club constitution
Updated November 2012)
1) Aims and Objectives of the club
The club will be known as “Glenluce & Galloway Flyers.”
The club is founded and formally constituted on 29th of October 2005 by Richard
Copeland, Douglas Gray and Alastair Young.
The club’s aim is to promote the safe and responsible operation of radio controlled
model aircraft and helicopters within a friendly club setting, locally.
The club will endeavour to promote and encourage interest and participation in the
sport of model flying locally.
The club is affiliated to the BMFA (British Model Flying Association) and will be run in
harmony with their guidelines and constitution as far as possible.
The club will endeavour to help new members learn about the responsible and safe
operation of radio controlled models through offering help and basic training that is in-
line with the BMFA safety and achievement scheme.
It will be an aim of the club to work towards all members attaining a minimum BMFA ‘A’
certificate in the discipline being flown. Support will be given to all members to try to
achieve this.
The fostering of a spirit of shared fun and enjoyment for everyone in the community in
all aspects of the sport of radio controlled model flying, conducted within a safe and
friendly environment, should be the club’s primary objective.
2) Insurance and Frequency Control Procedure
All club members are required to take out and maintain suitable third party insurance
to cover against any claim that may be made against them in relation to model flying
activities. (All flying members are required to hold current B.M.F.A. insurance.)
All members must abide by the club’s frequency control procedures at all times as a
matter of priority.
Any member, who causes loss or damage to another member or visiting guest’s model
by switching on a transmitter on the same frequency as one being used legitimately in
accordance with the club’s frequency control arrangements, will have to repair, restore
or replace the damaged model. This repair, restoration or replacement should be done
to the satisfaction of the owner. The injured party should not be worse off after the
incident. But there should be fairness to all involved.
Where no agreement can be reached between parties, The Safety Officer will conduct
an investigation and bring any findings to a club meeting. Both sides would be allowed
to put their case. A binding club decision will be made on an appropriate course of
action if necessary. Where it is judged necessary by the club, a member may be
excluded from the club. No fees will be returnable.
3) Changes to the Club Constitution
From time to time, there will be changes to the club and model flying which would be
best served by changes to the constitution.
Changes should be thought through carefully. When appropriate, advice should be
sought from others, who would have more expertise, such as national organisations
and professionals.
Changes can be proposed and then decided upon at either an AGM or a properly
constituted club meeting, as per 4.6 & 4.7. All proposed changes should be
notified to all club members either in writing or electronically at least 7 days before the
stated meeting. (This matter would be on the agenda for the meeting. If possible more
advanced notice should be given.)
The aim would be to have an unanimous decision by the club. It should be that
changes would be for the benefit of all members of the club. The minimum
requirement to change the constitution would be a majority of club members. This
would be defined as members who have paid their club fees that year, Concession and
Non Flying. Junior members are excluded. The numbers required would not be just a
majority of members at the club meeting. The number of votes required should be
known at the start of the meeting. If there are not enough votes at the start of the
meeting, any changes will be rejected.
4) Office Bearers, Club Committee, Duties, Club Meetings and Club Discipline.
Following the founding of the club in 2005, the club site attained a minimum standard
for use, all aspects of the administration of the club will formally pass from the three
founder members to a duly elected club committee which shall consist of an elected
club Chairperson, Secretary, Treasurer and up to three additional elected members
from the club membership.
The committee should be elected on an annual basis, by all members present at the
club A.G.M. (There is no statutory time limit set on committee membership.)
This change will have immediate effect at the close of the A.G.M of November 2006.
The club committee should accurately reflect the views and wishes of all members of
the club and the clubs stated aims in the execution of its duties. The club committee
should as a matter of course seek the views and opinions of all members of the club in
any decisions which will in any way affect the club through regular consultation and
debate with the members. A club meeting could be arranged to ascertain the
member’s views on a given subject.
Where agreed unanimously by the committee, day to day decisions about the club may
be opened to the whole club membership and taken by consensus or by a proposed
vote of all members present at club meetings.
The club chairperson or other elected office bearer may call a committee meeting at
anytime. All committee members should be informed of the meeting and given 7 days
notice.
