Georgia Jeep Alliance Club - GJAC Bylaws & Code of Conduct

Georgia Jeep Alliance Club Bylaws

ARTICLE I – NAME

The name of this organization shall be: GEORGIA JEEP ALLIANCE CLUB

ARTICLE II – PURPOSES AND AIMS

1. The purpose of this organization shall be to bring together and promote the interest of family-friendly four-wheeling, responsibly enjoying our country’s natural resources, and promoting participation in activities that help to better the surrounding communities we live in.

2. The organization shall promote and educate tread lightly practices.

3. The organization shall promote participation from other jeep based clubs in its activities to help grow the impact of its chosen charities and unify the overall jeep community.

ARTICLE III – MEMBERSHIP

Membership is open to jeep owners who have completed membership requirements as follows:

A. To Become A Member:

1. Attend an official event and enlist a current member to sponsor your membership. (Any Current VIP member can and will sponsor you)

2. Complete our online membership application listing your sponsors full name and pay your (NON-REFUNDABLE) dues to initiate your membership.

3. To maintain your membership you must participate in AT LEAST TWO official events listed on our club calendar, follow our bylaws & code of conduct.

B. To Maintain Membership:

1. Participate in AT LEAST TWO official events per year. (a combination of meetings and events from the official events calendar).

2. Be in good standing with regard to our code of conduct.

3. Pay Yearly Membership fees (be up to date).

4. The minimum age for membership is 18 years, but teens are welcome to participate in local events. At any event, official or unofficial, that is held out of the local area or deemed by the GJAC council to pose a risk, a parent or legal guardian must be present and have all liability waivers from ORV parks.

5. Each member must hold a valid driver’s license and have proof of adequate insurance coverage, which will be checked at random by Board of Directors of the club.

6. Any exceptions to these requirements must be submitted to the board for action.

7. All members, before selling a vehicle, must remove all club decals or emblems from their vehicle. Members who sell their vehicle may maintain regular membership for no more than 12 months. Any member leaving the club or losing membership status is required to immediately remove the club stickers from their Jeep.

8. All members must conduct themselves in a responsible and orderly fashion whether in or out of club activities. Any member disgracing himself/herself or the club in the public eye will be immediately subject to review by the council for possible expulsion or suspension from the club. The council’s decision will be final.

9. All club members must have club decals on display during club activities.

ARTICLE IV – MEMBERSHIP FEES

1. Annual membership fees will be due every 12 months from the date of joining. Membership fees are applied to: annual costs to run the club, maintain the website, club decals, banners, & miscellaneous supplies for events.

2. Fees are required by all members that meet the requirements for remaining in good standing.

3. Members must pay membership fees to GJAC every 12 months to maintain membership. Our online membership reminds each member when renewal is upcoming, when it is actually due and once it has expired. If fees are not paid by the two week grace period following expiration, member will forfeit membership and be removed from active membership in the club. Re-application to the club would then be required to re-join.

4. Fees will cover the current year’s membership. New members will be responsible for dues when applying for membership.

5. No refund of membership fees shall be made under any circumstances.

ARTICLE V – BOARD OF DIRECTORS

1. The management of the club shall be vested in the president, vice president, treasurer, secretary, event coordinators, and social media chair, which will constitute the seven member voting Board of Directors.

2. The Board of Directors shall be made up of the elected officers as elected by the VIP membership except the treasurer. The treasurer is appointed by the Board of Directors.

3. Board of Directors will maintain the corporate status and Non-Profit Organization status.

ARTICLE VI – OFFICERS AND DUTIES

1. The board of directors shall consist of Seven members: president, vice president, treasurer, two event coordinators, social media chair, and a secretary.

a. The president shall be the executive officer and will ensure all meetings and events are conducted in a timely and professional fashion. Further, the president will either preside over or delegate someone to preside over all meetings and events. He/she shall have the duty of carrying out the policies and decisions of the members. The president shall appoint committees as needed.

b. The vice president shall assist the president and act on his/her behalf in case of absence.

c. The secretary shall record all minutes of the meetings, maintain the club records, and write any correspondence as directed.

d. The treasurer is a board appointed position. The treasurer shall receive all monies, be responsible for bank deposits, disburse funds as authorized, and have books open for inspection by members in good standing.

e. The board will maintain a banking account at their desired financial institution for all monies and record keeping.

f. The treasurer will be a signer on the account. The president or vice president will be signers on the account. The board may add additional signers at their discretion.

g. The past president and treasurer will assist the new president and treasurer in changing the signer information at the financial institution.

2. The treasurer shall have the duty to review membership status and dues, balance the club bank accounts, work with Start Church to insure our 501(c)(3) compliance, compliance with state of Georgia renewals, compliance with the IRS, report club bank balances as needed, distribute donations as required for fund raisers, pay vendors, and general outreach projects that support the club efforts.

3. The event coordinators shall be the lead members on all official events. The event coordinators will provide leadership in putting together all official club events and insuring information and updates are identified on the official calendar, website, and Facebook.

