and voting on the matter. Any transaction or vote involving a potential conflict of interest shall be approved only when a majority of disinterested directors determine that it is in the best interest of the corporation to do so. The minutes of meetings at which such votes are taken shall record such disclosure, abstention and rationale for approval.
SECTION 8: PRESIDENT. Shall be the spokesperson of the organization and ensures that the club operates within the bylaws established by the membership. The president will conduct the monthly meetings, appoint committees, and call special meetings as required. President shall be responsible for securing club sponsorships and representing the club at official events and functions. The president will actively work with the treasurer on establishing operating budgets for club functions and act as a co-signer for club checks.
SECTION 9: VICE PRESIDENT. Shall assume the responsibilities of the president in her or his absence. The vice president will also actively work with the treasurer on establishing operating budgets for club functions and act as a co-signer for club checks.
SECTION 10: SECRETARY. Shall record the minutes of club meetings and keep historical records, provide notice of all regular and special meetings, handle club correspondence, and keep custody of all records of the club. The secretary shall be responsible for handling any responsibilities associated with new member enrollment.
SECTION 11: TREASURER. Shall have care and custody of all monies belonging to the organization, will be responsible for developing and reviewing fiscal procedures along with presenting monthly and annual status of finances to the membership. The treasurer is designated as the only required signature for check writing. The treasurer will be the custodian of all financial records.
SECTION 12: MEMBERSHIP COORDINATOR. The membership coordinator shall be responsible for handling any responsibilities associated with new member enrollment and re-enrollment of existing members. Other duties relating to membership and membership satisfaction, as assigned.
ARTICLE VIII – CODE OF CONDUCT
SECTION 1: PREMISE. All members will conduct themselves at all meetings, shows, events, cruises, etc. In a fashion befitting good taste and etiquette and shall conduct themselves in a manner that will represent the club positively.
SECTION 2: GUESTS. All members will be responsible for the conduct of their guests attending functions and activities. members or members who have guests who fail to abide by the code of conduct can be penalized up to and including expulsion from all American Camaro & Firebird association.
SECTION 3: PARTICIPATION All members are encouraged to participate in shows, cruises, and other events, and to present the finest image possible of the club.
SECTION 4: INTELLECTUAL PROPERTY. Use of the club name, logo, or other club material for private use or gain is prohibited. Any such use must be approved by the officers through a majority vote. Any unauthorized use of the club logo may result in expulsion from the club and possible legal repercussions may ensue. All club logos, materials, or other products developed over the course of time by any individual pertinent to the business or function of the club are to be the property of the All-American Camaro & Firebird association.
SECTION 5 CARAVANS. When the club, as a group, is caravanning on an interstate highway or state highway, the group shall not exceed the posted speed limit, will stay in the "slow lane" except when passing other slower vehicles, will drive in a manner so as not to obstruct other vehicles, and will show courtesy to other drivers. When the club, as a group, is caravanning in town, the group shall travel in a single file, maintain a safe distance between vehicles, and observe all posted speed limits.
SECTION 6: CONTRACTS. members shall not commit or enter into any binding agreements or contracts without approval from the board of directors.
SECTION 7: CONSEQUENCES. Any member may be suspended or removed from the organization at the discretion of the board of officers by a majority vote based on conduct that disrupts the good order of club activities.
ARTICLE IX – VOTING
SECTION 1: RIGHTS. Members must be present at the meeting at which items are presented to the members for a vote.
SECTION 2: VOTING METHOD. At all meetings, except for the election of officers, voting shall be by voice or a show of hands. For the election of officers, voting shall be by ballot and counted by no less than two non-candidate members.
SECTION 3: QUORUM. A quorum is considered to be at least 20 members of the “active/voting” members in attendance, or ½ of existing dues paying members, whichever is less, at the meeting in which items are presented to the members for a vote. Acceptance by a quorum must take place before business can be transacted or motions made or passed. For officer votes a quorum must consist of a vote from each sitting officer either in person, or via documented email.
SECTION 4: ELIGIBILITY. To be eligible to vote, members must be in good standings with dues paid current.
ARTICLE X – COMMITTEES
SECTION 1: PREMISE. The club may create committees as needed, such as fundraising, annual car show, public relations, etc.
SECTION 2: COMMITTEE CHAIR. Each committee will appoint a chair. The chair will act as the focal point for reporting status of the committee, point-of-contact for information or questions.
SECTION 3: EMPOWERMENT. Committees are to research their assigned tasks and make recommendations to the membership for voting.
ARTICLE XI – FINANCES
SECTION 1: DONATIONS. A majority of the profits from fund raisers, annual car show, etc. will be provided to a designated charitable beneficiary.
SECTION 2: 50/50. Monies earned through the-50/50 raffle can be withheld by the club and used toward club events (i.e., holiday party)
SECTION 3: SALARIES. No officer shall for reason of his office be entitled to receive any salary or compensation.
SECTION 4: VERIFICATION & DEPOSITS. All collected funds are to be verified by an officer for deposit at the time of monies received whenever possible (i.e., club meetings and club sponsored events).
SECTION 5: RECORDS RETENTION. All records of finances & membership will be maintained for 7 years for auditing purposes (see treasures duties).
SECTION 8: REIMBURSEMENT. An original receipt is required for any re-imbursements to club members.
SECTION 9: TAXES. Treasurer shall file and pay any and all applicable taxes associated with the club on or before the date they are due.
SECTION 10: BANKING. In accordance with GAAP, the club shall maintain a checking account with an FDIC insured bank or credit union. All chapter officers will be provided online login information to the account but only the president and treasurer shall be provided debit cards for the account.
SECTION 11: LINES OF CREDIT. Under no circumstances shall the club have lines of credit, or club credit cards. The club is to remain 100% solvent at all times and shall not enter into a debt of any kind.
ARTICLE XII – AMENDMENTS.
Proposed amendments and/or changes to the by-laws will be voted on by the leadership group until such time as Article 1 of Amendment 1 is in affect and at the time, all changes and amendments o the by-laws will be proposed and voted on by the Governing Board.