HBCC Committee Members - 2024 / 2025

 HAWICK AND BORDER CAR CLUB LTD. - CLUB RULES

1. TITLE. The name of the Club shall be "Hawick and Border Car Club Ltd.", hereinafter referred to as "The Club".

To further interest in motoring and motor sport.

To provide members with information, advice and assistance on matters connected with motoring and motor sport.

To watch the local administration of the laws and regulations affecting motoring and motor vehicles, and to report any proposed local action or scheme to the RACMSA Ltd.

To promote motor competitions in accordance with the Rules of the RACMSA Ltd.

To arrange tours, lectures, discussions and social and other meetings.

To afford members such benefits and privileges as it may be possible to arrange.

3. CONSTITUTION. Any person shall be eligible for membership. The membership shall consist of (a) Ordinary Members and (b) Family Members, defined as a couple and any offspring less than eighteen years of age, all living at the same address.

 
4. MANAGEMENT. The authority and responsibility for the transaction of the business of the Club for its management shall be vested in a Committee, who, in addition to the powers and authorities by these rules expressly conferred on them, may exercise all powers and do all acts in furtherance of the objects for which the Club is established or done by the Club in General Meeting.

 
5. ELECTION OF OFFICERS. The Chairman, Vice-Chairman, Treasurer and Secretary shall be elected at the Annual General Meeting and subject to termination of office by resignation at the next AGM following their appointment. They shall be eligible for re-election. The Committee shall be similarly elected, but their term shall normally be two years, whereupon they shall be eligible for re-election. The Committee shall have the power to co-opt other members, as they deem necessary.

 
6. COMMITTEE. The Committee shall consist of not less than three, and not more than sixteen members, including the aforementioned officers. One half of the members of the Committee shall form a quorum. Nominations of Candidates for election to the Committee must be received by the Secretary not less than seven days before the AGM, with an intimation in writing signed by each Member nominated that he or she is willing to serve. Such nominations shall be signed by the proposer. The Committee shall have the power to appoint a Sub-Committee of not less than three persons to meet on its behalf in respect of any matter which is specially referred to such a Sub-Committee.

 
7. MEETING OF COMMITTEE. The Secretary, either of his own accord or by direction of the Chairman shall, unless otherwise agreed by all the Committee, give at least seven days' notice of a meeting.

 
8. ABSENCE FROM COMMITTEE. Any member of the Committee who shall, without sufficient reasons, absent himself from three consecutive Committee meetings may be called upon to resign his position upon the Committee.

 
9. DUTIES OF SECRETARY. It shall be the duty of the Secretary to attend in person or by deputy all meetings of the Club and all meetings of the Committee to take minutes of the proceedings. Such minutes shall be entered in a book and presented for confirmation at the following meeting. Other duties may be delegated to the Membership Secretary, Competition Secretary and Championship Co-ordinator as appropriate.

 
10. BANKING. All monies of the Club shall be banked by the Treasurer in the name of the Club, and no disbursements shall be made therefrom except in accordance with the form or forms authorised by the Committee.

 
11. ELECTION OF MEMBERS. Applications of candidates for membership of the Club shall be submitted to the Committee by the Secretary, and election of such candidates shall be at the discretion of the Committee. The name and address and description of the candidate and names of his proposer and seconder, being members of the Club, shall be stated on each application submitted to the Committee, provided that in the case of a candidate who knows no member of the Club, the Committee shall be empowered to carry out the election after proper enquiries. Membership of the Club shall continue only for the period covered by the current subscription, and members shall be subject to re-election annually by the Committee. All applications shall be made by an individual in his own correct name and signed by him personally.

 
12. MEMBERSHIP OF ANY OTHER CLUB. If a candidate is a member of another club or organisation he shall not be entitled to membership at a reduced rate.

