1 NAME:  South Yorkshire Classic Car Club, hereinafter referred to as “the Club”, shall be situated at Rotherham, South Yorkshire, or such other place as the majority of the members shall determine.
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2 OBJECTS:  The objects shall be to carry on the business of a Club and in so doing to promote by all proper means the ownership and maintenance of classic cars.
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3 CLUB YEAR:  The Club year shall run from 1st January to 31st December. The Annual General Meeting shall be held in January each year with a lapse of not longer than 15 months between AGM’s. 21 days written notice including an agenda will be given to all members. An Extraordinary General Meeting may be called under the same conditions.
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4 MEMBERSHIP:  Open to those who have the interests of the club at heart, owners /enthusiasts of classic cars. Membership is at the discretion of the Committee. The Committee reserve the right to refuse admission or disqualify any member(s) / candidate(s). The Committee’s decision is final and cannot be entered into. All members will be required to sign up onto the club website for information and member management. ​
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5 MEMBERS CLASSIFICATIONS:  The Committee shall have the power to decide what the different classifications are.
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6 SUBSCRIPTIONS:  The annual subscription amount shall be of such a sum as determined at the AGM by a vote of members which shall be paid yearly on admission and subsequently in January each year. The amount of subscription can only be altered at the Annual General Meeting or Extraordinary General Meeting. Members joining after January will still pay the full amount.
A vote by members at the AGM shall also determine if a monthly subscription shall be paid or if that is incorporated into the annual subscription amount.
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7 CHANGE OF ADDRESS:  Any member changing his/her address shall within 14 days give notice to the Membership Secretary in writing of such address and until such notice is given all communications and notices sent to his/her last address shall be deemed to have been served upon such member.
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8 COMMUNICATION:  Unless otherwise instructed in writing by the member concerned, all communications shall be directed to the member’s address/e-mail/telephone.
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9 CESSATION OF MEMBERSHIP:  Membership shall terminate:

1. On resignation,

2. On non-payment of subscription,

3. On expulsion,

4. On death.

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10 DISCIPLINARY PROCEDURES AND EXPULSION:
1. Grounds for Disciplinary Action or Expulsion
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The Committee shall have the power to suspend or expel any Member from the Club on any of the following grounds:

• Financial Delinquency: Any Member whose annual renewal subscription remains unpaid for a period exceeding [3 calendar months] from the due date shall automatically forfeit their membership. This automatic termination shall not require a formal disciplinary hearing.

• Conduct Detrimental to the Club: Any conduct, whether by act or omission, which in the reasonable opinion of the Committee brings the Club, its officials, or its members into disrepute, or is prejudicial to the character, interests, and harmony of the Club.

• Online and Media Misconduct: The publication, posting, or broadcasting of defamatory, abusive, harassing, malicious, or hostile content regarding the Club, its Committee, or its Members on any public or private online forum, social media network, or messaging platform.

• Motoring and Safety Violations: Operating any motor vehicle in a reckless, dangerous, or anti-social manner (including but not limited to unauthorised speed trials, burnouts, or driving under the influence of alcohol or controlled substances) during, or in the immediate vicinity of, any Club-sanctioned meeting, cruise, rally, or exhibition.

• Regulatory and Legal Non-Compliance: Displaying or operating a vehicle under the name or banner of the Club at any official event without a valid certificate of motor insurance, a current road fund licence, or a valid statutory roadworthiness certificate (MOT) where required by law.

• Misuse of Club Assets: The unauthorised use of the Club’s name, logo, intellectual property, or membership database for personal commercial gain, political endorsement, or fraudulent misrepresentation.​

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2. Procedure for Discipline and Expulsion

To ensure compliance with the principles of natural justice, the following procedural steps must be strictly observed before any Member is expelled or suspended:

• Written Notice of Charges: Upon receipt of a formal complaint, the Committee shall provide the affected Member with at least [14 days’] written notice of the disciplinary meeting. This notice must clearly state the nature of the alleged misconduct and include copies of any supporting evidence.

• The Right to be Heard: The Member shall be entitled to attend the designated Committee meeting to answer the charges verbally, or they may choose to submit a written defence to the Committee prior to the meeting. The Member may be accompanied by a witness or representative for support, though this representative may not speak on the Member's behalf unless permitted by the Chair.

• Voting Threshold: No Member shall be expelled or suspended unless a resolution to that effect is passed by a [two-thirds / three-quarters] majority of the Committee members present and voting. The vote shall be conducted by secret ballot.

• Notification of Outcome: The decision of the Committee shall be communicated to the Member in writing within [7 days] of the vote being taken, stating the reasons for the decision.​

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3. Right of Appeal

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• Lodging an Appeal: Any Member expelled or suspended under this Section shall have the right to appeal the decision. The appeal must be lodged in writing to the Club Secretary within [14 days] of receiving the written notice of expulsion.

