4x4 UK | Club Rules

Definitions
1. The name of the Club shall be 4x4 UK, “the Club”.
2. ‘Vehicular Rights of Way’ means vehicular rights on any Highway whether it is surfaced or not
3. 4x4 vehicle means any vehicle with more than one driven axle
4. Words imparting the masculine gender also refer to the feminine gender as well.
5. Competitions means motor vehicle competitions organised in accordance with the Rules and Regulations of the Motor Sports Association (MSA) and includes but is not limited to: Vehicle Trials, Winch Challenges and Treasure Hunts
Objectives
1. At all times to remain friendly and helpful to all members of the club and other organisations
2. To Further the interest in 4x4 motoring and 4x4 motor sport.
3. To provide members with information, advice and assistance on matters connected with 4x4 motoring and 4x4 motor sport.
4. To watch the local administration of the laws and regulations affecting motoring and motor vehicles and to report any proposed local action or scheme to the Motor Sports Association (MSA).
5. To promote motor competitions in accordance with the rules of the MSA.
6. To arrange tours, lectures, discussions, social and other meetings.
7. To afford members such benefits and privileges as it may be possible to arrange.
8. To assess, monitor and minimise the environmental impact and ensure that the clubs activities are environmentally sustainable.
9. With the exception of Competitions and Annual General Meetings allow members to organise except play days at recognised off road centres or venues and arrange trips on public highways.
Eligibility and Membership
1. Ladies and gentlemen of not less than 16 years of age shall be eligible for membership. The membership shall consist of:-
  1. Ordinary Members - Anyone who registers and regularly uses the Club web site forum automatically becomes an ordinary member of the club. Ordinary membership is free from any subscription fees payable.
  2. Full Membership - Full club membership is subject to a subscription fee determined annually by the Committee at the AGM, and is valid for a period of 12 Calendar Months. Only Full Members may take part in Competitions organised by the Club
  3. Honorary Membership - The committee may elect as Honorary Members, all of the Royal Family, any person noted for their political, scientific, literary, industrial or administrative abilities or who has been distinguished in promoting the cause of motoring in general or the club in particular.
  4. Life Membership - At the discretion of the committee the club may from time to time accept applications for life membership. Subscriptions of not less than 5 times the annual subscription for the time being may be elected life members by the committee, and shall be exempt from the payment of annual subscription.
2. Subscriptions - The fee for membership will be reviewed annually by the committee and made public to the membership in advance of the renewal date.
Committee
1. The members of the club shall elect and delegate the responsibility for the management, organisation and administration the Club to a Committee, who, in addition to the powers and authorities conferred on them by these rules, may exercise all powers and do all acts in furtherance of the objects for which the Club is established or agreed by the Club in General Meeting.
2. The Committee shall consist of the following post holders,
  1. Chairman
  2. Secretary
  3. Treasurer
  4. Motor Sports Liaison Officer
  5. Press Officer
  6. Rights of Way Officer
  7. Health & Safety Officer
  8. Newsletter Editor
  9. North East Regional Representative
  10. South East Regional Representative
  11. North Yorkshire Regional Representative
  12. South Yorkshire Regional Representative
3. Members of the Committee must have been Ordinary Members of the Association for at least one year when elected.
4. The members of the Committee shall be elected at the Annual General Meeting (AGM) and, be subject to termination of Office by resignation at the next Annual General Meeting following their appointment. The retiring members of the Committee shall be eligible for re-election.
5. Six members of the Committee, or stated nominees, shall constitute a quorum.
6. The members of the Committee shall each have one vote in any decision of the Committee. In the event of a tied vote the Chairman or chair of the meeting shall also have a casting vote. Decisions shall be taken by simple majority. Each member of the Committee is entitled to one vote regardless of the number of posts held. The Committee shall vote by secret ballot if any Committee Member present so demands.
7. It shall be the duty of the Company Secretary to attend in person or by deputy, all meetings of the Committee to take minutes of the proceedings.
