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CLUB RULES
Touring Caravan Club Rules
The name of the Club is ‘Touring Caravan Club’.
The aims and objects of the Club are:
The promotion and encouragement of recreational activities for its members.
To publish magazines, newssheets and matters of interest to Members.
To maintain and foster relations with public and local authorities, clubs and similar organisations, site owners, leisure unit manufacturers, suppliers and associated accessory suppliers.
3. MANAGEMENT 1) MANAGEMENT COMMITTEE
The Touring Caravan Club shall be managed by the Management Committee formed of up to Nine (9) National Officers.
National Officers shall be elected at a National Annual General Meeting to serve for a term that ends at the second Annual General Meeting following that during which they were elected. (See
Appendix 1 – Election of National Officers)
The National Officers will allocate the Management Committee roles as they see fit, these must include, Chairman, Secretary and Treasurer, to be done in a meeting immediately following the National Annual General Meeting.
Any casual vacancy for a National Officer arising during their term, may be filled by co-option by the Management Committee until the next National Annual General Meeting at which time the co-opted member must seek election along with any other member(s) who wishes to seek election.
The Management Committee must meet a minimum four (4) times a year
The Management Committee shall have the power to act on behalf of the Council in all aspects of the running of the Touring Caravan Club as defined in Rule 4.1.a - 4.1.g.
2) Trustees
Following each AGM the Management Committee will elect four National Officers to Act as Trustees for that following year, one of these Trustees should be the National Officer responsible for Extended Rallies, to be actioned in the meeting defined in 3.1.c.
The Trustees will be empowered to enter into transactions with landowners to enable the Club to take full control of that land for the duration of rallies that require such actions for it to be sanctioned by the Club.
All such properties of the Club as can be most conveniently be held by a Trustee has been and shall in the future be vested in the Trustees to hold on behalf of the Club to be dealt with by them as The Council shall from time to time direct (by resolution), of which an entry in the Minute
Book shall be conclusive evidence. The Council shall decide as to what property may be so vested
The Trustees shall be indemnified against all risk and expenses of the Touring Caravan Club’s property and in the case of any deficiency in the assets of the Club when they shall be indemnified by the Members for the time being of the Club against personal liability to any creditors of the Club or of the Club’s property
4. COUNCIL 1) COUNCIL
There shall be a Council of the Club consisting of the National Officers, plus two Members representing each of the Club section as defined in Appendix 4.
Management of the Club, by the Council, shall include: a) Control of the Finance of the Club
The power to enter into, or authorise the Trustees to enter into, contracts in such a manner as they think best on behalf of the Club, and in particular in relation to all or any of the following matters viz:
The sale of any chattels belonging to the Club that are no longer required
The suspension and/or re-composition from time to time of entrance fees, subscriptions, or other monies, whether receipts or payments, on any alterations of the Club’s financial year, or other occasion arising there from
The holding and dealing with the property of the Club, and such matters as it may in the opinion of the Council be desirable in the interests of the Club to undertake
The Council may authorise the National Officers of the Club to enter into any contract for the sale or lease of any land or property or any part thereof and to mortgage or charge the same. Furthermore, the Council may authorise the National Officers of the Club to enter into any mortgage or arrangement to borrow money on behalf of the Club in express pursuance of any resolution passed by a meeting of the Council
Any debentures which the Council may be authorised to issue, may be issued by it in such a manner and upon such conditions as to redemption and otherwise and generally in such form and may be all allotted to such persons as the Management shall in its discretion think fit
Power to remit or return, under circumstances as they may deem it in the interest of the Club so to do, the whole or any part of any payment made to the Club
The right (subject to revision, amendment or cancellation by the Club in General Meeting) to interpret these rules and to give directions in cases not provided for by them, and to make such regulations as shall not be inconsistent with these rules, and to amend or cancel the same as may from time to time seem to be necessary or desirable
The right from time to time to make, vary and revoke bye-laws (not consistent with these rules) for the regulation of the internal affairs of the Club and the conduct of Members, including the conduct of Members with Club sections and at rallies organised by the Club or Club sections, and the Bye-laws for the time being in force shall be binding on all Members
Council, it at their discretion and by resolution, may request a postal vote of the Club Members to ratify any such urgent resolution of Council if, at their discretion, they deem it necessary and expedient to do so after taking into account the urgency of any such matters and all financial considerations. Such postal vote, which shall require a 2/3rds majority of all votes returned voting in favour thereof, shall be ratified and entered into the Minute Book at the next National
Annual General Meeting
The Council shall have the power to appoint Sub-Committees consisting of either Members of the Council or Ordinary/Partner Members of the Club, and to delegate to such Sub-Committees any powers of the Council. The Chairperson and Treasurer shall be ex-officio Members of all SubCommittees
2) COUNCIL MEETINGS
A Meeting of the Council shall be summoned twice in every twelve (12) months
A meeting to take place on the Saturday Morning of the National Annual General Meeting.
