of the Gloucester Model Flying as proposed and voted in by the
members present at the Annual General Meeting 5th December
The Honorary Secretary
holds a paper master copy, photocopies are available on
No changes can
be made to the wording of the Constitution unless approved at
a Annual or Extraordinary General meeting.
Constitution of the Gloucester Model Flying Club.
This is the constitution of the Gloucester Model Flying Club and forms instructions for the running of the Gloucester Model Flying Club
- The Gloucester Model Flying Club will provide its members with facilities for the operation of all types of model aircraft.
- The Gloucester Model Flying Club will offer advice, training and tuition in the safe operation of all types of model aircraft.
- The Gloucester Model Flying Club will promote model flying in the Gloucestershire area.
- Operation of the Gloucester Model Flying Club
- The Gloucester Model Flying Club will be run by a committee on behalf of the membership.
- Operation of model aircraft at Gloucester Model Flying Club sites and venues will be subject to a general set of rules, and specific rules/guidelines for each site/venue. These will be based on the guidelines laid out in the current British Model Flying Association handbook and Civil Aviation Authority publications. In the absence of any specific rules on a subject, the above documents and guidelines shall be assumed to be in force.
- The Gloucester Model Flying Club will allow the safe operation of all types of model aircraft. Restrictions may be placed on the operation of certain types of models at sites. These restrictions must be for safety reasons or to safeguard the continued use of a site/venue.
- The Gloucester Model Flying Club will be non-profit making but the committee will ensure that it is run on a sound financial basis so as to stay solvent and keep reasonable financial resources to cover any major financial commitments that may occur. The club may decide to set aside resources in any year with the aim of safeguarding the clubs long term future.
- Members are expected to read and comply with the club’s Child & Vulnerable Adult protection policy.
- Composition of Gloucester Model Flying Club
- Membership of Gloucester Model Flying Club will be open to all with no limitation on the number of members.
- Junior members will be allowed but must comply with the Club’s Child Protection Policy.
- The Gloucester Model Flying Club is an affiliated club of the British Model Flying Association. All members are required to be members of the British Model Flying Association or a similar recognised body.
- The members of the Gloucester Model Flying Club will elect a committee annually at the Annual General Meeting. The Committee will consist of
i) A minimum of five members if the number of members in the club is forty-nine or less in the year of the AGM
ii) A minimum of seven members if the number of members in the club is fifty or more in the year of the AGM
- The members of the Gloucester Model Flying Club will elect annually at the AGM members of the committee to hold the following offices, of which no member may hold more than one of the three main posts:
i) Honorary Chairman.
ii) Honorary Secretary.
iii) Honorary Treasurer.
- In addition, the following positions can be appointed and can be held consecutively to other posts.
i) Honorary Vice-chairman.
ii) Membership Secretary.
iii) Flying Site Manager.
- Proposal of members for election to the committee and/or a particular committee post must be in writing (which can include email, text or other forms of electronic communication). It must contain a statement that the candidate is willing to stand and complete the role, with the names of a proposer and seconder. Form (ii) in the appendix to the Constitution can be used.
- Serving elected members of the committee wishing to stand for re-election to the post need not meet item (g) above, it is assumed they will be proposed by the committee.
- Elected Committee members will take up their posts after the AGM, in which they are elected, is formally closed.
- Responsibilities of individual Committee members
- Honorary Chairman. Will chair Club meetings and represent the Gloucester Model Flying Club as necessary during the year. At the AGM he will present a written report on the past year to the membership.
- Honorary Vice Chairman. Will deputise for the Chairman in his absence.
- Honorary Secretary. Will carry out day-to-day correspondence and oversee the taking of and preparation of minutes of meetings. He will also be responsible for the calling of all Gloucester Model Flying Club meetings. At the AGM, he will present a written report on the Committee activities for the past year.
- Honorary Treasurer. Will be responsible for the accounts, day to day finances and issuing of funds as needed. For the AGM he will prepare a balance sheet for that year and a financial projection for the coming year.
- Membership Secretary. Will oversee payment of membership fees and the issuing of membership cards.
- Flying Site Manager. Will be responsible for managing the day to day running and maintenance of the Club’s flying site/s.
- Other committee members will be expected to help with tasks as and when they occur.
- Co-option of committee members
- The committee may co-opt members/non-members.
- It may co-opt Club members to make up numbers on the committee.
- It may co-opt non Club members to undertake specific tasks on behalf of the Club.
- All co-options will expire at the AGM.
- Club Finances
- The Club will be self-financing. It will be non-profit making but will seek to make an excess of income over expenditure in each year, so that any unexpected expenditure can be met from savings; or funds can be set aside to secure the long term future of the club. Monies will be held in financial accounts approved by the Committee.
- Sufficient monies to cover day-to-day running expenses will be held in a current account. The rest may be invested in alternative saving account/s. These may be accounts with time limits on access to them.
- The Treasurer will be responsible for overseeing the day to day operation of the club finances. A minimum of two committee members will normally be expected to be authorised on the bank account(s) mandate at any time. They will be authorised to make payments on behalf of the club as agreed by the committee, including utilising cheque book and on-line banking mechanisms. At least two committee members will be appointed for this purpose.
- To enable the accounts to be presented to the AGM in December, they will be prepared on the basis of the financial year ending 31st October in that year.
- Club membership fees
- The members will set the membership fee structure at the AGM. Membership will run from January to December of each year.
- A joining fee will be charged to all new members.
