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Severnside Travel And Railway Society |
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UK & INTERNATIONAL TOURS -
A-Z OF CONDITIONS AND INFORMATION
AND
CONSTITUTION AND RULES
The information contained in this Webpage is
correct as of February 2010.
This
contains the latest version of STARS A-Z of Conditions and Information and the
Constitution and Rules.
Parts of this information
was hitherto published in each of the yearly STARS Tour Brochures, but will in
future just appear in this separate publication/web page. Tour itineraries,
costs, pick-up points, and cancellation costs will continue to be included in
the International Tour Brochure issued each year, and also the Website.
Members of the Society are requested to keep this
information safe and to acquaint themselves with the content in the event that
any future problems arise.
CONTENTS (Click the link to go to the relevant
information)
A-Z OF CONDITIONS AND INFORMATION
MEMBERS LOYALTY
DISCOUNT SCHEME
16,
(including 24 hour answerphone service
and Fax)
e-mail:- starsinternational_anita@hotmail.com
(all Admin: matters relating to
Bookings, Membership, Insurance, Sales etc )
Items for
our in-house magazine can be emailed to:- Colin Dingley colinstarsmag@aol.com
All matters
appertaining to our website www.stars-tours.org.uk
can be emailed to:-
Only with STARS can you choose from such a wide variety
of Day, Weekend and Holiday Tours, tailor-made for the committed railway
enthusiast.
·
One Day 'Hopper' Tours - These are low cost
intensive tours ideal for those 'trying out' Europe for the first time.
·
Two/Three Day weekend 'Rapide' Tours - These are low cost
intensive tours in the areas surrounding important rail centres in France,
Belgium, Germany, Netherlands and Luxembourg. They feature free time for
Station observations and one night in good Hotels near the main Stations.
·
Tours by Air, 'The Flyers' - These are for a
number of days at a Super Rail Centre, including depot visits, and with free
time at Main Stations.
·
Coach Holiday Tours, of 3 to 9 Day Duration - We
aim to cover every major depot, works, and stabling point in the chosen area,
in the comfort of a modern executive touring coach. Overnight stays are
arranged at Hotels close to, or at, main railway stations.
·
Holiday Tours by Rail - These are tours
usually of one week duration, traveling solely by rail on Rover Tickets.
·
Combination Tours - These are Tours traveling
by both coach and train.
STANDARDS AND STARS
You
measure the success of an organisation like STARS by asking "how popular
are your Tours, and how many people go with you”? Quite simply STARS carry MORE
people into Europe than any other contemporary group offering similar services
- a case of people voting with their feet.
Why
are STARS so popular?
There
are key areas which set us apart from all others.
§
Hotels
Despite some quite high
charges our hotels are usually more up-market. We tend to book Inter City
Hotels in Germany (attractive because they are situated on main railway
stations), Mercure and Novotels. We still use Ibis Hotels but only the better
examples or more convenient.
§ Coaches
Coaches for our long distance tours are ultra
modern vehicles with every aid to comfort, which allows the strain of overnight
travel to be reduced. In addition the Coach crews are not only very
professional but also pleasantly disposed to the passengers. Previous
participants will be assured of more light-hearted banter this year, as the
pool regular drivers will be the same personnel as the last few years.
·
Content and Duration of Tours
Every tour is worked out with precision in order to
maximise the coverage of an area. Our Tours are timed to last around 10 to 12
hours each day, and we aim to finish a day, whenever possible, by 6pm. We are
not 'dawn to dusk bashers', but if you want to do more than the day's
itinerary, the free time is there.
§
Economy
We consider ourselves to be both economic and good
value for money, given the quality of Tours on offer, but some say we are a
little on the expensive side......... well! ........We would rather explain the
costs of providing Tours of high standards, than to apologise for anything
less..........
§
Success at Depots
We
know of no other organisation that has anywhere near our success rate for Depot
Visits. Such success is no accident – it
is as a result of dedicated officers working hard to achieve on behalf of the
Members.
§
Camaraderie
This is one of the great
elements of a STARS tour. The Members, Officers, and Drivers all sharing good humour,
banter and information as One. It is probably this element is at the very heart
of STARS, and the one above all that has given us our success......
.............................
are you ready to join that success yet?
OUR ADVICE …….WHY NOT PRY BEFORE YOU BUY?
