The Constitution of The Coachman Owners’ Club as amended by the members at the Annual General Meeting on Saturday 12th May 2023 CONSTITUTION
1. Title
1.1 The title of the club is COACHMAN OWNERS’ CLUB hereinafter referred to as ‘THE CLUB’.
2. Aims
2.1 To promote well-being and social fellowship amongst all its members and their families.
2.2 To organise events of interest to its members. All rallies to be run by and for Coachman Owners’ Club.
2.3 To maintain, re-establish and foster relations with the public, landowners and users, local authorities and other clubs for the benefit of club members.
3. Membership
3.1a Membership is open to bona-fide owners of Coachman Caravans or Motorhomes. If a member ceases to be the owner of a Coachman Caravan or Motorhome they will not be eligible to vote, hold committee positions, attend club rallies (which require the use of our exemption certificate) or renew.
3.1b Associate members are invited guests (at the discretion of the Committee/rally marshals) on some rallies who are owners of a caravan or Motorhome. They are not eligible to vote or hold Committee positions. An Associate Member fee shall be paid for each rally attended. Occasionally another rally club may be invited to attend rallies and the members of that club who attend will be Associate Members. 3.2 Applications for membership is by means of a form prescribed by the Committee giving such information as may be required.
3.3 Membership is paid on an annual basis, i.e. 1st January to 31st December in any one year.
3.4 Subscriptions are due on the 1st January each year and not later than the 1st March. New members joining after 30th September will receive membership for up to 15 months.
3.5 Membership is inclusive of those members of the immediate family who use the caravan, but voting rights shall be restricted to the member who owns the caravan and their spouse/partner.
3.6 All details of membership will be maintained by the membership officer to whom any enquiries on membership should be addressed. Notice of change of membership details must be given to the membership officer.
3.7 Membership may be withdrawn at the discretion of the committee. The member will have the right of appeal and to appear before the committee to state the case for continuation of membership.
3.8 All members and their guests are deemed to subscribe to The Caravan Code, The Countryside Code and The Seashore Code.
4. Management
4.1 The affairs of the club are administered by the committee in accordance the terms of this constitution.
4.2 The property, assets and income of the club are applied solely for the benefit of the club and its members, or for the purpose of donations to charity as decided at the AGM by the members.
4.3 Management of the club shall be under the overall control of a committee elected from the membership by the members at each AGM and comprising of a CHAIRPERSON, HON. SECRETARY, HON. TREASURER, with up to six but no less than three committee members. No two people in the same household can be elected to hold position of office. All members of the committee will serve a term of one year but may stand for re-election. All money in the name of the club shall be deposited in a bank approved by the AGM in the name of Coachman Owners Club. All cheques will require the signature of the Treasurer and any ONE of the authorised members of the committee.
4.4 In order for a committee meeting to take place a quorum (the majority) of the full committee must be present.
4.5 In the event of a vacancy occurring in respect of any position on the committee, the remaining members of the committee may appoint any willing member to serve on the committee until the next AGM. subject to 4.3. The appointed member will have full voting rights.
4.6 The committee, from its members will appoint a Vice Chairman at the first meeting after the AGM.
4.7 Subject to agreement at a general meeting the committee may invite respected person/persons to accept the office of President/Joint President, who shall be kept, informed of all club activities and may participate in committee meetings in a non-voting capacity.
4.8 The officers of the club will act as trustees, therefore giving them the right to enter into lease agreement with landowners when required.
5. Event Management and Conduct
5.1 The sites used for club events will be used with the full consent of the landowner and will not contravene any relevant government department rules or legislation relating to the use of land for Touring Caravan purposes.
5.2 Events cannot be organised on sites operating under paragraph 5 of schedule 1 of the caravan sites and control of development act of 1960, (i.e. certified locations or certified sites), unless the site is clearly differentiated and the risk of interference with local people is minimal. 5.3 Events organised using the paragraph 6 exemption certificate held in the name of “Coachman Owners Club” is for their members only and will not exceed 5 days (120 hours).
5.4 Interest in land may be acquired by purchase, lease or licence for the purpose of holding rallies or meetings as permitted by legislation or by Local planning Authorities or for any other club activities.
5.5 Coachman Owners Club agree to consult the relevant local planning authority regarding any unlicensed site we propose to occupy for more than 5 days and agree not to use any site to which the local authority objects. Such rallies will be limited to a maximum of 28 days, and will be supervised by a member of the club.
5.6 All members and their guest are required to observe The Caravan Code, The Countryside Code and The Seashore Code and to assist Rally Officers in maintaining adherence to the criteria for rallies as laid down by the relevant government body.