A Meeting to be held on a Saturday morning in October of each year
A Meeting can be summoned at any time by the National Chairman or National Secretary and those in attendance will form a quorum
In the case of equality of voting, the National Chairperson shall have the casting vote
5. MEMBERSHIP
The Club Shall Consist of Ordinary/Partner, Family, Life, Associate and Retired Membership. The following persons shall be eligible for the Club membership:
“Ordinary/Partner” who is aged 18 years and over and who is the owner of a touring caravan, motor caravan, trailer tent or tent, subject to Rule 7, b
“Family Member” shall consist of Mother, Father, Son, Daughter, Sibling, Son-in-law, and Daughter-in-law of the Ordinary/Partner Member, Life Member or Retired Member aged 18 years or older. Sibling to include any legally adopted child
“Life Member” any past or present Ordinary/Partner Member so appointed by the Council
“Associate Member” any person aged 18 years or over, who neither resides with an Ordinary/Partner Member, Life Member or Retired Member, nor owns a Unit as in Rule 11(1)
The Associate Member may take part in any activities of the Club. Associate Members will be associated to the Ordinary/Partner Member, Life Member or Retired Member who so introduced them, and those Members will be responsible for the conduct of any Associate Member they so introduce
Limitations of Use:
Ordinary/Partner Members and Life Members shall have sole voting rights at all meetings where voting takes place
Family Members and Associate Members shall only attend rallies when accompanied by an Ordinary/Partner Member or Life Member; they are not allowed to bring or sleep in a unit on their own. All normal activities shall be available to Family Members or Associate Members, but when attending any meeting they have no voting rights.
Ordinary/Partner Member, Life Member shall be deemed to be held responsible for the good conduct of his/her children, Family and Associate Members whilst attending any rally or Club function; and that all Club Rules and Bye-laws are adhered to at all times. Failure to do so may result in disciplinary action being taken against the Ordinary/Partner Member, Life Member.
6. Candidates Applying for Membership
Will be allocated into a Section and the Section Secretary notified, this information is for Section use only and on no account will be passed outside the Section unless for verification of valid membership for attending rallies, and in that case only name, section and membership number may be shared.
It shall be a condition of Ordinary/Partner, and Life membership that they shall have, and hold at all times, a minimum of third-party insurance on the respective Caravan, Motor Caravan, Trailer Tent or tent, to a minimum of £500,000.
Upon request from Management a Member shall be required to produce a current certificate within seven (7) days.
Failure to supply the Club with such a certificate within the prescribed period will render the Member liable to suspension from membership until such a certificate is produced
All Caravan, Motorhomes, Trailer Tents and Tents Must have their own Sanitation facilities.
On Joining the Club and on payment of his/her entrance fee and subscription, new members shall become bound by these rules and regulations.
Any Member who fails to pay his/her subscriptions within fifteen (15) days of expiration shall cease to participate in any of the advantages or privileges of the Club and shall thereafter if he/she desires to re-join the Club shall be allowed to do so but will receive a new membership number and will have to pay any associated joining fee
The Club’s Financial Year shall be from 1st February to the following 31st January, and subscriptions shall be due on enrolment and every twelve (12) calendar months thereafter
9. EXPULSION OF MEMBERS
Any Member who is in breach of the rules and bye-laws of the club or who, in the opinion of their own Section Officers, has committed any act or deed not in keeping with the standard behaviour expected of a Member of this Club will be, depending upon the gravity of the act of deed
Summoned to appear before a Section Disciplinary Meeting
Summoned to appear before a National Disciplinary Meeting
Be expected to abide by any decision made at either meeting
Any member has the right to appeal any decision made at a disciplinary meeting with 28 days of that meeting
Only the National Secretary has the power to suspend or expel any member from the club following a disciplinary meeting, or the National Secretary’s Replacement standing in at any said meeting.
