Rusty Nuts Car Club

Butler County, Kansas

Operational Guidelines

for

Conducting Club Meetings,

Voting during Club Meetings

and

Record Keeping of Club Documents

Effective July 1, 2007

Table of Contents

Introduction...... 3

Scope and Purpose...... 3

Definitions of Terms...... 3

Club Operational Guidelines...... 4

A.Operational Articles for the Rusty Nuts Car Club...... 4

B.Guidelines for establishing an Official club meeting...... 6

C.Guidelines for establishing an official club vote...... 6

D.Guidelines for Conducting the Meeting...... 6

E.Guidelines for Conducting the Vote...... 7

F.Club Documents & Record Keeping...... 7

Voting Record Form...... 8

Proxy Voting Form...... 9

Agenda Outline Form...... 10

Membership Application Form...... 11

Introduction

The Rusty Nuts Car Club was established in 2001 as an informal car club with three members. The purpose and focus of the club was simple. No rules, No dues or guidelines were needed. The members helped each other on their automotive projects.

Over the past several years, the membership has increased and the club has grown. With growth , comes the need for organization. Organization in turn is accomplished through guidelines and procedures.

The need for establishing a set of working guidelines for the club has become apparent.

This document is being presented as an information source to be used by the members of the Rusty Nuts Car Club of Butler County, Kansas.

This document contains the Rusty Nuts Car Club;

(1)Definitions of Terms

(2)Club Operational Guidelines

(3)Meeting Guidelines

(4)Voting Guidelines

(5)Record Keeping Guidelines.

Scope and Purpose

The scope and purpose of this document is to define the Rusty Nuts Car Club Operational Guidelines, and to clarify Guidelines for conducting meetings, and guidelines for voting during a club meeting. The document will also establish guidelines for Record Keeping of club records and documents.

Definitions of Terms

Meeting - A quorum gathering of club members to review, discuss and/or vote on club business issues.

Quorum - A quorum will be defined as 53 % of the total paid-up membership. Note: 53% would be equal to 7 of the current 13 paid – up members.

Meeting Notes- Longhand notes or minutes made by the meeting presenter or designated member during a club meeting. Note: Meeting notes will be given to the club secretary / treasurer for record keeping..

Meeting Presenter - A club member who is conducting the club meeting.

Proxy Vote Form - A form filled out by a club member to authorize another club member to vote in their absence.

Club Operational Guidelines

A. Operational Articles for the Rusty Nuts Car Club

Article I

Name and Purpose

1.The name of this organization shall be Rusty Nuts Car Club – Butler, County, KS.

2.The Purpose of this club is a hands-on restoration, modification, and repair of member automobiles; to provide automotive help and advice to all members, and to regulate events such as cruises, rallies, picnics, and shows for it’s members.

Article II

Dues and Membership

1.Annual dues for all members shall be $30.00 per year; running from July 1 to June 30.

2.All members shall be issued an ID Card. The card will be numbered to the individual and will not be reissued when a member is no longer with the club.

3.Membership is open to anyone 18yrs of age with a valid drivers license and an interest in the hands-on restoration, modification and repair of automobiles.

4.Each membership shall extend to the family members of the registered Club Member.

5.Dues are due annually on the 1st of July. Payment may be made in advance at the June meeting

6.Dues shall be used to offset Club expenses.

7.Dues for new members shall be calculated on a quarterly basis from the date their membership becomes active: $30.00 – (Jul 1 to Sep 30); $15.00 – (Oct1 to Dec 31); $10.00 –(Jan 1 to Mar 31); $5.00 –(Apr 1 to Jun 30)

8.The club membership shall be capped at a maximum of 25 memberships until voted otherwise.

Article III

Meetings

1.Meetings will be held on the third Saturday of each month, holidays excepted.

2.The meeting place for each successive meeting will be determined at the previous meeting. Meeting may be held at members homes, members shops, restaurants, or other places deemed feasible..

3.Special meetings may be called by a club official or by the request of five members.

4.A quorum shall be met with 53% of the paid-up membership in attendance, and properly overseen by having at least one club official present.

Article IV

Elections

1.Elections shall be held during the June meeting each year. Any member may nominate another member for office.

2.Club President, Secretary/Treasurer, and Website Editor/Webmaster shall be elected to one year terms. There shall be no limitation to the number of consecutive terms a member can hold a specific office.

3.In the event that an office becomes vacant, an election shall be held at the next monthly meeting to fill the vacancy. The newly elected Officer shall hold the position only until regular elections are held at the June meeting.

4.An Officer may be removed from office for just cause by a vote of 2/3 of the membership.

Article V

Committees

1.Committees may be formed as needed by the officers and shall report to the membership of their progress and activities at each meeting.

Article VI

Dissolution

1.In the event of dissolution, the material assets of the club will be sold, and the funds received will be added to the monetary assets held by the Secretary/Treasurer. The Secretary/Treasurer will equally divide the monetary assets between the current paid-up members.

B. Guidelines for establishing an Official club meeting.

Guideline 1 - A Quorum of Club Members must be present

Guideline 2 - A Club Member will conduct the meeting.

Guideline 3 – A Meeting agenda be used, and notes (minutes) must be taken.

Guideline 4 – Show respect for all members when participating in discussions.

C. Guidelines for establishing an official club vote

Guideline 1 - A Quorum of club members must be present in order to ballot a vote.

Guideline 2 - A Member must be present or represented by a proxy voting form in order to cast a vote.

Guideline 3 - A voting record form describing the balloted item must be filled out for any ballot item that defines a club rule change or a club financial change.

