SOCIETY OF ANTIQUE MODELLERS 1066
(SAM 1066)

CONSTITUTION

GENERAL

1. The club shall be called SOCIETY OF ANTIQUE MODELLERS 1066, hereafter called  SAM 1066, and will be affiliated to the British Model Flying Association (B.M.F.A.).

2. The club's principal aim shall be the promotion of safe and responsible Free Flight model aircraft flying.

3. All members, without exception, must obey all club rules. Failure to do so may result in disciplinary action by the Club which may lead to dismissal.

4. All members must be members of the British Model Flying Association and must be able to provide evidence of such on request. The only exception to this is for those members who play no active part in the club whatsoever; i.e. social or honorary members only.

5. When there is a joint meeting between SAM 1066 and another club, the participating club must be able to provide evidence of adequate insurance cover well in advance of the event.

6. Members may invite guest fliers to the site on arrangement with the Executive Committee but they must be BMFA insured and the club member must assume total responsibility for the actions and safety of the guest. Guests must fly under the supervision of a Club Member if their ability requires it, and such arrangements must be made in advance of the visit.

7. Membership classes are:-

a. Honorary member
b. Senior member
c. Junior member
d. Social member

A "member" means any class of membership.

8. A member may be made a life member for extensive services to the club. Life members can only be created by a majority ballot of  club members at a general meeting.

9. The Committee has the right to refuse membership to new applicants.

10. New members will be required to serve an initial probationary period of 6 months.  During this time they will not be eligible to serve on the Committee and may have their membership terminated at the discretion of the Committee for unsatisfactory conduct.

11. New members' subscriptions shall be subject to status, plus the joining fee as decided at the Annual General Meeting.

12. Members who have allowed their subscriptions to lapse for less than one year will not normally be asked to re-apply for membership or pay the joining fee, but will be required to pay a full 12 months subscription.  Reduced subscriptions will apply from September when they will be halved.  The Committee reserves the right to ask for a formal membership application if it so wishes.

13. Persons letting their membership lapse for 1 year or more, will be required to re-apply for membership and pay the joining fee on their return to the club.

14. All field safety rules and regulations will be reviewed annually, and will be considered binding for 12 months, excepting where urgent action is required.  This action must then be ratified by the Committee at the next club meeting or at a general meeting. The field safety rules are considered as a supplementary code to those laid out by the British Model Flying Association's Members' Handbook, compliance with which is mandatory within  SAM 1066.

15. Any complaint concerning any member must be made in writing and signed by the complainant(s).  The written complaint must then be forwarded to the Secretary so that the matter can be addressed at the next Committee meeting.

16. The Committee may impose a flying suspension not exceeding 90 days upon any member in the event of misconduct. Any suspension must be accompanied by a verbal and/or written warning as deemed appropriate in accordance with Article 17.

17. The Committee may consider removal from the role of members any member whose conduct on the field or elsewhere is considered to be prejudicial to the club.  Dismissal will be in accordance with the following procedure in order to comply with the laws of natural justice:

a. The member is to be given a verbal warning by an authorised Committee Member in which the member is made aware of his/her misdemeanour and what he is reasonably required to do to make amends.

b. If the member does not respond, he is to be given a written warning via their registered email address by an authorised Committee Member to advise him of his/her misdemeanour and what he is reasonably required to do to make amends.

c. If he still fails to respond, the Committee should invite him in writing via his/her registered email address to meet with them at a previously agreed date and time to discuss the situation, advising they are considering withdrawal of his/her membership.

d. If he still fails to respond to reasoning or fails to attend without reasonable cause, the Committee can advise him in writing via his/her registered email address that his/her membership is withdrawn, stating the reasons why this decision was reached. 

e. When the member is advised of withdrawal of his/her membership, he must be given the right of appeal. If he opts to appeal, this will be to the Club membership at an EGM which the Committee would call on his/her behalf at a previously agreed date and time. The motion to uphold the membership withdrawal or reverse it must be in accordance with the voting procedures set out in the Club Constitution. 

In the event of gross misconduct, immediate dismissal without warnings may be considered but the member must still be accorded his/her rights to present his/her case to the Committee and be given a right of appeal in accordance with sub-paragraphs c, d and e above.

In the event of dismissal the Committee will arrange for the member's current membership fee to  be reimbursed in full.

18. Any alteration to this Constitution can only be made at a General Meeting called for the purpose. Any proposed alterations must be submitted to the Secretary in writing at least 14 days prior to the meeting.

FLYING

19. The Committee, Officers and Contest Director, will be responsible for the running of the flying field at all times. Appointment to the position of Contest Director can only be made by a Committee decision.

20. The Committee of the Club shall comprise of not more than 5 members, including the Executive Committee.  A quorum of any Committee meeting shall consist of a majority of Committee Members. 

COMMITTEE

21. The Executive Committee shall consist of four officers. These shall be:-

1. Chairman
2. Secretary
3. Membership Secretary
4. Treasurer.

Were no other members are nominated, the Executive Committee positions can be shared by a minimum of 2 members.

