Ulysses Western Cape

ODYSSEUS WESTERNCAPE

CONSTITUTION

AMMENDED 28thMAY 2015
TITLE

1.The name of the club shall be ODYSSEUSWESTERN CAPE(OWC) hereinafter referred to as the Club.

INSIGNIA

2.The Club insignia shall consist of a steed’s head superimposed on spread wings, in white andgold outlined in black across the centre of a circle with “Odysseus” above in red outlined in black. Along the top circumference of the circle “Western Cape” is written in gold with black outline, and the name Cape Town along the bottom under the steed’s head in gold with black outline respectively.

PRIMARY AIM

3.To provide a friendly forum for like-minded biking enthusiasts, aged 40 years and over, where ancient hooligans can gather to ward off loneliness and exchange lies about their formative years.

OBJECTIVES

4.1To help aging bikers to stay active, alive and well.

4.2To encourage others who look like they could be getting old to stop it and to do things to enjoy life, preferably on bikes.

4.3To encourage members to keep on biking or to enjoy biking activities.

4.4To foster an interest in motorcycles and to promote unity amongst bikers.

4.5To encourage and support all forms of road and off-road biking activities.

4.6To enhance relationships between bikers and those less fortunate.

4.7To organise social biking events.

ORGANISATION

5.1The Club shall be a non-profit making social organisation.

5.2 The Club shall be managed by a committee, known as the Handlebar Committee (HC),which is to be elected by paid-up members annually.

5.3A Treasurer and a Secretary are to be appointed by the HC from the memberselected at an AGM

5.4A Spokesperson is to be elected by the HC members from within their own numbers.

5.5 The HC shall decide on Club matters by means of consensus.

5.6HC decisions may be brought to a vote on the call of a paid-up member, seconded by a paid-up member, and such decisions confirmed or rejected by simple majority vote of a quorum of paid-up members, at a General, Annual General or Special General meeting.

ELECTION OF HANDLEBAR COMMITTEE MEMBERS

6.1HC members shall be elected at an Annual General Meeting, subject to the following:

a.After serving 2 consecutive years on the HC members are not eligible for re election. This should constitute +/- 50% of the HC

b.HC members who have previously served for two years on the Committee and have had a minimum break of one year are eligible to stand for re election if they are proposed and seconded by paid up members. A member must have a minimum of 1 year’s membership before becoming eligible for election to the HC.

EVENTS COORDINATOR AND SUB-COMMITTEES

7.1The events coordinator, appointed by the HC, shall co-ordinate regular events such as breakfast runs, socials, etc, with the help of the remaining HC members without portfolio. The events coordinator will ensure information regarding runs and events are published well in advance.

7.2Major events, e.g. rallies, shall be managed by working committees as required by the HC.

MEMBERSHIP

8.1Membership is restricted to anyone forty (40) years of age and over.

8.2 After a period of five (5) consecutive years membership in the Club, members who have reached the age of at least seventy (70) will be awarded life membership and no yearly subscriptions are paid thereafter.

8.3 Ownership of a motorcycle is not a prerequisite for membership. A keen interest is.

8.4Membership is open to anyone keenly interested in any aspect of motorcycling, regardless of race, gender, political, sexual or religious persuasion.

8.5Ultimate authority rests with the paid-up members. Each member shall be entitled to one vote. The Presiding Person shall have an additional casting vote.

8.6The members themselves will have the task of determining and organising events as well as motivating social runs and outings in conjunction with Committee members.

8.7Any paid up member is entitled to wear the club’s Insignia. Should a member resignor membership lapses, this privilege ceases.

8.8Country members shall be those members living outside of a radius to be determined by the HC.

APPLICATION FOR MEMBERSHIP

9.1Any qualifying member wishing to join the Club shall be proposed and seconded by persons who have been members of at least three months standing.

9.2A fully completed and signed application form should reach the Secretary.

9.3Attendance of not less than three general meetings and three scheduled events in a twelve month period, is usually required prior to acceptance. The HC may at their discretion overrule this clause where extenuating circumstances exist.

9.4Applications for membership shall be considered by the Committee each month.

