PAROW RADIO CONTROL CAR CLUB Constitution Contents 1. Name 2. Aim 3. Committee 4. Finances 5. Membership 6. Annual General Meeting 7. Election Procedures 8. Special General Meeting 9. Amendments to the Constitution 10. Discipline 11. Legal Liability 12. Insurance 13. Affiliations 14. Votes in Absentia 15. Quorum 16. Dissolving the Club Version 1.0 January 2005 CONSTITUTION This document shall be the official constitution of the Club named below. The name, aim and committee clauses below embody the script and motivation that led to the club founded, therefore these clauses shall be entered in the constitution and may not be changed, altered or deleted. 1. NAME The name of the club shall be PAROW RADIO CONTROL CAR CLUB (PRCCC) hereinafter referred to as “the Club”. 2. AIM The aim of the Club shall be to promote and foster interest in radio control car racing. 3. COMMITTEE The committee which will be elected at an Annual General Meeting, which can be held at the last official event of each calendar year, shall consist of the following:- 1. Chairman 2. Vice-Chairman 3. Treasurer 4. Secretary 5. Three (3) Additional Members Only present members who have been actively involved with radio control car racing for more than 12 months, may serve on the Committee. The Chairman, Vice-Chairman and one other committee member, shall be elected from those members actively involved with radio control car racing. The Chairman and Treasurer will be elected for a period of two (2) years. The remaining Committee Members will be elected for a period of one (1) year. A Chairman can only be elected if he/she has served at least one (1) year on the Committee prior to election. In the event of a deadlock, the Chairman has the power to veto. The Committee shall be wholly responsible for the activities, conduct and affairs of the Club. Additional members may be co-opted by the Committee when necessary. The Committee may delegate duties to Club Members when necessary. Committee members who fail to attend three (3) consecutive committee and/or race meetings, forfeit their Committee position and Committee membership shall terminate automatically. The vacant Committee position may be filled by a nomination and voting process at the 3rd or subsequent race meeting. If an alternative member cannot fill the Committee position or no members are prepared to stand for that position, then that Committee position will remain vacant and can only be filled following a Special General Meeting or Annual General Meeting. This will be in effect regardless of apologies received from the Committee member. Any committee member, if found guilty of misconduct, mismanagement of Club funds and privileges and does not adhere to the rules of the Club, can only be relieved of his/her position at a Special General Meeting. 4. FINANCES The Committee shall operate a current bank account at a registered South African commercial bank. Signing powers for this account shall be determined by the Committee, with at least two (2) signatures required for withdrawals and cheque payments. True and accurate books shall be kept of the financial affairs of the Club. These books of account shall be consolidated into a financial statement for presentation at the Annual General Meeting. The financial year shall run from 1 January to 31 December of each year. 5. MEMBERSHIP Membership shall be open subject to the approval of the Committee, to individuals interested in the activities of the Club. There shall be four (4) categories of membership. Senior Member: A Senior Member has full voting rights and is entitled to race. Junior Member or Student Member: A Junior member is defined as a member under 18 still attending school. Members who are full time students at a recognised educational institution are defined as a student member. Members under the age of 18 are not eligible to vote. Honorary Member: Honorary membership may be bestowed when deemed appropriate by the Committee. Honorary Membership is only bestowed to last one financial year. If and honorary member is a racing member, racing fees is payable by the honorary member. Honorary Members have full voting rights. Honorary Life Member: Honorary Life Membership may be bestowed when deemed appropriate by the Committee. Honorary life members have full voting rights. If a Honorary Life Member is a racing member, racing fees are payable by honorary life member. The facilities of the Club shall be available to all members. All racing members, regardless of status or type of membership, are obliged to pay race entry fees and any other fees payable. Any disputes will be referred to the Committee. 6. ANNUAL GENERAL MEETING The Annual General Meeting of the Club shall be held on the last active event of the year or as decided by the Committee. Notice of such a Meeting together with an Agenda will be forwarded to members on the second last active event of the Club. The purpose of this meeting shall by to elect a committee to administer the Club’s affairs for the ensuing year. The quorum for the Annual General Meeting shall be as stipulated in paragraph 15 below. 7. COMMITTEE ELECTION PROCEDURES All proposals require a seconder and the approval of the nominee. All proposals must reach the secretary at least seven (7) days prior to the Annual General Meeting. The incumbent committee will ensure that voting slips are available for a secret ballot or show of hands, should the members prefer. These procedures will be used at all times for election of committee members. 8. SPECIAL GENERAL MEETING The Committee is empowered to call a Special general meeting when necessary. Any three (3) members also have the right to request such a meeting if deemed necessary. Such a request shall reach the Secretary at least fourteen (14) days before such a meeting is required. In such an event the Secretary will notify all paid up members of the time and venue, together with an Agenda at least seven (7) days prior to the scheduled date. The Special General Meeting will be confined to the matters as tabled on the agenda. In order to be carried any proposed motions at such a meeting will require a two-thirds (2/3) majority of those paid-up members present. The quorum for a Special General Meeting shall be as stipulated in paragraph 15 below. 9. AMENDMENTS TO THE CONSTITUTION Amendments to the constitution, duly proposed and seconded, in writing, must reach the Secretary at least four (4) weeks before an Annual General Meeting. The proposed amendments should also be tabled on the Agenda for such a meeting. All amendments to the Constitution shall require a two-thirds (2/3) majority of paid up members present. Any matters not covered by the Constitution, which require a ruling shall be decided by the Committee. This decision shall be binding until the next Annual General Meeting where upon a vote to include or change the relevant matters will be held. 10. DISCIPLINE The Committee has the right to take disciplinary action against any member contravening the rules or the constitution of the Club. Such a member has the right, however, to appeal against such action at a General Meeting within a period of three (3) weeks. 11. LEGAL LIABILITY Legal Liability is vested in the Club as a whole and not in individual members or office bearers. 12. INSURANCE Public liability insurance or any other insurance will be taken out if required at the discretion of the Committee. 13. AFFILIATIONS All electric racing members of the Club automatically become SARDA members in the event of a National Championship being held at Parow Radio Control Car Club, provided that the Club paid it’s SARDA registration fees. This provides public liability insurance for the driver on the day of the event. 14. VOTES IN ABSENTIA Votes in absentia submitted in writing for a special purpose will be accepted. This will be applicable to all items listed on the Agenda’s for the Annual General Meetings and any Special General Meetings. 15. QUORUM A quorum for all announced/scheduled events, including Annual General Meetings and Special General Meetings, will comprise of at least fourty five percent (45%) paid up members present at the meeting. At least three (3) members present must be an active Committee member. 16. DISSOLVING THE CLUB In the event of a unanimous agreement of all paid up members at the Annual General Meeting or a Special General Meeting that the Club should be dissolved, all assets and books are to be transferred to the Parow Sports Federation or whichever body may supersede the Federation.