IBM Retirees Club Constitution
(South Hants Branch)
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
The title of the Club shall be “IBM Retired Employees Club (South
Hants)”, hereinafter referred to as ‘the Club’.
The objective of the Club is to organise recreational, educational
and social activities for its members and their guests.
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.
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
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..
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.
will convene and minute all meetings.
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.
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.
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.
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.
of the Club present may vote
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.
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.
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.
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.
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
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.
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.
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
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.
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 “
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:
1. A "Retiree" member is any ex-IBM employee with 10
years of service who has attained minimum pension age for their plan regardless
of Pension Plan or whether they're in receipt of their Pension.
In addition, the fee structure
is also changing. Retiree Clubs will be free for all "Retiree"
members and Local Clubs (otherwise known as Employee Clubs) will be
subscription based. It should be noted that "Retirees" who
have been informed that they're entitled to free membership to an IBM
Club (primarily those who have left IBM on a Defined Benefit pension
scheme) will continue to have free membership, regardless of which Club
they affiliate with.
members who paid an annual subscription and were a member of a
Local Club, will continue to pay a membership, but will be
known as "Retirees" going forwards as opposed to "Associate"
members who paid an annual subscription and were a member of a Retiree
Club, will no longer be required to pay a subscription and
will simply be known as "Retirees" going forwards.
If you feel you
are eligible to join our retiree club, please send an email to
The purpose of these
changes are to make the definition of a "Retiree" more inclusive,
more fair and equitable to those on non-Defined Benefit pension plans,
in addition to levelling the playing field between "Employees"
and "Retirees" in local clubs. .
2. The surviving
spouse/partner of a deceased IBM Retiree (in an IBM DB pension plan)
from any of the categories above.
Full Members have
Contract staff and others whose employer is not one of the IBM United
Kingdom Group of Companies are not eligible for membership according
to the employee member classification.
and dependent children aged 17 years or under of retiree members. The
spouse/partner and children aged 17 or under of a deceased retiree member
shall remain eligible for membership as family members (Children below
18 years of age can be included in events).
Note: Family Members do not
have voting rights.
It is recognised in the South Hants Retiree Club that all events will
be targeted to appeal to the demographics of it's Retiree membership
only and therefore it is inappropriate for under 18's to attend the
South Hants Retiree Club events.
go on any club’s trips. South Hants Club’s position on
this is as follows:
A member of another IBM club can go on a trip if there is a vacancy
(priority will be given to
Shrets members), but will be charged the full ticket price.
Can I please remind
you that no hot food is to be consumed on the coach.