Rules

THE LOCOMOTIVE & CARRIAGE INSTITUTION RULES,

MAY 2003

1) Title and Definition:

The title shall be: "The Locomotive & Carriage Institution".

Definition: Hereinafter, any reference to "the Institution" shall mean "The Locomotive & Carriage Institution".

2) Objectives:

The objectives of the Institution are to:

a)	Promote knowledge and understanding of the railway industry;
b)	Enable members to meet and to facilitate the exchange of ideas and information; to discuss technical developments and literature;
c)	Organise visits and tours for members and guests to places of educational and social interest;
d)	Arrange lectures upon subjects of common interest;
e)	Maintain a principle centre and to encourage the formation of other centres of the Institution.

3) Membership:

There shall be various types of membership:

a)	Full - open to employees, active and retired, of rail transportation administrations and associated industries;
b)	Associate - open to other persons aged 18 and over with a genuine interest in the furtherance of the objectives of the Institution. Applicants must be proposed and seconded by full members;
c)	Life - open to members and limited to 10% of the membership;
d)	Honorary - granted at the discretion of the Council;
e)	All applications for membership shall be subject to acceptance by the Council;
f)	On acceptance, members will be provided with a membership card and, on request, a copy of the rules;
g)	All members shall agree to be bound by the current or amended rules of the Institution in force at the time.

4) Subscriptions;

a)	All subscriptions shall be determined annually;
b)	On retirement at age 55 or over, members shall pay a reduced subscription. Those retiring under age 55 to pay full subscriptions until reaching age 55;
c)	Those retiring during the year to pay the retired rate, pro rata, from 'the date of retirement;
d)	Payment shall be by pay bill deduction where this facility is available otherwise by annual subscription. Subscriptions are due ,on the 1st April each year and must be paid not later than 30th June the same year;
e)	Life membership subscriptions, at the current rate, may be paid at any time, subject to Council acceptance;
f)	Subscriptions from European members will be determined based on the value of the GBP (Ł) at the time of joining the Institution and annually at the Annual General Meeting (A.G.M.).

5) Officers:

The Officers, who must be members of the Institution, shall consist of: President, Vice President(s), Chairman, Vice Chairman, Membership Secretary, General Secretary, Assistant Secretary, Website Manager, Treasurer and Auditors (2).

6) Council:

The Council shall consist of the Officers and up to ten other members, which can include not more than one associate member.

a)	A minimum of five members are required to form a quorum;
b)	In the absence of the Chairman and Vice Chairman at a Council meeting, a member of the Council shall be nominated by the members present to chair the meeting;
c)	All matters shall be settled by a show of hands. The meeting Chairman shall have the casting vote;
d)	The Council shall be empowered to co-opt to fill any vacancy that may occur during the year;
e)	A minimum of four Council meetings per year shall be called by *the Chairman, General Secretary, or other member of the Council through the Chairman or General Secretary.

7) General Secretary:

The General Secretary shall:

a)	Deal with the general business of the Institution;
b)	Maintain a close working contact with other centres' secretaries ,and provide support as required;
c)	Be paid an annual honorarium.

8) Membership Secretary:

The Membership Secretary shall:

a)	Be responsible for all membership matters;
b)	Be paid an annual honorarium.

9) Treasurer:

The Treasurer shall:

a)	Draw cheques as authorised by the Council;
b)	Maintain records of income and expenditure;
c)	Give a financial statement at each Council meeting;
d)	Prepare a statement of account and report to the A.G.M.'
e)	Have the authority to transfer the institution's funds between Institutions accounts'
f)	Be paid an annual honorarium.

10) Auditors:

The Auditors shall:

a)	Examine in detail and certify the annual statement of accounts;
b)	Be paid an annual honorarium.

11) Assistant Secretary:

The Assistant Secretary, in association with the General Secretary, shall:

a)	Assist the General Secretary as necessary;
b)	Be paid an annual honorarium.

12) Newsletter Editor:

The Newsletter Editor shall:

a)	Produce the institution's newsletter for distribution.;
b)	Be paid an annual honorarium.

13) Web Manager:

The Web Manager shall:

a)	Prepare and maintain the Institution's web site;
b)	Be paid an annual honorarium.

14) Funds:

The funds of the Institution shall be deposited with financial institutions as licensed by the Bank of England, in the name of the Institution, subject to approval by the Council.

15) Annual General Meeting:

The A.G.M. of the Institution shall be held before the end of February each year, at which all members are entitled to attend and vote.

a)	The annual statement of accounts, as at December, signed by the Treasurer and certified by the Auditor, shall The presented by the Treasurer;
b)	Nominations for Officers and Council Members shall be considered;
c)	The Officers and Council members shall retire annually but shall be eligible for re-election;
d)	A special general meeting may be called on the request of not less than twenty members; the General Secretary must be advised in sufficient time to advise all members at least fourteen days prior to the meeting. The business shall be stated; no other business being transacted other than that for which the meeting is called;
e)	Honorariums may be considered at Council meetings and proposed at the A.G.M.;
f)	All elections and resolutions shall be decided by a show of hands. 'The Chairman shall have the casting vote.

16) Conduct:

Members are advised that information given at meetings and visits may be confidential and such information must not be divulged to the media, public or outside bodies;

If the conduct of any member is considered to be detrimental to the interests of the Institution, the Council shall be empowered to recommend in writing that the member should resign. The member shall have the right to appear in person before the Council to state their case. If the member concerned does not comply with the recommendation within fourteen days, the case shall be brought before the next Council meeting, whose decision shall be final.

17) Other Centres:

Other centres may be established in accordance with the rules; a minimum of twenty-five members being required to open a new centre.

a)	The centre shall appoint an Organising Secretary - and an Assistant Organising Secretary if required - to conduct the business of the centre. The Organising Secretary, or Assistant Organising Secretary, shall have a position on the Institution Council., The position(s) shall be eligible for reappointment'
b)	The centre Organising Secretary, or Assistant Organising Secretary, shall arrange centre meetings/visits and tours and advise centre members of details. They shall report to the General Secretary and Treasurer of the Institution'
c)	All stationery, ties and badges shall be supplied by the principle centre;
d)	The centre Organising Secretary (and Assistant Organising Secretary if required) shall be paid an honorarium.

18) Data Protection:

Details of members are held in compliance with the Data Protection Acts, 1984 and 1998. Members have the right to have their details removed from the membership list and be held separately. Excision of details from the membership list to be progressed through the Membership Secretary.