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The Classic Corvette Club UK: CCCUK - Club Rules

The Club Rules. Latest modification: October 2014

The Classic Corvette Club UK RULES AND REGULATIONS


1. Title
The name of the club shall be “The Classic Corvette Club UK” hereafter referred to as 'The Club'.

2. Objectives
(i)    To further the interest in Corvette in the UK.
(ii)    To provide members with information, advice and assistance on matters
connected with Corvette.
(iii)    To arrange events and meetings for the benefit of its members.
(iv)    To afford members such benefits and privileges as it may be possible to
provide.
(v)    To hold the Club Nationals annually.

3. Management
The authority and responsibility for the business and administration of The Club shall be vested in a properly elected Committee.

4. Election of Officers
(i)    A Committee shall be elected at each AGM. Where more than one individual
is standing for a Committee position, a secret ballot will be undertaken with all
members present at the AGM having one vote each.
(ii)    The term of office for each Committee position shall run from election until the following AGM.
(iii)     All Committee members shall retire at the AGM following their election and
will be eligible for re-election for any Committee post subject to the qualifying
criteria.
(iv)    The Committee shall have the power to co-opt other members onto the Committee, in order to fill vacancies only, at any time during the Club year as they deem necessary.
(v)     The Committee shall have the power to appoint other members to non-Committee posts at any time during the Club year as they deem necessary.

5. Committee
(i)    The Committee shall consist of Chairperson, Treasurer, Membership
Secretary, Merchandise Secretary and at least two others which may include
any from Secretary, Nationals Organiser, Events Co-Ordinator and Public Relations Officer. Any Committee positions which need to be created or removed will be subject to agreement at the AGM.
(ii)    The positions of Chairperson, Treasurer, Membership Secretary and Merchandise Secretary shall be considered as “Key Posts”. Holders of these positions must have been members of The Club for at least two full years at the time of their election. Holders of any other positions must have been members of The Club for at least one full year at the time of their election.
(iii)    One half of the members of the Committee shall form a quorum, subject to the proviso in rule 15(i).
(iv)    Each Committee position will normally be occupied by one person, but this may be varied at the discretion of the Committee, with the exception of Nationals Organiser where the position may be held jointly between two people.
(v)    No Committee member shall hold more than one Committee position at a time unless by agreement of the other Committee members.
(vi)    Only one member of a family shall be eligible to hold a Key Post on the Committee at any one time unless by agreement of the other Committee members.
(vii)    Any person wishing to stand for a position on the Committee who holds a Committee post in any other club with a common interest or goal shall declare that interest at the time of nominating themselves or being nominated for the Committee. The outgoing Committee will rule on whether or not there is a conflict of interest that could prevent the member from standing for the Committee.
(viii)    Any person wishing to stand for a position on the Committee who has an association with any business or profession connected to Corvettes or the motor trade including sales, servicing, repairs, parts and any other related activities, shall declare that interest at the time of nominating themselves or being nominated for the Committee. The outgoing Committee will rule on whether or not there is a conflict of interest that could prevent the member from standing for the Committee.
(ix)    Committee members shall be entitled to free membership for the membership year following their appointment to the Committee, providing that they are holding the position as at The Club’s membership renewal date of 1st May.

6. Committee Meetings
(i)    The Secretary will give at least seven days written notice of a Committee meeting.
(ii)    Only Committee members will be entitled to attend Committee meetings. Other individuals may attend at the specific request of the Committee only.
(iii)    Minutes will be recorded and presented for agreement at subsequent meetings.

