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BY-LAWS
Lone
Star Military Vehicle Preservation Association
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ARTICLE
I - Identification
Section 1
The name of the association is Lone
Star Military Vehicle Preservation Association, hereinafter called the
“Club.”
ARTICLE
II - Purpose
Section 1
To promote the awareness of, and
interest in the history and preservation of military vehicles and equipment.
ARTICLE
III - Membership and Meetings
Section 1 - Classification
1.1 The
membership shall consist of the following classifications: a)
Active, b) Complimentary, c) Inactive.
a) Active membership shall be open to
individuals who support the purposes of the club.
b) Complimentary memberships shall be
given on a discretionary basis for a limited duration as determined by the
Executive Board.
c) Inactive status shall be used for
any member that does not fit any criteria listed above.
Section 2 - Application for
Membership
2.1 Individuals
seeking membership shall furnish information on a standardized application
form obtained from the Treasurer. The completed application form
must be returned to the Treasurer with a check payable to the Club in the
amount of the first year’s dues for such membership type.
Section 3 - Privileges
3.1 Active
members in good standing shall be eligible to hold office, elect officers,
vote, serve on committees, and participate in the organization’s activities.
Section 4 - Change of Address
All members should notify the
Secretary of any change in status, name, address, phone number,
etc. If mail is returned to sender on two occasions, there will be
automatic cancellation of correspondence.
Section 5 - Discipline/Expulsion
5.1 The
Executive Board may suspend or expel or reinstate a member at which time it
will notify such member.
a) 1st offense: Verbal
notification to member and President.
b) 2nd offense: Written
notification to member, President and the Executive Board.
c) 3rd offense: Expulsion.
5.2 The
accused member shall be notified in writing of the action and shall have the
privilege of being present at a special or regular meeting of the Executive
Board, at which the charges will be considered.
5.3 The
member may be expelled by a three-fourths vote of the Executive Board.
Section 6 - Withdrawal
6.1 Any
member may withdraw from the club after fulfilling all obligations to it by
giving notice of such intention to the Secretary, which notice shall be
effective upon receipt.
6.2 Each
member’s rights, title and interest in and to the Club shall cease on the
termination of his/her membership.
Section 7 - Regular Meetings
There shall be a monthly regular
meeting. The Executive Board may modify this schedule as
needed. Notice of such meeting shall be given each member at least
30 days before the meeting or as soon as possible.
Section 8 - Special Meetings
Special meetings may be called by
the President or the Executive Board. Upon written notice of
one-third of the membership, the President shall call a
meeting. Notice of special meetings shall be given to the members
as soon as possible.
Section 9 - Majority/Quorum
9.1 At
any meeting, five (5) members in good standing including the President or
his/her designee of the Club, shall constitute a quorum for all
purposes. The act of the members present in person with a
qualified quorum at any meting shall be the act of the full membership.
9.2 Any
matter brought before the membership is approved by the membership if it
receives the affirmative vote of the majority of persons present in person at
any meeting the quorum requirement is met.
9.3 At
every meeting of members, each Active member shall be entitled to vote in
person. All elections shall be had, and all questions decided by a
majority of the votes present in person with a qualified quorum.
Section 10 - Compensation
Members shall not receive any salary
for their services as such, but by resolution of the Executive Board, the
Board shall have the power in its discretion to contract for and to pay to
members rendering unusual or special services to the Club compensation
appropriate to the value of such services, subject to the approval of the
members present at a regular meeting.
ARTICLE
IV - Dues
Section 1
Each Active member shall pay on or
before December 31, of each calendar year an annual dues
as from time to time established by the Executive Board and approved by the
membership.
Section 2
2.1 Membership
will lapse automatically upon non-payment of dues provided the member has
been notified by the Treasurer at least one month in advance of such
action.
2.2 New
memberships on or prior to 06/30 of the calendar year shall not be
pro-rated. New memberships after 06/30 of the calendar year shall
be one-half (1/2) of the annual dues for membership.
2.3 Members
dropped from the Club (Inactive status) for non-payment of dues may be
reinstated only when they submit the dues then due for the current dues
period.
ARTICLE
V - The Executive Board
Section 1
The Executive Board shall consist of
the elected officers and the committee heads.
Section 2
The Executive Board shall handle the
regular business of the organization.
Section 3 - Meetings
Regular meetings of the Executive
Board shall be held no less than annually but called meetings may be
conducted ‘at will’ by the Executive Board.
Section 4 - Quorum
A quorum for conducting the business
of the Executive Board shall be not less than two-thirds members of the board
empowered to vote.
ARTICLE
VI - Officers and Committee Chairpersons
Section 1
There shall be the following elected
officers:
a) President
b) Vice President or Vice President(s)
c) Secretary (may be subdivided to
provide for a recording secretary and corresponding secretary)
d) Treasurer (may be combined with the
Secretary duties)
Section 2
An officer who does not comply with
assigned responsibilities may be relieved of office by majority vote of the Executive
Board. Appointment of a replacement shall be made by the Executive
Board with approval of the membership.
Section 3
The heads of committees shall be
appointed by the President immediately after installation of the Executive
Board. They are approved by the elected Executive Board.
ARTICLE
VII - Elections
Section 1 - Nominations
1.1 A
nominating committee consisting of a chairperson and one member shall be
appointed by the Executive Board four (4) months prior to the regular
elections.
1.2 Report
of the nominating committee shall be made at the October meeting.
1.3 A
nominee must be an Active member in good standing with a minimum of six (6)
months membership to be considered.
1.4 Nominations
from the floor will be in order at the same meeting when elections are
conducted.
Section 2 - Elections
2.1 The
nominating committee shall conduct the elections according to the procedures
set up in the standing rules.
