IBM Retirees Club Constitution
(South Hants Branch)
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 minuted.
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 will be held within 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 thart up-to-date information
is presented to members within 3 months of each year end e.g. year
end 31st December results in a AGM for that financial year being held
no later than 31st March of follwing year
will include a Chairman’s report and a Treasurer’s report
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. Full members of the club
may attend events at any IBM UK local club however the price will
depend on the local arrangement. 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
Retirees, family members and guests are covered by a public liability
insurance policy which is taken out on behalf of all Clubs (this is
organised and paid for centrally). This policy also covers Club Officers
acting on behalf of the Club. The policy provides liability insurance
cover for up to a maximum of £5m. A copy of the insurance certificate
is on the following website: http://www.ibmclub.org.uk
of an incident, the affected Club is responsible for handling and
reporting the incident to the relev
ant policy provider. The Oversight Manager should also be notified.
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, 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 place 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 05/06/2018
The eligibility criteria
for Full, and Family membership are defined as follows, and
may be varied from time to time at the discretion of IBM :
1. 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
are in receipt of their Pension.
2. The surviving
spouse/partner of a deceased IBM Retiree who was an eligible member
of the IBM Club.
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.
1. The spouse/partner
and dependent children aged 17 years or under of current Retiree Members.
2. The children aged 17 or under of a deceased Retiree Member shall remain
eligible for membership as family members
as long as the spouse/partner of the deceased
Retiree member becomes the full member in their place.
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.
Eligiblity to 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.
after the closing date will only be considered for a refund if the event
organiser is able to find a replacement. The
organiser will agree with the Treasurer if a refund can be given and
let you know. Where a refund is possible the Treasurer will forward
a refund to you minus any administration cost.
‘Events of £10 or less will not be considered for a refund’
be aware that this could take some time as all refunds have to be agreed
at the next Committee meeting. In the event of the Treasurer being away
on holiday these will not be processed until his return.