 
13. PROVISIONAL MEMBERS. Any candidate for membership of the Club whose subscription has been accepted by the Secretary or the Membership Secretary shall become a provisional member of the Club. Provisional membership of any candidate shall only hold good until the meeting of the Committee next after payment of such subscription.

 
14. VOTING OF COMMITTEE MEMBERS. Each member present at a meeting of the Committee shall be entitled to exercise one vote. The Committee shall vote by ballot if any member -present so demands. A vote of one third against any application for membership shall exclude from membership.

 
15. SUBSCRIPTIONS. The annual subscriptions shall be decided at the AGM for the year following the current year. Any amendments shall take effect on January 1st following such decision. The membership year shall be the calendar year. Any member joining during the year may be granted a part-year discount at the discretion of the Committee. No such discount may be granted to a member who is his or her subscription late.

 
16. PAYMENT OF SUBSCRIPTIONS. The membership subscription is due for payment on the renewal date as in 15 above. In order to maintain continuous membership the subscription should be paid by the due date. If it remains unpaid after the period specified in Rule 18, a fresh application shall be required, and the period of membership shall begin on receipt of the subscription.

 
17. NEW MEMBERS. Any member who has been notified of his election and who fails to pay his subscription within one month of such notification shall be again requested in writing by the Secretary or treasurer to pay the same, and if he fails to make payment within fourteen days thereafter his election shall be ipso facto, null and void. ~o newly elected member shall be entitled to any of the privileges of membership until after the payment of his first subscription.

 
18. NON-PAYMENT. Any member of the Club who has not paid his subscription within two clear months of the date on which it became due shall be notified of the fact in writing by the Secretary, Treasurer or Membership Secretary, and one month thereafter any member who has still failed to pay his subscription may, unless sufficient reason be shown to the satisfaction of the Committee, be taken of f the Register of members forthwith. No member whose subscription is in arrears shall be eligible to take part in any competition organised by the Club and under the rules of the RACMSA Ltd.

 
19. RESIGNATION. Any member wishing to resign his membership shall give notice in writing of such desire to the Secretary on or before the date on which his subscription would have become due for renewal in any year, otherwise he shall be liable to pay his subscription for the ensuing year. Also any member ceasing, voluntarily or otherwise, to be a member of the Club, shall thereafter cease to have any claim upon the property of the Club or to enjoy any privileges of membership but he or she shall remain liable for the payment of any debts due to the Club from him or her.

20. USE OF CLUB NAME AND ADDRESS. The name and address of the Club shall not be given by any member as his address for trade, advertising or business purposes or in connection with any legal proceedings.

 
21. HONORARY MEMBERS AND SOCIAL MEMBERS. The Committee may elect as Honorary Members all members of Royal Families, and any persons distinguished for their political, scientific, literary, industrial or administrative capacities, or who have been distinguished in promoting the cause of motoring in general or the Club in particular. The Committee may also elect Social Members at an annual subscription of half the Ordinary Member subscription, rounded up to the nearest pound. Social Members shall not be eligible to take part in any competitions held under the rules of the RACMSA Ltd.

 
In special circumstances, the Committee may also be empowered to offer Life Membership, with full membership rights, to any person considered to be deserving of such offer, provided that the Committee agrees unanimously that such membership is appropriate. The subscription for this class of membership will be decided in each case by the Committee depending on the circumstances, and it may be subject to total waiver.

 
22. EXPULSION OF MEMBERS. It shall be the duty of the Committee if at any time they shall be of the opinion that the interests of the Club so require, by letter, to invite any member to withdraw from the Club within a time specified in such letter, and in default of which, to submit the question of his expulsion to a meeting of the Committee to be held within six weeks after the date of such letter. Members of the Committee shall be given at least seven days' notice that a question of withdrawal or expulsion is to be discussed at a meeting of the Committee. The member whose expulsion is under consideration shall be given at least seven days' notice of such a meeting and shall be allowed to offer an explanation of his conduct verbally or in writing, and if two thirds of the members present shall then vote for his expulsion, he shall thereupon cease to be a member of the Club.

