ClubConstitution&Rules

CONSTITUTION:
The aims of the Sheffield Ship Model Society are to promote all
branches of model watercraft activity.

Annual General Meeting:
An Annual General Meeting will take place every year, preferably in September.

The following events will take place at the AGM

*To receive retiring officers’ reports
*To elect all officers and committee members for the year commencing
*To receive propositions for rule changes in section one of the rule book
*To consider any other business of an AGM nature

The incoming committee:

will at its first meeting

Discuss the fees and if necessary the third party insurance, and will then put its
recommendations to the Club Members at the next full Club Meeting for discussion
and resolution All voting at the AGM will be decided on a simple majority. In the event
of a tie, the

Chair Person will have the deciding vote. At least 25% of the members must be
present at the AGM. If insufficient members are present another meeting must be called
as soon as possible.

Extraordinary General Meeting:
This type of meeting can be called at any time either by the committee ,or by 10% of the
Club Members. For the latter, the secretary must receive the request in writing signed by
the Members. Notice of an Extraordinary General Meeting must be received by members at
least seven days before. The rules for this meeting are the same as for the Annual General Meeting.

Committee Meeting:
Committee meetings will be held monthly and minutes produced and stored.

Monthly Meeting:
The is nor requirement to produce minutes for monthly meetings however, should an issue
arise it will be dealth with at this meeting unless it necessitates further involvement, in which case it will
be dealt with at a later date by the Committee. They will report back to the Membership at the next available
Monthly Meeting

Club Officers:
shall consist of the following:-
*Chair Person

*Secretary

*Treasurer
Plus a maximum of 6 Officers

sub committee members whose duties are to be specified.

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RULES OF THE SOCIETY

1. TITLE

The organisation shall be known as “The Sheffield Ship Model Society”, therinafter known as the “Society”

2.    OBJECTIVES OF THE SOCIETY
a)    To promote and maintain the sport of model boating within Sheffield and the surrounding area.
b)    To hold regattas which reflect the interests of the Society’s members and fellow model boat enthusiasts.

3.    MEMBERSHIP
a)    Membership of the Society will be open to any person with an interest in model boating.
b)    Membership of the Society may be withdrawn for any of the following reasons:-
i.    Non payment of Subscriptions within two calendar months of them becoming due
ii.    Any action which would bring discredit upon the Society or the sport of model boating

4.    GRADES OF MEMBERSHIP
a)    There will be two grades of Membership within the Society viz Senior and Junior.
b)    The rate of subscriptions will be reviewed and agreed at the A.G.M. each year.
c)    Subscriptions will become due at the AGM each year.
d)    Family membership rates of subscription will be available at the discretion of the Treasurer.
e)    Honorary Membership (no subscription required) can be awarded by formal discussion of the membership.

5.   FUNDS
a)    The Society will remain a single account with a bank approved by vote of the membership at an A.G.M. The
       Treasurer will maintain a cash fund. All cash transactions will be fully recorded.
b)    The signature of two officers as registered with the Society’s bank will be required to authorise cheques.
c)    The authorised officers will be chosen as convenient from the Chairman, Secretary and Treasurer. They are empowered
       to draw cheques on the Society’s bank account for any purpose agreed by the Society’s   Committee.
d)    Members will be reimbursed for expenses previously approved by the Society’s Committee.

6.   OFFICER’S OF THE SOCIETY
a)    President
i.    If the Membership desires, a President may be proposed and elected at an AGM. The position to be held as an honorary
      office for a term of two years.
ii.   The change of office to take place at the following December Christmas function.
b)   The officer’s of the Society and the terms of duty are as follows:-
o   Chairman        Term of Duty             One year
o   Secretary        Term of Duty             Two years
o   Treasurer        Term of Duty             Two years)
c)   Officers will be elected at the appropriate A.G.M.

7. THE COMMITTEE
a.    The Committee is empowered to carry out the organisation of the Society.
b.    The Committee is to consist of the elected officers and up to three other members of the Society
       to represent the general interests of other members.
c.    The additional members of the Committee will be elected at each A.G.M.
d.    The officers and Committee are empowered to co-opt any extra members considered necessary to
       the pursuance of any particular function.
e.    Dismissal of officers or members of the Committee can only be effected at an Extraordinary General Meeting (see Rule 8).
      Grounds for dismissal as Rule 3b(i) or 3b(ii), also general incompetence detrimental to the Society.
f.     Any officer or member of the Committee charged with any of the foregoing grounds for dismissal will be given the
      opportunity to answer the relevant charges at the Extraordinary General Meeting e.g. by demonstrating mitigating circumstances.

8.   THE ANNUAL GENERAL MEETING
       The A.G.M. will be held every September for the purpose of:-
a.    A statement of the Society’s activities over the previous twelve months.
b.    A statement of the Society’s accounts.
c.    A review of the annual subscriptions.
d.    Amendments and additions to the Society’s rules.
e.    Election of officers and Committee.
f.     Election – if there is a formal proposal – of a President if the post is vacant.
      Paid up membership is essential for voting rights
      Extraordinary General Meeting – any eight paid up members of the Society may as a group, request the Chairman to call
      an E.G.M. and put a case for so doing. Such meeting to be convened within one calendar month of the request and all
      paid up members to be notified.

     9.   FINANCIAL CONTROL
a.    The Treasurer will prepare fully itemised annual accounts to be submitted for approval at the A.G.M.
b.    All monies received from any source must be noted and itemised by the person responsible, and handed
       to the Treasurer as soon as possible. No expenses to be paid out of such receipts other than by the Treasurer,
       or by his previous agreement.
c.    The overall financial position will be the responsibility of the three elected officers.
d.    Any member of the Committee has permission to spend up to £5.00 without prior authority. Sums
       in excess of this amount must be authorised by two elected officers.

These amended rules were proposed, discussed and ratified at the Annual General Meeting, held on 14^th September 2010
in the Meeting Room at Millhouses Poolside, Abbeydale Road South, Sheffield.