Any Members found guilty at a National Disciplinary Meeting of initiating physical violence or gross misdemeanour on a Touring Caravan Club Rally or Club function shall be expelled from the Club.
In no case where the conduct of a Member shall have been considered shall the Member have any remedy against the Section, the Management, the Council, the Disciplinary Committee, the Disciplinary Appeal Committee, or the Club, or any Member or other Officer thereof, during suspension or after suspension or expulsion. After expulsion, the Member cannot be introduced or reapply to be a Member of the Club in any capacity unless at the discretion of a quorum of National Officers and Trustees, to whom the expelled member may request to present an oral statement either in person, or by a Member acting as his/her representative, or by making a written statement stating their case for reinstatement. Application for the reinstatement of an expelled Member can only be made after a period of twelve (12) months from the expulsion date.
The application for the reinstatement of an expelled Member can only be made once
Full Disciplinary procedures should be held by all National Officers and Section Officers and should be made available for viewing by any Member(s) of the Club should they so wish.
If any Member be adjudicated a bankrupt or execute a Deed of Arrangement with his/her creditors they must report this fact immediately to the Council, via the National Secretary. Whilst the Member retains their bankruptcy status they will not be allowed to hold Office in the Club or Section nor hold any position that deals with money
Each Member shall communicate any change of address from time to time to the Club, and all notices sent by post or otherwise to the last address so communicated by a Member shall be deemed to have been duly delivered to and received by the Member to whom the same are addressed
The National Annual General Meeting shall be held on the Saturday of the weekend following May
Day Bank Holiday. Its business shall include
The confirmation/election of Officers
The appointment of Auditors for the ensuing year
The receiving of reports of the Management, dealing with the general affairs of the Club
The Treasurer’s accounts for the financial year
Any other business which ought under these Rules to be transacted at a General Meeting Standing Orders for the NAGM can be found in Appendix 3
13. NATIONAL ANNUAL GENERAL MEETING – NAGM
At least 21 days’ notice of the NAGM of the Club must be given. The accidental non-receipt of such Notice by any Member entitled to vote shall not invalidate the proceedings of the Meeting. Any items or motions for inclusion on the Agenda must be with the National Secretary by the 1st Saturday in February. Only items or motions which appertain to the business of a NAGM shall be accepted and transacted at such Meeting
14. SPECIAL GENERAL MEETING - SGM
At least 21 days’ notice must be given to every Member of the Club of any SGM and details of the business to be transacted thereat.
A Special General Meeting may be called at any time by Council, Management Committee, or on written requisition signed by fifty (50) Ordinary Members of the Club and delivered to the National Secretary. The resolutions to be proposed at any such meeting called on requisition shall be stated in such requisition.
No business shall be transacted at a SGM except such as is specified in the Notice convening the same
Twenty-five (25) Ordinary/Partner Members present at a NAGM and fifty (50) Ordinary/Partner Members at a SGM shall form a quorum. If the requisite quorum is not present within half an hour from the time appointed for the meeting, if convened upon a requisition, it shall be dissolved; but, in any other case, it may stand adjourned to a day fixed by the Chairperson, and if at such adjourned meeting a quorum is not present those Members who are present shall be a quorum and may transact the business for which the meeting was called
The accidental omission to give Notice to any of the Members shall not invalidate any resolution passed at a General Meeting
At a General Meeting every question submitted shall be decided by a show of hands. Each Member present and entitled to vote shall be entitled to one vote and, in the case of equality of votes, the Chairperson shall have the casting vote. No Member shall be entitled to vote if his/her subscription for the current year is unpaid
At all General Meetings the Chair shall be taken by the Chairperson or, in his/her absence, the Treasurer. In the absence of both the Chairperson and Treasurer the Members of the Meeting shall choose one of their own number to be Chairperson
The Chairperson of a meeting may, with the consent of the meeting, adjourn the same from time to time
A Declaration by the Chairperson for any General Meeting, as to the result of voting on any resolution, shall be final. Entry into the Minute Book, signed by the Chairperson of any General Meeting, shall be conclusive to the terms of any resolution and of it being passed
The Council shall have the power to permit the formation of any new Club Section. Any request under this rule must be signed by not less than twenty (20) Ordinary/Partner Members of existing Club sections and shall contain full details of proposals for formation, variation and dissolution. Any Member signing a request for the formation of a new section subsequently permitted by the Council shall be deemed to be a Member of that section. A full Council shall have the overriding power of dissolution and/or amalgamation of any Club section if it seems necessary or desirable.