You
may be reading this having just had a bad experience with another operator
and/or you may need some persuading to book with us. How do you tell the
kosher’ organisation from the ‘dross’? May we make a suggestion?
After
every STARS International Tour, one or two of the participants prepare a
Numeric and Narrative Tour Report detailing the sightings on the Tour in the
numeric, and in the narrative interesting information which has come to light,
and moments of humour, drama and circumstance with the general ups and downs of
the Tour. The authors of these reports are usually volunteers from the
participants who have no prior warning before the Tour, but their brief is
always the same “write it as it was, warts and all”.
If
you are contemplating a Tour with us for the first time why not check our
website out for previous tour reports. It will probably not tell you how you
would enjoy it, but you would be aware of how others enjoyed it. Yes, people do
enjoy the well run Tours - we would not be stupid enough to publish accounts of
our Tours if the contrary were true! But, to our knowledge, we are the only
ones who do it, and thoroughly!
A-Z OF CONDITIONS AND
INFORMATION
(Participants
on all tours should ensure that this booklet is read and fully understood)
ACCOMMODATION
No STARS tour ever leaves the
AIR TICKETS
We regret that we are unable to arrange air
tickets, on your behalf, to connect with Railtours or weekend Flyer tours. In
order to comply with the relevant Law, we would need to be registered and the
cost of putting that in place would be simply not viable given the few bookings
that we would be likely to process.
However, not being able to book on your behalf does not mean we cannot
advise and help you. Your best chance of a cheap flight is on the Internet.
However, if you are having difficulty, do contact us and we will do our best to
help. On our website is a link to Flights which uses a well-known search
engine.
One word of warning! Most cheap flights are non
refundable once you have booked them. DO
NOT BOOK YOUR FLIGHT UNTIL WE HAVE CONFIRMED THAT THE TOUR IS GOING AHEAD.
Be assured that if you have sent us a booking form for any tour where a flight
may be used, once that tour reaches the requisite numbers it will be
communicated to you without delay.
ALTERATION
Tours are advertised, in good faith, based on
information known at the time the tour programme was formulated. STARS reserve the right to alter any detail
pertaining to any tour (if circumstances arise beyond our control). STARS also
reserve the right to omit or insert, from or to any itinerary, any installation
by reason of time or circumstance. Any alteration, during the course of the
tour, shall be at the discretion of the Tour Leader, whose decision shall be
final.
BOOKINGS
All bookings for STARS tours must be made on the
official form, and sent to the address, as shown within this booklet. Seats are
held provided that 1) full fare is received at the time of booking, or 2) a
deposit, the amount of which is specified in the tour details, is received at
the time of booking and the balance is received prior to the critical date,
which is shown in the tour details. Failure to comply could result in loss of
the seat. All cheques must be made payable to STARS and crossed. A receipt will
be issued but it is requested that a S.A.E. be provided. All monies received
are protected in compliance with the legislation pertaining to package
holidays.
CANCELLATION OF BOOKING/TOUR AND CHARGES
All STARS tours run subject to sufficient support
and the tour will be cancelled should a viable number not be reached. In such
an event a decision would normally be made four to six weeks prior to the first
day of the tour. Cancellation charges are as set out below:-
CANCELLATION CHARGE
Prior to 42 days before departure date Deposit
only
28 to 42 days before departure date 30%
of tour cost
14 to 27 days before departure date 45%
of tour cost
7 to 13 days before departure date 60%
of tour cost
0 to 6 days before departure date 100%
of tour cost
Cancellation by telephone, including messages left
on the 24 hour answer phone is acceptable and the date the call is received
will be deemed ‘the relevant date’ for the purposes of Insurance Claim or
refund, however, such telephone calls MUST be confirmed in writing by letter,
fax or email, if you need to provide proof in furtherance of an Insurance
Claim.
The
individual may claim either:-
(i)
A full refund of all monies paid in connection with
the Tour.
(ii)
Transfer of all monies paid for the tour, to
another STARS tour of his/her choice.
(iii) All monies paid in connection with the tour to be credited in the
individual’s name, and used as payment or part payment for any future STARS
tour to be nominated at a later date.
COACHES
Definitions
Small Passenger Carrying Vehicle (hereinafter
called ‘Vehicle’) means a capacity of 16 passenger seats or under.
Large Coach means a capacity of between 17 and 53
passenger seats.
