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 inaugural meeting held at the Royal Oak, Newick, on Monday 7th August 2017.

2. Objective 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. The club does not subscribe to any political affiliations.
The primary reason for forming the club is as a social gathering with a common interest in tractors in the community spirit, and for the purpose of charity to the local hospice or other designated causes.

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, but no more than 8 in total. 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 objectives of the Club. 

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

3a. Officers and Committee members 

Any nominations for Officers and Committee vacancies, should be received by the Secretary, at least 14 days prior to the AGM.  Nominations must be proposed by a member, endorsed by the nominee, seconded by a current member and duly voted on at the AGM.  Committee members who may not regularly attend meetings may be considered as lapsed committee 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 any vacant committee posts will be sent to the members at least 28 days before the AGM date. 

Each member over the age of 18 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 28 days prior to the date of any extraordinary general meeting. 

For an AGM to be quorate there must be a minimum of 10 members including any Committee members.

5. Finances 

The Treasurer and/or Chairman will take responsibility for all monies collected on behalf of the Club and charitable causes 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 by the committee by November ahead of the new year.

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 in the name of the club.

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. 

At each committee meeting, an income & expenditure report and/or a copy of the bank statement will be shared.

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.  The club insurance is intended for use at shows where there are static displays.

The club will undertake due diligence in conducting risk assessments, safety briefings, bespoke briefings & guidance ahead of organised events. A named first aider will be present during each official activity.

Club runs: When choosing to join a club run, you must take responsibility for your own insurance arrangements and actions. You must be a competent operator and drive in a sensible, safe & responsible manner consistent with current legal requirements. You are also responsible for ensuring your vehicle and any trailed vehicles are in a safe & roadworthy condition.

Should you be involved in an incident/accident, it is a matter between you and the other person directly involved with that incident/accident. 

You are also responsible for the safe operation of any associated machinery & farm implements at any club activity.

The Club, the Run Organiser or any Club Official is not responsible for the actions of any members participating.

Any member participating will be deemed as having accepted the rules of this constitution on behalf of themselves, their guests and any invitees.

7. Membership

The Committee will consider any application for membership but are not bound to accept every applicant and reserves the right to limit the number of members.

Each member will receive a membership confirmation and a copy of the Club’s constitution.

The membership fees will fall into the following categories and be set by the committee by November for the following year: Single, Joint, Family & Honorary.

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 a reduced pro-rata fee at the discretion of the committee.

The registration fee of £5 will apply to all new members.

Any member defaulting in payment of annual membership fees, one month following the due date of 1st Jan will have deemed to have resigned.

The committee of the club has the right to refuse or revoke membership to anybody whose actions could be deemed to bring the club into disrepute.  

Members must act in a safe, legal, appropriate & responsible manner during all club activities.

Members must behave professionally & courteously and treat others with dignity & respect, be it in person or online via club communication channels.

Any under 18s must be supervised at all times by a parent or nominated guardian in relation to any activities relating to the club. We will only allow members over the age of 13 and under 18 to join the WhatsApp group with documented parental / legal guardian consent and they must take absolute responsibility for any content seen in the group or posted by any other individual.

Chailey Tractor Club is committed to promoting equality, diversity & inclusion in everything it does, within the practical limitations imposed by the nature of the activities undertaken.

8.  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 is passed 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.

9.  Social Media, WhatsApp Communications, Photography

Online media platforms & communications should be used for relevant club matters only and be used respectfully, free from inappropriate language and vulgarity. Members should also be minded that there could be minors in the group.

Members consent to any photographs taken of them, or by others, to be made available for club purposes as it deems appropriate. If any individuals choose to share club footage on their own social media channels it is not the responsibility of the club; any issues must be addressed directly with the individual.

BY ORDER OF THE COMMITTEE

Version 2.0
Next review of constitution due at 2027 AGM