9.5The Committee shall be entitled to put such questions as it may think fit to such Proposer and Seconder, or either of them, concerning such a candidate. Both Proposer and Seconder shall reply giving all material particulars as to their best knowledge of such an applicant.

9.6Election of members shall be vested in the Committee who shall vote by ballot. A majority “for” vote is required for acceptance as a member.

9.7The Secretary shall notify each applicant of his acceptance or otherwise. Successful applicants will be provided with a copy of this Constitution. Membership is conditional to payment of the relevant subscription fees. The Committee shall not be required to furnish unsuccessful applicants with reasons for non-acceptance.

SUBSCRIPTION FEES

10.1Upon application for membership, the annual subscription fee shall become payable. The amount of the annual subscription fee shall be determined at General Meetings from time to time. Should a member resign, no fees will be refunded.

10.2Membership shall run from 1 January to 31 December each year.

10.3Annual subscriptions are due on 1st January of each year. Grace of 2 months is given to the last day of February, after which membership shall lapse.The member would then have to re-apply for membership.

10.4Country members shall pay the standard joining fee and subs, but annual subscription renewals will be reduced as recommended by the HC members.

HANDLEBAR COMMITTEE

11.1The Committee of the Club shall consist of a minimum of seven members who shall include:

a.The Secretary, who is to keep the register of members, notices and minutes of Annual General Meetings and Special Meetings.

b.The Treasurer, who is to keep strict record and control of all monies, expenditure and assets.

c.Co opted members. Persons with special skills or knowledge can be co opted by The Handle Bar committee on an ad hoc basis. Such co opted members will have voting rights only for the specific field of expertise for which they were appointed

11.2a.A quorum shall consist of not less than 50% of HC members.

b.In the event of equal votes on any issue, at any meeting, the spokesperson shall have the casting vote.

ANNUAL GENERAL MEETINGS

12.1The Annual General Meeting shall be held during the month of January.

12.2Notice of the Annual General meeting shall be posted on the web site and sent by e-mail or post (if requested) at least 14 days before the date of the meeting.

12.3A quorum at any general meeting shall consist of not less than 25% of paid-up members inclusive of HC members present.

12.4Members unable to attend the Annual General Meeting or Special General meeting may submit proxy forms with regards to voting, which should reach the Secretary before the start of the meeting.

MANAGEMENT OF AFFAIRS AND ASSETS

13.1The Committee shall decide upon a Financial Institution at which a suitable account or accounts shall be opened in the name of the Club.

13.2All monies received by the Club shall be deposited to the aforementioned accounts as soon as is practicable or to such other investment accounts or avenues as the Committee may from time to time determine and approve.

13.3Any paid-up member may at his discretion examine the books of the Club.

13.4The Treasurer shall prepare an account of income and expenditure of the Club annually or such other statements as the Committee may require. The accounts and books of the Club shall be examined and vouched for within 30 days after the AGM by the newly appointed HC. If deemed necessary by the Committee, an independent auditor may be called in to examine the books of the Club.

GUESTS

14.1Guests may be introduced by members who are to countersign the attendance register on their behalf.

14.2The introduction of guests, especially those who may be eligible for membership, is encouraged at all Club meetings and events.

14.3Every member introducing a guest shall be responsible for the conduct of such a guest.

SUGGESTIONS AND COMPLAINTS

15.All complaints and suggestions members want taken seriously must be addressed to the Committee in writing in order to be addressed at the next meeting. The secretary will respond to the complainant in writing.

AMENDMENTS TO THE CONSTITUTION

16.Amendments to the Constitution shall be considered annually at the Annual General Meeting or Special General Meeting. Any proposed amendments must be submitted to the Committee in writing by a paid-up member and must be seconded by at least one other paid-up member at least two months prior to the AGM or SGM.

ACQUISITION OR DISPOSAL OF PROPERTY

17.1Subject to the approval of the majority at a General Meeting the Club shall have the power to purchase, lease or sell fixed property.

17.2The income and property of the Club shall be applied solely towards the purposes of the Club and no portion of it shall be used for personal gain whether directly or indirectly by any present or past member of the Club.