Guideline 4 - Each member must initial their vote cast on the voting record form on the same row with their name. A proxy vote, must be initialed by the representing member. Failure for a club member to initial their own vote or the proxy vote cast by a member will void the vote.

Guideline 5 - In order for an issue voted on to pass and become valid, the total deciding vote must carry a weight of at least 53 % the paid-up membership. (Note: 53% would be equal to 7 of the current 13 paid – up members).

D. Guidelines for Conducting the Meeting

An Agenda Outline Formshould be used when available

(note: longhand notes are acceptable when an Agenda Outline Form is not available).

a.The Agenda Outline Form or longhand notes should contain:

Opening statement; noting and recording names of members present. <Check to see if the quorum rule applies; if not inform members that this will be recorded as an unofficial meeting.>

Treasurer Report:

1.Include current balance and of club funds

2.Include any payouts

Topics for discussion

Old Business

1.Items not completed nor resolved from previous meeting.

New Business

1.New Items that club members feel need to be discussed and/or resolved

2.Upcoming Car Show and Swap meet dates

Open Discussion

Try to keep topics to club or car related topics.

Set next meeting Date

(Normally 3rd Saturday of month)

Place:

Ask if anyone would like to host the next meeting,. If no takers then meeting will be at Jon Mayo Shop.

Time:

(Normally 10.00am)

b.Ending the meeting.

Step 1 - Ask if anyone will make a motion for current meeting adjournment,

Step 2 – Once a motion had been tabled, ask for a second motion.

Step 3 – When the motion is seconded, the meeting presenter will thank everyone for attending and then announce that the meeting is over.

c.Record Keeping

The meeting presenter will turn over all meeting notes, voting record forms and voting proxy forms used during the meeting to the Club Treasurer / Secretary.

E. Guidelines for Conducting the Vote

When an item of discussion has reached a motion calling for a vote, and seconded by the members, the member conducting the meeting will fill out a voting record form.

The voting record form will be passed to the members present and each member will cast their vote by filling out the form, following the instructions on the form.

The voting recordform will be returned to the member conducting the meeting. The meeting presenter will ask for a volunteer to verify and initial off on the count tally column on the form. The meeting presenter will read the results of the vote to the members.

The voting record form will be given to the Club Treasurer/Secretary to file as a document of record for the club.

F. Club Documents & Record Keeping

Record keeping will be a dual responsibility of the Rusty Nuts Club President and the Rusty Nuts Club Treasurer/Secretary.

a.The following items shall be kept as official club records:

Completed Meeting Agenda Outline forms or longhand notes from Club

Meetings.

Completed Voting Record Form(s) from Club Meetings.

Completed Proxy Voting Form(s.)

Completed Membership Application Form(s)

Receipts for purchase of any item(s) paid for out of Club Funds.

Voting Record Form

RUSTY NUTS CAR CLUB – Butler County, KS

Date:______

Ballot Item Description:

X and initial your vote in the appropriate column. (EXAMPLE BELOW)

Name / Proxy / YES / NO / ABSTAIN / # Votes / Percentage
John Stanford / 1 / 7.69
Jon Mayo / 2 / 15.38
Glenn Harmon / 3 / 23.08
Dennis Lebbin / 4 / 30.77
BJ Meller / 5 / 38.46
Garret Meller / 6 / 46.15
Tyler Thomas / <7 / 53.85>
Bud Benton / 8 / 61.54
Boyd Ray / 9 / 69.23
Tom Otis / 10 / 76.92
Mike Otis / Honorary Member - Currently in the US Navy / 11 / 84.62
Dale Metsker / 12 / 92.31
Jeff Carroll / 13 / 100.00
Travis Otis
TOTAL
  • ______Item voted on PASSED because it did meet the voting requirements.
  • ______Item voted on FAILED because it did not meet the voting requirements.

Volunteer’s Name and Initials. Name: ______Initials: ______

Proxy Voting Form

RUSTY NUTS CAR CLUB – Butler County, KS

Date: ______

I the undersigned do hereby state that I will not be attending the monthly meeting scheduled

(enter date of meeting <or month>):______and I authorize the following Rusty Nuts Club

Member: (enter club members name): ______

the right to vote on my behalf on ballot issues relating to the Rusty Nuts Car Club.

Member Authorizing Proxy Voting Form

Name: (Print)______

Signature: ______

NOTE: THIS FORM IS ONLY VALID FOR THE MEETING DATE LISTED.

Agenda Outline Form

RUSTY NUTS CAR CLUB – Butler County, KS

Date: Time: Place: ______

Members Present: (Circle if Present)

John / Jon / Glenn / Dennis / Bud / Boyd / Tyler / BJ/ Garret/ Tom / Travis / Dale / Jeff

______

Treasurers Report

______

Old Business (Any unresolved issues from previous meeting)

______

New Business

______

Open Discussion Session

______

Set Next Meeting Date:Place:Time:

______

Meeting Adjourned (Request Motion and second for meeting adjournment.)

Membership Application Form

RUSTY NUTS CAR CLUB – Butler County, KS

Date: ______

Name: ______

Date of Birth ______

Street:______

City:______State:______Zip Code:______

Telephone: ______Cell: ______

Spouses Name:______

Cars/Projects:

Year / Make / Model / Color / Engine / Trans / Differential

Comments / Note:

Membership Number Assigned: ( )

Rusty Nuts Car Club / Page 1 of 11
RNCC 1 / Issue 1 – 7/01/07