Newmarket MFC Constitution
Note: Throughout this document, words of masculine gender should be taken to include all gender identities.
3. The club is run by a Committee of club members (see Section D below).
4. Changes to this constitution can only be made after consultation with the current membership. Approval requires a simple majority of those
7. The Club is limited to a total of 60 members. If necessary, new applicants are placed on a waiting list which is processed in order of application.
8. The Committee has the right to refuse membership to new applicants. Any refusal is documented in committee meeting minutes together with the reason(s) for refusal; refusal may not be on the grounds of race, gender, sexuality or disability.
9. New members are required to serve an initial probationary period of 6 months. During this time they are not eligible to serve on the Committee and may, at the discretion of the Committee, have their membership terminated for unsatisfactory conduct. Such dismissals do not need to follow the disciplinary procedure described in Section C below.
10. All members must be members of the BMFA; they must also comply with the registration and competency requirements of the Drone and Model Aircraft Registration and Education Scheme (DMARES). Members may opt to have these requirements processed via the club; those managing them for themselves (or via another club) are required to provide the necessary evidence before they can fly.
11. Club membership fees are due by 1st January each year. Any member who has not paid for the ensuing year by this date is not be permitted to fly until they have done so.
12. Members who have not paid their club membership fee by the end of January are deemed to have left the club. A renewal after this period is treated as a new membership application for which the club joining fee is payable. If necessary, the applicant will be placed on the waiting list for new members (see paragraph 7).
13. Applications for membership made after 1st November are extended until the end of the following year (i.e. a maximum of 14 months), although BMFA membership and DMARES registration are required for both years.
14. The Committee may, at its discretion, award honorary membership for extensive services to the club. Honorary members have their annual Club and BMFA membership fees paid by the club. The Committee may also, at its discretion, waive the Club membership fee for members with specific responsibilities.
16. The committee may make urgent changes to the Club Rules if circumstances demand it. Otherwise, additions and amendments can only be made after consultation with the current membership. Approval requires a simple majority of those voting on any proposal (see Section G below).
17. The BMFA Basic Proficiency or 'A' Certificate is the club's solo flying criterion. The Club Rules set out the supervision requirements for those without the necessary certification. Any member whose flying standards, in the opinion of the Committee, Instructors or Examiners, drop below the minimum safe standard will be required to fly under supervision until a satisfactory standard has been reached.
18. Members may invite guest fliers by arrangement with the Committee. Guests must be able to provide evidence of current BMFA membership and DMARES compliance. The club member must assume total responsibility for the actions and safety of the guest. Guests must fly under the supervision of instructors if their ability requires it; such arrangements must be made in advance of the visit.
19. Any complaint concerning any club member must be made in writing and signed by the complainant(s). The written complaint must then be forwarded to the Club Secretary so that the matter can be addressed at the next Committee meeting.
20. Where an allegation of misconduct is made against a member, the Committee may suspend the member from all club activities while an investigation is carried out. Suspension pending an investigation does not infer blame or guilt.
21. In the event of misconduct, the Committee may suspend a member from club activities (including attendance at the club flying site), for a period of up to 28 days. Any suspension will be accompanied by a verbal and/or written warning as deemed appropriate in accordance with paragraph 22.
22. The Committee may consider removal of membership where conduct on the field or elsewhere is considered to be prejudicial to the club. Dismissal will be in accordance with the following procedure in order to comply with the laws of natural justice:
In the event of gross misconduct, the Committee may consider immediate dismissal without warnings but the member will still be accorded his right to present his case to the Committee and given a right of appeal in accordance with sub-paragraphs c, d and e above.
In the event of dismissal, the Committee will arrange re-imbursement of the unused proportion of the member’s annual club membership fee (excluding any BMFA/DMARES subscriptions).
24. The Officers of the Committee are:
25. Committee officers and members are elected annually in December for the ensuing year. Candidates other than existing Committee members standing for
26. Should a Committee position become vacant, the Committee may, by a majority vote, co-opt a replacement who will then serve until the next Committee election.
27. Any Committee Member or Officer wishing to resign must do so in writing.
28. Any member of the Committee who is absent from three consecutive Committee meetings without reasonable cause will automatically forfeit his seat on the Committee.
COMMITTEE ORGANISATION AND POWERS
30. The Committee is authorised to carry out negotiations and make decisions in the interest of the club and its members without consulting the members.
31. The Treasurer and Secretary are the authorised operators of the club bank account.
32. Both the Treasurer and Secretary may make payments online and by debit card. One signature is sufficient on payments by cheque.
33. The Secretary must be informed of any negotiations proposed by club members which affect the Club as a whole and copies of any written correspondence
34. Committee members will be re-imbursed for any expenditure necessarily incurred on behalf of the club. Claims for re-imbursement must be accompanied by corresponding receipts.
CONDUCT OF COMMITTEE MEETINGS
36 All Committee meetings are agenda’d and minuted. Minutes of Committee meetings can be made available to members on request to the Secretary.
37. A quorum of any Committee meeting shall consist of a majority of the current Committee members.
38. A majority vote of those present is required to carry any proposal.
COMMUNICATION AND VOTING
- a review of the club’s activities
Members also receive an annual membership renewal form showing all of the information that the club holds about them.
41. Decisions requiring a vote by the membership, including (but not limited to):
- changes to the Club Constitution or Rules
are handled electronically:
- the Club Secretary provides notice of the poll and provides relevant background information at least 7 days in advance of the closing date.
- in the event of a tied result on any issue, the outcome will be determined by a Committee vote.
INSURANCE AND INDEMNITY
43. The club indemnifies all committee officers and committee members if they incur any liability on behalf of the club.
44. In the event of a Committee Member being awarded damages or costs in the course of proceedings taken by him in his representative capacity,
45. When there is a joint meeting between Newmarket MFC and another club, the participating club must be able to provide evidence of adequate
DISSOLUTION OF THE CLUB
47. On dissolution (after the sale of any assets, settlement of all outstanding debts and the refund of subscriptions for the remaining part of the year to
48. All members will receive a final statement of accounts.
50. Any money raised at these events will be made available to donate to worthy causes.
51. No money will be diverted from members’ subscriptions.
52. In the event of the club being approached to donate money to a local worthy cause, the Committee will make a decision on the amount to be
53. In the event that the Club is approached for sponsorship of a member or their close associate who is involved in a charity event, the Committee
54. The current nominated Club charities are:
- The East Anglian Air Ambulance (EAAA)