In these Rules, unless there be something in the subject or context inconsistent therewith, ‘month’ means calendar month; ‘in writing’ means written, typewritten or electronic; words importing only the masculine gender include the feminine gender; words importing only the singular number include the plural and vice versa
23. TCC Privacy Policy
24.1. Scope of the Policy
This policy applies to the work of The Touring Caravan Club (the TCC). The policy sets out the requirement that the TCC must gather personal data for personal membership purposes. The policy details how personal data will be gathered, stored and managed in line with data protection principles and the General Data Protection Regulation (GDPR). The policy is reviewed on an ongoing basis by the TCC Management Committee members to ensure that the TCC is compliant. This policy should be read in tandem with the TCC’s Privacy Notice.
24.2. Principles of the Data Protection Regulations Article 5 of the GDPR requires that personal data shall be:
processed lawfully, fairly and in a transparent manner in relation to individuals;
collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of the individuals; and
processed in a manner that ensure appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
Article 5(2) requires that:
“the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”
24.3. This Policy Exists to ensure that the TCC
Complies with data protection law and follows good practice
Protects the rights of members
Is open about how it stores and processes members data • Protects itself from the risks of a data breach
24.4. Lawful, fair and transparent data processing
The TCC requests personal information from potential personal members and personal members for the purpose of sending communications about their involvement with the TCC. The TCC have determined that the lawful basis for holding and processing data on personal members is Legitimate Interest and that the TCC is a Data Controller. The TCC have completed a Legitimate Interest Assessment to confirm that this is the lawful basis of processing that is the best fit for our purpose. The forms used to request personal information will contain a privacy notice informing potential personal members and personal members as to why the information is being requested and what the information will be used for. The Executive Committee of the TCC will seek to ensure that personal member information is not used inappropriately. Appropriate use of information provided by personal members will include:
Communicating with members about the TCC events and activities.
Communicating with members about their membership and/or renewal of their membership of the TCC.
Communicating with members about specific issues associated with their membership of TCC. • A kept list of Members suspended from the Touring Caravan Club and the disciplinary hearing transactions stored, should that member wishes to re-apply.
Members of the TCC will only be asked to provide information that is relevant for membership purposes.
This will include:
Name.
Postal address.
Email address.
Telephone numbers.
24.5. Accuracy of Data and Keeping Data up to Date
The TCC has a responsibility to ensure personal members' information is kept up to date. Members will be asked to let the TCC know if any of their personal information changes.
24.6 Accountability and Governance
The TCC Management Committee is responsible for ensuring that the TCC remains compliant with data protection requirements and can evidence that it has. The TCC Management Committee shall ensure that new members joining the Committee receive an induction into how data protection is managed within the TCC and the reasons for this. The TCC Management Committee will review data protection and who has access to information on a regular basis as well as reviewing what data is held.
24.7. Secure Storage and Processing
The TCC has assessed that the data held on personal members by The TCC is readily available from many other sources and that therefore the harm that could be caused to any individual by loss or theft of the data as held by the TCC is insignificant.
The TCC Management Committee members have a responsibility to ensure that data is both securely held and processed. In consideration of the risk of harm to individuals caused by unauthorised or unlawful processing or by accidental loss of data as being insignificant; the following will apply:
Only granting access of personal data of personal members to those on the TCC Management Committee who need to communicate with members.
Using password protection on electronic devices that contain or access personal information.
Using password protection or secure cloud systems when sharing data between the TCC Management Committee members.
24. If the numbers of Ordinary/Partner Members, Life, and Retired Members of the Club shall at any time fall below one hundred (100), or if at any time the Club shall pass at a Special General Meeting by a majority comprising of two-thirds (2/3rds) or more of the Members who are present and are entitled to vote a resolution (in this Rule called ‘the first resolution”) of its intention to dissolve, the Council and the Trustees shall take immediate steps to convert into money all the property of the Club (with power however to postpone or delay conversion of any particular property if the Club, at a Special General Meeting, shall so authorise) and pay all cash and ready monies of the Club, and the proceeds of such conversion, into a suitable deposit account at a Bank or Building Society. Out of the proceeds of such conversion, the Council and Trustees shall discharge all debts and liabilities of the Club, including the expense of such conversion, and any balance remaining in the said account shall remain for a period of not less than two (2) years, all proceeds should be paid to the Members who are
Ordinary/Partner/Retired or Life Members on the day of dissolution
A copy of the Notice convening any Special General Meeting under this Rule shall be sent by the
National Secretary of the Club by post to every Member, at his/her address last notified to the National Secretary, not less than fourteen (14) days before the date appointed for the Meeting; any accidental omission to send such copy or the non-receipt of the same shall not invalidate any proceedings or resolution.
