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CONSTITUTION

NAME

The club shall be named as the “NOTTINGHAM MODEL BOAT CLUB”, hereafter referred to as “the Club” in this document.

OBJECTIVES

a) The objectives of the Club shall be to bring together persons interested in marine modelling and associated activities and wherever possible amenities to support the above aims, and to associate with other bodies according to the wishes of the membership.

COMMITTEE

A committee, appointed by the membership at the AGM shall conduct the business of the club. The size and structure of the Committee may vary from time to time according to the requirements of the Club, but shall in all cases be lead by three officers.

a. Chairperson

b. Secretary

c. Treasurer

The duties of the above officers are as follows :-

CHAIRPERSON: The Chairperson shall maintain a good overview of the Club’s business, and shall be responsible for calling and chairing all meetings as required.

SECRETARY: The Secretary shall responsible for conducting all correspondence, taking minutes at all meetings, and shall ensure that the Club is run in accordance with all Club Rules, National and Local Laws and Legislation, and shall maintain a register of the following.

a. Members’ Names, Addresses and Telephone numbers

b. Details of Club Property held by any members.

The above information shall be kept confidential to the Club and its members.


TREASURER: The Treasurer shall be responsible for conducting the financial affairs of the Club, and shall.

a. Maintain records of all income and expenditure

b. Provide up to date financial details for all meetings as requested

c. Make all records available for inspection by any member of the Club. However, any member requiring inspecting the financial records MUST provide a written request giving a minimum of four weeks’ notice.

d. Produce a set of audited accounts for approval at the AGM.

COMMITTEE MEMBERS: Committee members may only be appointed to fill the positions identified as being necessary to run the Club in a fair and efficient manner, having due regard for all activities in which the club is engaged, by the committee prior to the AGM. (See appendix)

Any member of the Committee may, if required hold more than one position but no more than two, subject to the following restrictions.

(a) The positions of Chairperson, Secretary, and Treasurer must be held by separate persons who MUST NOT be related to each other.

(b) No member may be a Committee member if they are already serving on the Committee of another Model Boat Club or Model Boat Organisation.

(c) Where a member holds two positions the second position should be regarded as vacant and therefore available to another member of the club.

RESIGNATIONS of OFFICERS

When an Officer resigns during his or her term of office, an EGM should be called within 28 days of the resignation to elect a successor.

COMMITTEE MEMBERS

 When a Committee member other than an officer resigns their position, the committee may either appoint one of the other committee members or co-opt a member to the committee as a temporary appointment to cover the position until the next AGM.

POWERS to CO-OPT

The Committee shall have the power to co-opt members to serve on the committee for specific duties of a temporary nature, as and when required. Such positions to be non-voting.

ATTENDANCE

Members accepting positions on the Committee do so on the understanding that they are able to discharge their obligations in a proper and fitting manner. Regular attendance at committee meetings is also a requirement.

QUORUM

A quorum shall consist of four Committee members, which must include a minimum of two Officers.

FINANCIAL YEAR

The club’s financial year shall commence on the 1st January and cease on the 31st December the same year for which a complete set of accounts shall be maintained.

MEETINGS

a) ANNUAL GENERAL MEETING (AGM): The AGM will be held during January each year unless notified in writing. At this meeting, the committee will be elected by the members and receive the officers’ reports.  Only people who are fully paid up members’ may vote, (see appendix).

b) EXTRA ORDINARY GENERAL MEETING (EGM): An EGM may be called either by the Committee, or by a Quorum of a minimum of twenty members. The request must be made in writing outlining the reasons and accompanied by the relevant member’s signatures. An EGM should then take place within twenty-eight days of the request being received.


DISSOLUTION

The Club may be dissolved at any time by the consent of three-quarters of the membership putting their signature to a document of dissolution.

The disposal of the club’s funds and assets, after discharge of all liabilities would be decided by a majority vote of members at a meeting called for the purpose.

AMENDMENTS to the CONSTITUTION

Any proposed amendments to the Constitution must be submitted, in writing, to the club Secretary at least twenty-eight days before the AGM.

Any amendments must be approved by a majority of the clubs members to equal at least 51%.

APPENDICES

As and when deemed necessary, the appendices to the constitution may be amended subject to the requirements of the club by the committee. Any such changes will be notified to the club members via the newsletter, notice board or at an EGM/AGM

Agreed & approved by the members at the AGM Dated: 7/12/03

Modified to show change in the financial year. 12/12/10

Appendix 1

1)  MEMBERSIP DETAILS

a. Junior Member: Maximum age of seventeen (17) years at the time of joining.

b. Single Member: Aged eighteen (18) years or over at the time of joining.

c. Senior Citizen: Aged sixty (60) years or over at the time of joining. (Membership covers member and partner).

d. Family Membership: Member and partner and their children under the age of eighteen (18) years.

e. Honorary Membership: Members who have been proposed and approved by a majority vote of the members at an AGM, for having given exceptional services to the club.

The committee has the right to refuse membership to any persons however a reason/s must be given in writing to the applicant for the refusal.

2)  SUBSCRIPTIONS

The subscriptions and joining fee payable shall be decided on by the committee and advised to the membership, with the membership year being January 1st till December 31st the same year. The initial joining fee will also be applicable to members whose subscription is deemed to be in arrears. (See rules).

New persons joining the club part way through the year will pay a pro-rata rate based on the timing / per quarterly yearly fee. This does not apply to members deemed in arrears who must pay full subscription.