Club meetings will be called from time to time to discuss important and significant
matters. A club meeting can be called by any 4 members of the club. Usually club
meetings will be called by office bearers and the secretary will inform all members of
the club. Elected office bearers arenot permitted to block the request for a club
meeting. A minimum of 7 days notice is required before a meeting can be arranged.
The club will elect a chairperson, secretary and treasurer each year at an A.G.M. in
April. The agenda for the A.G.M. should be intimated to all club members at least one
week before the meeting.
Members may submit items for discussion at the A.G.M. up to one week prior to the
date of the A.G.M.
A chairperson shall not remain in office for a period of more than three consecutive
years from the date of first election. A period of at least one full year must elapse
before a chairperson who has served a full three year term can be considered for re-
election to the position of chairperson. A retiring chairperson may be elected to any
other office within the club.
Because the club is small and has functioned well without regular meetings. There are
no set club or committee meetings. Meetings will be called from time to time as the
need arises. There is the mechanism in section 3.7 for a club meeting to be called. The
aim should be to give 7 days notice of club meetings. (quorum 4 members)
All club business will be conducted through the club meeting or a meeting of the club
committee.
Items discussed will not be revisited during the meeting where members miss
discussions through late arrival. If office bearers arrive significantly late on a regular
basis, they may be asked to step down by a majority decision taken at a special
meeting.
A Special General Meeting may be called at other times by a majority of members
present at a club meeting or by majority consent of all club members at other times.
The club will appoint a designated Safety Officer and a Training Officer annually. (These
people may hold other positions within the club.)
The Safety Officer will be the person to be contacted in relation to any alleged
breaches of the club’s safety code or any possible suggestions on how to improve
safety further. It remains the individual club member’s responsibility to ensure safety
at all times. The Safety Officer may bring any safety related issues to the club meeting
for discussion as required.
The club has a responsibility to ensure that all members are safe to fly and fly within
their capabilities. Where a member either repeatedly (3 or more) times demonstrates
there is concern about that member’s ability to fly safely or causes a serious incident
involving injury to others, the club should take action. The club would undertake an
appropriate investigation of the matters, usually the safety officer, seeking advice from
others if necessary. The office bearers would meet and discuss the matter. Hopefully
the member will also appreciate that there is a problem and will seek help. The club
exists to promote and encourage flying. The club would try to help the member
overcome the problem they were having.
Where a member whose flying causes repeated concern and does not seek help,
appreciate that there is a problem or take the advice and concern of the club
members, the club after investigation would give the member a verbal warning. These
matters should hopefully be handled in a quiet and informal manner.
If the member does not take the verbal advice of the office bearer / club member, then
the concerns of the club would put to the member in a written warning.
If this did not produce any change in the member’s behaviour, the member would be
called to a specific club meeting to discuss this matter. The member will be informed in
writing before the meeting of the club’s concerns. The meeting should be arranged
with 28 days unless there is a good reason for a longer time scale. An officer of the
club (usually the safety officer) will put forward the evidence of the club’s concern. The
member would have the right of reply. A decision will be taken by the meeting, which
will be binding and minuted.
The sanctions could include further training, flying with a buddy lead, not permit the
member to fly certain models, or not permit the member to fly for a specified period
or in extreme cases not fly indefinitely. If the member had an achievement award from
the BMFA, the organisation would be contacted. This award can be withdrawn.
The member could contact the BMFA to ensure that the club has acted fairly,
reasonably and proportionately.
If the incident is serious, the member would be immediately banned form flying until
the specific club meeting. For serious breaches of safety, especially where there is
actual injury to others, through dangerous or reckless flying the club reserve the right
to ban a member from being a member of the club for life. The club would also inform
the BMFA and local clubs concerning the member and its decision.
The Training Officer should be the first point of contact for new or potential new
members when the decision is made to learn to fly. The Training officers will liase with
the new member on how their training needs can be met within the club.
New members will be welcomed to the club formally by a letter from the secretary.
This will also include a copy of the up to date constitution. New members will be asked
for permission for information to be held electronically. This information would only be
used within the club and never disclosed to third parties
Annual club fees for all members will be reviewed and set each year at the A.G.M. The
club account year will run from 1st April to March each year annually.
