This is the constitution of the Southport & District Amateur Radio Club, adopted by it’s members at an Extraordinary General Meeting held at St. Marks Church Hall, Scarisbrick, on the 19th September 2005 and countersigned by the Committee under the authority of the Club’s members in attendance at the meeting.
1) Name
The Club shall be known as the ‘Southport and District Amateur Radio Club’.
2) Aims
The aims of the Club shall be to:
- Further the interests of it’s members in all aspects of Amateur Radio and directly associated activities.
- Promote Amateur Radio to the local population.
3) Membership
Membership shall be open, subject to the discretion of the Committee, to all persons interested in the aims of the Club.
Levels of membership shall include:
- Full Membership. Full Members must between 16 and 64 years of age. Full members enjoy full voting rights at all Monthly Business, Extraordinary General and Annual General Meetings.
- Junior Membership. Junior members are aged up to 15 years old. Junior Members do not enjoy voting rights at any Monthly Business, Extraordinary General, or Annual General Meeting.
- Full Senior Membership. Full Senior Members must aged 65+ and enjoy full voting rights at all Monthly Business, Extraordinary General and Annual General Meetings.
All members shall abide by the constitution of the Club.
The Committee shall have the power to expel any member whose conduct, in the opinion of at least three-quarters of the Committee, renders that person unfit to be a member of the Club.
No member shall be expelled without first having been given an opportunity to appear before the Committee.
4) Subscriptions
All members shall pay subscriptions:
- The annual subscriptions for membership shall be set by the Committee.
- All subscriptions shall be due and payable at the Annual General Meeting. Members in arrears have no voting rights.
- The financial year shall run from the 1st January to 31st December.
- A member shall have deemed to have resigned from the Club if, by the 1st April, the subscription has not been paid.
- The Committee shall have the power to waive, or reduce, subscriptions in special circumstances for a period not exceeding 1 year at a time.
5) Finance
All money received by the Club shall be promptly deposited in the Club’s bank/building society account. Withdrawals require the signature of the Club’s Treasurer and one other nominated officer of the Club.
6) Club Equipment
From time to time the Club may acquire equipment, either by purchase using club funds or through donations. Some of this equipment will be available for loan to Honorary Life Members and paid-up Full Members and Associate Members of the Club.
A list of equipment for loan will be kept up-to-date by the Club’s Equipment Officer and will be available for viewing at the Club’s Monthly Business Meetings.
The loan of the Club’s equipment will be subject to a set of Loan Terms and Conditions which are set out on of the back of the Club Equipment Loan Agreement form. The member borrowing the equipment must carefully read these terms and conditions and sign the form to confirm that they agree to be bound by them before any equipment will be loaned.
The Loan Terms and Conditions may be varied from time to time by a majority vote of the Membership at a Monthly Business Meeting.
7) Membership of the Committee
The Club’s affairs shall be administered by a Committee elected at the Annual General Meeting, or an Extraordinary General Meeting called for the purpose. The Committee, in whom the Club’s property shall be vested, shall consist of:
Secretary
The Secretary will preside at all meetings at which he is present. No member may hold this position for more than one year, without being put forward for re-election at an Annual General Meeting. The Secretary shall be responsible for:
- Keeping the minutes of all meetings of the Club.
- Ensuring that all correspondence is correctly handled.
- Maintaining a master roll of all members.
- Maintaining a registry of society asset
Treasurer
The Treasurer will act as the Secretary in the absence of the Secretary. The Treasurer will be responsible for:
- Keeping the Club’s accounts.
- Advising the Committee on all financial matters.
- Preparing the accounts for audit and presenting them at the Annual General Meeting.
Publicity Manager
The Publicity Manager will be responsible for:
- Publicising the Club’s activities at local and national levels.
- Arranging Club’s attendance at selected Amateur Radio exhibitions.
- Maintaining the club’s web-site.
Special Events Co-ordinator
The Special Events Co-ordinator will be responsible for:
- Recommending local events for the Club’s operation of a Special Event station.
- Making arrangements for the running of Special Events stations.
- Working with the Publicity Manager regarding the publicity of Special Event stations and activities.
8) Committee Standing Orders
- The quorum for the Committee shall be three. In the absence of a quorum, business may be dealt with but any discussions taken only become valid after ratification at the next Committee meeting at which a quorum exists.
- Committee Meetings may be called by the Secretary, or any vote.
9) Annual General Meeting
The Annual General Meeting shall be held annually,normally be held on the third Monday of January each year:
- At least twenty-one days notice shall be given to each member in writing.
- The quorum for the meeting shall be ten.
The agenda for the meeting shall be:
- Apologies for absence.
- Minutes of the previous Annual General Meeting.
- Secretary’s report.
- Treasurer’s report.
- Publicity Manager’s report.
- Special Events Co-ordinator’s report.
- Election of Committee members.
- Other Business.
Items 1 to 6 shall be chaired by the outgoing Secretary, item 7 by an acting chairman who is not standing for election to office, and the remaining business by the newly elected Secretary.
Nominations for Committee members will only be valid if confirmed by the nominee at the meeting or previously in writing.
Items to be raised by members under other business must be notified to the Secretary not less than twenty-one days before the Annual General Meeting.
10) Extraordinary General meeting
Extraordinary General Meetings: :
- May be called by the Committee, or not less than five members of the club, the date of the meeting being the earliest convenient as decided by the Committee.
- At least twenty-eight days notice in writing must be given to the Secretary, who in turn shall give members at least fourteen days notice in writing of the agenda.
- No other business may be transacted at the Extraordinary General Meeting.
- The quorum for the Extraordinary General Meeting shall be ten.
11) Monthly Business Meeting
Monthly Business Meetings:
- Will be held on the third Monday of each month, except when these dates fall on Public Holidays, or within thirteen days of Christmas Day when these meetings will be moved to an alternative date at the Secretary’s discretion.
- The quorum for a Monthly Business Meeting shall be ten.
12) Ammendments to the Constitution
The Constitution may only be amended at an Extraordinary General Meeting called for that purpose.
13) Winding up of the Club
Winding up the Club:
- The decision to wind up the Club may only be taken at an Extraordinary General Meeting called specifically for that purpose.
- The funds of the Club shall, after the sale of all assets and the payment of all outstanding debts, be disposed of as directed by members attending such an Extraordinary General Meeting.
| Notes | None |