The Club For Classic Japanese Motorcycles

a) Article of Association

b) Privacy Policy

c) VJMC GDPR Statement - Download

Article of Association and Bye Laws

4.2     Any Subscribing Member whose annual subscription is unpaid on the due date in any year shall cease to be a Member and shall forfeit all rights in and claims upon the Club and its property but may be reinstated at the discretion of the Committee on payment of all arrears.

4.3     The Committee shall have power to request the resignation of any Member or to determine any membership without explanation but before such power may beexecuted (but only in the case of this power) the vote of not less than two thirds ofthose Committee members present and voting shall be required.

5.             Annual general meeting

5.1      The Club must hold a general meeting in each year as its annual general meeting in addition to any other meeting in that year, and must specify the meeting as the annual general meeting in the notices calling it.

5.2   Not more than 14 months may elapse between the date of one annual general meetingof the Club and that of the next.

5.3     The annual general meeting shall be held at such time and place as the Committeeappoints.

6.            Extraordinary general meetings

6.1     All general meetings other than annual general meetings shall be called extraordinary general meetings.

6.2     The Committee may, whenever it thinks fit, and must, on a requisition made in writing by at least 10% of the Voting Members, convene an extraordinary general meeting

6.3     Any requisition made by the Members must state the object of the meeting proposed to be called, and must be signed by the requisitionists and deposited at the registered office of the club.

6.4     On receipt of the requisition, the Committee must immediately proceed to convene an extraordinary general meeting.

6.5     If the Committee does not proceed to call a meeting within 21 days from the date ofdeposit of the requisition, the requisitionists may convene such a meeting.

7.                                       Notice of Meetings

   Accidental omission to give notice of any AGM or EGM to or non-receipt of such notice by any Member does not invalidate the proceedings at that meeting.

8.         Quorum

8.1     No business may be transacted at any AGM or EGM unless a quorum is present.

8.2     Save as otherwise provided in these articles 10 Voting Members personally present is a quorum

8.3     If within half an hour from the time appointed for the meeting a quorum of Members is not present, or if during a meeting such a quorum ceases to be present:

          8.3.1 if the meeting was convened on the requisition of Members, it must be dissolved

          8.3.2 in any other case the meeting stands adjourned to such time and place as the Committee may determine such that all members may be made aware of the same and, if at the adjourned meeting a quorum of Members is not present within half an hour of the time appointed for the meeting, the Voting Members present may form a quorum.

9.       Chairman

9.1     The Chairman of the Club, and failing him the Treasurer of the Club, must preside as chairman at every general meeting of the Club.

9.2     If there is no such chairman, or if at any meeting he is not present within 15 minutes of the time of holding the meeting, the Voting Members present may elect one of their number who is a director to be chairman of the meeting.

9.3     If there is no director present, then the Voting Members may elect any one of theirnumber to be chairman of the meeting.

10.     Adjournment

10.1   The chairman may, with the consent of a meeting at which a quorum is present (and must if so directed by the meeting), adjourn the meeting from time to time and from place to place.

10.2   No business may be transacted at any adjourned meeting other than business whichmight properly have been transacted at the meeting had the adjournment not taken place.

11.     Passing of resolutions

11.1   At a general meeting:

          11.1.1a declaration by the chairman that a resolution has been carried, or carried unanimously, or carried by a particular majority, or lost, or not carried by a particular majority, and

          11.1.2an entry to that effect in the book of proceedings of the Club are conclusive evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against the resolution, unless a poll is demanded by the chairman or by at least 10% of Voting Members present

11.2   If a poll is demanded in the above manner, it must be taken in such manner as the chairman directs, and the result of the poll is deemed to be the resolution of the meeting at which the poll was demanded.

12.           Voting rights

12.1      Every Member of the Club may attend general meetings of the Club but only Voting Members may vote at such meetings by a show of valid Membership Card

12.2      No Member may vote at any meeting unless all the money then due from him to the Club has been paid.

12.3      Every Member of the Club entitled to vote has one vote and no more, except that, in case of equality of votes, the chairman may have a second or casting vote. No Member, Committee Member or Director of the Club may exercise a vote on any matter in which he has a direct personal interest, declared or otherwise.

