1. ELECTION OF MEMBERS
Membership of the Association shall be open to clubs within the following boundaries The counties of Northamptonshire, Bedfordshire and the old county of Huntingdonshire and in addition the following.
a) That part of Hertfordshire north of the A505
b) that part of Buckinghamshire and Oxfordshire north of a line between Great Gaddesden and Bicester and the B1400 between Bicester and Souldern on the Northamptonshire border.
c) that part of Oxfordshire east of the B4100, A4260 to Banbury, A361 to Daventry culminating at the county boundary between Waddington and Chipping Warden.
d) that part of Warwickshire, Leicestershire and Rutland east and south of A428, A426, A5, A4303 including bordering towns of Rugby and Lutterworth, A4304 (Kilsby Cross in Hand), J20 (M1), Market Harborough, Great Bowden, B664, A6003 to Uppingham, A6003, A47, A6121 to Stamford.
Except that existing member clubs outside the area so defined be allowed to retain and renew membership subject to the Rules (change of name permitted).
In addition, clubs just outside these boundaries are encouraged to apply for membership on the understanding that such a membership would be an addition to the aims of the association.
Each club desiring membership shall apply to the General Secretary and shall forward with such application the amount of the annual subscription. The Management Committee shall consider all applications and its decision shall he final. On the election of any club, there shall be forwarded to its General Secretary a copy of the Constitution and Rules of the Association.
Individual members are also accepted if they live within the area as denoted above. To become an individual member, a person needs to have ridden 3 Association “Come & Try” events as an unaffiliated rider.
2. FINANCIAL YEAR
The Association’s financial year shall commence on November 1st and end on October 31st.
3. SUBSCRIPTIONS
The annual subscription shall become due on 1st November in respect of the ensuing year and shall be sent to the Association Treasurer. If any club shall fail to pay its subscription, then its members will not be entitled to participate in Association Championships or to be awarded any Trophies until such subscription is paid.
Where the subscription remains unpaid on 1st March the Management Committee shall have the power to remove the club from membership of the Association.
An individual member’s first year subscription is counted as their first 3 “Come & Try” event fees in excess of over and above the CTT levy. In subsequent years for individuals who subscribe/affiliate the fee will be the same as a club affiliation fee.
4. ASSOCIATION ANNUAL MEETING.
The Association shall meet annually within three calendar months of the end of the financial year.
- To receive the Annual Reports from the Officers and Management Committee.
- To receive the Audited Balance Sheet and Statement of Accounts for the twelve months ending 31st October.
- To elect a President, Chairman, General Secretary, Racing Secretary, Points Recorder, Treasurer and Webmaster plus a Management Committee of up to Five Delegates. Officers and Committee to remain in office until the next Annual Meeting, but any officer or member of the Management Committee may be removed by a resolution at an Association Annual Meeting.
- To elect delegates to the controlling bodies to which the Association is currently affiliated.
- To elect Vice – Presidents.
- To appoint an Auditor who shall not be a member of the Management Committee.
- To transact any other business permitted by the Rules.
- At least six weeks’ notice of the Annual Meeting shall be given and items for the agenda of such meetings must be received by the Secretary at least three weeks prior to the date of the meeting. Copies of the agenda papers shall be sent to, the Secretary of each Affiliated Club, President, Vice Presidents and all Committee Members. Additional copies will be available at the Annual General Meeting or on request.
5. PROGRAMME OF EVENTS
A programme of events for the following year including entry fees (which includes the 50p levy per rider to be retained by the Promoting Club), prize values, courses, times of start shall be drawn up by the Management Committee who will allocate events as appropriate to individual clubs for promotion, and if a club declines to accept the allocation, the Annual General Meeting may prohibit that club members from participating in Association Championships and Awarding of Trophies for one or more years.
In addition to the open events, a series of “come & try” category B events may also be organised ad hoc as determined by the Management Committee.
6. DELEGATES TO ANNUAL GENERAL MEETINGS,
Each affiliated club shall be entitled to be represented by two delegates at every Annual and General Meeting of the Association. Any member of an affiliated club may also attend. Only the President, Vice-Presidents and Delegates are entitled to vote, except that the Chairman shall have the right of a casting vote.
7. ELECTION OF PRESIDENT AND VICE PRESIDENTS,
A person having been elected to the office of President for three consecutive years shall not be eligible to seek re-election for a fourth consecutive year. Persons having been elected to the office of Vice-President shall hold such office until a proposition to the contrary is carried at an Annual Meeting.
8. A QUORUM,
A quorum at any General or Annual Meeting shall consist of delegates from not less than one-quarter of the total number of clubs eligible to be represented. A quorum at any Management Committee Meeting shall consist of not less than one-half of the members eligible to attend.
9. MOTIONS BEFORE THE ASSOCIATION.
A motion or amendment before a General or Annual Meeting of the Association shall be declared carried when supported by a simple majority of votes cast except that;-
A motion to recommend the amendment of the constitution or for the making of new or the alteration or rescission of existing Rules and Racing Rules shall appear on the agenda paper of the Annual Meeting and shall be required to have the support of not less than two-thirds of those present and eligible to vote.
A motion before the Management Committee shall be declared carried when supported by a simple majority of votes cast.
10. MANAGEMENT COMMITTEE MEETINGS
The Management Committee shall meet as often as business demands and shall have the power to administer the Association and decide on matters not provided for in the Rules. The chairman shall at all times have the right of a casting vote. The Management Committee has full authority to manage. Any objection to a decision of the Management Committee to be placed on the agenda of the next Annual Meeting.
11. SPECIAL GENERAL MEETINGS
A Special General Meeting may be called;-
- by the Management Committee. or,
- by written request to the Secretary of not less than one-third of the total member clubs.
At least four weeks’ notice must be given by the Secretary of such a General Meeting. The agenda papers shall be sent to the Secretary of each affiliated club at least two weeks prior to the date of the meeting.
NB If there is any discrepancy between these rules and the rules as written in the official document from where they have been copied then the official document should be considered the accurate version.