Scottish Sprint & Hillclimb Championship
CONSTITUTION

1. Name
The name of the organisation shall be the Scottish Sprint & Hill Climb Championship, hereinafter referred to as the ‘SSHC’.

2. Objectives
The Club is established to pursue the following objectives:
1) To co-ordinate selected events in Scotland promoted by Motorsport UK affiliated motor clubs into sprint, hillclimb and speed championship.
2) To receive registrations from competitors wishing to compete in the championship(s).
3) To seek and receive donations in cash or kind.
4) To distribute awards to competitors for their performance in the championship(s).

3. Affiliation
The Club shall be affiliated to The Royal Automobile Club Motor Sports Association Limited, herein referred to as Motorsport UK.

4. Membership
All members are subject to the Constitution of the SSHC and the regulations of Motorsport UK.
1) Registration in the Championship(s) includes Associate (non voting) membership of the Club from approval of entry for that year until the results for that year have been made final.
2) Membership of the Club shall be open to all persons irrespective of ethnicity, nationality, sexual orientation, religion or beliefs, or of age, sex or disability.
3) In addition, voting members of the Management Committee (i.e. the Executive Committee and competitor representatives) shall be regarded as full members of the Club, for the tenure of their post.
4) The SSHC can form a group for holding and running events referred to as ‘group’. The group will consist of a minimum of two Executive Members and can have members that is not an Executive members on the Committee.

5. Suspension, Refusal or Termination of Membership
1) The SSHC may refuse membership or expel from membership only for good and sufficient cause, such as conduct or character likely to bring the SSHC or sport into disrepute. Appeal against such a decision may be made to the Executive members and decided by a majority vote.
2) The member may apply for reinstatement with the following year’s registration.
3) The Management Committee will have the power to accept or refuse registrations from prospective participants, to set the registration fee and the closing date for entries.
4) The Management Committee shall inform the member in writing of any decision to terminate their membership, with the reasons for the termination.

6. General Meetings
Annual General Meeting (AGM)
The AGM shall be held each year at such time and place as determined by the Management Committee, at approximately twelve monthly intervals, but no more than fourteen months after the date of the previous AGM. At each AGM the following business shall be conducted:

i) Receive and confirm the Minutes of the previous AGM
ii) Presentation and finalisation of the Championships Results
iii) Presentation of the Club’s financial accounts for the year
iv) Presentation of the Club’s projected financial situation for the forthcoming year, and the setting of all fees
v) Presentation of Chairperson’s report
vi) Election of officers to the Executive Committee
vii) The Management Committee shall set the closing date for entries
viii) Any other business brought before the meeting which has been submitted in writing to the secretary not less than seven days prior to the AGM, and any other business deemed relevant by the Chairperson

Notice for an AGM shall be a minimum of 21 days.
A quorum for an AGM shall be 1/3rd of the full members of the Management Committee.

7. Rules for General Meetings
1) A minimum of 3 meetings including the AGM will be held annually.
2) Twenty one days notice of any meeting of the Management Committee shall be given by the Secretary, except when:
In an emergency a quorum of 3 committee members may call an Extraordinary General Meeting at four days’ notice.
3) The Chairperson, or in his/her absence the Vice-Chairperson, or in his/her absence a member selected by the meeting, will take the Chair.
4) All committee members shall register with the Secretary prior to the start of the meeting.
5) All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.
6) The quorum shall be one third, or a minimum of 3 members of those eligible to vote.
7) All members of the Executive Committee, the representatives and the championship champions shall be entitled to vote. Each Management Committee member shall have one vote, excepting the co-opted members listed in section 12. who will not have a vote.
8) The Secretary shall keep the Minutes of the meetings and record all proceedings and resolutions.

8. Election of Officers to the Executive Committee
1) Half of the Executive Committee, the Chairperson, Co-ordinator and Treasurer will be elected by ballot one year; with the Vice-Chairperson, Deputy Co-ordinator and Secretary being elected by ballot the following year. These six Executive Members will hold their post for a two year period and on completion of their two years will be eligible for re-election.
2) All nominations of candidates for election shall: have the consent of the nominee; be in writing; be seconded; be received by the Secretary not less than fourteen days before the AGM.
3) Uncontested posts may be filled by nomination(s) and election at the AGM by the Management Committee.
4) Nominating and Seconding can only be done by members of the SSHC.

9. Members of the Executive Committee
1) The Executive Committee shall consist of the following Officers:
i) Chairperson
ii) Vice- Chairperson
iii) Secretary
iv) Treasurer
v) Championship Co-ordinator
vi) Deputy Championship Co-ordinator
2) No individual may hold more than one executive post but can be co-opted for a second post until the next AGM. During this time the individual shall only have a single vote.
3) All the above shall be entitled to one vote each at General Meetings.
4) The committee may co-opt any member to any unfilled post until the conclusion of the following AGM, providing that the number of co-optees shall not exceed one third of the total number of persons serving on the executive at that time.

