Durham Eastenders British Car Club

Constitution and By-laws

 

 

1. Club Name and Logo

 

a.   The club shall be known as the: Durham Eastenders British Car Club.

 

b.   Any reference in this Constitution and By-Laws to the “Club” shall mean the

      Durham Eastenders British Car Club (DEBCC)

 

c.   The official club logo shall be as shown in attached “appendix  I “ showing a three

      spoke steering wheel superimposed over a separate Canadian (left hand) and

      British Union flag (right hand). “EASTENDERS”  in upper case shall be above

      the upper wheel section while “British Car Cub” shall be below the lower wheel

      section.  The words “Durham Est, 2003” is shown inside the lower third of the

      wheel. Dominant colours shall be red white, blue with the steering wheel black.

 

  1. Mission statement;

Our purpose is to preserve and enjoy the “Grand Heritage of

British Motor Sports” by encouraging fellowship with people of common

                  interests.

 

 

2. Membership

 

  1. Membership shall be open to all who posses or have an interest in the British Motor vehicle industry product(s) and shall include all British Marques.

 

  1. An annual membership fee shall be agreed to by the Executive and the fee is as shown in “addendum II”.

 

  1. The period of “bona fide” membership shall be for a twelve (12) month period and expire on the Thirty First (31st) of March each and every year.         

 

  1. Membership fees shall be paid in Canadian currency and due on or by the expiry date shown under By-Law 2 (c).

 

  1. Membership shall provide all privileges and benefits offered by the club and its activities.

 

  1. Persons not in good standing with the club due to failure to renew membership, or for disciplinary reasons, shall be denied club privileges.

 

  1. A grace period of 30 days shall be extended to all members who fail to renew by the membership expiry date.

 

  1. A member must be a person of legal driving age in Ontario.

 

  1. Membership shall include a spouse or partner.

 

  1. Any person whose membership is overdue, shall be notified in writing only once during the grace period after which the member shall not be in good standing and  will not be contacted further regarding outstanding dues

 

  1.  Any member with a complaint that cannot be resolved shall submit the complaint in writing to a member of the executive for discussion and resolution at the next executive meeting. The decision of the executive is final.

 

l.      At the discretion of the executive, a lifetime membership may be granted for

       exceptional service to the club and its membership.

 

 

3. Executive Positions

 

      a.    The Executive positions shall be elected by the membership and strictly voluntary

 

b.        The positions for the executive shall be;

Elected                                                           Appointed

 

            President

                                                                                    Immediate Past President

                                                                                    Special Adviser(s)

            Vice President

            Financial Treasurer

            Executive Secretary

            Membership Secretary

            Events Planner

                                                                                    Internet Web Master

                                                                                    Special Adviser(s)

                                                                                    Special Greeting Coordinator

                                                                                    Archivist

 

      c.     The period for any Executive position shall be 2 years and start and finish

               September 30th. in any given year.

 

      d.    Candidates for Executive positions shall be solicited from “bona Fide” members

              in good standing.

 

      e.    Candidates for Executive positions shall be voted into office unless the position is

             uncontested at which time the candidate shall be acclaimed.

 

      f.     Should an Executive position be vacated before the term expires, the President

             and Executive may appoint a member in good standing to fill the vacancy until

             the next club elections,

 

      g.     Executive meetings shall be called by the President as and when required but no

              less than once per quarter unless prior Executive approval is given.

     

      h.     The President may cancel a given Executive meeting if there is no likelihood of  

              having enough Executive members present to attain a Quorum of 4 members.

 

 

4.  Sub-Committee(s)

 

      a.     The executive may appoint a sub committee(s) at any time to assist, organize or

              oversee a particular event or activity.

 

      b.     Sub-committee(s) shall report to the executive at the next executive meeting.

 

 

5.  Club Sanctioned Activities

 

      a.     Club sanctioned activities shall be for the benefit of all members in good

              standing.

 

      b.     Sanctioned activities shall be defined as;

                        Open;    All members and invited guests

                        Closed; Only members in good standing may attend.

 

      c.     All prizes and awards shall be discussed and approved by the Club Executive as

              recommended by the Event Coordinator prior to the sanctioned event.

 

       d.     Use of the club name and Logo on any prizes shall be approved by the executive

                and their use strictly under the control of the Event Coordinator.

 

       e.      Club sanctioned events are listed in Appendix III

 

 

6.  Regalia

 

      a.      Purchase of regalia for use by, or for sale to, club members shall be approved by

               the executive before purchase to ensure that inappropriate wording or images

               are not used on club regalia that may be offensive in nature.  Any use of the

   club logo shall receive prior approval of the executive and conform to the art

   work shown in attached Appendix I.