4. The social media chair shall have the duty to conduct, on behalf of the GJAC, all correspondence on official social media accounts. Correspondence is to be performed in a manner that drives traffic to the official forum. Duties to include photo and video compilation from members, advertisement of upcoming events, and login credentials management of social media accounts.

5. The social media chair may nominate an assistant, pending approval by the council, for collaboration in regularly updating all official social media accounts.

6. Any member of council or chapter leader not fulfilling their duties may be voted off council by a two-thirds majority of the remaining council members.

ARTICLE VII – ELECTIONS AND VOTING

1. Elections of officers will be held every 24 months. Board positions will be voted on alternating years. President, secretary, and social media chair will be voted on in the odd year. The vice president, and event coordinators will be voted on in the even year.

2. Nominations will be accepted on the Georgia Jeep Alliance Club VIP Facebook page.

a. Members may not nominate themselves or a family member.

b. In order to be considered for the ballot, a candidate must be nominated and the nomination has to be seconded.

c. To be nominated for board positions, a member must be current with dues and must have been a member for at least one year.

d. Nominations will be for the Board, not for a specific seat. Nominees are able to select which seat(s) they would like to be considered for. A nominee can reject the nomination at any time prior to the election vote. A sitting board member can assume a vacant position if a board member leaves before their term is up.

3. Votes will be open for 72 hours on Georgia Jeep Alliance Club VIP Facebook page. Member dues must be current to vote. Single Membership = 1 vote. Family membership = 1 vote

4. In the event of a vacancy in any office except president, the council shall appoint a member in good standing to fill the unexpired term until the next general election.

5. A two-thirds majority of members’ votes will be the rule for all matters provided at least 7 members are present.

6. A Majority Vote of of the board of directors may be held to replace any board members who withdraw during a term.

7. Chapter Ambassadors are board appointed. In the event of a chapter leader resignation, a club member in good standing will host the chapter meetings temporarily until a new Chapter Ambassador is appointed.

ARTICLE VIII – AMENDMENTS TO BY-LAWS

1. These by-laws may be amended by a two-thirds majority vote of the board of directors.

ARTICLE IX – MEETINGS

1. Chapter Ambassadors will host public meetings to inform of club business at a designated time & place. Chapter meeting events will be scheduled on club calendar & Facebook in advance.

2. Board Meetings will be hosted by president or vice president via group call monthly. All Board Members are strongly encouraged to participate.

3. The president can call a special meeting (group call or in person) at any time.

GJAC Code of Conduct

1. No Drinking and Driving, on any official GJAC ride. Members consuming alcohol off the trails (or roads) while camping or socializing will follow all state laws and the rules of alcohol drinking related to the location and or state they are in at the time.

2. Club members will always treat other members with respect. Harassment or badgering of another member will not be tolerated. If a situation arises and there is a problem between members, they need to come to a board member and explain the situation. The board member will bring the problem back to the board to discuss it and hopefully come up with a solution. If a solution can not be reached between the parties, then it will be left up to the Board and their decision is final.

3. The club is a tread lightly club. Members are to ride in areas designated for trail riding only. Private parks, US forestry roads, and private property are only to be used with permission.

4. When the club is participating in an event in the community, club members will be professional and hold themselves to a standard that will not make the club look bad in the public eye. If at an event, whether official or unofficial, a member will be asked to leave if their conduct is not becoming of the club.

5. Wrenching parties that are announced on the forum under “Unofficial Events” will be open to all members. If a member is doing specialized work on their vehicle and only wants to have certain individuals to help, they need to contact these individuals and not post on the forum.

6. Speaking negatively of the club or a club member out in public will not be tolerated. If you have a problem or concern that deals with the club, you need to bring it to council for discussion.

7. Board members will meet on a group call meeting once a month as announced. General club meetings will be conducted by each chapter leader at their designated chapter meetup times and locations. Members attending these meetings will conduct themselves in a professional manner and will not cause any problems that would make themselves look bad or disparage any board member. Since these meetings are normally held out in the public, we want to maintain a positive attitude as not to bring negative attention to the club. If this should arise, that member or guest will be asked to leave the meeting.

8. Club property is for club use at events. Items that the club has purchased will be maintained and kept in good condition. Use of said property can be used by club members but must be checked out with the president.

9. If a member quits the club for any reason, the member will have to complete membership process per Article III

10. At all club events, pets will be kept on a leash when in common areas, such as campgrounds, and during all meals. On the trails you are free to let pets off leash (please see waiver regarding all trail rides and other events.)

Infraction of any of these rules will constitute disciplinary action by the board.

1. Verbal warning explaining what conduct was not acceptable.

2. Written warning explaining what conduct was not acceptable and will come with a three-month probation period.

3. Disciplinary hearing where you will go before the Board and depending on the outcome member involved could be put on extended probation or released from the club.

Georgia Jeep Alliance Club is a 501(c)3 non-profit organization, Georgia