THE ROVER P6 CLUB CONSTITUTION.
Revised
Edition
THE ROVER P6
CLUB CONSTITUTION.
1. NAME
The name of the club shall be "The Rover P6 Club" hereinafter referred to as "The
Club". The name of the club and the emblem are copyright.
[Until September 2005, the name of the club was “The Rover P6 Drivers Club” and that name and its former emblem
are also copyright of The Club, see appendix C]
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 1977 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.
(III) Provision of Third Party Liability Insurance where required by UK Legislation
for The Club gatherings and events within the UK.
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.
(VI) Provision of a club website at www.p6club.com, copyright The Club
(VII) Provision of an on-line forum for members only (see note 10)
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. Finances permitting, this
shall include a Post Office Box financed by The Club.
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.
The Club is an affiliated member of the Federation of British Historical Vehicle
Clubs.
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, there will be no refund of membership subscription.
(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 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.
The membership cards supplied maybe personalised with a picture of the members
choice as long as it is considered to be in keeping with the club’s interests.
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) If requested, 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
(I)Committee members may not use the club to promote their own private or business
interests.
(II)All Committee Members and recognised non-Committee post holders must agree to
declare any “Conflict of Interest” upon election in the form of a signed
declaration. Each Committee Meeting will include a standing agenda item
“Conflict of Interest” which will be specific to items included in the
respective agenda.
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
in appendix A at the end of this 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 and monies must revert immediately
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.
9. CLUB
PROPERTY
The Club has a trailer which contains the club display equipment. The trailer and
display equipment maybe used by any member for the purposes of producing a club
display, but all equipment must be covered by adequate transit insurance while
away from its normal abode.
10. CLUB
WEBSITE AND ON-LINE FORUM
The Club has a website at www.p6club.com and an on-line forum which are copyright
The Club. The members will be given access upon request of a user name and
password. The website and forum will be moderated in the interest of the Club by
the Managing Committee. Any member found to be abusing the website or forum with
inappropriate materials will have their access removed and may face further
disciplinary action under rule 3.4
11. CLUB
EMAIL ADDRESSES
The Club will make provision where possible to members to use
@p6club.com
email addresses at a small initial charge.
The Club reserves the right to remove access to these email addresses to any
member who uses it for inappropriate materials or to persons whose club
membership lapses. In any event there will be no refund of the initial set-up
charge.
12. CLUB
TROPHIES.
The Club has several trophies at it’s disposal for presentation to the members. The
criteria for their presentation are laid out as per each trophy as per appendix
B
APPENDIX A.
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.
APPENDIX B
(I)
BEST NEWCOMER TROPHY. This was presented to the Club by Pat and Norman Taylor with the
prerequisite that it be awarded annually at either the Club’s National Rally or
at the Club’s Annual General Meeting, to the person or persons deemed by the
managing committee to have made the best contribution in the Club’s interest in
their first year of membership to the club. The managing committee has been
granted an open view to what
constitutes the ‘best contribution’ and the managing committees decision is
final. The main trophy will be kept by the winner until the next event where it
is to be awarded. The winner will also be presented with a smaller trophy to
keep.
(II)
THE LESLEY DUNNING MEMORIAL
TROPHY.
Presented to the Club by Nick Dunning in memory of Lesley Dunning.
The trophy is to be awarded annually at the Club’s National Rally, following a
vote carried out by lady members of the Club only, for their favourite Rover P6
in attendance at the Club’s National Rally. The trophy will be presented after
all the votes are counted by the managing committee. The main trophy will be
kept by the winner until the next event where it is to be awarded. The winner
will also be presented with a smaller trophy to keep.
(III)
FURTHEST TRAVELLED TROPHY.
Awarded annually at the Club’s National Rally to the member who has
travelled furthest in their non-modern car to the National Rally. The furthest
travelled mileage is calculated as being from the home postcode of the members
to the postcode of the venue. The managing committee decision is final. The main
trophy will be kept by the winner until the next event where it is to be
awarded. The winner will also be presented with a smaller trophy to keep.
(IV)
MEMBERS CHOICE FAVOURITE P6.
Awarded annually at the Club’s National Rally following voting
carried out by the members in attendance at the National Rally on the
appropriate voting slip. Only Club Members Rover P6’s at the National Rally
qualify for voting. The main trophy will be kept by the winner until the next
event where it is to be awarded. The winner will also be presented with a
smaller trophy to keep. Second and third place winners will also receive a
smaller trophy to keep. Voting is counted by the managing committee and their
decision is final.
(V)
BEST EVERYDAY P6.
Awarded annually at the Club’s National Rally following adjudication
by the managing committee present. The Rover P6 must be used regularly to
qualify. The main trophy will be kept by the winner until the next event where
it is to be awarded. The winner will also be presented with a smaller trophy to
keep. The managing committee’s decision is final.
APPENDIX C
Copyright the
Rover P6 Club 1993-2012
The Rover P6 Club Constitution
P.O. Box 1477, Wolverhampton
WV10 8WZ
Phone:01902 689975
www.p6club.com Email:
info@p6club.com