TITLE
The club
shall be know as The GTi CLUB OF SOUTH
AFRICA
The
objectives of the club shall be to:
a)
The Club Operates on a Non Profit
basis and utilises it’s funds for the benefit of the club’s paid up membership.
b)
Hold meetings, events and outings,
at the discretion of the committee, and to co-promote with other clubs.
c)
Meetings will be held either at The
Multi Motor Club or at WPMC Killarney.
d)
Maintain a register of Club members
as a basis of mutual contact.
e)
The club shall have 2 bank accounts,
held at Nedbank,
f)
The GTi Club account: 1926 00 7778
for General club expenses/membership fees.
g)
The GTi Challenge account: 1926 00
7751 specifically for expenses related to GTi Challenge racing such as the
purchase of tyres and brake pads.
h)
The Clubs postal address is
i)
Exchange and pool technical
knowledge, data and experience.
j)
Establish a library of handbooks,
spares manuals, road tests and catalogues, etc.
k)
Circulate a regular bulletin, giving
names of owners, new members, technical data and facilities for exchanging
information and spares.
l)
Promote
the web site www.gticlub.co.za as a method to
communicate with members (new and existing).
m)
Promote
and manage the racing series known as GTi Challenge. This will be accomplished
by:
n)
– A
separate GTi Challenge Committee, run as an autonomous body taking care of the
day to day running of the GTi Challenge racing series
o)
– The GTi
Challenge Committee, will use the GTi Club’s Constitution as a basis /
guideline iro issues such as disciplinary action.
p)
– The GTi
Challenge Committee’s decision iro issues affecting GTi Challenge Racing and
it’s members (also being club members), be they drivers / supporters / family,
is final and as such does not have to be ratified by the GTi Club Committee.
MEMBERSHIP
a)
Membership shall be open to any
person who owns or drives a VW product, shows interest in VW products, or shares the objectives of
the Club regardless of race, colour or creed. The Committee, however, reserves the right to
refuse or accept an application without disclosing its reasons.
b)
Annual membership shall be from 1st
January to 31st December.
c)
Membership of the Club shall not
give any member any right, claim, interest or demand in, or to, any monies,
property or assets of the Club, but shall only confer on such member the right to use and enjoy the properties
or facilities as provided by the Club for the benefit of its members.
d)
Family Membership - Wives or
husbands of club members and their immediate family shall be deemed to be
Family Members on payment of Family membership subscription by the full member,
and shall enjoy full membership privileges with the exception of voting rights.
e)
Any
full-time student can enjoy the same privileges as a Family membership, upon
submission of proof and approval by the Committee/Membership Committee member,
on payment of Student membership subscription
f)
Honorary
Life Membership - Nomination for H.L.M by unanimous recommendation of the
Committee. Vote to be on 2/3rd majority at A.G. meeting. H.L.M. may only be
granted for exceptional services to the Club. Membership shall be restricted to
5% of members register.
The Committee shall determine entry fees, subscriptions, payable on application of membership, from time to time.
Splitting the year into quarters the pricing for new members
will be as follows:
1)
Beginning
January through End September – R200
2)
Beginning
October through End December – R100
3)
Family membership – Main Member – R300 + R75(additional)
4)
Student membership – R 100
5)
Senior membership (over 55 years old) – R100
Special: A
new member joining from beginning October to end December has the option of,
instead of paying the R100 joining fee, paying the full membership fee (R250),
which will have their membership be valid till December the following
year. i.e. he pays R250 at the end of
2008... he is then a valid member till December 2009.
The
rates may be subject to alteration on the recommendation of the Committee, and
approval of 2/3rd majority vote of members at any Annual General Meeting or an
Extraordinary General Meeting convened for the purpose.
SUSPENSION OR EXPULSION
The Committee shall be empowered to suspend or expel any member whose conduct it deems to be prejudicial to the interest of the Club and its members, failing an explanation satisfactory to the committee. The prescribed disciplinary procedure has to be followed.
