Hawick and Border Car Club Ltd.

Chairperson	Ian McCutcheon
Vice-Chairperson	Iain Rettie	07718 758960
Secretary	Lindsay Burnip
Treasurer	Kevin Ferguson	07935 836328
Membership Secretary	Sarah Murdie
Website Editor	Jim Paterson	07858 392254
SACC Representative	Jim Paterson	07858 392254
ANECC Representative	Lindsay Burnip
Chief Marshall	Craig Fisher
Safeguarding Officer	Lindsay Burnip

TITLE.
The name of the Club shall be “Hawick and Border Car Club”, hereafter referred to as “The Club”.

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

c) 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 Motorsport UK

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

CONSTITUTION.
Ladies and Gentlemen of not less than 18 years of age shall be eligible for membership. The membership shall consist of (a) Honorary Members and (b) Ordinary Members (Persons under the age of 17 years may be eligible for Junior Membership.)

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.

ELECTION OF OFFICERS. The President and Vice President of the Club, Treasurer, Secretary and Committee shall be elected at the Annual General Meeting and, subject to termination of office by resignation at the next Annual General Meeting following their appointment. The Committee shall have the power to co-opt other members as they deem necessary. The retiring officers and othermembers of the Committee shall be eligible for re-election.

COMMITTEE. The Committee shall consist of not less than (eight) and not more than (eighteen) members, exclusive of President, Vice-President, (Solicitor), Treasurer and Secretary, who shall be ex-officio Members of the Committee. The Committee shall elect from amongst its own members a Chairman and a Vice-Chairman. (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 Annual General Meeting, with an intimation in writing signed by each Member nominated that he or she is willing to serve. Nominations of Candidates shall be signed by the member proposing them. 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.

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

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

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.

BANKING. All moneys 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.

ELECTION OF MEMBERS. Applications of candidates for membership of the club shall be submitted to the committee by the secretary, and the 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 know 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 must be made by an individual in his own correct name and be signed by the said applicant personally. Applications by persons under the age of 18 years must be countersigned by a parent or guardian.

SAFEGUARDING. The club shall elect a safeguarding officer, whom holds a current PVG check, and is registered with Motorsport UK. The safeguarding officer will ensure that their training is kept up to date in line with Motorsport UK requirements. The club adheres to the Motorsport UK.

VOTING OF COMMITTEE MEMBERS. Each full subscription 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. Members under the age of 18 years shall not have voting rights.

NEW MEMBERS. Any member who has been notified of their 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 they fails to make payment within fourteen days thereafter his election shall be ipso facto, null and void. No newly elected member shall be entitled to any of the privileges of membership until after the payment of their first subscription.

NON-PAYMENT. Any member of the club who has not paid their subscription by 31st January shall be notified of the fact in writing by the Secretary or the Treasurer, 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 off the Register of members forthwith. No member whose subscription is in arrears shall be eligible to take part in any competitions organised by the club and under the rules of the Motorsport UK.

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 to her.

SOCIAL MEDIA. The club will use it’s website and social media pages for the purpose of club and event promotion, and for the promotion and celebration of motorsport activities that club members participate in. The club follows Motorsport UK’s social media policy. Contravention of this policy may lead to club membership being revoked. Microsoft Word - 2021-03-17 Motorsport UK Social Media Policy

RACE WITH RESPECT. The club fully upholds the principles of Race with Respect. Further information about Race with Respect can be found at Appendix-1-Race-with-Respect..pdf (motorsportuk.s3.eu-west-2.amazonaws.com)

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

HONORARY MEMBERS. The Committee may elect as Honorary Members all members of the Royal Families and any persons distinguished for their political, scientific, literary, industrial and administrative capacities, or who have been distinguished in promoting the cause of motoring in general or of the club in particular.

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 such withdrawal 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 7 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 7 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. Reasons for expulsion may include but are not exclusive to, breaking club rules, bringing the club in to disrepute, conviction of a criminal offence, bringing Motorsport UK in to disrepute, ban from holding a competition licence.

THE ANNUAL GENERAL MEETING. The Annual General Meeting of the club shall be held in the month of April in each year upon a date and at a time to be fixed by the Committee. The Annual General Meeting shall:
a) Receive from the Committee a full statement of accounts duly audited showing the receipts and expenditure for the year ending.
b) Receive from the Committee a report of the activities of the club during the said year.
c) Elect the President and Vice President, and the Secretary and Treasurer of the club, and if appropriate, the Solicitor and Auditor.
d) Elect the Committee.
e) Settle any remuneration’s for the officers of the club and the Solicitor and Auditor.
f) Decide on any resolution which may be duly submitted to the meeting as hereinafter provided.

25. SPECIAL GENERAL MEETINGS. A Special General Meeting may be convened by direction of the Committee, or on a requisition of the Secretary stating the business for which the Special General Meeting is required and signed not less than (12) members. If the meeting so requisitioned is not convened within 21 days, the said (12) members may convene such meeting. 15 members shall form a quorum.

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 14 days before the date of such meetings, 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, thenany other member shall be entitled to do so.

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 in Rule 30, a majority of votes decides a resolution. At any General Meeting any 12 members may demand a Poll, and thereupon the meeting shall be adjourned to a time and place to be named by the Chairman, and an electronic vote shall be taken of all members of the club, the decision of the members, as shown by an electronic vote, shall be reported to the adjourned meeting, and shall be deemed to be the decision of such meeting. The Rules relating to collective vote and proxies shall apply as in Clause 14 hereof.

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 the rules.

OBSERVANCE AND INTERPRETATION OF RULES. Every member binds himself to abide by the rules of the club, and also by any modifications thereof made 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.

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 provided for in Rule 27.

EVENTS. All motor competitions organised by the club shall be held under the rules and requirements of Motorsport UK. 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 be thereupon be liable to expulsion from the club under Rule 23.

COPIES OF RULES. Every member shall be furnished with a copy of the club rules and regulations on election.

BADGES. Any badges issued to a member or for a club shall remain the property of the club. On termination of their membership, members shall deliver up such badges to the Secretary.

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 full members. If the resolution of dissolution be duly passed, the Committee shall forthwith liquidate the affairs of the club, and if there be anysurplus assets on realisation, these shall be disposed of at the discretion of the Committee.

HBCC Committee Members - 2024 / 2025