Constitution Of The Club
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Constitution (2007)
The following constitution supersedes all other constitutions, as set out by this Society.
1, SOCIETY NAME
The club shall be known as Cwmbran Modelling Society
2, TERMS OF REFERENCE
a) To encourage the activities and the hobbies of the model building enthusiast, encompassing all fields of interest in marine modelling.
b) The society shall be run on a non-profit making basis; all monies raised being for the benefit of all society members.
c) In the event of the society being disbanded, all monies surplus, after settlement of outstanding commitments, will be donated to a registered charity.
3, SOCIETY STRUCTURE
a) Three elected officers shall run the society, Chairperson, Secretary and Treasurer.
The elected officers will serve for a two-year period, for continuity of control of the Society, the Chairperson and Treasurer will be elected one year and the Secretary the next.
b) The elected Chairperson on any committee will have the casting vote on any hung issue raised.
c) All meeting-attending members, including the Chairperson, shall have one vote on all matters arising.
d) The Accounting year will be from 1st January - 31st December.
e) The Society Membership year will be from 1st March - end of February.
f) A reduced fee will be introduced from the 1st October to the end of the Society Membership year.
g) Using the following formula the annual Members Society fee will be calculated by the Treasurer and proposed at the AGM.
Annual Fee = Club Expenditure for forthcoming year
Estimated Number of Society Members
Society Discount = Account Balance Continuance fund
Estimated Number of Society Members
Proposed Members Fee = Annual Fee - Society Discount [ Rounded off ]
4, GENERAL MEETINGS
All Society members will be informed in writing, not less than a minimum of 14 days prior to the date of a called general meeting. An agenda of the meeting topics must be included with the notification.
a) The Society shall hold an Annual General Meeting in February to carry out the following:-
1 Elect the Officers for the Society (Chairperson, Secretary and Treasurer)
2 Approve the Societies accounts and appoint an Auditor for the forth-coming year.
3 If required, change the Constitution and Rules.
4 If required, change the Financial and Membership year.
5 Set the Annual Membership fee (s)
6 Grant Honorary Membership.
b) If any of the above listed items need amending during the year, then a Special General Meeting must be called by the society itself.
c) Members themselves may request a Special General Meeting to take place. This requires a minimum of seven society members to notify in writing to the secretary the reason for the meeting.
d) All meetings must, where a decision is required, be a quorum or greater, minimum requirement being seven society
members, irrespective of status. One of the society elected officers must be present to act as chairperson.
e) At all general meetings, full minutes must be taken, the minutes of the meeting to be circulated to all members within one month.
5, OFFICERS DUTIES
a) The officers will make the decisions on a day to day running of the society, excluding matters, which require the approval of a general meeting.
b) The officers are empowered to take disciplinary action against any offending society member.
c) The officers should consult the members, where appropriate, before making decisions.
d) Decisions that require to be made, not requiring full approval, require to be agreed by two officers.
e) No officers acting in accordance with society policy will be held solely responsible for any debts incurred on behalf of the society. Officers acting contrary to society policy must be prepared to accept full responsibility for their actions.
6, FINANCE
a) The treasurer will keep a full set of accounts, which must be audited annually. The accounts must be presented at the AGM for approval by the members present.
b) The societies finance will be arranged through a suitable banking concern and applications for withdrawal must be submitted with the requisite number of signatures. This will be as indicated by the bank concerned, but under no circumstance will less than two signatures withdrawal system be accepted by the Society.