Constitution

1. Club Name

The Club shall be called “THE WEST KENT RADIO CAR CLUB”, herein after called “the Club”.

2. Aims and Objectives of the Club

• To encourage a popular interest in, and an understanding of radio control car racing.
• To actively promote the benefits of the Club in particular and the sport in general to as broad a spectrum of the community as possible.
• To present the Club in a positive manner stressing its strong family orientated approach.
• To make the Club accessible to anyone who expresses an interest in racing, either as a visitor or member.
• To encourage an atmosphere within the Club that promotes tolerance, an understanding of others and mutual co-operation.
• To make our facilities available without consideration to age, disability, colour, religion or sex.
• To stress the benefits of participation in the sport particularly to the novice.
• To assist beginners to acquire knowledge of the sport within the powers and means of more experienced members.
• To provide a structured environment for competitive racing to take place.
• To organise, participate in and promote inter-club events.

Note: The Club will affiliate itself to governing bodies or groups as and when the committee deems this to be of benefit to the members of the club or to the Club itself.

3. Membership

Membership of the Club will run from 1st May to 30th April and shall be open to anyone who:

• Lives within a reasonable travelling distance of the Tonbridge/ Tunbridge Wells areas, and
• Completes a membership form, and
• Pays the current membership fee.

3.1 Half Year Membership

The committee may, at its discretion offer “Half Year Membership” for those who wish to join and race for only the summer or winter championship. Half year membership carries no voting rights at any Annual General Meeting or Extraordinary General Meeting, nor does it carry any eligibility for election to Committee.

The Committee retains the right to refuse an application for membership or cancel a current membership if the behaviour of any person is deemed to warrant this. In any such event an officer of the Club shall notify the person involved of the reason(s).

4. Organisation of the Club

4.1 The Committee

The organisation of the Club shall be vested in a governing body called “The Committee” who shall have the power to administer the assets, and manage the affairs of the Club and make such rules as are deemed necessary for its proper conduct. The Committee shall consist of a Chairman, Secretary, and Treasurer and up to five other members.

The Committee may invite a non-Committee member to a meeting to assist with a specific topic on the agenda. That member shall have no voting rights at that meeting.

The Committee may appoint a sub-Committee for a specific purpose. At least one member of the sub-Committee must be a member of the Committee.

The Committee shall elect a Race Director from among their number to take overall charge at Race Meetings.

4.2 Election of Committee

The committee shall be elected annually by a simple majority vote of Club members; all club members are eligible to stand for election to the committee. Prospective committee candidates must give at least four weeks written notice to the Secretary of their intention to stand and must be proposed and seconded, in writing, by two members of the club. The Club will provide a form for this purpose.

An election shall only take place if there are more candidates than places available on Committee otherwise those candidates who have stated their intention to be considered, as committee members will be accepted as members unopposed.

In the event of an election being held, all Club members will receive voting papers giving the names of all candidates and a brief manifesto of each at least 14 days before an Annual General Meeting. Each Club member will be able to vote for a maximum of eight committee candidates, the voting papers must reach the Scrutineer at least 5 days before that meeting. The Scrutineer shall be an impartial party who shall prepare a result sheet listing all the candidates and the votes cast for each and give it to the Chairman in a sealed envelope.

The Chairman will announce the election results at the Annual General Meeting. Should a tie occur a secret ballot will be held at the Annual General Meeting.

4.3 Period of Committee Membership

Each elected member will be a member of the committee for the period between each Annual General Meeting. Each eligible club member may seek re-election for successive years provided the election process is followed. Club members will cease to be committee members if:

• They are no longer members of the club
• They resign from being committee members
• The committee receive a petition of no confidence from 50% (+1) of the club members

4.4 Officers of the Club

The Chairman, Secretary and Treasurer (“the Officers”) are to be appointed, or reappointed, by the Committee at the first committee meeting immediately following the Annual General Meeting. During this period, the outgoing officers will act only in a caretaker role.

4.5 Alteration of the Constitution and Rules

The Constitution and Rules of The Club may be altered from time to time, providing the changes are consistent with the Aims and Objectives of the Club, and if agreed by a majority of the membership present at an Annual General Meeting or an Extraordinary General Meeting.

4.6 Matters not covered by the Constitution and Rules

The Committee shall adjudicate on all matters not covered by the Constitution or the Rules, and their simple majority decision shall be binding on the members. Any such decision shall be communicated to the Club members within 14 days.

5. Meetings

5.1 Committee Meetings

The Committee shall meet a minimum of four times per year. Five members of the Committee shall form a quorum including the Chairman, or in his/her absence, the Chairman’s appointed representative who shall be an officer of the Club.

With the exception of the Chairman all committee members shall have voting rights at meetings. The Chairman will only vote when a casting vote is required.

The Committee shall have the power to co-opt a member to fill a vacancy that occurs. That member shall have the same voting rights as elected Committee members.

