CONSTITUTION
The
name of the Club shall be the Ulster Military Vehicle Club (UMVC)
The objectives of the UMVC shall be: To
encourage the restoration, preservation and display of Military Vehicles.
The UMVC is affiliated to the Invicta
Military Vehicle Preservation Society (IMPS). Other affiliations may be entered
into at the discretion of the committee.
a. Any person may apply to become a member
of the UMVC. Only paid up members who are over 18, may vote
at an AGM or Special Meeting. A member may vote by proxy if he/she is
unable to attend the meeting.
b. Members are eligible to:
1. Stand
as a candidate for, and
2. Vote
for candidates in the election for the committee.
c. The UMVC shall be non-political,
non-sectarian and non-commercial.
d. Members shall not claim to represent the
UMVC in any form without the approval of the Committee.
e. Membership may be temporarily rescinded
by the Committee if it believes that a member may have brought the UMVC into
disrepute.
f. Membership may be completely rescinded by
a Extraordinary Meeting of the committee held in
accordance with Paras 9 and 10 of this constitution.
g. Membership shall fall due on the 1st
January each year.
a. An Annual Membership Fee shall be
collected from each member.
b. The Annual Membership Fee shall be set at
the Annual General Meeting.
c. A person in arrears of sixty (60) days or
more is considered to be a non Member.
d. The Treasurer shall receive all monies on
behalf of the UMVC and shall lodge it in a Bank Account in the name of the UMVC
within one calendar month.
e. All accounts for payment shall be
approved by the Committee and
Cheques/Bank
Drafts
will be signed by the treasurer.
f. The Treasurer shall keep account of all
financial transactions which shall be approved by the Chairperson and presented
at the Annual General Meeting.
g. An Auditor shall be appointed if
requested by the general body at The Annual General Meeting.
h. The accounts of the UMVC shall be closed
for Audit purposes on the last day of the month preceding the AGM each year.
a. The members present at the Annual General
Meeting shall elect a Chairperson, Vice Chairperson General Secretary,
Treasurer and up to six other members. Only those members giving their consent
shall be accepted as candidates.
b. Half of the elected committee members
shall constitute a quorum for the purposes of any meetings of the committee, this will include the chairperson and or the vice
chairperson.
c. The committee shall meet as often as
necessary but at least once every four months.
d. The Chairperson shall:
(1) Call all meetings of the UMVC.
(2) Preside where possible over all meetings
of the UMVC.
e. The Vice Chairperson shall:
(1) Preside over meetings of the UMVC in the
absence of the Chairperson.
f.
Publicity/PR/Info Officer
(1) Produce a Newsletter / Magazine for the UMVC.
(2) Act as Publicity Officer in promoting the activity’s of the UMVC.
g. A General Meeting shall be called when
necessary but at least once a year.
h. The General Secretary shall:
(1) Be the official trustee of UMVC
documentation and the main contact for the receipt and issue of official
correspondence.
(2) Keep minutes of all Committee and
General Meetings and record of attendance.
(3) Deal with all correspondence.
(4) Arrange all meetings of the UMVC as
directed by the committee or as in c and f above.
(5) Maintain an up to date list of members,
their contact details and their Vehicles and circulate annually
i. The
Treasurer shall:
(1) Be responsible for UMVC financial
dealings.
(2) Keep an account of financial dealings of
the Club.
(3) Present the Financial Statement at the
Annual General Meeting.
j. If a committee member resigns, the
vacancy shall be filled by cooption of a candidate by the committee. If a
committee member misses more than two consecutive committee meetings without
due cause they shall be deemed to have resigned.
k. Members of Sub Committees do not have
voting rights at Committee Meetings.
l. In the case of equality of vote on an
issue at any Committee Meeting the Chairperson shall have the casting vote.
m. An officer shall not hold the same office
for longer than three (3) consecutive years.
n. The newly elected Chairperson shall assume
office at the Annual General Meeting.
a.
The
general management of the affairs of the UMVC shall be vested in the committee
who shall perform all
such acts as may be deemed necessary or expedient to
further the objectives of the UMVC
b.
In the
management of the Club, the Chairperson, Secretary, Committee and members shall
comply strictly with
the terms of the Data Protection Act 1998 and will never
release details of any member to any other organization
without the approval of
that member. Amdt 1/05
The
Annual General Meeting shall normally be held in the month of January each year
for the following purposes:
a. To hear the Chairpersons report on the
years progress.
b. To confirm minutes of the previous
meeting.
c. To receive the Treasurers report.
d. To elect a committee for the coming year.
e. Deal with other business/motions.
Notice
of the Annual General Meeting shall be circulated to every paid up member at
least 30 days before the date of the meeting. All paid up members of the UMVC
may submit motions for discussion at the AGM. Such motions must be received by
the General Secretary not later than one week prior to the meeting.
9. EXTRAORDINARY
GENERAL MEETING
An Extraordinary General Meeting of the
UMVC may be called by the Committee or by requisition signed by not less than
51% of the paid up members of the UMVC, delivered to the General Secretary, who
in turn must call such a meeting within three (3) weeks from the date of
receipt of such requisition. Only the business stated in the requisition may be
debated at the Extraordinary General Meeting and details of the said business
should be included in the notice of meeting sent to all members.
a. A Quorum for an Annual or Extraordinary
General Meeting shall be 50% of all paid up Members. If a Quorum is not reached
the meeting shall be re-convened and all members informed of the new date and
venue. Those present at a re-convened meeting shall constitute a Quorum.
b. At all General and Extraordinary
Meetings, each paid up member will have a maximum of one vote only.
c. Voting
at all General Meetings shall be by a show of hands/voting cards except when a ballot
is demanded, and such demand is supported by a simple majority.
d. A member may vote by proxy in accordance
with
The
UMVC may be dissolved only by the vote of not less than 50% present at a Extraordinary General Meeting called for that purpose. An
Audited Financial Report shall be presented at such meeting.
All Officers/Committee
Members of the UMVC may be indemnified by the UMVC for any receipted expenses incurred in executing their
duties on behalf of, and on the direction of the committee of the UMVC.
All
members agree to comply with the “CODE OF CONDUCT” in relation to
organising or attending an event.
14. ACCEPTANCE OF THE CONSTITUTION
Membership
of the UMVC shall imply the acceptance of this constitution in entirety, and
any additions and or alterations, which may be agreed to at General Meetings.
The
committee for the time being shall have full power to decide any questions for
which no provision is made for in this constitution, and shall be responsible
for proposing the appropriate amendment at the next Annual General Meeting or
Extraordinary General Meeting called for that purpose.
16. AMENDMENTS TO THE CONSTITUTION
This
constitution shall not be amended, added to, or otherwise altered in any way,
save with the consent of at least 51% of the members present and qualified to
vote at the Annual General Meeting or Extraordinary General Meeting called for
that purpose in accordance with this constitution.
A
motion to amend the constitution of the UMVC, must be submitted to the General
Secretary at least two full weeks before an AGM or Extraordinary General
Meeting of the UMVC and the members must be informed of the said motion at
least one week prior to any meeting.
This
Constitution was passed at a Extraordinary/General Meeting
on ______ 2004.