Constitution
CONSTITUTION OF THE
GLAMORGAN CLASSIC CAR CLUB
1. NAME : The name of the organisation shall be:
THE GLAMORGAN CLASSIC CAR CLUB
2. AIMS : The aims of the club will be:
A) To represent all members of the car club.
B) To encourage the involvement of all members of the car club and to promote
and support the car club as often as possible.
C) 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.
D) 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.
E) To provide regular information on up and coming car shows and events to all of
the members.
3. MEMBERSHIP
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.
Members should at all times conduct themselves in a respectable and reasonable manner
when attending club meetings and classic car shows.
Membership of the Car club is open to members and their family which entitles them to
Club activities, only one membership card will be issued, and one vote.
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.
If a member wishes to resign, on termination of their membership, members shall return
their membership card to the membership secretary.
The Glamorgan classic car club does not recognise “lifetime” membership.
Cont:-
4. MEMBERSHIP FEES:
Membership fees should be paid on/after the AGM in March.
- An annual subscription of £12 will be for existing membership, £15 for a family
- Membership (One main member and partner, wife or family member), and £12 for new
membership.
- Membership subscription fees can only be changed at the AGM.
- Any member who has failed to pay their annual membership subscription after 6
calendar months shall be removed from the register.
5. RESIGNATION
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. MANAGEMENT
The Car Club shall be managed by a committee (of full paid up membership) who will
be elected at the Annual General Meeting. The car club members will ensure its
committee is made up of members and or partners (Adults only). Nominations for
Election to the committee must be made by members in a show of hands at the AGM
unless otherwise stated. Should the nominations exceed vacancies, election shall be by
ballot.
Not less than _____ members vote for a Chairperson and vice chairperson, other
Officers elected should have no less than _____ votes.
The committee shall consist of a Chairperson, Vice Chair, Secretary and Treasurer and
not more than _____ elected members who should fully represent the car club.
The office of a chairperson, Treasurer and Secretary shall held for _____ years, and will
be eligible for re-election after this period.
If a vacancies occur 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.
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.
Cont:-
7. QUORUM
The quorum at the committee meeting shall be ______ . The quorum at the AGM
and special general meetings shall be one third of the members.
8. VOTING
Every matter, whether a committee or general meeting shall be determined by a majority
of the present and voting members. Every member (one vote if family membership)
shall have a vote except in the case of an equality of votes, when the chair shall have
the second or final casting vote.
9. POWERS OF THE COMMITTEE
The committee shall have control over affairs and interests of the car club on behalf of
the members. A committee member can tell a member/s to leave the car club if they are
being derogative and disrespectful towards other member/s or car club officials.
There will be NO expansions or explanations, you will be told to leave on the discretion
of the committee.
10. ANNUAL GENERAL MEETINGS
The Annual General Meeting (AGM) will be held every March, unless a Special General
Meeting is called by the Chair person.
The committee shall / can call an Annual General Meeting for the purpose of :-
Receiving the annual report of the committee and the audited statement of accounts,
accepting the resignations of committee members and officers, electing a committee
and officers for the fourth coming year, making recommendations to the committee,
voting where necessary on proposals to amend the constitution.
Not less than_____ days notice shall be given to the committee for proposals to amend
the constitution.
11. CONDUCT OF BUSINESS
A) At all meetings and car shows any offensive behaviour including racist, sexist or
inflammatory remarks, shall not be permitted.
B) At all meetings decisions shall be taken by a simple majority of members present and
Voting.
C) Voting at meetings shall be counted and recorded in the minuets.
Cont:-
D) All meetings must be minuted and the minuets shall be available for inspection by
members of the Car club.
E) Items to be added to the agenda must be with the secretary______ days in advance
of the meeting.
F) All comments during the meeting shall be addressed through the Chair person.
G) 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 Chair person.
H) 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 Chair person.
In cases where the vote is tied, the Chair Person will have the casting vote.
12 FINANCE
A) All monies raised by or on behalf of the Car Club shall be applied to further the aim of
the Car Club and no other purpose.
B) 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.
C) The committee shall appoint 4 authorised signatories, cheques can 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.
D) The accounts shall be audited at least once a year by a qualified auditor or two
different club members (appointed by the committee) each time an audit is called for.
E) The treasurer will make a financial report and present the books for inspection at the
AGM.
13. EQUAL OPPORTUNITIES
The 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.
If a members persists on giving 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.
Cont:-
14. DISSOLUTION
If the committee, by a simple majority decide to dissolve the Car Club, at least _____days notice of a meeting. If such a decision shall be confirmed by a majority of them 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.
Any assets remaining after the satisfaction of any proper debts and liabilities shall be left up to the Car Club members what to do with the money.
15. CODE OF CONDUCT
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.
A) 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.
B) 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.
C) The committee shall then meet to discuss the contents of the given letter and if they
consider there is a case to be met, they can inform the member/s making the allegations
by letter to appear in front of the committee to prepare the member/s defence.
D) 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.
E) If the allegations is proven, the member/s is given a caution re:- unreasonable manner
to a or other club member/s and informed if there is another incident within a twelve
month period, 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 _____ day of _________________ 20
At the meeting held at The Rhondda Bowl
Signed………………………………..................................Chair Person
Print name……………………………….................................................
Signed………………………………...................................Secretary
Print name……………………………….................................................
Signed………………………………....................................Member