13.     Proxy voting

13.1   On a poll, votes may be given either personally or by proxy.

13.2   A proxy must be appointed in writing under the hand of the appointor.

13.3   The instrument appointing a proxy must be deposited at the registered office of the Club not less than 48 hours before the time of holding the meeting at which the person named in such instrument proposed to vote.

13.4   Any instrument appointing a proxy must be in the following form:-

Vintage Japanese Motorcycle Club Limited

I (name)                             of (place)                             being a Voting Member (no         )

of the above named Club appoint the Chairman of the meeting * or (name)

of (place)                                                           a Voting Member or failing him (name)

of (place)                                                    a Voting Member as my proxy to vote in my

name and on my behalf at the Annual/Extraordinary General Meeting of the Club to be

held on (date)                           and at any adjournment thereof. This form is to be used

in respect of the resolutions mentioned below as follows:-

Resolution No.l for/against *

Resolution No.2 for/against *

Unless otherwise instructed, the proxy may vote as he thinks fit or abstain from voting

* strike out whichever is not desired

SIGNED this                                      day                         of

14.          Committee

14.1   The Club shall be managed by a Committee which shall include the Chairman, Treasurer and Secretary of the Club. Until otherwise determined by the Club in general meeting, the number of members of the Committee shall not be less than eight nor more than twelve.

14.2   The Committee may from time to time and at any time appoint any Voting Member as a Member of the Committee either to fill a casual vacancy or by way of addition provided that the maximum number of Committee Members specified in article 14.1 is not thereby exceeded.

14.3   No person who is not a Voting Member of the Club shall in any circumstance be eligible to hold office as a Member of the Committee.

15.          Appointment rotation removal and disqualification of members of the Committee

15.1   All Members of the Committee shall be elected at the annual general meeting of the Club and shall hold office until the conclusion of the next following annual general meeting. Subject to article 15.2 all Committee Members     may offer themselves for election at the annual general meeting.

15.2   No Voting Member shall be eligible for election to the Committee at any general meeting unless he has been nominated in writing by a Voting Member and has indicated in writing his willingness to serve on the Committee and both the nomination and the indication of willingness to serve have been received at the registered office of the Club not less than 15 days before the date of the meeting or such other period as may be decided by the Committee such period being published in the Club Magazine at least 30 days before the date set for the general meeting.

15.3   Any Voting Member appointed by the Committee in accordance with article 14.2 shall be a Member of the Committee for all purposes as if he had been elected at a general meeting and shall hold office until the conclusion of the next following annual general meeting.

15.4   The Club may, by extraordinary' resolution or (subject to the provisions of section 303 of the Act) by ordinary resolution of which special notice has been given in accordance with the Act, remove a Member of the Committee before the expiration of his period of office and may, subject to article 15 .3 or to the provisions of section 303 as the case may be, by ordinary resolution appoint another person in his stead.

15.5   The office of a Member of the Committee shall automatically be vacated if:-

          (a)      the Member ceases to be a Voting Member;

          (b)     the Member resigns his office by notice in writing under his hand sent to or left at the registered office of the Club;

          (c)      he becomes bankrupt or makes any arrangement or composition with his creditors generally;

          (d)     he be absent from two successive meetings of the Committee without special leave of the Committee or good cause and the Committee resolve that his office be vacated;

          (e)      he ceases to be a Member of the Committee by virtue of or becomes prohibited from being a Member of the Committee by reason of any order made under any provision of the Act.

16.             Powers and proceedings of the Committee

16.1   The Committee may exercise all such powers of the Club as are not by the Act or by these articles required to be exercised by the Club in general meeting. No resolution passed by the Club in general meeting shall invalidate any prior act of the Club which would have been valid if such resolution had not been passed. The general powers given by this article shall not be limited or restricted by any special authority or power given to the Club by any other article.

