Constitution of the Thames Valley Mini Club
As adopted at the AGM held 24/10/2013
1. Name
1.1. The name of the club shall be “Thames Valley Mini Club”, hereinafter referred to as “The Club”.
2. Aims
2.1. The aim of ‘The Club’ shall be to encourage the ownership, use, preservation and enjoyment of the Issigonis designed Mini and factory or third party variants based on the Issigonis designed body or running gear.
3. Membership Categories
3.1. Full
3.1.1. To qualify for Full membership applicants must be 17 years or over
3.2. Junior
3.2.1. To qualify for Junior membership applicants must be under 17 years
4. Rights of Membership
4.1. Full members,
4.1.1. After 12 months as a member, to attend, speak & vote at all “General Meetings” of “The Club”, unless expressly excluded elsewhere in this Constitution.
4.1.2. After 12 months as a member, to seek election to the post of committee member.
4.1.3. After 24 months as a member, to seek election to the Office of Club Chairman, Treasurer or Secretary.
4.1.4. After 24 months as a member, to seek election as Honorary Auditor or President.
4.1.5. To organise an activity in the name of the Club, open to members, in line with the clubs Aims as stated in section 2
4.1.5.1. Any funding required may be requested in accordance with section 11
4.2. All Members,
4.2.1. To attend Ordinary Meetings of “The Club”.
4.2.2. To participate in “The Clubs’” social and fund raising activities, at member rates.
5. Responsibilities of membership
5.1. All Members shall be equally responsible for upholding and complying with this constitution.
5.2. No member shall act in a manner that is likely to be detrimental to the well being of ‘The Club’.
5.3. All Members shall abide by and uphold the rulings of “The Clubs” General Meetings.
5.4. No member, or ex member, shall circulate, internally or externally, any personal information relating to other members without the express consent of the members concerned, and shall take all reasonable precautions to prevent unauthorised access to personal information in their custody.
6. Officers and Committee
6.1. The Primary function of the Officers and Committee shall be for the Control of Club Finances as detailed in section 11 below.
6.2. The Officers shall comprise the Club Chairman, Treasurer and Secretary
6.3. The Officers, and up to 10 committee members, shall be elected annually at the AGM
6.4. The Club Chairman shall represent “The Club” in all matters where only one person may attend or he/she may nominate a suitably qualified Proxy from the membership.
6.4.1. Should the elected Chairman be temporarily unavailable for any reason, the President shall assume all powers and responsibilities of the post
6.5. An Officer of “The Club” may only be dismissed from office mid term by a vote at a Special General Meeting. Replacements may be elected at the same SGM.
6.6. Ordinary committee members may be dismissed mid term by evidenced majority agreement of the Club Officers
6.7. The committee may co-opt extra members
6.7.1. Co-opted committee members shall be advisory only and have no voting rights.
6.8. Retiring Officers and Presidents that remain members of the club, shall be invited to observe & advise at Steering Committee meetings for two years following retirement
7. Honorary Auditor
7.1. “The Club” annually at the AGM shall elect an Honorary Auditor.
7.2. The Honorary Auditor shall be deemed a Club Officer for the purposes of sections 13.1.4, 13.3.1, 15, but shall not be a payment signatory
7.3. The Honorary Auditor shall be invited to observe & advise at Steering Committee meetings.
8.President
8.1. The Club, at its AGM, shall elect a President.
8.2. The Presidents term of office shall be five years.
8.3. The President shall be deemed a Club Officer for the purposes of sections 6.6, 11.6.2, 13.1.4, 13.3.1, & 15.
8.4. The President shall be invited to observe, advise and hold a casting vote at Steering Committee meetings.
9. Honorary Vice Presidents
9.1. The Club, at its AGM, may elect one or more Honorary Vice Presidents as a token of esteem to Members for services to The Club.
9.2. The Honorary Vice Presidents term of office shall be one year.
9.3. Retiring Club Officers and Presidents shall retain the honorary title of Vice President for so long as they remain members of the Club.
10. Resignations
10.1. A member is deemed to have resigned from “The Club” on non-payment of a subscription by one calendar month from renewal date.
10.2. A Club Officer may be deemed to have resigned from office if absent from three consecutive General or Committee Meetings.
10.3. A committee member may be deemed to have resigned if absent from three consecutive Committee meetings.
11. Finances and Property
11.1. Control and Management of the clubs Finances and Property is vested in the Officers and committee
11.2. The Treasurer shall maintain basic accounts to show monies received and Monies spent, for the period 1st October to 30th September.
11.2.1. Any incoming Treasurer shall not be responsible for accounts until the previous accounts have been accepted at an AGM or Special General Meeting called for that purpose.
11.3. The Treasurer shall maintain a register of Club property and where it is kept.
11.4. Money received by the club shall be paid into the Clubs bank account. The bank to be approved at a General Meeting.
