Club constitution
OBJECTIVES
a. To promote the operation of a Camel Trophy enthusiasts club for drivers, owners and enthusiasts of Camel Trophy vehicles and the Camel Trophy event.
b. To support this aim by organising club meetings for non-competitive and social activities for members and their families.
c. To provide members with information, advice and assistance on matters connected with the Camel Trophy event and Camel Trophy vehicles.
d. To organise and promote club camping and caravan rallies, trips and other gatherings in line with the club’s aims.
e. To afford members such benefits and privileges as it may be possible to arrange.
f. To operate a club shop for the supply of badges, books, promotional clothing, etc. for the benefit of the members
CONSTITUTION
1. TITLE
The name of the club shall be Camel Trophy Club, herein referred to as “the club”.
2. TYPES OF MEMBERSHIP
Membership shall consist of
· Ordinary Membership
· Honorary Membership
· Family Membership
· Extended Child Membership
· Associate Membership
· Corporate Membership
3. ORDINARY MEMBERSHIP
An ordinary member is an individual who enjoys the full benefits of the club. An ordinary member has a single vote.
4. HONORARY MEMBERSHIP
The Officers may bestow honorary membership on persons who have distinguished themselves in fields of interest of the club. Honorary members have no voting rights but otherwise enjoy the full benefits of the club.
5. FAMILY MEMBERSHIP
Family membership is automatically bestowed on the spouse or partner of a fully paid up ordinary member and their children under the age of 17. Family members have no voting rights but otherwise enjoy the full benefits of the club.
6. EXTENDED CHILD MEMBERSHIP
Extended child membership is bestowed upon children of adult members from their 17th birthday until the renewal of their parent's membership after their 18th birthday. Extended child members have no voting rights but otherwise enjoy the full benefits of the club.
7. ASSOCIATE MEMBERSHIP
If the spouse or partner of a fully paid up ordinary member would like to enjoy voting rights, they can become associate members.
8. CORPORATE MEMBERSHIP
Organisations wishing an affiliation with the club may be eligible for corporate membership. The interests of a corporate member will be sympathetic with those of the club. Corporate members will be entitled to advertisement by arrangement in newsletters without charge.
9. ELECTION OF MEMBERS
Applications for membership on the appropriate form shall be submitted to the officers for approval. Election of members shall be at the officers’ discretion and may be postponed without stated reason. Membership shall be renewed annually by subscription subject to the approval of the officers. Until elected, payment of subscription grants provisional membership until officers’ review.
10. SUBSCRIPTION
The level of subscription and joining fee (if applicable) shall be set by the officers and approved at the annual general meeting. It may be reviewed annually by the officers as is seen fit. Subscriptions are yearly renewable on the anniversary of 1st payment. Subscriptions will run from the 1st of the month following the initial payment.
11. MANAGEMENT
The authority and responsibility for the transaction of club business for its management shall be vested in the club officers, who in addition to the powers and authority conferred on them by this constitution, may exercise all powers and do all acts in furtherance of the objects of the club, other than those expressly directed herein to be done at a General meeting.
12. ELECTION OF OFFICERS
The chairman, vice-chairman, general secretary and treasurer shall be elected at the annual general meeting for up to one year. Retiring officers may stand for re-election. The officers may co-opt other persons from the club membership as is felt necessary. Nominations of candidates for election must be received by the officers, in writing, at least seven days before the annual general meeting. Such nominations must be signed by the candidate, showing willingness to stand, and the proposer.
13. DUTIES OF GENERAL SECRETARY
The general secretary shall attend personally, or by deputy, all meetings of the club’s officers and take minutes of the proceedings. Such minutes are to be entered in a book or appropriate electronic device, and a copy made available for the next meeting. The general secretary shall convene meetings, giving at least seven days’ notice, except as otherwise agreed by all the club’s officers.
14. DATA PROTECTION
Personal data shall be handled in accordance with the data protection principles and as defined in the club’s data protection document.
15. CHILD PROTECTION
The club recognises the importance of the protection of children and vulnerable adults and follows the principles defined in its child protection document.
16. ANNUAL GENERAL MEETING
An annual general meeting of the membership of the club shall be held yearly on a date and time fixed by the officers.
The AGM shall:
· Receive a full statement of the accounts of the club, duly checked for the year ending July.
· Receive a report from the officers on the activities of the club in the previous year
· Elect the club officers and checker of accounts
· Conduct such business as has previously been notified to the general secretary and included in the notice of the meeting.
· Approve the minutes of the AGM from the previous year.
17. SPECIAL GENERAL MEETING
A special general meeting may be convened on direction of the officers or on a requisition signed by at least three members in writing to the general secretary stating the business for which the meeting is to be called. If the meeting so requested is not convened within twenty-eight days, then the members requesting it may convene the meetings themselves. Six members shall form a quorum.
18. AGENDA
Members wishing to put items on the agenda of a forthcoming meeting shall put the item in writing to the general secretary at least twenty-one days before the meeting. The item shall be supported by one other member’s signature.
19. VOTING
Every person has the right one vote. The chairman may exercise his additional casting vote. At any general meeting, any nine members may demand a poll, the meeting to then be adjourned to a place and time stated by the chairman, and a postal vote be taken from all members of the club. The result of said vote to be reported at the adjourned meeting and deemed to be the decision of the meeting. The result is determined by a simple majority except in the case of constitution changes when a two-thirds majority is required to carry the motion.
20. BANKING
All monies belonging to the club shall be banked by the treasurer in the name of the club.
No disbursements shall be made therefrom except with the approval of three members of the committee. Two signatories will be needed for banking purposes.
21. USE OF CLUB NAME
Any person for trade, advertising or business purposes or in connection with any legal proceedings shall not use the name of the club nor shall any person use the club name to make personal gain or favour.
22. REGISTERED TRADE MARK
The name Camel Trophy and the Camel Trophy device are registered and shall not be used by any person for trade, advertising or business purposes or in connection with any legal proceedings
23. EVENTS
All motor events shall be non-competitive.
24. RISK ASSESSMENTS
The club operates a risk management process as defined by the club’s risk management document.
25. COPIES OF OBJECTIVES AND CONSTITUTION
Every member shall be furnished with a copy of the objectives and constitution on joining the club.
26. DISSOLUTION
The club may be dissolved by resolution at a special general meeting called for the purpose. If the resolution is passed, the officers will then forthwith liquidate the affairs of the club with any surplus assets being donated to a suitable charity.