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Section III - Procedures and Minimum Standards
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1.1 Newsletter
Each Chapter shall be required to issue at least one newsletter per each 90 days to
each member of that Chapter and to the National Office, each member of the National Board,
and to all other BMW CCA Chapters reciprocating in kind. By definition a newsletter must
contain the following minimum items:
A. The date or period the newsletter covers.
B. A listing of all Chapter Officers and at least two telephone numbers, with area
code, of any Chapter Officers.
C. One (1) automotive related article.
D. Notification of at least one (1) event or business meeting per each 90 days, see 1.2
below.
E. Must list the Post Office address of the Chapter.
F. A disclaimer of the materials published in the newsletter.
New Chapters are required to send a mailing to its membership and the National Office
in the first 45 days after being granted a charter. Two more mailings are due in the next
90 days.
1.2 Meetings
Each Chapter shall be required to hold at least one event or business meeting per each
90 days, notice of which will be given via the newsletter.
1.3 Reports
Each Chapter shall be required to submit by use of form the following reports to the
National Office upon request and/or when required in a timely and accurate manner:
A. A list of Chapter Officers names, addresses and phone numbers to their Regional
Vice-President and the National Office within 30 days after Chapter Elections are held.
B. Annual report of Chapter activities to their Regional Vice-President. Format to be
furnished.
C. Annual Financial Report of the Chapter to their Regional Vice-President. Format to
be furnished.
1.4 Financial Affairs
Checks issued by the National Office to the Chapters must be cashed by the Chapter
within 60 days of issue.
Each chapter shall be required to provide a financial statement to all its members at
least once a year. (This could be by inclusion in the chapter newsletter or by a separate
mailing).
1.5 Non-Compliance
Failure to comply with above Minimum Standards may result in the revocation of the
delinquent Chapter's Charter. As soon as a Chapter is in non-compliance in any one of the
above items, the Minimum Standards Compliance Policy is followed. See Minimum Standards
Compliance Policy, Section III, 2 and Flow Chart Section III, exhibit 1. Chapter
membership dues in process will be held by the your Regional Vice President until the
non-compliance is corrected.
1.6 Probation & Revocation
If a Chapter, after coming off of Probation by correcting the non-compliance in the
allotted time frames, subsequently fails to meet the Minimum Standards within 18 months of
their last probation, a letter will be sent to the Chapter Officers and the Chapter
Membership advising them of the situation. The Chapter will have 30 days from the date of
that letter to correct the non-compliance. If at the end of 30 days the non-compliance is
not corrected, the applicable Regional Vice President follows Article 10, Section 3 of the BMW CCA Bylaws (see Section V).
If a Chapter's Charter is revoked, that Chapter's name and address will be removed from
the Roundel. All correspondence from the National Office to that Chapter will cease and
the other Chapters will be notified.
In order to be reinstated, a Chapter must petition for Charter as though it never
existed before.
(See Flow Chart, Section III, Exhibit 1) [flow chart will be coming soon - Webmaster]
Process for compliance starts with either the National Office or a National Board
Member seeing that a chapter is not in compliance with the minimum standards.
2.1 Non-Compliance
Once an apparent non-compliance is identified the Executive Director writes a letter to
the chapter president identifying the problem and requesting an explanation or correction.
The Executive Director calls the applicable Regional Vice President the day the letter is
sent. If the problem is subsequently corrected the matter is closed. The Executive
Director and applicable Regional Vice President will attempt to contact the chapter
president by phone and offer assistance.
Probation will occur if the non-compliance is verified and remains 14 days after the
National Office reviews the chapter's history. If the chapter has been on probation within
the last 18 months special handling is required, see 2.2. Otherwise the Executive Director
writes a 30-day probation letter and sends it to the chapter post office box and each
chapter officer. The Executive Director calls the applicable Regional Vice President the
day the letter is sent. The Executive Director and applicable Regional Vice President will
attempt to contact at least one member of the chapter board by phone and offer assistance.
Suspension will occur if the non-compliance remains after 30 days the National Office
writes a 60-day suspension letter and sends it to the entire chapter membership. The
Executive Director calls the applicable Regional Vice President the day the letter is
sent. The applicable Regional Vice President will attempt to contact some members of the
chapter and president by phone and offer assistance.
Revocation of the charter will occur if the non-compliance is not corrected within 60
days. The applicable Regional Vice President follows Article
10, Section 3 of the BMW CCA Bylaws (see Section V), to
revoke the chapter's charter.
While managing a region a Regional Vice President may encounter members of a chapter
interested in forming a new chapter in an area currently chartered to an existing chapter,
the Regional Vice President shall make every effort in communication to encourage a
resolution of any issues at the chapter level. The existing chapter will be encouraged to
face the situation directly with the objective of improving its service to its members.
ONLY if a solution cannot be achieved at the chapter level with Regional Vice President
involvement would the following process apply. A proposed chapter must contain at least
100 current BMW CCA members to be considered.
