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Notice Board
365 Touring Club
Next AGM The 5th AGM of 365 Touring Club
8th - 10th June 2012 365 Touring Club AGM Approach Farm Caravan
Site, Hollicarrs, Escrick, YORK, YO19 6EE
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We would like to see as many members as possible attend our AGM at
Approach Farm.
Members please submit your proposals for committee members and any
motions to the General Secretary via our forum, at least 28 days
prior to the event
Constitution of the 365 Touring Club
1. The club shall be called ‘365 Touring Club'.
2. Membership of the club shall be open to all members of 365
Camping Caravanning who have attended a meet or to anyone who has
the approval of all the committee
3. Objectives of the club shall be as follows:
a) To bring together for recreational purposes all those entitled to
membership of the club.
b) To arrange rallies and social events which members may attend.
c) To obtain preferential discounts for members on goods and
services relating to camping and caravanning.
4. Applications for membership must be submitted to the General
Secretary. On acceptance of an application payment of the current
subscription becomes due and should be forwarded to a committee
member at the first opportunity in the manner described on the on
line application.
5. Only full members of the club may attend Rallies and membership
must have been granted in advance of attendance at any event.
Membership will normally be for one year but must be a least for a
longer period than that associated with only one event. In
accordance with paragraph 6 exemption all rallies are limited to a
maximum of 5 days. Subscriptions to the club shall be due annually
on the date of joining. Members must display a membership sticker on
their unit. They may not pitch at an event until the subscription is
paid.
6. The Club is not responsible for, or liable for the actions of its
members and any injury or accident caused by them. All members must
have their unit (caravan, motorhome, campervan, tent, trailer tent,
folding camper or other unit type) its contents and their towing
vehicle and any additional vehicle suitably insured against claims
from third parties.
7. a) The members shall be eligible for election to the committee
unless they are members of a committee or office holders of any
other rallying organisation. Members elected to the committee will
be expected to give support to club events and to members running
them to the best of their ability. Applicants for committee
positions may only come from members who have served in subcommittee
or been appointed committee helpers or have more than 2 years
continuous membership of the club. Additionaly applicants for the
positions of Chairman must have held a position on the committee.
Where a committee member fails to attend 3 or more consecutive
committee meetings or fails to make a satisfactory contribution in
the view of the committee this member can be removed
b) The club shall be managed by a committee of six members elected
at the Annual General Meeting
c) The committee must hold their first meeting within twenty four
hours of the close of the Annual General Meeting at which they shall
elect office holders for vacant offices as follows:
CHAIRMAN
GENERAL SECRETARY
TREASURER
RALLY SECRETARY
PUBLICITY OFFICER
RECRUITMENT OFFICER
If insufficient nominations have been received to fill each office;
committee members may hold up to two offices. The offices of
Chairman, Secretary and Treasurer may not be combined with each
other.
d) An office holder shall hold office for two years and may submit
him/herself for re-election.
e) A minimum of two and not more than four elected committee members
must be appointed by the committee to be Trustees of the club. The
Secretary shall keep a register of their names and addresses.
f) The committee may form such sub-committees, as it may consider
necessary.
g) A quorum shall be four elected members.
h) The Chairman will have an extra casting vote that may be used if
an equal number of votes are cast for and against a resolution at
any meeting.
i) An account of all income and expenditure shall be kept for audit
and presentation to the AGM
j) The committee will draw up 'Duties of Office Holders' for those
holding office on committee.
k) The committee will draw up 'Notes for Rally Marshals' to assist
those running rallies.
l) The committee will draw up a Code of Conduct for Rallies. It must
incorporate the guidance given in 'Guide to Touring Caravan
Exemption Certificates' published by the Department of the
Environment, Food and Rural Affairs.
j) Where a committee member fails to attend 3 or more consecutive
committee meetings or fails to make a satisfactory contribution in
the view of the committee this member can be removed
8. TRUSTEES:
a) Trustees shall be appointed by the committee as stated in Clause
7(e). They shall hold office until completion of their term as a
committee member, resignation, removal from office by a resolution
of the committee or until death. The General Secretary shall keep a
register of the names of the trustees.
b) There shall be vested in the Trustees all property of 365 Touring
Club
c) The Trustees may deal with the property vested in them by way of
sale, mortgage, lease or otherwise as directed by the members. Such
direction shall be given by resolution of the majority of the
members present at a duly convened meeting of 365 Touring Club.
d) The Trustees may acquire an interest in land by purchase, lease
or licence for the purpose of holding rallies or meetings as
permitted by legislation or by Local Planning Authorities or for any
other club activities. They will ensure that the relevant Local
Authority will be consulted regarding any unlicensed site that the
club proposes to occupy for more than five days and will agree not
to use any site to which the Local Authority objects. The site will
not be occupied for more than twenty-eight days.
e) Indemnity. The Trustees and committee members shall not be liable
(other than as members) for any loss suffered by 365 Touring Club or
its members as a result of the act or omission of the discharge or
failure to discharge their respective obligations, duties and powers
on its behalf save and except if such loss arises from fraud or
wilful default, and they shall be entitled to an indemnity out of
the assets of the for all expenses and other liabilities incurred by
them in the discharge of their respective duties.
