1. CLUB NAME
a) The club shall be hereafter referred to as “The Mini Clan”

2. AIMS AND OBJECTIVES
a) Encourage and develop interest in ownership of all Mini marques, both Classic and New manufactured between 1959 and the present day,
b) Provide members with information, advice and assistance on matters concerning their cars.
c) Provide members as many benefits and privileges as it may be possible to arrange.
d) Act as ambassadors to the general public, via car shows, coordinated runs and events, members only events and participation in events organised by third parties, to foster interest in the mini.
e) Organise club evenings to encourage club members to meet and discuss their cars and any other matter in a relaxed and social environment.

3. MEMBERSHIP
a) Anyone, whether mini car owners or otherwise, shall be eligible for membership, upon the payment of the annual subscription, which will be valid for all or part of one calendar year.
b) Individual or Single Household membership will entitle an individual or a household to single mailings of newsletters
and MiniZine and one vote at meetings upon payment of a single annual subscription. However, friends or acquaintances of the individual member and more than one member of the household can participate in member only activities. One membership card will be issued.
c) Multiple Household membership will entitle a household to more than one mailing of newsletters and MiniZine and more than one vote at meetings upon payment of a the equivalent of 1.5 x annual subscription. However this category of membership can elect to receive only one mailing. Up to four membership cards can be issued.
d) There shall be no minimum age limit on membership although members must be 14 years old and over to vote at club meetings. There shall be no upper age limit on membership.

4. MEMBERSHIP FEES
Changes to the annual membership fees can only be made at a Mini Clan Annual General Meeting.

5. MEMBERSHIP FEE PAYMENTS
Annual membership fees are due by the end of February each year. However, new members who join during the calendar year, will be entitled to full membership upon payment of a proportional fee covering the remainder of the year.

6. NON-PAYMENT OF MEMBERSHIP FEES
Any member of the club who has not paid his/her membership dues by the 1st of March shall be taken off the Register of Members.

7. RESIGNATION
Any member wishing to resign his/her membership can do so by notifying the Membership Secretary and/or the organising committee. There will be no refund of membership dues.

8. MANAGEMENT OF THE CLUB
Authority and responsibility for the business of the club shall be vested in an organising committee, elected at a General Meeting of the club.

9. ORGANISING COMMITTEE
The committee shall consist of as many elected members as the General Meeting sees fit to elect and will share the responsibility of organising the running and activities of the Mini Clan.
The committee should be made up of an odd number to prevent tied voting.
Nominations for election to the committee will be accepted before or at a General Meeting and members may be elected to the committee in absentia, provided they have agreed to have been nominated and seconded in advance of the meeting. In the event of the number of nominations exceeding the number of committee members decided by the meeting, a vote shall be conducted. Nominated members shall have the opportunity to make a brief statement and be questioned by the members present prior to the vote. In absentia nominees may submit a short statement in support of their nomination. This statement will be circulated at the meeting.

10. ORGANISING COMMITTEE ROLES
The specific roles of Committee Chair, Membership Secretary, Treasurer, Events Coordinator(s), and Webmaster shall be delegated by the elected organising committee after each AGM.
Other roles and duties can be delegated when required.
The organising committee can co-opt, from the existing membership, anyone with special expertise as and when required.
These co-opted members will not have committee voting rights.

11. DUTIES OF ORGANISING COMMITTEE MEMBERS
a) It shall be the duty of the Committee, under the control of the Committee Chair, to conduct orderly meetings, act as primary contact for the club, encourage club ideas, encourage club membership, and ensure all Committee members carry out their prescribed duties as set forth in this section of the Constitution.
b) It shall be the duty of the Committee Chair to conduct orderly meetings and ensure that the business of the club is dealt with at all times. It will also be the duty of the Committee Chair to schedule regular committee meetings.
c) It shall be the duty of the Membership Secretary to maintain an up to date database of the register of current membership and encourage membership renewals when required.
d) It shall be the duty of the club Treasurer to handle all money matters of the club, keep a record of all expenditures, and advise the committee of all financial matters.
e) It shall be the duty of the Events Coordinator(s) to coordinate as many Mini activities as possible, and bring them to the attention of the club members to gauge interest.
If there is enough interest in an event, the Coordinator shall delegate the responsibility for organising an event to a willing member or members to take care of all the details in order to deliver a successful event.
Event coordinators will ensure that the Webmaster and the MiniZine team have access to photos and event reports.
f) It shall be the duty of the Webmaster to update the website with photos, news, links, etc. as events are planned and take place.
g) All the office bearers can call on members to assist with these duties as required.
h) The committee shall ensure that the Monthly Club Newsletter and MiniZine shall be produced regularly and reflect the past, current and future activities of the club.
The preparation and production of the Newsletter and MiniZine can be delegated to members with the necessary expertise, outwith the committee if required.
i) Members may submit matters to the committee for discussion.
These issues can be submitted in writing, either by post or email to committee members either via the Mini Clan email or to individual committee members. These submissions shall not be passed to anyone outside the committee without the full approval of the committee.