Club Fess will be after the AGM. Prompt payment will be appreciated.
BMFA Membership Fees are due before 31st
December each year. Members can pay the BMFA directly via the membership portal.
The secretary will remind members that their fees are due. The club can arrange
membership for those members who do not wish to join and pay electronically.
Removal of an Office Bearer (or Committee member). We hope that this will never
have to be enacted. If an Office Bearer (or Committee member) brought the club into
disrepute, they would be dealt with as any other member of the club as per section
4.16 to 4.19. If an Office Bearer (or Committee member) was found guilty, a decision as
to whether they would remain in office should be decided at the club meeting. If it was
felt at the club meeting, that they should no longer remain in office, the decision would
be immediate, binding and minuted.
If members of the club felt that an Office Bearer (or Committee member) was not
upholding; the aims of the club, 1.3 & 1.4; the member’s wishes, 4.4 or general
behaviour was significantly below the level expected of an Office Bearer (or Committee
member), they could call a club meeting as per 4.7. The intention should be to try to
resolve the matter, without having to remove the person from post and the club. If this
was not successful, then a club meeting would be called. This matter would be on the
agenda. The individual alleged would be informed of the matter prior to the meeting,
by an Office Bearer (or Committee member), failing this a club member could inform
the individual. The Office Bearer (or Committee Member) would have a right of reply. If
a vote of no confidence was passed by a majority of members at the club meeting, the
Office Bearer (or Committee member) would be removed from their office forthwith.
At a meeting where a vote of no confidence in an Office Bearer (or Committee
member) occurred. The members at the meeting would decide what they wished to
happen next. They could decide to appoint / elect an Office Bearer (or Committee
member) to fill the now vacated post. They could decide to think about the situation,
deciding to appoint / elect an Office Bearer (or Committee member) at a later date. A
time frame should be decided on and minuted. If an Office Bearer was removed the
bank would need to be contacted and details of signing cheques changed.
At the club meeting where an Office Bearer (or Committee member) had a vote of no
confidence passed, the members would also need to decide what would happen to
that the Office Bearer (or Committee member). Removal from office might be all that
would be required. However the club may wish to put sanctions on the member,
restrict what they would be permitted to do, ban them form the club for a specific
period or in the worse possible case ban the person for life. As per 4.22, the members
should act in an appropriate and thoughtful manner, remembering how stressful this
matter will be for the individual involved. Decisions should not be taken when tempers
are raised or in the heat of the moment. The aim should be to be helpful and
supportive.
There are a number of areas where the club unfortunately may need to exercise
discipline in relation to a club member. The club’s main function is defined by 1.8. So
for the club to consider curtailing a member’s flying is both sad and serious state of
affairs. Issues may involve: nonadherence to frequency policy (2.4), breeches to the
safety code (4.16), poor flying ability (4.17), bring the club or club members into
disrepute (5.7), damaging models in the pit area (7.2), inappropriate behaviour or
conduct (7.10) or breeching the child and adults at risk protection policy (7.13). The
club will think carefully and reflectively on these matters. The club will act fairly,
reasonably and proportionately. It will do its best on its part, to communicate
promptly, fully and openly with the member in dispute. Information should be with the
member in dispute within 7 days. If there is to be a longer delay, then this should be
communicated to the member in dispute and the reason for the delay. Reasons for
decisions will be given. Any ban from club membership or restrictions on flying
practice, in all but the most serious circumstances, for will for a defined period. The
length of this period will be decided at the club meeting. This information will be
communicated to the member, as soon as possible along with all the other
information. The club would review the situation before the membership band became
expired, taking appropriate action. Hopefully bridges will have been mended, people
will have changed and the member will be able to be welcomed back into the club. If
the issues have not change the band can be extended, if there is enough evidence to
support such a move. Members will have the right to speak to the BMFA about the
matter and how the club has handed the situation.
(4.22)
5) Membership
The club is open to anyone who wishes to apply for membership and is prepared to
abide by the club’s rules, regulations and stated aims. All members must join the
BMFA.