• Mechanism of Appeal: Upon receiving an appeal, the Committee shall either:

  • (Option A) Refer the matter to an independent appeal panel consisting of three senior members who do not sit on the core Committee.

  • (Option B) Place the appeal on the agenda for the next Annual General Meeting (AGM) or convene an Extraordinary General Meeting (EGM) within [28 days], where the expulsion may be overturned by a simple majority vote of the general membership present.

• Status Pending Appeal: The individual’s membership rights and access to Club events shall remain suspended pending the outcome of the appeal.​

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11 STRUCTURE OF THE COMMITTEE:  
Core Officer Roles (The Executive Committee). 
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President / Chairperson 
Core Focus: Leadership and strategic vision. 
Responsibilities: Chairs all monthly meetings and the Annual General Meeting (AGM). Acts as the primary public face of the club, signs off on major club decisions, resolves internal disputes, and ensures the committee adheres to the club constitution. 
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Vice President / Vice Chair 
Core Focus: Operational support and continuity. 
Responsibilities: Steps in to lead meetings and manage club business if the President is absent. Often takes on special 
long-term projects, such as overseeing the club's transition to a protected legal structure or managing corporate sponsorship deals.
 
Secretary 
Core Focus: Administration and legal compliance. 
Responsibilities: Handles all official correspondence, takes minutes at committee meetings, and maintains official records. They manage the membership database, send out meeting agendas, and file any annual returns required by your local government or corporate registry. They will be the designated data controller. 
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Treasurer 
Core Focus: Financial management and accountability. 
Responsibilities: Manages the club bank account, pays invoices (like public liability insurance and venue hire), and collects 
membership dues. They provide the short financial updates at every meeting and prepare the annual financial statement for the AGM 
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Safeguarding Officer 
This position exists to ensure the club remains a safe, inclusive, and legally compliant environment. The Safeguarding Officer acts as the principal advisor to the committee on all welfare matters and serves as the primary, confidential point of contact for any safety concerns, allegations, or disclosures, members, parents, and external authorities.
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Marketing & Social Media Coordinator / Editor
Core Focus: Attracting new members and digital promotion. Responsibilities: Manages the club’s website, Facebook group, and Instagram or video channels. They create digital content to showcase your runs and meets, and run targeted local 
promotions to attract younger enthusiasts driving 90s and 2000s "modern classics." 
 
Edits and distributes the monthly club newsletter or magazine (digital or print). They write up event recaps, feature members' car restoration stories, and help interview retiring members to preserve the club's technical knowledge library. 
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Structure of the Executive Committee. 
The officers of the Club shall consist of the following: Chairperson, Vice Chairperson, Secretary or Joint Secretaries, Treasurer, Safeguarding Officer, Marketing & Social Media Editor / Coordinator plus at least four ordinary Committee members. All the above have one vote per proposal – the Chairperson having the casting vote. 
The Committee shall meet once a month or at any other time deemed necessary. A quorum will be 50% of the Committee plus one extra Committee member/Chairperson. The exact number forming a quorum will be decided at the first Committee meeting of the year. 
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The Committee shall be elected by vote to be held at the AGM or EGM. 
Any Committee member being absent from three consecutive meetings of the Committee, unless written explanation has been received by the Secretary, which the Committee deem satisfactory, shall cease to be a member of the Committee. 
A minimum of 48 hours notice required when calling an extra/emergency Committee meeting but as much notice as possible to be given where possible. 
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12 ELECTION OF OFFICERS AND CHAIRPERSON:  Election of Officers and Committee shall occur at the AGM or at a meeting of the Club. Every candidate for office shall be proposed and seconded by two members. Each member of the Club shall have one vote for each vacancy and no member shall give more than one vote to any candidate. The election of the incoming Chairperson is held under the direction of the outgoing Chairperson or their nominated representative. The election of the remaining Officers and Committee shall be held under the direction of the incoming Chairperson. If the incoming Chairperson is not present, the election of officers will continue one at a time under the direction of the outgoing Chairperson or nominated representative until the next most senior official elected is present. That official then continues with the rest of the AGM.
All nominations for Officers and Committee are to be received in writing at least 21 days prior the AGM.
Voting by proxy will be allowed on the production  of a letter of authorisation from the Club Member, worded along the lines of:
I ________________ authorise ___________ to vote for me on all matters arising at the AGM.
Signed: ___________________
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13 INSOLVENCY:  In the case of insolvency, Officers and Committee members shall be liable for a maximum of £1 (one pound sterling) each.
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14 WINDING UP:  The Officers and Committee shall serve notice of intent to wind up the Club to all  paid up members and shall call a Special General Meeting to obtain authorisation from those members to do so. All members shall vote at the meeting on the distribution of the Clubs assets. A majority decision will carry. Only members at the meeting will be entitled to vote. The Committee and Officers shall proceed to distribute the assets as agreed and shall then terminate the Club accordingly.
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