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Constitution of the Lincoln Hills Sports Car Group*

Ammended 1 Oct 2007
Ammended 8 Sep 2008

ARTICLE I: Name and Purpose

Section 1 The name of the organization shall be the Lincoln Hills Sports Car Group.

Section 2. The Purpose of the Group shall be to participate in three types of activities: (1) tour in sports cars; (2) participate in selected civic and/or community events; and (3) take part in social and/or competitive activities centered around sports cars.

ARTICLE II: Membership

Section 1. Membership shall be open to any current resident of Sun City Lincoln Hills who has an interest in sports cars, although participation in Group rolling events will be limited to drivers and passengers in sports cars approved by the Board.

Section 2. Annual dues shall be set by a majority vote of a quorum of the membership. These dues shall be payable by December 31, and the term covered shall be the next calendar year. Members joining after June 30th shall pay ½ the annual dues.

Section 3. A current resident may accept Group hospitality two times for the purpose of attending meetings before becoming a member of the Group. A resident or non-resident may be a passenger in a member's sports car during a Group event.

ARTICLE III: Meetings

Section 1. Meetings of the membership shall generally be held on the first Monday of each month.

Section 2. A quorum shall consist of 25% of the paid membership to include a majority of the Board members. No meeting shall be considered official without a quorum present. All members present shall be allowed to vote at these meetings.

Section 3. The President shall vote at the monthly meetings only in case of a tie. Refer to Robert's Rules of Order for protocols related to conducting meetings.

Section 4. The Board shall meet occasionally at a time and place designated by the President. A majority of Board members shall constitute a quorum for Board meetings.

ARTICLE IV: Organization

Section 1. The affairs of this Group shall be managed and conducted by a Board consisting of the four elected individuals listed in Article V, and the Chairs of the Standing Committees all of whom shall be members in good standing of the Board.

Section 2. The Standing Committees shall be Events, Social, Community Association Liaison/Historian and Webmaster. The Standing Committee Chairs shall be appointed annually by the President in consultation with other Officers.

Section 3. Ad Hoc Committees may be formed by the President as needed.

Section 4. Vacancies that may occur on the Board shall be left open until the next monthly membership meeting, at which time an election shall be held for all open Board positions. A quorum of 25% of the paid membership shall be sufficient at such elections.

Section 5. Board members shall not receive or accept any salary or compensation for their services.

Section 6. The Board shall have the power and responsibility to adopt such rules and regulations as they deem necessary.

Section 7. Votes taken at a monthly membership meeting shall have precedence over decisions made by the Board, provided a quorum is present.


ARTICLE V: Administration

Section 1. The President

  1. shall prepare the agenda for all Group meeting;
  2. shall preside over all group meetings meetings or shall assign a board member to preside when he/she is absent;
  3. shall be responsible for the administration of all Group business;
  4. shall act as ex-officio member of all committees; and
  5. shall ensure the financial and administrative integrity of the Group.

Section 2. The Vice President for Membership

  1. shall assist the President in the performance of his/her duties; and
  2. shall perform the duties of the President during his/her absence;
  3. shall keep a current membership roster containing the names, phone numbers, cell phone numbers, e-mail addresses, payment-of-dues status, and sports car make and model of all members or couples.

Section 3.The Secretary

  1. shall take notes and prepare minutes of all Group meetings, and shall distribute these minutes to the membership;
  2. shall distribute the meeting agenda to the membership;
  3. shall ensure that meeting agenda, minutes, and other formal correspondence will be retained for a minimum of 3 years;
  4. shall prepare monthly articles for the Compass.

Section 4. The Treasurer

  1. shall receive all monies and pay all bills owed by the Group;
  2. shall keep an up-to-date ledger recording of all financial transactions;
  3. shall prepare monthly financial reports for meetings;
  4. shall prepare a list of members who are current with their dues;
  5. shall retain financial records for 3 years.

Section 5. The Event Chair

  1. shall be responsible for having the membership vote on which tours to take each year, as well as dates and names of tour leaders;
  2. shall be responsible for assuring that each tour has been properly planned.

Section 6.The Liaison to the Community Association/Historian

  1. shall interface with the Sun City Lincoln Hills Community Association regarding arrangements for meeting rooms and other items;
  2. shall keep files of photos, video recordings and other media for use in presenting the Group to the public.
  3. shall be responsible for maintaining the Group website.

Section 7. The Social Chair

  1. shall be responsible for arranging social events for the Group at times throughout the year;
  2. shall ask for volunteers to assist with each event.

Section 8. The Webmaster

  1. shall be responsible for obtaining and maintaining web hosting service at a cost approved by the Board;
  2. shall maintain the website content, including at least monthly updates;
  3. shall keep past group event photographs, selected group event announcements, tour information and all minutes and agendas on the website indefinitely;
  4. shall maintain a fully up-to-date backup copy of the website that is physically separated from the web server;
  5. where practical, and within the abilities of the webmaster, shall use low cost or free software that generates easy to read and easy to maintain html code.

ARTICLE VI: Elections

Section 1. Elections shall be held annually for the four Board officers listed in Article V

Section 2. Any member of the Group in good standing may be nominated for election to the Board by contacting the President by e-mail and requesting their name be included for the position for which they want to serve.

Section 3. The Board shall present a list of all nominees, with a minimum of one name for each Board position, to the membership at least 7 days prior to the election.

Section 4. The election shall occur at a monthly meeting near the end of the year.

Section 5. Voting shall be by secret ballot at the meeting. Absentee ballots shall be allowed if delivered to the President or the President's designee in a signed and sealed envelope prior to the meeting. Only one vote per member household shall be allowed.

Section 6. A quorum of at least 50% of the membership is required for voting to take place.

Section 7. An election committee appointed by the Board shall assure that one ballot is distributed to each member household at the election meeting,and shall have absentee ballots available at least 7 days prior to the election.

ARTICLE VII: Sports Car Events

Section 1. Each member participating in a sports car tour or other event shall have liability insurance in force for his/her car at the time of each event.

Section 2. Each car participating in an event shall be a sports car approved by the Board. Alternative vehicles are not allowed except in the following circumstance: When a non-refundable deposit has been made for an event by a member whose sports car has very recently become inoperable, a majority of Board members participating in the event may approve the use of an alternative vehicle for that member for that event.

ARTICLE VIII: Amendments

Section 1. Amendments to this constitution shall be allowed. Proposals shall be by e-mail to the Secretary. A vote to adopt or reject the proposed amendment shall be taken at a monthly meeting of the membership after a 30 day notice has been sent to the membership describing the proposed amendment. A quorum of 25% of the membership shall be present for the vote to be official.

Section 2. A majority vote of the members present is required to amend the constitution.

ARTICLE IX: Adoption

Section 1. A majority vote of a quorum at a monthly meeting is required for the adoption of this constitution.

*This copy of the Lincoln Hills Sports car Club Constitution has been formatted for the Web for easy reading. In the case of any errors or un-incorporated revisions, The official copy maintained by the Group Board has precident. Home
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