Pembrokeshire model club constitution

CONSTITUTION as amended January 1999 -

1. The name of the club shall be Pembrokeshire Model Club. It shall be a non-profit making charitable organization.
2. The aims and objectives are
a. to encourage modelling in Pembrokeshire and provide a framework within which modellers may pursue their pastime.
b. to promote modelling to the public, encouraging a better understanding of the activity.
c. to encourage people, with particular emphasis on young people, to take up modelling as a pastime one or more of its forms.
d. to acquire a club site suitable for the conduct of modelling activities.
3. Management shall be by a committee with the consent of the membership.
4. A majority of the founder members shall have the power of veto over amendments to the constitution.
5. A bank account shall be kept in the name of Pembrokeshire Model Club and administered by the Treasurer. The committee shall have the power to purchase for the benefit of the club any item not exceeding £100.00 without referral to a general meeting.
6. The officers of the club shall be Chairman, Secretary, Treasurer, Publicity officer and a representative of each of the aircraft, boat and car sections. Other sections may be added by the will of the club membership at a general meeting.
7. The Committee shall consist of the officers of the club.. In addition, the committee may co-opt other members but they shall not eligible to vote on committee.
8. Election of officers shall be done annually at the Annual General Meeting by a majority decision of the members present after they have been proposed and seconded. Voting shall be by secret ballot. Absent members may have their vote registered only if they have used the official form provided by the Secretary.
9. Officers shall retire after two years in office unless there is no other candidate for the post.
10. The secretary shall give seven days notice to all committee members of the date, time and venue of committee meetings.
11. The committee meetings shall be held as required but must be held at the reasonable request of any committee member.
12. Four members shall form a quorum of the committee.
13. The duties of the Chairman shall be
a. to preside over and be responsible for the conduct of general and committee meetings.
b. to supervise decision making including voting if requested and provide a decision in the event of a tied vote.
c. to be responsible for representing the club to outside bodies and the public.
14. The duties of the Secretary shall be
a. to call meetings a make necessary arrangements for their time and venue.
b. to make a record of the proceedings of the meeting in the form of minutes.
c. to ensure that all committee members are fully informed of club business at all times.
d. to be responsible at the request of the club for communications with outside bodies and individuals.
e. to maintain a member’s register and be responsible for the introduction of prospective new members and inform the Treasurer when they are accepted.
f. to maintain a member’s register and be responsible for the introduction of prospective new members and inform the treasurer when they are accepted.
15. The duties of the Treasurer shall be
a. to be responsible for the financial affairs of the club, arrange bank accounts, payments and receipts.
b. to keep proper records off all financial transactions.
c. to keep the club informed about the state of the club’s finances.
d. to provide a comprehensive set of accounts to the AGM.
e. to sign checks, which will also be require the signature of two other committee members.
f. to maintain an inventory of the of all items of club equipment, ensure they carry a mark indicating they belong to PMC and keep track of items in use by club members.
16. The duties of the Publicity Officer shall be
a. to promote the activities of the club to the public.
b. to ensure that events and news about the club is propagated in the media and by posters etc.
c. to make contact with outside organizations such as schools, youth clubs with a view to encouraging interest in modelling.
d. to make contact with outside bodies which may result in benefit to the club.
e. to recruit new members.
17. The duties of the Section Officers shall be
a. to represent the section activity to the committee and the club.
b. to promote the activity through meetings, competitions etc. and ensure that the section has good communication within the club.
c. to be responsible for controlling safety matters concerning the section activity.
18. Membership shall follow a successful application to the committee to join, payment of subscription and a willingness to adhere to the constitution of the club.
19. Membership may be renewed annually by payment of the appropriate subscription provided this is done within the month of January. If subscriptions are not paid on time, membership shall be deemed to have ceased and the individual may be asked to reapply
20. Subscription rates for the year shall be determined at the November general meeting prior to the AGM and different classes of membership may also be allowed . Each fully paid up member shall be entitled to one and only one vote.
21. The club year shall run from! January to 31 December inclusive and subscriptions shall becom4e due on the first January.
22. An ordinary General meeting shall be called each month and 20% of members shall form a quorum.
23. The Annual General meeting (AGM) shall be held within the first fourteen days of January and members shall be given fourteen days notice of date , time and venue.
24. Constitutional changes may be made at the AAGM or an EGM, provided that two thirds of the members present support the change in a secret ballot. Proposal for change must be notified to the Secretary by 7 December. Absent members may have their vote registered only if they have used the official form provided by the Secretary.
25. Rules for the behaviour and conduct of members in addition to those expressed in the constitution may be made by the committee. Infringement of the rules may lead to expulsion from the club at the discretion of the committee. The expelled member may appeal to the GM.
26. An Extraordinary General Meeting (EGM) may be called by the committee or any five members in writing to the Secretary, who must inform the membership of date, time and venue at least seven days before the meeting.
27. each member shall be provided with a copy of the constitution and current rules on election to the club.
28. The name Pembrokeshire Model Club shall not be used by any member as his address for any trade advertisement or business purpose or in connection with legal proceedings.
29. Dissolution of the club may take place following a three quarters majority decision of the members present at an AGM or EGM. The committee shall then liquidate the assets of the club and pay outstanding debts. Any surplus assets shall be donated to the British Heart Foundation or other appropriate charity.