Bylaws

Bylaws for the Vespa Club of Seattle

Updated: 9-10-2016

NAME

Vespa Club of Seattle, aka VCOS

OBJECT (PURPOSE)

The purpose of the Vespa Club of Seattle is to develop and foster a vibrant scooter scene within the region and to promote the love of scootering by hosting and sponsoring scooter events. While our origins are rooted on the iconic Vespa scooter, we welcome all two-wheeled enthusiasts, no matter what they ride.

MEMBERSHIP

Eligibility

  • Membership requires current dues payment.
  • Dues are twenty (20) U.S. dollars per year
  • Dues are due on or before the July Members’ Meeting.
  • The Membership Officer is responsible for notifying members prior to the July Members’ Meeting that membership fees are due. If dues are not paid within 45 days following the July Members’ Meeting, the member will be dropped from the organization.

Rights of Membership

The following rights and privileges are granted to members of the VCOS:

  • Use of club discounts
  • Voting rights at Members’ Meetings
  • Eligibility to attend, and provide comment and input at Club meetings
  • Access to VCOS Members Facebook page
  • Eligibility to purchase Club merchandise
  • Eligibility to attend private Club functions

Resignations and Disciplinary Actions

  • To be determined by the Officers.

OFFICERS

List of Officers

  • President
  • Vice President
  • Sergeant-at-Arms
  • Treasurer
  • Historian
  • Public Relations/Social Media Officer
  • Ride Coordinator
  • Information Technology Officer
  • Membership

Duties

President

  • Conduct the Officers’ Meetings
  • Set agenda for the Members’ Meetings
  • Conduct the Members’ Meetings in the absence of the Vice President
  • Review meeting minutes to ensure accuracy

Vice President

  • Conduct the Members’ Meeting
  • Review meeting minutes to ensure accuracy
  • Perform the Sergeant-at-Arms duties in his/her absence

Sergeant-at-Arms

  • Record and retain copies of meeting minutes for the Officers’ and Members’ Meetings
  • Post the reviewed Officers’ Meeting minutes to the VCOS Officers’ Facebook page
  • Post the reviewed Members’ Meeting minutes to the VCOS Members’ Facebook page and  VCOS website
  • Maintain and retain the bylaw
  • Perform the Treasurer’s duties in his/her absence
  • Generate ballots for the annual election of office
  • Provide ballots for any member voting

Treasurer

  • Maintain accurate financial records, ensure payment of bills and deposit of Club funds in a timely manner
  • Maintain and monitor Officer and committee-approved budgets
  • Present a Treasurer’s report at the Members’ Meetings. This report is to include the current bank balance and any outstanding or upcoming debts

Historian

  • Retain, catalog and store Club memorabilia (flyers, letters, gifts from other clubs, etc.)

Public Relations/Social Media Officer

  • Solicit outside support and recognition for the Club
  • Generate and mail thank-you letters
  • Solicit discounts and sponsorships for the Club
  • Exchange memorabilia with other clubs
  • Publicize Club events, regional events and Member’s Meetings on websites and social media sites
  • Create and solicit content for VCOS on websites and social media sites

Ride Coordinator

  • Develop a list of upcoming scooter rides and related events in the Northwest
  • Supply the Public Relations/Social Media Officer and Information Technology Officer with ride information
  • Organize and promote rides, and after-meeting rides

Information Technology Officer

  • Administer member and public access to VCOS websites and social media sites. Act as local/contact person for web and email-related issues
  • Archive, retain and distribute digital club-related media

Membership Officer

  • Produce membership cards
  • Distribute membership cards and new member’s packets
  • Maintain membership directory
  • Provide current membership counts at the Member’s Meetings
  • Retain and distribute Club merchandise

All Officers

  • Attendance at the Officers’ Meeting is mandatory. Each Officer is to notify the other officers as soon as possible if he/she cannot attend a meeting.
  • Officers shall perform their duties in accordance with these bylaws.

Terms of Office

Yearly, commencing November 1 of each calendar year and concluding on November 31 of the following year. This includes a month overlap in November for the transfer of information and knowledge to the incoming officers.

