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Our constitution

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 its members in all aspects of Amateur Radio and directly related 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 shall be aged 16 and older and must hold a Foundation, Intermediate, or Full Amateur Radio licence.  Full members enjoy full voting rights at all Monthly Business, Extraordinary General and Annual General Meetings.
• Associate Membership.  Associate Members aged 16 and older and need not hold a Foundation, Intermediate, or Full Amateur Radio licence.  Associate members do not enjoy voting rights at any Monthly Business, Extraordinary General, or Annual General Meetings.
• Honorary Life Membership.  Honorary Life Membership may be granted to any person, who, in the opinion of the Committee, has rendered outstanding service to the Club, either directly, or indirectly.  Honorary Life Members enjoy full voting rights at all Monthly Business, Extraordinary General and Annual General Meetings and shall be free from subscriptions.
• Junior Membership.  Juniors Members shall be aged up to 15 and need not hold a Foundation, Intermediate, or Full Amateur Radio license.  Junior members do not enjoy voting rights at any Monthly Business, Extraordinary General, or 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 and submitted to members for approval at the October monthly meeting.
• All subscriptions become due on the 1st January and shall be paid to the Treasurer on, or before this date.
• 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 their subscription has not been received by the 31st March. A formal notice to this effect shall be served on the member by the Committee.
• 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.
• All acquisitions of equipment using club funds shall be brought before the Membership at a monthly meeting for approval.
• At the Committee’s sole discretion, selected items of equipment shall be made available on loan to Honorary Life Members and paid-up Full Members of the Club.
• The loan of the Club’s equipment will be subject to the Loan Terms and Conditions which are set out on of the back of the Club Equipment Loan Agreement form. It shall be signed by the member borrowing the equipment to confirm that they agree to be bound by these Terms and Conditions.
• A list of equipment available for loan to members will be maintained by the Club’s Equipment Officer and made available at the Club’s Monthly Meetings

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 that purpose.

Committee Members may not hold office for more than twelve months without seeking re-election or resigning.

The Committee shall have the authority to co-opt, as required, members to help and support them in the organisation and running of Club events and activities.

The Committee, in whom the Club’s property shall be vested, shall consist of the following officers:

Secretary.  The Secretary will preside at all meetings at which he is present. The Secretary will be responsible for:

• Keeping the minutes of all Club meetings.
• Ensuring that all correspondence is dealt with promptly and effectively.
• Maintaining a registry of Club assets.

Treasurer.  The Treasurer will act as the Secretary at meetings in the absence of the Secretary. The Treasurer will be responsible for:

• Keeping the Club’s accounts.
• Collection of the members’ subscriptions.
• Depositing club funds regularly in to the Club’s bank accounts.
• Making payments to creditors.
• Reporting the club’s financial status to the Members at the April, July and October monthly meetings.
• Advising the Committee on all financial matters, irregularities and concerns.
• Preparing the accounts for audit and presenting them at the Annual General Meeting.

Equipment Officer.  The Equipment Officer will be responsible for:

• The safe-keeping of the club’s equipment.
• Maintaining the Club’s List of Equipment.
• Making an up-to-date List of Equipment available at monthly meetings.
• Making equipment available at club activities.
• Advising the Committee regarding the loan of equipment members.
• Ensuring that fully completed Equipment Loan Agreement forms are prepared to support all loans to members.
• Maintaining a record of equipment loaned out to members.

Membership Secretary.  The Membership Secretary will be responsible for:

• All matter regarding membership of the club
• Maintaining a master membership list.
• Future membership development.

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 will only become valid after ratification at the next Committee meeting at which a quorum exists.

9) Annual General Meeting

• The Annual General Meeting (AGM) shall 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 members.
• Nominations for Committee members will only be valid if confirmed by the nominee at the meeting or previously in writing.
• The Committee shall, at its sole discretion, appoint a member who is not standing for election to act as Chairman for the AGM.

10) Extraordinary General meeting

• Extraordinary General Meetings (EGM) 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, clearly stating the purpose of the EGM.
• The Secretary shall give members at least fourteen days notice in writing of an EGM together with the agenda and any other paperwork considered necessary.
• No other business may be transacted at the EGM.
• The quorum for the Extraordinary General Meeting shall be ten members.

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

• 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 distributed as directed by members attending such an Extraordinary General Meeting.