VSOC Rules

VSOC Rules & Constitution

1.0 - GENERAL

1.1    The club shall be called the 'Virago Star Owners Club' and shall have for its objectives, the promotion and protection of YAMAHA XV Custom Motorcycle owners and riders, and that the committee shall reserve the right to refuse membership.

1.2    The club shall essentially be an "Owners Club" and shall be conducted independently of any personal or corporate financial interests.

1.3    All members pay an annual subscription, the rate of which is decided by the National Committee. All membership fees fall due on 31st March each year.

1.3.a    All new members will pay a one-off joining fee to cover administration charges. The National Committee decides the rate of such fee.

1.3.b    Any member who has let their membership lapse (and not paid the renewal fee within ONE calendar months of the renewal date) will be subject to a re-joining fee. The re-joining fee shall be the same charge as the one-off joining fee (as 1.3.a).

1.4    Members hold themselves bound in honour, in all cases of dispute or disagreement as to the interpretation of the Rules of the club and to accept the decision of the National Committee as final and binding.

1.5    In the event of a member conducting himself/herself in a manner likely to bring discredit to the club, he/she shall be invited to attend a National Committee meeting to determine whether a cause for expulsion exists. Failing a satisfactory explanation, he/she will be cautioned or expelled. No member shall be cautioned or expelled except by a resolution, supported by at least two thirds of the members present at the National Committee meeting.

1.5.a    Where a person or persons create any ill feelings at Centre meetings whereby the local membership are effected, then the local Centre Rep has the authority to ban those persons from that and any further local Centre meetings. If this person, persons or their partners persists in being disruptive, then at the request of the local Centre Committee, to the National Committee, their future membership within the VSOC shall be reconsidered.

1.6    Every club member shall be furnished with a copy of the club Rules (free on joining), and subsequently after changes or modifications have been made by publication in Clatter.

1.7    Any member writing to the Secretary or any other National Committee member and wanting a written reply must send a stamped, self-addressed envelope.

1.8    Club moneys shall be referred to as "National Club Funds" and the National Committee shall authorise all expenditure relating to the club.

1.9    There shall be three classes of membership:-

1.9.1    FULL MEMBERSHIP:

To qualify as a "full member", candidates must own a YAMAHA XV Custom motorcycle (or have owned one and become a full member whilst still the owner of the motorcycle).
Full Members must pay the annual membership fee (see rule 1.3)
Full members have a right to vote at Centre meetings and Centre AGM's.
can serve on the National Committee.
will receive (free of charge) newsletters produced by their associated Centre.
will receive (free of charge) Clatter (the magazine of the Virago Star Owners Club).
may attend VSOC national and international Rallies.
may purchase VSOC regalia and merchandise.
Qualification for Full Membership is at the discretion of the Honourable Secretary. Annual re-qualification is automatic.

The club has a policy of one card number covering all family members (resident at the same address). This entitles the cardholder to one vote (at national meetings and AGM's). Voting rights on Centre related issues (at Centre meetings and Centre AGM's) are to be determined by the Centre Representative.

1.9.2 LOCAL ASSOCIATE MEMBERSHIP:

Any motorcycle owner/rider (other than those eligible under rule 1.9.1) may apply for Associate membership.
Each Centre Representative will hold themselves responsible for the conduct and behaviour of their Associate Members at all times.
Associate members are to agree to abide to the VSOC Rules.
are not permitted to vote on issues of national VSOC interest, and will not receive the protection and benefits of the national club.
will pay an annual subscription, the rate of which is to be decided by the Centre Representative (revenue from Associate Membership is to be retained for use by host Centre).
has a right to vote at Centre meetings and Centre AGM's (on Centre issues only).
may not become a Centre Rep.
will receive (free of charge) newsletters produced by their associated Centre.
may attend VSOC Rallies only with the consent of the organisers.
will be expected to pay extra for entrance to VSOC Rallies and for VSOC regalia.
are formally attached to the Centre, and not the national club.
are not to consider themselves members of the 'Virago Star Owners Club' and will not receive Clatter, national voting rights, the automatic right to attend VSOC Rallies or other nationally organised events outside their own Centre.
Qualification for Associate Membership is at the discretion of the Centre Representative and is to be awarded annually. Annual re-qualification is not automatic.

