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Bylaws

Updated 7/17/2024 - This is a living document that is constantly changing and evolving based on the clubs needs.


FL4T Inc. (Subaru Club) Bylaws

Article I: Name The name of this organization shall be FL4T Inc. (hereinafter referred to as the "Club").

Article II: Purpose The purpose of the Club shall be to:

  1. Promote interest in Subaru vehicles.
  2. Provide a social and recreational organization for Subaru enthusiasts.
  3. Organize events, meetings, and activities related to Subaru appreciation and education.
  4. Support and participate in community and charitable events.

Article III: Membership Section 1: Eligibility Membership is open to any individual who:

  1. Has an interest in Subaru vehicles.
  2. Submits a completed membership application.

Section 2: Classes of Membership

  1. Regular Members: Individuals who meet the eligibility requirements.
  2. Family Members: Immediate family members of Regular Members.
  3. Honorary Members: Individuals who have made significant contributions to the Club or Subaru community. They do not have voting rights.

Section 3: Rights and Privileges

  1. Regular Members have the right to vote, hold office, and participate in all Club activities.
  2. Family Members can participate in Club activities but do not have voting rights.
  3. Honorary Members can participate in Club activities but do not have voting rights.

Section 4: Termination of Membership Membership may be terminated for:

  1. Conduct detrimental to the Club, as determined by a majority vote of the Executive Board.

Section 5: Code of Conduct

  1. Members must adhere to a code of conduct that promotes respect, integrity, and responsibility within the Club and its activities.
  2. Violations of the code of conduct may result in disciplinary actions as determined by the Executive Board.

Section 6: Membership Renewal

  1. Memberships must be renewed annually by submitting a renewal application.
  2. Renewal reminders will be sent to members 30 days before the renewal deadline.

Article IV: Dues [Removed]

Article V: Meetings Section 1: General Meetings

  1. General Meetings shall be held [monthly/quarterly] at a time and place designated by the Executive Board.
  2. All members shall be notified of General Meetings at least [number] days in advance.

Section 2: Special Meetings

  1. Special Meetings may be called by the President or by a majority of the Executive Board.
  2. Members shall be notified of Special Meetings at least [number] days in advance.

Section 3: Quorum A quorum for the transaction of business at any meeting shall be [number] members or [percentage] of the membership.

Section 4: Virtual Meetings

  1. Meetings may be held virtually if necessary, using platforms agreed upon by the Executive Board.
  2. Virtual meeting notifications and access instructions will be provided to all members in advance.

Article VI: Officers Section 1: Officers The officers of the Club shall be:

  1. President
  2. Vice President
  3. Secretary
  4. Treasurer
  5. [Other officers as needed]

Section 2: Duties

  1. President: Presides over meetings, represents the Club, and oversees activities.
  2. Vice President: Assists the President and assumes their duties in their absence.
  3. Secretary: Maintains records, takes meeting minutes, and handles correspondence.
  4. Treasurer: Manages finances and provides financial reports.
  5. [Other officers and their duties]

Section 3: Election and Term of Office

  1. Officers shall be elected annually by a majority vote of the members present at the [annual] meeting.
  2. The term of office shall be one year, beginning [specific date] and ending [specific date] with no maximum term restrictions.

Section 4: Requirements for Officers and Council Members

  1. All officers and council members must display a club decal on their vehicle at all times.
  2. Officers and council members must attend 90% of meetings (virtual attendance is acceptable).
  3. Officers and council members must actively participate in and promote the Club on social media platforms.

Section 5: Removal from Office

  1. An officer may be removed from office for failure to perform their duties, failure to meet the requirements listed in Section 4, or for conduct detrimental to the Club, as determined by a two-thirds vote of the Executive Board.
  2. A special election will be held to fill any vacancies resulting from the removal of an officer.

Section 6: Board of Directors

  1. The Club must maintain an active Board of Directors consisting of at least five members, including but not limited to the President, Vice President, Secretary, and Treasurer.
  2. The Board of Directors may include other positions as needed for marketing, events, outreach, and more.
  3. The Club must maintain an odd number of board members for voting purposes.

Article VII: Committees

  1. The President, with the approval of the Executive Board, may appoint committees as necessary to carry out the work of the Club.
  2. Committees shall report to the Executive Board and the membership as requested.
  3. A committee may be dissolved by the President with the approval of the Executive Board if it is no longer needed or fails to perform its duties.

Article VIII: Amendments

  1. These bylaws may be amended by a two-thirds vote of the members present at any General Meeting, provided that the amendment has been submitted in writing at the previous meeting.
  2. Overturning Bylaw Rules
    1. A bylaw rule may be overturned by a two-thirds vote of the club officers and voting council, provided that the proposal to overturn the rule has been submitted in writing and discussed at a previous Executive Board meeting.
    2. The decision to overturn a bylaw rule must be communicated to the general membership within [number] days of the vote.

Article IX: Dissolution

  1. Upon dissolution of the Club, any remaining assets shall be distributed to a nonprofit organization agreed upon by a majority vote of the remaining members.

Article X: Finances

  1. The Club's fiscal year shall be from [specific date] to [specific date].
  2. All financial transactions must be authorized by the Treasurer and one other officer.
  3. The Club shall maintain accurate and complete financial records, which shall be reviewed annually by an independent auditor or a committee appointed by the Executive Board.

Article XI: Conflict of Interest

  1. Any member of the Executive Board or committee with a potential conflict of interest must disclose it to the Board and abstain from voting on related matters.
  2. Conflicts of interest shall be managed in a manner that ensures transparency and integrity in the Club's operations.

Article XII: Intellectual Property

  1. All intellectual property, including logos, trademarks, and copyrighted materials, created by or for the Club, shall remain the property of the Club.
  2. Members and officers must obtain permission from the Executive Board before using the Club's intellectual property for personal or external purposes.

Article XIII: Data Protection

  1. The Club shall comply with applicable data protection laws and regulations to safeguard members' personal information.
  2. Members' data shall be used solely for Club-related activities and shall not be shared with third parties without consent.

Article XIV: Indemnification

  1. The Club shall indemnify its officers, directors, and members against any claims arising from their authorized activities on behalf of the Club, except in cases of willful misconduct or gross negligence.