DISCIPLINARY PROCEDURES
The
Chairman welcomes all present, makes sure that a proper recording procedure is
followed and:
a)
Informs all present that the meeting
is of a disciplinary nature and its purpose is to address itself to a matter
concerning: “Mr A’s purported misconduct … etc”
b)
Enquire from the Secretary if all
committee members received notice of the meeting.
c)
Then enquire from the Secretary if a
quorum is present. If not, all decisions
of the meeting will need to be ratified at a following meeting where a quorum
is present.
d)
Upon confirmation of a quorum,
declare the meeting properly constituted and qualified to proceed with the
business placed on the table.
e)
Read out the name of the accused,
and the general nature of the complaint/s, which is to be addressed.
f)
Ask if any witnesses will be called
and if so request them to excuse themselves to another area.
g)
Address the accused and read out all
the charges one by one against him/her.
h)
Give the accused an opportunity to
respond separately to each charge and have witnesses relevant to the particular
charge called in one by one to testify firstly against the accused and secondly
for the accused.
i)
Witnesses may be cross-questioned by
all committee members.
j)
After hearing the charges and the
witnesses, allow the accused a concise response.
k)
Declare a closed session and warn
the accused not to talk to or confer with any witness whilst the committee is
in closed session.
l)
After conferring with the committee
members call the meeting to order again and read out the findings of the
committee on each separate charge.
m)
Ask the accused to submit mitigating
evidence if found guilty. If found not
guilty, declare the meeting closed.
n)
Depending on the quality of the
evidence the committee may again decide to go into closed session to consider
the mitigating evidence.
o)
Declare the meeting open again and
inform those present of the decision.
p)
Thank everyone for his or her
attendance and declare the meeting closed.
a)
The Club shall be directed and its
business transacted by a COMMITTEE consisting of a Chairman, a Vice-Chairman, a
Secretary/Treasurer and not less than one and not more than twenty ordinary
members.
b)
The QUORUM for decisions made at the
meetings of the committee shall be 50% + 1.
Meetings of the committee shall be held at least once per month, but the
Chairman, if he deems it necessary, may call EXTRAORDINARY/SPECIAL meetings in
addition.
c)
The committee for the coming year
shall be elected by majority vote at the Annual General Meeting. Only properly nominated members may be
elected.
d)
Nominations
for the committee shall be in writing and shall reach the Secretary of the club
at least FOURTEEN days before the Annual General Meeting. Each nomination shall state the name and the
membership number of the nominator and the nominee, together with the latter’s
consent to being nominated.
e)
Voluntary
acceptance of a portfolio. If there are
more than two volunteers for a specific portfolio the decision must be taken by
voting. If there are no volunteers for a
specific portfolio within the committee, then the committee may decide by
majority vote that will receive this portfolio.
g)
At all meetings every relevant
member shall deliver one vote, save that in the event of a tie the Chairman
shall have the casting vote.
h)
All decisions of the Committee shall
be final and not subject to appeal in any court of law except in the case of
any matter of pecuniary nature, where such right shall lie to the court having
jurisdiction in the area concerned.
i)
The Committee shall have power to
appoint ex officio a President and a Vice-President. Such appointments shall be ratified at each
Annual General Meeting.
j)
Any
Member of the Committee who shall, without sufficient reason, absent themselves
from three consecutive Committee Meetings may be assumed to have resigned from
the Committee.
k)
Whoever serves on the committee for two or more full
terms will receive HLM pending approval at the following AGM
PERKS
OBJECTIVES:
1)
To ensure that no one shall abuse
his/her position as a committee member for any form of personal gain.
2)
To ensure that committee members
shall always have the best interests of the Club at heart.
3)
To ensure that committee members are
rewarded for their time and effort spent for the betterment of the Club.
DEFINITIONS:
A) Perk: Any
benefit including goods, services, options or monies received by virtue of
one’s involvement in the Club.
B) Committee Member: A person officially appointed to perform a
function or functions such as regulating, organising or acting for a larger
body (the Club).
