Committee members must be elected at the AGM, or if a vacancy occurs mid-term, the rest of the serving committee has to vote the nominee in or out.
The terms ‘committee decision’ and ‘agreed by the committee’ refer only to decisions made by the currently elected committee members, during a scheduled committee meeting. The committee member has one vote only, regardless of the number of committee positions held by that person.
During a split committee vote, the chairperson (if present), carries the casting vote, except where the outcome of that vote would directly involve the chairperson.
The full voting committee shall consist of those committee members present at any pre-arranged committee meeting, providing there are at least 4 committee members present at that meeting.
Appeals – any appeal against a committee decision must be voted on by at least 80% of the current elected committee at pre-arranged meeting.
The Chairperson holds no special privileges, except that of the casting vote (rule A3).
All committee members must stand down at the AGM, and must stand for re-election if they wish to continue on the committee.
No committee member will make a financial gain from any activities involving the club.
If a committee member is long serving, then free membership may be considered if they continue within their post. If they retire at the AGM, then normal fees apply.
Please remember that a committee member is just another club member with slightly more input into the running of the club, but still needs the help and enthusiasm of the other members.
Section B – The Club
Any club member (including any committee member) may have their membership refused or revoked without refund if they are judged by the committee of bringing the club into disrepute, (by word or by action), or of deliberately defrauding or misleading the club or any of its members.
The Club Annual General Meeting (AGM) will be held at the club meeting on the third Thursday of November of that year, (then the elected committee will commence is duties from the first day of January), during which every current attending club member has an equal vote. IN the event of a split decision at the AGM, the casing vote resides with the chairperson of the meeting.
All club members have the right to stand for election as a committee member at the AGM, but applicants for the position of Chairperson, Treasurer or Membership Secretary must have been a club member for at least two consecutive years.
Anyone who applies for, or renews their club membership will agree to be bound by the club rules.
Section C – Finance
No committee member shall involve the club in any financial dealings, albeit directly or indirectly without prior approval byte committee, except where the amount involved is less than £10.00.
No club member (except the committee) can spend club money (or have monies refunded from club funds) without prior agreement from the committee.
The club accounts will be made available for inspection at every committee meeting and at the AGM.
The club is a non-profit making entity. However, it retains some surplus to cover merchandise and extra administration costs associated with the day to day running of the club.
The New Lancs VW Show has a separate bank account and is separately accounted for, therefore keeping club funds entirely independent so that the monies coming in can be allocated correctly.
The club funds belong to every member and not just to one individual. In the event of disbandment, the funds will be distributed amongst fully paid up current members, if they apply in writing for their share to the treasurer at that time.
Section D – Show ticket rule
The club abides by the show organisers rules, which are sent to club representatives organising the tickets, they are also sometimes illustrated on the ticket issued depending on which show the event is being organised for (for examples, Vehicle Age Limits and allotted number of cars allowed on the plot).
Only official tickets will be used to gain entry to shows. The club organiser will issue these tickets. Therefore, the amount of cars on the club stand will correspond to tickets issued. This may differ in special circumstances under the committee and club organiser’s discretion.
Tickets will be issued by the club on a first come first serve basis and in conjunction with clause D4, providing your vehicle is eligible for the event. The club may also issue tickets on an invitation only basis to specific shows (for example Andrew Greenwood events specifies for his events pre 1989 vehicles).
If you are issued a ticket and don’t attend the show, then your name will be automatically put to the bottom of the list for the next show which you wish to attend. However, there will be exceptions to the rule depending on the circumstances of non-attendance.
When attending shows please remember we are all ambassadors for the club and we expect appropriate behaviour from everyone, this includes any guests a club member brings with them to the show. This also includes travelling to and from the event as well as the duration of the show or event itself.
Any member deemed to be abusing or not adhering to these rules will be declined a ticket to all future events, anyone applying for tickets for a member who is non-eligible will themselves be in breach of these rules.
Your membership must be valid at the date of the show that you require a ticket for. If this is not the case then renewal must take place before the ticket will be issued.
People contravening these rules are subjection to rule Section B1 in the club rules. This could result in the committee revoking club membership for bringing the club into disrepute for going against the show organiser’s rules.
It is expected that everyone should give a little time and assistance to whoever is arranging the layout of a club display stand or club camping area. Please be polite, considerate and helpful to your fellow club members at all times.
Section E – Club property
Any club member charged with storing or transporting club property shall endeavour to keep it in good serviceable order whilst it is in their possession.
Any committee member who borrows any item of club property for non-club use shall pay £10.0 to club funds for the loan of the equipment. Non-committee members shall not be permitted to hire out, or look after club equipment, except by prior committee approval.
Any club member whose actions cause damage to, or loss of club property, shall at the discretion of the committee, be liable to repair or replace the item in question.
The clubs equipment is available to anyone who would like to represent the club at any VW or classic event. The member will have to arrange to collect and return the property to its storage place if they want to use the equipment at the show.
The club holds no responsibility for you and your vehicle while participating in any club activities. You take part in the activities at your own risk.
The club hold no responsibility for you and your vehicle while participating in any club activities. You take part in the activities at your own risk.
Although some of these rules may appear to be heavy handed or bureaucratic, they are there to safeguard the continued smooth running of the club to the benefit of all its members, and to ensure that every club member can have some input to the way the club is run. In practice we very rarely need to refer to the rules, (they are to help to give some structure to the club). Day to day we prefer to keep it informal, laid back and above all FUN for everyone.
When contacting committee members please remember that the time given is their own spare time and we do the job voluntarily. Please give consideration that most committee members have full time jobs when you are trying to contact them regarding a query. However, please feel free to phone anyone of the committee with your issues or questions etc, but it would be gratefully appreciated if calls were kept between 7pm and 9pm especially on weekdays.