SHRETS

Please note we are currently looking at our constitution and will be providing an update as soon as we are able.

The IBM Retired Employee Club South Hants is part of the IBM UK Club. The Club receives a grant directly from IBM United Kingdom Ltd – hereinafter referred to as ‘IBM’ and takes functional guidance from an Oversight Manager appointed by IBM. The Club is a non-profit making organisation. Any surpluses will be used to improve the Club’s activities and facilities.

Title
The title of the Club shall be “IBM Retired Employees Club (South Hants)”, hereinafter referred to as ‘the Club’.
Objective
The objective of the Club is to organise recreational, educational and social activities for its members and their guests.
Membership
The criteria for membership are defined by IBM and may be amended at IBM’s discretion. Appendix A defines the criteria for membership of the Club which shall form part of the constitution.
Management
The Club will be managed by a Committee elected at AGM and consisting of a Chairman, Secretary, Treasurer and at least three other members. Five members including one Officer shall form a quorum. A Club member may only be on the main Committee of one IBM UK Club. The Club Committee may co-opt additional persons at its discretion. The Committee will meet at least three times each year and all meetings will be formally minuted.
Election of Committee
Officers and members of the Committee will be elected at the Club’s Annual General Meeting (see below). They will hold office for one year and may stand for re-election in subsequent years..
Responsibilities of Officers
The Chairman will chair all Club Committee meetings and be the primary interface with IBM. In the Chairman’s absence, the Club Committee shall elect a Member to act in their place.
The Secretary will convene and minute all meetings.

The Treasurer will keep the Club’s accounts and prepare all financial reports and submit to IBM as required. In addition the Treasurer will prepare an annual statement of accounts for the year ending 31st December and ensure the accounts are audited by a competent person who is independent of the Committee. A copy of the Club’s audited accounts will be sent to IBM.
Finances
The Club will receive an annual grant directly from IBM. The amount will be at the discretion of IBM. Monies received by the Club will be applied for the benefit of its Members. Members and their guests may be required to make payments towards the cost of events and activities that are organised by the Club.
Annual General Meetings (AGM)
An Annual General Meeting must be held with 3 months of the date of the Club's financial year end and will be publicised to all Members at least one month in advance.This will ensure that up-to-date information is presented to members within 3 months of each year end e.g. year end 31st December results in an AGM for that financial year being held no later than 31st March of the following year.

The AGM will include a Chairman’s report and a Treasurer’s repor,t will formally accept the accounts and will (re-)elect the Officers and Committee members for the coming year. Additional resolutions or questions may be submitted by Members at least three weeks in advance.
Only Members of the Club present may vote
Extraordinary General Meetings (EGM)
An Extraordinary General Meeting shall be convened at the request of either the Committee or upon receipt of a written request from not less than 30 members or 1/10th of the current membership, whichever is the fewer. The proposition submitted shall be the only subject of such meeting.
Trustees of the Club
The Trustee of the Club shall be nominated by the UK Director of Human Resources. In addition an IBM UK Oversight Manager will be appointed by the UK Director of Human Resources to oversee the operational relationship between the Clubs and IBM.
Organisation of the Club
Full Members of the Club may attend events at any IBM UK Club and access them at the member price. Any cross-funding issues shall be resolved between the individual Clubs involved. However, different subscription rates for membership of a Club subsection may be applied to Members from other IBM UK Clubs, provided the justification is recorded and agreed to by the Club Committee.
Constitution Changes and Local Bye-laws
This Constitution is owned by the Club and may be changed by resolution at a General Meeting. Changes must be ratified by the IBM Trustee. The Committee may make, repeal or amend local rules or Bye-laws consistent with the Constitution.
Responsibilities of Club Members
Members are required to conform to this Constitution and any local rules or Bye-laws when participating in Club events and activities. The Committee may suspend or withdraw membership of the Club from any Member whose conduct in its opinion is prejudicial to the interests of the Club; such a decision must be ratified by the IBM UK Oversight Manager.
Liability
Members and their guests attend or participate in meetings and activities organised by the Club at their own risk. The Club will ensure that any event provided by a 3rd party is covered adequately by the 3rd party’s Public Liability Insurance. The IBM UK Oversight Manager will advise Clubs of the level of insurance cover required. The Clubs are advised to take out additional Public Liability Insurance to cover all Members and guests participating in Club events, as well as cover for Club Members who hold Club Officer/Committee member positions. .
Membership Data
All data relating to full Members of the Club will be held securely by IBM. This membership data will be made available to the individual Club Committees to whom the Members belong, allowing the Clubs to know who its Members are, communicate with them and organise events on their behalf. This data is only used for Club purposes and approval of Members must be sought if more of their personal data is to be more widely distributed. The membership data consists of Member name, IBM Personnel number, IBM Club to which they are affiliated, email address, home address and telephone number (if available). At a Club level, non sensitive personal information may be collected, such as booking requests and payments for events. Minutes of meetings with attendee information and actions may also be recorded and published.
Dissolution of the Club
The Club may be dissolved at a General Meeting of the Club by Resolution supported by 75 percent of those present, or by the Club Trustee in the event that the Club has been inactive for at least 6 months. In either case, the Club Committee will remain in pace and shall have joint responsibility for the financial affairs of the club to ensure an orderly dissolution. Dissolution of the Club will be overseen by the IBM UK Oversight Manager.

Last updated on 16/05/2018

Appendix A

Events
IBM require the clubs to perform vendor testing when organising events. In most cases we are putting on events for which there are no options like buying tickets for shows etc. The only time we performed a test was on the coach suppliers and on that occasion our regular supplier came out tops mainly with the quality of the coach and their flexibility with bookings. The clubs have discussed these requirements with IBM and they have now issued a statement which they would like us to put up on our website. This covers us for future events and testing requirements.

Vendor Testing
'Events-Unless otherwise stated, vendor selection will be based on likely attractiveness to members, convenient location for South Hants Club, and group rates offered. There is no personal relationship with the vendor and the vendor is not an IBM employee “

Membership

As of the beginning of April 2018 the eligibility criteria for a 'Retiree' membership will be changing and as a result, there will no longer be an Associate Member category. Family membership are defined as follows, and may be varied from time to time at the discretion of IBM : The new criteria is as follows: