Constitution 2018

 

Constitution

  1. Title

The Association will be known as The Queens View Model Flying Club (hereafter QVMFC).

  1. Aims and Objectives

The aims of QVMFC will be:

(a)  To promote the sport of model aircraft construction and flying and to provide related facilities.

(b)  To promote proficient and safe flying having regard to the SAA recommended codes and in line with the relevant Civil Aviation Authority codes, rules and regulations.

(c)  To operate the Club flying site with concern for public safety and environmental stewardship, including the minimization of noise.

(d)  To encourage club social activities.

(e)  To facilitate inclusion in the sport of model aircraft construction and flying; in this context QVMFC has adopted the SAA policy in regard to the “Promotion of Welfare and Care of Children and Vulnerable Adults in Model Flying” (which may be viewed at www.saaweb.co.uk).

  1.   Powers

In order to promote these aims and objectives, QVMFC may:

(a)  Employ staff to supervise, organize and carry out the work of QVMFC.

(b)  Purchase, take on lease or exchange, hire or otherwise acquire any other property and any rights and privileges necessary for the promotion of the said aims and objectives of QVMFC.

(c)  Make regulations for the management of any property that may be required.

(d)  Establish sub-committees to progress specific interests of QVMFC.  Such sub-committees will include members of QVMFC and co-optees as deemed to be of benefit to QVMFC.

(e)  Engage and pay fees to professional and technical advisors/consultants to assist in the work of QVMFC.

(f)  Bring together in conference and work in liaison with representatives of voluntary organisations, government departments, local and other statutory authorities and individuals.

(g)  Raise funds and invite and receive contributions by way of subscriptions and donations.  QVMFC will not undertake permanent trading activities in raising funds except by means of a company established for that purpose.

(h)  The Chairperson, Secretary or Treasurer may execute legal documents on behalf of QVMFC. Such documents will be signed by any two of QVMFC’s Office Bearers.

  1.    Membership

Ordinary Membership. There will be two classes of ordinary membership, Adult and Junior.  Persons seeking membership who are aged 18 or over on the date of application for membership will be required to join as an Adult.  Those under the age of 18 may join as Juniors.  Junior members under the age of 16 years must always be accompanied by an authorised person viz. parent or guardian.

Honorary Membership. QVMFC may recognise service or achievement by the conferring of Honorary Membership.  

In view of safe parking constraints and other environmental considerations, QVMFC may limit the number of memberships or operate a waiting list for new memberships.

  1. QVMFC Subscriptions

The regular QVMFC subscription year will cover 1st January – 31st December.

The amount of the annual subscription will be established at the Annual General Meeting (AGM) from which date payment of subscriptions will fall due. 

Those persons wishing to join between 30th October and the end of December, for the first time, will pay the full amount which will entitle that person to membership until 31st December of the following year (only applicable to persons taking out SAA membership).

  1. Umbrella Bodies, Subscriptions and Insurances

QVMFC recognises the Scottish Aeromodelling Association (SAA) the British Model Flying Association (BMFA) and the Large Model Association (LMA) as the competent umbrella bodies for the sport of model aircraft flying and construction within the UK.

QVMFC will be affiliated to the SAA and will recognise reciprocal arrangements with the BMFA and LMA.

Members of QVMFC must also be paid-up members of SAA or BMFA or LMA and hold model flying insurance cover provided by one of these bodies. QVMFC recognises only the insurances organised by SAA, BMFA and LMA as adequate to the risks inherent in the sport. No persons are allowed to participate in flying-related activity (i.e. flying, launching or working on model aircraft) on any site used officially by the Club without current cover of one of these insurances.

Where QVMFC members are members of SAA, the secretary will collect SAA dues alongside QVMFC subscriptions and will arrange payment to SAA. 

In order to ensure visibility of insurance cover, where QVMFC members are not members of SAA, they must provide the Secretary with a copy of their renewed insurance certificate prior to their first use of the field in each subscription year.

 

  1.      Officers

QVMFC will elect from its membership at the AGM a Committee comprising a Chairperson, a Secretary and Treasurer, a Grounds Officer, a Safety Officer and any other office bearers as the Membership considers necessary.

The officers of QVMFC will hold office from the time of their election until the commencement of the following AGM.

  1.     Committee

The Committee will consist of not less than four members.

The Committee will have the power to co-opt other persons or members (to a maximum of three) as they consider necessary to further the aims of QVMFC.

The Committee will meet no less than three times a year including the AGM.  Fourteen days notice of Meetings will be given. Minutes will be kept of all Committee Meetings.

Decisions of the Committee will be on basis of consensus. The Chairperson will exercise a casting vote, if required.

The Committee may appoint working groups as necessary and will determine their terms or reference, powers, duration and composition.  All acts and proceedings of such working groups will be reported back to the Committee for information and endorsement as appropriate.

The Committee will be responsible for setting, revising and publishing the Club Rules including the Flying Rules which will be binding on all members operating on any site being used officially by the Club.

The Committee will be responsible for decisions on matters of discipline, consequent to the Rules of the Club.