Officer Nominations and Elections

  • Officers shall be elected annually
  • Nominations for officers shall be made at the September Members’ Meeting
  • Members may nominate themselves
  • The elections for officers shall be held at the October Members’ Meeting
  • Election of the officers shall be conducted using secret ballots provided by the Sergeant-at-Arms.
  • Nominees shall have the opportunity to make a brief statement on their behalf at the Members’ Meeting prior to votes being cast.
  • Each officer shall be elected by a simple majority of votes cast by the Members present (no absentee ballot voting is allowed)

STANDING RULES

  • An Officers’ Meetings quorum requires at least six (6) officers to be present.
  • A Members’ Meetings quorum requires at least ten (10) members to be present, not counting the Officers. Non-members are not to be included in this count.
  • Any Members’ voting shall be by secret ballot.
  • Members may attend the Officers’ Meetings to support and/or voice concerns, but have no voting rights at these meetings.
  • All proposals must be presented to the Officers at an Officer’ Meeting for review, discussion and disposition. An Officers’ Meeting quorum, as defined above, is needed to disposition any proposal. Disposition is determined by simple majority.
  • Proposals may be announced at the Members’ Meeting, but require the Officers’ review and approval prior to presenting to the Members for any voting.
  • The Officers can approve budget distributions in the amount of $200 or less.
  • Budget disbursements in excess of $200 per item or situation must be approved the Members. Voting is to occur at a Members’ Meeting. The Members are to be informed of the proposal’s details, and the request for a vote on the proposal, at least one month prior to the Members’ Meeting where the vote is occur.
  • A Members’ Meeting quorum, as defined above, is needed to vote on any proposal. The proposal’s disposition is to be determined by a simple majority vote of the Members present. No absentee voting is allowed.
  • The use of the VCOS name, logo and representing the Club requires approval by the Officers.
  • Misuse of the Club name, logo or misrepresentation is subject to disciplinary action.
  • The Club is only liable for those expenditures approved by the Club. Non-approved expenditures, and expenditures exceeding those approved, are the responsibility of the committee or individual who incurred the expenditure. The responsible parties may petition the Officers to approve the expenditure. If the Officers consider the expenditure to have merit, the funding approval shall be voted on, in accordance with the rules for approving budget distributions.

VCOS SCOOTER RALLY

  • The Officers are responsible for the planning and execution of the Rally. However, if a separate committee is established, the responsibility is delegated to this committee, with oversight by the Officers.
  • Current VCOS Members interested in being the Rally chairperson are to present their ideas to the Officers for review.  If several Members are interested in the position, each is to present their ideas at a Members’ Meeting and the Members will decide who is to be the chairperson.
  • The chosen Chairperson shall develop a draft budget proposal and submit it to the Officers for review. As noted before, budget expenditures approvals exceeding $200 will require approval by the Members.
  • The Chairperson, or their delegate, is to report the committee’s progress and expenditures to the Officers at the Officers’ meetings.
  • The Chairperson, or their delegate, is to report the committee’s progress at the Member’s Meetings.

AMENDMENTS/CHANGES TO THE BYLAWS

  • Members shall be notified of any proposed amendments or changes to the bylaws at least one month prior to a proposed vote.
  • Voting for proposed amendments or changes shall be conducted at a Members’ Meeting.
  • A Members’ Meeting quorum, as defined above, is needed to conduct the voting. A two-thirds (2/3) yes vote of the Members present is required for approval. No absentee voting is allowed.

DISSOLUTION

  • To dissolve the Club, a proposal to do such must first be presented to and approved by a vote of the active officers. The Members are to be notified of the proposal at the next Members’ Meeting and via social media. Voting on the proposal shall be conducted at the following month’s Members’ Meeting. A Members’ Meeting quorum, as defined above, is needed to vote on the proposal. The proposal’s disposition is to be determined by a simple majority vote of the Members present. No absentee voting is allowed. If a quorum is not achieved at that Members’ Meeting and at the following month’s Members’ Meeting, then the proposal will be decided by a majority vote of the active Officers.
  • Funds remaining, after debts have been paid, are to be donated to charities as decided by a majority vote of the active Officers.
  • Any remaining memorabilia, regalia, administrative data, meeting minute copies, etc. are to be given to the Historian officer.
  • Club electronic files are to be downloaded to transferable electronic media and given to the Historian officer.
  • If possible, notification of the Club’s dissolution is to be posted to social media.