NWM&NW Group CFG-Supplementary Document
Posted: Wed Oct 04, 2017 6:59 pm
CONSTITUTION FOR GROUPS SUPPLEMENTARY DOCUMENT
NORTH WEST MIDLANDS AND NORTH WALES GROUP.
This document records the selected options and additional procedures appropriate to the North West Midlands and North Wales Group. The options selected are listed below and are referenced by the paragraph numbers of the constitution.
5 - GROUP ADMINISTRATION.
5.2 The group committee shall comprise of not more than 15 members and no less than 5 members.
5.7 The voting at a general meeting shall be by a show of hands, as option 5.11a has been adopted. A ballot should not prove necessary.
5.10 Option 5.10b has been adopted – one third of the committee to retire at the AGM and may seek re-election as per paragraph 5.9 of the clubs constitution. (Group members standing for election to the Group Committee shall be proposed and seconded by group members, and shall declare their willingness to stand in writing.) As amended at the AGM held on the 9/10/2010 at Llay British Legion.
5.11 Option 5.11a has been adopted – officers shall be elected by the group committee from within the committee.
5.20 The method of informing the members of decisions taken by the group committee is by displaying the minutes in a minute book, announcement at rallies and by posting the minutes on the group website.
5.21 The quorum for an emergency meeting of the group committee shall be 3 members of the group committee this must include at least one of the following officers – Chairperson, Vice-Chairperson, Secretary or Treasurer. Minutes shall be taken and circulated to all group committee within seven days of a meeting of the quorum.
6 – Business Proposals
6.6.12 Chairperson to ensure that proposals have been displayed at Rallies, ensuring at least twenty eight days immediately prior to AGM, invites the proposer to present motion, invites questions and comments and ask for a vote.
6.6.12 (i) Chairperson to be responsible for ensuring the meeting is convened correctly and is conducted in an orderly and proper manner, their ruling on all matters relating to the conduct of the meeting, including resolution of points of order is final. Membership cards will be checked prior to the meeting.
(ii) Only eligible members may vote on any matter at an AGM – any items raised following on from previous AGM may only be voted on by those who were present at the previous AGM. Where matters arise from the agenda voting shall be by a show of hands. Where matters arise which have not been put on the agenda a “straw poll” may be taken to test the feeling of the group membership.
(iii) As procedure 5.11a) has been accepted the new Group Committee will take the opportunity in the recess to convene a short meeting to elect its Officers. In this case the new Group chairperson may run the members whilst the old chairperson takes the meeting.
(iv) Where it is possible, that no husbands/wives or partners should serve on the same committee except when a committee has less than 10 members, then husbands and wives should be allowed to serve on the same committee, but only one partner would be entitled to hold an executive position.
7. Finance
7.1 The group funds shall be held in an account with: Barclays Bank plc
Liverpool Childwall area
1, Childwall Priory Road
Liverpool L16 7PB
Account Namexxxxxxxxxxxxxxxxxxxxxxxxxxxx Account Numberxxxxxxxxxxxxxxxx Sort Codexx xx xx
Account Namexxxxxxxxxxxxxxxxxxxxxxxxxxxx Account Numberxxxxxxxxxxxxxxxx
7.6 The Protected fund of the group shall be 0% of the combined total of monies held in any current or deposit account in the Group’s name.
A cap to be placed on the purchase of new equipment in the amount of £500.00 per item, unless circumstances warrant more being spent and 75% of the committee agree. Should the need ever arise to spend more than £500.00, the membership will informed via the website. (It is not always practical to wait a year.)
Group Rally Site Management
9.9 Safety
a - In case of fire the procedure is as follows: Evacuate immediately and inform those nearby of the danger. Ensure someone continuously sounds a vehicle horn to alert others. If necessary ensure the emergency services have been informed.
b – In case of the fire alarm sounding in a building, the building should be evacuated in a calm and orderly manner. This should be completed within 3 minutes where possible (this is a fire service recommendation) with the disabled leaving the building last and if they are able to walk to do so.
c – For medical emergencies operate the hazard warning lights, accompanied by the intermittent sounding of a vehicle horn.
9.15 Site Planning.
Rallies will normally be non-bookable but, where a site is of insufficient size to accommodate the number of units likely to attend the rally, the rally will become bookable. If, after firm bookings have been taken there is space remaining this will be allocated on a “first come first served” basis. If the area available to a rally is reduced due to adverse weather conditions, or any last minute constraints, the space will also be allocated on a “first come first served” basis. If due to lack of space rally goers have to be turned away, this should be done by a committee member
Additional Procedures Operated
Policy for accounting for capital expenditure is as follows: an asset account is to be maintained by the treasurer and submitted to the AGM. Where it is necessary to “write off” equipment, this decision is to be taken by the treasurer and the accounts examiner.
Committee meetings shall be convened by the Chairperson giving at least 7 days notice, but they should be not more than 6/8 weeks after the previous meeting
Person aged 18 and over to be classed as an adult.
All rallies being at 12 noon unless alternative times are given in the rally programme, on website or other means.
Rally fees will be collected by the treasurer/committee member or member designated by the treasurer or a committee member at the beginning of Sunday coffee morning.
