constitution

Glenluce & Galloway Flyers – 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 November to 31st October annually. Club and BMFA fees will be due by 1st December each year. This enables the processing of BMFA membership and insurance cover by 1st January each year. If a member wishes, the club membership fees can be deferred until end of March, BMFA fees need to be paid by 1st December. If a member has not paid their fees by the end of March, a surcharge of an extra £5.00 above Club Membership fees will be incurred. 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.