12. BANKING
Under the supervision of the Treasurer, all monies of the club shall be banked in an account in the name of the club, and no withdrawals or payments shall be made from this account unless initially authorised by the club Committee.
All cheques and payments will require the signature of two (of three) nominated office-bearers of the Club.

13. CLUB AND CLUB MEMBER’S NAME AND ADDRESSES
The names and addresses of the club and its members shall not be given out for trade, advertising or business purposes or in connection with any legal proceedings, without the prior permission of the member and the committee.

14. EXPULSION OF MEMBERS
Where circumstances dictate, the Committee shall decide upon the possible expulsion of a club member. Members of the Committee shall be given at least seven days notice that a question of expulsion is to be discussed at a meeting of the Committee.
The member whose expulsion is under consideration shall be given the same seven days notice before the meeting and shall be allowed to offer an explanation of his/her conduct verbally, or in writing. The Committee members shall then vote for/against his/her expulsion. He/she shall thereupon cease to be a member of the club if the majority of the Committee votes for expulsion. The expelled member may submit an appeal against expulsion. The appeal will considered at the subsequent general meeting of the club. The expelled member will be entitled to reapply for membership 12 months after the initial expulsion.

15. ANNUAL GENERAL MEETING
The Annual General Meeting (AGM) of the club shall be held upon a date and at a time to be fixed by the Organising Committee. The AGM will be held once every calendar year and within 15 months of the Previous AGM. The membership will be given at least 21 days notice of the AGM.
The Committee chair will run the meeting.
During the AGM:
1) The Treasurer shall provide a full statement of accounts showing the receipts and expenditure for the previous year.
2) The Membership Secretary shall provide a report detailing the current state of play regarding the club membership.
3) The Events Coordinator shall provide a club activities report from the previous year.
4) Members of the committee shall submit reports as delegated by the committee.
5) The club shall elect a new committee, from the nominations put forward. Nominations shall be proposed and seconded and may be submitted to the Organising Committee in advance of the meeting or at the meeting.
6) The club will decide on any resolutions, which may be duly submitted to the meeting.
7) Other matters raised in writing for discussion at the AGM will be added to the AGM Agenda.

16. EXTRAORDINARY GENERAL MEETINGS
An Extraordinary General Meeting (EGM) may be convened by direction of the Organising Committee or by a requisition
to the Organising Committee stating the business for which the EGM is required, and signed by not less than ten current
club members, who will be required to attend the EGM.
Notice of the business to be discussed will made available to the membership, by post and via the Mini Clan Website,
at least 7 days in advance of the EGM.

17. MATTERS FOR INCLUSION ON MEETING AGENDA
When members wish a matter to be placed on the Agenda for a General Meeting, either Annual or Extraordinary,
the text of such matters shall be sent to the Committee at least 14 days before the date of such meetings, so that it
may be included in the Agenda. This agenda shall be made available to the membership for information, by post
and via the Mini Clan website at least 7 days before the date of the General Meeting.

18. VOTING AT MEETINGS
Every member with a right to participate may exercise one vote.
At all club meetings, a majority of votes decides a resolution.

19. RIGHT TO PARTICIPATE IN CLUB MEETINGS
Anyone can attend, but only members are allowed to participate in General Meetings.

20. MEETING MINUTES
The minutes of each Organising Committee meeting, AGM and EGM shall be made available to the membership
for information and discussion, by post and via the Mini Clan website.

21. INTELLECTUAL PROPERTY
Any photographic, text or other material donated to the Mini Clan for use in any Mini Clan published medium
shall remain the copyright of the originator, but the Mini Clan shall be granted free licence to use said material in perpetuity.

22. AMENDMENTS TO THE CONSTITUTION
a) Amendments to these Rules can only be made if a majority vote is made during a General Meeting.
b) Any proposed amendment must appear in the agenda for the General Meeting, with the proposer and a seconder.
Both proposer and seconder must be fully paid up members of the Mini Clan, and have been members before the notice
for the AGM or call for the EGM was issued.

23. COPIES OF CONSTITUTION
Members shall be furnished with a copy of the club constitution upon joining the club.
The constitution will also be available on the Mini Clan website.

24. PUBLIC LIABILITY INSURANCE
The Mini Clan shall be covered by an adequate public liability insurance policy.
This policy shall be renewed annually.

25. MEMBERSHIP CARD
Any membership card issued to a member to denote membership of the Mini Clan shall remain the property of the club.
On termination of their membership, members shall return the card to the Membership Secretary.

26. WINDING UP OF THE MINI CLAN
Should the need arise an EGM shall be called to wind up the Mini Clan.
After all liabilities have been met, any remaining assets shall be donated to a charity or charities decided by the
membership present at the EGM.

27. DATA PROTECTION ACT
All personal information provided to the Mini Clan, by members and prospective members, will be used for the sole purpose of administering Mini Clan business and will be used in accordance with the 1998 Data Protection Act.

28. CLUB ACTIVITIES AND THE LAW
All members participating in Mini Clan events and activities shall be subject to the laws of the land and the act of participating in an organised event does not exclude participants and their vehicles from complying with the requirements of the Road Traffic Act.