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CLUB RULES; 19TH FEBRUARY 2014
Topic Started: Feb 20 2014, 01:59 AM (98 Views)
Peter the Grebo
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Peter the Grebo
CLUB RULES.

As with all clubs we do have a set of rules (boring stuff really) but these are the current ones as of 19/02/2014.

East Essex Motorcycle Club Rules.

As Amended 19th February 2014 (re affirmed 10th January 2017).


That the club shall be comprised of fully paid up members voted into the club in the manner set out below.

That there shall be permanent committee posts comprising of the following: Chairman; Secretary; Treasurer and Rally Secretary.

That the said club shall have a bank account in the name, ’East Essex Motorcycle Club’. The responsibility for the management of the said account and the financial affairs of the club shall be given to the duly elected Treasurer. The treasurer shall keep accurate accounts on behalf of the said club.

Club accounts remain the property of the membership and may be inspected at fit and proper times upon written application to the Chairman of said club. Club accounts are to be handed to the Chairman within 7 (seven) days of receipt of request by said Treasurer.

In the event of bankruptcy/debt of the club (namely the East Essex Motorcycle Club) all full members are held jointly responsible for discharging said liability.

That any full member whose membership subscription being fully paid up, attending a committee meeting are deemed a committee member for the purpose of proposals, discussion and voting on the agenda of that particular meeting.

Prospective members may attend committee meetings and contribute fully with the exception that they do not have voting rights.

Voting at committee meetings is restricted to attending members. Votes may be cast by letter or ballot at either the AGM or EGM provided it is received within a fortnight of the said meeting.

That for the purpose of all club meetings a minimum of any two of the three legally required committee shall be deemed to form a quorum. These being the positions of Chairman, Secretary and Treasurer.

That the club subscriptions shall be due on the first day of January each year and will be valid for a period of one calendar year from that date. This rule shall be applicable to all full members of the preceding year upon renewal of membership.

Members joining the club at other times for whatever reason shall pay subscription fees at a pro rata rate that being one twelfth of the annual subscription applicable to that year of rejoining for each whole or part calendar month remaining in that year.

All subscriptions due are to be paid in full within twenty eight (28) days of their due date.

Full members having not paid their subscriptions in full from the due date shall have no voting rights at any meetings called by the club until such subscription is paid. This includes the current years AGM.

Any member whose subscription has not been paid in full within twenty eight (28) days of the due date shall be deemed no longer a member of the said club and cannot participate in any club activities save as set out below. Secretary is to notify said person by letter of action taken regarding this rule.

Any person to whom the above rule becomes applicable may appeal in writing to the Chairman of the club within fourteen (14) days of the date of the letter received from the Secretary of the club. The Chairman shall then call an EGM of the said club to decide by majority vote whether there are extenuating circumstances as to why the member’s subscription was not paid in accordance with the rules as set out above. Time/date of said EGM is at the sole discretion of the club Chairman.

Member is to attend said EGM and if required to do so must pay due subscription in full.

Non attendance by the said member in question shall render any appeal invalid and that member shall be deemed as in breach of club rules without further recourse to EGM called regarding the matter.

A member whose subscription is deemed as overdue in accordance with the above rules may attend club events pending the decision of the EGM called on his/her behalf.

Save as set out by way of appeal above any full member who has lapsed their membership for whatever reason shall be entitled to attend ANY club event/activity upon payment of one quarter of the current annual subscription per activity attended. This shall be restricted to three activities/events per calendar year. Each attendance shall be duly recorded in the guest/signing in book.

To be eligible to vote at the club AGM (annual general meeting) membership subscription appertaining to the year following said AGM must be paid in full to the outgoing/new treasurer on or before the night of the said AGM in question.

Any members whose subscription is deemed, as being in arrears shall have no voting rights at any meetings called by the club until full settlement is made.

That membership of the club can only be attained in the manner set out below:

Prospective members must be proposed and sponsored by a full member of the club.

Prospective members must declare their interest in joining the club, which must be made in the prescribed manner:

a) Sponsoring full member is to ensure a completed application form and a brief pen picture is handed to the Treasurer of the said club.

b)Treasurer is to record said application into club records and then the date of receiving said items is to be logged upon public notice in the Speakeasy. If relevant a note should also be placed on the club forum.

c) Treasurer must then ensure safe receipt of the application form to the club Secretary. Pen picture should be printed in the club newsletter/forum (whichever is relevant) for inclusion at the first opportunity.

d) Events completed are to be endorsed on the public notice by the prospective member or their sponsoring full member. It is the responsibility of the sponsoring full member to ensure this is done.

Prospective members must then attend four club events other than club/speakeasy nights, there being no time restriction on the completion of these events. The sponsoring member shall be responsible for the attendance of the prospective member at such events and is to inform the Secretary or Treasurer of events completed. On completion of the four events the sponsoring member is to inform the Secretary.