7. Club Funds
(i)    All monies belonging to The Club shall remain the property of The Club at all times and will be administered by the Treasurer in the name of The Club. No disbursements shall be made except in accordance with the prior approval of the Committee and will be subject to rule 7(ii).
(ii)    All disbursement and any instructions to The Club’s bankers in respect of instructions for payments or cheques issued shall be authorised by two signatories in accordance with the Bank Account Mandate held by The Club’s bankers.
(iii)    In respect of Committee members claiming out of pocket expenses, the following conditions shall apply:
a)     No expenses will be payable unless agreed in advance by the Committee.
b)     Expenses are only payable in association with Club business.
c)     Expenses will not exceed costs incurred.
d)     Expenses are payable in arrears.
e)     Expenses are only payable in respect of receipted expenses unless by
prior agreement of the Chairperson or Treasurer. Receipts must be submitted at the time of the expense claim and will be retained by the Treasurer.
(iv)    A Balance Sheet and Profit & Loss account shall be produced annually as at 31st July. Club accounts must be audited by the end of August for inspection at the AGM, with the summary of the accounts to be published in the next available Magazine.

8. Membership Subscriptions
(i)    Subscription levels will be considered by the Committee and will be recommended to members at the AGM. Any amendments will be announced in the Club Magazine and on the Club Website.
(ii)    Subscriptions are payable to "The Classic Corvette Club UK" and are due on 1st May annually. The Membership Year runs from 1st May to 30th April.
(iii)    New members joining during the Membership Year will pay a pro-rata fee based on their joining date.
(iv)    Club membership will lapse in the event of non-payment of subscriptions after two clear months of the annual renewal date of 1st May.
(v)    Where payment is made by standing order, it is the responsibility of the member to ensure that the correct amount is paid. Any incorrect amounts paid may not necessarily be refunded.

9. Expulsion
(i)    Any member, who (in the opinion of the Committee) brings The Club into disrepute or is in breach of these rules, shall at the discretion of the Committee, be expelled from The Club, without reimbursement of any membership fees paid.
(ii)    Expelled members will no longer have any claim upon the property of The Club, nor enjoy any privileges of membership. In this situation members will remain liable for payment of any outstanding individual debts due to The Club.
(iii)    Any member who is expelled from The Club may request the Committee to reinstate them as a member, after a minimum period of two years has elapsed from the date of expulsion. The Committee’s decision will not be subject to appeal, and a further two years must elapse before a further request for reinstatement may be made.
(iv)    Any Committee member previously voted off the Committee for any reason, or resigned pending an enquiry, will not be entitled to stand again at any time in the future.

10. Use of Club Name, Address, Data and Logo
(i)    Neither the name and/or address of The Club nor any of its officials shall be given by a member as his or her address for trade, advertising, business or any other purposes or in connection with any legal proceedings.
(ii)    By receiving personal information from members, The Club is bound by the terms of the Data Protection Act. All and any information provided to The Club by any member shall be treated as confidential and shall not be used for any purpose other than that reasonably intended. The Club may distribute member data to the Club’s Committee and Regional Representatives for the purpose of routine correspondence and announcing of Club and other events. No personal information provided by any member is to be disclosed to any third party (including other club members) without first seeking the respective member’s clear written consent.
(iii)    The Club logo (or any design purporting to be the Club logo) is not to be used by any person for any purpose without the prior approval of the Committee. Where such approval is given, the Club logo is to be used in its entirety and without any modification.
(iv)    The Club logo is not to be reproduced in any way without the prior written approval of the Committee. Only official Club Merchandise is to bear The Club logo and no other form of logo, text, image or similar is to appear anywhere on official Club Merchandise without the prior written approval of the Committee.

