One patron shall be elected. The patron shall have no official responsibility but shall assist the club to the best of his/her ability. The patron may attend any meeting or social function should they so desire. The terms of office of patron is for a period of no more than three (3) years at which time reelection is the prerogative of the club at an annual general meeting.
The President shall preside at all meetings and social functions and generally carry out the duties as the chairperson and give rulings when required. He shall have the same right to speak on any question under discussion as any other member. He shall have a deliberative vote and a casting vote. The president shall have full power to expel a member from such meeting should he deem it necessary and should be only subject to the decisions of the executive duly convened. He shall enforce this constitution and rules and see that the duties of other office bearers are properly performed. The president, in conjunction with the secretary or treasurer is authorised to transact the banking procedure of the club.
1.31.3 Immediate Past President
May attend all meetings of the executive and shall carry out and perform such duties as are delegated to him by the executive and/or club.
1.31.4 Vice President
One vice president will be elected, and will act in the capacity of president in the president’s absence.
The secretary shall act as executive officer of the club and conduct the affairs of the club under the direction of the executive. He shall have the power to convene all meetings, maintain an accurate minute of all meetings and conduct all correspondence under direction of the executive and on behalf of the club. He shall keep a list of all office bearers and their date of election. The secretary shall be an exofficio member on all committees and subcommittees. The secretary, in conjunction with the president or treasurer have the power to act for the club in banking transactions. The secretary shall be paid an honorarium in cash of such sum as may be from time to time determined by a two thirds (2/3) majority vote at an annual general meeting, plus telephone account for rental plus 50% of local telephone calls unless otherwise determined at an annual general meeting by 90% majority vote.Fifty (50) per cent of said honorarium will be awarded at biannual intervals, commencing at six months from the annual general meeting at which the secretary was elected. Should the secretary be elected to fill an extraordinary vacancy the honorarium payments will commence not until six months office has transpired and will be adjusted proportionately and accordingly to synchronise honorarium payments.
The treasurer shall receive members fees and any other monies due to the club. He will issue official receipts for same, and pay all monies into the bank in the club’s name, keeping a record of trust accounts and a current account for normal business. All cheques for payment must be signed by any two of the treasurer, secretary and president.He shall produce a statement of receipts and expenditure to every general meeting. He shall also present a statement of receipts and payments, together with a balance sheet, duly audited by the club’s auditor at the annual general meeting. He shall keep a register of all financial members together with the members addresses.
An auditor shall be appointed by the club and will be responsible for examining the club’s books for account and the annual balance sheet as prepared by the treasurer. The auditor, by arrangement with the executive, will have access to the books of account at any time during the year, but shall not retain the books for any period greater than three (3) weeks at any one time.The auditor shall submit in writing a report on the club’s financial situation to the executive for presentation at the annual general meeting of the club. If a vacancy in the position of auditor shall occur at any time, the executive shall appoint a replacement immediately.
1.31.8 Sports Secretary
The sports secretary shall effect the recommendations of the competitions committee following approval of such recommendations by a general meeting, unless said committee has had a previous directive from the club in any matter.
1.31.9 Machine Examiners
Up to six (6) machine examiners may be elected by the club. At least one (1) machine examiner shall examine all competitor’s machines to ensure that they comply with the rules and supplementary regulations. Any machine or competitor considered to be at variance to the rules or supplementary regulations shall be reported to the steward of the meeting for further action. All machine examiners must hold a machine examiner’s licence.
1.31.10 Publicity Officers
Up to three (3) publicity officers may be elected by the club. They shall conduct the publicity of the club in cooperation with the sports secretary and the club secretary, keeping in close touch with motoring journals and other news media. They shall arrange publicity plans for all competitions and social functions of the club to which they are delegated.They shall liaise with advertisers and advertising agents in any media requirement and inform the media generally as to results of club activities. No matters of club policy shall be in any way discussed with the news media unless prior approval has been given by the executive. The publicity officers shall publish news for internal club circulation on no greater intervals than three (3) months.
1.31.11 Property Officer
Shall keep an accurate record of all club properties together with their current location and shall provide such record to the secretary for inclusion in the Annual General Meeting financial statement.
1.31.12 Official Scorer
Shall be a financial member as elected who shall be responsible to the competitions committee for the maintenance of an accurate progressive points score for club championship series and shall work in liaison with the secretary to ensure eligibility of all persons competing. The official scorer may, on an event to event basis, be appointed to relieve the competitions committee of clerical duties pertaining to a particular event. The official scorer must have to hand no later than fourteen (14) days after any event all relevant results that may affect the club championship. The official scorer may appoint assistants, with the knowledge and approval of the competitions committee, but shall remain solely responsible for the maintenance and availability of a progressive club championship points score for each general meeting.
1.31.13 Competitions Committee
The competitions committee shall consist of no less than four (4) members, one of whom shall be automatically appointed concurrent to their election as sports secretary. The competitions committee shall elect its own chairperson and shall be responsible for the arrangement of all sporting events as decided upon by the members of the club, and will work in conjunction with the executive committee. They have the power to coopt any member for assistance that may be required. They will have the power to appoint subcommittees. The committee shall meet as may be deemed necessary and three (3) members shall constitute a quorum.The competition committee’s recommendations are to be passed by a two thirds (2/3) majority of members present at a general meeting.
The order of debate shall be:
(a) The minutes of the previous meeting be read by committee chairperson.
(b) Business arising from the minutes. If a point is not agreed upon, a vote will be taken to amend, pass, or submit for reclarification.
(c) Following all discussion on recommendations the minutes will be passed by a two thirds (2/3) majority of members present at the meeting.
1.31.14 Social Secretary
The Social Secretary will be responsible for arranging and conducting all social events as may be decided by the Club. The Social Secretary shall report to the Executive on all relevant plans, developments and results.
1.31.15 Association (W.A.M.A.) Delegates
The association delegates shall comprise of two (2) elected members plus one (1) emergency delegate and will represent the club members on the W.AMA . council and shall attend all W.A.M.A. meetings. In the absence of one (1) delegate then the emergency delegate shall take his place and have the full powers of an ordinary delegate. The delegates at all times will act in the club’s best interests in all matters. They shall not be empowered to vote expenditure from club funds without reference to the members at a general meeting. In replacing a delegate the claims of the existing emergency delegate shall be considered.