All large coaches used on STARS tours are properly
licensed Public Service Vehicles and owned by Licensed Operators. They are
top-flight International touring vehicles. The on-board facilities vary from
vehicle to vehicle but all the large coaches have all or some of the following
features - toilet/washroom, servery, double glazing, air conditioning,
reclining seats, full seat belts, public address, TV/Video, refrigerator,
micro-wave. For safety each coach/vehicle has clearly marked emergency exits.
Each coach/vehicle carries an extensive first aid kit (at least one of the crew
has been trained in first aid), a fire extinguisher, and other emergency kit.
On the large coaches you may bring as much luggage as you wish, as this will be
stowed in the side lockers, thus not restricting your space. However, on the
small vehicle there is not so much storage space and you are asked to travel as
lightly as you can. All coaches/vehicles are non-smoking in the interests of
passenger comfort. On all STARS coach tours, Traffic Law, particularly in
relation to speed limits and driver’s hours, is observed. So far this has
caused us no difficulty in keeping to our timings.
COMMUNICATIONS
Each STARS Tour Leader can be contacted through a
mobile phone on the coach (number is shown in the Tour Information Pamphlet) or
via the STARS main telephone number.
In the past the conduct and behaviour of participants
on STARS tours has been exemplary. However, we remind all participants they
must conduct themselves safely and orderly at all times during a tour. They
must obey the instructions of STARS Officers and Official Guides. Failure may
result in the participant being ordered to leave the tour at any point, and
left to make their own way home at their own expense.
You are asked to acquaint yourself with what you
can or cannot bring in and out of the Countries on the Tour. Persons detained
by the authorities for Custom’s breeches may be left at the port.
DELAYS
The Society cannot be held responsible for any
delay caused by circumstances beyond our control, for example the late running
of the ferries, which may have an impact on the following day’s itinerary. Nor
can we be held responsible for any delays arising from adverse weather
conditions, industrial action, road traffic accidents, road works, or breakdown
of any vehicle.
DEPOT VISITS
All depot visits are subject to obtaining formal
permission. With us publishing our tour programme up to and exceeding 12 months
prior to some proposed visits we cannot be expected to be 'firm' as to whether
the visit is 'on' or not. We will not mislead you with 'predictions', whether
they are based on previous availability of permits or otherwise. This policy
will only change when we take delivery of an efficient crystal ball!! Our
policy is that all depots, works and installations advertised in our
itineraries are those we intend to visit and we will seek formal permission to
visit all listed prior to the tour. If we receive no replies to our
applications from Regional level we make approaches at local (depot) level. If
we are refused at local level we will still go to the depot during the tour and
view what we can from public places. In practice such is the reputation and
respect for STARS that we are rarely turned down for visits. When we view a
depot we usually come away having seen a substantial number of their stock from
public places. Whenever possible, extra visits to other locations may be
included in an itinerary, particularly to compensate for the loss of another.
We notify any itinerary changes either in the STARS Magazine, Update Sheets,
Pre-Tour Information Pamphlets, or on our website. Most railway administrations
make no charge for visits but some do. Permit charges are so infrequent and
unpredictable that we have decided it would not be fair to 'mark up' all our
prices to include a charge, which is seldom made. When we are advised by a
depot that a charge will be made, we inform each participant of which depot and
the extra cost prior to the tour, and allow the participant the option of
paying the permit charge or opting out. Admission charges to museums and
preservation sites are not included in the fares.
FARES
In general, all fares quoted with the tour details are inclusive.
Inclusive means -
Hotel charges in respect of bed and breakfast
accommodation. It does not include extra hotel services such as evening meal, bar,
mini-bar, pay TV, telephone, room service, and restaurant, which must be paid
for by the individual.
Transportation charges, which includes - coach travel, road/bridge tolls
and ferry charges.
Not included are:
·
Rail and local period transport tickets. On Rail,
'Flyer', and Combination Tours (and sometimes on a coach tour where there is
sufficient free time to allow rail travel), such tickets are presented as a
'Pick & Mix' with elements to allow the participant to use concessionary
rail passes, 'shop around' for a better deal, or opt out altogether.
·
Permit charges.
·
Admission charges in respect of Museums and
preserved railway lines, or similar private undertaking.
·
Occasional charges such as, for example, lunch at
Mechelen Works on the Belgian Tour.
If costs for these additional charges are specified with the tour
details, STARS can obtain the tickets, on your behalf, on payment of the amount
required. If no charges are specified with the tour details, you will need to
buy tickets during the tour.