11.5. Payments from any club banking account shall require two signatures (or electronic equivalent), one of which shall be a Club Officer.
11.5.1. Where this facility is not available (such as PayPal), the value of funds within an account shall be maintained below £100
11.5.2. Normally, a maximum of two elected committee members may be approved (by the committee) as counter signatories for cheques or on line payments
11.5.3. Only one signatory shall be allowed per residence or family.
11.5.4. Cheque books may only be held by Club Officers, and recorded in the property register.
11.6. Use of club funds shall be authorised, within the aims of the club as follows
11.6.1. Club Officers may each authorise payments up to £50 in total between formal committee meetings
11.6.2. In addition, a single payment of up to £150 may be made by the evidenced agreement of three Club officers (or two club officers and two committee members) between formal committee meetings.
11.6.2.1. Payments under 11.6.1 & 11.6.2 must be reported at the next formal committee meeting
11.6.3. Payments for individual items above £150 shall normally require prior approval at a formal committee meeting
11.6.4. Members may seek reimbursement for payments made on behalf of The Club in line with the clubs aims
11.6.4.1. Wherever possible, approval should be sought prior to making payments on behalf of The Cub.
11.6.4.2. Claims should be made to the Treasurer, who may need to refer them to a formal committee meeting for approval.
11.7. Inspection of accounts
11.7.1. The Treasurer shall present signed accounts, for the period 1st October to 30th September, at the AGM for approval.
11.7.2. Either the Club Chairman or Honorary Auditor may request to inspect the accounts at any time with one weeks notice to the Treasurer.
11.7.3. Full Members may request to inspect the accounts as follows.
11.7.3.1. In the first instance a member wishing to inspect the accounts should apply to the Honorary Auditor stating the reason for the request.
11.7.3.2. If 11.7.1 does not satisfy the request, the member with two seconding may apply in writing to the Chairman or Secretary who shall arrange for the members to inspect the accounts in the presence of two Club Officers within two weeks of the application.
11.8. Private use of Club property must be sanctioned by a Club Officer, who should report the loan at the next formal committee meeting.
11.8.1. The committee should consider if a charge is required to cover wear & tear.
11.9. Benefits received (such as free event tickets) shall be sold, or used, to the benefit of the Club.
12. Membership & Other Fees
12.1. The standard Full Member fee to be levied by “The Club” upon its members must be approved each year at the Annual General Meeting. They may only be varied between AGM’s at a Special General Meeting called for that purpose.
12.2. Newsletter subscriptions or event discounts to be determined by the elected committee as and when required
12.3. The Officers shall arrange a minimum of eleven social gatherings per annum that are free of any members’ attendance fee.
13. Meetings
13.1. General Meetings – Annual & Special
13.1.1. “General Meetings” are defined as those at which the members vote on Policy, Finance and Regulatory proposals.
13.1.2. General Meetings shall be conducted in accordance with appendix 1 – The Conduct of Meetings.
13.1.3. The costs of holding General Meetings shall be met from “The Clubs’” funds, and no additional charge may be levied upon attendees.
13.1.4. A quorum for General Meetings shall be five fully paid up “Voting” members or 5{c43c87e789e135fe859c07e946074e31038c2c193c366d8a037a30f895b8dce7} of the “Voting” membership, whichever is the greater, and one Club Officer.
13.1.5. A register of all fully paid up members shall be made available for inspection at all General Meetings.
13.1.6. If the Club Chairman and President are absent, election of a chairman for the meeting shall be the first item of business.
13.1.7. The person chairing a General Meeting shall hold a Casting Vote only
13.2. Annual General Meeting (AGM)
13.2.1. Shall be held annually in October.
13.2.2. The date, venue and agenda for the “AGM” must be notified to all fully paid up “Voting” members by email unless no email address available, or by post to their last known address, or by a Club officer in person, at least four weeks before the date set.
13.2.3. The outgoing Club Chairman shall chair the meeting until his successor is elected
13.3. Special General Meetings
13.3.1. Any Club Officer may call an SGM to comply with this Constitution or upon the written request of five fully paid up “Voting” members or 5{c43c87e789e135fe859c07e946074e31038c2c193c366d8a037a30f895b8dce7} of the “Voting” membership, whichever is the greater.
13.3.2. The Chairman may call an SGM at his discretion.
13.3.3. The date, venue and agenda shall be announced as in clause 13.2.2.
13.4. Committee Meetings
13.4.1. The Club Chairman & Secretary shall arrange committee meetings.
13.4.1.1. A minimum of four formal committee meetings to be held each year.
13.4.1.2. A quorum for formal committee meetings shall be the Club Chairman or Secretary plus two other elected members.
13.5. Ordinary Meetings
13.5.1. Ordinary meetings are defined as informal meetings at which the members debate and vote on motions of a social nature.
