1. Aim
  2. Objectives
    1. To maintain close contact between, and support for, all those with an interest in the Bedford CF in all its forms
    2. To act as a forum for discussion between members
    3. To provide members with such benefits and privileges as it is possible to arrange
    4. To assist members regarding the acquisition of spares
    5. To maintain sufficient funds to cover the general administration of the Club
    6. To promote at least one major activity each year
    7. To assist in passing technical and other advice and information to members
    8. To ensure all present and future members receive fair and equal treatment
    9. To affiliate with the Vauxhall Bedford Opel Association
  3. Members
    1. All members will be subject to the regulations of the Constitution and by joining the Club will be deemed to accept the Constitution of the Club
    2. Members will be enrolled in one of the following categories
      1. Administrator
        • Council and Executive members as elected on agreeing to abide by the Constitution
      2. Subscribing Member
        • On agreeing to abide by the Constitution and on payment and renewal of annual subscriptions
      3. Registered Member
        • On a agreeing to abide by the Constitution and registering via forum
  4. Subscriptions
    1. Subscriptions will be set annually and agreed by the Council
    2. Subscriptions will be paid annually
  5. Management
    1. Council
      1. Role
        • Electoral body with responsibility to members for satisfactory running of the Club
      2. Council members
        • Chairman
        • Treasurer
        • Secretary
        • Membership Secretary
        • Executive members
        • Subscribing members
        • Any other supporters admitted by Chairman, Council or Executive
    2. Executive
      1. Role
        • Answerable to the Council
        • Maintenance of Club property and equipment
        • Raising of funds and the administration of Club finance
        • Insurance of persons, property and equipment
        • Arranging Club activities
        • Assisting with the recruitment of members, administrators and other support
      2. Executive members
        • Chairman
        • Treasurer
        • Secretary
        • Membership Secretary
        • Leaders
          • Website
          • Forum
          • Activities co-ordination
          • Activities safety
          • Parts department
          • Price guide service
        • Other members as elected, nominated or co-opted
  6. Insurance
    1. The club shall be covered by a public liability insurance policy for the sum of not less than £2,000,000
    2. Members' vehicles that are entered for events which involve driving either on the public road or on private land should be insured with at least third party cover
  7. Finance
    1. All Club monies will be banked in an account held in the name of the Club
    2. The Club Treasurer will be responsible for the finances of the Club
    3. The financial year of the Club will end on 30 September
    4. An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting
    5. Any cheques drawn against Club funds should hold the signatures of the Treasurer plus up to two other officers
  8. Meetings
    1. Council Meetings
      1. Notice of Annual General Meetings (AGMs) will be given by the Club Secretary
      2. Not less than 21 clear days notice to be given to all members
      3. The AGM will receive a report from officers of the Executive and a statement of the audited accounts
      4. Nominations for officers of the Council will be sent to the Secretary prior to the AGM
      5. Elections of officers are to take place at the AGM
      6. All Subscribing members have the right to vote at the AGM
      7. The quorum for AGMs will be 25% of the membership
      8. The Council has the right to call Extraordinary General Meetings (EGMs) outside the AGM
      9. Procedures for EGMs will be the same as for the AGM
    2. Executive Meetings
      • Executive Meetings to be convened as and when is necessary
  9. Conduct
    1. All complaints regarding the behaviour of members that cannot be resolved otherwise should be presented and submitted in writing to the Secretary
    2. The Council will nominate a Tribunal comprising the Chairman and at least three other members
    3. The Tribunal will meet to hear complaints within 28 days of a complaint being lodged
    4. The Tribunal has the power to take appropriate disciplinary action including the termination of membership
    5. The outcome of a disciplinary hearing will be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing
    6. There will be the right of appeal to the Council following disciplinary action being announced
    7. The Council will consider the appeal within 28 days of the Secretary receiving the appeal in writing
  10. Alterations to the Constitution
    1. Proposed alterations to the club constitution may only be considered at the AGM
    2. The proposed alteration should be submitted to the Council in writing no less than 14 days prior to the AGM so that the proposition may be added to the meeting Agenda
    3. Only fully paid up members of the Club may propose alterations to the club constitution
    4. The alteration will be formally read out to the floor and a full discussion on the ramifications of the change shall be discussed
    5. A vote will then take place
    6. If the alteration is supported by the majority then it will then be formally adopted and the constitution changed
    7. Abstentions from the vote will be recorded but shall not count as votes in either direction
  11. Dissolution
    1. A resolution calling for the Dissolution of the club only can be called at an AGM
    2. Those calling for the Dissolution shall be asked to address the meeting with the reasons for the resolution
    3. A vote then will take place
    4. A simple majority vote for or against the resolution wins
    5. Should the vote be for Dissolution the Council will convene a meeting at a later date to discuss the vote and the fairest means by which to discharge the clubs debts and liabilities and dispose of any residue
    6. The results of this meeting shall be publicised to the membership by what ever means is deemed appropriate
  12. Activities
    1. Insurance
      • Public Liability Insurance is mandatory for all Bedford CF Org activities
    2. Meets, Rallies etc.
      1. All public Bedford CF Org meets, rallies etc. are to be
        1. overseen with respect to safety by an appropriately qualified person
        2. supported as appropriate from Bedford CF Org funds as decided by the Council
      2. All private arrangements between members (e.g. 'garage meets', 'wild camping' etc.) remain the responsibility of those taking part
    3. Parts Department
      1. To be a self-financing subsidiary wholly owned by the Club
      2. To be responsible for acquisitions, liaison with relevant manufacturers, suppliers etc., storage arrangements, stock control etc.
      3. Answerable to the Executive in following unequivocally sound practices with respect to accounting for acquisitions, sales, interchanges etc. and any surpluses accruing
    4. Price Guide Service
      1. To be a self-financing subsidiary wholly owned by the Club
      2. To be compiled from relevant data and analysed using sound statistical principles
      3. Quarterly summary form Price Guide to be freely available to all via forum and, or, website
      4. Detailed form Price Guides and any other related services to be made available and at a cost as decided by the Council
    5. Vehicle Repair Services
      1. Any member offering any repair service to any other member must remain a private agreement between respective members irrespective of any arrangements made through the Club via the forum or otherwise
      2. Bedford CF Org shall not be responsible for any part of private agreements as in 12.5.1

These rules and constitution stand as a guide to the conduct and general course of formal proceedings for the Council, Executive, members, and honorary members of the Bedford CF Org club

September 2012