Harley-Davidson Riders Club of Great Britain Rules and Constitution

  • 1. NAME
  • 1.1 The Club shall be called the Harley-Davidson Riders Club of Great Britain
  • 2. AIMS AND OBJECTIVES
  • 2.1 The encouragement and protection of the owners and riders of Harley-Davidson motorcycles.
  • 2.2 The Club shall be a riders' club and shall be conducted independently of any personal interests.
  • 2.3 The Club shall organise tours, excursions, rallies, camping events, social events and competitions for members.
  • 2.4 The Club shall be organised into regional areas whose geographical locations and boundaries shall be established by the Committee. Additional regions may only be established by resolution at an AGM. An elected Representative from each Region shall represent the Region to the National Committee and the National Committee to the Region.
  • 2.5 The H-DRCGB is not and shall not be considered in anyway a 'Backpatch' club. The use of any Club regalia larger than the standard 3 1/2" (or 90mm) roundel on the back of clothing is not permitted in any form.
  • 2.6 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.
  • 3 MEMBERSHIP
  • 3.1 There shall be four classes of membership:
  • (1) Full membership - must own a Harley-Davidson motorcycle; has the right to vote at general meetings; can serve on the Committee; may attend rallies, and bring one guest into rallies at the reduced membership rate (to qualify as a guest, the person in question must arrive as a pillion passenger, or sidecar passenger, of the full member rider); receives the bi-monthly Club magazine the Harleyquin.
  • (2) Associate membership - must be the spouse or permanent partner of a Full Member; has the right to vote at general meetings; may attend rallies unaccompanied at the reduced membership rate; can serve on the Committee; does not receive a copy of the Harleyquin.
  • (3) Child membership – applies up to and including the age of 18 and must be a relative of a Full Member; no voting rights; cannot serve on the Committee, cannot attend rallies alone.
  • (4) Social membership - applicant must have previously been a Full Member, or the spouse or permanent partner of a Full Member. The cost of Social membership will be the same as Full membership. Social Members receive the Harleyquin; have no voting rights. Applications for Social Membership must be supported by the Regional Rep and be subject to ratification by the National Committee.
  • 3.1.1 Membership is of the National Club. Members can also associate themselves with a Region if they see fit.
  • 3.2 All members pay an annual subscription, the rate of which is recommended by the committee and ratified at the AGM
  • 3.3 Honorary Life Members may be appointed at the discretion of the Committee and may not be required to pay annual membership fees; the choice of Honorary Life Member to be ratified at the Annual General Meeting.
  • 3.4 In recognition of outstanding acts, one year's free membership and / or an Honorary Vice-Presidency can be awarded by the Committee.
  • 3.5 The rules and constitution will be published in the Club magazine, Harleyquin.
  • 3.6 Every member of the Club binds him/herself to abide by the rules of the Club.
  • 3.7 In the event of any member conducting him or herself in a manner likely to bring discredit to the Club, he/she shall be invited to attend a Committee meeting to determine whether a cause for disciplinary action exists.
  • 3.8 At the meeting held in response to rule 3.7, having heard all the evidence available from all parties involved, the Committee will determine any sanction if deemed appropriate.
  • 3.8.1 If any Committee member is involved with the complaint on an personal basis they should not vote on any associated resolutions.
  • 3.9 No member shall be cautioned or expelled except by a resolution supported by at least two-thirds of those present and entitled to vote at the relevant Committee meeting. Any expulsion is life long with any paid up membership fees forfeited from date of expulsion.
  • 3.10 Full Members are responsible for the behaviour of their guest at Club events. Should the guest's behaviour bring the Club into disrepute the Full Member shall be held accountable.
  • 3.11 Parents or guardians of children attending rallies will be responsible and accountable for their safety and behaviour.
  • 3.12 If a member is found guilty of wilfully damaging, stealing or helping others to steal a motorcycle, his/her membership will be immediately revoked.
  • 3.13 Members hold themselves bound in honour to accept the decision of the Committee as final and binding in all cases of dispute or disagreement.
  • 4 THE COMMITTEE
  • 4.1 The Club shall be governed by a President, Chairman, Vice- Chairman, Secretary, Treasurer and between 6 and 15 general committee members.
  • 4.1.1 Duly elected Regional Representatives may also attend Committee Meetings and Vote.
  • 4.2 The Committee will be elected at the Annual General Meeting. Existing officers and Committee members may stand for reelection at the end of their term of office. Any person wishing to stand for a committee position must be a fully paid up Club member.
