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Introduction

These operating procedures and by-laws detail the rules governing the operation and management of the Corvette Club of Texas, Inc. These basic operating instructions and rules are approved by the membership of the club and are the guideline for day-to-day operation. They should be referred to if a question arises which deals with policy or procedures. Items that are properly covered in the Constitution are not repeated in this document. If the Constitution requires explanation for clarity or specific details, these explanations are located here.

The main purposes of the club are education, safety and social interaction (read fun) of the members. This is your club. Your participation in the activities of the club perpetuates the life of the club. We need active, involved members to ensure that all of the activities are properly organized and fun. A few cannot do everything. Make the club more fun for more people. Participate!

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Membership

Full Membership is available to registered Corvette owners and their spouses. Members who join in this capacity and subsequently dispose of their Corvette may retain Full Membership provided they keep the Club dues current and do not have a break in membership. If a break occurs in membership and the former member does not have a Corvette, the requirements for membership at the time of re-application are in effect. Each Full Member has one vote that may be cast on any item of Club interest brought to a vote and on the candidate of their choice in any Club election.

Life Membership is a special category that recognizes the long contribution of Full Members who have participated in the Club activities and operations for a period of 20 years continuous service. Life Members are recognized with an individual plaque that is retained by the Life Member. The spouse of the Life Member is entitled to a reduced dues fee as detailed in the Dues section. A Life Member has one vote that may be cast in the same manner as a Full Member. The Life members are the heritage of the Corvette Club of Texas and, as such, they are exempt from dues as long as they maintain interest in the CCT by attending at least one regular business meeting or participating in at least one Club sponsored activity each year. If participation by the Life Member is not maintained, the Chairperson of the Board of Directors will contact the inactive Life Member and request that they participate in Club activities. If the Life Member chooses not to do so, the Life Membership will go inactive and all privileges of the Life Member cease. The Club will still recognize the long years of service and will always remember the contributions made to the history of the Club by the now inactive Life Member.

Honorary Membership is available to anyone who has demonstrated an interest in the CCT and who, has through their actions shown support for the goals and purposes of the CCT. Honorary Membership is by invitation only and is on a year-to-year basis. A unanimous vote of the members present at a normal business meeting is required to extend an invitation of Honorary Membership. The membership is reviewed each year for continued contributions and interest by the Board of Directors. Honorary Members do not have the privilege of the vote.

The period of membership for all members will run from December through November. Full dues are paid for the first year of membership and credit is given on a pro-rata basis on the second year membership dues for the months after January that the member joined. Life Membership will be determined by 20 years of continuous participation from the month of first joining the CCT, provided there is no break in membership. Only time as a Full Member counts toward Life Membership.

The minimum age for membership shall be the legal age for consumption of alcoholic beverages in the State of Texas.

The Corvette Club of Texas is affiliated with the National Council of Corvette Clubs (NCCC). Membership in the NCCC is mandatory for the first year and highly recommended for subsequent years. To maintain affiliation with the NCCC, the CCT is required to sustain a 51% membership in the NCCC. In order to maintain the affiliation, the following actions will be taken in the event of NCCC participation falling below 51%. The Chair of the Board of Directors will contact non-NCCC members and request that they participate in NCCC Membership in order to maintain CCT affiliation with the NCCC. If there are no volunteers, a random drawing will be held of the non-NCCC members, with the randomly chosen CCT members being required to join the NCCC or lose their CCT membership.

Application for membership is made by presenting a completed Application for Membership, signed by a Full or Life Member sponsor, along with the first years' dues, to the Membership Director. The Membership Director will review the application and present the recommendation for membership to the Board of Directors.

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Dues

Dues for membership in the Corvette Club of Texas are as follows:

Full Member, Individual Membership $20.00 per year
Joint Membership, Owner and Spouse $30.00 per year
Life members' Spouse $10.00 per year
Active Life Member No Dues
Honorary Member No Dues

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Meetings

The regular Business Meeting of the CCT will be on the third Friday of each month at the Friendly Chevrolet Company, Stemmons and Inwood in Dallas at 7:30 p.m.. Exceptions for holidays or other reasons will be published in the Corvetter, the club newsletter.