13.5.2. Motions passed at Ordinary Meetings shall be advisory only.
13.5.3. Unless otherwise arranged, the first meeting of each month shall be regarded as an Ordinary Meeting
13.6. Minutes
13.6.1. The Club Officers shall produce true minutes of all General meetings and Formal Committee meetings, for circulation & ratification at the next appropriate meeting (verifiable absentee votes may be accepted for ratification of minutes)
13.6.2. For non-financial matters, minutes of Formal Committee meetings need only record motions and their outcome, at the discretion of the officer producing the minutes.
13.6.3. General & Committee Meeting minutes shall include the names and membership category of those present.
13.6.4. General Meeting minutes must first be ratified by a General or Committee meeting and signed by the Club Chairman before resolutions become enforceable.
13.6.5. Copies of signed minutes for the previous six General Meetings shall be made available at subsequent GM’s for inspection by members and for reference during debate.
13.6.6. Original signed minutes shall be regarded as Club Property.
13.6.7. Copies of signed minutes shall be issued to the Club Chairman, Honorary Auditor and Club President if requested, and not available to them via the website.
13.6.8. Copies of the last six General and Committee meeting minutes (censored if required to comply with item 5.4 above) shall be made available to the members via the website.
14. Constitution & Rules
14.1. This Constitution may only be varied by the “The Club” at its AGM or an SGM called for the purpose.
14.2. Written details of proposed changes to this Constitution must be made available with the Agenda
14.3. Changes to the Constitution shall require a 75{c43c87e789e135fe859c07e946074e31038c2c193c366d8a037a30f895b8dce7} majority vote by those present and entitled.
14.4. Any matter or dispute not provided for in this Constitution shall be dealt with by the Steering Committee, with appeal to the AGM.
14.5. A copy of the Constitution & Rules, signed by the current Club Officers, shall be made available at General, Committee & Ordinary Meetings for inspection by members & for reference during debate.
15. Disciplinary Procedure
15.1. Any member violating this Constitution shall be dealt with in a manner to be decided by the Steering Committee.
15.1.1. A quorum for disciplinary Committee meetings shall be two Officers and two elected Committee members
15.2. The Chairman may, at his discretion, suspend the members’ membership pending the outcome of any inquiry.
15.3. The member may appeal against the Committees’ decision to the AGM (or a Special General Meeting upon payment to the Treasurer of a deposit sufficient to cover the costs of the meeting– refundable if the appeal is successful).
16. Winding Up
16.1. If the Club is unable to elect more than one Officer referred to in 6.2 above, then control of “The Clubs” finances and property shall fall to the current or last President if willing and able.
16.2. If after six months the club is still unable to elect more than one Officer referred to in 6.2 or there is no willing and able President, then “The Club” shall be wound up as follows.
16.2.1. All Club property of value shall be sold off and all Full members shall share equally the burden of any debts not covered.
16.2.2. After payment of any Club debts, any remaining funds shall be donated to a charity of the Presidents choosing.
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Appendix 1 "The Conduct of Meetings"
The following is based upon the principles laid down in the book “Practical Club Law”
by David Field
The Control of Business
It is essential the meeting chairman ensures that matters are dealt with in the order in which they are laid down in the Agenda. No fresh item should be dealt with until the previous item has either been carried or defeated. The chairman should ensure smooth, progressive debate, giving opportunity for the expression of all views, and avoiding items becoming bogged down.
If the meeting becomes impossible, it is for the chairman simply to declare the meeting adjourned or abandoned. These declarations are conclusive. However wrong the chairman’s ruling may be deemed later, it cannot be challenged at the time. The only way of reviving debate is to convene a fresh meeting.
Substantive Motions
Substantive motions are motions of substance such as “To raise the subscriptions to £5”. They must be proposed and seconded and must relate to an item of business on the agenda. The member moving the motion has the right to speak first, and again at the end, following which the matter must be put to the vote immediately. The member seconding the motion may only speak once, either when seconding the motion or at the end.
Procedural Motions
Procedural motions are a proposal that a certain course of action be taken with respect to how an item of business is dealt with (e.g. deal with item 6 before item 5)
Three procedural motions of note are:
Closure - requires no seconder, and may only be put by someone who has not spoken in debate on the substantive motion. The closure motion must immediately be put to the vote and if carried the chairman must call upon the proposer of the substantive motion to make his final speech (if that right has not been forfeited) and then the substantive motion immediately put to the vote.
The Closure Motion cannot be used to close debate on amendments only.
To proceed to the next item of business - This motion also does not need seconding. If carried it has the effect of abandoning debate on the substantive motion, and again can only be put by a member who has not spoken in debate on the substantive motion.