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» Yorks-Lincs 4x4 Response - Group Rules |
GROUP RULES- 1. THE GROUP
1.1 Title
The name of the Group shall be “Yorkshire and Lincolnshire 4x4 Response” hereafter referred to as “The Group”. In correspondence the terms YL4x4R, Yorks and Lincs 4x4 Response and/or Y&L4x4 Response may also be used.
1.2 Objectives
a) To preserve and protect human life and major infrastructure and to alleviate suffering by supplementing and supporting local and national governmental bodies, the emergency and other services, including voluntary, in primarily but not exclusively the Yorkshire and Lincolnshire region, and adjacent counties, in particular but not exclusively by providing equipment, vehicles and suitably trained operatives.
b) To provide members with training, information, advice and assistance on matters connected with motoring and 4x4 motoring in particular.
c) To watch the local administration of the laws and regulations affecting motoring and motor vehicles, and to report any proposed local action to 4x4 Response (National Charity), GLASS (Green Lane Association) or any other appropriate body.
d) To arrange tours, lectures, discussions social and other meetings.
e) To afford members such benefits and privileges as it may be possible to arrange.
1.3 Constitution
Ladies and Gentlemen of not less than 18 years of age shall be eligible for membership. The membership shall consist of (a) Responders, (b) Trainees (c) Associate Members, (d) Honorary Members, (e) Affiliated Bodies.
Members shall join as Associate Members in the first instance, after meeting the requirements as set down by the committee they will be eligible for promotion to Trainee or Responder as appropriate. A member’s family (children, parents and spouse/partner) will be granted all the benefits of Associate Members, bar that of voting at meetings, unless they wish to step up to Responder in which case a second subscription will be payable.
The committee may grant Affiliated Body status to such organisations, businesses etc as is decided appropriate. Members of the Affiliated Body will be granted all the benefits of Associate, Trainee or Responder members, as is deemed appropriate, bar that of voting at meetings. The Affiliated Body should appoint a representative to act as a point of contact.
In the event of an incident/call out, with the consent of either a Controller or Committee member, the team leader may co-opt a suitable member of the public to Member status for the duration of the incident.
1.4 Management
The authority and responsibility for the transaction of the business of the Group for its management shall be vested in a Management Committee, who, in addition to the powers and authorities by these rules expressly conferred on them, may exercise all powers and do all acts in furtherance of the objects for which the Group is established or done by the Group in General Meeting.
1.5 Banking
All moneys of the Group shall be banked by the Treasurer in the name of the Group, and no disbursements shall be made there from except in accordance with the form or forms authorised by the Committee. Two signatures will be required for any and all cheques, the committee will decide upon the total number of signatories.
1.6 Observance and interpretation of the rules
Every member binds himself to abide by the rules of the Group and of any Code or Codes of Conduct duly adopted by the committee, and also by any modifications thereof made in conformity with such rules, and also to accept as final and binding the decision of the Committee in all cases of dispute or disagreement as to the interpretation of these rules.
1.7 Alteration of rules
Any alterations may be made in these rules by a General Meeting provided:
a) that details of the proposed alteration or alterations are notified to members 7 days before the General Meeting, and
b) that the resolution proposing such alteration is carried out by two thirds of those present and voting at such General Meeting or by two-thirds of those voting should a Poll be demanded as provided for in Rule 5.4.
1.8 Copies of rules
Every member shall be furnished with a copy of the Group rules and code(s) of conduct upon election.
1.9 Use of group name, address and logo
The name, address and any logo of the Group shall not be given by a member as their address for trade, advertising or business purposes or in connection with any legal proceedings.
The group title and any logo(s) and recognised derivatives thereof may be used or displayed by members for the purposes of identification and promotion of the group for the duration of their membership. The same may only be used by non-members with prior written authorisation from the Committee.
1.10 Equipment and badges
Any and all Equipment, Badges, Identity Cards or other regalia issued to a member shall remain the property of the Group. On termination of their membership, members shall deliver up such items to the Secretary. Such equipment may be subject to a returnable deposit.
1.11 Communication
Communications to the membership by the committee may be by electronic or conventional postal means to a members address. In the case of electronic communications any statutory notices such as but not limited to those pertaining to General Meetings should also be displayed on the Group website and/or discussion forum.
1.12 Dissolution
The Group may be dissolved by a Special General Meeting convened by direction of the Committee, or on the requisition of the majority of the members. If the resolution of dissolution be duly passed, the Committee shall forthwith liquidate the affairs of the Group, and if there be any surplus assets on realisation, these shall be disposed of at the discretion of the Committee.