The proposed chapter should contact their Regional Vice President to request
reallocation of zip codes and full chapter status. Initial contacts should be by
telephone, but the formal request must be in writing, Section 2, 15.
The Regional Vice President should then arrange and chair a meeting between the
existing chapter's Board of Directors and the proposed chapter to discuss the issues and
attempt to develop one of the following:
A. An agreement to revise the current chapter's operations to better serve members.
B. An agreement to reallocate the territory and assets between the existing chapter and
the proposed chapter.
If an agreement is not reached a referendum will be prepared and an election will be
conducted by the National Office. Both the existing chapter management and the proposed
chapter may submit a 250-word position paper that will be included with each ballot. The
Regional Vice President and a representative from the existing and the proposed chapter
will review the position papers for accuracy and potential liability, with final approval
resting with the Regional Vice President. Ballots with approved position papers will be
mailed (postage paid return envelopes provided) to all paid members in the existing and
the proposed chapter areas.
The National Office will count all ballots received before a specified cut-off date and
will report the results to the Regional Vice President who will then notify all parties. A
two-thirds majority of the votes received is required to form a new chapter.
If the proposed chapter is formed by referendum, treasury funds maintained by the
existing chapter will be allocated to the newly formed chapter based upon member's equity.
An audited financial statement of the existing chapter, performed by a designee of the BMW
CCA Treasurer will be the basis for this allocation. Regional Vice President discretionary
funds may be used to make the division of physical assets as equitable as possible.
In cases where agreement is reached, the proposed chapter must submit to the Regional
Vice President a proposed chapter name, zip code listing of the proposed territory, a
slate of pro-tem officers (including addresses and phone numbers), a set of By-Laws, and a
petition signed by at least 15 members living in the affected area. Financial support will
be available through the Regional Vice President if needed.
The Regional Vice President will then submit the petition for the proposed chapter to
the National Board for approval as a new chapter.
Any member or associate member of BMW CCA may have his or her BMW CCA membership
revoked by 2/3 vote of the Board of Directors for cause.
4.1 Request
A request for revocation of membership can be brought to the Board by a club member, a
chapter, the Regional Vice President or anyone on the Board.
4.2 Due Process
The member in question will be contacted via certified letter and notified of the
statement of cause for revoking his or her membership. The next BMW CCA board meeting time
and location will be included in this letter. The member may then respond by letter or in
person to the statement of cause before the Board.
4.3 Action
The Board after due deliberation may deny the request, revoke the membership as
requested, put the member in question on probation, with specific terms and conditions
thereof, or fashion any other response, which in the Board's judgement, is reasonable
under the circumstances.
The Board shall issue a written report setting forth the action that it has approved.
The original of the report shall be made part of the minutes of the meeting; and copies
shall be forwarded to all interested parties.
If membership is revoked, a prorated refund of the national dues will be returned.
5.1 Board Meeting General Rules
Regularly scheduled meetings shall begin at 8:00 am.
The Board Room is designated a non-smoking room.
Tape recording of the board meeting by members of the board or guests is not permitted.
The Secretary or designee may, however, record notes or motions to help in producing
accurate minutes.
Members of BMW CCA are invited and may attend the board meeting as guests.
Non-members may attend the board meeting as guests at the sole discretion of the board.
Guests may participate in the discussions to the extent that they do not disrupt the
meeting and do not adversely affect the meeting schedule.
All guests shall be required to leave during the discussion of sensitive topics.
Sensitive topics shall include the salary discussions of the employees and outside
contractors, disciplinary matters, legal matters, and other topics determined by the
board.
Disruptive behavior by anyone in the board meeting room shall be cause for exclusion
from the meeting.
5.2 Advising Membership Of The Meeting
The date, time and location of board meetings and the annual meeting shall be published
in the Roundel Calendar of Events as far in advance as known.
Regional Vice Presidents shall notify their chapters, in writing, of the date, time and
location of the next board meeting at least two weeks in advance.
The President shall notify the membership of the date, time and location on the next
board meeting in the Roundel column.
5.3 Agenda
The agenda will be structured as follows
- - Call meeting to order
- - Approve minutes of last meeting
- - Discretionary funds report
- - Reports from Officers, Exec Director, Roundel Chief, Regional VP's
- - Discussion topics
- - Set future board meetings
- - Adjourn
At the Annual Meeting Board Meeting, the following topics are added to the board
meeting agenda:
- - Reaffirm the service officers
- - Resolution to change bank records to reflect the current officers
5.4 Minutes
Detailed votes on non-sensitive motions at Board meetings are available to any BMW CCA
member who asks for them.
Minutes of National Board meetings will be sent to any chapter that requests them,
provided the request is in writing and is made separately each time. The minutes will be
sent to any individual BMW CCA member who includes a self- addressed stamped envelope with
his request.
Any BMW CCA member who is an officer of the International Council of BMW Clubs, Speed
Events Coordinator and the National Oktoberfest Coordinator shall receive the minutes of
all Board meetings.
6. Drivers School Standards
Drivers School Standards
Next: Section IV - Reimbursement Policy
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