1.9.3 NATIONAL ASSOCIATE MEMBERSHIP:

Centre Representatives may award the status of National Associate Member to anyone he/she feels has benefited the local Centre, but who may not qualify as a Full Member (see rule 1.9.1.).
NAMs will be afforded the same benefits and conditions as a Full Member with the following caveats…
NAMs must pay the annual membership fee (see rule 1.3) and one-off joining fee (see rule 1.3.a).
NAMs have a right to vote at Centre meetings and Centre AGM's.
Can not serve on the National Committee.
Will receive (free of charge) newsletters produced by their associated Centre.
Will receive (free of charge) Clatter (the magazine of the Virago Star Owners Club).
May attend VSOC national and international Rallies, at a cost as if a "full member".
May purchase VSOC regalia and merchandise.
May consider themselves members of the 'Virago Star Owners Club' and will receive Clatter, national voting rights, the automatic right to attend VSOC Rallies or other nationally organised events outside their own Centre.
Qualification for National Associate Membership is at the discretion of the Centre Representative and is to be awarded annually. Annual re-qualification is not automatic.

1.10 If a club member is found guilty of stealing or helping to steal a motorcycle (or motorcycle parts), their membership will be immediately revoked.

1.11 In the event of a disagreement between two members (or a member and his/her Centre Representative), he or she has the right to approach the National Committee for a suitable resolution. He or she must inform the Centre Representative of any ongoing approach. The National Committee's decision will be final in dealing with any dispute.

2.0 - LOCAL CENTRES

2.1    The National club is divided into 20 Centres, each of which shall organise tours, excursions, Rallies, social events and competitions for its members.

2.2    Each Centre will hold an Annual General Meeting, the structure of which to be determined by the Centre Rep. The AGM will be held primarily to elect a Centre Representative and Committee. Notice of the AGM shall be given to all Centre members (at least 6 weeks in advance). Visiting VSOC members may vote on national and Centre issues at the discretion of the Centre Representative.

2.3    Within one calendar month following its AGM, each Centre will present its annual statement of accounts to the VSOC National Treasurer for audit and inspection.

2.4    Centre Representatives will be expected to serve on the National Committee and attend its AGM (see rule 4.6).

2.5    Centre Representatives are to control the number of Associate members in their Centre by limiting membership to a ratio of 5:1 (20%).

2.6    Centre Representatives wishing to promote their Centre with an individual identity are to submit the proposed name and logo to the Vice-Chairman for approval. The criteria for approval is that the VSOC logo is included in the Centre artwork and should cover no less than 20% of its surface area.

3.0 - CONSTITUTION

3.1    The club shall be governed by a National Committee consisting of representatives from each Centre and members of an Executive Committee (eight to form a quorum). The Executive Committee shall consist of the President, Chairman, Vice-Chairman, Secretary, Treasurer, Products Officer, Webmaster and Editor. The Executive Committee shall be elected annually (with the exception of the President) at the National Annual General Meeting. In the event of a vacancy occurring amongst the Officers or Committee, or the suspension of any Officer or member of the Committee, the Committee shall immediately appoint others to fill the vacancy or vacancies.

3.2    The Executive Committee shall have discretionary powers to make operational decisions (with the exception of constitutional issues) and to spend club monies on behalf of the National Committee without prior notification to the National Committee.

3.2.a    The Executive Committee will undertake to inform Centre Representatives and members of the National Committee (by e-mail or letter) in the event of major decisions or expenditure being made on behalf of the National Committee.

3.3    Members wishing to serve as officers on the National Committee as President, Chairman, Vice-Chairman, Secretary, Treasurer, Products Officer, Webmaster or Editor shall have (for at least two years) been a member of the club or served as a Centre Representative.

3.4    Every duly elected Committee member binds himself or herself to abide by the rules of the club.

4.0 - NATIONAL COMMITTEE

4.1    If any member desires any matter to be brought forward at a National Committee meeting, the text of such matter shall be sent to the Honorary Secretary up to ten clear days before the date of the meeting, so that it may be included in the Agenda.

4.2    The Annual General Meeting shall be held at a venue and at a time decided by the committee. Special meetings may be convened by direction of the committee on request of at least one fifth of the members.

4.3    At the AGM, the Treasurer will submit a report and balance sheet, which must gain the approval of the meeting (a full financial report will be published annually in the next issue of "Clatter" after the end of the club financial year).

4.4    At its AGM, the National Committee shall be empowered to make any modifications to the rules and may decide on matters, which it considers to be of interest to members of the club.

4.5    At National Committee meetings, whether ordinary or extraordinary, a majority of votes decides a resolution, the Chairman having a casting vote in the case of even voting.

4.6    Any Officer or National Committee member failing to attend three consecutive National Committee meetings (other than Rally meetings) without notifying the Honorary Secretary as to his/her reasons automatically resigns his/her post.

