Plymouth Radio Club Constitution

2018 on wards

1.The club shall be known as the PLYMOUTH AMATEUR RADIO CLUB, hereinafter referred to as The Club

2. The aims of the Club shall be to further the interests of its members in all respects of amateur radio and any associated activities

3. Membership shall be open to all persons interested in the aims of the Club, by written application, proposed and seconded by existing members. Applications to be approved by a majority of serving Committee Members which decision shall be final.

a. Full members must be 18 years of age or over on the date of that year's AGM.

b. Junior members must be 17 years of age or under on the date of that year's AGM.

c. Honorary life membership may be granted to any person who, in the opinion of the committee, has rendered outstanding service to the radio community.

d. Guests may be invited by current members and may attend a maximum of three meetings (but not the AGM) and any special functions upon payment of appropriate fees as directed by the committee

e. The three meeting rule (d above) shall not apply to a member of the national body (RSGB) or a member of a visiting club affiliated to the RSGB.

f. Prospective members are also invited to attend a maximum of three meetings (excluding the AGM) prior to applying for membership and any special functions upon payment of appropriate fees as directed by the committee. All members shall abide by the constitution of the Club and give permission for various checks to be carried out upon themselves to verify their fitness to be a member of the Club. Membership of the Club may be refused, withheld or withdrawn if the behavior of the applicant is deemed to bring the good standing of the Club or amateur radio into disrepute. Reasons include (but are not limited to) drunkenness, use of foul language and inappropriate or antisocial behavior, on air and at club sanctioned events. The decision to refuse, withhold or withdraw membership / application rests with the elected Committee. Such a decision must be carried by at least two thirds of the total Committee membership. No Member shall be expelled without first being given the opportunity to appear before the Committee. The decision to expel a Member will be put to the Membership for ratification at the next club meeting, and the Member expelled by the Committee will be given the opportunity to address the Members attending. All new members shall be given a copy of the constitution as soon as reasonably possible after payment of the membership fee. After an AGM (or EGM called to change the constitution - see rule 10) any new constitution shall be posted on the website and made available to the membership at the next meeting.

4.a. The Committee shall set the annual subscription for membership.

b. Any Committee member may issue a temporary receipt for membership (of which membership is subject to rule 3 (d) and collect the appropriate fee to be passed on to the Treasurer at the earliest convenient opportunity.

c. All subscriptions shall be due and payable on or before the date of the AGM. Only paid-up members may attend the AGM. Membership fees may be paid at any time prior to the start of the AGM, including on the night.

e. New applications are accepted for appraisal at all convenient times other than on the date of the AGM.

f. The financial year runs from January 1st to December 31st.(AND AS FROM 2019 IT WILL RUN FROM APRIAL TO APRIAL)

g. Any member whose subscriptions remain unpaid at May meeting following the AGM shall be deemed to have resigned from the club.

h. The Committee may alter subscriptions at their discretion.

i. Any Committee member who fails to attend four meetings, (comprising any combination of Committee and general meetings) shall immediately relinquish their post.

5. All money received by the club shall be deposited in the Club's bank account without delay. Withdrawals require signatures from two of the three nominated Committee members listed in the account details.

6. The Club's affairs shall be administered by a Committee elected at the AGM. Committee members may only be removed from the Committee by a ballot of the Members at an EGM or AGM. The Committee, in whom the Club's property shall be vested, shall consist of.

a. A Chairperson who shall preside at all meetings at which he or she is present.

b. A Secretary who will be responsible for:

i. keeping all the minutes of all committee meetings and AGM and EGM meetings.

ii. Ensuring that all correspondence is correctly handled.

c. A Treasurer, who will be responsible for:

i. keeping the Club's accounts.

ii. Maintaining a register of club equipment.

iii. Advising the Committee on all financial matters.

iv. Preparing the accounts for scrutiny and presenting them at the AGM.

d. If possible two ordinary voting Committee members.

e. The Committee may co-opt such additional non-voting Committee members as may be required to carry out any other tasks as sometimes arise throughout the life of the club.

f. The committee shall maintain an up-to-date inventory of all Club equipment and other assets, which will include a description of the asset, condition, serial number, value, and the current whereabouts of the asset. The inventory shall be verified at least once annually, and will be appended to the Treasurer’s Report at an AGM. The inventory list will be made available for inspection by Club Members at Club meetings.

g. Equipment may be loaned to members for periods of not more than three months. A written record of the loan will be signed by the borrower, who accepts responsibility for the safe return of the equipment. A charge will be made for equipment which is not returned, or which is returned in a damaged condition, or which shows signs of significant deterioration.

7.a. The quorum for the Committee shall be three. In the absence of a quorum, business may be conducted, but decisions must be ratified at the next quorate committee meeting.

b. Committee meetings may be called by any Committee member.

8.a. The Annual General Meeting shall normally be held in April meeting every year.

b. Notification of the date and venue of the AGM shall be via the printed word in all relevant club handouts, breakfast handouts, forward planners, and by radio transmission by club members and by RSGB local news and by notification by computer (email and website) and by inclusion in the local media by the publicity officer or similarly appointed club representative and by any other means as directed from time to time by the committee.

c. The quorum for the AGM shall be the persons of the paid in full member in attendance.

d. The Agenda for the AGM shall be:

i. Apologies for Absence.

ii. Minutes of the previous AGM.

iii. Treasurer's report.

iv. Secretary's report.

v. Changes to the Constitution (if lodged with the secretary at least eight weeks previously).

vi. Election of new committee.

vii. Election of Scrutineers.

viii. Other business (if notified to the Secretary no later than the previous general meeting)

e. Items (i) to (v) shall be chaired by the outgoing chairperson, item (vi) by an acting chairperson who is not standing for election or to any committee office, and the remaining business by the newly-elected chairperson or other temporary volunteer member.

f. Nominations for committee members will only be valid if presented in a sealed envelope to the secretary 28 days prior to the AGM.

g. Committee members will be elected in the order shown in (6 a-d) above. The following procedure will be followed for each post in turn.

i. Nominations shall be invited from the membership if there is no sealed nomination’s received by the secretary 28 days prior to AGM.

ii. All nominations for the post shall be announced.

iii. Voting shall be carried out by a show of hands.

iv. In the event of a tie for first place in a first vote between three or more contenders, the remaining contender(s) will be eliminated and a further vote will be taken. In the event of a further tie, the Acting Chairperson shall exercise a casting vote.

h. Items to be raised under Any Other Business must be notified in writing to the Secretary not later than the preceding March meeting.

9. The Committee (or not less than six members of the club) may call an extraordinary General Meeting, the date of which shall be the earliest convenient date as decided by the committee. At least twenty eight days’ notice must be given in writing to the secretary, who must in turn give members fourteen days’ notice in writing, including the agenda. No other business shall be transacted at the EGM. The quorum for an EGM shall be those in attendance.

10. The constitution may only be amended at an EGM called for that purpose or at an AGM if eight weeks' written notice is given to the committee.

11. The decision to wind up the club may only be taken at an EGM called for that purpose. In the event of a decision to wind up the club all the assets will be liquidated and all the club money is to be donated to a registered charity.

12. a. Any child under the age of 14 must be accompanied by a parent or guardian whilst attending any PRC meeting or Club-organized event.

b. Any child between the ages of fourteen to eighteen must have written consent from a parent or guardian to join the Club and to participate in Club events.

c. Contact details for use in case of emergency will be held by the committee for all members of the club, subject to the provisions of the Data Protection Act.

d. The Club adopts and endorses the RSGB guidelines on Child Protection.

Constitution voted on and changed on the 13/02/18 by the member in attendance

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