10. Club Committee Representatives
In addition to Executive Office Bearers, each club organising a championship event will appoint a representative to serve on the committee (in addition to executive office bearers who are also Club members). This annual appointment will be in writing from the appointing club, and will include nominated deputies. Each club representative will have one vote.

11. Competitors’ Representatives on Committee
The three championship champions for sprints, hillclimb, and speed will be invited to join the committee for the calendar year after their win and will be eligible to vote. If the champion is unable to attend, then the runner-up or a committee appointed member (driver) can be appointed as a replacement.

12. Co-opted Committee Members
The Management Committee may co-opt other members including Web Co-ordinator, Dance Organiser, Eligibility Scrutineer, but not restricted to attend committee meetings. The co-opted member will have no vote and will be appointed annually by majority vote.

13. Events
The Management Committee will have the sole power to accept or exclude events to form the rounds of the championship(s). The SSHC can hold and run events.

14. Finance
1) The income and property of the Club, however derived, shall be applied solely towards the objectives of the club as set out in Rule 2, of this constitution.
2) The SSHC shall have the power to raise money by means of yearly fees as determined by the Management Committee at the Annual General Meeting and holding and running events.
3) All monies shall be lodged in a bank account in the name of the SSHC.
4) All payments will be agreed by 2 committee members, neither of whom are the payee.
5) The financial year of the club shall run from 1st January to 31st December.
6) Non -profit Making. All surplus income and profits are re-invested in the Club. Additional discretionary disbursement of funds may be made by the Management Committee. Any member organisations exclusively benefitting from the funds must abstain from the vote.
7) The Treasurer shall keep correct accounts and books showing the financial affairs of the championship, including a record of all transactions carried out by him/her on behalf of the SSHC. The Treasurer will provide a financial report for each committee meeting and shall prepare accounts following the end of the financial year.
8) Annual accounts will be reviewed by a competent person who is not a voting member of the Club, prior to presentation to the Management committee.

Monies raised by holding and running events will be identified separately and used and dispersed by the group only.

15. Amendments to the Constitution
This Constitution may only be amended at the Annual General Meeting by a proposal passed by a majority of members present and entitled to vote. Any amendments must be submitted to the Secretary not less than 28 days prior to the AGM and be circulated to all full members by the Secretary not less than 21 days before the AGM.

16. The Dissolution of the Club.
1) Any resolution to dissolve the SSHC may be passed at any AGM or EGM provided that:

i) The terms of the proposed resolution are received by the Secretary at least forty two days before the meeting at which the resolution is to be brought forward, and that
ii) At least Twenty eight days notice of the proposed resolution shall be given in writing by the secretary to all members, and that
iii) Such a resolution shall receive the assent of two thirds of those present and entitled to vote

2) The SSHC is a non-profit making organisation. All profits and surpluses will be used to maintain or improve or develop the SSHC facilities or to carry out the objects of the Association to which it is affiliated. No profit or surplus will be distributed other than to another non-profit making body on a winding-up or dissolution of the SSHC.

3) If, upon the winding up or dissolution of the SSHC there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall be transferred to some other organisation or organisations having objects similar to the objects of the SSHC, such organisation or organisations to be determined by the members of the SSHC by Resolution passed at a General meeting or in the absence of such a resolution (or that the extent to which it cannot be given effect) to the Association to which the SSHC is affiliated.

17. Safeguarding policy statement
Everyone who takes part in motor sport is entitled to do so in a safe and enjoyable environment. All persons whose activities are within the scope of Motorsport UK Regulations must follow the Motorsport UK Safeguarding policy and Guidelines (as amended from time to time) and the provisions of this Regulation (www.motorsportuk.org/the-sport/Safeguarding)

The Scottish Sprint and Hillclimb Championship complies with and fully uphold the Safeguarding policy of Motorsport UK (to be found in the MSUK Yearbook) and has a Safeguarding policy that it requires all members to uphold

• The welfare of all children and vulnerable adults is paramount. everyone, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity, has the right to protection from abuse.
• All suspicions and allegations of inappropriate behaviour will be taken seriously and responded to swiftly and appropriately.
• The Club has appointed a Safeguarding Officer who will be the point of contact in any matter concerning the welfare of children and vulnerable adults.
• All suspicions of inappropriate behaviour should be reported immediately to the, Clerk of the Course, Secretary of the Meeting or directly to Scottish Sprint and Hillclimb Championship Safeguarding Officer whose contact details are safeguarding@sshc.comAlternatively to Motorsport UK directly -you can do this by calling 01753 765000 and asking for a member of the Safeguarding Team or by E-mailing safeguarding@motorsportuk.org
• If you need urgent advice and you cannot contact your Club Safeguarding Officer or Motorsport UK, you can call NSPCC 24 hour helpline on 0800 800 5000
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19. Declaration
It is hereby certified that this document represents a true and most up to date version of the Constitution of the Scottish Sprint & Hill Climb Championship.
Chairperson …………………………………………….. Mr J King Dated 21.03.26
Vice Chairperson ……………………………………….. Mr J Albiston Dated 21.03.26