RVRCCC Constitution

Constitution Ribble Valley Radio Control Car Club

1. Name

The club will be called RIBBLE VALLEY RADIO CONTROL CAR CLUB.

2. Aims and objectives

The aims and objectives of the club will be:

  1. To meet each Friday evening at Wellfield High School, Leyland to race radio controlled 1/12th scale on-road (GT12) and 1/10th scale off-road (buggy) cars
  2. To offer coaching and competitive opportunities in Radio Controlled Racing
  3. To promote the club within the local community and Radio Controlled Racing /
  4. To manage the Ribble Valley Club.
  5. To ensure a duty of care to all members of the club.
  6. To provide all its services in a way that is fair to everyone.

3. Membership

To ensure all present and future members receive fair and equal treatment.

      • Membership should consist of a Committee and members of the club.
      • All members, including the Committee will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of practice that the club has adopted.
      • Members will be enrolled in the following categories:
  1. Full member
  2. Junior Member

4. Membership fees

Membership fees will be set annually and agreed by the Committee or determined at the Annual General Meeting.

Fees will be paid: annually.

5. Committee

The Committee (see Appendix A for role profiles) will be:

    1. Chair
    2. Treasurer
    3. Secretary
    4. Communications Rep (instead of Webmaster)
    5. Track Master
    6. GT12 Rep x 2
    7. Buggy Rep x 2
    8. Junior Rep

    There are also the following roles which may be filled by a dedicated person or covered by other members of the Committee.

    1. Health & Safety Officer.
    2. Race Control Rep

All Committee members will be elected annually at the Annual General Meeting.

The Committee will retire each year but will be eligible for re-appointment.

  1. Only the Committee members over the age of 16 can be nominated onto the Committee and will have the right to vote at meetings of the Committee.
  1. The Committee meetings will be convened by the Secretary of the club and held no less than 2times per year.
  1. The quorum required for business to be agreed at Committee meetings will be: 6 Including either Chair and Treasurer. However, the Treasurer must be present if the Committee meeting is looking to agree sped of > £500.
  1. The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club as agreed by the Club members or as decided by the Committee.
  1. The Chair has the final decision if any Committee vote is split equally.
  1. The Committee will have powers to appoint sub committees as necessary and appoint advisers to the Committee as necessary to fulfil it’s business.
  1. The Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations / constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.
  1. There must be a minimum of 2 Committee Members in attendance in order for a race meeting to be held.
  2. The Committee Member running race control on a race night will be allocated the role of Race Director for that race. If a non-driver is running race control then a Committee member will be nominated as Race Director for the event.
  3. It is expected that ALL committee members take an ACTIVE role in the running and management of the club and make every effort to attend as many committee meetings and race meetings as possible and in doing so, share the workload associated with the running of the club.
  4. It is expected that committee members attend at least 50% of the committee meetings held during the year as each meeting is, as best as possible, scheduled based on committee member availability.
  5. It is expected that ‘racing committee members’ ATTEND (not necessarily race) sufficient races throughout the year to make them eligible for annual membership. Failing to do so means they will no longer be eligible for a racer membership and lose the member booking-in privilege.

6. Finance

  1. All club monies will be banked in an account held in the name of the club
  1. The Club Treasurer will be responsible for the finances of the club.
  1. The financial year of the club will end on31 December.
  1. An auditable statement of annual accounts will be presented to all members by the Treasurer at the Annual General Meeting.
  1. Any cheques drawn against club funds should hold the signatures of the Treasurer plus one other officers.

7. Annual General Meetings

  1. Notice of Annual General Meetings (AGM) will be given by the Club Secretary. Not less than 21 clear days’ notice to be given to all members.
  1. The AGM will receive a written report from the Committee and a statement of the accounts.
  1. Senior members can be nominated and seconded by another Senior member for any of the Committee positions. The nomination must be received 14 clear days prior to the AGM
  1. Election of the Committee with take place at the AGM based on the proposals / nominations made as per the deadline instructions in 8.3.
  2. All full members (16 years +) have the right to vote at the AGM.
  3. The quorum for AGMs will be 20% OF THE FULL MEMBERSHIP (i.e. over 16 years).
  4. Any proposals to be discussed at the AGM should be notified in writing 14 clear days prior to the AGM
  5. The Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.

