OKLAHOMA REGION
SCCA
SPORTS CAR CLUB OF AMERICA, INC.
BYLAWS
Updated December 2022
ARTICLE 1 – NAME, PURPOSE, EMBLEM AND HEADQUARTERS
SECTION 1 NAME: The name will be OKLAHOMA REGION SPORTS CAR CLUB OF AMERICA, INC.
SECTION 2 PURPOSE: The Purpose of the Oklahoma Region SCCA is to promote a community for safe, accessible and friendly motorsport competition and activities, including but not limited to autocross, rallycross, road racing, road rally, and time trials, for automotive enthusiasts of Central Oklahoma and surrounding areas.
SECTION 3 EMBLEM: The emblem will be a circular shape design with the Indian in a sports car as the dominant motif. Inscribed will be the phrase: “Oklahoma Region Sports Car Club of America”
ARTICLE 2 – MEMBERSHIP AND DUES
SECTION 1 ELIGIBILITY: Membership is restricted to members in good standing of the Sports Car Club of America, Inc.
SECTION 2 MEMBERSHIP:
- A person is duly elected to initial membership upon receipt by the Treasurer of the annual dues together with a properly filled out and executed membership application or by successfully completing registration with the Sports Car Club of America national office and paying all required national and regional dues. Annual renewal of membership is automatic upon payment of annual dues each membership year. The membership year is one (1) year from the date of payment of regional and national dues. Membership will automatically lapse for nonpayment of dues.
- Weekend memberships are available per event at an additional cost for Non-members.
- A Life Member is a member who is a life member of the Sports Car Club of America, Inc. and pays no annual dues.
- A Dual Membership is one in which a Member in good standing of one region elects to also join another region or regions, paying only Regional dues for the regions joined.
SECTION 3 DUES: Dues for the Regional membership shall be $10.00 per year for regular members; $5.00 per year for spouse and junior members; $15 for family membership. Annual dues shall be payable on the anniversary date of membership. Dual memberships are due on the anniversary date of National membership. No refund of dues will be made under any circumstances.
SECTION 4 INDEBTEDNESS: The membership of any member indebted to the Region and delinquent for more than thirty (30) days in such indebtedness will automatically lapse and such member will thereupon forfeit all dues and fees already paid. Leniency can be granted at the discretion of the Board on a case by case basis.
SECTION 5 RESIGNATION: A member may resign by letter or email addressed to the Secretary. The member’s resignation will be effective upon receipt thereof but they shall forfeit all dues and fees already paid.
SECTION 6 SUSPENSION: A member may be suspended at any time without advance notice for infraction of any Region rule or any other cause by a majority vote of the Board of Directors. A member so suspended will be immediately notified in writing by way of email and registered letter of the suspension and will be entitled to be heard in person or through a representative by the Board of Directors. The Board of Directors may thereafter continue or terminate the suspension, or expel the member and their decision will be final.
SECTION 7 VOTING: The method of balloting for Board and Officer elections and special measures, shall be approved by the Board of Directors, and the secretary will cause the method of balloting to be made known to the membership. Only one method of electronic balloting will be used for any election. All ballots are to be secret and unsigned. Each member is allowed only a single vote. Voting results will be certified by a single, non-board, member. The secretary shall cause the result of the balloting to be published for the information of the entire membership.
ARTICLE 2A – REGIONAL CHAPTER
SECTION 1 ORGANIZATION: Regional chapters may be established by amendment to Article 2A in accordance with procedures set forth in Article 9 hereof. Structure and operation of any Chapter so established shall be in accordance with Section 2 through 8 herein below.
SECTION 2 MEMBERSHIP: A Chapter must include a minimum of fifteen (15) members of the Oklahoma Region residing in one general area which is typically more than 60 minutes normal driving time from the center of Oklahoma City. All Chapter members must have existing and eligible membership in the Oklahoma Region.
SECTION 3 BYLAWS: Each Chapter shall adopt and abide by the Bylaws of Oklahoma Region and the Sports Car Club of America. A Chapter can establish Bylaws to adhere to in addition to the Regional Bylaws
SECTION 4 OFFICERS: Each Chapter shall elect a minimum of four (4) officers, including a Chapter Executive, Assistant Chapter Executive, Chapter Secretary, and Chapter Treasurer. The Chapter Executive shall also serve concurrently as a member of the Regional Board of Directors with full responsibility and authority, as defined in Article 4, section 2.
SECTION 5 DUES: Regional dues of the Chapter members will be processed and maintained by the Regional Treasurer in accordance with Article 2, Section 3. A Chapter may establish separate dues for Chapter members which shall not be processed through or maintained by the Region.