C) Club: The GTi
Club is a group of people sharing a common interest and who meet on a regular
basis for social, competitive and educational purposes.
RULES:
1)
No committee member shall receive
and retain any personal perk as a result of his/her involvement in the Club.
2)
In the event of a perk being offered
to a committee member it shall only be accepted on the clear understanding that
such a perk shall solely and exclusively be utilized for the benefit of the Club
and its members.
3)
Such a perk or perks shall,
depending on circumstances, either be used as event prizes or be auctioned
amongst club members. This shall be
determined by majority vote.
4)
Should any committee member be found
to break one or more of these rules such a member shall, pending an
investigation by the committee, immediately be relieved of his/her position and
duties.
5)
Committee members receiving benefits
due to his/her personal involvement with a benefactor may be exempted from
these rules provided such involvement of interest is openly declared to the
committee. The committee shall in such
an event rule by secret ballot on permitting such benefit, which ruling shall
then be deemed final and binding on all parties.
6)
The committee should first clear any
uncertainty or doubts regarding perks.
7)
All
committee members will be reimbursed all expenses directly attributable to the
Club. Where by virtue of position, that Committee member feels obliged to
attend a function or perform some duty, the Club may reimburse the expenses
incurred. The Committee Member, feeling so obliged and wishing to have such
reimbursement shall seek approval of the committee prior to the involvement of
the expense.
REWARDS:
1) Entry
fees payable to the club will be waived for committee members at events.
2) Prior
to utilizing any vehicle obtained from VWSA for private use, the recipient
shall accordingly inform the committee of such a perk. The committee, excluding the applicant, shall
then vote by secret ballot whether the recipient is entitled to such a perk.
3) In
the event of transport being provided by a club sponsor to event, the following
vehicle seating preference shall apply:
a) Chairman
b) Vice
Chairman
c) Events
Manager
d) Remaining
committee members
e) Committee
member’s spouses in above sequence
f)
Remaining seats to be offered to
club members by means of drawing names out of a hat.
4) The
Club PC shall be allocated to either Events Manager/PRO/Secretary (in order of
Merit) to perform their Functions and Duties as set out in the
constitution.
FINANCIAL RULES
GENERAL
1) The
treasurer shall have charge of and maintain a proper set of books in accordance
with accepted bookkeeping principles and practices.
2) Book
entries shall indicate each department’s income, expenditure, and
profits/losses on a monthly basis.
3)
The treasurer shall present a
detailed statement of the club’s financial position at the monthly committee
meeting.and a summary
at every members meeting.
4) No
remuneration or gratification of sorts shall be paid to any member (or his/her
associated business) unless expressly authorised by the committee in writing.
5) It
shall be the duty of the chairman to ensure that a copy of these rules is
handed over to the incoming treasurer.
6) Any member having an interest in the
affairs of the Club may inspect the books at any reasonable and convenient time
upon previous notice being given to the Committee.
RECEIPTS
1) The
treasurer shall collect all subscription and other monies due to the club.
2) All
monies received by the club shall be paid into an account authorised by the
majority of the committee. Such
account/s shall always be opened in the name of the GTi Club of
3) All
material goods donated to the club shall officially be receipted and listed in
an asset register compiled and upheld by the treasurer.
4) All
sponsor monies shall be banked directly into the authorised club banking
account.
5) In
order to assess the club’s turnover accurately and assisting the treasurer to
keep proper accounts, sponsors should where possible be deterred from dealing
with suppliers on behalf of the club.
6) In
the event of a sponsor insisting to negotiate directly with a supplier such
action may be authorised by the committee.
Besides a normal vote the treasurer shall in such a particular instance
be afforded a right of veto,
EXPENDITURE
1) The
treasurer shall sign all cheques on behalf of the club and one other member
appointed by the committee. Family
members may not be appointed as co-signatories.
2) No
cheques shall be made out to “CASH”.
3) No
monies may be paid out which bypasses the official club account.
4) All
processed and cancelled cheques shall be properly secured to its original
counterfoil.
