Club Constitution

CHAILEY CLASSIC & VINTAGE TRACTOR CLUB

1. Name of the Club 

Chailey Classic and Vintage Tractor Club or abbreviated to CCVTC or Chailey Tractor Club.

Members of the Club may also be known as “The Chigleys” in affectionate celebration and in full respect of the well known children’s animated television series based in and around Chailey.

Instigation of the Club will be deemed as originating from the first Council meeting held on the Royal Oak, Newick, on Monday 7th August 2017.

2. Object of Club 
The Club will provide, for its members, a focal point for an interest in classic and vintage tractors (not at the exclusion of later models) with the Club based in Mid Sussex.  Ownership of a tractor or steam engine is preferred but is not a requirement for membership.

3. Management Committee 

The Club shall have a Committee consisting of Chairman, Vice Chairman, Treasurer, Secretary and/or Administrator and at least one other member. The committee will run the day to day matters of the Club.  The Officers and Committee members will be elected at the AGM and be incumbent for two years.  

Some of the positions above may be combined at the discretion of the Committee. Other positions may be created as required.  The Committee shall consist of a minimum of five people. 

The Committee shall meet on occasions to plan and sustain the activities of the Club.  These meetings must have at least three voting Committee members. They will be held when necessary.

The Chairman will preside over regular meetings, and at any special committee meetings.  In his absence, a Chairman for the evening will be selected from the committee members attending. 

Written minutes of Committee meetings will be taken and may be seen by members of the Club on request. 

The Committee has the authority to disperse funds for the furtherance of the Club and decide future policy with suggestions of events to achieve the objects of the Club.  The primary reason for forming the club are as a social gathering with a common interest in tractors in the community spirit, and for the purpose of charitable cause to the local Hospice or other designated charities.

The Committee has the power to co opt other members of the Club for specific meetings or as required. 

The Committee reserves the right to decline membership to anyone, also revoke membership of any member who acts in a way prejudicial to the Club with a refund of any unexpired membership fees. 

3a. Officers and Committee members 

These are listed as a separate attachment.
All nominations for Officers and Committee vacancies, should be received by the Secretary, at least 14 days prior to the AGM.  Nominations must be proposed and be endorsed by the nominee and duly voted on at the AGM.  Committee members who may not regularly attend meetings may be considered as lapsed members.

4. Annual General Meeting 

Every year in April or May, an AGM will be convened at a location in Mid Sussex. Prior to the meeting an invitation to the AGM including a draft agenda and a request for nominations for committee posts will be sent to the members by post at least 14 days before the AGM date. 

Each full member will have one vote for every ballot. The Chairman will have his own vote plus one casting vote in the event of a draw. 
An extraordinary general meeting can be convened, to deal with any matters arising between AGMs, at the written request of 20% of current membership to the Club Secretary. 

The Club will advise members 14 days prior to the date of any extraordinary general meeting. 

5. Finances 

The Treasurer and/or Chairman will take responsibility for all monies collected on behalf of the Club and will ensure that every effort is made to invest and disperse the money in a responsible manner. 

Every member shall pay an annual membership fee to partake in the activities of the Club, this Annual fee will be agreed at the AGM. 

All debits made against the Club must be authorised by the Treasurer and/or Chairman. 

All monies collected must be deposited at the earliest opportunity. 

Any monies held by the Club will be deposited in a Bank/Building Society Account.

Access to the Account will be by two signatures which should be the Treasurer and either the Chairman or Vice Chairman.

The Club will not enter into any loans or mortgages from third parties. 

Prior to each AGM the Treasurer must compile and present an accurate statement of Club accounts to the Committee, he/she will present the statement to the AGM. 

6. Disclaimer for Club activities 

When a member pays their membership subscription, they are accepting the condi­tions as set out in this constitution document. 

Shows: Whilst the club will have an adequate insurance policy for third party risks this does not affect any legal requirements for insurance relating to having a tractor, steam engine, agricultural machine or other vehicle in a public place.  It is intended for use at shows where there are static displays.

Club runs: When choosing to join a club run, you must take responsibility for your own insurance arrangements and actions. You must also drive in a sensible manner consistent with current legal requirements.  Should you be involved in an incident/accident, it is a matter between yourself and the other person directly involved with that incident/accident. 

The Club, the Run Organiser or any Club Official are not responsible for the actions of any members participating. Any participants will be deemed as having accepted this.

7. Membership

The Club Committee will consider any application for membership, but are not bound to accept every applicant. 

There will be no limit to the number of members. Each Full member will receive a membership confirmation and a copy of the Club’s constitution.

At the point of the Club’s instigation, fees have been agreed at £5 initial registration fee (one off payment) followed by £20 membership per calendar year. This will be ratified or amended at the first AGM.  Family membership will also be available.

Membership of the Club will run from the first day of January to the last day of December.  Those joining after 1st June will be charged £15.  The registration of £5 will apply in all cases.

Any member defaulting in payment of annual membership fees, three months following the due date will have deemed to have resigned.

8. Club Publication

It is the future ambition of the club to publish an independent magazine or newsletter. The editor will have responsibility for content, there will be no censorship, only that based on good taste and current legislation, also they will be covered by a disclaimer in the front of the publication, that says that any opinion expressed do not represent those of the Club or the Committee.

It is the suggested intention to publish initially twice a year to be distributed at Club meetings following publication and sent to members by post by the Secretary.

The Club may accept advertisements from any legitimate company or organisation whose activities relate to relevant or associated agricultural activities or anything else which could benefit the members of the Club.

9. Dissolution of the Club

In the event of the Committee not being able to form an AGM, after three attempts in succession, or a resolution to discontinue the Club at the AGM or an EGM, The Club will be dissolved.  In this event all assets of the club will be sold to the highest bidder and all monies to the credit of the club will be given to a registered charity of the Committee’s choosing.

BY ORDER OF THE COMMITTEE