Upon notification and verification of the completion of the four events the Secretary must notify the full membership of the club that the prospective member is due for full membership of the said club.

Voting shall be in the form of secret written ballot in the form of YES/NO/ABSTENTION. The Secretary must receive votes within two weeks of notification of the full membership by the Secretary.

Written votes must be retained by the Secretary who must inform all interested parties of the outcome within one calendar month of the completion of the probationary period by the said prospective member.

Such written voting is secret and can only be disclosed by the Chairman in the event of a dispute only at the written request of the prospective member for the purposes of fairness.

Upon such a written request the Chairman shall, in writing inform the prospective member and his sponsoring Full member of the reasons for the ‘NO’ vote. No other details regarding the vote may be disclosed to any person. Upon the written request of the prospective member to continue his application the Chairman will call an E.G.M of the membership to discuss the application.

The prospective member and sponsoring full member shall be permitted to attend the E.G.M.

Membership of the prospective member shall be decided by majority vote at the said E.G.M.

The prospective member shall enjoy the rights of full membership of the club up to and including the outcome of the vote at the said E.G.M. and will be allowed to attend club nights and events organised by the said club.

Following a majority vote to exclude said prospective member from membership attendance at any club event of meeting shall be prohibited.

Nothing shall preclude any person from reapplying to join the club following six months of said EGM.

That the rule set out above regarding membership of the club be waived for persons wishing to join the club having at some time in the past been a full member of the club. However, the requirement for the secret ballot shall apply in full as previously set out to that person.

There will be a time limit for such members to rejoin the club of ten years from last membership. They shall require a sponsoring full member to support an application.

Prospective members are to make annual payment of £10 annually upon application to join said club until full membership is achieved. Failure to comply with this rule shall render prospective membership invalid.

All guests and non members, save those attending an activity as part of another invited motorcycle club, shall pay the sum of £1 per activity. This shall be duly endorsed in a guest/signing in book.

The above rule shall apply to ex members save that they be allowed to attend a maximum of four events per calendar year. Following this number of events they will be requested to rejoin said club.

Prospective members enjoy all rights of full membership of the club saving that they are not allowed to vote and may not wear or display any club regalia save at any event or meeting of the said club. This being any event organised for and on behalf of the membership (e.g.: Events such as club nights and E.E.M.C.C. dart team)

Prospective members shall be allowed a period of 28 days to pay in full any subscriptions due. Failure to comply with this rule shall render their application invalid.

That there will be no automatic right of entry to join the club by husbands, wives, or partners of full members. Each person shall be accorded his/her individual rights.

That all committee positions shall be vacated at an A.G.M called by the Chairman of the said club in January of each year and a new committee shall be elected at the A.G.M. Members may re-apply for election at the A.G.M.

There will be regular meetings of the committee as set out by the club and minutes of each meeting and shall be kept by the Secretary or their appointed deputy. These shall be duly recorded and kept by the Secretary and will be available to the membership upon reasonable request, being no longer that one week given to the Chairman in writing.

The Chairman may call additional committee meetings as he/she sees fit.

That the Chairman shall direct and manage said meetings of the club and shall not have a vote at any meeting. The Chairman shall have the casting vote with regard to any split decision at said meetings of the club.

That an E.G.M may be called at any such time at the written request of more than one third of the fully paid-up membership to the Chairman of said club or at the discretion of the Chairman acting on behalf of the club. All such written requests made to the Chairman must contain the names and signatures of the members requesting such an E.G.M and full purpose and reason for such an E.G.M must be set out.

Upon receipt of such a letter the Chairman shall be deemed duty-bound to call such an E.G.M as requested within 28 days and informs all members of said E.G.M and its reasons.

That the committee shall have the power to co-opt any such person as they see fit within the club to assist in the running of the clubs affairs.

That the Chairman has the power to appoint any such person as they see fit to audit the accounts of the said club.

That full membership of the club is not dependent upon owning a motorcycle, trike, or sidecar combination. Membership being open to any person eligible by virtue of age to ride a two-wheeled mechanically powered vehicle, this is currently set by UK law at 16 years.

Any member be deemed to be acting in, or conducting themselves in a manner likely to be to the detriment of the club or to bring its name into disrepute shall be reported to the Chairman in writing. The Chairman shall have the authority to deal with the matter by way of admonishment or warning or to bring such conduct to the attention of the club by way of E.G.M should they consider such reported conduct to be serious in nature. Revocation of membership can only be by way of majority vote of the full members at an E.G.M so called by the Chairman for that purpose.

Any alterations, additions, or amendments to these rules can only be made by way of an A.G.M or at any E.G.M so called by the club in the prescribed manner.

Date: 10th January 2017.

Agreed as a true copy:
Steven Gibson
Chairman.
Peter Robdrup
Secretary.
Edited by Peter the Grebo, Aug 1 2017, 12:13 PM.
" PETE ROBDRUP Aka, Baron von Roll Up!"
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