- Any member not rejoining by the 1st April will pay a joining fee.
- Members joining after September 1st will pay a reduced fee.
- All membership fees will be rounded up to the nearest whole £.
- Club Meetings
- There will be four types of club meeting.
i) An Annual General Meeting (AGM). This will be held in December of each year.
ii) General meeting. These will be held as needed through the year.
iii) Committee meetings.
iv) Extraordinary General Meeting (EGM)
- Calling of meetings
- All meetings will be called by the Honorary Secretary
i) The AGM on request from the committee.
ii) General meetings as required.
iii) Committee meetings as required.
iv) An EGM on request from the committee.
v) An EGM on receipt of a proposal from club members. The request for an EGM must be in writing stating the proposal with name, club number and signature of five members.
- The calling of the AGM and EGM must be in writing (which can include email, text or other forms of electronic communication) a minimum of 14 days prior to the meeting. Where relevant the posting of letters to members 21 days prior to the meeting will be accepted as meeting this requirement except in times of a postal strike when other methods will be sought.
- Eligibility to vote at meetings
- At all club meetings all senior members have one vote regardless of how many posts they hold.
- Non-club members cannot vote even if they have been co-opted.
- All votes will be by simple majority of members present except dissolution of the Club where separate rules apply.
- The meeting chairman can only vote in the event of a tied vote, in which case he has a casting vote.
- Agenda for meetings
- The AGM will be run to a set agenda. Appendix (I) to this document.
- General and committee meetings will be run as required.
- An EGM will be to consider only the proposal/s for which the meeting is asked to be held.
- General meetings and an EGM can be combined into one meeting.
- Proposals or resolutions for the AGM/EGM must be in writing, to the Honorary Secretary, not less than 21 days before the meeting, with details of the proposal and the reasons for it. The proposal must have a seconder, and be signed by the proposer and seconder. Form (iii) in the appendix to the constitution can be used.
- Any Other Business (AOB) at the Annual General Meeting will be ageneral discussion about the club, club rules, or constitution. No changes to the club policy, rules or constitution can be by a vote taken as (AOB). Any vote taken must be discussed and implementation of, or implications of considered at the next meeting of the committee and if necessary brought to an EGM or the next AGM.
- Numbers for a meeting to be held
- AGM; one quarter of the membership rounded down.
- EGM; one quarter of the membership rounded down. Exception to this is for a proposal for dissolution of the Club.
- Committee meetings; at least half of the committee.
- General meetings not applicable.
- In the event of members calling an EGM at least three signatories to the proposal must attend, or the meeting will be set aside.
- Constitution and Rule changes
- Major changes affecting the Club must be voted on at an AGM or an EGM, operational changes to facilitate the more efficient running of the club may be made by the committee but must be confirmed at the next AGM.
- Discussions can take place at a general meeting, but any vote will not be valid until approved at an AGM or EGM.
- The Committee may place restrictions on the operation of models at sites/venues at any time. These restrictions must be for safety reasons or to safeguard the continued use of a site/venue.
- These restrictions can only stay in place until the next AGM when the Committee must put forward a proposal or an EGM is called.
- Enforcement of club rules
- The safe operation of Gloucester Model Flying Club flying sites/venues lies with the membership.
- All members are responsible for their own safety and should conduct themselves with regard to the safety of others around them. Members of the Committee will act as safety officers and are expected to deal with any violations as they occur.
- Continued infringement of rules will be brought to the attention of the Committee who can issue a written warning if required.
- Further violations after a written warning could lead to a member being asked to leave the Club with no refund of any membership fees.
- The Committee has the ultimate sanction of expelling a member (or not accepting new / renewal membership) from the Club in exceptional circumstances (for example to protect the safety of the club or its members) with no refund of any membership fees. This may include without first giving a written warning.
- Grievance Procedure
- Any member who feels he has been unfairly treated has the right to appeal.
- The appeal must be in writing to the Honorary Secretary.
- The Honorary Secretary will convene a Committee meeting to discuss the appeal. The complainant can be called to the meeting.
- The Committee can decide the appeal, or call an EGM for the membership to make the decision.
- Any member has the right to call an EGM to air any grievance provided he can meet the requirements laid down for the calling of meetings.
- Dissolution of the Gloucester Model Flying Club
- Dissolution of the Gloucester Model Flying Club can only take place following a vote at an EGM.
- For the meeting to be held two thirds plus one of the membership must attend.
- If the meeting is held then a vote equal to half the total membership plus one in favour will allow the club to be dissolved.
- If the meeting is not properly held then the members gathered must vote:
i) To ask the Honorary Secretary to call another EGM.
ii) To ask the Honorary Secretary to carry out a postal ballot.
- A further EGM must be called within 28 days.
- The second EGM will be carried out to items b and c above if this meeting is not held then the proposal will be taken as failed.
- A postal ballot of all members will take place within 28 days of the EGM. A vote equal to half the total members plus one in favour will allow the Club to be dissolved
- Distribution of club funds
- At the EGM, following a successful vote to dissolve the Gloucester Model Flying Club the members present must vote to decide on distribution of club funds.
- The Honorary Secretary & Treasurer must ensure all debts and financial obligations of the Club are met before any distribution of remaining funds.
- The remaining funds can be allocated to a local charity and/or another aero modelling organization (local or national).
- The Honorary Secretary & Treasurer must then ensure the dissolution of the Club is carried out and remaining funds distributed as instructed by the membership.