Untitled

THE ROVER P6 DRIVERS CLUB CONSTITUTION.

1. NAME
The name of the club shall be "The Rover P6 Drivers Club" hereinafter referred to as "The Club". The name of the club and the emblem are copyright.

2. OBJECTIVES

2.1 THE PURPOSE.
The purpose will be to attempt to obtain obsolete parts. The club is a non profit making organisation dedicated to the preservation and enjoyment of the Rover P6 model (2000, 2200, 3500) and specials produced between 1963 and 1976 and aims to encourage enthusiasm for the car while attracting new members with advice and assistance in restoration, preservation and running of their vehicles.

2.2 THE CLUB FULFILS THE FOLLOWING FUNCTIONS
(I) Dissemination of advice and information through the auspices of a regular bi-monthly magazine, known as "Driving Force", copyright the club.
(II) Provision of activities for the members participation.

2.3 FINANCES AND VOLUNTEER STAFF LEVELS PERMITTING, THE CLUB MAY ALSO PROVIDE THE FOLLOWING FUNCTIONS.
(I) Provision of spare and service parts where possible (on a limited number of items).
(II) Provision of a technical advice team.
(III) Provision of a valuation service for insurance purposes.
(IV) Provision of local area meetings on a regular basis.
(V) Provision of various regalia items.

2.4 THE CLUB OPERATING PROFIT.
The club may make an operating profit on certain areas of it's business with it's members. Any such profit will be reinvested in the pursuance of the club's aims as outlined above.

2.5 CLUB CORRESPONDENCE.
The club name shall appear on all official club correspondence, but not on any unauthorised correspondence.

2.6 REGISTERED PREMISE.
The club's registered premises shall be the home address of the current club secretary or the club secretary's elected address.

2.7 AFFILIATION AND ASSOCIATION.
The club may at the discretion of the committee, be affiliated to, or associated with, any association or body which carries on similar activities of those declared herein, and be bound by the rules of such association or body in so far as such rules do not conflict with the constitution and bye-laws of the club.

2.8 CLUB RULES.
The club shall be governed by these rules and constitution, which can be amended only by an annual or extra- ordinary general meeting, (see note 4.4). The day to day running of the club shall be governed by the club standing orders.

3. MEMBERSHIP

3.1CANDIDATES FOR MEMBERSHIP.
(I) Candidates for membership of the club shall complete the approved application form and submit this together with the appropriate subscription to the membership secretary for approval.
(II) Membership will be for one year from the time of approval of membership / joining.
(III) The amount of subscription shall be agreed by the membership at the club's AGM.

3.2 FAMILY MEMBERSHIP
(I) Family membership shall be made available, at a charge as per current membership application form.
(II) Family membership will entitle that member to the full range of club benefits and voting rights but not to a separate magazine.
(III) Family membership is only open to a wife, partner , son or daughter who resides at the same address as the ordinary member.

3.3 HONORARY OR LIFETIME MEMBERSHIP.
(I) Honorary or lifetime membership maybe recommended by the club's managing committee but must be endorsed by the club's members at the club's AGM.
(II) Honorary or lifetime members will have the same privileges of membership, except that they will not be entitled to vote or serve on the managing committee or serve in any other club official position

3.4 DISCIPLINARY ACTION AND EXPULSION OF MEMBERS.
(I) If the managing committee considers it to be in the interest of the club to discipline a member for activities deemed to be contrary to the interest and spirit of the club, they may issue a letter to that member requesting that member to appear before the committee to explain their actions . Such appearance will be followed by a committee decision as to the form and severity of the disciplinary action to be taken. The ultimate disciplinary action will be expulsion from the club.
(II) If the managing committee considers it in the interest of the club to ask a member to resign from the club for activities deemed by the committee to be contrary to the rules, constitution or spirit of the club, any such expulsion would be made in writing to that member and then announced in the club magazine. The letter of expulsion may allow for a written appeal to the club's secretary from that member.
(III) In the event of an appeal being made in writing to the club's secretary, that appeal would be read out at the next available committee meeting and the committee would decide whether to call that member to the following meeting. In that event the member would be given seven clear days notice in writing of such a meeting and will be allowed to offer verbal or written explanation of their actions. If the majority of the committee present, vote for the expulsion of the member from the club, then that member would be informed at that time and an announcement to that effect would be published in the next magazine.
(IV) In the event of a member being expelled from the club, Refunds will be given at the discretion of the Company Management.
(V) In the event of a member being expelled from the club , any club property must be returned to the club immediately.

