Indy Club Grand Prix Bylaws

 

I.                   Mission Statement

We are an organization whose mission is to promote W-Bodies (Pontiac Grand Prix, Buick Regal, Chevy Monte Carlo, & Chevy Impala) in Indiana and the Midwest area.  We will do this through our membership by way of attending car shows, trips to race tracks, mod days, and social gatherings.

II.                Goals

 

A.       Continue the growth of the club by generating interest in the club and W-Bodies.

B.       Support club sponsors and generate consumer interest in their products.

C.       Promote our organization as a club welcomes all genders, ethnic background, and age groups.  Family participation is welcome and encouraged.

D.       Support clubgp and all other associated gp clubs in any way possible.

 

III.             Club Rules

 

A.       General Rules

1.                  “Golden Rule” – Treat others as you would have them treat you.

2.                  Members should post in a way that is respectful of other members.

3.                  Flaming or abusing users in any way will not be tolerated.

B.       All rules apply to the club forum as well as club events.

C.       Forum specific.

1.                  The forum will remain fairly unrestricted except for the following:

a.                  Members should remember this board is aimed at a general audience.

a.      If posting generally offensive text, images, links, etc. the ‘NWS’ tag MUST be placed in the title of the thread.

2.                  Avatars and signatures are subject to the same conditions as posts with respect to decency.

a.                  Abusers may permanently lose privileges.

D.       Event Specific

1.                  The club could potentially have legal liability for activities that occur under the guise of INDYCGP (the “Club”).  These activities include but are not limited to such unsafe acts as: underage drinking, allowing members who are intoxicated to drive, reckless driving during cruises, etc.

2.                  Members driving on the road in groups will follow all traffic laws.

3.                  Criminal behavior of any sort is grounds for termination.

 

IV.            Policing

 

A.       Procedure of handling potential offensive posts.

1.                  Voice your concern for an offensive post to the person committing the offense via private message on the club forum.

2.                  Notify president and vice president that the private message was sent so that it may be documented.

a.                  The officers will NOT act upon this private message.

3.                  The offender must respond according to the following.

a.                  Reply to the private message in a manner you deem necessary.

b.                  Report to the president and vice president that the private message was sent so that it may be documented.

4.                  If the concerns between the two parties are resolved, and both parties are satisfied, then the issue is resolved.

5.                  If the concerns between the two parties are NOT resolved, then the following happens:

a.                  Both parties must send copies of the private messages to the club president.

b.                  Contact the president that the issues have not been resolved.

c.                  The club president will then move the issue to the ‘senior member council’.

 

B.       Senior Member Council

1.                  Purpose

a.                  To preside over unresolved issues between members.

b.                  To decide whether a ‘strike’ is warranted to a member for offensive behavior.

c.                  To decide whether membership termination is warranted.

d.                  To decide whether membership reinstatement is warranted.

e.                  To act in the best interest of the club and its membership.

2.                  Consists of nine current members.

a.                  Four club officers.

b.                  Five club members.

a.      Selected by the club president and approved by the other officers.

c.                  All nine members are equal in this council.

a.      Club president moderates

                                                                                                                                      i.      Vice president moderates if club president is the member in violation.

3.                  Procedure for disciplinary action.

a.                  The club president must submit the private messages and any detail of interaction between the two parties to the council.

b.                  The nine members must review and discuss the gathered information and MAY decide the following:

a.      There was no violation and no further action will be taken.

b.      Issue a ‘strike’ to the offender and reiterate the club rules.

c.      Issue an automatic TWO strikes for major violations.

d.      Terminate membership.

c.                  The council may question any party regarding the issue.

d.                  The council must reach a vote of at least 7/9 for any decision to be final.

a.      For membership termination the vote must be 9/9.

e.                  Once a decision is reached, the offender(s) will be privately notified of the decision.

f.                    Regarding a member of the ‘senior member council’ who may be in violation.

a.      Club president will temporarily appoint an alternate member for replacement.

                                                                                                                                      i.      If the president is in violation, vice president will appoint an alternate member.

b.      Senior member may still observe discussions.

4.                  Procedure for reinstatement.

a.                  The club president will receive reinstatement request from member.

b.                  The request will be presented to the council for review and discussion.

c.                  The council must vote 9/9 for reinstatement.

5.                  ALL DECISIONS OF THE COUNCIL ARE FINAL.

 

C.       Three strikes policy

1.                  The inability to resolve an issue between two parties may result in a strike.

2.                  Defiance will lead to a strike.

3.                  Multiple strikes may be issued for a single violation.

4.                  Strikes may be issued to more than one offender regarding the same issue.

5.                  A severe violation may result in multiple strikes.

6.                  Three strikes accrued may result in termination of membership.

7.                  Officers

a.                  Two strikes WILL result in the council asking for officer resignation.

b.                  A third strike may result in termination of membership.

 

V.               Membership

 

A.       While the foundation of INDYCGP is the W-Body, all members are welcome.

B.       Cross membership with a local club located out of state is encouraged.

C.       Members of out of state local clubs will be given honorary membership at the discretion of the club president and/or admin.

1.                  Honorary members are not eligible for either voting or officer positions.

D.     Members who no longer own a W-Body and wish to maintain membership may do so at the discretion of the club officers.

E.      Terminating Membership

1.                  A council of officers and key senior members will be assembled to determine membership termination. 

2.                  A 100% vote from the council is required for termination. 

3.                  The assembly may occur via the indycgp forum

4.                  Decisions will be based on the procedures for policing such matters.

F.      Reinstatement

1.                  A written request to the president by an expelled member will be considered for reinstatement by the membership. 