16.2   The continuing Members of the Committee may act notwithstanding any vacancy in their body provided always that in case the Members of the Committee shall at any time be reduced in number to less than the quorum prescribed by article 16.5 it shall be lawful for them to act as the Committee for the purpose of filling up vacancies in their body or of summoning a general meeting but not for any other purpose.

16.3   The Committee may from time to time by resolution appoint a temporary substitute for the Secretary' and any person so appointed shall be deemed during the term of his appointment to be the secretary.

16.4   The Committee may delegate any of its powers to any sub-committee which includes one or more Members of the Committee. The Committee may also delegate to any Member of the Committee holding any other executive office any such of their powers as they consider desirable to be exercised by him. Any such delegation may be made subject to any conditions the Committee may impose either collaterally with or to the exclusion of its owm powers and may be revoked or altered. Subject to any such conditions, the proceedings of a sub-committee shall be governed by rules and/or bylaws made by the Committee for the conduct of the sub-committee and any directions given to by the Committee from time to time.

16.5   The Committee may meet for the despatch of business, adjourn and otherwise regulate its meetings as it thinks fit. Questions arising in any meetings shall be determined by a majority of votes unless otherwise provided for in these articles and in the case of an equality of votes the chairman of the meeting shall have a second or casting vote. The Secretary will give all Members of the Committee at least 30 days notice of any forthcoming committee meeting.

16.6   The quorum necessary for the transaction of business at Committee Meetings shall be two Members of the Committee.

16.7   The Chairman of the Club shall be Chairman of the Committee and shall preside at all meetings of the Committee at which he is present. If the chairman is not present then the Treasurer shall preside and if he should also be absent, the Committee Members present at the meeting shall choose one of their number to be chairman of that meeting.

16.8   A resolution in writing signed by all Members of the Committee entitled to receive notice of a meeting of the Committee or of a sub-committee of the Committee shall be valid and effectual as if it had been passed at a meeting of the Committee (or as the case may be) the sub-committee of the Committee duly convened and held and may consist of several documents in the like form each signed by one or more Members of the Committee or (as the case may be) sub-committee. At the request of not less than one third of the Committee the Secretary shall at any time summon a meeting of the Committee by notice served upon all members of the Committee.

16.9   All acts bona fide done by any Meeting of the Committee or of any sub-committee of the Committee or by any person acting as a Member of the Committee or (as the case may be) sub-committee shall, notwithstanding it be afterwards discovered that there was some defect in the appointment of any such Member or person acting as aforesaid, or that they or any of them were disqualified, be as valid as if every such person had been duly appointed and was qualified to be a Member of the Committee or (as the case may be) sub-committee.

16.10Minutes of all meetings of the Committee and any sub-committee shall be recorded and circulated to all Members of the Committee and where relevant sub-committee as the case may be. The Secretary shall be entitled to be present at any meeting of the Committee or any sub-committee and shall be present if that is requested by any Member present at any such meeting even if the meeting has to be adjourned for that purpose. If any such meeting is held in the absence of the Secretary those Members present shall choose one of their number to record the minutes.

16 11The Committee shall, subject to the Act, have power from time to time to make, alter and repeal all such by-laws as they may deem necessary or expedient or convenient for the proper conduct and management of the Club, and shall adopt such means as they deem sufficient to bring to the notice of the Members all such by-laws alterations and repeals and all such by-laws so long as they shall be enforced shall be binding upon all Members. Provided nevertheless that no by-law shall be inconsistent with or shall affect or repeal anything contained in the memorandum or articles of association of the Club and that any by-law may be set aside by a special resolution of a general meeting of the Club.

17.          Appointment of Secretary

17.1      The Secretary must be appointed by the Committee for such term, at such remuneration and upon such conditions as the Committee thinks fit.