Board of Directors meetings will be conducted on the Monday before the regular Business Meeting at a location and time to be agreed among the Board of Directors. The time and place will be published in the Club Newsletter. The Board Meetings are open meetings and all members are encouraged to participate. Any member may bring to the attention of the board any matter of concern for the member or the interest of the CCT.

Committee Meetings will be conducted at a location and time agreed among the Committee Members.

Roberts' Rule of Order will govern the conduct and actions of all formal meetings of the CCT.

The President shall preside at all regular Business Meetings. In the absence of the President the following order will prevail:

Vice President
Treasurer
Secretary

The Monthly Business Meeting will follow the following format in order to cover the required business and expedite the proceedings. Membership participation is encouraged during Business Meetings.

Item Description Officer 1 Call to Order President 2 Treasurers' Report Treasurer 3 Secretary's Minutes Secretary 4 Old Business President 5 New Business President 6 Adjourn Meeting President The Board of Directors meetings will follow the same format as the regular Business Meeting. The Board Meetings will be conducted by the Chairperson of the Board as detailed in the CCT Constitution, Article VII, section G. Provisions are made for two alternates for absent Directors. The President shall be the first alternate for one absent Board Member, and the Treasurer shall be the second alternate in case of two absent Board Members. The alternate Board Members have the vote of the absent Board Member. The President, Treasurer and Secretary are required to attend Board of Director Meetings. The Membership has the right to overturn or rescind any decision of the Board of Directors by a vote at any Business Meeting.

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Officers and Directors

The Club shall be led by the Officers and Directors who are directly elected by the membership. Nominations from the floor for Officers positions will be opened at the regular November Business Meeting and shall remain open until immediately before the election at the December Business Meeting. Officer's term of service is one year, January through December. Officers may succeed themselves in office for not more than two terms.

Directors' nominations will be made two months before expiration of the outgoing Directors term from the floor at the regular Business Meeting and will remain open until immediately before the election. Each of the five Directors is elected at the Business Meeting the month before the outgoing Directors' term expires. Director's term of service is two years. The Board Member with the longest tenure on the Board in January shall be the Chairperson of the Board and will conduct all regular Board Meetings. Board Members shall not succeed themselves.

The NCCC Governor nominations are made at the August Business Meeting with election taking place at the September Business Meeting. The term of service is one year, October through September. The NCCC Governor may succeed in office.

The Board of Directors terms are staggered to provide continuity and overlap of the board members. Board member terms begin in December, March and August of odd numbered years and in July and December of even numbered years. The Board members and their term expiration date are listed in the Corvetter each month.

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Description of Elected Positions

President

The President will preside at regular club meetings. It is the duty of the President to call the meeting to order at the appointed time (within 10 to 15 minutes grace, at the most); to announce the business before the assembly in its proper order; to preserve order; to state and put all questions properly brought before the assembly; to be informed on communications; to decide all questions of order; to entertain only one main motion at a time and state all motions properly; to permit no one to debate motions before they are ascended and stated; to decide a tie vote or not vote at all, if wiser; to be absolutely fair and impartial.

The President will organize various committees that might be necessary during the year and to designate the chair of the committee.

The President will appoint members to fill staff positions such as, but not limited to: The Corvette Editor, Membership Director, Points Chair, Historian, Sergeant at Arms, Quartermaster, Public Relations Director, Activities Director, Etc.

The President will write a monthly article for the Newsletter.

The President will promote club participation and harmony.

The President will attend all board of directors' meetings and will serve as first alternate.

The President will give his signature when necessary.

The President will make decisions for the club when a vote by the board or membership is impossible or impractical.

The President has the authority to approve expenditures up to $500 for club activities.

Vice President

The Vice President will preside at meetings in the absence of the President. He will carry out all of the President's duties in his absence.

Will co-chair all committees.

Will be responsible for collection and proper distribution of the CCT mail from the club's post office box.

Secretary

Will accurately record the minutes of all regular monthly meetings and of all board meetings, and maintain a history file containing board, club minutes and financial reports.

Will provide a written report of the minutes of the regular meetings to the newsletter editor for publication and to read the minutes from the board of directors meeting at the following monthly meeting.

