Bylaws
T-Town Wheelers’ Bylaws
T-TOWN WHEELERS TULSA, OKLAHOMA
BYLAWS (Revised 10/05/2024)
( A NOT FOR PROFIT CLUB FOR DIECAST COLLECTORS AND ENTHUSIASTS)
1. NAME: T-Town Wheelers, (Not For Profit)
2. MISSION STATEMENT: Promote collecting, customizing, and racing; Host Die-cast Shows; and Educate new collectors on Hot Wheels in a family oriented setting.
3. OFFICERS: President; Vice President; Secretary / Social Media / Advertising; Treasurer; Membership / Show Vender Coordinator;Track Master; Sergeant of Arms; and Overseer
3a. DUTIES:
PRESIDENT: The spokesperson for the club, To oversee all the club activities, To make sure that all the other leadership positions are being carried out to the scope and detail of their definition, Perform task and assistance when help is needed to keep the club running smoothly, Oversee both the monthly leadership and club meetings. Keep in touch with each officer and how they are performing their duties, Be the main point of contact at each show to work out any issues that may arise, Keeps and or Oversees all Merchandise, Club Cars (old and new), Cards, Ect. ,Owns and oversees the (DBA account in the President's name)Bank account, controls all expenditures out of the bank account which also includes controlling all credit card and check writing activities, (All credit card and check writing activities must have the knowledge and approval of the “Overseer”), Oversee all items pertaining to each show by checking in with each responsible party to make sure everything is covered and picks up any loose ends that anyone needs help with for the show, Oversees the show by making sure all show activities are carried out smoothly and keeps all vendors and show attendees up to date with announcements over the PA systems in both the main venue and lobby, Oversees Show setup including vender table layout,Oversees the manufacturing of each years club car, Oversees all committees,Makes sure that each club member stays informed at each meeting of everything that is taking place in the club and also gets to vote on all decisions and directions of the club, Controls the INFO email for the club, Takes part in the show reconciliation at the end of the show, Helps wherever and whenever needed, and Assists Club Leadership as needed.
VICE PRESIDENT: Preside over meetings and sit on all committees in the absence of the President, Assists the President duties as needed. Backs up the president in all areas and helps out when needed. Helps the President at all shows to carry out all required and needed tasks. Has oversight of the President and all joint oversight over all other leadership positions. Takes part in the show reconciliation at the end of the show. Helps wherever and whenever needed. Assists Club Leadership as needed.
SECRETARY/MULTIMEDIA/ADVERTISING: Take minutes and read minutes at all Club meetings and place in the permanent club files, Monitor legal compliance of the club's activities, Monitor and orders club supplies (at the approval of the Club President or Overseer),Make minutes and all club information and activities available to Multimedia outlets (Facebook, Web site) and officers, Monitor and control Multimedia outlets (Facebook and Web Site) , Takes notes (above the meeting minutes) at each meeting for public record on the website, Help organize the agenda for the leadership and club meetings,Oversee the website, Facebook page, and all other social media. Official Poster on all sites and reviews everything that goes up on our sites. Takes part in the show reconciliation at the end of the show. Helps wherever and whenever needed. Assists Club Leadership as needed.
TREASURER: Oversees all funds and finances, Keep accurate records; provide report of all transactions to be presented at leadership and club meetings. Makes show deposits within two days. Make records available at all times to any officer. Reconciles monthly bank statement with all receipts and scans for electronic file in the INFO email. Provides oversight on the one drives for membership and Vender, Pay-Pal, and Venmo accounts for detailed and accurate information. Keeps records of all financial transactions (incoming and out going) with receipts or tangible records. Reconciles the bank statement each month by attaching each receipt to each deposit of withdrawal. Perform checks and balances of the membership/vender/table listing online spread sheets and alerts the member-vendor/publicity leadership person of any issues that need to be reconciled. Keep The President up to date on any issues arising and does not use the Club credit card without notifying the club Overseer or President. Monitors the INFO and MEMBER/VENDOR emails and only responds to emails when instructed by the MEMBER/VENDOR leadership person or the President. Performs the end of show reconciliation in front of and with the assistance of all the club leadership. Makes deposits as necessary and after each show after reconciliation which they perform in front of all the other leadership positions. Helps wherever and whenever needed. Assists Club Leadership as needed.
MEMBERSHIP /SHOW VENDER COORDINATOR: Keep detailed records of membership dues on one drive. Keep detailed records (includes Vender Contracts and Vender Reservation forms) of all show venders on one drive. Makes deposits as necessary. Provides table list and all info to person drawing out table layout for shows. Assists in Advertising. Scans all membership and vender slips and emails to “INFO” email for digital record. Oversees Pay-Pal and venmo accounts for deposits. Controls all membership records and makes deposits according. Controls all show vendor records and makes deposits according. Controls all club apparel/merchandise records and makes deposits according. Keeps the treasure up to date on all transactions. Keeps the membership, vendor, and club information up to date on the Club's one drive spread sheet. Oversees, records and reconciles all deposits that are made and makes sure we have a paperwork trail for each and every transaction. Keeps the president up to date on all issues pertaining to their position. Contacts media personal or publications about all related events. Takes part in the show reconciliation at the end of the show. Helps wherever and whenever needed. Assists Club Leadership as needed.
