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?> Banbury Amateur Radio Society | Constitution

Banbury Amateur Radio Society


Mon 17th Jun 2019    

The Society's Officers are currently as listed below. Feel free to contact them for more information about the society or their specific areas of responsibility.
  Position Name Callsign email address
This Constitution was adopted in November 2014.
1. Name  
    The name of the Society is the BANBURY AMATEUR RADIO SOCIETY.
2. Aims
The aims of the Society are to further the interests of its members in all aspects of Amateur radio and associated activities.
3. Membership
Membership of the Society shall be open, subject to the discretion of the Committee, to anyone having a demonstrable interest in the furtherance of the society’s aims. Categories of Membership shall be:
Full members. Full members must be 18 years of age or over.
Student members. Student members shall be in full-time formal education
Junior Members. Junior Members shall be under 18 years of age.
Honorary members. Honorary life membership may be granted to any person, who, in the opinion of the committee, has rendered outstanding service to the society, either directly or indirectly.
Guests. Members may invite guest to the meetings. No visitor may attend more than two meetings per year
All members shall abide by the Constitution of the society. The Committee shall have power to expel any member whose conduct, in the opinion of at least three quarters of the Full Committee, renders that person unfit to be a member of the Society. No Member shall be expelled without first having been given the opportunity to appear before the committee.
4. Subscriptions
The Annual Subscription shall be set each year by the committee. All normal expenses are to be anticipated when setting the Annual Subscription, but the Committee will have the power to make a levy on the members of the Society, as required, if necessary to meet any unforeseen and abnormal expenses.
All Subscriptions shall be due and payable at the beginning of the financial year. Only paid-up members shall have voting rights.
The Financial Year shall run from the 1st of April until the 31st of March.
A member shall be deemed to have resigned from the society if by 30th of April of the current year the subscription has not been paid.
The Committee shall have the power to waive or reduce subscriptions on an individual basis: any proposal to reduce the Membership Fee for an individual must be considered and agreed by the Committee.
On joining the Society membership fees due are pro-rata on a monthly basis calculated from the start of the Financial Year, but shall not be less than 25% of the annual fee.
The fee for Full Membership shall be agreed at each Annual General Meeting as a standing Agenda item.
Junior members and Student members shall pay a fee of 50% of the annual fee.
Honorary membership shall carry the rights of full membership but shall be free from subscriptions.
Honorary membership may be rescinded following a vote in favour by 75% of the Full Committee.
5. Finance
All money received by the society shall be promptly deposited in the Society’s bank account. Withdrawals require the signature of the Society’s Treasurer and one other nominated officer of the Society.
6. Membership of the Society’s Committee
The Society’s affairs shall be administered by a Committee elected at the Annual General Meeting. The Committee, in whom the Society’s property shall be invested, shall consist of five Elected Officers (Chair, Vice-Chair, Secretary, Treasurer and Events Secretary), one Ordinary Member and Co-opted members, as follows:
A Chairman, who will preside at all meetings at which he or she is present.
    b. A Vice-Chairman, who will act as a chairman in the absence of a Chairman.
    c. A Secretary, who shall be responsible for:
      i. Keeping the minutes of all meetings of the Society
      ii. Ensuring that all correspondence is correctly handled
      iii. Maintaining a master roll of all Members and Honorary Members
    d. A Treasurer who shall be responsible for:
      i. Keeping the Society’s accounts.
      ii. Advising the committee on all financial matters.
      iii. Preparing the accounts for audit and presenting them at the AGM.
      iv. Acting as the Examination Secretary.
      v. Maintaining a registry of Society equipment.
    e. An Events Secretary who shall be responsible for organising all Society meetings and activities.
One Ordinary Committee Member.
Co-Opted Members, co-opted by the Committee after the AGM, to serve for a period as the Committee sees fit.
The Committee shall appoint a Quartermaster.
7. Committee Standing Orders
The Standing Orders of the Society shall govern the conduct of all formal meetings. Additionally, in the case of Committee meetings, the following shall apply:
The quorum for the committee shall be 4. In the absence of a quorum, business may be dealt with, but any decisions taken only become valid after ratification at the next meeting at which a quorum exists.
Committee meetings may be called by the Chairman, the Secretary or any vote by Members.
Any Committee Member who fails to attend three consecutive Committee Meetings can be deemed to have resigned from the Committee.
Should at least 75% of the full Committee vote in favour of a proposal that a Committee Member is not adequately fulfilling the responsibilities of the post to which he or she was elected, the Committee Member shall be deemed to have resigned from his or her post with effect from the time that the vote was cast and will be informed accordingly by the Secretary. No Committee Member shall be expelled without first having been given the opportunity to appear before the committee.

In the case of (d) and (e), where such a Committee Member is an Elected Officer, the Committee may immediately appoint an Interim Replacement to take on the duties of the resigned Officer until an election for the post has taken place. Where the Committee Member is a Co-Optee, the Committee may co-opt a replacement as and when it sees fit.

Where an election is required the Secretary shall invite the members to nominate and second alternative candidates and publish the nominations and their acceptances to the Members. If there is more than one candidate the Secretary shall give 21 days notice of an election and an election shall be held at the next regular meeting of the Society, after 21 days has elapsed. If no alternative candidates are forthcoming after 21 days the only nominated candidate shall take up the post..
The Minutes of Committee meetings shall be published promptly to the Members.
8. Annual General Meeting
The Annual General Meeting shall normally be held on the first Wednesday of March each year.
    b. Only members who have held a full subscription for 3 months may be entitled to speak and vote at the AGM
    c. Only members holding a current subscription shall be eligible to serve as Officers.
    d. The quorum for the meeting shall be 25% of the membership
    e. The agenda for the meeting shall be:
        i. Apologies for absence
        ii. Minutes of the previous AGM
        iii. Chairman’s Report
        iv. Secretary's Report
        v. Treasurer's report
        vi. Treasurer’s Proposal to adopt the recommended Subscription Fee for the next year.
        vii. Re-adoption of Standing Orders
        viii. Events Secretary’s Report
        ix. Election of the new committee
        x. Election of Auditors if required
        xi. The Society may appoint a President.
        xii. Other Business items may be accepted for discussion at the discretion of the Chair.
    d. Items (i) to (ix) inclusive shall be chaired by the outgoing chairman, and the remaining business by the newly elected chairman.
Nominations for election to the Committee must be proposed and seconded to the Secretary in writing and confirmed by the nominee not less than 21 days before the Annual General Meeting.
Where no nominations have been made for a position, nominations for election to the Committee may be proposed, seconded and accepted by the nominee and voted upon at the Annual General Meeting.
    h. Items to be raised by members under other business must be notified to the Secretary not less than 21 days before the AGM.
9. Extraordinary General Meeting
Extraordinary general meetings may be called by the committee or not less than 20% of members of the Society, the date of the meeting be the earliest convenient as decided by the committee. At least 28 days notice in writing must be given to the secretary, who in turn shall give members at least 14 days notice in writing of the agenda. No other business may be transacted at the EGM.
    b. The quorum for the EGM shall be 20% of the membership.
10. Amendments to the constitution
The constitution may only be amended at an Extraordinary General Meeting called for that purpose. The Secretary shall publish to all members the motion to be considered at the Extraordinary General Meeting, and circulate all associated documentation, 21 days before the meeting is to take place.
11. Winding up of the Society
    a. The decision to wind up the society may only be taken at an Extraordinary General Meeting.
The funds of the Society shall, after the sale of all assets and the payment of all outstanding debts, be disposed of as directed by members at the final Extraordinary General Meeting.