Club Constitution

A downloadable version is here.

LROCA Club constitution

As Amended by Special Resolution at the Annual General Meeting on:    4 May 2009

  1. NAME    The name of the organisation shall be

    THE LAND ROVER OWNERS CLUB AUCKLAND INCORPORATED
     

  2. AIMS     The aims of the club shall be:
  1. The collection, restoration and preservation of Land Rovers and other 4WD vehicles
    manufactured by the Rover Car company of the United Kingdom.
     
  2. To enjoy the usage of such vehicles at functions, rallies and field days as may be organised by the Club.
     
  3. The collection of manuals of instruction, books, pamphlets, photographs, films, videos and other records pertaining to the above vehicles.

 

  1. MEMBERSHIP

    Membership of the club shall be open to:

    1. Any person owning Land Rovers and/or other 4WD vehicles manufactured by the Rover Car Company of the United Kingdom or Land Rover and other 4WD vehicles that have been manufactured under licence to the Rover Car Company in other countries.
       
    2. A candidate for membership must be nominated by a financial member who will vouch for the candidates suitability for membership.
       
    3. The current annual subscription must accompany the application.
       
    4. Honorary membership may be granted to deserving persons at the discretion of the members.
       
    5. All members shall be of equal status (with the exception of honorary members).
       
  2. REGISTER OF MEMBERS:

    A register of members shall be maintained.
    The register shall show:

    1. Members name
    2. Address and telephone number (if available)
    3. Date of Joining the club
    4. Type of vehicle owned
    5. Membership card number
       
  3. SUBSCRIPTIONS:
    1. The annual subscriptions shall be reviewed and set at the last general meeting of the financial year and confirmed at the AGM.
       
    2. A member who fails, without due cause, to pay the prescribed subscription within TWO (2) calendar months after the 1st of April shall be deemed to be non-members.

       

  4. FINANCIAL YEAR This shall be from the 1st day of April to the 31st of March of the following year.
     
  5. ELECTION OF COMMITTEE:

    The business and general affairs of the club shall be under the management of a committee consisting of:

    1. President
    2. Vice President
    3. Secretary
    4. Treasurer
    5. Liaison Officer
    6. Quartermaster
    7. Editor
    8. Safety Committee

      The Executive Committee shall have the right to co-opt additional members and replace as necessary.
      Financial members only are entitled to stand for office.  An elected office bearer may resign his appointment by giving notice in writing to the Executive Committee.
       

  6. DUTIES OF THE COMMITTEE:

    The duties of the Committee shall be:

    1. To implement the decisions of the Club at it’s meetings.
       
    2. To record the minutes of all meetings.
       
    3. To ensure a correct record of all financial dealings of the Club.
       
  7. SPECIAL GENERAL MEETINGS:

    The President may at the request of any six (6) financial members, call a special general meeting of the Club.

    FOURTEEN (14) days notice must be given of any special meeting.
     

  8. GENERAL MEETINGS:
    An Annual General Meeting and as many General Meetings as deemed required shall be held each year. The number of these meetings shall be determined at any General Meeting.
     
  9. NOTICE OF MEETINGS:
    The Notice of meetings to members shall be by newsletter (14) days prior to each meeting.
     
  10. CONDUCT OF PROCEEDINGS:

    Members must be physically present in one room before a meeting of the club may be said to have been held. The President will chair meetings or in the Presidents absence, the Vice President.
    If both are absent, a Chairman is to be nominated by those present. Communication by mail or telephone shall not constitute a meeting.
     

  11. QUORUM:

    A Quorum shall consist of seven (7) financial members for general meetings and four (4) for Committee meetings.
     

  12. VOTING:
    1. At any meeting where it is necessary to vote on a motion, it shall be decided by a simple majority of the votes of members present by a show of hands.
       
    2. In the case of equality of votes, the President of the meeting shall have the casting vote.
       
    3. Only financial members of the Club shall be entitled to a vote at meetings.
       
    4. In the case of family membership both spouses have full voting rights.
       
  13. FINANCE:
    1. All accounts of the Club must be presented to and passed for payment at a General Meeting of the Club.
       
    2. Full details of all financial transactions shall be entered into in a minute book.
       
    3. No payment shall be made to any club member except to recompense any out of pocket expense that the member may have incurred whilst  representing the Club with the full authority of the Club.
      Full details must be recorded in the minute book.
       
    4. All monies collected by the Club from subscriptions, donations, sales etc. shall be paid into the club’s banking account.
       