3.5 REGISTER OF MEMBERSHIP
(I) The club shall keep a register of it's members . This register will contain the information the member supplies on their application form or any other document the member supplies at a later date. The register maybe held on computer.
(II) The club will ensure that all relevant legislation regarding the use the database is observed .
(III) Only the managing committee members will have access to the full membership register.
(IV) Area organisers may at the committee's discretion have access to the membership register within the limits of the area they cover.
(V) Any member of the club with copies or part copies of information held on the clubs membership register must return such material if they become a non member or no longer occupy a position within the club which allows that member the access to such information.
(VI) Improper use of the membership register will lead to the immediate expulsion from the club of that member.

3.6 MEMBERSHIP CARDS
Every member of the Rover P6 Drivers Club will be issued with a membership card and number . All new members will be issued with a copy of the club's constitution and rules with their card and number.

4 THE CLUBS COMMITTEE.

4.1 THE COMMITTEE
(I) The club shall be managed by a committee elected at the annual general meeting, (AGM).
(II) The committee shall have full control over the day to day running of the club and it's affairs
(III) The committee shall be the guardians of the club's name and emblem on behalf on the members.

4.2 COMMITTEE MEETINGS
(I) The committee shall meet whenever summoned by the secretary, who may convene a meeting of his/her own accord or upon request of requisition signed by a majority of the committee.
(II) The committee shall hold regular meetings.

4.3 THE CLUBS OFFICERS.
The following:- club chair-person, club secretary, club treasurer, and membership secretary shall be elected by the members or members proxy, present at the Annual General Meeting

4.4 COMMITTEE AND BYE-LAWS
The committee may from time to time , make, alter and repeal bye-laws and rules of the club, for the good conduct of the affairs of the club, provided they are not inconsistent with these rules or any statutory enactment, that such bye-laws shall be binding on all members of the club as if they were part of the rules of the club.

4.5 COMMITTEE MEMBERS
The committee shall consist of the four officers and at least two other members for the purpose of the day to day running of the club, (see 4.3)

4.6 COMMITTEE VOTING.
One half of the total committee will form a quorum for the purpose of voting on normal club business.

4.7 COMMITTEE KNOWLEDGE
Any member of the club's committee who uses their position or knowledge obtained thereof for financial profit or gain , will be summarily dismissed from the committee. (See ruling 3.4)

4.8 SUB COMMITTEES
The committee shall have the powers to establish sub-committees for special purposes.

4.9 ACTING CHAIR PERSON
The committee in the absence of the chair-person, shall elect an acting chair-person for each meeting from those committee members present, who shall in the event of a tied vote have the casting vote.

4.10 MEMBERS DUTIES
A description of duties of each committee member and club officer will be held by the club's secretary. Any member wishing to see a copy must write to the club secretary.

4.11 AUDITS
(I) Two members shall be appointed at the AGM , they or one of them shall audit and certify the annual statement of accounts
(II) The books will be available for inspection by any member at the AGM.

4.12 INDEPENDENT AUDITS
Any member may request an independent audit of the club's accounts, however , the costs of any such exercise shall be borne by the member concerned.

4.13 OWN INTERESTS
Committee members may not use the club to promote their own interests.

5 ANNUAL GENERAL MEETING. (AGM)

5.1 AGM AND VENUE
The AGM will be held every year at a time and venue decided by the managing committee.

5.2 AGM
(I) The AGM must be announced in the club magazine with at least 30 clear days notice before it is held.
(II) Any member not able to attend may vote by "proxy", as long as such proxy is notified to the club's secretary at least 14 clear days before the AGM is held. The proxy must nominate the member or the club secretary, who will be carry the vote at the AGM.

5.3 THE AGM SHALL
(I) Receive a duly audited statement of accounts
(II) Receive reports from all club officers and committee members with specific duties.
(III) Elect the chairperson, secretary, membership secretary and treasurer, as aforesaid.
(IV) Elect new members to the committee.
(V) Deal with any additional agenda items , which have been received in writing by the club's secretary at least 14 clear days before the AGM.

6 EXTRA ORDINARY GENERAL MEETING. (EGM).
An EGM maybe called at any time by one of the following-
(I) A majority committee vote
(II) One fifth of the club's membership.

6.1 CLUB MEMBERSHIP RULE
If called by the club membership rule (6.0 II), the club secretary must be notified in writing. The club secretary will then arrange a venue and date at such time to give 30 days notice through the club's magazine.