2. THE MEMBERS
2.1 Election of members
Applications of candidates for membership of the Group shall be submitted to the Committee by the Secretary, and the election of such candidates shall be at the discretion of the Committee. A vote of one third against any application for membership shall exclude from membership. The name and address and description of the candidate and names of his proposer and seconder, being members of the Group, shall be stated on each application submitted to the committee, provided that in the case of a candidate who knows no member of the Group, the committee shall be empowered to carry out the election after proper enquiries.
Membership of the Group shall continue only for the period covered by the current subscription, and members shall be subject to re-election annually by the Committee. All applications must be made by an individual in his own correct name and be signed by the said applicant personally.
2.2 Provisional members
Any candidate for membership of the Group whose subscription has been accepted by the Secretary shall become a provisional member of the Group. Provisional membership of any candidate shall only hold good until the meeting of the Committee next after payment of the subscription of such candidate.
2.3 Honorary member
The Committee may elect as Honorary Members all members of the Royal Families, and any persons distinguished for their political, scientific, literary, industrial and administrative capacities, or who have been distinguished in promoting the cause of motoring or 4x4 Response in general, or of the Group in particular.
2.4 Resignation
Any member wishing to resign his membership shall give notice in writing of such desire to the Secretary on or before the date on which his subscription would have become due for renewal in any year, otherwise he shall be liable to pay his subscription for the ensuing year. Also any member ceasing, voluntarily or otherwise, to be a member of the Group, shall thereafter cease to have any claim upon the property of the Group or to enjoy any privileges of membership, but he or she shall remain liable for the payment of any debts due to the Group from him to her.
3. SUBSCRIPTIONS
3.1 Subscriptions
The subscription fees will be set at the Annual General Meeting after taking advice from the Treasurer, in exceptional circumstances this may be varied by the committee. Where two individuals are living at the same address, are using the one 4x4 vehicle and both wish to become Responders, a joint membership fee shall be payable. This is calculated as 1.5 times the normal fee.
3.2 New members
Any member who has been notified of his election and who fails to pay his subscription within one month of such notification shall be again requested in writing by the Secretary or Treasurer to pay the same, and, if he fails to make payment within fourteen days hereafter his election shall be ipso facto, null and void. No newly elected member shall be entitled to any of the privileges of membership until after the payment of his first subscription.
3.3 Payment of subscriptions
Subscriptions shall be due annually on 1st September for each member. Upon joining, new members shall pay for one complete calendar year from the date of joining. At the next 1st September there will be an additional amount payable to extend the membership to the next September, this will be calculated on a pro-rata basis.
3.4 Non-payment of subscription
Any member of the Group who has not paid his subscription within two clear months of the date on which it became due shall be notified of the fact in writing by the Secretary or the Treasurer, and one month thereafter any member who has still failed to pay his Subscription may, unless sufficient reason be shown to the satisfaction of the Committee be taken off the Register of members forthwith.
No member whose subscription is in arrears shall be eligible to take part in any call outs or activities organised by the Group.
4. COMMITTEE
4.1 Committee
The Committee shall consist of not less than 2 and not more than 8 members, exclusive of Chairman, Treasurer and Secretary.
Nominations of Candidates for election to the Committee must be received by the Secretary not less than seven days before the Annual General Meeting, with an intimation in writing signed by each Member nominated that he or she is willing to serve. Nominations of Candidates shall be signed by the member proposing them. Such nomination details will be accepted by e-mail to the secretary, provided that forms are completed before the start of the AGM.
The Committee shall have the power to appoint a Sub-Committee of not less than three persons to meet on its behalf in respect of any matter which is specially referred to such a Sub-Committee.
4.2 Election of officers
The Chairman of the Group and the Treasurer, Secretary and Committee shall be elected at the Annual General Meeting and, shall hold office until the time of the following Annual General Meeting.
The Committee shall have the power to co-opt other Committee Members as they deem necessary, any such co-opted Committee Members will acquire full voting rights on committee upon co-option.
The retiring officers and other members of the Committee shall be eligible for re-election.
4.3 Meeting of a committee
The Secretary either of his own accord or by the direction of the Chairman shall unless otherwise agreed by all the Committee give at least 7 days written notice of a meeting. One half of the members of the Committee shall form a quorum.
Each Committee Member present at a meeting of the Committee shall be entitled to exercise one vote. The Committee shall vote by ballot if any Committee Member present so demands.
4.4 Absence from committee
Any member of the Committee who shall, without sufficient reasons, absent himself from three consecutive Committee meetings may be called upon to resign his position upon the Committee.
In the event of an officer of the group or other committee member(s) resigning, such that the constitution of the committee no longer complies with 4.1, then the remaining committee members should convene a Special General Meeting as provided by 5.2
4.5 Duties of Secretary
It shall be the duty of the Secretary to attend in person or by deputy, all General Meetings of the Group and all meetings of the Committee to take minutes of the proceedings. Such minutes shall be entered in a book and presented for confirmation at the following meeting.