2.                  A 100% vote from council is required for reinstatement. 

3.                  The assembly may occur via the indycgp forum.

 

VI.            Club Dues

 

A.       Total dues payable for membership are $20.00 annually.

B.       Any additional funds will be considered a donation to be used primarily for club charities.  The donating member will be shown as such on the club forum.

C.       Dues will be accepted for the new year beginning October 1.

D.       Members paying due between October 1 and the December club meeting are eligible to vote and run for an officer position.

E.        Dues not paid by February 1 of the new year will be considered in default. 

1.                  Club officers will review each case individually and decide upon a course of action. 

2.                  Loss of member benefits may occur.

F.        Dues must be paid before or on the December club meeting to be eligible for voting or to be elected to an officer position.

G.       No part of the dues is refundable.

H.       Dues will be used at the discretion of the club officers. 

1.                  These may include web hosting, domain name, decals, club gear, and charities. 

2.                  Any balance of funds at the end of the year may be used toward a club event or be carried to the next year.

I.          Dues may be used to help offset the cost of club events.

J.         Dues are not to be used for any personal use by the officers or other members.

 

VII.         Meetings

 

A.     General Membership meetings will be held on the third Sunday of every month.

B.      Meetings will take place at the IUPUI library at 6PM.

C.     Meetings can be hosted elsewhere if enough notice is provided.

D.     Meetings will consist of generally the following:  introductions, minutes from the previous meeting, officer reports, past business, new business, and events.

E.      Prospective members are welcome to attend 1 meeting prior to becoming a paid member.

 

VIII.      Membership Benefits

 

A.       Access to members’ only sections of the club forum.

B.      Ability to have pictures and videos uploaded onto the website.

C.     Ability to share pictures in the club forum.

D.     Members’ contact information for all current members.

E.      Access to technical information as gathered by members.

F.      Access to sponsor benefits/discounts.

G.     Access to specialty tools owned by members.

H.     Access to member hookups and discount, many of which are not automotive related.

I.         Access to club events.

J.        Club decals.

K.     Ability to purchase club shirts.

L.      Recognition on the member's page.

M.    Recognition on the 1/4 mile page.

N.     Recognition on the ‘Car of the Week’ page.

 

IX.            Election Process

 

A.       Voting will take place at the final meeting of the year. (December)

B.       Nominations will be accepted starting from October 1 to up and including the November meeting.

C.       Upon the conclusion of the November meeting, all nominees will demonstrate their desire for an officer position up to and including the day before the December meeting.  There will be no campaigning on the day of the election.

D.       Only qualified members who have paid for the following year’s dues may be eligible to vote or run for an officer position.

E.        Attending members of the December meeting will vote by paper ballot.  These ballots will be counted by the club president and witness, who will then confirm totals. 

F.        The admin will send online ballots to non-attending qualified members at the conclusion of the December meeting.  The ballots will be due no later than December 31st.  The ballots will be returned via email to the club president AND admin, who will then confirm totals. 

G.       The club president will put both totals together and announce the winner.

H.       The club president will present the new officers at the January meeting.

 

X.               Officers

 

A.       Officers will serve for a period of one year unless deemed otherwise by the majority of the membership.

B.       Officers may be voted in for several consecutive terms.

C.       Officer responsibilities

1.                  Club President

a.                  Oversee for the day-to-day operations of the club

b.                  Preside over all club meetings

c.                  Closely monitor and assist members who plan club events.

d.                  Monthly review the club financial records with the club treasurer.

e.                  Monthly review club sponsorship with the club vice president or as often as necessary.

f.                    Review website status with admin as often as necessary.

g.                  Review membership status with admin as often as necessary.

h.                  Club forum moderator.

2.                  Club Vice President

a.                  Take over club president duties in case of absence.

b.                  Serve as primary link between club and its sponsors.

c.                  Assist the club president in any way possible.

d.                  Stay informed on the treasurer report.

e.                  Stay informed on the admin report

f.                    Club forum moderator.

3.                  Club Treasurer

a.                  Receive, safeguard, and dispenses all club funds.

b.                  Provide treasurer reports to president and vice president one day prior to club meetings and/or as requested.

c.                  Keep up to the minute records and report to membership at the monthly club meeting.

d.                  Stay informed on the admin report.

e.                  Club forum moderator.

4.                  Club Administrator

a.                  Oversee registration of the club forum.

b.                  Assist with website maintenance.

c.                  Club forum moderator.

d.                  Stay informed on officer reports.

e.                  Provide admin reports to all club officers.

 

XI.            Sponsors

A.       Sponsor Expectations

1.                  Be a class organization that represents them in a positive light.

2.                  Advertise and promote their products and services.

3.                  Establish and maintain good relations and communications with them.

B.       Club Expectations

1.                  Financial and/or resource assistance.

2.                  Reduced rates for products and/or service for club members.

3.                  To be known in the community as having good business practices and a good product.

 

XII.         Fiscal Matters

A.       The club’s fiscal year begins on January 1st and ends on December 31st.

B.       Club officers are not financially compensated for services rendered to the club.

C.       Reimbursement may be made when any officer or member incurs a club officer pre-approved expense on behalf of the club.

D.       In the event that the club is dissolved, any remaining balances after all outstanding debts have been paid will be contributed to a charitable or non-profit organization approved by the majority of the club’s voting members.

 

XIII.      Amendments

A.       These bylaws may be altered, amended or repealed and new bylaws adopted through the consent of a majority of the membership.

B.       Any change may be voted on via the club forum or monthly meetings.