17.2   The Committee may terminate the Secretary’s appointment and fill a vacancy in the office as it thinks fit

17.3   As provided by 12.4, the Secretary shall not be entitled to a vote on any matters pertaining to his appointment.

18.          Accounting

18.1   The Committee must ensure that proper books of account are kept in respect of:-

          18.1.1 all sums of money received and expended by the Club and the matters in respect of which the receipts and expenditure take place and

        18.12the assets and liabilities of the Club

18.2   The books of account must be kept at the registered office of the Club or such other place or places as the Committee think fit and must always be open to the inspection of the Members of the Committee.

18.3   The Committee shall from time to time determine whether and to what extent and at what times and places and under what conditions and regulations the accounts and books of the Club or any of them are to be opened to the inspection of Members of the Club who are not Members of the Committee.

18.4   The Committee shall cause to be prepared and laid before the Club at each annual general meeting such income and expenditure accounts, balance sheets and reports as are required by the Act.

18.5   A copy of every balance sheet including any documents required by law to be annexed thereto which is to be laid before the Club in annual general meeting together with a copy of the auditors report shall not less than 21 days before the date of the meeting be available on request to all Members of the Club.

19.          Indemnity

          Subject to the provisions of the Act but without prejudice to any indemnity to which a Member of the Committee may otherwise be entitled every Member of the Committee or other officer of the Club shall be indemnified out of the assets of the Club against any liability incurred by him in defending any proceedings whether civil or criminal in which judgement is given in his favour or in which he is acquitted or in connection with any application in which relief is granted to him by the Court from liability for negligence, default, breach of duty or breach of trust in relation to the affairs of the Club.

20.     Notices

20.1                Any notice to be given to or by a person pursuant to the articles shall be in writing except that a notice calling a meeting of the Committee need not be in writing.

20.2                The Committee may give any notice to a Member of the Club either personally or by sending it by post in a pre-paid envelope addressed to the Member at his address appearing in the club records or by leaving it at that address.

20.3                A Member present at any Meeting of the Committee shall be deemed to have received notice of the meeting and, where requisite, of the purposes for which it was called.

20.4                Proof that an envelope containing a notice was properly addressed, pre-paid and posted shall be conclusive evidence that the notice was given. A notice shall be deemed to be given at the expiration of 48 hours after the envelope containing it was posted.

THE VINTAGE JAPANESE MOTORCYCLE CLUB ( UK) LTD
BYE - LAWS of THE CLUB - 04/10/2015

1.          The Club shall be called The Vintage Japanese Motorcycle Club UK Ltd.

2.          The Objects of the Club are set out in the Memorandum of Association and the rules and regulations are set out in the Articles of Association.

3.          In these Bye-laws the Committee means the Club Committee and the Board means the Board of Directors.

4.          Club membership shall be open to any person interested in the Objects of the Club.

Members shall fall into the following categories:

(a)      A subscribing Member is a Member who has a current full membership of the Club and whose annual subscription is not unpaid within two calendar months of it becoming due.

(b)     A voting Member is a Member who has paid a full membership subscription to the Club and whose annual subscription is not unpaid within two calendar months of it becoming due and was 16 years or more on the day the subscription was paid.

(c)      Any person resident at the same address as that of a Subscribing Member of the Club may enrol as a Joint Member of the Club. Joint Members of the Club may not serve on the Committee and are not Voting Members. Joint Members will not receive individual copies of the Club communications.

(d)     Any person resident at the same address as that of a Subscribing Member of the Club and is under the age of 16 years may enrol as a Family Member of the Club. Family Members of the Club may not serve on the Committee and are not Voting Members. Family Members will not receive individual copies of the Club communications

5.          A bank account(s) shall be operated in the name of the Club and duly authorised person(s) shall pay in all monies after due process. All cheques drawn on Club account(s) shall be signed by at least two Members of the Committee who are registered or authorised signatories to the account(s). All expenses must be claimed within three months of when they are incurred. Failure to do so will result in them not being reimbursed.