RECIPROCITY AND AFFILIATION

18 The Committee shall have the power to arrange terms of reciprocity or affiliation with other clubs, should they consider it advisable to do so in the interest of the Club.

CHAPTERS OUTSIDE OF THE WESTERN CAPE

19 Any group of people (do we need a minimum number) outside of the Western Cape who do not wish to be country members, may with the concession of the WC members, by simple majority vote at a GM, SGM or AGM use the name ODYSSEUS (TRADE MARK 2011/22720 in class 41)

19.1 The only changes allowed to the club insignia will be the name of the province above the name ODYSSEUS and the area or town below the steeds head. All colours and fonts will remain as per the original WC insignia. Approved artwork by both parties will be supplied by the WC and strictly adhered to.

All chapters shall abide by the constitution, but where names and places referred to are in the WC, these will be replaced by those of the province using it at the time. Dates relating to certain events may also be changed.

A. The cover page

B. Section 1. TITLE

C. Section 2. INSIGNIA

D. Section 8.8 Chapters will designate their own boundaries regarding country

members.

E. Section 10.3 Chapters will decide when their financial year will start and end.

F. Section 12.1 The date of the AGM may be set in accordance with the financial year.

19.2 Each chapter will according to their financial situation create their own fee structure. There will be no financial ties to WC except for the purchase of back patches.

19.3 Any changes chapters wish to make to the constitution must first be vetted by the WC committee before any change can be voted on.

19.4Each chapter will take full responsibility for their actions and that of their members and will in no way have any right of action against Odysseuswc or any other chapter or their members.

DISCIPLINARY PROCEDURE

20.1The Committee shall have the right to suspend any member who, in its opinion, has been guilty of conduct prejudicial to the interest or image of the Club and its members. Such member shall be informed in writing of the offence and has the right to appeal against this decision and be granted a hearing at a place and time acceptable to all parties concerned. The member has the right to representation and or call a witness, whose names shall be presented to the committee not less than two (2) days before the hearing. The hearing will be conducted by members selected from the HC.

20.2No member shall utilise the name of the Club for personal financial gain, or use the Club as a vehicle to propagate political or religious beliefs. The Committee’s decision in this regard shall be final.

LIFE & HONORARY MEMBERS

21.1The Committee of the Club may propose at an Annual General Meeting that Life Membership be conferred on a member who has rendered meritorious service to the Club. If approved by a simple majority of members present, the member is then absolved from paying the annual subscription and shall be accorded such other privileges as determined by the Committee.

21.2 The Committee of the Club may propose at an Annual General Meeting that Honorary Membership be conferred on a non-member who has given worthy service to the Club. If the nomination is approved by a simple majority of members present, the Honorary Membership will last for one year.

ACTION AT LAW

22.No member or guest shall have any right of action against the Club for any damage suffered by him or her through any default or neglect of the Club.

DISBANDMENT OF THE CLUB

23.In the event of a decision by at least two thirds of the current paid-up members to dissolve the Club, all monies standing to the Club’s account shall be donated to an organisation, to be determined by a simple majority vote of the Members at the time of dissolution.

COMPLIANCE BY MEMBERS

24.All members of the Club shall be required to accept and abide by this Constitution.

Signature

(ON BEHALF OF THE HANDLEBAR COMMITTEE)

AMMENDMENTS

23January 2014

11.1(c) Co opted members. Persons with special skills or knowledge can be co opted by

The Handle Bar committee on an ad hoc basis. Such co opted members will have

voting rights only for the specific fiel of expertise for which they were appointed.

11.2(b) In the event of equal votes on any issue, at any meeting, the spokesperson shall

have the casting vote.

22 January 2015

8.2 Upon reaching the age of seventy (70) life membership is awarded and no yearly subscriptions are paid. Should an applicant be seventy (70) or over when applying for membership normal joining fees will be paid for the first year, and thereafter fall away.

Amended to read:

8.2 After a period of five (5) consecutive years membership in the Club, members who have reached the age of at least seventy (70) will be awarded life membership and no yearly subscriptions are paid thereafter.

28th May 2015

9.3 Include the words, in a twelve month period, after the word events.