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The Mancunium Chapter Constitution

 

INTRODUCTION AND PURPOSE

The purpose of this constitution is to give structure and consistency to the way the chapter is managed. Between the constitution and the Annual Charter for H.O.G. Chapters all members, particularly committee members, shall have a good understanding of the rules that apply to the running of the chapter.

 

MEMBERSHIP

a. Membership of the Mancunium Chapter shall be available to all members of the Harley Owners Group (H.O.G.).

b. Persons wishing to become members shall submit a completed annual application form to the Membership Officer together with the appropriate membership fee. The Chapter reserves the right to refuse membership.

c. Members shall in all cases be bound by the terms and principles of the H.O.G. Chapter Charter, the standards required by the Sponsoring Dealership and the Chapter Constitution.

d. Members shall recognise that the Chapter ethos of ‘ride and have fun’ is central to the wellbeing of the Chapter. 

MEMBERSHIP FEES

a. The membership fee is renewable on 1st July every year. The annual fee shall be determined by the committee and a reduced fee shall apply to new members joining part way through the year.

b. As from the July 2017 renewal date, members who are 70 years of age and over will pay 50% of the full subscription amount. Existing members who reached 70 years of age and over and had renewed their membership before July 2017 will continue to be eligible for free membership. 

CODE OF CONDUCT

a. All members shall honour the H.O.G. Chapter Charter and the Chapter Constitution.

b. The Chapter requires all of its members to treat everyone with value and respect, regardless of their race, nationality, ethnic origin, disability or sex and to respect the views of others, even if they are not in line with their own.

c. Action will be taken against any member exhibiting behaviour which is in direct opposition to the H.O.G. Chapter Charter, the standards required by the Sponsoring Dealership and the Chapter Constitution This action will range from a formal warning to expulsion from the chapter.

d. The Committee and/or the Sponsoring Dealer may suspend or revoke a person’s membership in the Chapter if it is determined that a member’s conduct is undesirable or contrary to the Chapter’s or Sponsoring Dealer’s standards or vision. In the event that a decision is made to suspend or revoke a membership in the Chapter the person in question will receive a letter from the Chapter Director confirming the cancellation. This letter will give the reason for the cancellation in clear concise terms. The member’s Chapter dues will be refunded for the year and a copy of the cancellation letter will be sent to the appropriate Regional H.O.G. Manager. 

ANNUAL GENERAL MEETING (AGM)

a. The purpose of the Annual General Meeting (AGM) is to elect members to the committee for the forthcoming year and to summarise the financial position of the chapter.

b. The AGM shall be held in January of each year. Notice of the meeting shall be given at the chapter meeting and on the chapter website at least six (6) weeks prior to the AGM.

c. The Chapter Treasurer shall produce End of Year Accounts and publish these on the Chapter Notice Board in advance of the AGM for members to view. Any questions about the said accounts are required to be sent in three weeks prior to the AGM to give the Treasurer time to prepare an answer. A copy of the End of Year Accounts shall also be sent to H.O.G. for ratification.

d. All members attending the AGM shall be entitled to vote at the meeting.

e. Members shall be entitled to put their names forward for any committee position with the exception of Director and Assistant Director. Members wishing to be considered for either of these positions must have previously served on the committee for a minimum period of one (1) year. All committee position appointments are subject to approval by the Sponsoring Dealership.

f. Voting for all positions shall take place at the AGM and voting shall be organised by the committee. The votes will be counted and verified by a representative of the Sponsoring Dealership or another independent person.

g. In the event of only one name being proposed for any position, the votes received shall be a minimum of 70% yes votes for the election to be successful. Failure for a single named position to achieve this percentage shall deem the position unfilled.

h. Where two or more members have put their names forward the member receiving the most yes votes shall be elected. If votes are tied the Chapter Director shall have the casting vote.

i. Unfilled positions may be filled by suitable candidates after the AGM having been voted in by a majority of the Chapter members at a subsequent chapter meeting. 

COMMITTEE

a. The committee is responsible for the day to day running of the chapter under the leadership of the Director. The responsibility of each of the committee members is outlined in the H.O.G. Chapter Charter.

b. The committee is responsible for developing the Chapter, attracting new members and providing activities and services to its members in line with the H.O.G. Chapter Charter and the Chapter Constitution.

c. Committee meetings will be held monthly and minutes taken.

d. Committee Meetings shall take place only if a minimum of 60% of committee members are in attendance.

e. Where a vote is called for at a meeting the majority will rule. In a position of equal votes being cast the decision will be determined by the Director.

f. Once a decision is made (either unanimous or majority) all committee members shall be expected to support it.

g. Committee members consistently failing to undertake their roles may have their position revoked after consideration by the Director and upon consultation with the Sponsoring Dealer and / or the appropriate Regional H.O.G. Manager.

h. Any member may attend committee meetings (one member only, unless agreed with the chapter director prior to the meeting).

i. Committee members shall be entitled to reclaim any reasonable expenses agreed by the committee and/or the Chapter Director. 

CHAPTER MEETINGS

a. Meetings shall be held each month. The purpose of the meetings is to allow the committee to update the members with the various activities that are going on in the chapter.

b. The meetings are also a vehicle for committee members to meet with, socialise and obtain feedback on chapter progress and events.

c. The meetings are the main way for members to socialise and every effort shall be made by the committee to ensure these meetings are as friendly and welcoming as possible.

 FINANCE

a. At all times the Chapter shall maintain an independent bank account for the purpose of receipting monies due to the chapter and for making payments.

b. The committee may also agree for the Treasurer to hold a cash sum for low values transactions.

c. The cash sum balance is to be agreed by the committee from time to time.

d. The bank account balance must be a positive balance at all times. The account shall never be allowed to become overdrawn.

e. No member of the committee or chapter is authorised to obtain overdraft facilities for or on behalf of the Chapter.

f. The bank account cheque signatories will be any two (2) of the following officers:- Chapter Director, Chapter Assistant Director, Chapter Treasurer, Dealer Principal and one (1) other committee member.

g. All cheques for payment from the bank account must be signed and countersigned by two (2) of the officers noted at ‘f’ above.

 ALTERATIONS TO THE CONSTITUTION

a. Amendment to the constitution requires the consent of the committee and approval by the appropriate Regional H.O.G. Manager.

b. Proposed changes to the constitution shall be discussed with the Chapter Director and subsequently submitted to the Chapter Secretary for inclusion at the next committee meeting.

 GENERAL

No liability shall be entered into by the Chapter or the committee in respect of the goods or services offered by the Chapter.

 AUTHORISED

A Arthur Arrowsmith Chapter Director
B Brian Mason Chapter Assistant Director
C Derek Hall Chapter Secretary

Date 15/07/2018

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