Will answer all club correspondence as directed by the President and/or board.

Will not submit any minutes to any publication, including the club newsletter, which might contain information on the club's financial condition. This includes financial results from any large or sanctioned events.

Will maintain a current draft of the constitution, by-laws, handbook and making changes as directed by club votes, etc., and providing all elected officers with a new copy.

Treasurer

Make all deposits in the club bank account and will write all checks from that account for club expenditures.

Make a written treasurer's report each month to the board of directors, and a verbal report to the general membership at the monthly meeting.

Properly report to the board all moneys received by him/her from all specially appointed treasurers for the club events; such as Round-up. This should be done as a special event income statement for that event.

Will prepare and file all required state and local tax, license, and certification forms as they are required, and to inform the President and the Board of their filing and costs to the club.

Attend all regular board meetings in order to serve as an alternate board member if needed, as prescribed by the club's constitution and by-laws.

Personally approve all club expenditures for flowers.

The Treasurer has the authority to approve expenditures up to $500 for club activities.

Governor

Will see that all sectional bids, sanction requests, event flyers, and event result forms are properly filled out and mailed to the proper parties, as prescribed by the NCCC competition handbook and the RCD.

Will supply the club activities director and newsletter editor with all necessary information, as it is received by him/her about upcoming NCCC Southwest region sanctioned events; sufficiently far enough in advance for the activities director to supply the newsletter editor with the information necessary for the club newsletter the month prior to the event.

Will furnish the club newsletter editor a written monthly governor's report concerning all national and regional NCCC happenings to be published in the newsletter.

Will furnish a copy of all NCCC Southwest regional event results forms as he receives them, to the person charged by the club President with the club competition points.

Will uphold the responsibility to personally attend all NCCC Southwest region governor's meetings. In cases of emergency when he is unable to make a particular meeting, he is responsible for notifying the club President as to the reason, and for making sure that a designated club representative attends in his place; that person being responsible for the written report to the club.

Will see that all sanctioned events are chaired by a responsible club member; in the event that an event officer is unable to perform his/her duties, it will be the responsibility of the board of directors to appoint a suitable replacement, or put on the event themselves.

Will bring to the attention of the club all items, that he/she has prior knowledge of, that the club has the right to cast a club vote on, such as NCCC convention location, section bids, NCCC national officers elections, and various rule changes, so that the governor may cast the club' vote as the club desires.

Board Member

Will be elected to his/her position for a period of 2 calendar years.

Will be at the time of election, a voting member in good standing.

Will be present at all board meetings that are held Monday nights prior to the business meeting.

Will be present at all business meetings.

Will keep abreast of current events relative to the club, and will do the best he/she can do to find an equitable solution for areas that are currently in contention.

Will do his/her best in the guidance of the club, and keep the best interests of the club above his own.

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Club Property and Finance

An inventory of club property shall be maintained to account for all Items of value over $25, and all Items with historical value to the club. The Inventory and control of club property shall be the responsibility of the vice president.

The Treasurer shall make available the Club Bank Statements for quarterly review at the January, April, July and October Board of Directors' Meeting and upon request by any member at a regular Business meeting for the next Business meeting.

Christmas party expenses will be determined by the Board of Directors, general membership and chairperson of the Christmas party.

Expenditure of Club Funds

The President and Treasurer have authority to approve expenditures up to $500 without Board of Directors approval.

The Board of Directors is authorized to approve expenditures up to $1000 without Club membership approval.

Expenditures of $1000 and above require approval of the majority of voting club members present at the regular Club meeting when the expenditure is proposed.

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Awards Program

The Club awards program will recognize outstanding contribution to the Club through the award of trophies and other items of recognition at the annual Christmas Party. Awards for the recognition of achievements will be presented to members as selected by the Board and the President.

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Description of Appointed Positions

Membership Chairman

The Membership Chairman will maintain the CCT membership records and continuously report membership status the club through club meetings and newsletters.

Attend all club meetings or notify someone if they will be unable to attend a meeting.

Do everything possible to greet new members and make sure the new members are welcomed and feel included.

The membership records will be used to update the newsletter mailing list.

Collect club and NCCC dues and pass the funds collected to the Treasurer.