The Committee will keep the Constitution under review and may propose revisions for decision by the Membership.

Terms of Reference for the permanent positions on the Committee are appended to the Constitution for information[1]. Terms of Reference for any working groups or sub-committees will be prepared for and agreed at the first Committee Meeting after the AGM.

  1. Annual General Meeting

The Committee will organise an AGM of the membership in November of each calendar year and will give a minimum of 14 days notice in writing to the membership.

The purpose of the AGM is:

(a)      to approve the minutes of the previous AGM.

 

(b)      to approve the annual reports and accounts for the year.

 

(c)      to elect office bearers for the coming year.

 

(d)      to agree a development plan for the coming year.

 

(e)      to appoint an independent examiner should this be deemed necessary.

 

(f)       to transact any other competent business.

Voting at the AGM and other General Meetings is open to paid-up Members in attendance, including Junior Members.

  1. Special General Meeting

On receiving a request from not less than one quarter of the QVMFC membership, the Chairperson will convene a Special General Meeting of the membership before the end of the calendar month following the date of petitioning. The Secretary will notify the membership of any such Meeting, giving 14 days notice and the reason for calling the Meeting.

  1. Extraordinary General Meeting

Where circumstances emerge in the course of the year that demand urgent debate and / or decision by the membership, the Committee will convene an Extraordinary General Meeting (EGM). The Secretary will notify the membership of any such Meeting, giving 14 days notice and the reason for calling the Meeting.

  1. Rules and Procedures at all Meetings

Quorums – The required quorum by class of meeting will be as follows:

(a)      Committee Meeting – four to include the Chairperson or the Secretary.

 

(b)      Special General Meeting – seven to include the Chairperson or the Secretary.

 

(c)      Extraordinary General Meeting – 33% of the membership.

 

(d)      Annual General Meeting – 33% of the membership.

Voting – All questions arising at any Meeting will be decided by a simple majority of those present and entitled to vote.  No person will exercise more than one vote even if he or she may have been appointed to represent two or more interests, but in the case of equality the Chairperson at the Meeting will have the casting vote when appropriate.  Such casting votes will be second votes and will be final.

  1. Alterations to the Constitution

Alterations to the Constitution may be made in response to:

(a)  proposals prepared by the Committee.

 

(b)  proposals tabled by members at an AGM.  

Any alterations to the Constitution will require:

(a)  the agreement of not less than two thirds of QVMFC members present and voting at an AGM or EGM, or

 

(b)  endorsement of a proposal from the Committee via written procedure from not less than two-thirds of the overall membership.

  1. Dissolution

If the Committee by a vote of two thirds decide at any time on the grounds of expense or otherwise it is necessary or advisable to dissolve QVMFC, it will call an EGM of the Membership, of which Meeting not less than 14 days notice (stating the terms of the resolution to be proposed thereat) will be given.

If the decision is confirmed by a two thirds majority of those present and entitled to vote at the EGM, the Committee will have the power to dispose of any assets held by or on behalf of QVMFC.  Any assets remaining after the satisfaction of any proper debts and liabilities will be given or transferred to such other charitable organisations having aims and objectives similar to those of QVMFC as the Committee may determine.

Jan 2018

 

 

Appendix: Committee Permanent Positions Terms of Reference

 

Chairperson

To chair meetings of the Membership and the Committee.

To monitor the operation of the Club in line with its Constitution and Rules.

To compile the Development Plan in consultation with the Committee.

To monitor implementation of the Development Plan and the work of working groups / sub-committees.

To act as steward for the landowner’s interest.  

To support the other Committee Members in their responsibilities, as necessary.

To report to the AGM on the State of the Club and the Development Plan for the coming year.

 

Secretary / Treasurer

To chair meetings of the Membership and the Committee in the absence of the Chairperson.

To manage enquiries from prospective members.

To maintain a register of members, their paid-up status and their insurance status.

To liaise with the Landowners.

To set and receive subscriptions.

To operate the Club’s Bank Account.

To maintain accounts and to organise for their checking.

To compile minutes of the AGM and Committee Meetings.

To report to the AGM on membership matters and the Club’s financial position.

 

Grounds Officer

To keep the condition of the flying field, the hut, the access and the landowner’s grounds under review.

To organise routine maintenance of the flying site and ground maintenance equipment.

To assess and to propose to the Committee any site improvements and investments to be included in the Development Plan.

To organise any improvement works in line with the Development Plan, decisions of the Committee and the expectations of the landowner.

To report to the AGM on grounds condition and maintenance.

 

 

Safety Officer

To keep abreast of developments in the SAA safety code.

To monitor compliance with the Club Flying Rules. 

To assess and to propose to the Committee any adjustment required to the Club Flying Rules.

To maintain a record of accidents resulting in injury and incidents (e.g. near misses) that have implications for safety practice.

To serve as first contact point for Members having concerns regarding safety.

To advise new members on the Club Flying Rules and required standards.

To report to the AGM on safety matters.

 

 

 

 

[1] These Terms of Reference do not form part of the Constitution and may be subject to modification by the Committee.