22. One senior club member should be appointed annually as the clubs' BMFA Delegate who should represent the club at all relevant meetings. 

23. Any Committee member or member who is involved in any organisational position within the Club, must hold membership of the British Model Flying Association.

24. Committee members shall be elected from written nominations, at the Annual General Meeting, to serve for a period of one year. The Committee will be elected by majority vote by a show of hands from eligible members present.

25. Should a committee position become vacant, the Committee may co-opt a replacement who will then serve until the following Annual General Meeting. This will be by a majority vote from the Committee Members.

26. Members elected to office will have full voting rights at all meetings. In the event of a tie the Chairman will have a casting vote.

27. The Executive Committee reserve the right to carry out negotiations and make decisions in the interest of the club or on behalf of the membership where necessary without consulting the other Committee members.

28. The Secretary must be informed of any negotiations proposed by club members which affect the Club as a whole and copies of any written  correspondence must be submitted to him for record purposes.

29. The Secretary will receive an annual honorarium to cover out of pocket expenses not covered under the normal conditions of withdrawal from club funds, the amount of which will be decided at the Annual General Meeting.  He may also present a quarterly claim towards telephone costs for consideration by the Committee..

30. Any Committee Member or Officer wishing to resign should do so in writing.

31. Any member of the Committee who is absent from three consecutive Committee meetings without reasonable cause will automatically forfeit his/her seat on the Committee.

32. The Committee may pay accounts and incur any normal liabilities on behalf of the club.  If a Committee Member engages or becomes involved in court proceedings, whether criminal or civil in his/her representative capacity on behalf of the club, as opposed to his/her capacity as a private individual, the club will indemnify the Committee Member in respect of any fines or damages or costs awarded against the Committee Member.

33. In the event of a Committee Member being awarded damages or costs in the course of proceedings taken by him in his/her representative capacity, such damages or costs will belong to the Club and not the Committee Member personally and upon receipt that Committee Member will pay them to the Club Treasurer.


VOTING AND CONDUCT OF MEETINGS

34. All meetings will be agendered and minuted. Any other business will only be accepted at general meetings if the Secretary is given at least 14 days notice in writing of the item to be discussed.

35. A quorum of any general meeting is to be at least 10 members.

36. Voting will normally be by a show of hands, however a secret ballot must be taken should any member request that this be done.  Proxy and postal votes will not be allowed.

37. All proposals must be seconded and voted upon. A majority vote is required to carry any proposal.

38. Amendments to proposals must be voted upon first.

39. Non committee members may attend committee meetings as observers by applying to the Secretary at least 14 days before the meeting. Any non Committee Member may be asked to leave the meeting subject to approval from the Committee.

40. The Committee, through the Chairman has the power to ask a person to leave any meeting in the event of that person disrupting the meeting.

41. Patrons of the club have no voting rights but are free to attend all club meetings.


ANNUAL GENERAL MEETINGS

42. A convenient date for the Annual General Meeting will be decided each year by the Committee. At least 28 days notice of the meeting will be given in writing to all Club members via there registered email address.

43. Annual subscriptions and the joining fee will be decided at the Annual General Meeting.

44. Subscriptions are due by 1st January each year.  Any member who has not paid the subscriptions for the ensuing year by this date, in whole or in part, will not be allowed to fly until they have done so.  BMFA membership must be in place before flying.

45. An Auditor or Auditors shall be elected by the Committee to examine the accounts before the Annual General Meeting to verify that the balance sheet is correct and fairly represents the expenditure and receipts of the club, its assets and its liabilities. Copies of the accounts will be made available to club members at the Annual General Meeting.

EXTRAORDINARY MEETINGS

46. The Secretary will convene an Extraordinary Committee Meeting within 14 days on request from any member of the Executive Committee, stating the business to be discussed.

47. The Secretary shall convene an Extraordinary General Meeting of the club by a resolution of the Committee stating the business to be brought before the meeting, of which 28 days notice has been given to all members in writing via their registered email address stating the business to be discussed.

48. The Secretary shall convene an Extraordinary General Meeting of the club on receipt of a request in writing signed by not less than 25% of the club membership, stating the business to be brought before the meeting, of which 28 days notice has been given to all members in writing via their registered email address stating the business to be discussed.

49. When a request for a meeting is made in accordance with Article 48 and it is not called within 28 days, the requisitioners may themselves convene an Extraordinary General Meeting of the Club by giving 28 days notice in writing to all members via their registered email address, duly setting out the purpose for which the meeting was called.  Any resolutions passed at such a meeting shall have the same force and effect as if they were passed at a meeting convened by the Committee.

DISSOLUTION OF THE CLUB

50. Should it be considered necessary or desirable to dissolve the Club, the Committee will call an Extraordinary General Meeting.  Should a quorum fail to appear, the meeting will be adjourned and a further EGM must be called.  The second meeting will proceed even if a quorum is not present and the motion will then be carried by a simple majority vote.

