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BY-LAWS, RULES AND
REGULATIONS NORTHERN CALIFORNIA VAN COUNCIL ARTICLE I_______ NAME AND LOCATION
We, the members of this
corporation, herein and hereafter,
will be known
as:
Sec 1 NAME: The
NORTHERN CALIFORNIA VAN COUNCIL
or N.C.V.C.
Sec
2 EMBLEM: The Emblem of this
corporation will be a forward
travelling unidentifiable make van
over the outline of the
state of California. Above the art-work will be NORTHERN CALIFORNIA; and below will
be VAN COUNCIL. The entire emblem
will be inside of a circle.
Sec 3 STATUS:
This Council is a non-profit, mutual benefit corporation.
Sec
4 LOCATION: Centrally located in the city of South San Francisco, County of San Plateo, State of
California at P.O. Box 5242, South
San Francisco, California 94080.
ARTICLE II_______ ADMINISTRATION
The objectives of this corporation and
the purpose for which it has been formed
are as follows:
Sec
1 OBJECTIVE: To create and encourage better cooperation, harmony, goodwill, and fellowship among van
clubs throughout Northern California.
Sec
2 PURPOSE: To support events
sponsored by member clubs and others, and to establish a gathering of all van
clubs and van people.
ARTICLE III •-_______ MEMBERSHIP
Sec
1 GENERAL: Membership shall be open to all active,
organized van clubs with a membership of at least three vans.
Sec 2 PRIVILEGES: Each club can be represented in the council by a
representative and/or an alternate representative who shall be entitled to take part in the
proceedings of the council and will
have the power, when called upon to do so, to cast ONE VOTE.
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ARTICLE III - MEMBERSHIP CONTINUED
Page Two
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Sec 3 RECOGNITION: Membership
shall commence, with full rights
and privileges, immediately upon payment of the initiation fee and
dues. Members maintain their membership by payment of yearly dues.
(a) Annual dues are due on January first of each year. There will be a grace period of sixty (60) days. Members not paying their dues
by the end of the grace period will be dropped from membership.
Sec
4 LIABILITY:
No member
of this corporation shall be
personally or otherwise
liable for any of
the debts, liabilities or obligations
of this corporation.
Sec
5 TERMINATION:
If a member club does not demonstrate a compatible attitude towards
the objective and purposes for
which this council
has been formed, the council may choose not to allow their membership reinstated
by a two thirds vote of those
members present.
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Sec 1 INITIATION: Each club seeking
membership in the Northern California
Van Council shall pay a fee of ten dollars ($10.00) into the N.C.V.C. treasury to be used for defraying of necessary administration cost. Payment of
this initiation fee is usually one
time expense to a member club.
Payment of this initiation fee will grant to member clubs the power to vote on matters brought
before the council, and will open
the channels of communication-for van
events and gatherings.
Sec
2 DUES: Each member
club will pay to the Council annual dues of thirty
dollars ($30.00) per annum, which is payable and due on
January 1st. There will be a sixty (60) day grace period.
These dues will be used to defray
. common
cost and for the printing and the distribution of
the N.C.V.C. newsletter. Payment of
these dues will entitle members clubs to receive one
complimentary copy of the N.C.V.C. By-Laws, one complimentary copy of a
membership roster, and monthly copies of the N.C.V.C. newsletter
along with all rights and voting privileges provided through
these by-laws as member clubs.
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Sec 3 FAILURE TO PAY DUES: The failure to pay dues by
member
clubs will cause
the additional assessment of the initiation fee in order to reinstate the
club to good standing
Sec
4 ADDITIONAL REVENUE: The council may receive profits from
various van events sponsored by the
council during the year. These
events are initiated for charitable purposes and any profits realized must be surrendered to the predetermined
charity chosen by the council.
(a)
Gifts: This corporation may accept gifts, legacies, donations, and/or contributions and in
any amount and any form time to time, upon such terms and conditions as may be decided by the council.
Sec
5 DISPENSATIONS: All outstanding revenue realized at the end of the year will be
reviewed to determine whether it is needed to meet necessary operating
expenses of the council. Those
profits not needed to meet outstanding debts will be surrendered to a predetermined charity voted by
the council members. It is not the objective of
• this corporation to remain profitable
but rather to establish
clearly and remain, non-profit making.
Sec 6 DISSOLUTION: In the event that this corporation is dissolved, all profits realized after full payment
of all accounts outstanding, will
be surrendered to a predetermined
charity chosen by a two-thirds vote of the membership present.
