Rules of the Enfield and District Veteran Vehicle Society Ltd.
Register No: 17125 R Mutuals Public Register
1. a) The name of the Society shall be the “Enfield and District Veteran Vehicle Society Ltd.” (Hereafter called “The Society”).
b) The registered name of the Society shall be clearly displayed at every place at which the business of the Society is carried on.
c) All correspondence and documentation of the Society shall bear the official logo or letterhead of the Society as it presently stands, or may, at any future time, be agreed.
2. a) The objects of the Society shall be to:
• provide a non-profit making society which exists to promote the permanent preservation, for the benefit of the public and especially the inhabitants of the London Borough of Enfield, of vehicles of any type being old and of historic interest or scientific importance and to protect and preserve particular vehicles of special merit and to educate the public in the history of transport and technical details, engineering and performance of such vehicles.
2. b) The Society will achieve the above objects by the following powers:
• arranging meetings with speakers for the community which develop knowledge and expertise of such vehicles
• advancing interest and knowledge of members of the public about such vehicles through arranging and exhibiting at shows and rallies in the district and surrounding areas, especially in the Enfield Pageant of Motoring and by promoting such interest by any methods considered appropriate
• assisting and developing the work and activities of the Whitewebbs Museum of Transport in educating the general public by providing ambassadors and volunteers to work at the Museum and its events under the direction of the Trustees of the Enfield and District Veteran Vehicle Trust – charity number: 27568
• publishing pamphlets, brochures, etc. and operate a website or other electronic messaging system, describing such vehicles and Society activities.
2. c) The Society Committee may purchase, obtain, sell, or dispose of any items that they consider will achieve the objects above.
3. a) The Registered Office of the Society shall be at The Whitewebbs Museum of Transport, Whitewebbs Road, Enfield, Middlesex EN2 9HW or such other place as may from time to time be decided by the Committee.
b) In the event of any change in the location of the Registered Office, the Secretary shall send to the Registrar notice thereof, within 14 days, in the form prescribed by the Treasury regulations.
4. a) “Members” of the Society shall be the persons who complete and submit official application forms, have paid the required fee and whose membership has been approved by the Committee.
b) Only individuals shall be admitted as Members.
c) Only applications made on official forms will be considered.
d) Membership will last until 31st December each year and must then be renewed.
e) In the event of a breach of these rules, or other conduct prejudicial to the Society, the Committee shall have the right to expel the member(s) concerned, failing a satisfactory explanation.
f) Any dispute arising between Members of the Society, or an official thereof, and any appeal by a Member against a decision made by the Committee shall be decided by reference to an Annual or Extraordinary General Meeting.
5. A copy of these rules shall be made available to all Members on the Society section of the EDVVT website and in paper form.
6. a) Members shall conduct themselves in such a manner that the interest, standing and the good name of the Society shall be in no way impaired or damaged.
b) Every Member shall abide by the Rules of the Society and with any modifications of them made in accordance with them.
c) In case of dispute or disagreement as to the interpretation of the rules, Members should accept the decision of the Committee as final and binding.
7. There shall be TWO sections of Membership:-
a) FULL MEMBERS: any person interested in the aims and objectives of the Society.
b) ASSOCIATE MEMBERS: any person from the family of a Full Member or a partner of a Full Member who has paid their subscription and resides at the same address. A reduced rate of fee is offered to Associate Members.
c) Both sections of membership shall have full voting rights.
d) The membership year will be from the 1st January to 31st December.
e) Members may only join the Society for a period not exceeding 12 months except as provided for by paragraph (g) below.
f) The subscription rates for both sections will be fixed from time to time by the Committee.
g) New members joining after July 31st shall pay half the annual subscription.
h) The Committee has the authority to bestow Free Life Membership on any member.
8. a) Each Member shall on admission pay for one ‘share’ in the Society of value 10p.
b)This share shall not be transferrable or withdrawable and shall be forfeited on cessation of Membership from any cause.
c) A member shall only hold ONE share.
9. The financial year shall run from August 1st to July 31st.
10. Members who wish to resign from the Society shall give notice to the Secretary in writing. They shall be liable to the Society for their subscription for the year in which they resign.
