Hinckley Triumph Owners Club Handbook

Unincorporated association

 

1. Name

   1. The name of the Club is the Hinckley Triumph Owners Club, also abbreviated to HTOC.

2. Status

   1. HTOC is an unincorporated association which is run exclusively for the benefit of its members.

   2. HTOC is a not-for profit organisation which does not trade or carry on any business.

3. Aims and objectives

   1. HTOC’s aims and objectives are to support Hinckley Triumph Motorcycle owners and pillions by enabling members and followers to share experience and knowledge both online and in person.

   2. HTOC provide forums for its members and followers to create and share content online and to participate in social networking via its online presence, and also offers the opportunity for members and followers to meet in person at social gatherings such as regular local meetings, as well as national and international rallies and charitable events.

4. Membership and Fees

   1. Membership should consist of officers and members of the club.

   2. All members are subject to the regulations of this handbook, and by joining the club will be deemed to accept these regulations that the club has adopted.

   3. There is only one category of membership; Full Membership.

   4. Membership of HTOC shall be open to individuals who own, or have previously owned, a Triumph Motorcycle of any description and their respective pillions.

   5. HTOC offer a lifetime membership with a single one-off fee. This fee will be agreed annually at the Annual General Meeting (also referred to as the AGM) and may only be varied with a majority of the voting members in attendance at the AGM.

   6. Paid members are able to access discounts from an assortment of parts, accessories, and clothing suppliers via our website: https://www.htoc.co.uk/discountsclub. However, please note that the club in no way endorses these products or service and it is up to the member to determine that the product meets their requirements and is fit for purpose.

   7. Memberships can be purchased from the HTOC shop which can be found at

   8. On occasion, it may be necessary to terminate the membership of any individual that causes bad feeling at the club or brings HTOC into disrepute, whether that is online or in person. Membership will only be terminated if all of the appointed officers agree with the decision.

5. Appointed officers

   1. There are 15 appointed officers of the club that make up the committee as follows:

International Executive President and Chairperson

Vice President(s)

Club Secretary

Membership secretary

Treasurer

 

UK President

UK Vice President(s)

Events Coordinator (UK)

Club discount secretary (UK)

 

Germany President

Germany Vice President(s)

Events Coordinator (G)

Club discount secretary (G)

 

Ladies President

Ladies Vice President(s)

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1. A description of these roles can be found at Appendix 1.

2. A member may hold more than one role simultaneously, however will only be able to vote once.

3. Additionally, the committee have the powers to appoint a committee member without portfolio as necessary, to fulfil its business. Committee members without portfolio should not exceed more than two in number.

4. There will be a minimum of one AGM held each year, and all members in attendance at the AGM will be entitled to one vote. The quorum required for business to be agreed at the AGM is 8.

5. All members of the committee must be full current active participants of HTOC and a current rider or pillion and owner of a Triumph Motorcycle. An active participant is someone who has been a member for at least 12 months and has attended HTOC events during that period.

6. No person shall be appointed as a member of the committee who is disqualified under the provisions of clauses 4.8. or 5.7.

7. A member of the committee shall cease to hold office if he or she:

   1. Ceases to be a full current member of the Club;

   2. Becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;

   3. Is absent without permission of the committee from all meetings held within a period of six months AND the committee resolve that his or her office be vacated;

   4. Gives notice to the committee that he or she wishes to resign with effect from a date at least one month after the date of the notice (unless there are exceptional reasons for shorter notice).

   5. Is considered unfit for the position by the remaining members of the committee, of which all must agree. No notice is required for this dismissal to be actioned.