7.  Liability

 

a.              The club shall carry liability insurance of at least $1,000,000 dollars Canadian

   to cover any litigation against the Club and it’s Executive.

 

b.            Liability waiver/release forms for any and all club sanctioned events shall conform to that shown in Appendix IV

 

c.             Any incident at any event will be documented by the event leader per the report and forms listed in appendix V

 

     

8.  Media

    

      a.       Representation to or communication with the media by any club member or

    official shall first be cleared by the executive at a regularly scheduled meeting,

    or, a Special meeting called for this purpose.

 

 

9.  Constitution and By-Law Amendment

 

      a.     This Constitution and By-Law must receive majority approval of the

              membership to be invoked.

 

      b.      Amendment, deletion or addition of any By-Law in this constitution may only

               be proceeded with through majority vote by the membership at a special 

               club meeting.  Announcement to change any By-Law must be submitted

               to the membership at least 30 days prior explaining reasons for addition,

               amendment and need for the change.

 

 

10. British Vehicle Definition

 

      a.      For the purposes of defining a British vehicle for entrance into a club event or

               the awarding of a club prize or trophy, the vehicle in question must conform to

               at least one of the following;

 

-         Be of British manufacture

-         Be built from or contain a majority of British parts

-         Be of British design or British kit car

-         Be in the spirit of a British design or represent a past British make/model in appearance

-         Be either a British motorcycle, passenger car or light truck

-         Be of British make assembled in a foreign country

 

11. Sanctioned Driving Events

 

     a.      Any vehicle entered in a club sanctioned driving event shall be fit for driving and

              conform to Ontario Ministry of Transport requirements for that vehicle.

 

     b.     Vehicles driven in a club sanctioned highway event shall have vehicle insurance

              coverage be plated and posses a current license plate tag/sticker.

   

      c.     The club shall not encourage or tolerate the laws of Ontario to be broken in

              any form or manner during any club sanctioned event.

     

      d.    All safety equipment on vehicles entered in any sanctioned club event shall be

             operable, i.e. brakes, wipers, lights, etc.

 

      e.    Operators of vehicles shall carry a current and valid license for the vehicle

             driven.

 

      f.     Speed or time trials shall not be conducted as a sanctioned club event.

 

      g.    Liability waivers shall be signed by vehicle owners for all club sanctioned

             driving events.

 

      h.     Any vehicle entered in a club sanctioned driving event shall conform to

              By-Law 10 (a).

 

 

12 Sanctioned Show Events.

 

      a.      For the purposes of this By-Law section, club sanctioned show, display or

               exhibition shall be abbreviated as “show”.

 

      b.      Vehicles entered for show shall conform to By-Law 10 (a).

 

      c.       Vehicles considered dangerous, hazardous or found to be leaking fuel shall not

                be permitted on the show ground or field and denied any form of participation

                in the event.

 

d.            The club shall organize and provide a first aid kit, with fire extinguishers to be

readily accessible at the registration headquarter at all sanctioned shows.

 

 

 

 

 

 

        

Document Version Control

 

(Note: this is a record of changes. All changes will have been incorporated above.)

 

First Draft 

2007 - 08 – 17           -----------         P. Allen

 

Amended

2008-02-14

            Member definition refined

            Executive positions refined (elected and appointed)      

Appendix

IV -- Release/waiver Form

developed/added

V --- Event Incident Log Book and Incident Reporting Forms

developed/added

                                    reference added to section 7.c Liability

 

Amended

2008-03-16

            Member definition refined

            2.h

            A member must be shall be defined as a person of legal driving age in Ontario.

Appendix

IV -- Release/waiver Form

I have read the DEBCC Constitution & By Laws and agree to abide by it if I am accepted as a member. I have read, understand and agree to the usual release required by DEBCC regarding public liability for any property damage or injury incurred during Club activities and agrees not to sue DEBCC and the respective officers, directors, employees and agents (hereinafter, the “RELEASED PARTIES”)for any injury or damage sustained.

 

Amended

2008-03-17

Appendix

IV -- Release/waiver Form

I have read the DEBCC Constitution & By Laws and agree to abide by it if I am accepted as a member. I have read, understand and agree to the usual release required by DEBCC regarding public liability for any property damage or injury incurred during Club activities and agrees not to sue DEBCC and/or the respective officers, directors, employees and agents (hereinafter, the “RELEASED PARTIES”)for any injury or damage sustained.

PLEASE READ THIS RELEASE BEFORE SIGNING

The undersigned (on my own behalf, and that of my heirs, personal representatives, successors and assigns), for and in consideration of the opportunity to participate in a “Ride”, “Rally”, “Field Meet” or …………………………….

 

Amended

2008-03-20 --- DEBCC Monthly Membership Meeting

            Minor Errors

            Change in Executive meeting frequency

            Change in complaint progress