5.0 - AMENDMENTS

5.1 "Special Cases". Deviations from any of the above Rules may be permitted subject to ratification and agreement between Centre Representatives and the VSOC National Committee or at the discretion of the Chairman.

APPENDIX 1 - RALLY RULES

A1.1 At its Annual General Meeting each year, the National Committee shall sanction three National Rallies and one International Rally.

A1.2 Any Centre wishing to host a National or International Rally must submit their tender to the National Committee's AGM eighteen months before the planned event.

A1.3 Any Centre may host a Centre Rally or "Party" without National Committee recognition. However, the date for such an event is to be agreed and sanctioned by the club Vice-Chairman in order to ensure that dates do not clash with any other scheduled event.

A1.4 The venue and format of a National Rally is to be determined by the host Centre. The venue and format for an International Rally is to be presented to the National Committee at its Annual General Meeting for approval.

A1.5 A Centre wishing to promote their National or International Rally with an individual identity is to submit the proposed name and logo to the Vice-Chairman for approval. The "guideline" for approval is that the VSOC logo (or name) should be included in the artwork.

A1.6 It is the responsibility of the host Centre to provide adequate, segregated toilet and wash facilities for male and female guests. It is also the responsibility of the host Centre to ensure that special dietary needs (vegetarian etc.,) are catered for.

A1.7 ACCOUNTS:
Centres hosting a National Rally are to create and maintain separate accounts to support the event.

A1.7.a A cash advance in the form of a loan from the National Rally fund is available from the club Treasurer to help with deposits and initial "up front" expenses.

A1.7.b Profits from National & International Rallies are to be divided as follows: -

First £100 to remain with the host Centre.
Remainder to be divided equally between the host Centre and the National Rally fund.

A1.7.c Each Centre is to submit its final accounts, loan returns and profit payments to the Treasurer within one month of the completion of the Rally.

A1.8 HEALTH & SAFETY:
National & International Rally organizers are to ensure that the following rules are adhered to for the duration of the event.

A1.8.a No bikes are to be parked inside tents, or alongside accommodation/sleeping areas where the bike could fall on to an occupant.

A1.8.b Bikes are to be parked a safe distance from tents, but not necessarily in a segregated area.

A1.8.c Members will be encouraged to park their bikes (at a safe distance) in lines adjacent to their tents.

A1.8.d A hard-standing area is to be provided for alternative motorcycle parking in the event of a soft or boggy "unsafe" camping area.

A1.8.e No cars, caravans or campervans to be parked on the site. They may be allowed onto the site for the purpose of unloading, but are then to be removed from the camping field to an alternative location.

A1.8.f No motor vehicle is to be started between the hours of 9pm and 7am (unless arriving or departing from the site).

A1.8.g No unlicensed, uninsured or underage riding of bikes, trikes, cars or any other motorised vehicle is permitted on or around the site at any time during the Rally.

A1.9 SECURITY:
The responsibility for the protection and safety of personal property and motorcycles rests with the individual. However, the host Centre also has to ensure that every reasonable effort is made to ensure that the site is kept secure and protected from theft and vandalism.

A1.10 RIDE-OUTS:
Rally ride-outs are to be conducted in such a manner as to maintain rider integrity without compromising or breaking the law. Marshalling is to be carried out with the sole intention of maintaining individual safety and group integrity.

A1.11 DISCALIMER:
The VSOC, its national magazine, its Centres (Branches), its presence on the internet and in other various forms including (but not limited to) its national and international Rallies acts independently of (but is sanctioned by) Yamaha Motor UK, the BMF and NABD.

The VSOC, its representatives, office holders, officials, sponsors or any individual member(s) of the VSOC connected to it in any manner, can never be held liable for, or assume any responsibility for the following: -

1) Any person's participation or attendance at any event, ride-out or meeting held under the auspice of the VSOC.
2) Any property lost, stolen or damaged during such events, ride-outs or meetings.
3) Any physical or mental injury sustained during said events, ride-outs or meetings.
4) Any personal injury or property damage sustained as a direct or indirect result of any alteration of or modification to any motorcycle by any person based on information obtained from the VSOC.

All individuals accept complete responsibility for his/her own self while attending or participating in any event, or in making any alterations or modifications to a motorcycle, with no recourse against the VSOC or any individual connected in any manner to the VSOC, or acting as its officer, agent, employee, consignee, vendor or sponsor.

John Bryning - VSOC President
January 2004