6.          All events which are to be organised in the name of the Club shall be authorised and registered with the National Co-ordinator or in his (her) absence the Chairman or the Editor (also for Tansha) who will acknowledge. Their contact details being published in the Club magazine, which is circulated to all fully paid up Members.

7.          Non-members of the Club may be allowed to participate in events subject to the agreement with the National Co-ordinator and upon accession to temporary membership.

8.         SUBSCRIPTION

(a)      Membership of the Club shall be for a period of 12 calendar months from the date of acceptance and an annual fee for membership of the Club shall be paid.

(b)     Membership fees will be determined by the Committee and where there is to be a change in fees such change shall be ratified at an Annual General Meeting.

9.         THE COMMITTEE

(a)      The Committee shall consist of Club Members so duly appointed annually at a general meeting. Committee to consist of a minimum of 8 and no more than 12 Members.

(b)     Any Committee Member may retire by giving 3 months prior notice to the said Committee.

(c)      The Committee shall manage all affairs of the Club and shall have power to do everything necessary for that purpose.

(d)     Committee meetings shall be held not less than three times in every year.

(e)      In an emergency additional meetings may be called on not less than 3 days notice.

10.     DIRECTORS

(a)      The following Committee Members to be Directors, Chairman, Treasurer and National Co-ordinator.

(b)     There shall be a further 3 Directors elected by the Annual General Meeting or postal ballot.

(c)      To serve as a Director the person must be a current Member of the Club and make a declaration that they consent to serve as a Director. The form of this declaration must include a statement that there is no legal reason to preclude him/her being a Company Director.

11.     MEMBERSHIP AND RECORDS

(a)      The Membership Administrator must keep a record of Members details.

(b)     The Secretary must keep a record of minutes of proceedings of the Committee and the Board of Directors and any other records of the Club as required.

(c)      The Treasurer must keep such books of account as the law and the Committee(s) direct.

(d)     All individual Committee Members shall keep such records as the Committee(s) so direct.

(e)      A record shall be kept by the Club Administrator of the duties of the individual Committee Member, which shall be revised from time to time by the Committee.

12.     SECTIONS

(a)      For social purposes the Club Members may organise into Sections.

(b)     The formation of Sections shall be at the discretion of the Committee through the National Co-ordinator.

(c)      Application to establish a new Section shall be supported by a proposal in writing to the National Co-ordinator.

(d)     No Section may hold monies on behalf of the Club without the express permission of the Committee nor may they open any bank/building society account(s) in the name of the Club.

(e)      No Section shall collect subscriptions in addition to the membership subscriptions without express permission from the Committee on behalf of the Club and full accounts provided to the Treasurer.

(f)      All publicity material, letter heading or other documentation relating to the Sections must have the prior written approval of the Committee through the National Co-ordinator.

(g)     The Sections may organise an event, rally, or meeting, but this should meet any regulations from time to time promulgated by the Committee with regard to such event, rally, or meeting. The said event, rally, or meeting must also comply with the requirements of the Club insurers at that time

(h)     All VJMC events open to the fee paying general public must be properly financially managed. To this end a profit and loss or balance sheet must be delivered to the Club’s main address within six weeks of the end of all and any events. VAT receipts must be provided for all transactions. All and any donations made by Sections to charities or suitable organisations MUST be validated, by a receipt from said charities or suitable organisations.

13.     INDEMNITY

Except such loss as arises from their respective wilful default the Members of the Committee shall not be liable (otherwise than as a Member of the Club) for any loss suffered by the Club as a result of the discharge of their respective duties on its behalf and they shall be entitled to an indemnity out of the assets of the Club for all expenses and other liabilities incurred by them in the discharge of their respective duties.

14.     AGM

(a)      Any Member proposing or seconding a motion for the Annual General Meeting must be in attendance on the day.

(b)     For a proposition to be carried, a two-thirds majority is required.

(c)      The Annual General Meeting must be held at no more than fourteen month intervals.