5.2 Annual General Meeting

The Annual General Meeting shall, except when the Committee decide otherwise, be held at the last Winter or first Summer race meeting and shall immediately precede it. Only club members will be able to vote at the Annual General Meeting.

The Committee shall give 14 days notice of any such meeting and shall include the date, time, place and an agenda.

The business of the Annual General Meeting is to receive reports from the officers, to announce the names of the Committee for the following year and to discuss and vote on any other business raised by Club members.

5.3 Extraordinary General Meeting

The Committee may call an Extraordinary General Meeting at any time by giving at least 14 days notice of such a meeting and shall include the date, time, place and an agenda. It may also be called by a minimum of nine Club members giving written notice to the Secretary at least 14 days before the date of such a meeting being held.

If called, an Extraordinary General Meeting will normally immediately precede a race meeting. Only club members will be able to vote at an Extraordinary General Meeting.

5.4 Meeting Agendas and Minutes

Agendas for all meetings will be published on the club website, or otherwise distributed to all club members at least 7 days before the date of such a meeting being held.

The minutes of all meetings will be published on the club website, or otherwise distributed to all club members within 21 days after the date of such a meeting being held.

6. Finance

6.1 Club Funds

The Club shall maintain account(s) with Banks or Building Societies as required.
Cheques drawn on any Club account must bear the signatures of two officers who have been authorised by the committee to sign.

Any profit made by the Club cannot be returned to members but must be re-invested in the furtherance of the Club and its facilities. The only exceptions to this shall be the presentation of trophies, cups and prizes at the end of the Summer and Winter Championships, and at any other events held by the club.

6.2 Cost of Racing

6.2.1 Subscriptions

Subscriptions will be reviewed annually by the Committee and will be published on the Club’s Website and in Club Newsletters and announced at race meetings. Reductions will be available for:

• Family groups
• Those under 17 years of age at 1st May.
• Those over the age of 60 years at the 1st May.
• Persons in receipt of jobseekers or disability allowance.

6.2.2 Race Fees

Race fees will be as advertised on the Club web site and in the Club Newsletters and will be payable on the day of racing. The Committee will review these annually.

6.2.3 Cost to Visitors

The Committee shall decide on a fixed fee per meeting rate for non-members, which they shall review annually.

6.2.4 Insurance

All club members shall demonstrate to the satisfaction of the Race Director that they have 3rd party insurance as provided by membership of the BRCA, or that their individual 3rd party insurance cover is at least comparable to that offered by the BRCA.

7. Race Meetings

7.1 General

Race meetings shall normally be held fortnightly unless otherwise decided by the Committee. They shall endeavour to give members as much notice as is practicable of a change to the published programme and booking in times.

Race meetings will normally begin at 09.30. To guarantee themselves a place, members must book in by 09.00. Visitors will be allocated any spare places after 09.00 on a first come – first served basis.

Visitors will be able to race at the club’s meetings at the discretion of the Race Director providing that space exists on the race entry list and that they pay the applicable fee.

The Race Director shall apply such point penalties as he sees as reasonable for rule infringements. Such penalties shall be proportionate to the seriousness of the infringement and be published on the Club web site and in the Club Newsletters.

7.2 Race Meeting Etiquette

Members shall:

• Treat other people and their property with respect
• Act in accordance with the conditions of use and hire that may be applicable to any venue that the club uses for its meetings
• Assist with track preparation prior to racing
• Ensure they have a frequency peg before switching on a transmitter
• Ensure their transmitter is impounded prior to racing starting at such times as a pound is in operation.
• Ensure they marshal promptly
• Allow lapping drivers through without unreasonable delay
• Assist with clearing the track away after racing
• Ensure they leave no rubbish
• Raise any complaint with the Race Director in a non-confrontational manner

Members shall not:

• Use abusive language or threatening behaviour
• Behave in any way that may be seen as detrimental to the smooth running of the Club

8. Newsletters

The Committee shall endeavour to publish newsletters twice yearly following the conclusion of the Summer and Winter Championships and will encourage members to use the newsletters as one means of communicating views and opinions providing these do not conflict with the Aims and Objectives of the Club.

9. Dissolution

If upon the Club being terminated or dissolved there remains any money or assets after satisfactory settlement of its debts and liabilities, these shall be paid or transferred to a Charity as voted by a majority of the Club membership present at an Annual General Meeting or an Extraordinary General Meeting.

10. Disclaimer

It is the responsibility of all drivers participating to ensure that they
are covered by adequate third party insurance and that any persons
accompanying them are aware of the element of danger, as The Club and its
Officers cannot be held liable for any injury, damage or loss that may occur
before, during or after a race meeting.

Version 2 15th September 2009
Passed by vote at the AGM on 9th May 2010

R/C racing in West Kent since 1985