5) Where
possible, accounts shall be opened on behalf of the club; such accounts are to
be paid on a 30-day basis after presentation of appropriate statements.
6) Where
accounts cannot be obtained, properly authorised cheques shall pay C.O.D.
purchases.
7) Petty
cash purchases shall be kept to the absolute minimum. For every purchase, cash slips clearly marked
stating for what, who, paid by, and to who shall be obtained and kept.
8) Accounts
in excess of R500.00 shall only be paid after authorisation by the committee.
9) Accounts
paid for amounts smaller than R500.00 shall be listed, summarised and presented
at the very next committee meeting.
ORDERS
1) All
orders given to any institution on behalf of the GTi Club, in excess of R500.00
must first be cleared by the committee.
All orders given smaller than R500.00 must be presented at the very next
committee meeting.
2) No
order may be given without an official GTi Club order.
ENDORSEMENTS:
Commercial
products or enterprises may be endorsed, and the Club name be used for any such
endorsement as long as such endorsement lends a charitable and beneficial
result to the club, a cause or to the country in general.
BUYERS GUIDE
PURPOSE
a) The
members must gain a benefit of sorts e.g. concession.
b) The
club must gain a benefit of sorts.
c) The
dealer must gain a benefit of sorts.
d) The
guide must have suppliers/dealers in it that will help to further the aims of
the GTi Club. All products and services
must carry a reasonable warranty.
e) The
member must produce a current GTi Club card to the dealer/supplier to obtain
the benefit negotiated by the club.
f)
The GTi Club shall undertake to
mediate in any member complaint against an authorised dealer/supplier.
ANNUAL GENERAL MEETING
An
Annual General Meeting (GTi Club and
GTi Challenge) of the Club shall be held in December of each year. The
Secretary shall give Twenty-one days notice of the meeting to the members.
Any Member
may appoint any other person, who need not be a Member, to act as his proxy in
any business conducted at the Annual General Meeting. Prior to the commencement
of the elections the proxy shall submit to the Chairman satisfactory written
authorisation to act.
EXTRAORDINARY GENERAL MEETING
An
Extraordinary General Meeting shall be called by the Secretary, on receipt of
written application, signed by at least fifty members. The Secretary shall give twenty-one days’
notice of such a meeting to the members.
SPECIAL BUSINESS
The
income and the property of the Club whosesoever derived shall be applied solely
towards promotion of the objectives for which the Club has been established and
no portion thereof shall be paid or transferred, directly or indirectly, to any
member of the Club, provided there is nothing herein contained shall prevent
the payment in good faith of reasonable remuneration to any officer or servant
of the Club or to any member thereof in return for service actually rendered
for and on behalf of the Club. This all
is provided the relevant sections in the Financial Rules are abided by.
When in the opinion of the Committee
a particular asset is of no further use to the Club notice of disposal will be
given at the next general meeting, where a request for tenders for purchase of
such asset from members will be advertised and the closing date of the tender
process. The closing date will be such to coincide with a monthly general
meeting. All tenders are to be in writing, addressed to the Secretary and be
clearly marked 'tender for purchase' and will remain unopened until the meeting
of the closing date. At the meeting of the closing date the Secretary will open
all tenders and the highest tender will be the successful purchaser. If there
are two or more equal highest tenders the item for tender will then be
auctioned to the highest bidder provided it is above the highest tender.
Upon
the winding up or abandonment of the Club, the assets of the Club remaining
after the satisfaction of all its liabilities shall be given or transferred to
some other institution, having objectives similar to that of the Club, to be
determined by the members of the Club at or before the time of its dissolution.
AMENDMENTS TO THE CONSTITUTION
Alterations
or additions to this Constitution shall only be made at the Annual General
Meeting; notice of such alterations shall be submitted, in writing, to the
Secretary at least fourteen days prior to the meeting. All new rules and alterations to existing
rules shall require a two-thirds’ majority of the members attending.
