Constitution
CONSTITUTION OF THE
GLAMORGAN CLASSIC CAR CLUB
1.0 NAME : The name of the organisation shall be:
THE GLAMORGAN CLASSIC CAR CLUB
2.0 AIMS : The aims of the Club will be:
2.1 To represent all Members of the car Club.
2.2 To encourage the involvement of all Members of the car Club and to promote
and support the car Club as often as possible.
2.3 To encourage recreation and social activities, this will be open to all Members, to
assist in maintaining good relations between all Members of the car Club.
2.4 To work towards the elimination of all forms of discrimination within the car Club
by encouraging all Members to participate in the car Club and its activities
. 2.5 To provide regular information on up and coming car shows and events to all of
the Members.
3.0 MEMBERSHIP
3.1 Membership of the car Club shall be open with equal opportunities for men and women
regardless of nationality, religion, race, gender, age, sexuality, disability or any other
potential cause of discrimination.
3.2 Members should at all times conduct themselves in a respectable and reasonable manner
when attending Club meetings and classic car shows.
3.3 Membership of the Car Club is open to Members and their partners which entitles them to
Club activities, only one Membership card will be issued, however both are eligible to vote.
3.4 New Members who join during the calendar year will be entitled to full Membership
upon payment of a proportional fee covering the remainder of the year.
3.5 If a Member wishes to resign, on termination of their Membership, Members shall return
their Membership card to the Membership Secretary.
4.0 MEMBERSHIP FEES:
4.1 Membership fees should be paid on/after the AGM in March.
4.2 An annual subscription of £12 will be for existing Membership, £15 for a family
4.3 Membership (One main Member and partner, wife or family Member), and £12 for a new
Membership.
4.4 Membership subscription fees can only be changed at the AGM.
4.5 Any Member who has failed to pay their annual Membership subscription after 2
calendar months shall be removed from the register.
5.0 RESIGNATION
5.1 Any Member wishing to resign his/her Membership can do so by notifying the
Membership Secretary. There will be no refund of paid Membership fees.
6.0 MANAGEMENT
6.1 The Car Club shall be managed by a committee who will be elected at the Annual General Meeting.
6.2 The car Club Members will ensure its committee is made up of Members and/or partners.
6.3 Nominations for election to the committee must be made by Members by a show of hands at the AGM
unless otherwise stated. Should the nominations exceed vacancies. election shall be by ballot.
6.4 Not less than 50% of attending members at the meeting are needed to vote for Committee Officers
6.5 The committee shall consist of a Chairperson, Vice Chair, Secretary and Treasurer and not more than 7elected Members who should fully represent the car Club.
6.6 The office of a Chairperson, Treasurer and Secretary shall be held for 1 year, and will be eligible for re-election after this period.
6.7 If a vacancy occurs among the officers or in the committee, the remaining committee shall have the power to fill them from among their Members until the next AGM of the Car Club when elections should take place.
6.8 Committee meetings shall be held on a monthly basis, 1 week before the normal monthly meetings.
The officers shall report to each committee and general meeting on their discussions on topics, interests or decisions.
6.9 In the event that a Committee Member resigns, their resignation must be made in writing to the Club Secretary (or Club Chairperson in the event of resignation of the Club Secretary).
6.10 On resignation from the committee, Members will return all Club property and or information held electronically to the Club without delay.
7.0 QUORUM
7.1 The quorum at the committee meeting shall be 5.
7.2 The quorum at the AGM and Special General Meetings shall be 25% of the Members present.
8.0 VOTING
8.1 Every matter, whether a committee or general meeting shall be determined by a majority
of the present and voting Members.
8.2 Every Member (and partner if family Membership)
shall have one vote except in the case of an equality of votes, when the Chairperson shall have
the second or final casting vote.
9.0 POWERS OF THE COMMITTEE
9.1 The committee shall have control over affairs and interests of the car Club on behalf of
the Members.
9.2 A committee Member may tell a Member/s to leave the car Club if they are being derogative and/or disrespectful towards other Member/s or car Club officials.
9.3 There will be NO expansions or explanations, the Member will be told to leave on the discretion
of the committee. The committee’s decision on this is final
10.0 ANNUAL GENERAL MEETINGS
10.1 The Annual General Meeting (AGM) will be held every March, unless a Special General
Meeting is called by the Chairperson. Time and venue of these meetings will be determined and published in advance along with an agenda & topics for discussion.
10.2 The committee shall/can call an Annual General Meeting for the purpose of:-
a, Receiving the annual report of the committee and the audited statement of accounts,
b, Accepting the resignations of committee Members and officers,
c, Electing a committee and officers for the fourth coming year,
d, Making recommendations to the committee,
e, Voting where necessary on proposals to amend the constitution.
10.3 Not less than 28 days’ notice shall be given to the committee for proposals to amend
the Constitution.
11.0 SPECIAL GENERAL MEETINGS
11.1 The Chairperson and Secretary may at any time call a ‘Special General Meeting’ for the purpose of making amendments to the Constitution or for considering any matters which the Committee may decide should be referred to the members in general.