STARS operate a Fair Fares Policy in that every participant pays the
same irrespective of when they book. We do not overcharge to penalise those who
book late, and all fares reflect the costs of providing all elements of the
tour and ancillary expenses only. Our position will always be Right Price -
First Time. By operating such a customer friendly Fares Scheme we may be
vulnerable to any sudden increases in ferry, coach or hotel charges, or any
unfavourable change in the exchange rate. We therefore reserve the right to
alter the cost of any tour by imposing a surcharge in those circumstances.
Where the surcharge exceeds 10% of the base cost of the tour, the participant
may cancel without penalty.
Those persons taking regular medication should
ensure that they have sufficient supply to last the duration of the tour, and
any delay. Whilst we would not want to pry into your medical history it is in
your best interests to advise us of any physical condition known to you, which
affects your mobility or might necessitate emergency treatment. Such
information will be treated in the strictest confidence. If you are in any
doubt about your fitness to participate you should consult your doctor. The
final decision is yours and participation is at your own risk. All participants
of Tours shall ensure that they are adequately covered by Travel Insurance for
the duration of the Tour and shall carry a European Health Insurance Card
(formally E111) with them outside of the UK and when in European Countries.
This is a Condition of Booking.
Latecomers will normally be given just 10 minutes
over pick up time. If a problem does occur on your way to a pick up point
please telephone the main STARS number, or the number quoted in the Tour
Information Pamphlet, to advise us. We cannot be held responsible for anyone
missing a tour if it is caused by failure of an outside agency (i.e. late train
or 'the car breaks down', etc and you need to ensure that your insurance covers
you for such eventualities).
We hope that you are already a full Member of
STARS. However, our tours are open to non-members but we are obliged to levy a
fee of £5 per tour for every non-member booking. Note - non-members cannot
participate in the Loyalty Discount Scheme.
All participants of International Tours must be in possession of a valid Passport. It is advised that you have no less than 6
months validity on your passport. It is your responsibility to check that you
have a valid passport for the Countries visited on the Tour.
PRE-TOUR INFORMATION PAMPHLET
Prior to each tour we provide each participant of
the tour with an Information Pamphlet which details hotels used on the tour
with full contact information; visits authorised (or not as the case may be); any
changes in the itinerary; names of STARS Officers and drivers on tour; a
complete timing sheet and itinerary for the tour; emergency contact number(s)
and any other relevant information about the tour.
RAIL TICKETS
You are, of course free to purchase your own rail
tickets, thereby taking advantage of concessions that you may be entitled to,
or STARS can obtain them on your behalf, subject to the appropriate payment
being made. It is worth pointing out
that in the main, the majority of members elect to travel First Class these
days as the coaches are less crowded and you are more assured of having a
seat. You can of course travel
standard/second class if you wish, although by doing so the party is split in
separate coaches.
REFRESHMENTS ON COACH
Whilst the coach tour is in progress hot and cold
drinks and snacks are available on large coaches, and cold drinks are available
on all tours together with a selection of confectionery. All can be purchased
at
SAFETY
During depot visits running, jumping over
inspection pits, unauthorised climbing on locomotives and crossing lines
unsupervised is forbidden. In addition attention must be given to the danger
from oil and diesel spillages, overhead objects and wires, moving locomotives,
and open inspection pits and underfoot obstructions. You are advised to wear
sturdy footwear on all tours. Most depots are expecting visitors to wear yellow
or orange high visibility vests. It will be most helpful to bring your own
vests as we will only have a limited number available for your use. Finally,
and most important - for safety sake - keep together and obey the instructions
of STARS Officers and/or official guides.
SALES
On all coach tours, a selection of railway books
from a variety of publishers, plus notebooks, covers and the like will be
available for purchase.
SALES VOUCHERS
Sales vouchers must be redeemed within 12 months of
the date of issue as shown on the voucher and are only redeemable against sales
items, not catering.
If the answer is yes, please indicate so on your
Booking form. If you will be sharing a room, this will allow us to allocate
you a room with another smoker. We can also ensure that the hotel allocates a room
in which you are allowed to smoke. We operate a strict No Smoking policy on all
vehicles/coaches, so it's the least we can do for you when we get to the
hotels.