8. Where possible, dates for Committee meetings shall be set at a previous Committee meeting and minutes of each meeting shall be taken and disseminated to each Committee Member by any appropriate method as soon as practical after each meeting, but in any case not less than fourteen days prior to the subsequent meeting.
9. An Agenda will be set for each Committee meeting and sent to each Committee Member by any appropriate method not less than fourteen days before the date of any given meeting.
10. A notice of the next Committee meeting will be publicised to the Members of the Club with an invitation to Members to submit Agenda Items beforehand. Submissions received by any member of the Committee within fourteen days of the meeting will be discussed under the heading of Any Other Business.
11. Any member of the Committee who shall, without sufficient reason, absent themselves from three consecutive Committee Meetings may be called upon to resign their position upon the Committee at the discretion of the Committee and after discussion and vote by the Committee.
12. At the Committee meeting prior to the AGM, names of any prospective Committee Members will be sought and recorded. At the AGM the names of all prospective Committee Officers will be announced and votes taken.
13. The Committee shall meet as often as necessary, as decided by the Committee.
14. The Chairman or failing him another member of the Committee shall chair the meetings of the Committee.
15. Members of the Committee may resign in person at a Committee meeting or in writing, such written resignation shall be sent to the Club Secretary and will take effect from the date on such a written resignation, or if no date is affixed it will take effect from the date it is received.
16. The Committee may co-opt any agreeable Member to any vacancy on the Committee.
17. Members of the Club are entitled to attend any Committee meeting and may address the meeting at the discretion of the Chairman or the chair of the meeting. Members may also submit written presentations.
18. The Committee has the power to set up one or more Sub-Committees to discuss specific issues, as laid down by the Committee. The Sub-Committee will then report back to the Committee at the next Committee meeting with a final or interim report. Such reports may be accepted, modified or rejected by the Committee. Composition of a sub-committee will be not less than three members of the Club as appointed by the Committee.
19. Meetings of the Committee may take place by electronic means such as telephone conference calls, video conference call or by exchange of electronic mail provided that a majority of the members of the Committee agree to such meetings taking place by such means and that all other requirements, including the proper provision of minutes, are adhered to, and provided that at least half of the meetings of the Committee are held by physically gathering at a pre-agreed location.
20. The Committee shall have power from time to time to adopt and make, alter or revoke Club Rules for the regulation of the Club and otherwise for the furtherance of the purposes for which the Club is established, provided that such rules are not repugnant to the Rules of the Club. All such rules for the time being in force shall be binding upon all Members. Once reasonable steps have been taken by the Committee to inform the membership of the rules, no Member shall be absolved from such rules by reason of his not having received a copy of the same, or of any alterations or additions thereto or having otherwise no notice of them. All such rules are to be ratified or otherwise at the next Annual General Meeting of the Club.
Annual General Meeting
1. The Annual General The AGM of the club shall be held in the month of December in each year upon a date and time to be fixed by the committee. The AGM shall:
  1. Receive from the committee a full statement of accounts duly audited showing the receipts and expenditure for the year ending.
  2. Receive from the committee a report of the activities of the club during the said year.
  3. Elect a Chairman, secretary, treasurer (club officers).
  4. Elect the committee.
  5. Settle any remunerations for the officers of the club.
  6. Decide on any resolutions which may be duly submitted to the meeting.
  7. Agenda - When members wish a matter to be discussed at a general meeting the text of such matters shall be sent to the secretary at least 14 days before the date of such a meeting, so that it can be included in the agenda. A copy of the agenda shall be sent to each member at least 5 days before the meeting. No business which is not included in the agenda shall be discussed at the meeting, unless every member present is in favour. Should the proposer of a motion fail to move a resolution in respect of the relevant item on the agenda any other member shall be entitled to do so.