All Sections of the Club will be permitted to keep their own individual Section funds and Section Equipment, enabling them to start individual members clubs if they so wish. Sections that do not want to start an individual members club will dispose of their section equipment and together with any section funds dispose of them equally amongst their own section members who were fully paid members of the club at the time of dissolution
Appendix 1 – Election of National Officers
No Member other than a past or current serving Officer of the Club, or Section Officer who has been a Member of the Club for five (5) years immediately preceding their election shall be eligible for election as a National Officer. All candidates for the post of a National Officer should be able to pass a credit check in order for them to enter into the financial holdings of the Club.
All Nominations for the positions of National Officers to be proposed, seconded and accepted by the candidate. All nominations are to be sent to the National Secretary by the 3rd Saturday in February along with a short history of the candidate and their positions held within the Touring Caravan Club, for circulation to sections if possible to include a photograph. When there are more than the require number of nominees, voting slips will be circulated to all voting members either electronically or by post. Members are required to hand their completed voting slips to their Section Secretary in a sealed envelope. These should be sent to or handed to the National Secretary prior to the NAGM. At a meeting prior to the NAGM (normally the Council Meeting), the sealed envelopes will be given to the appointed tellers who will open the envelopes and count the votes. In the event of a tied vote a ballot will be taken by those Members attending the NAGM.
The voting figures of each National Officer shall be made available to any Member of the Touring Caravan Club.
Appendix 2 - STANDING ORDERS FOR NAGM
A full register of ALL attending Members to be made by Members signing in
A National Officer to monitor all entering and check membership cards
Any Member not having his/her membership card must be a valid member as per the latest membership list as supplied the week of the meeting, and only allowed in the meeting after the
Chairperson has asked permission of the meeting for their admission
At the start of any NAGM where Rule changes are to be discussed the two- third (2/3rds) figure required to obtain a pass for these will be announced by the Chairperson or Secretary
At least four (4) Tellers to be appointed at the start of the meeting where voting is required to count and report to the Chairperson in writing the number of votes cast
The Chairperson will allow the proposer for the motion to speak on it, then take speakers FOR and AGAINST in equal numbers, then allow the mover the right to reply before a vote is taken. All speakers to stand and address the Chair, stating their membership number, name and section. When Members are speaking, others present will be expected to extend normal courtesy and remain quiet so others present may hear what is being said
Once the votes are counted the Chairperson will announce the results and state if the Motion is carried or fails
Once a declaration is made NO other discussion on that subject will be allowed
If feasible and viable a P.A. system to be used
APPENDIX 3 – Sections of the Touring Caravan Club The following shall be sections of the Club:
Chiltern, Mercia, Midshires, North Staffs & District, Northumbria, North West/Lune Valley, North Yorkshire, South Cheshire, South Yorkshire, Thames Valley, Vale of Trent and West Pennine.
CLUB BYE-LAWS
The Annual General Meetings of Club’s Sections shall be held no later than 20th October, on a date and at a place to be appointed by the Section Committees
21 days notice of Annual General Meetings shall be given to every member of the section entitled to attend and vote specifying the business to be transacted thereat.
The accidental omission to give notice of a meeting to, or non-receipt of notice by any Member entitled to receive such notice, shall not invalidate the proceedings of that meeting.
Twenty (20) Members are required to call a Special Extra-ordinary Meeting.
(a) Notices of Motions for section Annual General Meetings must be received by the Section Secretary not less than twenty-one (21) days before the date of the meeting.
(b) voting at section Annual General Meetings shall be by show of hands, except at contested elections of Officers and Members of the Committee. Only Members present at the meeting are entitled to vote or accept office, except in the case of a Special General Meeting in which case office can be accepted by proxy, where no other nominees are in attendance, provided a signed declaration of willingness to stand is received by the Section Secretary prior to the meeting.
At section Annual General Meetings the Chairperson shall preside, or failing him/her the Honorary Treasurer. If neither the Chairperson nor the Honorary Treasurer is present within five (5) minutes after the appointed time for holding the meeting, the meeting shall choose its own Chairperson.