2.2 Each
Active member present will have one vote each for each of the positions on
the ballot.
Section 3 - Term of Office
3.1 Officers
shall be elected for a term of one (1) year, to serve from the time of
installation in January until the succeeding installation of officers in
January the following year.
Section 4 - Transition of
Administration
There shall be a meeting of the
Executive Board immediately following installation. It should
include the outgoing and incoming officers and the committee
chairpersons. Upon the introduction of new business; the gavel,
BY-LAWS/charter, and files are turned over to the newly installed President,
who then becomes the presiding officer.
ARTICLE
VIII - Duties of Officers
Section 1 - The President shall:
a) preside at all meetings of the
Executive Board and general meetings of the organization, and at any special
meetings;
b) appoint the committee heads;
c) make interim appointments as needed
with the approval of the Executive Board;
d) sign all contracts with the
recording Secretary after approval of the Executive Board;
e) serve as an ex-officio member of all
committees except that of the nominating committee; and
f) call a special meeting when it is
necessary.
g) implement the
instructions of Article XII of these bylaws, Death of a Member or an
Immediate Family Member in the event of a death.
Section 2 - The Vice-President
shall:
a) perform the duties of an absent
President, and;
b) perform such duties as are assigned by the
President.
Section 3 - The Secretary shall:
a) record the minutes of all proceeding
of the Board and membership meetings, and;
b) with the President, shall sign all
contracts for the Club.
Section 4 - The Treasurer shall:
a) have charge of all the funds of the
organization;
b) maintain a specific, non-comingled
account for Club finances,
c) make an annual financial report to
the membership;
d) deposit membership dues and income
for the Club; and,
e) provide for Club distributions as required.
ARTICLE
IX - Miscellaneous
Section 1 - Receipt of Contributions
The Executive Board may accept on or
behalf of the Club any contribution, gift, bequest or devise for the general
purposes or for any special purpose of the Club.
Section 2 - Dissolution
a) No dividend shall be paid and no
part of the income or proceeds of the Club shall be distributed to it’s members, directors or officers excepting compensation
in a reasonable amount for reimbursement for expenses.
b) No member shall be entitled to share
in the distribution of any of the Club assets upon dissolution of the
Club. All members of the Club shall be deemed to have expressly consented
and agreed that upon such dissolution or winding up of the affairs of the
Club, whether voluntary or involuntary, the assets of the Club after all
debts have been satisfied then remaining in the hands of the Executive Board,
shall be distributed, transferred, conveyed, delivered and paid over to an
organization with similar purposes, if any exist, or, to a museum which
preserves military vehicles and memorabilia, provided such organization then
qualifies under the provision of Section 501c(3) of the Internal Revenue Code
and its regulations.
c) If there is no such organization or
it does not qualify, the Executive Board shall transfer the remaining
property to such other military vehicle organization or museum or other
similar organization as may qualify under Section 501c(3) of the Internal
Revenue Code.
Section 3
Any notice required herein to any
member and all statements, demands and other communications shall be in
writing and such notice either may be delivered personally to such member or may
be sent by United States mail, postage pre-paid, and addressed to the member
to whom notice is to be given as such member’s address as it appears on the
records of the Club.
Section 4
Any notice given pursuant to this
Article, if mailed, shall be deemed to have been delivered when deposited in
the United States mail.
Section 5
The Executive Board has final
authority to act in all matters concerning the Club, subject to these BY-LAWS
and appropriate state law.
ARTICLE
X - Rules and Regulations
Section 1
Unless otherwise reserved,
restricted or prohibited by the BY-LAWS, the Executive Board shall have the
power to adopt and enforce rules and regulations as they determine necessary
for the operation of the Club.
ARTICLE
XI - Amendments
Section 1
Amendments may be made to the
BY-LAWS by a quorum majority of the members present at any regular meeting or
special meeting of the members, provided that there is notice of such meeting
which states that such amendment is to be considered.
ARTICLE
XII – Death of a Member or an Immediate Family Member
Section 1
Purpose: This procedure is to direct
the club President and members to take action when a member of the club or a
close member of a member’s family dies.
Immediate family members are considered as wife, brother, sister,
child or parents.
Notification: Once a club member is
notified of the death of a member or member’s family the club member shall
E-Mail or call the President of the club or the Vice President should the
President not be available. The member
who receives the information should convey all known facts at the time to the
President or Vice President.
President Actions: The President of
the club shall verify the information before any club wide notification is
sent. Should a member who has a close
friendship with the member or his family have information he should convey
the information to the President in support of the E-Mail notification.
E-Mail Notification: The President
shall initiate an E-Mail containing the member’s name and who has passed
away. This shall be sent to all club
members. All information might not be
complete at the time of the first E-Mail.
The President will try to gather
additional information as to arrangements.
This sometimes takes several days.
Once the President determines where and when the services will be
held, he will send an E-Mail to the membership which shall include the
bereaved member’s mailing address. Any
and all may feel free to attend the funeral if the member does not object or
give notice that the service is limited to family members only. Members are also encouraged to send cards
or donations to the charity of the bereaved member’s choice.
Presidents Action: The President
shall purchase flowers for the Memorial or Gravesite services and be reimbursed up to $75 for a member
loss or up to $50 for a members immediate family member loss. In the event
the family of the deceased requests donations to a charity in lieu of
flowers, the President shall be approved to direct the Treasurer to provide a
check for not more than $25.00 to be sent to the member’s specified charity
if one is specified. The President
shall send a sympathy card signed by the President on behalf of the club
membership. A second card signed by
the membership present at the next regular meeting shall also be sent to the
member. This may be several days after
the funeral but it is still a membership expression of the clubs condolences
of the member’s loss.
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