2. Voting - Every person with the right to be present may exercise 1 vote. The chairman shall not vote except in the exercise of the casting vote. At all general meetings a majority of votes decides the resolution. At any general meeting, any 12 members may demand a poll, and the meeting adjourned to a time and place named by the chairman, and a postal vote shall be taken of all members. The result of the postal vote shall be reported at the adjourned meeting, and shall be said to be the decision of the meeting. The rules of collective voting and proxies shall apply.
3. A member may appoint another member as their proxy to vote at any General Meeting in their place. The instrument appointing a proxy shall be in writing, under the hand of the appointer, including their name, address and membership number, and shall be deposited with the Club Secretary not less than one hour before the appointed time for holding the meeting or adjourned meeting at which the person named in the instrument proposes to vote. No instrument appointing a proxy shall be valid after the meeting or adjourned meeting at which it is executed.
4. Right to be present - No one can take part in general meetings unless he or she has been duly elected as a member of the club and has paid his or her subscriptions according to the rules.
5. General Meetings of the Club shall be chaired by the Chairman, in the absence of an Chairman a General Meeting may be chaired by the Secretary of the Club or other member if necessary.
6. Special General Meetings - A special general meeting may be convened by direction of the committee, or by the secretary, stating the reason for the meeting and signed by not less than 12 members. If the meeting is not convened within 21 days, the said 12 members may convene such a meeting.
Club Rules
1. Any alterations may be made to these rules by a general meeting provided that
  1. the details of the proposed alterations are included in the notice of the general meeting.
  2. That the resolution proposing the alterations is carried out by 2/3 of those present at such a general meeting or by 2/3 of those voting should a poll be demanded.
2. Observance and Interpretation of the Rules - Every member binds themselves to abide by the rules of the club, and also any modifications made in conformity with such rules, and also to accept as final and binding the decision of the committee in all cases of dispute or disagreement as to the interpretation of these rules.
3. Drivers Code of Conduct
  1. Use only rights of way with known, proven or provable vehicular rights. If challenged, discuss; if not resolved, then leave as requested until status is rechecked.
  2. Keep to the defined track. Detour only to pass immovable obstructions. Report any obstructions (including low branches) to the Highway authority and the local GLASS Area Representative. Be critical of your own abilities and equipment when assessing an Obstruction; it is your right to Abate a non-lawful Obstruction, but do not commit yourself to a bigger task than you are equipped for.
  3. If the route is not obvious on the ground, ask locally, or check on the maps held at the Highway authority offices or consult the local GLASS Area Representative.
  4. Travel at a quiet and unobtrusive pace and as slowly as practicable; we recommend a maximum of 12 mph when in a 4x4 and on an Un surfaced Right of Way (URoW). Ensure your vehicle is fully road-legal, URoW are subject to the same laws as surfaced roads.
  5. When travelling in groups, keep to a small number - four or less. Split larger parties up and either use a different route or allow a good interval to elapse before following.
  6. Do not travel on URoW when they risk being affected beyond a point of natural recovery once the weather improves. If need be, walk some or all of the route first to determine its suitability. Do not use URoW that maybe damaged by the wheel pressure applied by your vehicle.
  7. Avoid damage to trees, hedgerows and boundaries. Some roads carry vehicular rights but are physically too narrow for 4x4s.
  8. Do not practice recovery techniques on any URoW. Use a winch only with extreme caution, and use only the correct equipment and techniques.
  9. Be courteous to other road users - pull over and stop your vehicle for walkers, but pull over, stop your vehicle and switch off the engine for passing horses. Thank those who move over for you.
  10. After consultations with Country Landowners Association and National Farmers Union HQ’s, "best practice" dictates that gates if they were found to be secured in an open position should be left open, and those which are found shut or swinging should be shut behind you; the Landowner might appreciate being told about a gate insecurely propped open if you see them.
  11. Keep dogs and children under supervision. Watch out for injured or trapped animals, and report all suspicious events to the landholder.