11. The Annual General Meeting (AGM)
(i)    The AGM of The Club shall be held each September upon a date and time to be fixed by the Committee.
(ii)    No one can take part in the AGM unless they are a member of The Club and have paid their subscription according to the rules.
(iii)    The AGM will:-
(a)    Receive a report from each Committee member detailing the activities of The Club relevant to their Committee position during the preceding 12 months.
(b)    Elect the Committee, including Chairperson, Treasurer, Membership Secretary, Merchandise Secretary and at least two other positions subject to rule 5(i).
c)    Approve the audited accounts as submitted to the AGM.
d)    Discuss any other business as raised by The Club members.
e)    Ratify elections of Regional Representatives (see rule 16).
f)    Confirm any amendment to membership Subscription rates.
(iv)    Minutes will be recorded and presented for agreement at subsequent AGMs
.
12. Extraordinary General Meeting (EGM)
(i)    Members may request an EGM at any time. In order for a request for an EGM
to be considered, the request must emanate from a minimum of 20 members.
Of those members, at least three Regions must be represented, with a
minimum of five members from each of those three Regions.
(ii)    At the time of the request, the members in (i) above are to provide the
Committee with details of the motions. Any motion for dissolution of the Club
will be subject to rule 14.
(iii)    The Committee will have 28 days in which to respond to the motions and if
agreement between the members and the Committee cannot be reached the
Secretary will be required to arrange an EGM within a further 28 days.
(iv)     The date and venue of the EGM will be at the discretion of the Secretary
who will write to all members with details and an invitation to attend.
(v)    Only those motions mentioned in (ii) above will be discussed and voted upon
at the EGM. All members present will be entitled to one vote on each of the
motions.
(vi)    Any motions agreed will be implemented without delay.

13. Changes to The Club Rules
Changes may be agreed by the Committee at any time provided that the change has been confirmed by a majority vote of the Committee. 28 days notice of any changes will be advised to the members via The Club Website. Any objections to the proposed changes are to be advised to the Club Secretary and will be considered by the Committee.

14. Dissolution
The Club may be dissolved at an Extraordinary General Meeting convened by the Committee, or on the requisition of the majority of the members. If the resolution of dissolution is duly passed, the Committee will liquidate the affairs of The Club. Any surplus assets will be disposed of to members, who are registered as fully paid members on The Club database as at 1st May preceding the date of dissolution and who have been members for at least 24 months prior to that date.

15. Regions
(i)    No Region may dominate the Committee (i.e. Committee members from a single Region cannot form a quorum).
(ii)    The Club positively encourages Regional activities. However, no Region should call itself a club or similar, and must present itself as part of The Club at all times.
(iii)    Any Regional identity must be accompanied by the official Club logo subject to the provisions of rule 10(iii).
(iv)    If any Region fails to comply with the rules then that Region and/or their activities will cease to be covered by The Club’s insurance.

16. Regional Representative (Rep)
(i)    Each Rep position will be occupied by one person who is entitled to free membership of The Club (subject to the proviso in (viii) below). Assistants can be nominated at the discretion of the Rep but that person(s) shall not be entitled to free membership of The Club.
(ii)    Any Club member can apply to be a Rep, providing they have been a member of The Club for at least one full year as at the time of their election. Reps are voted in by their local members (usually by majority during a local meeting) or appointed by the Committee when vacancies need filling.
(iii)    Where there is more than one application for a Rep position, a secret ballot is to be undertaken by the local members (usually during a local meeting).
(iv)    The Committee can veto the appointment of a Rep for any reason.
(v) Reps are obliged to stand down annually prior to the AGM, but are eligible for re-nomination and subsequent re-election by their local members.
(vi)    If a simple re-election of the previous Rep is clearly supported by relevant communications received by the Secretary prior to the AGM, then this re-election will be ratified at the AGM.
(vii)    The appointment of all Reps will be confirmed at the AGM for the 12 month period following the AGM.
(viii)    At the discretion of the Committee, Reps shall be entitled to 12 months free membership providing that they are holding the position as at The Club’s membership renewal date of 1st May.
(ix)    Reps are required to observe the requirements in rule 10(ii) regarding confidentiality of Club data without exception.

17. Club Nationals
No Regional events are to be organised on the same weekend as the Club Nationals. No other events on that weekend are to be advertised or promoted in any way either on The Club Website or by any communication with Club members.

18. Observance and Interpretation of the Rules
All members agree to abide by The Club rules, and to accept as final and binding the decision of the Committee in all cases of dispute or disagreement as to the interpretation of these rules.

June 2014

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Author: Ben

Date: Tue 30 Sep 14 22:16