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MMSCC CHARTER

The founding document of our organization

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Preamble

 

We the undersigned, wishing to secure for ourselves the pleasures and benefits of an association of persons interested in sports cars and sporting sedans/saloon cars, constitute ourselves as the Mid Maine Sports Car Club and enact this Charter, amended on April 5, 2025 as our governing rules.

 

Article I: Membership

 

Membership is open to those who own or are interested in sports cars and sporting sedans/saloon cars of any age or manufacture.  A “membership” is considered to be the family members of one household, but defined as a single member for purposes of voting. 

 

The club is formed for the pleasure, recreational and social opportunities of its members focused on their shared interest in sporting cars.  The club does not discriminate on the basis of race, creed or religion.  All activities are for nonprofit purposes and all funds raised are used solely for club activities and administration.  This is a volunteer club with no paid positions, and there is no benefit for any private shareholder.  

 

Article II: Board of Directors

 

  1. The Board of Directors of the Mid Maine Sports Car Club shall consist of no fewer than nine and no more than 11 members, including four Officers (President, Vice-President, Treasurer, Secretary) and five to seven Directors-at-Large. 

  2. The term of office for each of the above positions is two years. There are no term limits.

  3. The election of officers shall take place during the Annual General Meeting. Nominations shall be submitted by the Board of Directors, acting as a Nomination Committee, or by any member present at the Annual General Meeting.  A nomination for office must receive a second to be considered for election.  Election as a Club Officer requires a majority vote at the AGM.

  4. Any Board vacancy shall be filled by a majority vote of the Board of Directors on a nomination by the President. The person so appointed shall fill the remainder of the unexpired term of office.

  5. An officer may be removed by a two-thirds vote of the Board of Directors or a majority of the members attending the AGM.

  6. A club member whose reported conduct has been deemed detrimental to the best interests of the club may have their membership terminated, if this is approved by a two-thirds vote of the Board of Directors. 

  7. Each Club Director in good standing shall have a vote at Board meetings.

 

Article III: Duties of Officers and Directors-at-Large

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  1.  The President shall preside over meetings, set the agenda, sign all official documents, fill vacancies and communicate with Board members and the general membership. The agenda for each monthly Board meeting and the Annual General Meeting shall be sent, via email, to each Board member one week prior to the actual meeting. The President has the authority to sign checks and pay the Club’s bills in the Treasurer’s absence. Meetings shall be conducted according to Robert’s Rules of Order. 

  2. The Vice-President shall assume all the duties of the President in their absence or inability to serve.

  3. The Treasurer shall keep the Club’s financial books and maintain the Club’s bank accounts. The Treasurer shall pay the Club’s bills from the Club bank accounts. The Treasurer shall maintain a record of all dues-paying members, including dues status and contact information, in conjunction with the Membership Chair. The Treasurer shall report on the Club’s finances at each Board meeting and present an Annual Report of Club finances, as previously approved by the Board, to the membership at the AGM.

  4. The Secretary shall record the minutes of meetings of the Board of Directors and the AGM. The Secretary shall maintain a record of all of the Club’s approved minutes.

  5. The Board of Directors shall make all planning and operational decisions for the club.

  6. The Board of Directors shall also appoint the following club officials, who may or may not also be members of the Board of Directors but who will report to the Board of Directors: a Membership Chair, a Website Administrator and an Events Committee Chair

  7. The Board of Directors may from time to time create working Committees to address matters of interest to the Club not already addressed in this Charter.   

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Article IV:  Duties of other Club Officials

 

  1. The Membership Chair will promote a feeling of welcome and responsiveness among the club membership, helping to create a positive experience that encourages members to participate in club activities.

  2. The Website Administrator shall be responsible for maintaining and updating the Club website as necessary and shall be the Club’s point of contact with the Web server. The Administrator shall coordinate with the Treasurer to pay annual fees and other assessments by the Web server, and also coordinate with the Membership Chair and Treasurer to maintain an accurate Club roster on the website.

  3. The Events Committee Chair shall work with the Board of Directors in organizing and coordinating events for the Club. The Events Committee Chair shall also assist the President in providing information on such events to the membership via timely emails, and the Website Administrator in posting such information on the Club website. 

 

Article V: Meetings

 

  1. The Board of Directors shall meet monthly at least 10 times per year, at a time and place agreed upon by a majority of the Directors, unless otherwise arranged. All meetings of the Board of Directors are open to Club members. Only Directors have a vote at the regular monthly Board meetings. Minutes for the prior meeting shall be made available, via email, to officers, and to general members on request, one week in advance of each Board meeting.

  2.  A quorum for the regular monthly Board meeting is five Directors. A quorum for the Annual General Meeting shall be a majority of members in good standing in attendance including members of the Board of Directors.  Each Club Member in good standing shall have a vote at the Annual General Meeting; each Membership, whether single or family, is allowed one vote.  The President may appoint a temporary substitute for the Secretary if he or she is unable to attend the AGM.

 

Article VI: Dues and Club Assets  

  1. The amount of the annual dues shall be set by the Board. Dues are payable as of January 1 each year. A member who has not paid dues by the end of September shall be considered to have resigned from the Club.

  2. In the event that the Club disbands, all Club-owned equipment and funds will revert to the Owls Head Transportation Museum.

  3. For accounting and tax purposes, the Club fiscal year equates to the calendar year, ending December 31.

 

Article VII: Amendments

 

  1. Any proposed amendments to this Club Charter must be made available to Club members, via email, one week before the Annual General Meeting.

  2. An amendment to this Charter requires a two-thirds vote of a quorum of members as defined in Article V Section 2. Approved amendments shall be incorporated into the Charter.

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An amendment to the Charter requires a two thirds vote of a quorum of members as defined in Article IV Section 2.

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