Supporting Documentation

Bylaw and Procedures 2024 drafts

These changes were approved by the Membership at the Annual Meeting on August 16, 2024

One of the action items from the 3-Year Planning Committee was to update the club bylaws and to extract items which could be better handled in a Policies and Procedures manual.

Revisions to the bylaws must be approved by vote of the membership.

But Procedures, such as how late membership renewals and other housekeeping activities are handled, do not require membership vote, only approval of the board. It is intended that this written document will help in transition of new leadership.

In support of this project and in preparation for the meeting, please review the three documents below:

Summary of Changes to the Bylaws. (This is easier to digest)
Revised Bylaws
Draft Procedures Manual. This is very much a work in progress and will require input from several others in the leadership of the club.

Bylaws summary of changes 3-7-24 Download

Procedures Manual

bylaws proposed 3-7-24 Download

procedures v14 Download

Proposed new TEAE logos

Taking into consideration the conversation at the last board meeting about the TEAE logo, Kerch met with the designer and was able to put together the two most popular options into two different layouts.

The horizontal view can be used on the RootesReview, mailings, and other appropriate places. The vertical one will be excellent for hats or T-shirts or whatever else we choose to make available as part of the Regalia.

As it seems there was consensus around these two concepts, these designs are offered for approval by the board and to be put into use there upon.

The designer has submitted a bill for $500.

2024TEAE Logo Vector outline-H-V-F2 Download

TEAE is not a 501 (c) 3 organization

We are a 501 (c) 7: A social club … organized for pleasure, recreation, and other similar purposes.

Please may we put to bed the conversation about making TEAE into a 501 (C) 3.

We do not qualify according to the IRS rules.

The exempt purposes set forth in section 501(c)(3) are charitable, religious, educational, scientific, literary, testing for public safety, fostering national or international amateur sports competition, and preventing cruelty to children or animals.
IRS: Exempt organization type

Further

To be tax-exempt under section 501(c)(3) of the Internal Revenue Code, an organization must be organized and operated exclusively for exempt purposes set forth in section 501(c)(3),
IRS: Exemption trequirements

We are none of these things.

Any other car club that is a 501(c)3 is so most likely because they have members able to support approved purposes, most likely educational – e.g. volunteering to teach British car maintenance at a local high school — or because of some fund raising for a different cause.

Support for a local entity is not likely given our widely dispersed group.

Most importantly, we are putting the cart before the horse!

If we are looking into this so people can give us money, we are missing the purpose of a charitable organization.

Instead of looking for ways to make it easy for people to give us money, we need to look for ways to support charitable causes, or at the very least support young people getting into old cars. Then if we find that we are doing some good things, we can reconsider whether reclassifying our tax status makes sense.

Posted by Kerch McConlogue
2/7/2024

Please add comments below

Putting on a BASH

TL;DR
Where ever two or more Rootes fanatics are gathered in the TEAE name, it counts as a BASH!

This is Appendix B supplied to Regional Reps about a BASH

Any gathering of Sunbeams/Rare Rootes can be termed a BASH in your promotions, and you should use this term. Some events are limited to gathering of two or three cars at a meeting place, where the entertainment is limited to conversation; some can be more extensive including a prepared drive or rallye, meals, tech sessions like a carb rebuild, fix-ins where a member’s car in need is addressed.

Consider partnering with an already established event like a British Car or other type show. Ask their organization to promote the BASH concept. Ask them to promote the BASH, a gathering of Rootes vehicles. Giveaways like TEAE magnets, or water bottles, etc. are available at a nominal cost. Each region has a TEAE banner to put on display. Updated brochures to hand out to prospective members will be distributed. Contact the membership chairman.

The key to a successful event is in the planning. Leave yourself enough time to get organized. For anything more ambitious than a cars and coffee, consider enlisting an accomplice. For planning purposes, you can use the roster sorted by region available on the website here: https://www.teae.org/downloadable-rosters/. You can get an up-to-date list of members and their contact information for your region and contiguous regions by requesting it from the membership chairman. Until your region has coalesced into a community, you may find that people ignore email communications. We encourage phone contact to establish a rapport.

You will be busy during the day of the event so enlisting help for some tasks is a good idea for a larger event:

Organizing parking
Registration (when participants pay a fee to enter)
Photographer (need not be a pro; your event report will be better with photos of people & cars – preferably action or candid shots, not portraits, and in)
Organizing food and drink (coffee for early arrivals – lunch later)

Connecting with a larger car show is a good way to get exposure for the Marque and an easy way to put on event. For the more informal shows, just meeting together at the show will probably allow you to park together. For larger shows where cars are organized by Marque, you should contact the show promoter to ensure that there is an area designated for your group. And don’t forget the club banner.