Application may be made either verbally or by letter through the club secretary or at a
club meeting or committee meeting.
Junior members under the age of 16 must be accompanied by a responsible adult at
the flying site unless a member present is prepared to assume responsibility for the
junior member on that occasion.
Visiting junior members will have a responsible adult allocated for the day if required.
Junior members become adult members at 18. Adult club fees apply at renewal after
18th birthday.
Any limit on maximum number of members shall be decided by members through the
committee. This may be reviewed annually if necessary.
All members should endeavour to promote, enhance and foster the club. No member
should do or say anything which would bring the club into disrepute, either in person
by any media or electronically. If a member could be reasonably sown to have brought
the club into disrepute by whatever means, the club would reserve the right to deal
and if necessary disciple the member. Preference would be to deal with this matter
informally and quietly. But if the member did not listen to the advice of club officers
and members and offer apologises etc. the club would take formal procedures to deal
with the matter. Similar to paragraphs 4.17 to 4.23, a similar process would be
followed. There would be a verbal warning, followed by a written warning. Finally a
meeting would be called. The member would be given written evidence against them.
The member would have the right of reply. The club would make a binding decision
which would be minuted. The club would disciple the member as would be felt
appropriate, having to stand down from as an office bearer if appropriate. If the matter
was sufficiently serious the member could have their membership withdrawn. As
always the club would act in a fair, reasonable and proportionate manner. The same
principles would apply if a member, deliberately and repeatedly tried to destroy the
reputation of other club members of groups of club members.
Visiting flyers from other clubs will be made welcome. Any visiting flyers must hold
current B.M.F.A. or S.A.A insurance and must provide evidence of this on arrival at the
flying site. Visiting flyers may be required to demonstrate a minimum basic level of
flying competence before being allowed to fly unaided.
Where a visitor is not able to demonstrate a minimum basic level of competence to fly
unaided, a club member may volunteer to act as the visitor’s helper and mentor for
the day.
Visiting flyers will only be able to use the club site by permission of the club through
one or more club office bearers and then only where a responsible club member is
present.
Regular visitors may be asked to consider joining the club. The club reserves the right
to refuse any visitor access to any of its resources or facilities.
7) Safety and Conduct at the Flying Site
Any young children present at the site should be very closely supervised at all times
and should not be allowed to go near the flight line or pit area.
Anyone present at the flying site that accidentally causes damage to a model on the
ground or the pit area will have to contribute appropriately to its repair or
replacement.
Where no agreement can be reached between parties, the club will conduct an
investigation through the safety officer and will decide upon an appropriate course of
action. A similar procedure to paragraphs 4.18 to 4.23 would be followed.
Any attempt to recover compensation for damages caused by a model flying into
someone or someone else’s property or club property should be pursued through the
flyer’s B.M.F.A. or S.A.A. insurance.
Insured members will not be liable to any personal claims against them by other
members or visitors.
Any persons present at any club location where flying takes place does so entirely at
their own risk.
Dogs and other pets are not permitted at the flying site.
Due regard must be paid to any livestock or farm animals around the flying site.
No activities of club members or visitors should in any way impede the normal
operation of the site farm and its activities.
All members are expected to conduct themselves appropriately at all times.
Members and visitors may not use bad language, consume alcohol or conduct
themselves in any way that may be likely to cause offence or danger to any persons or
property.
All members are expected to do their best to help where possible in the maintenance
and preservation of the club’s flying site and equipment.
The club will produce and have a child and adults at risk protection policy. All members
will be made aware of this policy. Any breaches of the policy will be taken very
seriously. Breaches will be reported to the appropriate authorities. Any member found
to have breached the policy will face serious sanctions, including a lifetime band from
the club. The club would also inform the BMFA and other flying clubs.
8) Procedures for Disbanding of the club
The club will remain a viable, formally constituted club whilst it still has a minimum
number of three current members who are prepared to keep the club going.
Any decision to disband the club must be made by at least a 2/3rds majority.
On any future disbanding of the club, any remaining club funds should be passed on
either to the BMFA for the furtherance of model flying, or any other local model flying
club as decided by a majority vote of current members.