Constitution
Basingstoke IVC acts in accordance with the Constitution and Club Rules and Standards of Behaviour. Each committee member should have a copy of the Constitution and Club Rules to which they can refer when required.

Committee Meetings
A committee meeting is convened once a month. All committee members should attend at all times. To ensure that attendance can be maintained, the next committee meeting date is set in advance at a committee meeting. Apologies for absence prior to the night of the committee meeting should be made to the Secretary, while apologies on the night should be made to the host.

All committee members are to be aware of the agenda for committee meetings and ensure that points are raised at the appropriate agenda item. As an aim, committee meetings should last no longer than 2 hours.

Attendance of Events
A number of events occur each month which require committee support. These include New Members Evenings / Afternoons and club nights. At least one committee member should attend each event with individuals committing themselves to such attendance at the committee meeting.

Each committee member should attend at least one such event per month. If a committee member is unable to attend such an event once committed, it is their responsibility to ensure that another committee member is present. In general, committee members should actively attend events and are expected not only to host significantly more than the 'one event per year' minimum, but to actively encourage members to host events.

Signing of Application Forms
Each prospective member receives an application form which requires the signatures of two committee members. Two signatures can be gained at a single event on the basis that the prospective member attends at least three events prior to application for membership.

As a minimum, the application form must have the name, address and date of birth completed prior to signature. It is the responsibility of each committee member to talk to the prospective prior to signing the application form and to observe how they fit in so that their suitability for the club can be assessed. Each committee member should be familiar with the content of the standard information sheet for prospectives. Note that reasons for non-acceptance of a prospective for membership are not given and the subject should not be discussed outside committee meetings.

Expenses
Petrol at agreed mileage rate to cover attendance at committee meetings, bulletin typing and bulleting delivery to / collection from printers.

Telephone cost for committee business.

Stamps (receipted) - second class normally adequate.

Stationery (receipted) - envelopes.

Note that BNHIVC headed A4 paper & compliment slips are available to any committee member.

Any bulk photocopying should be receipted or included with the bulletin print run. Do not endanger your job position by abusing the facilities at your workplace.

Bulletin Typing
Each committee member is expected to contribute to the production of the bulletin. Two committee members are required each month (implies involvement approximately 3 times a year). Dependent upon the combined experience of the committee at the time, the pairing should comprise one person with computer / wordprocessor experience plus one person for dictating / chasing hosts for clarification / proof reading and making cups of coffee.

The bulletin copy is to be emailed to the printers by the evening of the Sunday preceding the Tuesday bulletin distribution. A committee member should collect the printed bulletin from the printer on the bulletin distribution evening.

The Membership Secretary will provide the required number of envelopes, pre-printed mailing labels, any inserts for members and the appropriate number of stamps on the bulletin distibution evening.