Club Rules
14.09.2019.
Name
The full name of the Club shall be the ‘VOLKSWAGEN CABRIOLET OWNERS CLUB OF GREAT BRITAIN’ this can be abbreviated for use on club literature and website in various formats such as VWCOCGB, VW CABRIOLET OWNERS CLUB GB etc., but will always be representative of the full name of the Club.
- Management
2.1 The Club and its general business will be run by a committee, to be elected at each Annual General Meeting of the Club
2.2 The committee shall be comprised of the Chairman, Secretary, Treasurer and such other posts as the members or the Chairman shall determine
2.3 No fewer than two Committee meetings will be held each year, to be called by the Chairman
2.4 The quorum for a Committee meeting shall be not less than half of the committee, provided that either the Chairman or Treasurer is present
2.5 At least 14 days notice shall he given to the Committee of any impending Committee meeting
2.6 Decisions made at a Committee meeting will be by mutual agreement of those present, or failing that, a vote. For a vote to be carried, a majority of 2/3 of those present is required
2.7 The Committee shall be authorised to carry out all actions as are necessary to facilitate the running of the Club and its activities
2.8 It is the responsibility of the Committee not to commit the Club to expenditure for which it has insufficient funds. - Membership
3.1 Membership of the Club is open to owners of air-cooled Karmann-built Cabriolets and others at the discretion of the Committee
3.2 Membership of the Club is on a yearly basis, subject to the payment of an annual subscription
3.3 Prior to the Ist April each year, the Committee shall set the level of the membership and joining fees for the following year
3.4 Members will be issued with a numbered membership card that is not transferable
3.5 By joining the Club, members agree to abide by these rules
3.6 Every member will be entitled to receive the then current and future Club Newsletters and other Club publications, for as long as his/her membership is valid
3.7 The Committee shall be authorised to terminate the membership of any person who, in its reasonable opinion, has brought the Club into disrepute, or who has flagrantly disobeyed these rules. The Committee may invite any such member to appear before it, and must consider any written representations made by such member before his/her membership can be terminated. The Committee shall give not less than 14 days notice to any member that it intends to terminate his membership Any member whose membership is terminated will be entitled to a refund of the unexpired portion of his/her annual subs
3.8 Only paid-up members will be entitled to vote at the AGM
3.9 The chairman will be selected by the committee form the committee and seconded by a vice chairman and both of them shall serve for two calendar years. The vice chairman is expected, with the committee’s approval, to become chair after that period and a new vice chairman appointed by the committee. - Annual General Meeting
4.1 The AGM will be held each year on a date fixed by the Committee with not less than 28 days notice being given to the membership. Such notice will include the date, venue and details of the matters to be raised
4.2 No more than 18 months shall elapse between successive AGMs.
4.3 The AGM shall:
– Receive the Treasurer’s report
– Elect the Committee for the following year
– Consider and vote on any other business.
4.4 Any member of the Club wishing to propose a resolution to be voted on at the AGM must put such resolution in writing to the Committee at least 14 days prior to the AGM. The Chairman may, at his discretion, accept resolutions at the AGM itself.
4.5 For a vote to he carried at the AGM, a majority of the members present is required. The Chairman has a casting vote.
4.6 Any alterations to these rules may be made at the AGM provided that:-
i) details of the proposed alterations are given in the AGM notice, and
ii) the resolution proposing the alteration is passed by at least two thirds of the members present. - Financial Matters
5.1 The Treasurer shall maintain Bank or Building Society accounts in the name of the Club.
5.2 The Treasurer shall maintain the accounts of the Club, which shall be available for inspection by any member of the Club upon written request.
5.3 Authorisations for payments to be made by the Club shall be signed by the Treasurer and one other authorised signatory,
who must also be a member of the Committee.
5.4 All monies received by the Club shall be passed to the Treasurer, or banked directly into the Club’s accounts. Those responsible for running the Club Shop shall keep an itemised record of goods sold and held in stock.
5.5 The Club will, at the discretion of the Committee, pay expenses to Committee members or ordinary members engaged on legitimate Club business, and which expenses are submitted, with receipts, on a proper form. - Dissolution of the Club
6.1 If the Club has to be dissolved for any reason, then an Extraordinary General Meeting shall be called by the Committee to terminate the Club’s affairs.
6.2 Not less than 28 days notice of an EGM shall be given to all members.
6.3 If the Club is to be dissolved, then the assets of the Club shall be used to pay any creditors. The balance of any funds remaining shall be put in a bank account for 12 months cooling off period. If no resolution is found after this period the committee shall donate the funds to charities of their choosing. - General
7.1 The address of the Club shall be that of the current secretary.
7.2 The Club shall have no political affiliations.
7.3 Entry to competitions and events organised by the Club shall be restricted to paid-up members, their cars and the invitees of the Committee.
7.4 The Committee is authorised to, amongst other things, effect and maintain insurance cover to safeguard the Club’s property and activities.
7.5 Neither the Club, the Committee or it’s individual officers shall be held liable for any act or omission by them or Club Members giving rise to injury, damage or loss to any party or their property.
7.6 Neither the Club nor the Committee shall be liable in any way for any sales articles, advertisements, recommendations, valuations or advice made or published by the Club, or any member or officer of the Club
7.7 Members may call on the Chairman to hold an EGM, provided that a number totalling not less than 10% of the previous year’s total membership indicate such in writing to the Chairman. The EGM shall be held within 3 months of such a call, and will be notified to the entire membership as specified under section 4.1 of these rules
7.8 Ordinary members may be seconded to the Committee for the purpose and duration of specific tasks.