GIPPING VALLEY MODEL BOAT CLUB



CONSTITUTION 2023









First Published??October 1981

8th Reprint??October 2023




CONTENTS


???1.?Club Name

???2.?Objectives

???3.?Conditions of Membership

???4.?Officers

???5.?Management of the Committee

???6.?Ordinary Meetings

???7.?Extraordinary Meetings

???8.?Annual General Meeting

???9.?Subscriptions – See Appendix 1

???10.?Finance

???11.?Discipline

???12.?Insurance

???13.?Changes to Section Rules and Constitution

???14.?Data Storage – See Appendix 2

???15?Any Matters Not Provided For

???16.?General Rules

???17.?Mandatory Restrictions On Activities

???Appendix 1 ?Joining And Subscription Fees
???
Appendix 2-GDPR And Policy Statement

???Membership Application Form

1. NAME
1.1 ?The Club shall be called the Gipping Valley Model Boat Club and hereafter shall be abbreviated to GVMBC.

2. OBJECTIVES
2.1 ?The objectives are to further the interest in all types of model boating.

3. CONDITIONS OF MEMBERSHIP
3.1?Every new member to be issued with a copy of the constitution with membership card.
3.2 ?All Members shall agree to be bound by the constitution and rules of the GVMBC.
3.3?The GVMBC is an adult club only.
3.4?Juniors are welcomed only as guests of a club member, conditional on Parent, Guardian or GVMBC member taking responsibility for their activities and wellbeing on Club Days only. The guest MUST wear a guest badge to be covered by the club insurance. (see Appendix 1)
(Guest badge available in container)
3.5 ?Membership Type
A) Full membership (aged 18 years and over).
B) Concessionary membership (aged 60 years and over).
C) Disabled members 18 years and over.
D) Associate members aged 18 years and over are non-boating and non-voting but can attend social events.
E) Honorary membership (see Appendix 1)
3.6 ?All Members will be insured for public liability by the Club insurer including those members with their own insurance cover. The acceptance of the club insurance is a condition of membership.
3.7 ?Members must conform with current OFCOM legislation for the operation and control of radio equipment.

4. OFFICERS
4.1 ?The Officers of the Club shall be: Chairman, Secretary and Treasurer plus Committee Members of four persons.
4.2? If an Officer of the Club holds more than one post of the Committee then additional Committee Members shall be elected, until the Committee comprises of a minimum of seven Members.
4.3?Executive Officers will serve for a fixed period of 3 years unless voted off or resigning with one month’s notioce.

5. MANAGEMENT OF THE COMMITTEE
5.1 ?The Club shall be managed by a Committee of three Officers and four Committee Members unless, 4.2 applies, who shall be elected annually at the AGM.
5.2 ?Each Member of the management Committee shall have one vote at Committee Meetings and if the votes are equal, the Chairman shall have the second or casting vote.
5.3 ?If an Officer or Committee Member should be considered unsatisfactory the Committee shall have the power to dismiss that person and co-opt another Member in their place.
5.4 ?The Committee shall meet at least once a quarter and five Members shall constitute a quorum for any business transactions.



6. ORDINARY MEETINGS
6.1 ?Club nights (non committee) shall be held September to April inclusive, once a month on a day and venue to be arranged.
6.2 ?Members shall be permitted to attend meetings, any guests will also be welcomed.

7. EXTRAORDINARY GENERAL MEETING
7.1 ?An Extraordinary Meeting may be called by the Committee giving at least 14 days written notice, postal or e-mail, together with an agenda giving details of motions and business to be discussed, a minimum of 15% of the membership to attend.
7.2 ?At this meeting no business other than which has been stated on the agenda accompanying the notice convening the meeting shall be transacted.
7.3 ?The Secretary shall call an Extraordinary Meeting upon receiving a written request signed by no fewer than 1/3rd of the total membership, giving at least 14 days’ notice together with an agenda of the business to be transacted at such meeting and details of all motions to be considered.
7.4 ?The Chairman of the Club shall preside at all Extraordinary Meetings and in his absence the meeting shall elect a Chairman.
7.5 ?The meeting shall be cancelled if a quorum does not attend, the Committee shall then set a new date for the EGM within one month, and this shall take place regardless of numbers attending.