SECTION 6 FINANCES: All income and expenses in connection with Chapter events shall be processed through the Chapter Treasurer without need for reporting or accounting to the Region.
SECTION 7 EVENTS: Chapters may hold, without permission from the Region, events of a local nature providing they do not conflict with Regional events, sanctioned or unsanctioned.
SECTION 8 SANCTION AND LICENSING: All requests for sanction, calendar listings, licensing of competitors and officials, etc., shall be processed through the Region.
SECTION 9 INACTIVE CHAPTERS: Any chapter will become inactive by failing to renew, or failing to meet the regional bylaws. Any chapter listed herein as INACTIVE is considered to not currently exist, and may be reactivated by amendment to Article 2A in accordance with procedures set forth in Article 9 hereof.
ARTICLE 2B – PRESENTLY INACTIVE CHAPTERS
SECTION 1 ENID CHAPTER
SECTION 2 LAWTON CHAPTER
SECTION 3 STILLWATER CHAPTER
ARTICLE 3 – BOARD OF DIRECTORS AND REGIONAL OFFICERS
SECTION 1 JURISDICTION: The affairs and property of the Region shall be managed by a Board of Directors consisting of members of the Club elected in the manner set forth below.
SECTION 2 STRUCTURE: The Board is composed of a minimum of nine (9) Directors, members in good standing of the Oklahoma Region. Eight Directors positions are elective. Four of these positions are occupied by the Regional Officers who are: Regional Executive, Assistant Regional Executive, Secretary, and Treasurer. The Regional Executive serves as chairperson of the Board of Directors and presides at all meetings of the membership and Board. In his/her absence, the other Regional Officers in their order of authority will assume the duties. The Regional Executive shall appoint from the membership of the Region, the ninth Director, subject to the approval of the Board of Directors. The appointment shall take place at the first meeting following the beginning of the fiscal year. The appointed director will serve as Executive Assistant. Selection of the appointed Director shall be filled as would any permanent vacancy according to the terms of Section 4, below. In the event Regional Chapters are established, as contemplated in Article 2A, the composition on the Board shall automatically be increased to include the Executive(s) of said Chapter(s) as non-elective Director(s).
SECTION 3 TERM: The Officers term of office is the membership year for which they are elected. The remaining non-officer Directors serve two-year terms, concurrent to two calendar years. Two (2) Directors shall be elected in odd numbered years to positions 1 and 3 and in even numbered years Directors shall be elected to positions 2 and 4. Directors elected shall hold office for two (2) years. Any newly elected or re-elected director or officer shall assume office for the purpose of conducting business for the elective term on January 1 of the year to which they are elected. Officer and Executive Assistant terms end on the succeeding January 1.
SECTION 4 VACANCY: The removal or resignation of a Board member shall result in a permanent vacancy on the Board of Directors. A permanent vacancy on the Board shall be filled by election for the unexpired term by simple majority vote of the remaining Regional Officers/Directors. If the Executive of an authorized Chapter cannot serve as a Director, said Chapter will designate a replacement from the remaining chapter Officers.
SECTION 5 NOMINATIONS: For the purpose of electing Regional Officers and Directors, the Board will call a special nominating meeting which members shall be notified of under Article 4, Section 2. At said nomination meeting, the Regional Officers and Directors as specified in Section 2 herein above, shall be nominated.
SECTION 6 ELECTIONS: Elections will be voted on using the methods set forth in Article 2, section 7. The nominee for Regional Officer or Director who receives a plurality of the votes cast for the office shall be elected. If no nominee receives a plurality, there shall be a runoff election between the two nominees who receive the most votes. The two nominees for Director who receive the greatest number of votes shall be elected. Ballots shall instruct voters to cast one vote for one nominee for each Regional Officer and one vote each for the two (2) nominees for Director. The Secretary, the Regional Executive, plus a minimum of any two other Directors and one member at large, will tally the results to the candidates as soon as possible.
SECTION 6A NOTIFICATION: Members will be notified via email that polling is open. Within that email, there will be a unique link to a polling service that may only be used to record a single set of votes. Each vote must be recorded prior to the deadline specified in the notifying email. Members will be notified of election results using the most current methods of social media. Results will also be posted to the Region website.