6.2 EGM AGENDA
(I) Any such meeting will follow the same procedure as the AGM, except the agenda will be drawn up by whoever called the meeting.
(II) Any extenuating costs will be met by whoever called the meeting.

7 AREA REPRESENTATIVES.
(I) The club will endeavour to promote representatives to arrange local areas and to create local branch meetings
(II) Each area organiser or representative will be responsible for the correct running of their area according to the "Area Organisers Guidelines " as set out as an appendix to the constitution.
(III) Area funds will if needed be called into the club's main fund if required.
(IV) The committee will supply as much help and encouragement as is possible to help promote the club through the areas
(V) The club's , area liaison will maintain a line of communication from the committee to the area organiser.
(VI) Each area organiser is to present their area accounts ready for the yearly audit of the books and at any other time requested by the committee.
(VII) If an area "winds-up", then all property reverts to the club.

8 WINDING UP THE CLUB
In the event of the club winding up, all property of the club would be disposed of by the managing committee to the highest bidder and all the funds raised along with any remaining monies after costs, would be donated to a national charity of the choosing of the managing committee.

APPENDIX A.
MAGAZINE PRIZES FOR BEST ARTICLE.
In the interest of promoting articles for the magazine, the club will sponsor a prize of £30 for the best technical article and £20 for the best other article published in the magazine, on an annual basis. The managing committee would make the final decision and the prizes will be awarded at the AGM each year. None of the committee or their immediate family would be eligible for the prizes. The managing committee's decision will be final and binding.

APPENDIX B.
AREA ORGANISERS GUIDELINES.
The following set of guidelines are set out to help new and existing area organisers/ representatives.
The 1997 AGM had several references which suggested that a set of guidelines would be of value for the future as the club grows. With that in mind please accept these guidelines as part of the constitution and rules of the club which will only help with the management of the club in the future.
(I) The Area Organiser (hereafter called 'the AO') will set down a date and venue for a regular 'monthly' meeting.
(II) The AO will set up a system of accounts for the new branch, in keeping with the requirements of the clubs treasurer. Contact the club treasurer to request necessary procedural information.
(III) The AO will need to set out the monthly meeting with a formal discussion period at the beginning to enable official club business to be put to the membership in an orderly manner. It is suggested that a raffle or such event takes place to help raise money for the running of the branch and with a view to passing some funds onto the main club fund, to help with various projects and club insurance.
(IV) The AO will be required to keep a full account of all monies passing through their hands whether it be for the branch or the main club fund.
(V) The AO will be responsible for passing any main club fund monies directly to the treasurer, at the earliest possible opportunity. In the event of any delay in passing over monies, the treasurer must be contacted immediately. In the case of membership renewals or new membership monies, the club's membership secretary must be informed immediately to enable the membership secretary to update the membership register accurately in line with the data protection act requirements. DO NOT wait for the treasurer to pass membership information to the membership secretary, do it directly even if you don't pass the monies onto the treasurer immediately .
(VI) The AO will be expected to formulate an events list for their branch and to inform the events co-ordinator ready for putting into the club's event calendar and for publishing in the magazine. The events co-ordinator will contact you at various intervals to discuss the events.
(VII) The AO will be required to produce a set of accounts for the AGM and at any other time as requested by the club's treasurer.
(VIII) As AO, you will be responsible for the regalia to be displayed at the events you are attending. Regalia is available on request, from the committee and should be requested with as much lead time as is possible
(IX) Discounted regalia packages are available to AO's to help with branch fund raising, request via the committee.
(X) As a AO, it would be expected that you help with the organisation of the club's major events, with a view to taking over the staging of the club's major events on a rotation basis with other branches.
(XI) A club banner is available for loan for specific events, on a first come first serve basis.
(XII) Club banners are available for purchase at a assisted cost.
( XIII) The club will ensure that all notified events , club stands and meetings in the name of "the club", will carry the appropriate insurance. A copy of the insurance will be supplied to the AO for use and/or display at such events.
(XIV) The club secretary will supply the AO with copies of ratified committee meeting minutes, as soon as is possible after each committee meeting. The AO will be bound by the club's rules regarding Data Protection .
(XV) The committee may supply a localised listing of membership for use by the AO. This information is considered privileged and is covered by the club's rules in respect of the Data Protection Act.

We hope the rules didn't bore you too much or put you off joining.
To save you retyping your details into the form this page was loaded into a fresh window. Simply ALT + TAB or whatever your OS requires to get back to the membership form.