15.     EXPULSION

(a)      The Committee may expel any Member who offends against the Articles and Bye-laws of the Club or whose conduct in the opinion of the Committee renders the Member unfit for membership of the Club.

(b)     Before any such Member is expelled the Committee must give them 14 days written prior notice to appeal.

(c)      Expulsion can only be carried out with a two-thirds majority of the Committee.

(d)     The Committee may also suspend a Member with immediate effect pending such meeting of the Committee if the Committee feels it appropriate to do so.

Privacy policy  

The Vintage Japanese Motorcycle Club (UK) Limited herein known as The VJMC is committed to protecting and respecting the privacy of its members and non-members using our services. 

This policy (and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By submitting personal data to us, you agree to us using your data as follows. 

Information we may collect from you 

We may collect and process the following data about you: 

·          Information that you provide by filling in paper forms or forms on our site www.vjmc.com (our site). This includes information provided at the time of registering to use our services, posting material or requesting further services.  

·          If you contact us, we may keep a record of that correspondence. 

o    Details of your visits to our site including, but not limited to, traffic data, location data and other communication data, whether this is required for our own purposes or otherwise and the resources that you access. 

Where we store your personal data 

The data that we collect from you is stored on a computer database. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. 

Information will be retained by the VJMC electronically. It is treated with confidentiality and will NEVER be disclosed or passed to any other agent or 3rd party other than for membership services and magazine distribution  

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. 

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. 

When using our site, information about your visit may be collected by a third party, such as Google Analytics.  Such companies only collect non-identifiable data. 

Other Third Parties 

Facebook  is a third-party provider used by The VJMC to manage its social media interactions.  Their Privacy Notice: https://www.facebook.com/full_data_use_policy   

Linkedinis a third-party provider used by The VJMC to manage its social media interactions.  Their privacy policy:https://www.linkedin.com/legal/privacy-policy

LoveAdmin is a third-party provider used by the VJMC to manage Membership Services.  Their Privacy policy: https://www.loveadmin.com/privacy-policy/

How we use your Personal Data 

We use personal data held about you in the following ways: 

·          To send you your membership pack, Membership card and payment reminders 

·          To contact you regarding your membership/financial queries 

·          To provide you with our bi-monthly magazine 

·          To provide you with Motorcycle Dating service, when you choose to do so. 

·          To notify you about changes to our service. 

·          To send you details of local meets, ride-outs and events run by your local VJMC Section; you have the right to opt in/opt out of this at any time. 

By applying to become a member or renewing your subscription you will automatically agree to receiving marketing offers in the form of our bi-monthly Tansha Magazine via hard copy. Your details will not be passed to any third parties other than a printing and distribution company in order to provide you with this service.  

Disclosure of your information 

We will never disclose your personal information to any other member unless we have your permission to do so. 

We may disclose your personal information to third parties: 

·          We use a third party to post out our bi-monthly magazine.  We make every effort to send your name and address to them in a secure way and we ensure that they are GDPR compliant and destroy that information after use.  

·          If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms of Use or terms and conditions of membership and other agreements; or to protect the rights, property, or safety of us or any of our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. 

Your rights 

You have the right to ask us not to process your personal data for purposes other than Membership. We will always request your permission before disclosing your personal data for any other purpose.  

You have the right to request a copy of any personal data (Subject Access Request) we hold about you in accordance to GDPR Compliance. 

You can exercise these rights by contacting us at  vjmcmembershipuk@gmail.com . 

Please note that we cannot delete your information where we are required to have it by law, or where it is in printed format, such as past copies of the newsletter or similar publications and already in the public domain. Where data has been shared we shall communicate any rectification or erasure of personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed. 

Our site may contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. 

Accuracy of Information 

In order to provide the highest level of membership service and support, we need to keep accurate personal data. Please keep us informed of any changes to your personal information. 

Changes to our privacy policy 

Any changes we may make to our privacy policy in the future will be posted on this page. 

Contact 

Questions, comments, requests and complaints regarding your personal data should be addressed to vjmcmembershipuk@gmail.com .