8. ANNUAL GENERAL MEETING
8.1 ?The AGM shall be held during October each year; a quorum of 15% of the membership shall attend to allow the meeting to commence. The meeting shall be cancelled if a quorum does not attend, the Committee shall then set a new date for the AGM within one month and this shall take place regardless of numbers attending.
8.2 ?At the AGM the following business shall be transacted.
1. Chairman’s address
2. Apologies
3. The minutes of the preceding AGM.
4. Matters arising
5. Chairman’s report.
6. Secretary’s report.
7. Treasurer’s report. Presentation and adoption of annual reports, balance sheet and Statement
of Accounts.
8. Subscriptions for the following year.
9. Election of officers (Chairman, Secretary, Treasurer and Committee)
10. Any Other Business
8.3 ?The Secretary must receive in writing 21 days prior to the AGM all motions for business to be transacted at the AGM with the names of proposer and seconder.
8.4 ?The Secretary shall provide 14 days’ notice prior to the AGM a copy of the agenda together with the number of all proposed nominations and details of motions received.


9. SUBSCRIPTIONS
9.1 ?Subscriptions will become due on 1st November each year. Subscriptions will be accepted from the AGM until 31st December. After this a late payment fee shall be incurred. Payments may be made to the Treasurer at any lakeside meeting or club night, by cheque or BACS. Details available on request to the treasurer.
9.2?Annual subscriptions and fees are set out in Appendix 1
9.3 ?Any Member failing to renew membership by the 31st December will be deemed to have ceased membership.
9.4 ?Subscriptions and figures will be reviewed annually and set at the AGM.
9.5 ?MSDC lake fee will be charged at the amount agreed between MSDC and the Club.
9.6 ?Public liability insurance will be set at the rate submitted by the Insurance Company annually.

10. FINANCE
10.1 ?All members must submit any proposed expenditure on behalf of the club for approval by the Chairman AND Secretary in writing by letter or email. The only exception to this being expenses incurred by the Secretary and Treasurer when purchasing stationary / stamps in connection with their statutory duties.
Any other claim for reimbursement without prior authorisation will be denied, or paid, on the Chairman’s authority. This authority can be challenged and put to the Committee whose decision will be final.
Original, not photocopies of receipts are to be provided.
10.2 ?The financial year commences on the 1st October and ends on 30th September. All expense claims made in a financial year are to be claimed and paid by the end of the year to enable the treasurer to give an accurate financial statement at the AGM. Late claims may be denied in accordance with 10.1
10.3 ?A current bank account in the name of the Club shall be held at a bank, convenient to the Treasurer, at the approval of the Committee.
10.4 ?The Treasurer shall sign cheques and can or may be countersigned by either the Secretary or Chairman as required by the club’s bank.
10.5 ?All expenditure shall be approved and at the discretion of the Committee.
10.6 ?Any liability that may be incurred outside the properly constituted rules of the Club will only be met at the discretion of the elected Committee.
10.7 ?Dissolution of the GVMBC may take place at any Extraordinary General Meeting on the recommendation of the Committee or on the requisition of 2/3rd of the total membership. The Committee shall liquidate the assets of the Club if the resolution of the discussion is duly passed. If there are any surplus assets on realization, these shall be handed to a charitable institution to be selected by the Committee.

11. DISCIPLINE
11.1 ?All Members of the GVMBC are to abide the constitution rules of the GVMBC including any section rules for the type of model being operated. At the discretion of the Committee, any member deemed to be in breach of either or bringing the club into disrepute will be liable to Expulsion from the Club.
11.2?Committee meetings are confidential. What is said or decided will be divulged to the membership as and when decided by the committee and all members are to be informed at the same time.
11.3?At the discretion of the committee, any member deemed to be in breach of the Constitution and rules of the GVMBC , or conducting themselves or behaving in a disreputable manner that can be deemed to bring the Club into disrepute will be liable to expulsion from the club.



12. INSURANCE
12.1 ?All members of GVMBC will be covered for Public Liability through the Clubs insurance at club events or while representing the club with the Chairman’s written approval.

13. CHANGE TO THE SECTION RULES AND CONSTITUTION
13.1 ?Any changes to the constitution can only be made at the AGM or an EGM and come into effect immediately thereafter.
13.2 ?Section rules may be changed by a majority vote and an Ordinary Meeting.