SECTION 7 REMOVAL OF DIRECTOR OR OFFICER: The Board of Directors may, at any business or special meeting, by the affirmative vote of at least two-thirds (2/3) of those Directors voting, remove a Director or Officer from office for infraction of any Club rule or any other cause, including behavior detrimental to the Club or deemed not in the Club’s best interests. Electronic notice of the proposed action must be sent to all Directors at least 30 days prior to the meeting. The Director whose Directorship is in question shall be given an opportunity to be heard at this meeting, but shall have no vote on the question.
SECTION 8 POLICIES AND PROCEDURES: The policies and procedures are set forth and managed by the Board of Directors.
ARTICLE 4 – MEETINGS
SECTION 1 MONTHLY BUSINESS MEETINGS: A meeting for the purpose of discussing the business of the Region by the Board of Directors is to take place monthly. The monthly business meetings will be announced using the most current social media platform prior to the meeting and will furnish the date, time and place of such meeting. Quorum is required for the meeting to be considered official.
SECTION 2 SPECIAL MEETINGS: Special meetings of the Region may be called at any time by the Regional Executive on his/her own motion or by the Board of Directors on its own motion and must be called by the Regional Executive on petition of ten (10) or more of the Region’s active members. Notification of each special meeting stating the date, time, place and purpose thereof will be announced by email by the Regional Secretary to every member not less than seven (7) nor more than twenty-one (21) days before such meeting. Additional notice will be made using the most current social media platform. No action will be taken at any special meeting by the membership unless the intention to consider the subject matter has been set forth in the notice of the meeting. All action, except amendment of these Bylaws, will be by a majority of those present and voting. Voting by proxy and by electronic ballot may be allowed at the discretion of the Board of Directors.
SECTION 3 QUORUM: At all meetings of the members a quorum will be more than fifty percent of the combined number of officers and Directors. In the event that more than fifty percent of the combined number of officers and Directors cannot be present, a quorum of ten (10) active members will be used instead.
ARTICLE 5 – COMMITTEES
SECTION 1 APPOINTMENT: The Regional Executive may appoint from the membership of the Region, chairs for committees as deemed necessary, subject to the approval of the Board of Directors. The appointed chair is entrusted by the Board to build the committee as needed. Members so appointed will serve at the pleasure of the Board of Directors. Action of any appointed officials, committees or Boards will be effective only within the authority and responsibility set forth in these Bylaws or delegated by the Board of Directors.
ARTICLE 6 – LIABILITY
SECTION 1 REGION LIABILITY: Under no circumstances will the Region, its property, the Board of Directors, or members be responsible for any debts, damages or liabilities of any kind or nature incurred or sustained by any person acting in its name.
SECTION 2 PERSONAL LIABILITY: All persons or corporations extending credit to, contracting with, or having any claim against the Region or the Director/Officers, will look only to the funds and property of the Region for the payment of any debts, damages, judgment of decree or any other money that may otherwise become due or payable to them from the Region or Director/Officers, so that neither the members of the Region, nor the Directors/Officers present or future, will be personally liable therefore.
ARTICLE 7 – FINANCES
SECTION 1 TAX EXEMPTION STATUS: The SCCA is operated as a not-for-profit corporation exempt from Federal Income Tax under Section 501(c)(4). Exemption was obtained from the Commissioner of Tax Revenue, March 27, 1953. The Treasurer submits a Form 990, Return of Organization Exempt from Income Tax, for the Club’s financial operations each calendar year.
SECTION 2 FISCAL YEAR: The fiscal year of the Region will be the calendar year.
ARTICLE 8 – CONDUCT OF BUSINESS
SECTION 1 RULES OF CONDUCT: The rules contained in “Robert’s Rules of Order-Revised” shall govern the Region in all cases they are applicable and in which they do not conflict with these Bylaws.
ARTICLE 9 – AMENDMENT OF BYLAWS
SECTION 1 AMENDMENT: The Board of Directors, or ten (10) or more of the Regular Members, may propose an amendment to the bylaws by submitting such proposal in writing to the secretary. A proposal submitted by the Members shall be reviewed by a committee of five Regular Members, consisting of four Members appointed by the Board of Directors, two of whom are Members proposing the amendment, and a fifth Member appointed by these four Members, who shall act as a chairperson. The committee shall consider the propriety of the proposal, taking into account the intent of the Petitioners and the suitability of the inclusion of the proposal in primary instruments such as the bylaws, and shall draft the proposed amendment into suitable language. Proposals of either origin shall be submitted to the vote of the Regular Member by providing notice of the proposal and a form of ballot by any of the means permitted for notice under Article 2, Section 7 to all Regular Members. If at least two-thirds of the Regular Members voting are in favor of the amendment, it shall be adopted.