  • 4.2.1 Any committee member whose membership has expired is deemed to have resigned his/her position. A one calendar month grace period is allowed for renewals.
  • 4.3 Vacancies arising during the year can be filled by an election at a Committee meeting. The Committee may fill any vacancies arising amongst the officers of the Committee until the next Annual General Meeting when a replacement for the Acting Officer will be elected by the Membership.
  • 4.4 Those wishing to serve as President, Chairman, Vice-Chairman, Treasurer, Secretary, Harleyquin Editor, Website Administrator or Membership Secretary, shall first have been a Club member for a minimum of four years, two years of which would usually have been spent as an Area Representative or as a Committee member. This is to ensure that officers understand the running of the Club, to safeguard members' personal information, and to ensure the Club's high standards are maintained.
  • 4.5 That a Camping Events Clerk be elected at each AGM to administer a "Camping Exemption Certificate" on behalf of the Club.
  • 5 COMMITTEE MEETINGS
  • 5.1 The Committee shall meet regularly and no less than 4 times a year.
  • 5.2 The Quorum for a Committee is Five National Committee Members. The meetings shall be chaired by the Club Chairman or in his / her absence by the Vice Chairman, Club Secretary or Club Treasurer in that order of precedence.
  • 5.3 All matters and business of the Club to be considered by the Committee members and all decisions to be made collectively.
  • 5.4 All committee members shall carry out any duties that are given to them and agreed at meetings.
  • 5.5 Minutes of committee meetings shall be made available to all members via the regional representatives.
  • 5.6 The committee may invite club members to attend committee meetings.
  • 5.7 Any club member may attend a Committee meeting by prior arrangement with the Secretary. These members may speak but not vote at the meeting and no travelling expenses will be paid. To attend the meeting, said member must produce a valid membership card to confirm his or her membership.
  • 5.8 Any member of the Committee failing to attend three consecutive meetings without notifying the Secretary of a valid and considered by vote of the Committee to be an acceptable reason automatically resigns his/her post.
  • 5.10 If any member desires any matter to be brought forward at a meeting, the text of such matter must be received by the Secretary by, at the latest, ten calendar days before the meeting. Items received after this deadline will not be included on the agenda but may be raised under "Any Other Business" at the discretion of the Chairman.
  • 6 SUB-COMMITTEES
  • 6.1 The Committee may appoint sub-committees with delegated authority to carry out specific activities. Such sub-committees will be directly accountable to the Committee. The Committee will agree the terms of reference for any sub-committee in advance, which may then act and apply any finance raised within these terms.
  • 6.2 All sub-committees shall keep proper accounts (if applicable) and a record of all meetings. These reports and accounts shall be made available as required to the Committee and at the Annual General Meeting.
  • 6.3 The Committee may dissolve any sub-committees, whereupon all accounts, records and assets of the sub-committee pass to the Committee.
  • 6.4 Sub committees may co-opt members who may have specialist skills as required.
  • 7 FINANCE
  • 7.1 All money raised by or on behalf of the Club is to be used to further the activities of the Club.
  • 7.2 The Treasurer shall maintain a bank account in the name of the Club.
  • 7.3 Cheque signatories will be nominated by the Committee (one to be the Treasurer). There shall be up to five signatories.
  • 7.4 All cheques and instructions to the Club’s bankers shall require two of the agreed signatories. These should not be from the same household.
  • 7.5 The Treasurer will arrange to have the accounts checked regularly by an agreed external auditor.
  • 7.6 Accounts will be made available to members at the AGM.
  • 7.7 Any Club member who has been specifically invited to a Committee meeting may claim travelling expenses.
  • 7.8 The Treasurer has authority to reimburse reasonable expenses.
  • 7.9 If a Region should become dormant, all monies and other assets held by that Region will be transferred to the care of the National Committee. Such monies to be held in trust pending the reactivation of that Region.
  • 8 ANNUAL GENERAL MEETING
  • 8.1 The Committee shall call an Annual General Meeting of the Club each year, at which the committee will report on its work, present a statement of accounts and all committee members will stand down.
  • 8.2 The AGM shall elect the officers and Committee members for the next year
  • 8.3 The AGM shall vote on recommendations and any amendments to the constitution.
  • 8.4 The Secretary will notify all members of the details of the meeting not less than 21 days before the AGM.
  • 8.5 All nominations and proposals for the AGM to be submitted in writing so as to be received by the Club Secretary fourteen clear days before the AGM. Items received after this deadline will not be included on the agenda but may be raised in the relevant part of the meeting at the discretion of the Chairman.