 
23. THE ANNUAL GENERAL MEETING. The AGM of the Club shall be held in the month of January in each year upon a date and at a time to be fixed by the Committee, normally the last Thursday of the month. In exceptional circumstances, and with good reason, it may be delayed at the discretion of the Committee. The AGM shall:

a) Receive from the Committee a full statement of accounts duly audited showing the receipts and expenditure for the year ended.

b) Receive from the Committee a report of the activities of the Club during the said year.

c) Elect the Officers of the Club as detailed in Rule 5 above, plus the auditor, for the forthcoming year.

d) Elect the Committee.

e) Decide any remunerations for the Officers of the Club.

f) Decide on any resolution which may be duly submitted to the meeting as hereinafter provided.

 
24. SPECIAL GENERAL MEETINGS. A Special General Meeting may be convened by direction of the Committee, or on a requisition by or to the Secretary stating the business for which the Meeting is required and signed by not less than twelve members. If the Meeting so requisitioned is not convened within twenty one days the said twelve members may convene such Meeting. Fifteen members shall form a quorum.

 
25. AGENDA. When members wish a matter to be discussed at a General Meeting, the text of such matters signed by at least two members shall be sent to the Secretary at least fourteen days before the date of such Meeting, so that it may be included in the Agenda. A copy of the Agenda shall be sent to each member at least five days prior to the Meeting, but the fact that any member has not received a copy of the Agenda shall not invalidate the proceedings. No business which is not included in the Agenda shall be discussed at the Meeting unless every member present is in favour thereof. Should the proposer of any motion fail to move a resolution in respect of the relevant item on the Agenda, then any other member shall be entitled to do so.

 
26. VOTING. Every person with a right to be present may exercise one vote. The Chairman shall not vote except in the exercise of a casting vote. At all General Meetings, except as provided for in Rule 30, a majority of votes decides a resolution.

At any General Meeting any six members may demand a Poll, and thereupon the Meeting shall be adjourned to a time and place to be named by the Chairman, and a postal vote shall be taken of all members of the Club, and the decision of the members, as shown by this postal vote, shall be reported to the adjourned Meeting and shall be deemed to be the decision of that Meeting. The rules relating to collective vote and proxies shall apply as in Rule 14 above.

 
27. RIGHT TO BE PRESENT. No-one can take part in General Meetings unless he has been duly elected as a Member of the Club and has paid his subscription according to these Rules. Each Family Member has the same right in this respect as any Ordinary member.

 
28. OBSERVANCE AND INTERPRETATION OF RULES. Every member binds himself to abide by the Rules of the Club, and also by any modifications thereof in conformity with such Rules, and also to accept as final and binding the decision of the Committee in all cases of dispute or disagreement as to the interpretation of these Rules.

 
29. ALTERATION OF RULES. Any alterations may be made in these Rules by a general Meeting provided a) that details of the proposed alteration or alterations are included in the notice of the General Meeting and b) that the resolution proposing such alteration is carried out by two thirds of those present and voting at such General Meeting or by two thirds of those voting should a Poll be demanded as per Rule 26.

 
30. EVENTS. All motor competitions organised by the Club shall be held under the rules and requirements of the RACMSA Ltd. Any member convicted of an offence arising out of his being in charge of a motor vehicle in any Club event or on Club business shall thereupon be liable to expulsion from the Club under Rule 23 above.

31. COPIES OF RULES. Every member shall be furnished with a copy of these Club Rules on election to membership of the Club.

 
32. DISSOLUTION. The Club may be dissolved by a Special General Meeting convened by direction of the Committee, or on the requisition of the majority of the members. If the resolution of dissolution be duly passed, the Committee shall forthwith liquidate the affairs of the Club, and if there be any surplus assets on realisation, these shall be disposed of at the discretion of the Committee.

 Back to Top

Updated 20 March 2024
Webmaster - Jim Paterson