ARTICLE V________ MEETINGS
Sec 1 GENERAL: Regular meetings of-this corporation will be held on the first Saturday of each month,
unless otherwise wise decided by the majority of those members
present. Meetings will begin at
noon at a location determined informally
by the Board of Officers or formally determined by the Council membership.
ARTICLE VI_______ GOVERNMENT
Sec 1 RIGHTS OR POWERS: The powers of the
government of this corporation shall be vested solely and totally in the member clubs of the council. The written by-laws
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ARTICLE
VI - GOVERNMENT
CONTINUED
Page
Four
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accepted and enacted by the council are
standing as approved. Amendments to these by-laws
shall supersede any previous statements and are in
effect as soon
as they are passed. All voting
will be determined
by a two-thirds majority of those members present.
Sec 2 REFERENCE:
This council is established as a mutual benefit, non-profit corporation and as such will
not compete for gain
or profits or for
members.
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Sec
1 NAMES : The Officers of the Board
of the Northern California Van Council are: President, Vice President, Secretary, Treasurer, Newsletter Editor, and
Sergeant-of-Arms.
Sec
2 ELIGIBILITY FOR ELECTION: Any active member
in good standing of a member club
in this corporation shall be
eligible to hold
office as provided by
these governing documents. All officers listed will be elected
by a two thirds
majority decision of the council membership present at the election.
Sec 3 POWER: Officers on the Board
of this corporation shall
not receive a salary for their services nor shall any officer
present a motion or cast
a vote while in office.
This Board of
Officers shall have
the authority to appoint committees as needed to carry out the business of the .
council.
Sec 4 NOMINATIONS: No person snail hold more than one office
on this Board at the same time. No more
than two (2) members
from one club shall hold office in any one term. Nominations for officers shall be made during the September
and October meetings
of the council. (Amendments approved 1/14/84)
Sec
5 ELECTIONS: At the,-November meeting, all nominees have the option to address the Council prior to the
elections. The election will be
made through secret ballots delivered to the member clubs at the time of election. The collection and counting of these ballots will be the
responsibility of two appointed
member club representatives with no affiliation
with any nominee. These appointments will be made by the President prior to the delivery of the ballots.
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ARTICLE
VII - OFFICERS CONTINUED
Page Five
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Sec
6 TENURE: All officers of this council shall hold their respective offices until their successors
have been elected and installed. The general tenure of office shall
not exceed one (1) year. A
vote of confidence
will be completed
at the June meeting
of this corporation.
Sec 7 INSTALLATION:
All Officers on the Board of
this council must be regularly installed. Any officer absent at the time
of installation may be
installed by proxy.
Installation will be carried out by the retiring
Board of Officers in January after the
elections.
Sec 8 VACANCIES
IN OFFICE: Any vacancy
in any office caused
by death, disability, removal, resignation, disqualification, neglect of duty, or by judicial
action will be
appointed temporarily by the President until that officer
can be replaced by an election by
the council. Officers may be
removed from their office
if they are derelict in the
performance of their duties by a vote of two-thirds
of the membership of the
council present.
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RETIREMENT FROM OFFICE: Upon retirement
from the fulfillment
of a full term in
erfice, retired officers
will be afforded all pr?vi?Pdges
afforded to current
officers including a complimentary copy of the
monthly newsletter, recognition
at meetings of the
council and courtesy invitations to current board
meetings. This will insure the
continued success of
the Council through the advice of those holding prior office
and recognize the efforts of retired officers.
(a) Upon retirement from office, retiring Officers
will be awarded
appropriate certification of
appreciation from the Council at the time of the installation of
new Officers. It will be the
responsibility of the incoming
, Officers to secure this certification
on behalf of the council.
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Sec 10 PRESIDENT - POWER AND DUTIES
(a) The President
shall possess all rights, powers, and prerogatives
conferred by these
by-laws and the majority vote of the membership.
(b) It shall
be the
duty of the President to open, preside over, and
close all of
the meetings of this corporation.
(c) The President shall see
that the by-laws,
constitution, and motions made by the membership are
observed by all members of the council.
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ARTICLE
VII - OFFICERS CONTINUED
Page
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(d) The President
shall have the direction
of all officers and
all members of the-council and in the discharge of their respective offices, may require their
advice and assistance at any
time.
(e) The President,
in conjunction
with the
Treasurer, shall be
responsible for honoring the wishes of the
council in the
disbursement of the money
held by the council. In keeping with this, the President will have the authority to sign bank
drafts and checks for the council along with the Treasurer or
Secretary.