11.2 A Special General Meeting shall be called by written request not less than 14 days prior to that meeting.
12.0 CONDUCT OF BUSINESS
12.1 At all meetings and car shows any offensive behaviour including racist, sexist or
inflammatory remarks shall not be permitted.
12.2 At all meetings decisions shall be taken by a simple majority of Members present and
Voting.
12.3 Voting at meetings shall be counted and recorded in the minutes.
12.4 All meetings must be minuted and the minutes shall be available for inspection by
Members of the Car Club.
12.5 Items to be added to the agenda must be with the Secretary 10 days in advance
of the meeting.
12.6 All comments during the meeting shall be addressed through the Chairperson.
12.7 If a Member is speaking during the meeting they should be allowed to speak without
any interruption from other Members, the only Member who is allowed to stop them is
the Chairperson.
12.8 Voting at all committee meetings and at the AGM shall be by a show of hands, unless a written ballot is called for by the Chairperson. In cases where the vote is tied, the Chairperson will have the casting vote.
13.0 FINANCE
13.1 All monies raised by or on behalf of the Car Club shall be applied to further the aim of
the Car Club or their elected charities.
13.2 The treasurer shall keep an up to date record of accounts and finances for the Car Club
and be responsible for banking money and also paying out for Car Club items.
13.3 The committee shall appoint 3 authorised signatories; cheques need to be signed by 2 of
the authorised signatories. The signatories shall be committee Members or officers who are from different households and are not related to each other.
13.4 The accounts shall be audited at least every 3 years by a qualified auditor. In the interim years
they should be checked by 2 different Club Members (appointed by the committee)
13.5 The treasurer will make a financial report and present the books for inspection at the
AGM.
14.0 EQUAL OPPORTUNITIES
14.1The Car Club shall uphold equal opportunities and work for good relations among all its Members. Any conduct of activity such as direct or indirect discrimination, victimisation, segregation or harassment on the grounds of nationality, religious opinion, race, gender, age, sexuality, marital status, disability shall be given a warning.
14.2 If a Member persists in using inflammatory behaviour, the Member will be asked to
leave and will be given a written warning, if they still continue the committee will hold a
meeting to discuss dismissing the Member/s from the Car Club.
15.0 DISSOLUTION OF THE CLUB
15.1 If the committee, by a simple majority decide to dissolve the Car Club, then 28 days’ notice should be given to Members of an SGM meeting. If such a decision shall be confirmed by a majority of Members present and voting at the meeting, the committee shall have the power to dispose of any assets held by or in the name of the Car Club.
15.2 Any assets remaining after the satisfaction of any proper debts and liabilities shall be left up to the Car Club Members what to dispose of as they deem fit.
16.0 CHANGES TO THE CONSTITUTION
16.1 The Constitution can only be changed at an AGM or a Special General Meeting (SGM) which is called for that purpose
16.2 Any suggested changes to the Constitution must be handed to the Secretary with 28 days’ notice to allow circulation of proposed changes.
16.3 Changes to the Constitution must be agreed by two thirds of the members present and voting at the meeting.
16.4 The Constitution shall be reviewed one year after adoption of the changes and every 3 years after that.
17.0 CODE OF CONDUCT
17.1 The car Club aims to deal with all reported cases of anti-social behaviour / manner within its meetings and car shows, affectively and as quickly as possible. Anti-social behaviour is any behaviour that causes alarm, distress or harassment to others, this can also include criminal acts, intimidation and threatening behaviour.
17.2 Members of the Car Club must conduct themselves in a reasonable manner at all times
during meetings and car shows and not to pose as a threat to their fellow Members.
17.3 If there is an incident between two fellow Members of the Car Club, the Chair person
and Secretary should be informed by letter or e-mail within ten days of the alleged
incident by the Member/s making the complaint or allegation/s. The committee
Members will call a meeting to consider each case.
17.4 The committee shall then meet to discuss the contents of the given letter and if they
consider there is a case to be considered, they can inform the Member/s making the allegations
by letter to appear in front of the committee to prepare the Member/s defence.
17.5 If the Member/s does not meet the requirements of this meeting on the time and date
given, then the meeting shall go ahead as planned in the Member/s absence.
17.6 If the allegation/s is proven, the Member/s will be given a caution and other Members informed of that decision. If there is a repeat of the offence within 12 months then an automatic expulsion from the Car Club will take place.
This Constitution was adopted as the Constitution of the
GLAMORGAN CLASSIC CAR CLUB
On the date below by the persons whose signatures appear at the bottom of this document.
This constitution was adopted on the 5th day of March 2019
At the meeting held at “The Tonyrefail Working Men’s Club”, Tonyrefail.
Signed………………………………..................................Chair Person
Print name……Terry Lever.........................................
Signed………………………………...................................Secretary
Print name……………Frank Hooper………………….................................................
Signed………………………………....................................Member
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