Proposed revised Irish Kit Car Club constitution 2020, to be ratified at AGM 4th October 2020

BASIS

The Club is an association that is run on a voluntary basis.

NAME

The name of the Club shall be the IRISH KIT CAR CLUB.

OBJECTIVES

Irish Kit Car Club is intended to promote the enjoyment of kit cars through a forum in which members can participate together with the encouragement of social activities involving IKCC members and their cars and by doing such things that are incidental or conducive to the above objectives.

AFFILIATIONS

The Committee shall be empowered to make affiliations as may be deemed to be in the interests of the club.

GENERAL MEETINGS

The Annual General Meeting (AGM) shall be held on a date fixed by the committee, not later than 31st December each year.

A Special General Meeting (SGM) shall be held within 28 (twenty-eight) calendar days from the receipt of a written request from 20 (twenty) paid up members.  Such requests should be sent to the Secretary or the Chairperson.  Only the matters in the written request shall be dealt with at an SGM.

Notice shall be given of an AGM or SGM not less than 14 (fourteen) days before the date of the meeting on the Club web site. In the case of an SGM, individual written notice shall be sent to each paid-up member.  Such notice shall include an agenda containing all items for discussion and decision.

Any amendment to the constitution shall only be agreed by majority vote at the AGM or an SGM. In the event of a tied vote, the Chairperson shall have an additional casting vote. Details of any proposed amendment shall be sent to the Secretary or The Chairperson no less than 21 (twenty one) days before the General Meeting.

The quorum at any General Meeting shall be 10 (ten) paid-up members.

All decisions taken at the AGM or an SGM shall be through a simple majority vote of valid members.

Forward notification of items for Any Other Business will enable the committee to provide a more informed answer. This does not preclude items being raised from the floor at the appropriate time during the meeting

Draft Minutes of an AGM or SGM, comprising a minimum of election results and any decisions taken, shall be publicised within 6(six) weeks on the Club web site.  A final copy of such minutes will be publicised on the Club web site once signed at the following AGM.

Announcement of acceptance of the minutes will be signed off at the start of the next official club meeting.

COMMITTEE

Only paid up members over the age of 18(eighteen) shall be eligible to serve on the Committee. All officer appointments are unpaid including benefits in kind other than is directly required in the running of the club. Any person who is bankrupt or has a criminal conviction for fraud or a related financial offence is barred from office.  No officer may use his/her position for personal gain.  Officers may raise or obtain funds for the club.

Each member of the Committee shall be elected or re-elected annually by votes at the AGM.

Any member wishing to stand for a position on the committee should notify the secretary on or before the AGM.

Committee Members:

  • President
  • Chairperson
  • Secretary
  • Treasurer
  • PRO

POWERS OF THE COMMITTEE MEMBERS

Co-opt members to fill any vacancies arising during the year to fill any post remaining vacant after the AGM

Appoint a special committee for any purpose.

Make regulations within the framework of the Constitution and to deal with any matter not provided for by the Constitution.

In its absolute discretion to suspend or expel any member by letter, stating the reason(s). Any member thus affected shall have the right of appeal by the provision of a letter that must be received within 14 days of the date of suspension. 

Members of the Committee shall communicate with each other by email, phone, letter or any other suitable means as appropriate.

The committee shall make reasonable endeavours to meet at least three times each year and on an as-needed basis.

A quorum for such meetings shall be 50% of the members of the Committee, voting shall be conducted by a show of hands at a Committee meeting.

Decisions taken by the Committee shall have the approval of a majority of the total members of the committee.  In the event of a tie on votes, the Chairperson shall have an additional casting vote.

In the event that a Committee member fails to undertake their role then either the remaining members or the Chairperson may vote for that person to be dismissed from the Committee or the Chairperson may dismiss that person outright.

Records shall be kept of all decisions taken by the Committee.

MEMBERSHIP AND SUBSCRIPTION

Membership shall be open to all persons on payment of the appropriate subscription.  The Committee reserves the right to veto membership should the need arise, without reason.

The Club year shall run from 1 January to 31 December.  The annual subscription will be due on or before the AGM.  Valid members shall be only those whose subscriptions or application forms have been received and accepted.  Only such members should be entitled voting rights at the AGM and benefits of the Club eg insurance.             

Subscription rates shall be determined by the Committee.

FINANCE

Any assets of the Club shall be deemed to be held by the Treasurer and applied to the furtherance of the objectives of the Club.  The Treasurer may choose to delegate the holding of certain items such as banners, awnings etc to other Club members who in turn take on the maintenance and preservation of such assets.

The Club accounts shall be audited 1 month before the AGM date each year and presented at the AGM.  All Club funds shall be held in the name of the Club.

Payments from the Club bank account shall be made by cheque, signed by authorised signatories who shall comprise the Treasurer, sign 1 and sign 2.  No cheque payable to an authorised signatory shall be signed by that signatory.

Payment will be made to the Committee or other members for reasonable expenses in pursuit of Club business.  Claims shall be submitted to the Treasurer for approval.

All non routine expenditure requires the ratification of the Committee.

In the event of the dissolution of the Club the funds and assets of the Club shall be, assets to be sold, and the proceeds of the sale be combined with any funds and be donated to, Vincent de Paul ( Ireland)

RESIGNATION

Any member shall inform the Secretary in writing, members not renewing after the renewal date will no longer receive Club privileges and will be deemed to have resigned by the next renewal date.

COMMUNICATION

The main form of communication between the Committee and Club members shall be via digital communications.

DISCLAIMER

The Irish Kit Car Club Committee disclaims any responsibility for any liability or otherwise arising from any person action upon advice contained within the Club newsletter, website, email or correspondence or actions whilst building, driving or repairing their cars that may result in injury or loss.