The IBM Retired Employee Club (South Hants)

  

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  1. Title
    The Club name is "IBM Retired Employee Club (South Hants)", hereinafter referred to as "the Club".

  2. Objectives
    The objectives of the Club are to organise recreational, educational, and social activities for all members and their guests (see section 10).

  3. Membership

    The following are eligible for membership of The Club:
    • People who have retired from IBM at an age of 50 years or more and who have been in receipt of an IBM pension from the date of their retirement.
    • Widows and widowers of IBM retirees as specified above.
    • People may become Associate Members if they retired from IBM after completing a minimum of 25 years service. Associate membership must be approved by IBM HR and associate members will have to pay an annual subscription equal to the annual subsidy paid to the club by IBM (currently £25 per person per annum).

The Committee reserves the right to recommend to IBM HR the suspension of membership of any member whose conduct is considered to be prejudicial to the interests of the club.

  1. The Management of the Club

    The Club will be managed by an elected committee, which will consist of a Chairman, a Secretary, a Treasurer, and a minimum of three additional members. The number of committee members may vary at the discretion of the committee but should not exceed nine in total.

    The committee will meet at the discretion of the Chairman, but there will be a minimum of nine meetings per year.

    Five committee members will form a quorum. In the absence of the Chairman either the Secretary or Treasurer will preside. In the absence of all three officers the meeting must be rescheduled.

    The Committee will appoint new members as required from Volunteers from the general membership to fill vacancies that may arise e.g. from resignations etc.

A representative from IBM HR will be invited to attend all committee meetings and other meetings of the club.

  1. The Club's Officers
    • The Chairman: Will preside at all committee meetings and will be the interface to IBM HR.
    • The Secretary: Will schedule, attend, and minute all committee meetings and publish these as necessary,and will also schedule, attend and minute the Annual General Meetings. In addition the secretary will maintain the file of the club's official correspondence.
    • The Treasurer: Will receive all monies due to the club and pay all the debts of the club. In addition the Treasurer will maintain full and correct accounts for the club, prepare an annual income and expenditure statement and ensure that the club's accounts are properly audited on an annual basis. (Note that only one signature is required on all club cheques).

    The committee members provide their services to the club on a voluntary and unpaid basis. They are allowed to recover their out of pocket expenses incurred on Club business against a properly completed expense claim. The rates for payment of mileage, telephone usage, etc., will be determined on an annual basis by the committee.

    The committee and their spouses are allowed an annual recognition dinner in respect of their services.

  2. Voting Rights

     Only members of the club (as defined in para.3) may vote.

  3. The Annual General Meeting

    The AGM should be held during the first quarter of each year. The Secretary is responsible for ensuring that all members and IBM HR receive notice of the meeting at least fourteen days in advance of the date.

    The Chairman and Treasurer will each present a report and the Secretary will be responsible for taking and distributing the minutes of the meeting.

    Spouses or guests of members may attend but it must be noted that members only may propose, second, comment on resolutions or vote.

  4. Extraordinary General Meetings

    The Secretary will convene an Extraordinary General Meeting at the request of the committee or on receipt of a written request from not less than 2.5% of the current  membership. Reasons for such a meeting have to be specified and any such meeting will address that subject only.

  5. Member's Responsibilities

    Members are required to conform to the following club rules when participating in the club's activities:
    • Each member may bring one guest to club activities. Guests may be spouse, partner, or friend, but must be at least 18 years of age or more. Guests may not participate in activities unless accompanied by the member.
    • Participation in all Club activities is at the participants own risk, the Club does not provide insurance for members at any time. Members must ensure that their guests are aware of this condition.
    • Smoking and the consumption of alcohol, or hot food is not permitted on the coaches that are hired for club activities.
    • Members must book their participation on all activities using the published booking forms and which must be accompanied by a cheque in payment (note all cheques must be drawn on the member's account). In the event that a member has to cancel their participation prior to the close of bookings their cheque will not be cashed. For cancellations after booking close date a refund (less £2 fee to cover postage etc.) will only be given if the per head cost of the event is in excess of £10, and then only if their place or places can be resold. If they cannot be resold then no refund will be given.
    • Members are requested to contact committee members when necessary either by e-mail or by telephone. In the latter case please confine calls to weekdays between 0900 and 1700 as far as possible. Note that on the days when scheduled events are taking place the Club mobile telephone number for use on that day only. The number is published on all booking forms.
    • During coach journeys members should communicate any requests etc., to the appointed coach marshal. In the interests of safety they should not speak to the driver. Members are requested to use the seat belts provided.
  6. Events:
    Members should note the following points when participating in club activities:
    • Where a coach journey is involved the coaches will depart at the published times. Anyone missing the coach will forfeit their payment for the outing, and if on the return journey will be responsible for making their own way back at their own expense.
    • The Club does not have any insurance. Members who wish to have personal or travel insurance must make their own arrangements. (This is especially recommended for international travel e.g. The Le Shuttle outings).
    • The Committee reserve the right to cancel trips and other activities or to modify the agenda(s) and / or timetable(s) should unforeseen circumstances require such action. Full refunds will be given in respect of any trips or other activities that are cancelled.

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