11. a) The business of the Society shall be transacted by a Committee, elected from and by the Membership.
b) The Committee shall consist of the Chair- Person, Vice-Chair, Treasurer, Secretary and any other Committee positions to a maximum of 10 persons. No Officer or Committee Member may receive remuneration.
c) A President and Vice-President may be elected by the Members.
d) The Committee may co-opt Members to the Committee if necessary.
e) The President, Vice-President and co-opted members shall not have voting rights at Committee meetings.
f) At Committee meetings a quorum shall be 3 less than the number of serving Committee Members.
g) The Chairperson, or acting chairperson, shall have a casting vote.
h) All Officers and Committee Members shall serve in an honorary capacity and must not receive any remuneration.
12. a) The Officers and Committee Members shall be elected at the AGM for twelve months.
b) Officers and Committee members may stand again for re-election if they so desire.
c) Any Officer or Committee member who wishes to resign during their term of office shall do so in writing to the Secretary. The vacant position may be filled temporarily by agreement of the Officers and Committee members until the next AGM.
d) Any Officer or Member of the committee may be removed from office by a resolution passed by the votes of two thirds of those members present and entitled to vote, at an Extraordinary General Meeting called for that purpose, which may proceed to fill the vacancy or vacancies until the next Annual General Meeting.
e) Committee Members who fail to attend four consecutive meetings, without an explanation considered satisfactory by the rest of the Committee Members, shall be deemed to have resigned from the Committee.
13. The Secretary shall, under the control of the Committee, be responsible for keeping all Committee and General Meeting Minutes and the Society’s administrative records including the register of Members, which shall be constructed in the manner required by statute, and for the submission of all returns required to be made to the registrar.
14. The Treasurer shall, under the control of the Committee, have charge of all monies of the Society that are not invested and shall be responsible for keeping proper accounts and for submitting them to audit.
15. a) The funds of the Society, except for such funds as are needed for day-to-day expenditure or might be invested under the terms of paragraph (b) below, shall be kept in a Bank under the Society’s name and cheques for this account shall be signed by the Treasurer and one authorised signatory.
b) Any funds surplus to the immediate requirements may, at the discretion of the Committee, be invested in any of the securities or shares specified in the Cooperative and Community Benefit Societies Act 2014.
c) Any Member having a legitimate interest in the funds of the Society shall, have the right to inspect the accounts at all reasonable times, at the registered offices of the Society or at any place where they may be kept.
16. An audit of the annual accounts of the Society, where necessary by law, or where the Membership requires at an AGM, will be carried out by a registered auditor in accordance with Section 83/84, of the Cooperative and Benefit Societies Act 2014.
17. Any TEN Members of the Society, each of whom have been a Member for not less than twelve months immediately preceding the date of application, may apply to the Registrar to appoint an accountant or actuary to examine the books of the Society, and to report thereon, pursuant to Section 105 of the Cooperative and Benefit Societies Act 2014. One tenth of the whole membership may apply to the Chief Registrar for (a) the appointment of an Inspector or Inspectors to examine into the affairs of the Society and report thereon, or (b) the calling of a Special Meeting of the Society. Any application under this rule must be made as prescribed by Treasury regulations.
18. An annual return of the finances of the Society, together with the Auditor’s report where required, or report on the accounts and the balance sheet, shall be sent to the Registrar of the FCA not later than January 31st each year. A copy of the last Balance Sheet together with a copy of the Auditor’s report, or report on the accounts shall be kept available at the Society’s registered office. A copy of the last Annual Return shall be made available free of charge to any Member with a legitimate interest in the funds of the Society.
19. a) The Annual General Meeting of the Society will be held in November.
b) Not less than 15 days’ written notice of such meeting shall be given to all members.
c) Only fully paid-up Members shall be allowed admission to the Annual General Meeting except an accountant, auditor or other official person who may attend if invited by the Committee.
20. a) An Extraordinary General Meeting shall be called at any time at the instance of the Committee, or by a written application signed by 12 Members.
b) Not less than 15 days’ written notice shall be given to all Members.
c) Only fully paid-up Members will be allowed admission to an Extraordinary General Meeting except where an accountant, auditor or other official person is invited by the committee.
21. a) At Annual or Extraordinary General Meetings, each Member shall have one vote: the majority of votes cast deciding the resolution, except where otherwise provided in the Act and these rules.
b) The Chairperson, or in their absence, the elected Chairperson presiding, shall have a casting vote, in the event of even voting.
c) At Annual or Extraordinary General Meetings 10% of the membership plus 8 Committee Members shall form a quorum.