9. RALLIES, CODE OF CONDUCT
a) The club must follow the guidance issued by the governing
authorities in their 'Guide to Touring Caravan Exemption
Certificate's. The authority for the conduct of a rally, shall for
the duration of the event, be vested in the Rally Marshal or his/her
appointed deputy. The Rally Marshal shall be guided by the
Constitution of the club, the Code of Conduct for Rallies and the
Notes for Rally Marshals issued by the committee in the organisation
of the rally. Members attending are also required to abide by the
Constitution and the Code of Conduct. If anybody attending does not
comply, the Rally Marshal is authorised to ask them to leave the
rally with their outfit if negotiation fails to bring agreement to
abide by the Constitution and Code of Conduct. If such an event
occurs, it must be reported immediately to the committee who will
decide on any further action such as a request for an apology or
termination of membership
b) Generators are not to be used on 365 Touring Club Rallies unless
pre authorised by the committee due to exceptional circumstances, as
they can cause a noise problem to other users. Wind generators and
solar panels may be used as they are considered to be less of a
problem to others
10. ANNUAL GENERAL MEETING:
a) The Annual General Meeting shall be held at such time and place
as the committee shall decide and shall be no more than fifteen
calendar months after the holding of the previous AGM. The General
Secretary shall notify the date, time and location of the meeting to
all members a minimum of forty days beforehand.
b) Nominations for election to the committee, signed by the proposer
and the nominee must be received by the General Secretary
twenty-eight days or more before the meeting. Members accepting
nomination must supply the following information to the General
Secretary, name, address, year of joining the , previous service and
offices held on the committee, rallies attended during the last
twelve months, names of other rallying organisations of which they
are a member and any service and offices held on their committees.
c) Notices of motion, signed by the proposer, and seconder must be
received by the General Secretary twenty-eight days or more before
the meeting.
d) The General Secretary shall supply members attending the AGM with
copies of the Minutes of the previous AGM, the Accounts and names
and details of nominees for election to committee.
e) The amount of the membership subscription shall be decided by
resolution at the meeting.
f) An independent reviewer shall be appointed at the AGM who may or
may not be a member of the club. The Treasurer or any other
committee member may not carry out the audit.
g) The Chairman in office at the beginning of the AGM shall continue
in office until the election of the next Chairman at the committee
meeting following the AGM.
11. SPECIAL GENERAL MEETINGS
A Special General Meeting of the club shall be called by the General
Secretary on receipt of instructions from the committee or on
receipt of a petition signed by not less than fifteen members that
states the purpose for which the meeting is called. Such a meeting
shall be called not more than two calendar months from the date of
receipt of the petition.
12. VOTING PROCEDURES AT ALL CLUB MEETINGS:
a) Only the persons named on the current year's membership are
entitled to vote.
b) The Chairman will take the chair at the Annual General Meeting
and at the first committee meeting following the Annual General
Meeting during the election of committee members and of office
holders.
c) Elections to the committee and elections for office on the
committee and any sub-committee shall always be by secret ballot.
d) Other votes at the AGM and Special General Meetings may be taken
by a show of hands to be counted by two tellers elected by the
members present at the meeting unless a member proposes that other
votes be by secret ballot and a majority of those present vote in
favour of the proposal.
e) Other votes at committee and sub-committee meetings shall be
taken by a show of hands to be counted by the Chairman.
f) If the number of nominations received for election to the
committee is the same as, or below the number of vacancies to be
filled, the persons nominated shall be deemed to have been elected.
If only one nomination is received for an office on the committee or
a sub-committee, the person nominated shall be deemed to have been
elected.
g) The General Secretary shall provide voting slips for use in all
secret ballots.
13. TERMINATION OF MEMBERSHIP:
The committee reserves the right to withdraw the membership of any
member who persistently refuses, despite warning from the Committee,
to abide by the Constitution and Code of Conduct for Rallies of the
or who persistently behaves in such a way that he/she jeopardises
the spirit of friendship and co-operation that is the cornerstone of
the club. Such decision will be notified in writing to the member
with immediate effect.
14. DISSOLUTION OF THE CLUB:
The club can only be dissolved by resolution at the Annual General
Meeting or at a Special General Meeting. If the meeting decides by a
majority of those present that the club shall be dissolved, the
property of the club shall be dealt with in such manner, as the
trustees shall decide.
15. INTERPRETATION:
The decision of the committee on the interpretation of the
Constitution and Rules of the club is final and binding on all
members.
Forum Notice Board
The Constitution of 365 Touring Club is also available to all members in
the members area of our forum
here
365 Touring Club Constitution
Club rules and details of how the club runs its officers and
objectives are all available to all members at all times on the club
notice board on the forum. Members can access the notice board here
365 Touring Club Notice Board
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