SHRETS

The South Hants Club for IBM Retired Employees is an autonomous Club. It receives funding directly from IBM (UK) Ltd, hereinafter referred to as ‘IBM’, and takes functional guidance from the Director of HR. The Club is a non-profit making organisation. Any surpluses will be used to improve the Clubs’ activities and facilities.

Title
The title of the Club shall be “IBM Retired Employees Club (South Hants)”, hereinafter referred to as ‘the Club’.
Objective
The objective of the Club is to organise recreational, educational and social activities for its members and their guests.
Membership
IBM employees and past employees may join the Club. The criteria for membership are defined by IBM and may be amended at IBM’s discretion. Anyone wishing to clarify their membership eligibility must contact IBM HR, the appropriate contact may be obtained from any Committee member.
Management
The Club will be managed by an elected Committee consisting of a Chairman, Secretary, Treasurer and at least three other members. Five members including one Officer will form a quorum. A member may only be on the main Committee of one Club. The Club Committee may co-opt additional persons at its discretion. The Committee will meet at least three times each year and the Secretary will ensure formal minutes are taken and approved for each meeting. The committee will make available its Constitution and any associated local rules. Members may attend events of other IBM Clubs. Cross funding issues shall be resolved with other IBM Clubs as necessary. Unresolved disputes and disagreements will be referred to the IBM HR Director or a nominated representative.
Election of Committee
Officers and members of the Committee will be elected at the Annual General Meeting (see below). They will hold office for one year and may stand for re-election in subsequent years.
Responsibilities of Officers
The Chairman will chair all Club Committee meetings, may attend National Meetings as necessary or alternatively appoint a representative on behalf of all the Retiree Clubs, and be the primary interface with IBM. In the Chairman’s absence, the Club Committee shall elect a member to preside, attend or act in his stead.

The Secretary will convene all meetings and ensure that formal minutes are prepared and approved.

The Treasurer will keep the Club’s accounts and prepare an annual statement of accounts for the year ending 31st December and ensure that the accounts are audited by a competent person who is independent of the Committee. The Treasurer will ensure that a copy of the Club’s audited accounts is sent to IBM.
Finances
The Club will receive an annual grant directly from IBM paid in January and June. The amount will be at the discretion of IBM. All monies received by the Club will be applied for the benefits of their members. Members and their guests may be required to make payments towards the cost of events and activities that are organised by the Club.
Annual General Meetings (AGM)
An Annual General Meeting will be held annually within 15 months of the previous AGM and will be publicised to all members at least one month in advance. The AGM will include a Chairman’s report and a Treasurer’s report, will formally accept the accounts, and will (re-) elect the Officers and Committee members for the coming year. Additional resolutions or questions may be submitted by members at least three weeks in advance. Only members are allowed to vote.
Extraordinary General Meetings (EGM)
An Extraordinary General Meeting will be convened at the request of either the Committee or on receipt of a written request from at least 5% of the membership. A reason for such a meeting must be specified and any such meeting will address that subject only.
Trustees
Two IBM Trustees of the Club shall be the IBM HR Director and his nominated HR representative.
Constitution Changes and Local Bye-laws
This Constitution may be changed by resolution at the Annual General Meeting and the changes must be confirmed by the IBM Trustees. The Club Committee may make, repeal or amend local rules or Bye-laws consistent with the Constitution.
Responsibilities of Club Members
Members are required to conform to this Constitution and the local rules specified in the annex to this document when participating in Club events and activities. The Committee may suspend or withdraw membership of the Club from any member whose conduct in its opinion is prejudicial to the interests of the Club; such a decision must be ratified by the Club Trustees.
Liability
Members and their guests attend or participate at their own risk in all meetings and activities organised by the Club.
Membership Data
Names and addresses of Club members will be held by the IBM HR/Pensions departments and distributed to the Committee of the Club to which they belong. This data will remain confidential to the Club Committee.
Dissolution of the Club
The Club may be dissolved at a General Meeting of the Club by resolution supported by 75 percent of those present, or by the Club Trustees in the event that the Club has been inactive for at least 6 months. In either case, the Trustees shall immediately acquire title to the assets and financial affairs of the Club

Last updated on May 2011

Annex: Operating Rules for the South Hants Club

Members are required to conform to the following local club rules when participating in the club’s activities:

Each member may bring one guest to club activities. Guests must be aged 18 years or more and may not participate unless accompanied by the member.
Smoking and the consumption of hot food or alcohol is not permitted on the coaches that are hired for club events.
Members must book their participation on all events using the published booking form, which must be accompanied by a cheque in payment. Cheques must be drawn on the members account and be signed by the member.
The Committee reserves the right to cancel trips and other activities or to modify the calendar and / or timetable should unforeseen circumstances require such action. In the event that the Club has to cancel an event a full refund will be given. However refunds will not be given where cancellations are due to circumstances beyond our control e.g. weather, and where we are unable to obtain a refund on ticket and / or coach costs. In these cases any refunds that we do manage to obtain from our suppliers will be distributed to members on a pro rata basis.
In the event that a member has to cancel his / her participation in an event their cheque will not be cashed if notice is given prior to bookings close date. After bookings close date a refund will only be made if the cost of the event exceeds £10 per person and if the place can be sold on to another member (a £3 administration charge will apply in these cases), otherwise no refund will be made.
During coach journeys members should communicate any request to the appointed coach marshal. In the interests of safety they should not speak to the driver. Members should also note that it is a legal requirement to use the seat belts provided.
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 or will have to make their own way home.
Members take part in events at their own risk and must make sure that their guests understand this situation. It is recommended that members take out suitable travel insurance as necessary e.g. for any international events or trips which may involve an overnight stay.
Members are requested to contact committee members when necessary by telephone, but not to leave messages on telephone answer machines as committee members may be away and the message may not be received in time to take appropriate action. All committee members are able to deal with any points that a member may wish to raise. For the same reason members are requested not to contact committee members via e-mail.

January 2011