Group Guidelines and Handbook September 2016 Draft v1.01 Institute of Advanced Motorists Group Guidelines and Handbook Version V1.01 Author/creator Amanda Smith/Patrick Doughty Authoriser Owner/department Charity & Operations Document classification Unrestricted Document Status Draft 2 Operations & Charity Draft v1.01 History and Revisions Date Version Created by Document Classification Revision History Published Authorisation Version Authorised by Department Date Draft V1.01 Operations & Charity 3 Table of Contents History and Revisions ............................................................................................ 3 Authorisation ......................................................................................................... 3 IAM RoadSmart Introduction ................................................................................. 8 Group guidelines incorporating the group handbook ..................................................... 8 Group Rules of Affiliation ............................................................................................ 8 IAM RoadSmart Policy on Road Traffic Regulations .............................................. 9 Speed ....................................................................................................................... 9 General Traffic Regulations ......................................................................................... 9 IAM RoadSmart Charitable Objectives and Goals ................................................ 10 Aims and Objectives of IAM RoadSmart ...................................................................... 10 Strategic Goals of IAM RoadSmart .............................................................................. 10 IAM RoadSmart Brand ......................................................................................... 11 Guidelines ................................................................................................................ 11 Marketing Toolkit ...................................................................................................... 12 Objectives of a Local Group ................................................................................. 13 Local Group Composition ..................................................................................... 14 Introduction ............................................................................................................. 14 Group Name “Known As” ........................................................................................... 14 Group Committee Composition ................................................................................... 14 Group Membership Categories ................................................................................... 15 Group Full Members .................................................................................................. 15 Group Honorary Members.......................................................................................... 16 Group Associate Members ......................................................................................... 16 Group Friends ........................................................................................................... 16 Roles and Responsibilities of the Local Group Committee ............................................. 17 Committee Meetings ................................................................................................. 17 Annual General Meetings and Extraordinary General Meetings ...................................... 17 Finance .................................................................................................................... 18 Expulsion of Local Group Member .............................................................................. 18 Winding-up .............................................................................................................. 19 Day-to-Day Leadership of the Local Group .................................................................. 20 Roles and Responsibilities – Group Officers ................................................................. 20 Group Officials – Succession Planning ......................................................................... 23 Group Committee Members ....................................................................................... 23 IAM Local Group Communications .............................................................................. 24 Charitable Status ................................................................................................. 25 Isle of Man (IoM) ...................................................................................................... 26 4 Operations & Charity Draft v1.01 Gift Aid ................................................................................................................. 27 Gift Aid: Local Group Membership Subscriptions .......................................................... 27 Group Associate Schemes .................................................................................... 28 Types of Associate Schemes ...................................................................................... 28 Appointment ............................................................................................................ 28 Courses ................................................................................................................... 29 Mass Guidance ......................................................................................................... 29 Local Group Annual General Meeting ................................................................... 30 Preparation for the AGM ............................................................................................ 30 How to Conduct the Election at a Group AGM .............................................................. 30 IAM RoadSmart Group Member Awards .............................................................. 33 Fred Welch Rose Bowl ............................................................................................... 33 Lord Strathcarron Award ........................................................................................... 33 Nomination Process for Both Awards .......................................................................... 33 IAM RoadSmart Local Group Achievement Awards ....................................................... 34 Group Newsletter of the Year ..................................................................................... 34 Group Social Media Award ......................................................................................... 35 Code of Conduct ................................................................................................... 36 Group Complaints ..................................................................................................... 36 Aims of an IAM RoadSmart Group Complaints Policy .................................................... 36 Receiving a Complaint ............................................................................................... 37 Managing a Complaint ............................................................................................... 38 Complaint Escalation ................................................................................................. 39 Example Complaint Process ....................................................................................... 40 Anti-Harassment and Bullying Policy ........................................................................... 41 Anti-Harassment ....................................................................................................... 42 Bullying .................................................................................................................... 43 Informal Steps to Resolve Bullying or Harassment ....................................................... 44 Investigating Bullying and Harassment Allegations ....................................................... 44 Equal Opportunities .................................................................................................. 44 Examples of Discrimination ........................................................................................ 44 Resolving Complaints Regarding Equal Opportunities ................................................... 45 Basic Code of Conduct Principles of IAM RoadSmart .................................................... 45 Customer Service ................................................................................................. 46 Purpose ................................................................................................................... 46 Scope ...................................................................................................................... 46 Communication Guidelines ......................................................................................... 46 Associate Contact Guidelines...................................................................................... 47 Meeting Place Guidelines ........................................................................................... 47 Location ................................................................................................................... 48 Room Hire, Access and Equipment ............................................................................