However, if members wish to leave the rally earlier then they should inform the Treasurer or a committee member that they wish to do so, and pay their rally fee.
NORTH WEST MIDLANDS AND NORTH WALES GROUP.
This document records the selected options and additional procedures appropriate to the North West Midlands and North Wales Group. The options selected are listed below and are referenced by the paragraph numbers of the constitution.
5 - GROUP ADMINISTRATION.
5.2 The group committee shall comprise of not more than 15 members and no less than 5 members.
5.7 The voting at a general meeting shall be by a show of hands, as option 5.11a has been adopted. A ballot should not prove necessary.
5.10 Option 5.10b has been adopted – one third of the committee to retire at the AGM and may seek re-election as per paragraph 5.9 of the clubs constitution. (Group members standing for election to the Group Committee shall be proposed and seconded by group members, and shall declare their willingness to stand in writing.) As amended at the AGM held on the 9/10/2010 at Llay British Legion.
5.11 Option 5.11a has been adopted – officers shall be elected by the group committee from within the committee.
5.20 The method of informing the members of decisions taken by the group committee is by displaying the minutes in a minute book, announcement at rallies and by posting the minutes on the group website.
5.21 The quorum for an emergency meeting of the group committee shall be 3 members of the group committee this must include at least one of the following officers – Chairperson, Vice-Chairperson, Secretary or Treasurer. Minutes shall be taken and circulated to all group committee within seven days of a meeting of the quorum.
6 – Business Proposals
6.6.12 Chairperson to ensure that proposals have been displayed at Rallies, ensuring at least twenty eight days immediately prior to AGM, invites the proposer to present motion, invites questions and comments and ask for a vote.
6.6.12 (i) Chairperson to be responsible for ensuring the meeting is convened correctly and is conducted in an orderly and proper manner, their ruling on all matters relating to the conduct of the meeting, including resolution of points of order is final. Membership cards will be checked prior to the meeting.
(ii) Only eligible members may vote on any matter at an AGM – any items raised following on from previous AGM may only be voted on by those who were present at the previous AGM. Where matters arise from the agenda voting shall be by a show of hands. Where matters arise which have not been put on the agenda a “straw poll” may be taken to test the feeling of the group membership.
(iii) As procedure 5.11a) has been accepted the new Group Committee will take the opportunity in the recess to convene a short meeting to elect its Officers. In this case the new Group chairperson may run the members whilst the old chairperson takes the meeting.
(iv) Where it is possible, that no husbands/wives or partners should serve on the same committee except when a committee has less than 10 members, then husbands and wives should be allowed to serve on the same committee, but only one partner would be entitled to hold an executive position.
7. Finance
7.1 The group funds shall be held in an account with: Barclays Bank plc
Liverpool Childwall area
1, Childwall Priory Road
Liverpool L16 7PB
Account Namexxxxxxxxxxxxxxxxxxxxxxxxxxxx Account Numberxxxxxxxxxxxxxxxx Sort Codexx xx xx
Account Namexxxxxxxxxxxxxxxxxxxxxxxxxxxx Account Numberxxxxxxxxxxxxxxxx
7.6 The Protected fund of the group shall be 0% of the combined total of monies held in any current or deposit account in the Group’s name.
A cap to be placed on the purchase of new equipment in the amount of £500.00 per item, unless circumstances warrant more being spent and 75% of the committee agree. Should the need ever arise to spend more than £500.00, the membership will informed via the website. (It is not always practical to wait a year.)
Group Rally Site Management
9.9 Safety
a - In case of fire the procedure is as follows: Evacuate immediately and inform those nearby of the danger. Ensure someone continuously sounds a vehicle horn to alert others. If necessary ensure the emergency services have been informed.
b – In case of the fire alarm sounding in a building, the building should be evacuated in a calm and orderly manner. This should be completed within 3 minutes where possible (this is a fire service recommendation) with the disabled leaving the building last and if they are able to walk to do so.
c – For medical emergencies operate the hazard warning lights, accompanied by the intermittent sounding of a vehicle horn.
9.15 Site Planning.
Rallies will normally be non-bookable but, where a site is of insufficient size to accommodate the number of units likely to attend the rally, the rally will become bookable. If, after firm bookings have been taken there is space remaining this will be allocated on a “first come first served” basis. If the area available to a rally is reduced due to adverse weather conditions, or any last minute constraints, the space will also be allocated on a “first come first served” basis. If due to lack of space rally goers have to be turned away, this should be done by a committee member
Additional Procedures Operated
Policy for accounting for capital expenditure is as follows: an asset account is to be maintained by the treasurer and submitted to the AGM. Where it is necessary to “write off” equipment, this decision is to be taken by the treasurer and the accounts examiner.
Committee meetings shall be convened by the Chairperson giving at least 7 days notice, but they should be not more than 6/8 weeks after the previous meeting
Person aged 18 and over to be classed as an adult.
All rallies being at 12 noon unless alternative times are given in the rally programme, on website or other means.
Rally fees will be collected by the treasurer/committee member or member designated by the treasurer or a committee member at the beginning of Sunday coffee morning.
However, if members wish to leave the rally earlier then they should inform the Treasurer or a committee member that they wish to do so, and pay their rally fee.