14. DATA STORAGE (GDPR)
14.1 ?The Club reserves the right to hold the information given on the Membership form in Hard Copy and Electronic Media. ?See Appendix 2

15. ANY MATTERS NOT PROVIDED FOR
15.1 ?The Committee shall have jurisdiction over any matter not provided for in this constitution.

16.GENERAL RULES
SITE RULES
16.1 ?The GVMBC official operating site is Needham Lake at Station Field Needham Market.
16.2 ?Club members using the Needham Lake must strictly adhere to the Club rules and by local By-Laws under Section 41 of the Countryside Act 1968 by the District Council of Mid Suffolk with respect of Station Field, Needham Market.
16.3 ?A copy of the By-Laws is published on the notice board at the site.
16.4 ?Members must, at all times, conduct themselves in such a manner that they cause no inconvenience or annoyance to other members or the general public and not bring the club into disrepute.
16.5 ?Persons responsible for any damages caused to fellow operators models, Radio etc. will be settled amicably by the parties involved.
16.6 ?All sailing of models shall take place only in the designated area.
16.6.1?The Launch Platform is to be used for launching and retrieving. It is to be vacated immediately positive control of a boat is established and upon retrieval of a boat. boats.
16.7 ?No litter shall be left on site. All broken rigging, broken props, empty fuel containers etc. should be taken home.
16.8 ?Club Members must ensure they wear/display a current club membership card and lanyard to be covered by our insurance at the lake (as required by the MSDC), or at any other club authorised display or event.
16.9 ?All engines in IC power boats must be effectively silenced to 80dB(A) at full speed at 10 metres. No IC boats to be run until noise tested by the Secretary, approved, and details logged in the noise book.
16.10 ?All steam powered boats to have a valid boiler test certificate to conform with current regulations.
16.11 ?Members of the club may operate model vehicles at the lake only with the prior permission of the Local Council or Authority.
16.12 ?All yachts shall have some identification/number on their sails when in competition.
16.13 ?If a Member on arrival at the lake, and intending to sail a model, discovers that a Member is already sailing on the same frequency, the Member intending to sail using that frequency will be entitled to request that frequency shall become available to him within 20 minutes of making the request. In applying the rule, Members must give due consideration to those using steam as a form of propulsion in their models.
16.14?Fast Boats are to be sailed in the designated area. Due to the changing position of the buoys in the lake this area is to be defined on the day but is normally accepted as being beyond the two buoys.
When motoring out to the Fast Boat area speed is to be kept to a moderate pace.
HIGH SPEEDS ARE NOT TO BE USED UNTILL PAST THE TWO BUOYS.
Other boat users are permitted outside the buoys and all members are to ensure that their boats are to be operated with consideration to other members.


16a. SITE FREQUENCY CONTROL
16.15 ?Only the following frequencies shall be used at Needham Lake,
A) 27MHz: all spots, ie. ‘solids’ and ‘splits’ from 26.970 to 27.275MHz.
B) 40MHz: 40.665 to 40.995MHz.
C) 2.4GHz.
D) The operation of 35MHz: is for aircraft only and not permitted for land/watercraft
16.17 ?Members must ensure that their transmitter displays a pennant of the correct colour/s for 27MHz. Or the correct numbers on the correct background for 40MHz.
16.18 ?The frequency board system will be used for 27MHz and 40MHz.
16.19 ?Members who have the incorrect pennant type or colour at the site will not be allowed to operate their equipment.
16.20 ?Any radio equipment or range checks may only be carried out when no other equipment is being operated. Suitable notice shall be given to fellow club members when this operation is being carried out.
16.22 ?All long transmitter aerials shall have a small sphere on top for eye protection. Table tennis or practice golf balls are recommended. Foam balls are also available.

17 Mandatory Restrictions on Activities
17.1 The Gipping Valley Model Boat uses Needham Lake with the permission of Babergh and Mid Suffolk District Council (BMSDC). It is operated by them as a Public Space and Amenity
17.2 If Government or Local Authority restrictions are imposed on recreational working and travel, club members will be required to follow those restrictions or guidelines.
17.3 The Gipping Valley model Boat Club is not affiliated to any model governing body, or any other club. Therefore the club committee will decide what conditions and exclusions will be observed by club members even if the National or Local Government decides to ease or lift restrictions.
The decision of the committee will be final.