The Honorary Secretary shall record in the Minute Book the proceedings of the section Annual General Meeting.
The Chairperson’s decision as to the result of the voting on any question shall be final and an entry in the Minute Book signed by the Chairperson of the AGM shall be conclusive to the terms of any resolution and of its having been passed.
Members of the Committee elected shall hold office until the date of the next section Annual General Meeting.
(a) If a casual vacancy by the death or resignation of the elected Section Officer or Member of the section Committee should occur, the vacancy may be filled by the co-option of another Member at the next meeting of that Section Committee.
(b) A Special General Meeting of any of the Club’s sections may be convened at anytime, and the provisions of bye-laws 1 to 2 inclusive of these Bye- laws applying to Annual General Meetings, shall similarly apply to Special General Meetings.
Candidates for election to a Section Committee must be proposed and seconded by Members of that section of the Club and agreed by the candidate. Nomination forms must be returned to the Section Secretary twenty-one (21) days before the date of the section Annual General Meeting.
If no nominations, or an insufficient number of nominations, are received by the Section Secretary by the date specified, candidates may be proposed and seconded at the section Annual General Meeting without notice by Members of that section.
The Chairperson of a section shall be the Chairperson of that Committee.
A Committee shall regulate its own procedure within the Club Rules.
All Members of a Section Committee shall be summoned to meetings by receiving seven (7) days notice in writing from the Section Secretary. The time and place for Section Committee meetings is to be decided by the Section Officers.
Each Member of the Committee, excluding the Chairperson, shall have one vote on every question, and in the case of equality the Chairperson shall have the casting vote.
Sections are geographical divisions of the Touring Caravan Club and directly responsible to the Council thereof.
An approved section shall hold an Inaugural rally and elect an adhoc Committee to manage the section until such time as a full Section Committee can be elected at an Annual General Meeting of the section
Section Committees shall be constituted as follows:
Chairperson, Secretary, Treasurer, plus not more than six (6) additional Ordinary/Partner or Family Members, one of who may at the discretion of the section be appointed Vice Chairperson, and one of who may at the discretion of the section be appointed Rally Secretary. Each office will be filled by ballot at that section’s Annual General Meeting. Candidates for the position of Section Officers shall have been a Member of the Club for at least two (2) years preceding their election.
Fifty-one percent (51%) of those entitled to vote shall form a quorum.
Sections shall at all times act in accordance with the instructions of Council.
Members may transfer to another section by notification to Head Office who will, in turn, ask the receiving section if they agree to the transfer. If the chosen section accepts the Member they will be transferred.
All Section Committees shall organise, arrange and manage rallies and other events for the benefit of the Members within the section, subject to the direction and approval of the Council of the Club.
Sections shall be allowed to run three “open weekend rallies” in a year under a 28- day licence, should they so choose, which may be attended by guests who are non-members for one time only. This open weekend rally to occur on a ‘normal’ weekend only and is not to include Bank Holidays, National Rallies or Holiday Rallies.
All Section Committees shall keep Minutes of their proceedings and records of acts done and monies received and paid, and shall furnish the National Secretary with all Minutes and records, at the request of Club Officers.
Subject to approval of the Council a section may have its own bank account. The Club will accept no responsibility for any overdraft incurred and the bank holding the section’s account must be so informed. Each section shall on request provide the Club Treasurer with financial statements of rallies and other events and monies held. The section shall provide (a) a mandate to their bank; (b) a mandate of all signatories to the National Treasurer.
Section Closure
Any section in danger of closing will be permitted to approach its parent section or any of its adjoining sections in order to agree a merger of the sections. If a merger is agreed the sections should document what each section brings to the merger, so anytime in the future they are strong enough to continue on their own they can do so amicably. They will then come under the banner of the Section they are joining or can agree to have a shared name.
Any section that closes will be required to hand over all section equipment, together with any section monies, to a National Officer of the Touring Caravan Club, preferably the National Treasurer, or failing that, a Trustee of the Touring Caravan Club.
All equipment will be sold, and all proceeds added to the existing funds, which will then be held in trust by the National Treasurer for a period of 2 (two) years, to see if the section is able to be restarted. After the end of 2 (two) years, all funds held in trust will then be equally divided amongst the remaining sections of the Touring Caravan Club.
