Article I. Name and Association Office
The name of this Association shall be the European Registration Plate Association which may be, and hereinafter is, abbreviated to Europlate.
The address of this Association shall be the business address of record of the Secretary.
“Europlate” is registered as a Business Name in the United Kingdom under the Companies Act of 1947 under reference number 2212949 with the National Business Register.
Article II. Purpose
The purposes of this Association are to fraternize and promote interest in the collecting of registration plates as a hobby, the collecting and dissemination of information about registration plates, registration systems, laws and regulations relating to same, and related subjects of interest to the members, including the exhibition of registration plates, all on a non-profit basis, except as provided under Article XII.
Article III. The Committee
1. Powers. The powers of this Association shall be vested in the Committee, hereinafter referred to as the Committee, which shall be authorized to make all rules and regulations for the Association unless otherwise specified, and conduct all affairs of the Association. The Committee may direct individuals and committees to take specific actions but it may not delegate its authority to any individual or committee.
2. Composition. The Committee shall consist of a President, a Secretary, the Treasurer, and four (4) Committee Members, each of whom shall be entitled to one vote at all meetings of the Committee. The Committee Members shall represent the United Kingdom, mainland Europe, the Americas, and Asia and Australasia.
3. Meetings. The world wide nature of the membership in general, and the Committee in particular, render the holding of meetings in the conventional manner impractical . Committee business will be conducted by exchanges of emails between members of the Committee, which will be coordinated by the Secretary.
4. Term Lengths. The President shall be elected by the membership every fourth year to hold office for a period of four years. Committee Members and Officers shall be elected every even-numbered year to hold office for a period of two years.
5. Nominations. The Secretary shall request nominations from the membership for all elected positions. Elections will take place by means of a ballot paper sent out with the Newsletter dated 1st February every even numbered year.
6. Committee Members . It is hoped that all Committee Members will be able to attend all Committee meetings. Committee Members shall make every effort to promptly respond to all communication from members and other officers.
7. Vacancies. In the event that an Officer or a Committee Member resigns, becomes indisposed or is unable to carry out his duties, the Committee shall appoint a member in good standing to serve the remainder of that Officer or Committee Member’s term.
Article IV. Officers
All officers and committee members shall be Europlate members in good standing. The Committee may utilize, but not be limited to, the following four positions (collectively to be considered as the executive committee):
1. President. The President shall endeavour to attend all conventions during his term of office and to preside at any meetings held at such times, and at the Convention Dinner, where he will perform such ceremonial duties as may be required. The President shall be kept informed by the other officers of Europlate of all matters concerning the smooth running of the association, and shall offer such advice as may be necessary. Any formal communication with other registration plate clubs or other official bodies shall be conducted in the name of the President.
2. Treasurer. The Treasurer shall have charge and custody of, be responsible for, and maintain a proper system of internal controls over all accounts, funds and securities of the Association, and all records thereof. The Committee may appoint other members of good standing, or the spouses of such members, to assist the Treasurer in the collection of monies (it being particularly desirable to have one such member in each of the major countries wherein members reside.)
3. Secretary. The Secretary shall maintain and administer all membership records of the Association, conduct elections, and oversee the administrative aspects of the annual convention as specified by the Committee.
4. Editor. The Editor shall edit, publish, determine content and submission deadlines, and mail the club newsletter on a periodic basis as determined by the Committee and provide, or arrange to have provided, any other printed materials required by the Association.
Article V. Membership
1. Application. Anyone interested in registration plates may join upon paying membership fees. The Secretary or Editor will assign membership numbers sequentially upon application, except that immediate family members may assume the membership number of a deceased or otherwise incapacitated member.
2. Fees. Membership fees shall be determined by the Committee. The membership year shall run from January 1st to December 31st, unless modified by the Committee.
3. Rights. Members in good standing shall enjoy the rights and privileges of membership as provided for in this constitution. Among these rights and privileges are:
. the right to receive notice of and attend conventions;
. the right to discuss and vote on matters brought before the membership;
. the right to vote for candidates for Europlate elective offices;
. the right to run for elective office, and serve if elected;
. the right to receive, contribute to, and advertise in the Europlate newsletter.
4. Termination of Membership. Membership may be terminated by resignation, non-payment of fees, or revocation. Membership may also be suspended.
5. Resignation. A member may resign at any time by sending written notice to the Secretary.
6. Non-payment of fees. If fees are not received by February 1st of the membership year the member will be considered delinquent and lose membership privileges. Payment of fees for the year at any time thereafter shall automatically reinstate membership provided that the member is not then subject to revocation or suspension proceedings.
7. Revocation and Suspension. Membership may be revoked or suspended for cause by majority vote of the Committee. Cause for revocation or suspension shall consist of conduct unbecoming a member or that which tends to harm the reputation of Europlate.
Such misconduct includes, but is not limited to, theft or misuse of registration plates or of club property, wilful violation of the reproduction policy, failure to complete transactions with other members, or a failure to cooperate with club officers on matters of concern to the club or with law enforcement or governmental agencies.
All officers and members are reminded that they have a general duty to consider the following matters in the exercise of their relationships with the Association and other members: equal opportunities (race, gender, sexual orientation, marital status and any disability), crime and disorder, health and safety and human rights. The failure to treat fairly under any of these categories shall also be construed as misconduct.
Prior to the revocation or suspension of membership, the Committee shall instruct the Secretary to notify the member of any complaint or complaints that may result in revocation or suspension of membership. The member shall have thirty days (30) from the date of the notice to respond to the Secretary with any matters in defence or mitigation and extenuation. If the member fails to provide any matters in defence, mitigation or extenuation within the time allotted, the Committee may act upon the complaint or complaints as filed.