VEHICLE SUBSTITUTION
There are occasions when the numbers of bookings for
a tour, advertised to run in a large coach, are insufficient to make it viable
to run in such a vehicle. In order to prevent the disappointment of
cancellation, the tour may be run in a small vehicle providing that the numbers
are still viable. We will assume that all persons booking for the tour are
agreeable to participating if such a substitution is made – unless – the
participant has shown that he/she is not agreeable by marking the original
booking form with “Only if large coach” – as per the Coach Tours Option Scheme.
For the
·
The International Tour Brochure.
FULL International members receive in addition:
·
Separate posted Tour Reports - of all previous STARS
REDUCED International members receive:
·
Tour Reports only via web site.
A Membership Application Form
detailing the different types of membership and the respective annual costs can
be obtained from the Office or downloaded from our website at www.stars-tours.org.uk
Since
1st January 2004, we have been operating a Members Loyalty Discount in the form
of vouchers, which are issued to all qualifying members on every tour. The
value of the voucher is determined by the surplus funds, which are generated by
the tour, but on some of the well-supported tours the value can be
considerable. Those vouchers may then be used as partial or full payment of
fare on any future STARS International Tour.
With
the prospect of giving money back to you, we would have preferred to just
simply reduce the initial cost of each tour and, if we could accurately predict
the final ‘loading’, that would have been the best option. As it is we do not
have that crystal ball and, until we do, the voucher system will be by far the
best and fairest way of dealing with this.
In
addition, the trial that ran from 1st January 2009 until the 31st
December 2009 has been further extended until at least the end of 2010. We will
issue a £10 Voucher to you if a STARS International Tour, on which you booked,
is cancelled by us.
How
to qualify for vouchers –
1.
You
must be a fully paid up Member or Family Member of STARS. Temporary Members are
not eligible.
You
may –
1.
Redeem
your voucher (or saved-up vouchers) as full or part payment for any future
tour, either singularly or in multiples.
2. Redeem your voucher(s) up to 31st December,
the year after it was issued. However, Vouchers are valid for a further 12
months if the Tour for which they were used, either as full or part
payment, is cancelled by STARS.
You
cannot –
1.
Redeem
your voucher(s) to cover annual membership subscription, sales, or the minimum
tour deposit as specified in the tour brochure.
2.
Transfer
your voucher(s) to another member.
3.
Partially
redeem each voucher. The full value must be surrendered each time.
4. Obtain a refund, cash or otherwise, in respect
of any voucher, including vouchers lost, stolen or mutilated.
This
represents a genuine scheme aimed at redistributing surplus funds back to the
people who deserve to benefit most – the people who regularly book, and
participate, on the tours.
Important
Note. Some members have missed out on their discount because we received their
deposits/ balances too late. Please remember that the dates ‘to count’ are the
dates we actually receive them in the office, and not the dates on which
you post them. In order to preserve the integrity of the scheme, we cannot make
any exceptions whatsoever. With our postal services ranging from good to
diabolical, depending where you live, we advise you not to leave your payments
until the ‘11th hour’.
Anyone
qualifying for Loyalty Discount on a tour, which is subsequently cancelled by
the Society, shall qualify for Loyalty Discount on the tour that his or her
booking is transferred to.
For your comfort
on long distance coach tours....
FOR THOSE WHO
LIKE TO SPREAD OUT A LITTLE WHEN TRAVELLING....
FOR JUST £20
ALL
YOU NEED TO DO IS MARK YOUR BOOKING FORM “DOUBLE SEAT PREFERRED” BUT DO NOT
SEND YOUR £20 UNTIL WE HAVE CONFIRMED AVAILABILITY. PAYMENT WILL BE COLLECTED
ON THE RELEVANT TOUR.
CONDITIONS:-
1.
The
scheme will only operate on Large Coach tours which are not full. Rapide,
Hopper and Combination tours are not included.
2.
The
seats will be allocated on a strict ‘first come, first served’ basis and will
depend on availability governed by tour loading.
Our priority remains to run long distance coach tours
in large coaches. However, there have been occasions when we have substituted a
large coach with the small vehicle, but only on tours where the bookings do not
reach the number viable for a large coach. Whilst this has been acceptable to
most participants, there are others who, for various reasons, do not like
travelling such long distances in small vehicles. The Coach Tours Option Scheme
applies to all large coach tours and allows an individual to withdraw from any
tour, advertised for a large coach, on which a small vehicle is subsequently
used, and not suffer a financial penalty. The Scheme WILL NOT APPLY to Rapide,
Hopper or Combination Tours, which have always been run in a small vehicle.