4.6 Absense of Chairman
In the event of the Chairman being absent, by default the Secretary shall be empowered to act on his behalf, in the role of Acting-Chairman. In this situation the Secretary may, at his discretion, delegate some or all of his Secretarial duties to another Committee Member. The Committee may elect an alternative Committee Member to become Acting-Chairman if it so wishes.
4.7 Group President
A Group President may be elected by the membership at an Annual General Meeting. The post of Group President will come up for re-election every five years. During the term the Group President may resign the post and a new Group President may be elected at the next Annual General Meeting. The Group President shall be entitled to attend committee meetings but shall not be entitled to exercise a vote.
5. MEETINGS
5.1 The Annual General Meeting
The Annual General Meeting of the Group shall be held in the month of September in each year upon a date and at a time to be fixed by the Committee. 10 members or one quarter of the membership whichever is least shall form a quorum. The Annual General Meeting shall:
a) receive from the Committee a full statement of accounts showing the receipts and expenditure for the year ending.
b) receive from the Committee a report of the activities of the Group during the said year.
c) elect the Chairman, Secretary and Treasurer of the Group, and if appropriate appoint the Solicitor and Auditor.
d) elect the Committee.
e) settle any remuneration’s for the Solicitor and/or Auditor.
f) decide on any resolution which may be duly submitted to the meeting as hereinafter provided.
5.2 Special General Meetings
A Special General Meeting may be convened by direction of the Committee, or on a requisition of the Secretary stating the business for which the Special General Meeting is required and signed by not less than 15 members or one quarter of the membership, whichever is greater. If the meeting so requisitioned is not convened within 21 days, the said members may convene such meeting. 10 members or one quarter of the membership whichever is least shall form a quorum.
5.3 Agenda
When members wish a matter to be discussed at a General Meeting, the text of such matters signed by at least two members shall be sent to the Secretary at least 14 days before the date of such meetings, so that it may be included in the Agenda.
A copy of the Agenda shall be sent to each member at least five days prior to the meeting, but the fact that any member has not received a copy of the Agenda shall not invalidate the proceedings.
No business which is not included in the Agenda shall be discussed at the meeting unless every member present is in favour thereof. Should the proposer of any motion fail to move a resolution in respect of the relevant item on the Agenda, then any other member shall be entitled to do so.
5.4 Voting
Every person with a right to be present may exercise one vote. The Chairman shall not vote except in the exercise of a casting vote. At all General Meetings, except as provided in Rule 1.7, a majority of votes decides a resolution.
At any General Meeting any 12 members or one half, whichever is least, of those members present may demand a Poll or Secret Ballot, and thereupon the meeting shall be adjourned to a time and place to be named by the Chairman, and a postal vote shall be taken of all members of the Group, the decision of the members, as shown by a postal vote, shall be reported to the adjourned meeting, and shall be deemed to be the decision of such meeting.
5.5 Right to be present
No-one can take part in General Meetings unless he has been duly elected as a Member of the Group, and has paid his subscription according to the rules.
6. DISPUTES AND DISAGREEMENTS
6.1 Resolution of disputes
Any member should refer any dispute or disagreement to the Committee by contacting a Committee Member. The Committee will then undertake to investigate the matter and draw its conclusions within 6 weeks. Those involved in the dispute shall abide by the Committees findings as outlined in Rule 1.6
Any Committee Member who is directly involved in such a dispute or disagreement should immediately declare his/her interest, and shall be unable to take part in any investigation, discussion or vote involving this matter.
6.2 Misconduct
Any member should refer any instance of misconduct by another member(s), to the Committee by contacting a Committee Member. The Committee shall notify these persons that the alleged misconduct will be investigated.
Any person accused of misconduct shall have opportunity to be heard as part of the investigation process. The Committee will then undertake to investigate the matter and draw its conclusions within 6 weeks. The Committee shall make known its findings to those involved in writing and any actions it intends to take as a result of the findings.
In the case of alleged gross misconduct the Committee may feel that it is appropriate to suspend the privileges of membership while the matter is investigated.
6.3 Expulsion of a member
If, after an investigation of misconduct, the Committee feels that it would be in the best interests of the Group, an individual may be invited in writing to withdraw from the group within a specified time.
In the event that the member fails to withdraw within the specified time, the matter of expulsion will be presented at the next Committee Meeting. Members of the Committee shall be given at least 7 days notice that a question of withdrawal or expulsion is to be discussed at a meeting of the Committee.
The member whose expulsion is under consideration shall be given at least 7 days notice of such a meeting. If two thirds of the Committee Members present shall then vote for the member’s expulsion; that member shall thereupon cease to be a member of the Group
This version of the Group Rules was approved at an Annual General Meeting held on 9/9/09
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