(f) The President shall represent the
council as a duly elected
officer at all times, either in person or by written correspondence, in a manner befitting this
office.
(g) The President shall, from time to
time, render decisions,
answer, questions, rulings, and judgements, based upon the governing documents of the council , and
as such, is responsible for the
enforcement of these rules.
Sec 11 VICE
PRESIDENT - POWER AND DUTIES
(a) The Vice President
shall assist the President in . . the discharge of their
duties and shall
act in the absence
of the President whenever it
is necessary.
(b) The Vice
President in the absence
of the President will call
to order the meetings of the
council, preside over, and close the meetings, as required.
(c) The Vice President shall assist the
President in the administration
of the laws and rules of this corporation.
(d) The Vice President will be
responsible for the coordination
of all van events in Northern California insuring
that there will be no date conflicts.
(e)
The Vice President will be responsible for the publication of van events on a monthly basis through
the N.C.V.C. Newsletter.
(f) The Vice President will gather and
hold flyers and other
information about van events outside the jurisdiction of this council. All council members
will be made aware
of the information held by this Officer and will be invited
to contact him for more precise information as needed.
(g) In the absence of the President, the
Vice President will sign bank drafts and
checks along with the Treasurer or Secretary to complete the business of the
corporation.
(h) The Vice President will represent
the council as a duly elected officer and will act accordingly.
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ARTICLE
VII - OFFICERS CONTINUED
Page Seven
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SECRETARY - POWER AND
DUTIES
(a) The Secretary
shall attend all stated
and special meetings of the
council and duly record
all proceedings as a matter of
official record.
(b) The Secretary shall conduct the
correspondence of the council,
receive, duly file, and
safely keep all papers and documents addressed to or belonging to the Council and present any such requiring action to the members of
the council.
(c) The Secretary
will be responsible for the reply
to all communications
requesting information from the
council; securing the signature of the President or
the
Vice President
as such a signature seems appropriate.
(d) As required,
the Secretary will act for the
council as special
representative or coordinator
initiating correspondence or making personal appearances as necessary to facilitate
a project or accomplish the assigned task.
(e) The Secretary
will work with the Newsletter
Editor to publish the
minutes of meetings.
(f) In the absence of the Treasurer, the
Secretary shall temporarily
conduct the business of the Treasurer at the meetings of the council (corporation).
(g)
The Secretary, at all times, shall represent this council as a duly elected
officer in a
manner befitting this
station.
(h)
This Officer will work with the Treasurer for information and submit required tax reports for the
State and Federal regulations.
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Sec 13 TREASURER - POWER AND DUTIES
(a) It shall be the primary duty of the
officer to manage all
funds, securities and other assets belonging to this corporation.
(b)-l. All
warrants, orders, bills or other authorized payments directed by the members of the council will be paid in a timely manner by check with appropriate
receipts to be held by this Office-
until :!^ Audit has been performed.
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ARTICLE
VII - OFFICERS CONTINUED
Page
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(c) The Treasurer shall receive
all dues, initiation fees, and other income relative to
the business of this corporation and
effectively manage these funds to
the best advantage of the council.
(d) The Treasurer
shall report on the status
of funds
in holding on a monthly basis through the N.C.V.C. Newsletter
to member clubs only. This
Officer shall maintain an open
journal showing the financial condition of the
council and make
this journal available
at any time to any
member club in
this council.
(e) 1. The Audit reported
by the Treasurer at the end of
term in office will be performed by representatives from two impartial
member clubs who are
sufficiently qualified to perform
this task.
(f) The Treasurer
shall submit an annual report giving
a full account of
all transactions of the council together
with an inventory of all supplies and property of the council;
copies of this report
shall be made available
to all member clubs UPON REQUEST.
(g)
The Treasurer will report the financial status of major council events as a separate
report in order that
the member clubs will understand
the gains or losses as
they occur.
(h) In the
absence of the Secretary,
the Treasurer will temporarily conduct the `business of
the secretary at regular
meetings of the council.
(I) The Treasurer, at all times, shall
represent this council as a duly elected
officer in a manner befitting this
station.
(j) The Treasurer will work with the
Secretary in submitting
the required financial records for the State and Federal tax reports in accordance with those rules and regulations set forth.
2. The final audit of the Council books will be performed
prior to the Installation of a new board of 0fficers. It will be
the collective responsibility of this Officer and the President to select the
audit team.