This is how the Scheme works:
1. If you
wish to participate on the tour whichever vehicle is used.
Send in your booking form, together with your
deposit / fare, in the normal way. Requests for single rooms and preferred
seats will be accepted and given priority.
2. If you
wish to participate on the tour ONLY if a large coach is used.
Send in your booking form, together with your
deposit / fare, but you must mark your Booking Form at the top with “only if
large coach”. If you submit a form, which is not so marked, it will be treated
as a firm booking and cancellation charges applied if you subsequently withdraw.
On receipt we will put your application ‘on hold’ pending either the ‘target’
numbers for the large coach being reached or a decision to use a small vehicle.
Your cheque will NOT be banked at this stage. Please also note that until we
can be certain of a person’s participation, requests for single rooms and
Preferred Seats cannot be processed.
When a decision has been made one of two courses
will follow:
a) Tour
running, as advertised, in large coach
Your cheque will be cashed and your name added to
the passenger list. Requests for single rooms and Preferred Seats will be
accepted subject to availability at that time. Use of this option will not
disqualify you from entitlement to Members Loyalty Discount provided the
criterion is met.
b) Tour running
in a small vehicle
Your uncashed cheque will be returned to you, and
the booking cancelled without penalty.
STARS - CONSTITUTION
AND RULES
1. TITLE
The
organisation shall be called the “Severnside Travel and Railway Society” (STARS).
2. AIMS AND OBJECTIVES
The
aims and objectives of STARS shall be: -
a) To provide services to the dedicated, responsible
railway enthusiast in order that they may
derive the maximum enjoyment from their
chosen hobby and/or pastime. In order to achieve that aim, STARS shall publish
magazines and brochures detailing the programme of visits on a regular basis as well as publish information on
its’ website at www.stars-tours.org.uk
The programme
shall be agreed by the Committee, and
wherever possible, will take
into account the majority wishes
of the membership.
b) To generate funds
sufficient to cover the day-to-day overheads of the Society.
c) To promote interest and participation in all aspects of
railway activity.
d) To support and encourage the use of
all forms of railway transportation at home or abroad.
e) To
support and encourage visits to locations where preservationists
are based or active.
f) To conduct tours and visits in such a manner that personal safety
shall be the first
consideration.
g) To tour in safety and comfort.
h) To respect and
comply with the wishes of railway staff, or their agents, during visits to
railway property.
i) To support and promote interest in all
appropriate charity organisations who provide care and assistance
to railway employees, both
serving and retired, and their dependants.
3. CONSTITUTION OF THE COMMITTEE
Committee members shall also be known as serving Officers of the Society.
a) Additional Committee members may be
co-opted to serve on the Committee
by invitation following a two-thirds majority
vote from all members serving on
the Committee at the time.
b) Sub-committees can be set
up on an as and when required basis.
c) If
appropriate, additional members can be co-opted
to serve on Sub-committees subject to the procedure outlined in Rule 3a.
d) All decisions made by Sub-committees are subject to agreement at the next administrative committee meeting.
e) Committee members can attend
Sub-committee meetings on an ex-officio
basis. (In addition, see Rule 7).
4. QUORUM
With the exception
of the election of new Committee
members, as outlined in Rule 3a, the quorum of the Committee shall be the majority of the Committee.
5. VOTING
With the
exceptions of the voting procedure outlined in Rule 3a, 21 and 22, items requiring a decision shall be by a simple majority present. In the event of a split vote, the Chair presiding at the
meeting, can exercise a casting vote.
6. ELECTION OF COMMITTEE OFFICERS
The following
Officers shall be elected annually by the Committee normally in the last quarter of the Financial Year to hold Office for the following year: -
a) Chair
b) Secretary
c) Treasurer
Additional Officers may be elected and responsibilities agreed as deemed necessary. The number of additional Officerial
posts shall be decided at a Committee meeting prior to the annual election.
6A. RETIREMENT
FROM OFFICE OF COMMITTEE MEMBERS
On retirement from Office,
the retiree shall hand over all effects appertaining to their Office to STARS.
7. CHAIR’S DUTIES
The Committee Chair (or their nominated Deputy) shall Chair over all Committee, Sub-committee, and general meetings.
8. SECRETARY’S DUTIES
The
Committee Secretary (or their nominated Deputy) shall convene, issue agendas and take minutes
of all meetings and answer all general written correspondence relating
to the Society.