Raffle Chairman

Research and co-ordinate raffle options throughout the year at the following events:

2nd choice weekend
1st choice weekend
Christmas Party
Each Club meeting

Raffle items are typically donated and all monies gained from the raffles will be turned over to the Treasurer.

Newsletter Editor

Compile all articles for monthly publication, submit to printer, obtain the finished product and mail to all CCT members and the Southwest Regional Governors.

Keep track of paid advertisements.

Mandatory monthly articles include reports from the President, Vice-President, Governor, Activities Chairman, Membership Chariman and Secretary. However, these submissions, if delinquent, should not interfere with the monthly mailing. (Required receipt by membership is the weekend prior to the board meeting).

Will present the treasurer with invoices for printing and mailing on a timely basis.

Activities Chairman

Report all conflicts directly to the board.

Keep track of all non-NCCC and NCCC activities available for participation, and make these known to all CCT members through publication of the CCT newsletter, allowing advance publication prior to activity date.

Ensure social events are held with enough regularity as to keep CCT socially united.

Consider all opinions and suggestions made by the membership regarding activities.

Assign activities and assign/ask for volunteers for workers or chairman for non-sanctioned events.

Ensure non-sanctioned activities are carried out with regard to the majority of the membership's interest and abilities.

Ensure the Activities Chairman carries out their social events with sufficient knowledge and preparation as to make each event enjoyable to all members.

Be aware of all club activities before such events so as to co-ordinate such with the club calendar.

Ensure details of all activities are in the newsletter prior to the event.

Submit a complete listing of the upcoming month's events to the newsletter editor prior to the newsletter deadlines; after obtaining such information from the Governor and other sources.

Attend all board meetings

Points Chairman

Keep track of each member's points of membership and racing

Keep these accumulated points available to be viewed, if requested.

Tabulate points according to the CCT year (Dec. – Nov)

Order the year end trophies, along with the president.

Trophy Case

Members will volunteer to maintain the club trophy case and its contents in a clean and orderly appearance.

Responsibility for maintaining the trophy case will be assigned for a period of 3 months, with responsibility changing on the membership meeting date every third month. (January meeting date – April meeting date – July meeting date – October meeting date). The assigned member(s) can place personal corvette-related items that are in good taste (no controversial or inappropriate items are permitted) on the top shelf during their maintenance time period.

It is the responsibility of the assigned member(s) to perform a monthly check prior to each membership meeting and clean the exterior and interior glass and case contents being displayed. Items made of metal subject to tarnishing are to be polished with appropriate cleaner on a regular basis, as to be kept in a "like new condition."

Assigned member(s) are responsible for keeping the trophy case lock key and then passing the key to next member(s) assigned to maintain the trophy case.

Photographer

Photographer will take pictures at club events that are considered important to document pictorially. In absence of the assigned photographer, an alternate can be delegated by the club photographer to take photos as necessary.

Treasurer will reimburse photographer for all consumable expenses incurred (film, developing, photographic paper, etc.).

Charity Chairperson

Evaluate local charitable organizations and present recommendations to the board of directors as to when, what and why CCT would want to support a charitable organization or it's clients.

Identify the level of membership involvement and the frequency of charitable participation

Participate as the communications interface between the charitable organization, the board of directors and the CCT membership.

Coordinate the charity participation among the CCT membership

Obtain volunteer assistance from the CCT membership as required

Historian

Responsible for the collection and maintenance of photographic, video and textual documentation of all CCT activities and events.

Interfaces with the Photographer as required to ensure that significant photographic material is captured, or historian may choose to take photographs independently. Treasurer will reimburse historian for all photographic consumables and photo albums purchased on behalf of the club.

Responsible for displaying historical material at significant club functions.

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Newsletter Advertising

Business advertising rates for one year. (12 publications)

Business Card $ 25
¼ page $ 50
½ page $ 100
Full Page $ 150
Rates are for ready to use artwork for copy.

All proceeds from the sale of advertisements will be deposited in the club account.

Club members may advertise "classified ads" for free provided there is no business connection with the advertisement.

The Club will promote competition/rewards for the sale of ads by members.

The Newsletter Editor and Treasurer will manage all ads and solicit ad renewals.

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