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ARTICLE
VII _ OFFICERS CONTINUED
Page Nine
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Sec 14 NEWSLETTER EDITOR - POWER AND DUTIES
(a)
The Newsletter Editor shall obtain information
about
all meetings and van events, and prepare appropriate reports for publication in the N.C.V.C. Newsletter.
(b)
This Officer shall, in conjunction with the Treasurer, decide upon and contract, for the printing
of the Newsletter.
(c)
It shall be the responsibility of the Newsletter Editor to solicit and secure
advertising for the monthly Newsletter to help with
printing and mailing costs.
(d)
The primary function of this office is to coordinate articles submitted by the other officers, reports about van events, and advertisements for the
Newsletter; assimilate this information for publication; arrange for printing, and finally, to distribute
the N.C.V.C. Newsletter to all member clubs and independent subscribers in a timely manner.
(e)
The Newsletter Editor will perform such other duties and tasks as may be needed or requested by the President or
other officers and present a report of this work to the council.
Sec 15 SERGEANT-OF-ARMS - POWER
AND DUTIES
(a) The Sergeant-,of -Arms will be responsible
for the orderly conduct of all meetings of the council and van
events hosted by the council.
(b) The Sergeant-of-Arms will be
responsible for the security of vans parked
for a council meeting.
(c)
The Sergeant-of-Arms will assist the presiding officer in observing the by-laws and motions
made and acted upon by
the members of the council in attendance.
(d)
The Sergeant-of-Arms will coordinate and direct the security function at all events hosted by the Northern
California Van Council and its members.
(e)
This Officer will offer assistance and information relevant to the function of this office
to any member club as
needed or requested.
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ARTICLE VII - OFFICERS
CONTINUED
Page
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(f) The Sergeant-of-Arms
will represent
the council as a duly elected
officer, and as
such, in a manner befitting
the Office.
(g) The Sergeant-of-Arms will be responsible
for reporting problems relevant to
the function of this
office and offering suggestions to remedy any
such problem areas wherever possible. This
is to insure the safe and orderly conduct of the business of this
corporation.
ARTICLE VIII -
RULES OF ORDER
Sec
1 The administration of the business of this corporation
will be in
accordance with Robert's Rules of Order, per se. When the time for opening the meeting
has arrived, the presiding officer will call the
meeting to order and ask for a roll call.
After the meeting is opened, the business, unless otherwise decided
through the medium of an executive Board
Meeting, shall be disposed of as follows:
(a)
Call to Order
(b) Roll call of member clubs
(c) Introductions of members and
associates present
(d)
Introductions of visitors to be recognized by the council (e) Old Business
(f) Officer's Reports
(1) Secretary
(2) Treasurer
(3) Newsletter Editor (4) Sergeant-of-Arms (5) Vice President
(g)
New Business
(h) Close of Business and Announcements
Sec 2 Anyone desiring to speak must be recognized by the presiding
officer. After recognition, no other member
shall interrupt the-speaker. When the speaker has been seated, any other
member may proceed to be recognized. All those recognized to speak must rise to address the council.
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ARTICLES VIII - RULES
OF ORDER CONTINUED
Page Eleven
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Sec
3 A motion proposed by a council member must be
first made, then seconded, and then the motion will be restated by the presiding officer before a vote can be conducted.
Once a motion has been restated by the presiding officer, it is subject to discussion. The presiding officer
has the right to place a time limit on the discussion of a motion. After the conclusion of any discussion the
presiding officer calls for a vote,
counting ONE VOTE per member club. A motion is carried when two-thirds
of the membership present votes for it.
Sec 4 A two-thirds or majority vote by those
members present
shall determine all questions. In no
event may any of the officers vote. All voting shall be either by secret
ballot or by a
show of hands, whichever is decided by the presiding officer.
Sec 5 All resolutions or proposals for amendments to these
by-laws shall be put into writing, properly signed by at
least two member clubs in good standing and presented to
the Board of Officers. The Board will
extend 30 days notice to
all members of the council regarding the resolution or proposal before the amendment will be presented for a vote.
Sec
6 These by-laws shall not be suspended, save by a
two-thirds vote of
those members present after a thirty (30) day notice.
Sec 7 The fiscal year of this corporation
will be the calendar year.
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These
By-Laws, having been reviewed
by all current member clubs
and duly. elected Officers, are
accepted and approved.
on
the 3rd day of______ March_______ , 1982
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Paul
Robles, Vice Chairman
`
Linda
Hickman, Treasurer
. David Moreno,
Newsletter Editor
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