As approved
at Annual General Meeting
2009 GTi Club Executive Committee Members:
Chairman
(Exec): Howard
Daniels
Signature:
Date:
Vice
Chairman (Exec):
Signature:
Date:
Events
Manager (Exec):
Signature:
Date:
Assistant
Events Manager (Non Exec): Stephen Daniels
Signature:
Date:
Treasurer
(Exec): Rob
Gillman
Signature:
Date:
Signature:
Date:
Webmaster
(Exec): Howard Daniels
Signature:
Date:
2008 GTi Club Non-Executive Committee Members:
Merchandising/Admin
(Non Exec):
Signature:
Date:
Creative
Writer/Newsletter Editor (Non Exec):
Signature:
Date:
Photographer
(Non Exec):
Signature:
Date:
Duties outside of events: In collaboration with
committee member assigned to an event, organize event, from booking of venue to
providing event details to the webmaster for uploading on the website, to
ensuring that all paperwork is done for the event. Consult with Editor to
ensure that club image is upheld. Consult with PRO for sponsorship /
advertising for event.
Duties at Events: Ensure smooth running of the event, from start to
finish. Ensure enough committee members are available to work on the day
and, in collaboration with responsible committee member, assign committee
members to tasks required during the event.
TREASURER
Duties outside of events: Ensure finances are taken care of.
Record all monies coming in or to be paid out. Consult with
administrator regarding membership fees. Allocate monies accordingly i.e.
membership, event fees, sponsorship etc. Monthly financial statements presented
at committee meetings, and yearly financials for AGM. All monies to be
deposited into or paid out of the bank account. No cash to be paid out. All
money paid out is upon the approval of the entire committee. The Treasurer will maintain the
Club Asset Register, which will cover all items of value, considered property
of the Club. The Treasurer will also maintain a record of the whereabouts of all
assets, and conduct an audit each year to confirm the accuracy of the asset
register.
Duties at Events: Ensure takings for the day are
recorded and banked. Pay for sundry items. Allocate membership fees
brought in.
WEBMASTER
Duties outside of events: Ensure that website is updated with upcoming
events details as well as links to results and photographs. Ensure that
website is user-friendly and all functions on website are in working order.
Ensure bulletin board is pruned regularly and all misplaced topics are
correctly categorized. Generate monthly website statistics for committee
meeting review.
The Webmaster is the primary decision maker for content on the Club
website (www.gticlub.co.za).
This pertains to editing and managing all contents of the website. Due to
the nature of website development and maintenance, editing and managing of the
website may be done without consent from the Executive Committee.
Duties at Events: To collect and enter all results
as well as check them against entries for mistakes. Publish the results within
5 days of the event in conjunction with the editor’s review on how the event
ran.
EDITOR
Duties outside of events: Designing of the newsletter. Promoting
the image of the club. Ensuring that all correspondence / posts are checked for
accuracy and image before sending out. Ensure stationery is kept updated and
that all correspondence is sent on club stationery. Ensure results of events
are checked and posted timeously. Work in collaboration with Webmaster to
ensure the website promotes the image of the club. Ensure that all
documentation for events is done in line with club image, including membership
documentation.
Duties at Events: Assist where help is needed at
events. Post event review to be posted to members, in collaboration with
Webmaster.
MEMBERSHIP / ADMINISTRATOR
Duties outside of events: All membership and admin duties.
Ensuring membership database is up to date. Print membership cards,
distribute welcome packs to new members, ensure email list is updated, SMS list
updated etc.
Duties at Events: Handle membership at events, and doing entries.
Collect membership forms and capture them to database after event. Do
membership promotion.
PHOTOGRAPHER
Duties outside of events: Capture and resize all event photographs as
well as remove “dud” photos from the album. Brand images to ensure
leeching of photos do not take place. Hand all photos to Webmaster for
uploading. Look after club camera. Find replacement photographer if
unable to attend an event. Hand over camera to replacement before event.
Duties at Events: Take photos of
Any of the above committee members may be elected as “Chairman” or
“Vice-Chairman”. All committee members assume equal responsibilities and
have equal voting rights. Only the Chairman has a casting vote in the
event of a tie.