    5. Cheques drawn on the Club bank account must be signed by two of the following  officers of the Club:
      1. Secretary
      2. President
      3. Treasurer
         
    6. All relevant financial records of the Club shall be submitted to an independent Auditor as  nominated by the Club for the purpose of audit, once each financial year.
      The results shall appear on a balance sheet to be presented at the Annual General Meeting.
       
    7. The club may borrow money on whatever terms and against whatever security it sees fit.
       
  14. PAYMENTS TO MEMBERS:
    1. No member of the organisation of any person associated with a member shall participate in or materially  influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit or advantage whatsoever.
       
    2. Any such income paid shall be reasonable and relative to that which would be paid in an arm’s length transaction (being the open market value).
       
    3. The provisions and effect of this clause shall not be removed from this Constitution unless the Inland Revenue approves such removal and shall be included and implied into any Constitution replacing this Constitution.

       

  15. CLUB EXCURSIONS AND DRIVING DAYS:
    1.  The club shall conduct rallies, field days and weekend excursions as required.  At every such function and activity, a TRIP LEADER and one (1) or two (2) Safety Officers shall be appointed and shall be in attendance for the duration of the activity.
       
    2. The TRIP LEADER shall have absolute control and responsibility for the function and is required to report all irregular activities to the President.
       
    3. The TRIP LEADER is to be advised of all visitors and non members participating in the event.
       
    4. DRUGS AND ALCOHOL POLICY:
      1. No recreational drugs are to be consumed by members, their associates and guests at any club events.
         
      2. No alcohol is to be consumed at any club driving events, this includes drivers, co-drivers, passengers and spectators.  However alcohol is permitted at social events and after any driving activities have finished for the day.
         
      3. Members are not permitted to undertake any driving activities where prescription drugs may impair their driving ability.  This rule maybe relaxed at the discretion of the Committee and Safety Officers dependent on the nature of the event and with consideration of other members and the public’s safety.
         
  16. POLITICS:

    The club shall not form any political affiliations, actual or implied.
     

  17. WEAPONS, EXPLOSIVES & HAZARDOUS SUBSTANCES:
    1. No member of the Club shall carry on or about their vehicle or person any weapon, explosive materials or devices, hazardous substances whilst attending or participating in or at Club activities or functions.
       
    2. If such devices and or materials are required to be transported for use on non Club activities before or after the Club function, they are required to be transported according to the relevant Laws and Regulations of New Zealand pertaining to the particular equipment and/or material.
       
  18. SUSPENSIONS, DISMISSALS AND RESIGNATION:
    1. The Club reserves the right to suspend or dismiss any member at the discretion of the Committee.
       
    2. A member of the Club may be suspended or dismissed for a breach of this Constitution or any other reason deemed justifiable by the Committee.
       
    3. The period of suspension or dismissal shall be at the discretion of the Committee.
       
    4. Any member being considered for suspension or dismissal shall be told of the reason and be allowed to state their case to a meeting of the Committee.
       
    5. The decision of the Committee shall be final and no appeal shall be allowed.
       
    6. If suspended, the member shall surrender his membership card to the Treasurer and shall not participate in any Club activity or meeting for the period of suspension. At the completion of the suspension period, the Treasurer shall return the membership card to the member and the member may resume their place in the Club.
       
    7. If dismissed the member shall surrender their membership card to the Treasurer and remove all Club insignia’s from their vehicles.  They shall not be eligible for  re-admission to the Club for a period of TWELVE (12) months from the date of dismissal subject to the discretion of the Committee.
       
    8. A member may resign voluntarily by giving notice in writing to the Secretary.

       

  19. ALTERATIONS AND AMENDMENTS TO THIS CONSTITUTION:

    The Constitution may be altered, amended, added to or rescinded upon the submission of a written notice to the Secretary SIXTY (60) days prior to the Annual General Meeting of the motion of amendment or alteration, the signature of Proposer and of the Seconder.

     

  20. CONSTITUTION:
    1. A full and proper copy of this Constitution shall be given to each member upon joining the Club and the Secretary is responsible for its upkeep.
    2. In case of dispute, the Committee’s interpretation of the Constitution and by-laws shall be final and no appeal shall be made against their ruling.
       
  21. BY- LAWS:

    The Club may make by-laws as required as deemed necessary.  The by-laws will be made by the Committee and confirmed at a general meeting.
     

  22. MEMBERSHIP CARDS:

    The Treasurer shall issue to each member a membership card containing the following information.

    1. Name of Club Member
    2. Membership Number
    3. Expiry Date of Membership
    4. Treasurer’s Signature
    5. Any other information required by the Club.

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