Club officers and committee will not be exempt from annual club membership subscriptions.

3) VOTING RIGHTS

All paid up members of the age 16 or over have a right to vote at the AGM or any EGM. These include:  

i. Junior Member

ii. Single Member

iii. Senior Citizen: member and partner.

iv. Family Member: member, partner, and eligible children.

Voting for a person nominated for committee may either be in person at the EGM / AGM or by post that has been received by the secretary on the Saturday before the EGM / AGM

4) EXPENDITURE

Expenditure up to the value of £75 may be authorised by the Treasurer and either the Chairperson or Secretary. Expenditure above this amount must be approved at a committee meeting. A receipt must accompany any claims for purchases. Only the Treasurer and either the Chairperson, Vice Chairman or the Secretary can sign cheques.

5) ACCOUNTS: An audited set of accounts will be presented at the AGM: the person auditing must be an adult paid up member of the club (not a junior member) and must not be related to the treasurer, nor a member of the serving committee.

6)  GRIEVANCES AND ITEMS OF BUSINESS

If any member has a grievance or item of business thought to be of importance, the grievance or point must be in writing and passed to the NMBC Secretary. This must then be raised at the next committee meeting where the issue will be discussed. If the majority of the committee deems the item valid; the person raising the issue may be invited to attend a meeting to discuss the issue further. Where this takes place, a maximum of two issues may be allowed / raised at any one time, these will be discussed with the member, officers and committee at the commencement of business. When the issue has been discussed, the member must then leave the meeting. Confidentiality must be observed at all times by all parties concerned over the issue/s being raised.

7) DISCIPLINARY PROCEDURE

If a member is, in the opinion of the committee found / reported to be bringing the club into disrepute, the following course of action must be followed:

a. A letter will be sent to the offending member advising of his/her reported actions and inviting them to attend the next committee meeting to explain his/her conduct.

b. If the action of bringing the club into disrepute is considered proven by the majority of the committee, the member will be given either a verbal warning, which shall be minuted, or a written warning, subject to the severity of the action.

c. Should the matter be unproven, the matter will be deemed closed with no further action against the member.

d. Should the member fail to attend the meeting with the committee without just reason, then the reported action of bringing the club into disrepute will be considered valid and a written warning will be issued.

e. Any verbal warning or written warning shall remain valid for a period of 6 months of its issue.

f. If after this period, the member does not re-offend then the disciplinary action is deemed completed and the matter closed.

g. Any member issued with a verbal warning that re-offends within this period, the above action will be repeated and if proven a written warning will be issued.

h. In the event of a second written warning being issued, the offending members subscription will be suspended until the AGM, where that persons membership will be discussed and members attending will decide by voting whether to approve or reject that persons membership for the following year.

i. Where it is proven that a serious breach of discipline has taken place, such as assault of, theft from fellow members, wardens or viewing public, or wilful damage, the committee will have the authority to immediately expel the member from the club.

8) INSURANCE

The club will hold public liability Insurance, however this insurance does not cover any damage or loss of any of the members models or boats or items relating to them. Members should be aware that the insurance provided might not be acceptable at all venues.

9) COMMITTEE ROLES

Membership Secretary: Duties include issuing of membership forms, collection of membership fees, issuing of membership cards and car pass, keeping and up to date record of members details ensuring the secretary has an updated record of members details. A record is to be kept of monies received and all monies collected are to be passed to the treasurer.

Highfields Commodore: Duties include: Liaison with the park wardens ensuring the club is kept up to date with regards applicable bylaws, sailing times, parking etc. Ensure members good behaviour is upheld at all times.

Colwick Commodore: Duties include: Liaison with the park wardens ensuring the club is kept up to date with regards applicable bylaws, sailing times, parking etc. Ensure members good behaviour is upheld at all times.

Events Co-ordinator: Promote the interests of NMBC at various externally organised events throughout the year, working with the full committee. Liasing with the event organisers either direct or via the secretary. Any applicable correspondence must be via or directly copied to the secretary.

Ensure either directly or indirectly the exhibition material is in good condition and available as and when required.

Newsletter Editor: Produce and issue a club newsletter which promotes NMBC in a good and fitting manner, advises members of forthcoming events, reports on club events, and from time to time include articles of interest with regards model boating. Articles generated from within the club membership are to be encouraged, however the editor has the final decision of what is included. Any articles deemed controversial by the editor will need to be approved by the committee. The newsletter should be produced and issued where possible four times per year. Cost for printing and postage will be covered by NMBC.  

General: When deemed necessary, general members of the committee may be elected to assist with the general running of the club.

10) NOMINATION FOR COMMITTEE

Committee positions will be notified to the members via the newsletter or other prior to the AGM. Any member/s wishing to stand for election for committee must put their nomination in writing supported by a seconder, to the secretary 20 days prior to the AGM. A list of candidates will then be advised / available to the membership prior to the AGM.

If a position/s receives no nominations prior to the AGM, then new nominations will be accepted only for these position/s at the AGM.

Agreed & approved by the members at the AGM dated 7/12/03

Amended to suit new membership year dates 15-1-09

Amended to show new membership year dates 12-12-10

Amended to show members fees joining part through the year. (see minutes Aug 11) Amended to remove Yacht Commodore, Scale Commodore, Librarian and RLNI Liaison Officer (see minutes Feb 2015)