Section Committees may formulate their own local Regulations to govern the conduct of rallies, but must forward the same to the National Secretary for the approval of the Council of the Club, before they are implemented in any particular section. Should a section wish to adopt an existing Regulation of another section then that Section Committee must forward their request to the National Secretary who will give confirmation of its implementation.
All costs incurred from a National Disciplinary Meeting, Appeal Hearing, or subsequent meeting(s) appertaining to these, shall be charged to the relevant section(s) involved, at the discretion of the Chairperson of the said meeting(s).
RALLY BYE-LAWS
Membership cards must be carried at all times. Members will be required to produce proof of membership on arrival at all section rallies.
Dogs must be on a lead at all times. Static leads should be no longer than ten (10) feet when in the vicinity of a Members Unit. Animals must not be allowed to foul the rally field or area, and must be under control at all times. Dogs must not be left outside unattended Members Units at any time. Owners will be responsible for the actions of their dogs.
Own sanitation must be provided.
Take your dry rubbish away with you unless advised of other arrangements by the Rally Officer.
All rallies commence at 5.30pm on the Friday, unless with the consent of the Rally Officer.
As agreed by Council on 12th May 2001, all rallies run under the Paragraph 6 Exemption Certificate are not to exceed a maximum duration of five (5) twenty-four (24) hour periods. All rallies run under a Paragraph 4 Exemption Certificate are not to exceed a maximum duration of twenty-eight (28) twenty-four (24) hour periods on site. When rallying under the terms of exemption offered by Paragraph 4 (any rally over 5 days on unlicensed land) the Trustees of the Touring Caravan Club undertake to consult the relevant Local Authority regarding any site the Touring Caravan Club proposes to use, and not to use any site to which the Local Authority objects.
All Members must report to the Rally Officer on arrival at the site and await siting instructions. If, for any reason, you have to site yourself then please be prepared to move.
Noise from radios, TVs, parties etc., must be kept to a minimum after 1030pm.
The speed limit on the rally field shall be restricted to 5mph and only Members with a full driving licence are allowed to drive vehicles on site.
Waste water must not be allowed to discharge onto the rally field. Waste water and chemical toilet contents must be emptied in the disposal facilities provided, or as instructed by the site owner.
Parents must ensure that their children do not trespass or cause damage to the site owner’s property, nor any adjacent property or crops. Parents will be held responsible for any damage their children may cause.
The authority for conduct at a rally shall be vested in the Rally Officers, and Members must comply with requests made by them.
In inclement weather, to avoid spoiling farmer’s fields, if it is deemed preferable for the Members Unit to be towed off a site other than by their own vehicle, Members are requested to co-operate. ALL TOWING TO BE DONE AT OWNER’S RISK.
All Members must observe the Country Code, the Seaside Code and Caravan Code at all times.
The Rally Officer has the right to request any Member to remove his/her Unit it such violates any Rules. 16. The use of games and leisure equipment, including ball games, kites, rockets, drones, e-scooters, hoverboards etc, must be kept away from the caravan area. The flying of kites and drones over Members’ Units is NOT allowed, and we would also point out that flying anything near overhead cables is dangerous 17. Members’ Units, including awnings, should be sited twenty (20) feet apart between facing walls, except when having to conform to the owner’s site licence or Local Council requirements.
All Members should book in with the Rally Officer seven (7) days prior to the event. A Member arriving at a rally without having booked or telephoned the Rally Officer may be turned away it there is insufficient space.
Section socials must be run in an orderly manner. Alcohol may only be served to bona fida Club Members over the age of eighteen (18).
All socials to cease by 11 .45pm and the facility being used for the social activity to be cleared by midnight. An extension to this time for special rallies can be sought by a Rally Officer and approved at the discretion of the Section Committee. The extension will not exceed the above stated times by more than one (1) hour. All applications for extended social hours must be approved by the Section Committee and entered into the Section Committee Minute Book at least one (1) month prior to the rally in question that permission for extended social hours has been applied for.
Special rallies with extended social hours to be limited to a maximum of eight (8) nights per year. When considering such applications, Section Committees should take into account the proximity of private dwellings and the risk of complaints to Local Authorities and Police and to avoid problems with DEFRA, ensuring that no nuisance will be created. All generators used at socials in tents and marquees must be turned off by midnight, unless an extension is granted. Warning must be given by flashing lights to enable Members time to evacuate tents safety.