8. Reinstatement. A person whose membership has been revoked may apply to the Committee for reinstatement. The Committee may reinstate the revoked member by a majority vote of Committee members, upon thorough review of the circumstances that caused the revocation.
9. Complaints. Any complaints against other Europlate members regarding misconduct or problems with plate exchanges or transactions shall be directed to the Secretary or Editor. If the complaint concerns an unfulfilled trade, the member with the complaint shall write to the other member requesting that the problem be resolved by means agreeable to both parties, and retain copies of all correspondence. If the complaint is not resolved within thirty (30) days, the member shall write to the Secretary or Editor, and send written copies of all correspondence, indicating the problem and how a settlement was attempted. Action shall then be taken by the Secretary or Editor or Committee to help resolve the matter.
Article VI. Meetings
1. Convention. A biennial convention shall be held at Easter of each alternate year. The Committee shall determine the duration, schedule and location of which, and shall establish specifications and requirements for the convention. The Committee shall make reasonable efforts to rotate convention locations around Europe, the practice of alternating between the United Kingdom and mainland Europe shall not be considered a necessary condition.. The Committee may call for a vote of all members if there is a contention for the venue; and the votes of members may be weighted to give additional weight to those members attending conventions.
2. Annual General Meeting. The world wide nature of the membership renders a traditional Annual General Meeting an impracticality, and matters concerning the association will normally be handled by the Committee. However if requested at least twelve (12) weeks in advance by at least ten (10) members of the Association, a general meeting will be held during the convention weekend.
3. Quorum. Members numbering ten percent (10%) of the biennial convention attendees shall constitute a quorum at any general meeting. Any vote taken at an general meeting may be decided by a simple majority of those present.
Article VII. Honorary Positions
Honorary Life Vice-President. The Committee shall have the power at its absolute discretion, a majority of its members consenting, to appoint a member who has given signal service to the Association to the position of Honorary Life Vice-President. This mark of honour carries, however, little practical benefit except that membership fees shall be waived in future years.
Article VIII. Finances
1. Fiscal Year. The Fiscal Year of the Association shall begin on the first day of January and end on the last day of December in each year, unless modified by the Committee.
2. Funds. The funds of Europlate and the accounts shall be kept, in U.K. Pounds, and Europlate’s bank accounts shall be maintained in the U.K., except that the Treasurer’s assistants in various countries may hold association funds in local currencies. Funds held outside the U.K. shall be transmitted to the U.K. on an annual basis. The funds of the Association shall be created and maintained by fees and contributions of members. None of the net earnings of the Association shall inure to the benefit of any member, except as provided under Article XII. All funds shall be used to further the interests and purposes of the Association.
3. Fees. Each member shall pay fees to Europlate no later than February 1st, of the year of membership year in accordance with the classes and rates established by the Committee. Fees are payable to Europlate in U.K. funds, or to the Treasurer’s assistants in various countries in the denominations of such countries.
4. Gifts. The Committee may accept on behalf of the Association any gifts, donations, contributions, bequests or devise for the general purpose or for any special purpose of the Association as approved by the Committee.
Article IX. Dissolution
If the Association is dissolved for any reason, the Committee shall, after paying or making provision for the payment of all of the liabilities of the Association, distribute any and all of the remaining funds and assets of the Association to a non-profit organization of the Committee’s choosing. None of the assets of the Association shall inure or be distributed to any member of the Association.
Article X. Indemnification
To the full extent permitted by, and in accordance with the laws of England and Wales, Europlate shall indemnify any person who was or is a party or is threatened to be made a party to any threatened, pending or completed action, suit or proceeding, whether civil, criminal, administrative or investigative, by reason of the fact that he is or was an officer, employee, agent or representative of Europlate or performs or has performed volunteer services for or on behalf of Europlate, or is or was serving at the request of Europlate as an officer, employee, agent or representative of another Association, partnership, joint venture, trust or other enterprise, against expenses (including but not limited to attorney’s fees), judgments, fines and amounts paid in settlement actually reasonably incurred by the person in connection with such action, suit or proceeding.
Article XI. Amendments
1. Proposals. Any member in good standing of Europlate may propose amendments to, or new articles for, this constitution. Such proposals shall be submitted in writing to each member of the Committee.
2. Committee Approval. Amendments shall be voted upon by the Committee, and, if passed by simple majority, be submitted to the membership for ratification by means of the Newsletter published on the following February 1st.
Article XII. Publications
1. This Association shall publish a newsletter every quarter, or as otherwise determined by the Committee, under the aegis of the Editor as provided under Article IV.
2. The Association may publish under its own name (i.e. enter into business as a Publishing House) books on the subject of registration plates. The Secretary or Treasurer may collect contributions from individual members to finance such publications, and such contributions will be repaid on a pro rata basis from sales. Subject to the legitimate deduction of reasonable expenses, any profit from a publication fund will be distributed to contributing members on a pro rata basis.
3. The Association may also publish under its own name material on the subject of registration plates as a website on the internet. The financing of such publication may be in part an expense set against general membership fees, members otherwise having free access to the website, or by selling access rights to non-members and institutions.
Article XIII. Interpretation
1. This constitution shall be interpreted in accordance with the laws of England and Wales.
2. Unless the context requires otherwise, as used within this constitution or other documents applicable to the governance of the club, the masculine gender shall include the feminine and the singular shall include the plural.