  12. Guard against all risks of fire.
  13. Take your litter home and that left by others if you see it, wherever practicable. Plastic bags can suffocate stock if swallowed.
  14. Help to keep all water clean.
  15. Remember that wildlife faces many threats and URoW are valuable habitats, take special care in spring and early summer.
  16. Follow the Country Code, but be aware that it is for your guidance only.
4. Competitions
  1. Only Full Members are eligible to take part in competitions.
  2. All Competitions are held in accordance with the rules and regulations of the MSA, the governing body for motor sports in the United Kingdom
  3. The club may add additional rules for competitions known as Supplementary Regulations these are in addition to the rules and regulations laid down by the MSA.
  4. Any member convicted of an offence arising out of his or her being in charge of a motor vehicle in any club event or on club business, shall be liable for expulsion from the club.
5. Web site and forum
  1. 4x4 UK, The forum Administrators and Moderators reserves the right to remove any posting it finds unsuitable.
  2. There will be no excessive use of profanity.
  3. There will be no racial, ethnic, gender based insults or any other personal discriminations.
  4. Pornography, Warez, or any other illegal transactions may not be posted or included in members profiles.
  5. Images & attachments may be posted as long as they are not expletive or offensive.
  6. Advertising, commercial-related or competing products are not allowed.
  7. Items For Sale or Wanted Must be placed in the Classified ads section of the site and not on the forum. Any such posts will be removed immediately.
  8. Images and or advertising in signatures is not permitted.
  9. Do not attack any staff or support members, they volunteer their time to help users, and abuse towards them will not be accepted.
6. Copies of Rules - Every member shall be given a copy of the club rules and regulations.
Disciplinary Procedure
1. Any complaint of misconduct against a Member should be made in writing to the Chairman. Such complaint must indicate who has made the complaint and the nature of it.
2. Misconduct means:
  1. failure to observe the Rules.
  2. conduct likely to bring the Club into disrepute.
3. The Chairman should acknowledge receipt of the complaint within 5 working days and will appoint a member of the Committee, not associated with the complaint, to conduct a preliminary investigation with a view to determining whether it is a complaint which warrants a full investigation and consideration by the Committee. The purpose of this preliminary investigation is to exclude complaints which are frivolous or unsupported by any reliable information or which fall outside the remit of the Club.
4. The investigating Committee Member will aim to complete his preliminary investigation within 15 days of receipt. He will then decide either that the complaint warrants consideration by the Committee or that it does not. The investigating Committee Member will communicate his decision to the complainant and the Chairman and in cases where he decides not to refer the complaint to the Committee he will provide the complainant with a brief statement of the reasons for his decision.
5. Should the investigating Committee Member decide that the complaint should be considered by the Committee, he will inform the Chairman who will inform the Member concerned in writing of the complaint. The Chairman will convene a meeting of the Committee giving at least 10 working days notice and will invite the Member being the subject of the complaint and the investigating Committee Member to make such oral or written representations as they see fit to the meeting. The investigating Committee Member will not participate or vote on the Committee’s deliberations or decision.
6. The Committee may decide to:-
  1. not uphold the complaint
  2. uphold the complaint and expel the Member concerned or suspend membership for a specified period
  3. or take other appropriate action
Use of Club Name, Address, Property or Badge
1. The name, address, property or badge of the Club shall not be used by a member for trade advertising, business purposes or in connection with any legal proceeding without the written consent of the Committee.
2. The Club reserves the right for the Committee to take suitable action where the Club’s name, address, property or badge is used without authority.
Banking - All monies of the club shall be banked by the treasurer in the name of the club and no disbursements shall be made there from except in accordance with a form or forms authorised by the committee.
Dissolution - the club may be dissolved by a special general meeting convened by the committee or by the majority of members. If the resolution of dissolution is duly passed the committee shall liquidate the affairs of the club, and if there are any surplus monies these shall be disposed of at the discretion of the committee.