5.7 Members are required to carry suitable fire-fighting means e.g. extinguishers, fire blankets in their caravans.
6. Notice to Members
6.1 Due notice of any matter, including convening of any meetings, is deemed to have been given to members generally within 30 days of mailing to the latest address of the club’s official membership list or in the current year’s Rally Handbook containing the notice.
6.2 Any member may request an advance copy of the paperwork for a forthcoming AGM (the agenda, proposed motions and nominations for office). However, this request must reach the Hon. Secretary at least six weeks before the AGM (with a C4 stamped addressed envelope). Due notice of any matter to be considered at the AGM shall be deemed to have been given to all members if:- a) A member attending the meeting is handed a copy of the paperwork upon arrival. b) The paperwork for the AGM has been sent to any member that has requested it, by the Hon. Secretary (at least four weeks before the AGM). c) Only one copy of any notice shall be given to each family unit not withstanding that a member and his partner are both eligible to attend and vote at a meeting. NOTE: It is the responsibility of all members attending the A.G.M. to obtain a copy of the agenda and associated documentation prior to commencement of this meeting.
7. Annual General Meeting
7.1 One general meeting, designated as an Annual General Meeting, will be held every calendar year. A minimum of six weeks’ notice of that date, time and venue shall be given to all members.
7.2 The only matters to be formally dealt with at the Annual General Meeting shall be as follows:- a) To receive reports from the Chairman, Hon. Treasurer, Hon Secretary, and Rally Secretary, and all matters arising from reports. b) To receive reports from the Chairman, Hon. Treasurer, Hon Secretary, and Rally Secretary, and all matters arising from reports. c) To consider any proposals of which due notice to members has been given. d) To appoint someone who is willing to prepare and independently examine the accounts of The Club. e) Any other business.
7.3 Propositions for consideration at the AGM must contain the names and membership numbers of the Proposer and Seconder, and signed by both and received by the Hon. Secretary not less than six weeks before the meeting.
7.4 There must be a separate nomination for each committee position. Each nomination form must contain the names of the Nominee, Proposer and Seconder and must reach the Hon. Secretary not less than six weeks before the meeting.
8. Extraordinary General Meeting
8.1 The committee may convene an Extraordinary General Meeting at such time and for such purpose as it directs.
8.2 An Extraordinary General Meeting must also be convened by the Hon. Secretary on receipt of a requisition in writing and signed by no fewer than 12 members. The requisition shall show the name and membership number of each member signing it and state the full details to be put to the meeting.
8.3 Notices of an Extraordinary General meeting may be sent to all members either individually or by Newsletter. At least 28 days notice shall be given.
8.4 The only matters to be discussed at the meeting shall be those detailed in the notice to members.
9. Voting at a General Meeting
9.1 A member and their registered partner are each entitled to one vote in respect of each item on the agenda.
9.2 The election of members of the committee shall be by secret ballot, the successful candidate in each case being determined by the person polling the largest number of valid votes cast.
9.3 Other resolutions shall be decided by a show of hands and the declaration of the result of the vote by the Chairman shall be final and binding.
10. Amendments to the Constitution and Club Site Rules
10.1 Amendments to the constitution can be made at a General Meeting. Amendments to the constitution carried at any meeting, will take immediate effect.
10.2 Amendments to the Site Rules can be made by the Committee and ratified by the next Annual General Meeting or at an Annual General Meeting. (Notification of rule change by the committee, to be given to members as soon as is practicable.)
11. Public Liability
The club is insured for Public Liability, but will not be held liable for any injury or damage to a member, a member of their family unit or to their or their property.
12. Dissolution of the Club
Voluntary dissolution of the club requires a resolution to be passed at a General Meeting. In the event of the winding up of the club, any assets and monies deposited in the clubs name shall, after payment of any outstanding debts incurred by the club be disposed of by a majority vote of members attending a meeting called to discuss such action.
13. Interpretation
In the event of any dispute over the interpretation of the constitution the decision of the committee shall be final and binding.
APPENDIX
a) The Trustees shall hold office until completion of their term as an officer of the club, resignation or removal from the office by a resolution of the committee.
b) There shall be vested in the Trustees all property of the club.
c) The trustees may deal with the property vested in them by way of sale, mortgage, and lease or otherwise directed by the members. Such direction will be given by resolution of the majority of the members present at a duly convened meeting of the club.
d) Indemnity. The Trustees and committee members shall not be liable (other than as members) for any loss suffered by the club or its members as a result of the act or omission of the discharge or failure to discharge their respective obligations, duties and powers on its behalf, except if such loss arises from fraud or wilful default.
S i g n e d
S.J. A d n i t t
Chairperson Date 13 August 2024