9. TREASURER’S DUTIES
The
funds of STARS shall be kept in a bank(s) approved by
the Committee. The Committee Treasurer (or their nominated Deputy) shall: -
a) Receive all monies payable to STARS.
b) Pay all liabilities of STARS as directed by the
Committee.
c) Keep a debtor and creditors accounts and prepare the
annual accounts of STARS for
audit immediately after the 31st
December in each year.
d) Shall provide Committee members with regular financial updates
10. FINANCES
a) Financial Year shall commence on 1st January
and end on the 31st December
each year.
b) The Treasurer (or their nominated Deputy), on behalf of the Committee, shall be responsible for all monies
received from the membership in respect
of fares (including deposits and purchases) and take due care to
ensure that they are safeguarded.
c) For all tours that
are covered by Regulation 21 of the ‘Package
Travel, Package Holidays and Package Tours Regulations 1992’, the Treasurer (or their nominated Deputy), on behalf
of the Committee, shall ensure that all such monies received are paid into a Bank Account administered by a Trustee, assigned for the purpose by the Committee. No part of
any tour monies covered by
Regulation 21 will be paid to any
service provider until that tour has been concluded.
d) Where necessary the Committee may borrow money by way of Bank Overdraft, or formal loan. In such cases, Officer(s) or Member(s) may act as sureties or guarantors.
e) Trustee(s) shall be appointed to
oversee the Finances of STARS.
11. MEETINGS
The Secretary (or their
nominated Deputy) shall call meetings of the Committee. There shall normally be no
less than four meetings per year. A
special Committee meeting may also be called by a written request from no
less than one-third of all Committee
members.
An
Annual Membership Meeting (AMM) shall be held at a
date and venue to be decided by the Committee, as soon as possible following the end of the
Financial Year. The purpose of the meeting shall be the following:
a) To receive the Chair’s report
b) To participate in an open forum discussion on all aspects of
STARS.
12. EXPENSES OF
REPRESENTATIVES
On
request, the
travelling and administrative expenses of the Committee and Sub-Committee
members, or their representatives,
attending official Society meetings or on Official duties on
behalf of STARS shall be paid out of STARS funds. Payment
will be actual expenses (supported by receipts).
13. OPERATIONAL RESPONSIBILITY
The Committee
shall apportion responsibility
to deal with operational tasks
in connection with tours and visits.
14. SOCIETY MEMBERSHIP
Prospective members shall complete the membership form and submit it together with the appropriate fee to a Committee member (usually the Treasurer). If the prospective
member is under the age of 17 years
then the form must be countersigned
by the parent/guardian.
Types of membership shall be determined
from time to time by the Committee.
15. REFUSAL,
SUSPENSION, OR TERMINATION OF MEMBERSHIP
The Chair reserves the right to refuse, suspend, and
terminate membership to any current or prospective member. Such a member shall
be furnished by the Chair a statement in writing of the reasons within fourteen days.
The
current or prospective member has a right of appeal and shall be afforded the opportunity of answering the reasons orally or in writing to the Committee.
If within fourteen days, no explanation is given or if in the opinion of the Committee the explanation is unsatisfactory, the
member shall immediately be notified
in writing of what action, if any, is to be taken. The decision of the Committee shall be final.
16. MEMBERSHIP FEES
Membership and Temporary Membership fees shall
normally be determined annually by the Committee in the last quarter of the
Financial Year to be effective for the following Financial Year. Exceptionally,
the Committee, if appropriate, may alter
membership and Temporary membership fees at other times during the
Financial Year.
17. TEMPORARY
MEMBERSHIP FEES
Non-members participating on tours shall be made temporary
members for the duration of the tour
and shall be charged a levy to be determined as per Rule 16. Non-members shall be subject to the same conditions whilst on a tour or visit as members.
18. MEMBERSHIP PERIOD AND RENEWAL
a) Membership of STARS is effective from the 1st day of the month the application is received by the Treasurer.
b) Membership of
STARS is for a 12-month period.
c) The member shall be entitled to receive, upon their
application for membership, the current magazine, access to the members-only
section of the website and other
information, as well as benefits in force at the time.
d) Existing members who have failed to renew membership within one calendar month after the due date
will cease to be members of STARS.
e) Any person ceasing to be a member shall forfeit all right
to and claim upon STARS and its funds with the exception
of Rule 20(g) where tour money has still to be refunded.