22. If any Member wishes a matter to be raised at an Annual General Meeting, he/she shall give the Secretary 14 days’ notice in writing.
23. No resolution may be made which would make the Society into a profit-making organisation, which would have the effect of causing the Society to cease to be a charity by law.
24.a) Members shall have the right to bring guests to the Society’s Meetings.
b) The Member is responsible for the conduct of their guest at all times.
25.a) A Society Member can apply for the position of a Trustee of the Enfield and District Veteran Vehicle Trust Reg. Charity number: 275684 when such a vacancy arises.
b) A Society Committee Member cannot also be an EDVVT Trustee at the same time.
c)Trustees may appoint two of their committee to attend EDVVS Committee Meetings in a non-voting capacity.
d) The EDVVS may appoint two of their committee to attend EDVVT meetings in a nonvoting capacity.
26 a) Any member wishing to drive a Society or Trust vehicle must have their licence entitlement details recorded in the Museum’s record of authorised drivers. This record is kept in the Museum Office.
b) Each vehicle will be considered separately.
c) Only those approved by the Committee shall be allowed to ride on or in Society vehicles.
27. The Society may obtain advances for the purposes of the Society from any person, whether a member or not, upon such terms or conditions relating to repayments, rate of interest, and other matters as the Committee may determine. The repayment of such advances may be secured by mortgages or charges upon any of the Society’s assets provided that the total obtained shall not exceed the sum of £10,000 and that the annual rate of interest payable shall not exceed 1% above the bank rate current when the advance is obtained, whichever is the higher. The Society shall not receive any money on deposit.
28. a) The profits of the Society shall be applied in establishing reserve funds, or in support of organisations having objects similar to the Society, or for any charitable purposes as the Committee may decide.
b) No profits or funds of the Society shall be distributed among the Members.
29. a) The Society may at any time be dissolved by the consent of 75% of the total Membership, testified by their signatures to an instrument of dissolution in the form prescribed by the Treasury regulations, or by winding up in the manner provided in the Cooperative and Community Benefits Act 2014.
b) A special resolution to amalgamate or transfer engagements with another society must be passed at a general meeting by at least two-thirds of the eligible members.
30. In the event of the dissolution of the Society, no funds or assets may be distributed among Members. Assets and funds will be given or transferred to any charity / charities in law for purposes similar to our objects or to any charity / charities in law for particular purposes which fall within the Society’s objects.
31. a) No new rule shall be made nor shall any of these Rules be amended or rescinded unless with the consent of the majority of Members entitled to vote at a General Meeting of which notice had been given in accordance with these Rules, specifying the intention to propose such new rule, amendment or withdrawal. However, the Committee may, under extraordinary circumstances make and apply any rules and regulations necessary for the efficient and effective conduct of Society business. Where such rules are made and applied these will be reviewed by the members at the next AGM.
b) No amendment to the Rules is permitted that would result in the Society being ineligible to be a charity in law.
c) No new rule, amendment or withdrawal of the rules is valid until registered with the Registrar of the Financial Conduct Authority.
32. The Society shall have its name engraved in legible characters on a Seal which shall be kept in the custody of the Secretary and shall be used only under the authority of the Committee and the date of such authority shall be mentioned on the instrument to which the seal is attached by the signatures of two members of the committee and the secretary.
33. The Committee shall have full power to oversee and conduct the business of the Society according to these Rules and except as is otherwise provided in these Rules, exercise on behalf of the Society for the purpose of accomplishing its objects and powers conferred on the Society by these Rules or otherwise.
34. a) Upon a claim being made by a person representative of a beneficiary of a deceased member or bankrupt member, the Committee shall transfer such property to which the personal representative or beneficiary has become entitled, as the personal representative, beneficiary or the trustee in bankruptcy shall direct them in accordance with Sections 37-40 of the Act.
b) A member may, in accordance with the statutes, nominate any person or persons to whom any of his/her property in the Society at the time of his death shall be transferred. Such nomination shall not be effective as to transfer any such property exceeding £5,000.
c) The Committee, shall, in accordance with the statutes, either transfer or pay any property the subject of a nomination, as directed by such nomination.
ALL PREVIOUS RULES RESCINDED
DATE: 14th July 2021