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THE LOCOMOTIVE & CARRIAGE
INSTITUTION RULES,
JANUARY
2009
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
active and retired
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
at the
Annual General Meeting (A.G.M.); |
| b) |
On retirement,
members shall pay a reduced subscription. |
| 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
15 times the Annual Rate,
may be paid at any time, subject to Council acceptance; |
| f) |
Subscriptions from
International members will be
determined based on the value of the GBP (£) at the time of joining the Institution and
annually at the A.G.M. |
5)
Officers:
The Officers, who must be members of the
Institution, shall consist of: Institution President, Vice President(s), Chairman, Vice
Chairmen,
Membership Secretary, Institution Secretary, Assistant Secretary, Website Manager, Treasurer
Newsletter Editor and The
Independent Financial Examiner (2).
6) Institution President:
The Institution
President shall:
| a) |
Maintain and enhance the
reputation and standing of the Institution; |
| b) |
Represent the Institution
Officially; |
| c) |
Maintain and expand industry
liaison; |
| d) |
Assist and guide the Council in
the resolution of issues, which may arise. |
7)
Council:
The Council shall consist of the Officers
and up to six 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) |
Council members to assist
Officer's of the Council as necessary; |
|
f) |
A minimum of four Council meetings per year shall be
called by the Chairman, Institution Secretary, or other member of the Council through the
Chairman or Institution Secretary. |
8)
Chairman:
The Chairman shall:
| a) |
Chair Institution
meetings; |
| b) |
Liaise with the Vice Chairman on
occasions when they are unable to attend a Institution meeting to ensure
that the Chairman’s duties are covered; |
| c) |
On any occasion when neither the Chairman
nor Vice Chairman is available, the Chairman shall liaise with the Council
to ensure that a meeting Chairman is nominated. |
9)
Vice Chairman:
The Vice Chairmen shall:
| a) |
Cover the Chairman's
duties as necessary. |
10)
Institution Secretary:
The General Secretary shall:
| a) |
Deal with the general business of the Institution; |
| b) |
Maintain a close working
relationship with other Council members; |
|
c) |
Co-op other Council
Members to assist as necessary; |
|
d) |
Be paid an annual honorarium. |
11)
Assistant Secretary:
The Assistant Secretary,
in association with the Institution Secretary, shall:
| a) |
Assist the
Institution Secretary as necessary; |
| b) |
Be paid an annual honorarium. |
12)
Membership Secretary:
The Membership Secretary shall:
| a) |
Be responsible for all membership matters; |
| b) |
Be paid an annual honorarium. |
13)
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. |
14)
Newsletter Editor:
The Newsletter Editor shall:
| a) |
Produce the institution's
publications for
distribution.; |
| b) |
Be paid an annual honorarium. |
15)
Web
Manager:
The Web
Manager shall:
| a) |
Prepare and maintain the Institution's web site; |
| b) |
Be paid an annual honorarium. |
16)
Independent Financial Examiners:
The
Independent Financial Examiners shall:
| a) |
Examine in detail and certify the annual statement
of accounts; |
| b) |
Be paid an annual honorarium. |
17)
Funds:
The funds of the Institution shall be
deposited with financial institutions as licensed by the
Financial Services Authority, in the name of
the Institution, subject to approval by the Council.
18)
Annual General Meeting:
The A.G.M. of
the Institution shall be held between the 1st February and the first
Tuesday of June each year, at which all members are entitled to attend and vote.
| a) |
The annual statement of
accounts, signed by the Treasurer and certified by the Independent Financial
Examiners, shall be 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 10% of the membership who
shall give notice to the Chairman and Institution Secretary of the
justification for the Special General Meeting. The Institution Secretary
shall advise all members of the request within twenty-eight days of receipt
of that request, with the Special General Meeting being held no sooner than
one month after notice is given but no later than two months. No other
business shall be transacted at the Special General meeting 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. |
|
g) |
Any rule changes to be
approved at an A.G.M. by no less than two-thirds of
those in attendance |
19)
Educational Free Pass:
Only those events shown as
"free pass" on the events
calendar page of the Institution website and/or are clearly shown as being
eligible for a free pass in other official Institution printed publications,
such as the newsletter, are eligible for use of this facility.
20)
Conduct:
| a) |
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; |
| b) |
If the conduct of any member is considered to be
detrimental to the interests of the Institution, the Council shall be empowered to
recommend to that member 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; |
|
c) |
c. Any request to use the Institution’s
name shall be submitted to the Council before use. Any agreed use of the
Institution’s name by Council shall be notified in writing. |
21)
Other Centres:
Other centres may be
established following submission to the Institution Secretary. Council shall
consider this request and if approved, shall determine the basis of operation.
22)
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.
These rules as
agreed at the
Institution AGM
23rd February 2010
(c) The Locomotive & Carriage Institution 2010 | 