Some of the more active car clubs sponsor events on a weekly or monthly basis, often a cars and coffee. During the off-season when our cars may be hibernating, a social get together for a meal or conversation at a member’s home or local restaurant. For example, the UK Hillman group sponsors a monthly pub night. This is another way to build community.

DRAFT Wally J. Swift Award Criteria

Previously Proposed 2013

Ehrhart-Calvert Revision DRAFT
20 August\ 2023

The award is presented at each TEAE United to the owner of the car or cars that does the best in the combination of the Popular Vote and the Autocross or alternative driving event. .
(To be eligible for the award a person must participate in both a competitive driving event ~~the Autocross~~ and the Popular Vote.)

He/She must own the car that is in the Popular Vote and must own and drive the car in the ~~autocross~~ ~~driving~~ competitive driving event. The car receiving the Popular Votes and car ~~being Autocrossed~~ in the competitive driving event does not have to be the same car.

The person must have been a member of TEAE prior to the participation in the events. ~~Autocross or the Popular Vote, whichever is held first.~~

The award is open to the owners of Tigers and Alpines only. Tigers must have a Ford engine based on the 260-289-302 small block V8 and Alpines must have an Alpine (Rootes 1600 cc or 1700 cc series four cylinder) engine. No cars with engine conversions are eligible. Engine modifications are acceptable.

The award is based on the combined finishing positions in the Popular Vote and Autocross driving events, using the finishing position (e.g. 1, 2, 3, 4…) as the points assigned. The award goes to the owner of the car(s) with the lowest total points. In the Popular Vote, the points will be determined by where the car ranks in the Most Popular Alpine or Most Popular Tiger vote. In the Autocross driving event, it will be based on the overall finishing position of the car in the Autocross driving event (by class).

Example: An Alpine that the person owns gets third place in the Most Popular Alpine vote. This would be three points. The person drives a Tiger that he they owns to the fourth fastest overall time in his the class in the ~~Autocross~~ driving event This would be four points. His point total for the Wally Swift Award would be 7 points.

If there is a tie in points, the award goes to ~~the fastest autocross time~~ next best driving driver with the best driving event finish. If there is no one meeting these criteria, the award is not made for that year.

There will be a perpetual trophy and a personal trophy given to the winner. There will be one perpetual trophy that has a plaque containing all previous winners’ names and will pass from winner-to-winner at each United. The personal trophy will remain with the winner.

If there is no ~~Autocross~~ driving event at a United, no award will be made for that year.

Award Background

Wally Swift was one of the founders of Tigers East/Alpines East. He owned an Autocross prepared Alpine and was the original owner of a concourse award winning Tiger. His prowess on the autocross circuits at regional and Sunbeam club events was always best in class and better than Tigers in most events. His red Tiger was a standard bearer for the marque and almost always won best in class and best in show at club and regional shows.

As a result of his employment with Chrysler Corporation, Wally was a wealth of Sunbeam knowledge. Wally had an ongoing personal passion for all things Sunbeam including his Sunbeam friends. This award is intended to reflect that Sunbeam spirit by recognizing an owner who drives and shows a car that is a prime representative of the marque in appearance and performance.

DRAFT Keith Porter Award Criteria

(Approved: March, 2013)

Ehrhart-Calvert Revision DRAFT

20 August, 2023

Objective

To recognize a United attendee who drives ~~completes with~~ in a competitive driving event ~~the Autocross runs~~ with enthusiasm, goodwill, team spirit and a top percentile finish in class. The award is presented to both an Alpine owner/driver and a Tiger owner/driver.

Criteria

Individual should exhibit ability to drive the vehicle to its limits.
Individual shall exhibit genuine sportsman conduct that sets examples for others to emulate.
Individual should display a genuine excitement at accomplishments.
Individual’s conduct is professional.
Individual finishes in the top 20 percent of class scores.
Eligible Alpines and Tigers must have a naturally aspirated engine of the type installed in the car when new. Alpines shall be powered by a Sunbeam “1600” or “1700”cc series engine, Tigers shall be powered by a “small block” Ford engine.
Eligible drivers must drive their own car.
Award shall be determined by a majority vote of Autocross chairperson and workers.
If an ~~Autocross~~ competitive driving event is not held at a United, then no award will be made for that year.
There will be a perpetual trophy ~~and a personal trophy~~ given to the winner. There will be one perpetual trophy that has a plaque containing all previous winners’ names and will pass from winner-to-winner at each United. ~~The personal trophy will remain with the winner.~~

Award Background

The award is to honor the legacy of Keith Porter. Keith nurtured the newly founded Tigers East/Alpines East club. He was responsible for initiating and assuring the success of the first TE/AE United’s. His spirit, professional conduct and enthusiasm was an inspiration to all around him. Keith was more interested in “go” than in “show”. He drove his Tiger everywhere and enjoyed autocrossing regardless of how he finished.