8. Discipline and appeals

  1. All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures.
  1. The club Junior Rep is the lead contact for all members in the event of any child protection concerns.
  1. Disciplinary procedure
  • Stage 1 – 1st formal written warning
  • Stage 2 – 2nd formal written warning and 2-week suspension
  • Stage 3 – 3rd formal written warning and 4-week suspension
  • Stage 4 – 4th formal written warning, expulsion from the club and membership revoked.
  • In extreme circumstances, the Committee reserve the right to hold an emergency meeting (minimum of 2 present) and suspend with immediate effect the individual(s) involved, during which time that the suspension is observed, the Committee will follow the appeal process, the outcome of which may be to go straight to a Stage 4 penalty. A minimum of two thirds committee majority shall be necessary to order a direct Stage 4 penalty.
  1. All drivers will have the opportunity to put their case/appeal forward within 7 days of a warning and this will be documented in the incident log.
  1. The Committee will meet to hear a driver’s case/appeal within 7 days of it being lodged
  1. The Committee has the power to take appropriate disciplinary action including the termination of membership.
  1. The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 10 days of the hearing.
  1. Verbal warnings will be confirmed by email to the driver.
  1. The Committee will review the drivers at the various stages of the disciplinary process to decide if the warning is to be regarded as spent, and the driver notified accordingly
  1. Any person attending the club found to be under the influence of drink or drugs or behaving abusively will be expelled from the meeting (a meeting may be one or more days and consist of more than one event/class). Any incidents that are likely to bring the club into disrepute will be logged and the information passed to the Committee. Any individual subject to disciplinary action shall be notified in writing.
  1. If threatening, abusive, violent and or extremely disrespectful behaviour is observed at the club, the Committee members (minimum 2) present at the time have the right to hold an emergency meeting and suspend with immediate effect the individual involved, during which time that the suspension is observed, the Committee will follow the appeal process, the outcome of which may be to go straight to a Stage 4 penalty.
  1. If the conduct of any member, in or out of Club events, shall in the opinion of the Committee, or member of it, be injurious to the character or interest of the Club then membership can be suspended until the matter is dealt with by the Committee. The Committee can require said person to attend such meeting as is required to explain their actions, the Committee shall have the power to expel such member or call upon them to resign and will there upon cease to be a member of the Club. Should a member who has been expelled or been required to resign wish to appeal, this shall be done in writing to the Club Secretary and the appeal will be held before the Committee. In every case of expulsion or required resignation of a member the decision of the Committee shall be final and the excluded member shall have no remedy against the Club, or any further right of appeal. A minimum of two thirds majority shall be necessary to order an expulsion.
  1. Although the disciplinary procedure refers only to ‘drivers’ breaking the rules. This may not be limited to a driver, but could relate to the conduct of a parent, adult or anyone attending the club but who isn’t racing.

9. Dissolution

  1. A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.
  1. In the event of dissolution, any assets of the club that remain will become the property of the current Members of the club or those who have donated any individual assets.

10. Amendments to the constitution

Any proposed changes to the constitution need to be agreed by the current Committee ahead of the AGM and put forward at the AGM for a member vote

11. Declaration

RVRCCC hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

Signed: Date:

Name: Ian Martin

Position: Club Chair

Signed: Date:

Name: Janice Crompton

Position: Club Secretary

APPENDIX A

Structure of the Committee going and descriptions of their roles:-

Chairman Aid the smooth running of the club meetings, ensuring all proceedings go through the correct constitutional procedure.

Treasurer Guardian of the club finances and for ensuring auditable reporting of finances is available as required and presented at the AGM/EGM. Liaison with the school regarding venue bookings / issue resolution

Secretary Responsible for arranging the AGM/EGM and Committee meetings as required, recording meeting minutes and actions, liaison with the school regarding bookings.

Health & Safety Rep Responsible for all aspects of H&S – from general pit table positioning/electric routing, fire exits, enforcing lipo bag rule, input into track designs, ensuring the safe zone is adhered to.

Race Control Rep Responsible for the function of race control. Making sure we have enough people trained on the transponder software system and managing the equipment, ensuring we have the required people to run a race meeting.

Comms Rep Responsible for the club’s PR and communications tools such as Facebook Group, Website, oOple Group. Also ensuring the online booking in system is available as per the allotted booking in times and the booking information is captured within the race control computer.

Track Master Responsible for track design, repair and coordination of the Track Focus Group with support from members / racers.

GT12 Rep The ‘go to’ person for anyone looking for GT12 related advice, issue resolution and support. Responsible for enforcing ride height rules and correct standard of car (within each class) is maintained.

Buggy Rep The ‘go to’ person for anyone looking for Buggy related advice, issue resolution and support. Responsible for enforcing ride height rules and correct standard of car (within each class) is maintained.

Junior Rep The ‘go to’ person for questions / issues from junior racers and responsible for star charts / incentive schemes, certificates, trophies, child protection policy.

Race Director This will be a fluid role and will be allocated on the basis of who is running race control.  If a non-racer is running Race Control then another member of the Committee will be nominated as Race Director.

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