8. Authority

   1. Only in furtherance of the Club’s aims and objectives as stated in clause 3, the committee may exercise the following authority:

      1. To raise funds and to invite and receive contributions provided that in raising funds, the committee shall not undertake any substantial permanent trading activities, and shall conform to any relevant requirements of the law;

      2. to buy, take on a lease or exchange any property necessary for the achievement of the Club’s aims and objectives and to maintain and equip it for use;

      3. to sell, lease or dispose of all or any part of the property of the Club (subject to any consents required by law);

      4. to delete a social media page for a region that has had no followers or little activity on the page, having given 30 days prior notice on the page and accepting members of that region onto alternative regional club pages;

      5. to remove a committee member that is considered unfit to retain the post in which they hold providing the remaining members are in full agreement;

      6. to co-operate with other clubs, voluntary bodies and statutory authorities engaged in furtherance of the Club’s aims and objectives and to exchange information and advice with them;

      7. to support any charitable trusts, associations or institutions formed for no more than 25% of club funds in any one transaction, unless the Club is to be dissolved as a result of clause 12 and;

      8. to do all such lawful things as are necessary for the achievement of the Club’s aims and objectives and for the good of the club.

9. Finance

   1. The Club Treasurer shall be responsible for the finances of the club.

   2. The funds of the Club, including all donations, contributions and bequests, shall be paid into an account operated by the committee in the name of the Club at such bank or building society as the committee shall from time to time decide.

   3. The Club may not operate more than one bank account.  All cheques or withdrawals on the Club’s bank account must be signed by two members of the committee.

10. Annual General Meeting and Extraordinary General Meetings

    1. The committee shall hold at least one AGM each year and all members shall be entitled to attend and vote at the AGM. Only members attending the AGM are eligible to vote.

    2. The Club Secretary shall announce details of the AGM, including proposed date, time and venue of the meeting, at least 21 days’ in advance of the meeting. This announcement shall be made in writing on social media to all members of the Club.

    3. The Club Secretary shall keep a full record of proceedings at every general meeting of the Club, including keeping minutes of all meetings.

    4. All members of the Club shall be entitled to attend and vote at the meeting. Every resolution shall be decided by a majority of votes by those present and entitled to vote. The Membership secretary shall bring a list of members to the AGM or Extraordinary General Meeting (EGM) to ensure attendees present are members of the Club.

    5. In the case of a tied vote, the International Executive President shall have a second and casting vote.

    6. The International Executive President acts as Chairperson in any AGM’s or EGM’s. In the absence of the International Executive President, before any other business is transacted, the members present shall appoint a temporary chairperson for the meeting.

    7. The AGM will receive a report from the officers of the committee including a review of the club accounts for the preceding financial year.

    8. The committee has the right to call an EGM outside of the AGM. Procedures for the EGM will be the same as for the AGM.

    9. An EGM may be called at any time by the International Executive President or by any three members of the committee. Not less than 10 days’ notice shall be given to the other members of the committee of the matters to be discussed, except if the matters include appointment of a committee member without portfolio, then not less than 5 days’ notice shall be given.

11. Nominations/Elections for appointed officers

    1. The committee may appoint a person to fill a casual vacancy, and any such member shall hold office until the next Annual General Meeting of the Club and shall be eligible to stand for election without nomination.

    2. All appointed officers shall hold office for a period up to three years. At the end of this period, or earlier if the appointed officers resign, at the next AGM or EGM a replacement officer should be appointed.

    3. All active members of HTOC are eligible for appointment to vacant roles. In order to be considered for a role, a member should be proposed and seconded by two fellow members. Incumbent officers may re-stand for election without nomination.

12. Notice

    1. Any notice required to be served on any member of the Club shall be in writing and shall be served by the Secretary of the Club or the committee on such member either personally or by sending it through the post or posting on social media. Any letter or notification once sent shall be deemed to have been received within 10 days.

13. Alteration to the HTOC handbook

    1. This handbook may be altered by a resolution supported by not less than 100% of the present and voting committee at an AGM. The notice of the AGM must include notice of the resolution, setting out the terms of the alteration proposed.

14. Dissolution

    1. A resolution to dissolve the club can only be passed at an AGM or EGM.

    2. The Club Secretary shall announce details of the AGM or EGM at least 21 days’ in advance of the meeting stating the terms of the resolution to be proposed.

    3. If the proposal is supported by a majority of those present and voting, the committee shall have power to realise any assets held by or on behalf of the Club.

    4. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other institution or charity which is motorcycle related to be agreed at the same meeting.

15. Declaration

    1. HTOC hereby adopts and accepts this handbook as a current operating guide regulating the actions of members.