3 Year Planning Committee Progress Report

ALL,
Our president, Jim Linder, provided a progress update May 19, 2023 (attached) based on 3PC motions approved by the BOD and 3PC suggestions dated 21 Nov 2022. (attached). My comments below are intended to supplement Jim’s status report. I recognize those who accepted ownership of tasks in parentheses.

Please consider this a general summary of progress and an appeal to address action items. We will address at the upcoming BOD meeting (date TBD) . Please send an Email or call me with any comments before July 31’st so we can prepare for the BOD meetng.

Regards
Tom Ehrhart
3PC facilitator
717-832-1116

1. Bylaws changes. (Joe and Kerch McConlogue)
     A. Amend Article X & XIV
     B. Draft a separate “Policy & Procedures” manual extracted from present bylaws.
     Status: Joe reports progress is being made. A goal of upcoming United presentation for BOD approval is a target and the beginning process to amend the bylaws.

2. $5 Discount incentive for first year electronic membership.
Status: No new memberships benefited.

3. Facebook/Forum ( ? )
Status: There is progress thanks to changes and increased attention by several individuals. We should recognize them, but honestly, I am not sure who all to recognize. We know Kerch and Joe McConlogue did a lot but so did Jim L. and I believe others.
Would someone please clarify all those who helped rejuvenated our FB and orum links. It appears these platforms may have plateaued based on present marque climate. We do have an obligation to keep them active and responsive.

4 Technical Committee for producing technical videos. .(Kevin Klotzbach)
Status: I am not aware of any produced. My notes indicate Kevin would be willing to oversee if others contributed. I am not aware of any. Do we need to “activate” this initiative, i.e. recruit owners/projects to video? Our 3PC suggestions recommend establishing addressing topics not yet done by others. Any suggestions?

5. Porter/Swift Legacy Awards (Tom Calvert)
Tom Ehrhart and Tom Calvert in process of drafting new metrics in time for BOD approval before ’23 United.

6. Expansion of TAC (Tom Calvert)
Tom reports there is some progress. Presently recruiting East coast/Canada Senior inspectors to expand coverage area. Nationalizing TAC is an on going political process . Tom C. with Bill Bulpitt are making some progress.

7. Regalia (Eric Gibeaut)
Status: No progress I am aware of. Jim Linder tried valiantly to broker a deal with a regalia provider wiling to sell items piecemeal. It was process and cost prohibitive.

8. 501(c) (3) (Tom Ehrhart)
Joe Montecalvo provided a general outline of process. . There is generally little support within our ranks to pursue. I’ll continue to explore justification. Coordination with impending bylaw changes compounds the challenges.

9. Club Logo (Jim Linder & Kerch leaders)
     The BOD agreed to a logo change that emphasizes;
     A. Our primary membership areas in North America,
     B. Demphasizing ” East” by no longer referencing Tigers East and Alpines East in text but continuing use of TEAE letters.
     C. Represents the Rootes Group vehicles
Kerch has done a great job rebranding us in print and the website. But we desperately need a logo that represents our new mission objective.
Jim Linder has produced some concepts to start the process. We need to establish a very small committee (4 or 5 MAX) to vet design concepts.
The committee should work with a graphics designer who can better translate our concepts into a simple functional logo. Our goal should be for BOD approval at or before the United 40.

10. BASH (All)
The BASH term is used as a promotional term to suggest Rootes/Sunbeams are encouraged to participate in an event. All Representatives and event organizers are encouraged to work with local organizers to promote our marque’s participation. I am pleased to report that this marketing approach is showing signs of success. Our Rootes Review articles regularly indicate use of the term to promote events.

11. Other Leadership initiatives.
     A. Target Western Membership: Establishing Reps in these areas is paramount for success. Dave Renia’s periodic reminder for reports and Kerch’s proactive Rootes Review as shown good progress in this area.
     B. United’s in Mid-West & West: A plan should be developed for a 2025 United West of the Mississippi.
     C. Expand BOD: This will allow representation from the West and break a deadlock on “career” or “legacy” Board Members.

The following documents were distributed to the Board in advance of the November 21, 2022 Board Meeting. They were redistributed to the Board 7-3-2023 with the above report.

3YPC Motions for Board 11-21-22 Download

3YPC Recommendations for Board 11-21-22 Download