51. On dissolution and after the sale of assets, settlement of all outstanding debts and the refund of subscriptions for the remaining part of the year to the paid up members, the funds remaining will be distributed in equal shares to the Club's charities. (See the Clubs' Charity Guidelines).

52. If the final accounts are less than required to refund the subscriptions to the members, the total money remaining will be donated to the Club's Charity. All members will receive a final statement of accounts via their registered email address.

SAM 1066 CHARITY GUIDELINES


1. The aim of these notes is to provide guidance to the Committee of the Club when considering making donations to charity. 

2. The Club's charity guidelines are as follows :-

3. The Club should, wherever possible, support local charity events when asked. i.e. school summer fairs, firework displays, etc. whenever it is practicable to provide a relevant display of what we do. Whether or not money changes hands largely depends on the circumstances around which the event is based. These conditions should be finalised well before the day of such an event.

4. Only money raised at these events should be made available to donate to worthy causes. No money will be diverted from members' subscriptions.

5. In the event of the club being approached to donate money to a local worthy cause, the Committee will make a decision on the amount to be donated. The maximum sum available in this case will be 100.

6. The Club reserves the right to periodically donate funds to charities. The amounts and gaining charities must be agreed by majority vote at a general meeting.

7. The current nominated Club Charity is :-

Macmillan Cancer Support

This is the charity referred to in the Club's Constitution Article 52.

SAM 1066 FLYING FIELD SAFETY RULES

1. All fliers must observe field discipline and comply with the Air Navigation Order, all relevant BMFA safety codes as contained within the BMFA Members' Handbook and Civil Aviation publication (CAP) 658.

2. On matters of field safety needing an immediate decision, the responsibility lies with Event Contest Director, a member of the Executive Committee or two committee members, in that order. Any instructions must be accepted without dissent. However, should a member believe the instructions to be wrong, then he should bring this to the attention of the Committee through Article 15 of the Constitution.

3. All flying is to be done in the designated areas only.

4. Any model that lands out side of the flying site boundaries must only be retrieved after the landowner's permission has been given. Any person entering farmland must do so in accordance with the Country Code. 

5. All vehicles must be parked in the designated area only.

6. Should an aircraft go out of control, the first priority must be the safety of persons with the second being avoidance of damage to property. A warning is to be shouted by the operator which is to be taken up by other members.

7. Models having their engines run in on the ground must not be left unattended whilst the engine is running.

8. All new or repaired models should be test flown from a position sited away from other people and property.

9. Members must ensure that they comply with the D of E Noise Code for the Minimisation of Noise from Model Aircraft. Notwithstanding if in the opinion of the Committee a model is excessively noisy in the air, then it is to be grounded until rectified.

10. No smoking is permitted in the vicinity of inflammable fuels and materials.

11. Children must be closely supervised at all times and must not be allowed to run around the flying field.

12. No dogs are allowed at the flying field unless kept on a lead or tethered.

13. Any accident involving a third party or another member must be reported to the clubs BMFA Delegate as soon as possible, who will then inform the Executive Committee.

SPECIAL NOTES FOR JUNIOR MEMBERS AND THEIR PARENTS AND GUARDIANS

1. A Junior Member is defined as being under 18 years of age.

2. A responsible adult is defined as a senior member or parent/guardian who has the experience commensurate with the type and degree of supervision required.

3. Junior members must be supervised at all times by a responsible adult. The level of supervision is to be commensurate with the junior member's age, maturity, capabilities and levels of experience.

4. Junior members under the age of 14 years shall not start an engine or carry a model with the engine running unless they are supervised by a responsible adult.

5. No junior member under the age of 14 years shall fly a model aircraft unless supervised by a responsible adult.

6. No senior member is to be expected to assume responsibility for a junior member unless he/she has been specifically requested to do so by the junior member's parent/guardian. If required to do so, he/she is to assume complete and total responsibility for the junior member whilst he/she is in their charge.

7. Notwithstanding the requirements of Paragraph 6, should a member discover a junior member is unsupervised he/she must assume responsibility for the junior member's safety in the first instance. The situation should then be rectified as soon as possible by seeking out the junior member's parent/guardian/nominated supervisor. Any instance of such an occurrence is to be reported to the Committee as soon as possible.

8. Whilst supervising junior members, senior members should be aware of the requirements of The Children Act (1989) and avoid placing themselves in a position that could be open to misinterpretation or question. A leaflet giving advice is available from the BMFA Leicester Office or from the Club Secretary.

NOTE TO PARENT AND GUARDIAN

This Club does not undertake to supervise junior members other than for the actual act of Free Flight model aircraft flying. Our activities at the flying site do not finish at a regular time and it is therefore your responsibility to ensure the well being of your child over and above arranging a predetermined collection time. Should you wish to leave your child at the flying site, it is your responsibility to arrange for one of the senior members to supervise him/her during your absence.
This membership form must be countersigned by the parent/guardian if the applicant is under 18 years of age, thereby signifying you accept the conditions of junior membership."

 

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