SERGEANT OF ARMS: Enforce rules at all club functions and events. Resolves Disputes with members and venders,Keeps track of the clubs physical properties, Food Truck / s, oversees that venders are abiding by the rules, Helps oversee that all the club rules and by-laws are carried out at each club event and alerts the President or any other officers of an impending issue. Takes part in the end of show reconciliation of club monies. Organizes all security issues and carries them out upon the president's/club leadership's approval. Helps wherever and whenever needed. Assists Club Leadership as needed.
TRACK MASTER:Organize and Promote downhill racing. Work with other officers on outside events. Oversee track personal. Be final judge on any racing disputes/entries. Post and run races. Keeps track of all track supplies and prizes. Sets up track at all events. Oversees all track activities. Takes part in the show reconciliation at the end of the show. Helps wherever and whenever needed. Concurs with the chapter president on all activities so the member ship may be informed Assists Club Leadership as needed.
OVERSEER: Has access to the bank account and approves all outgoing transactions. Performs or Oversees the table layout for each show and provides all the information to the member/vendor , treasure, and president/vice-president for proofing and backup. Point of contact for the show venue including contract negotiation. Must be a long time Club Member and an appointed position which is to be nominated by the leadership and voted on by the club. It is a onetime appointment and good till either the person steps down, leaves the club, or is voted out by the membership. Can hold another leadership role other than president. Sole person for making sure that the club is moving in the correct direction. This position will exist until the time that the By-Laws are amended to elect a board of directors.
3b. TERM OF OFFICE: 1 year Term, January through December, and a 2 year maximum term for the same leadership position (Except the Overseer) . If no other nominees are willing to run for a leadership position and current the officer has served two years, or more than the current officer may continue serving as long as they agree to keep their current leadership position performing club duties. At the November club meeting nominations are made, at the December Club Meeting the elections take place, and on January 1st of the following year the newly elected officers take office.
4. EXECUTIVE COMMITTEE: Consists of elected officers. Make decisions on purchasing raffle items, spending club monies for promotions, scheduling events, operating and general expenses and member issues.
5. SPECIAL COMMITTEES: All temporary committees will consist of at least three (3) volunteer members and will elect a chairperson within the committee and be disbanded after completion of the task at hand.
6. FULL TIME COMMITTEES: Racing, club car, recruiting, show and custom car contest committees will have at least three (3) volunteers for help as needed and will be responsible for rules, judging, conducting said tasks, and shall report back to the Executive Committee.
7. MEMBERSHIP: Dues are $30 per year for an individual membership, $50 for a Couples membership (any 2 people), $69 for a deluxe membership (any 3 people), and $83 for a family membership(any 4 people)due on the first meeting in January. There is no pro-rated discount for any membership. There will be a two-month grace period before being dropped from the roster. Each Membership will receive notice of where to find and be responsible for understanding and abiding by current bylaws. Members are entitled to receive monthly Emails, trade and/or sell on the T-Town Wheelers' Social Media Platforms, Vote (one vote per membership), purchase tables at T-Town Wheelers' hosted Shows at a reduced rate of $25 per table, Enter T-Town Wheelers' hosted shows one hour early prior to opening to the public, and Receive a Free Membership club car which is voted on by the membership each year (if the membership is paid for by the end of the July show).
8. AMENDMENTS: Vote of membership with a Simple majority of members present to amend by-laws. Must be performed at a regularly scheduled club meeting and announced 30 days prior.
9. POLICY: $2 limit on new and previous year (excluding Treasure Hunt and rare variations) basic blister cars at all club meetings (excluding Club Hosted Shows).
10. REGULAR MEETINGS: Members must wear the membership name tag at all club meetings or donate $1 or an item to raffle for not wearing name badge. Badges are to be checked at the door and must be presented for admittance. Monthly Meetings will take place on the first Saturday of every month at 1 P.M. at a location announced by email or on our social media and/or web site pages if different than Stoney Creek Convention Center in Broken Arrow, Oklahoma. If the meeting falls on a holiday or a date that requires changing then it will be voted on by the executive committee and announced through email, social media, and web site. Robert's Rules of Order are to be followed while conducting the meeting.
11. GUESTS: Guests may attend one meeting for free but must join the next time to participate.
12. CONDUCT at MEETINGS: There will be no selling, trading or buying prior to or during the meeting within the meeting room. Conduct in a rude, unruly or disruptive manner will be asked to leave. Multiple Offenses will be brought to the membership for a vote on removal.
13. VOTING: All items voted on are final if passed by a Simple majority of members present.
14. SELLING CLUB MERCHANDISE: Club sponsored items, cars, shirts, etc. MUST BE SOLD TO CURRENT MEMBERS AT COST (Limits may be applied).
15. T-TOWN WHEELERS' HOSTED SHOWS: Shows are family oriented and are to also host the Club's racetrack for kids’ participation first. Club hosted shows require venders to sign a contract, before they can participate, that they agree to operate within the rules of the contract, or they will not be allowed to participate at future shows. Show dates will be selected and voted on by the Executive committee the prior year and deposits made to reserve the dates in writing from the host venue. If the venue is to change then it must be voted on by the membership. All money transactions at the Show require 2 officers present and receipts made.
16. BYLAWS: All membership approved new bylaws supersede all previous bylaws. New Bylaws must be approved by a Simple majority of the membership attending the meeting where they are to be voted on.
Contact T-Town Wheelers
Email: info@t-townwheelers.com
Phone: (918) 517-7943