  • 8.6 All proposals must be seconded by another Club Member.
  • 8.7 Before a vote is taken the proposer may amend his or her own proposal. Such amendment must also be seconded by the original seconder.
  • 8.8 Both Proposer and Seconder must attend the meeting.
  • 9 EXTRAORDINARY GENERAL MEETINGS
  • 9.1 An Extraordinary General Meeting, open to all members will be held if 20% or more individual members submit a request for such a meeting to the Secretary. The request should be made in writing (letter or email) and must include each individual’s membership number.
  • 9.2 The Secretary shall finalise arrangements for the meeting within 21 days of receiving the request, such meeting to occur as soon as reasonably possible and no longer than 90 days of receiving the request.
  • 9.3 The Secretary will notify the details of the meeting to all members of the National Committee, each Regional Rep, the Editor of the Harleyquin and the Website Administrator, who shall in turn disseminate the information to Full and Associate Members in as expedient a manner as possible.
  • 10 REGION AGMs
  • 10.1 Each Region must hold a Region AGM, announcing the date and venue in the Harleyquin at least 30 days before the event.
  • 10.2 The Region AGM must be called within fifteen months of the previous Region AGM.
  • 10.3 The Region Representative or "Rep" shall be elected annually by simple majority at the Region AGM.
  • 10.4 A summary of the minutes of each Region AGM will be forwarded to the "Rep's Liaison Officer" for information. This summary will include the names of all those elected and the number of members present at the Region AGM.
  • 10.5 All Full and Associate Members may attend any Region AGM. No member may vote at the AGM of more than one Region.
  • 10.6 A Region will only be recognised by the Club and the Rep of that Region recognised as an officer of the Club, if the rules in this section are adhered to, and the summary of the minutes of the Region AGM have been received by the Reps' Liaison Officer acting on behalf of the National Committee. If not, the Region can be declared "dormant" by majority vote of the National Committee and such decision announced in the Harleyquin.
  • 10.7 If a group of members should wish to reactivate a Dormant Region then permission to hold an inaugural Region AGM must be sought from the National Committee.
  • 11 CHANGES TO THE CONSTITUTION
  • 11.1 The constitution can be altered by the Committee but all changes must be ratified at the next AGM to remain in force.
  • 11.2 Any proposed changes to the constitution must be received by the Secretary 14 clear days before the AGM.
  • 11.3 Changes to the constitution must be agreed by the majority of the members present at the AGM.
  • 12 VOTING
  • 12.1 A simple majority vote decides a resolution at any meeting (including AGM, EGM and Regional AGM).
  • 12.2 In the event of a tie, the Chairman will have the casting vote.
  • 12.3 Only members present at a meeting may vote on production of a valid membership card.
  • 13 DISSOLUTION
  • 13.1 A proposal to dissolve the Club shall only take effect if 80% of the membership agrees. Consensus will be sought by postal ballot. At least 28 days notice will be given.
  • 13.2 Any assets (financial or otherwise) remaining after the payment of all debts and liabilities shall be given to charitable purposes according to the wishes of the dissolving committee.
  • 13.3 Final accounts will be made available on request.
  • 14 ADOPTION OF CONSTITUTION
  • This Constitution was adopted by the Membership of the Harley- Davidson Riders Club of Great Britain at the AGM held on 10th March 2012.
  • ADDENDUM TO THE CONSTITUITION.
  • Clarification of Roles
  • PRESIDENT
  • The President will be responsible for upholding the constitution.
    • On a day to day basis the President will act as a figurehead and representative of the Club, attending meetings with other organisations, accompanied and advised by the Chairman and / or other Officers of the Committee when appropriate.
    • If negotiating with any outside body the President will only make agreements on behalf of the Club as mandated by the Committee and subject to final ratification by the Committee.
    • Further the President will Chair all meetings of a disciplinary nature held by way of Rule 3, it's sub clauses and adopted protocols. (Unless the president is party to the complaint in which case the Chair will revert to the Chairman).
    • The President will also coordinate the arrangement of the Club's Premiere International Rally.
  • CHAIRMAN
  • The Chairman shall be responsible for management of the Committee’s business.
    • Preparation of Agendas
    • Calling of committee meetings
    • Chairing all meeting of the general committee.
    • Management of the day-to-day running of the Club.
  • And to lead the Committee in the formation of Club Policy.
  • OTHER ROLES INDIVIDUAL DUTIES
  • Can be found within
  • The Role of The Harley Davidson Riders Club of Great Britain
  • Committee and its Officers.