It shall be the responsibility of all Members, Rally Officers, duly elected Section Officers and Committee Members and National Officers to ensure that the above Rally Bye-law is strictly adhered to. Sections who are found to be in contravention of the Bye-law will be subject to such actions as the Management Committee of the Club feel necessary to maintain the good name of the Club and safeguard the Club’s Certificate of Exemption.
All private generators to be shut down by 10:30pm latest and not started before 10:30am earliest, except in the case of medical necessity only. At other times to be used with discretion and thought for neighbouring caravanners.
Members must not leave their Unit unattended whilst they have a private generator running.
Small tents used for sleeping in must be limited to thirty (30) square feet and have a maximum height of four feet six inches (4’6”). Tents should be pitched close to the rear of the Member’s Unit.
The saving of places is only allowed under special circumstances and with the permission of the Rally Officer.
The Club will not allow excessive overcrowding of Members Units or awnings on Club rallies. If such overcrowding occurs then Rally Officers and the Section Committee shall have the right to investigate and take such action as is appropriate.
GENERAL REGULATIONS APPLICABLE TO ALL SECTIONS
Members attending socials without caravan, motor caravan or trailer tent must obtain permission from the Rally Officer (permission will not be unreasonably withheld). Charges for socials etc., will be similar to rally goers fees.
Visitors without caravans, motor caravans or trailer tents must become Associate Members in order to attend socials in halls, tents or marquees. Casual visitors on the rally field must sign the visitor’s book. Rally Officers must be notified of any casual visitor on or before arrival on the rally field. All visitors must report to the Rally Officer before proceeding onto the rally field.
Rallies start at 530pm on Fridays, earlier approval only allowed with prior agreement with the Rally Officer.
All adults attending a rally, function or social must be Ordinary/Partner, Family, Life, Associate Members,(Or “guest” in the case of Club Bye-law 24.)
No Member to act on behalf of the Touring Caravan Club without the prior consent of the National or Sections’ Committees.
No Member to undertake any financial commitment on behalf of the Touring Caravan Club without the prior consent of the National or Sections’ Committees.
Parents/Guardians will be responsible for any damage caused by their children, or children in their charge, whilst at a Touring Caravan Club function.
Members failing to cancel 5 days prior to a rally will be required to pay all debts in full and will not be allowed to book into another rally until this bill is paid.
No animals are allowed in social halls, tents or marquees, except only those required by necessity such as guide dogs.
Smoking & Vaping is prohibited in all Touring Caravan Club functions taking place in Marquee/Tent or buildings.
NOTICE:
The Touring Caravan Club will not accept responsibility for any injury, loss or damage to any person, vehicle or Members Unit
INDIVIDUAL SECTION REGULATIONS MERICA SECTION
This section charges an equipment levy to each Unit attending rallies.
Unless otherwise stated, Mercia section provides suppers on each rally and rally attendees will be charged accordingly. If suppers are not required, this should be clearly stated on the booking-in slip.
NORTH STAFFS & DISTRICT SECTION
The presiding committee can review all costs and be able to change costs as and when necessary.
The qualification for Birthday Rally/Christmas Party/New Years Party will be 60% of all NS&D rallies with a non-refundable £10.00 deposit. Members must qualify in their own right; any rallies shortfall must be paid in full by the Member.
All expenses associated with the running of a rally to be equally divided amongst the adults who are booked in for that rally and/or attend the social.
All Members attending a ‘hall’ rally without their caravans shall pay £5 for attending the social after 7pm and the costs of the hall for the night attending.
Visiting Members are welcome to book onto the Birthday, AGM, Christmas and New Year Rallies.
All children at the age of 14 and above will be charged the same as adults when meals are provided by the North Staffs section.
NS&D Section reserves the right to charge a non-refundable £10 deposit on ‘hall’ rallies.
SOUTH CHESHIRE SECTION
All category Members attending the social will be charged full social fees.
All Members must attend the rally i.e. stay overnight with the Unit to attend the social (apart from exceptional circumstances and with the Rally Officer’s permission).
Visiting members are welcome to book onto the Birthday, AGM, Christmas and New Year rallies within one calendar month prior to the date of these rallies.
Rally Officers must be notified of all visitors, casual or otherwise. All visitors must register with the Rally Officer.
Any complaints and/or suggestions must be in writing and handed to a Committee Member.
Candidates for the positions of South Cheshire Sections office and committee shall have been an active member of South Cheshire section for a minimum of three consecutive full years preceding their election, this limit may be waived by a majority vote of the current committee.