IBM Retirees Club Constitution
(South Hants Branch)
IBM Retiree Clubs are unincorporated associations which cover various
geographical regions of the UK. They are self-governing, non-profit
members’ clubs forming part of the UK IBM Club.
They take functional guidance from the IBM UK Club Trustee and the
IBM UK Club Oversight Manager appointed by the Director of IBM HR.
The objective of the Club is to organise recreational, educational
and social activities for its members and their guests. The Club is
a non-profit making organisation. Any surpluses will be used to improve
the Club’s activities and facilities.
The criteria for membership are defined by IBM and may be amended
at IBM’s discretion. Schedule 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 UK IBM 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..
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.
The Club will receive an annual grant directly from IBM. The amount
will be at the discretion of IBM. In the event that the Company grant
ceases, the Company will underwrite the Club in respect of reasonable
commitments made prior to notification of the cessation of the Company
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
The Treasurer will prepare an annual statement of accounts for the
year from 1st January to 31st December inclusive and submit to the
Club Oversight Manager by 31st March of the following year for validation
by the Finance Steering Committee of the UK IBM Club.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 AGM must be held by 30th April, publicised to all Members at least
one month in advance.
The AGM will include a Chairman’s report and a Treasurer’s
report containing the FSC validated annual statement of accounts for
Members approval. The AGM 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 Retiree Members and Dependant Members of the Club present may
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 Club Trustee will be nominated by the UK Director of Human Resources.
In addition, a Club 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
All members of the UK IBM Club may attend events at any UK
IBM Club - Local or Retiree – and may also obtain access for
family members (or one guest in place of a spouse or partner) at the
relevant advertised price.
Different event prices and subsection subscription rates may be applied
to members from other Clubs, provided the justification is recorded
by the Club Committee. Any cross-funding issues shall be resolved
between the individual Clubs involved.
Clubs may prioritise access to events with limited places to allocate
first to those requested by members of their own club, then to members
of other clubs and finally to non-members.
Non-members can attend events provided that they do not benefit from
any portion of the Company grant.
Changes and Local Bye-laws
This Constitution is owned by the Retiree Club and may be changed
by resolution at a General Meeting. Changes proposed must be ratified
by the Club Trustee. The Oversight Manager or Club Trustee may also
The Retiree Club may make, repeal or amend local rules or Bye-laws
consistent with the Constitution. Any Retiree Club Bye-laws must be
sent to the IBM Club Oversight Manager for reference.
The Club Trustee may from time to time make changes to the attached
schedule at their sole discretion.
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 or Club Trustee 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 Club Oversight Manager.
and guests attend or participate in meetings and activities organised
by the Club at their own risk. Committee and other Club members acting
on behalf of the Club as event organisers will be covered by indemnity
insurance against loss arising from claims of liability or negligence.
For IBM employees, this is part of the global IBM policy. For retiree,
dependant or family members this is via a separate policy taken out
on behalf of all Clubs and funded from the Club grant. See the Operating
Guidelines for the current level of cover. There is no personal
accident/injury cover provided by the club's insurance so individuals
should understand and act on their own insurance needs.
All data relating to Members of the Club must be held securely by
the Club and must only be used for Club purposes. Membership data
will be made available to Club Committees, allowing the Clubs to know
who its Members are, communicate with them and organise events on
their behalf. All (Sensitive) Personal Information data must be held
on an IBM approved storage application or held in password-protected
files on encrypted local Personal Computer storage.
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 Club Oversight Manager.
Last updated on 03/02/2021
Schedule A - Membership
The eligibility criteria
for Retiree, Dependant and Family membership are defined as follows,
and may be varied from time to time at the discretion of IBM:
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.
Retiree Members have voting rights.
The surviving spouse/partner of a deceased IBM Retiree who was an eligible
member of the UK IBM Club.
Dependant Members have voting rights.
Note: Contract staff and others whose employer was not one of the IBM
United Kingdom Group of Companies are not eligible for membership according
to the employee/retiree member classification.
1. The spouse/partner and dependent children aged 17 years or under
of Retiree Members.
2. The children aged 17 or under of Dependant Members.
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.
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), They can bring a guest but
that person must be over 18 years.
Must produce evidence
of full vaccination for COVID-19
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.