19. CONDUCT OF MEMBERS
Any member who disregards or disobeys any reasonable
instruction given by a representative
of the Committee on an official tour or visit or who conducts
themselves in a manner
detrimental to the interests of STARS
shall be liable to suspension or
termination of their Society membership. See Rule 15 for guidance.
20. BOOKINGS AND TOUR CONDITIONS
a) All bookings shall
be made on the
appropriate official booking form. All cheques shall be made payable to STARS and must be crossed. Under no circumstances shall bookings be made verbally.
b) A deposit, the amount of which is specified in the relevant STARS information, will secure a seat.
c) A receipt
will be issued but it is requested that a S.A.E. be provided.
d) Fares include coach travel, permit charges (
e) STARS cannot make direct arrangements for booking airfares. Any tour that requires an element of air travel, participants
should confirm with STARS that the tour
is running before making air bookings
themselves. STARS would normally expect
to give that confirmation 6 weeks prior to the tour date.
f) The balance for
g) If a tour or visit is cancelled a full refund of all monies paid shall be made, or if preferred, transferred
to another tour or visit. In the
event of a participant withdrawing from a UK tour or visit, so long as seven days notice is given (28 days notice for tours lasting two days
or more), a full refund shall be made, less reasonable expenses to cover postal and administration costs. In respect
of International Tours, cancellation charges
are detailed within the A-Z of Conditions and Information.
h) The Committee shall annually determine the scale of charges to be
applied when a member cancels a booking for personal reasons and publish these
in the A-Z of Conditions and Information. Such charges shall be fair, having
regard to administrative implications and elements already paid on members’
behalf. The Insurance Industries
criteria shall be used as a guide when determining charges. The decision of the Committee in this respect
shall be final.
i) All tours and visits advertised are provisional and are subject to obtaining official permission. It may be necessary to
view certain advertised installations
from public places.
j) On most tours, provision is made for a stop at service areas where a meal may be obtained. A supply of drinks and confectionery is available on all coach tours.
k) Participants must conduct themselves safely
and orderly at all times. They must
obey instructions of official guides and tour leaders. Those who do not may be ordered to leave the tour or visit at any point, and
left to make their way home, at their own expense.
l) On all tours, the advertised itinerary will normally be covered. However,
STARS reserve the right to omit from
the itinerary any installation due
to legality or insufficient time. Whenever possible, extra installations may be
inserted into the itinerary.
Any alteration in the itinerary shall
be at the discretion of the tour leader.
m) All tours run subject to sufficient support. STARS reserve
the right to alter any tour if circumstances arise beyond their control.
n) STARS, the coach operator,
nor the relevant railway authorities
can be held liable for any injury,
loss, damage, delay or other mishap, however caused to any participant of any tour or visit.
o) A responsible adult
over seventeen years of age must accompany persons under
fifteen years of age.
p) A parent or guardian shall countersign
applications from persons less than 17 years old.
q) Normally the participant
shall be picked up and set down at the nominated locations. Occasionally
a nominated pick up will be cancelled for reasons such as travel conditions (road closures, road works etc.),
change of itinerary, or insufficient bookings. In such cases STARS will contact participants so affected, with as much notice as possible, to agree alternative arrangements. In any case, the participant
must acknowledge agreement to change by
e-mail, letter or fax. Verbal
confirmation shall not be acceptable.
r) On International Tours participants may by prior arrangements join
at locations other than those
advertised, including locations
outside of the
s) All participants of
t) All participants of International Tours must be in possession
of a valid Passport. It is
advised that you have no less than 6 months validity on your passport. It is
your responsibility to check that you have a valid passport for the Countries
visited on the Tour.
u) Neither STARS nor
the coach operator can be held liable for any missed ferries and any consequential costs, if the late arrival at the
port has arisen through heavy traffic
or accidents en route etc. Participants shall have adequate Travel Insurance
to cover such eventualities (see 20s).
v) Submission of a Booking
Form for
21. ALTERATION OF RULES
Any amendment to the Constitution and Rules shall be put before a Committee
meeting and be approved by two-thirds
of all committee members
present.
22. DISBANDMENT OF
THE SOCIETY
If two-thirds of all Committee members so request the disbandment of the society then STARS shall be
disbanded. In the event of STARS disbanding,
all assets belonging to STARS shall
be given to a railway charity chosen
by those Committee members present at a special meeting called for the purpose.