Our Constitution.

The framework that governs how Spitfires Model Aircraft Club operates, makes decisions, and supports its members.

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Document Title: Constitution – Spitfires Model Aircraft Club. Version: 1.0 Published: 05/08/2025

1) Introduction

The Constitution of The Spitfires Model Aircraft Club sets out the framework by which the club operates. It defines the roles, responsibilities, and governance processes that ensure the club is run fairly, transparently, and in the best interest of its members.

From membership terms and voting rights to disciplinary procedures and financial oversight, the Constitution provides the foundation for effective club management and long-term sustainability.

Please Note: All members are expected to read, understand, and abide by the rules set out in both the Club Constitution (shown below) and the Flying Site Rules, as they form the basis for safe conduct and responsible membership. By doing so, we uphold the integrity of our club, promote the safe enjoyment of our hobby, and preserve access to our site for future generations of modellers.

2) General

We are all guests of the farmer and fly on his land with his permission. Respecting this fact, the following matters should be observed at all times:

The club shall be called The Spitfires Model Aircraft Club and will be affiliated to the British Model Flying Association.
The club’s principal aim shall be to provide a safe environment for the enjoyment of the hobby of all aspects of radio control model flying.
Alterations to this constitution can only be made at an Annual General Meeting or at a General Meeting called for that purpose. Any Proposed alterations must be submitted to the secretary in writing at least 14 days prior to the meeting.

3) Members

A “member” means any class of membership.
New members will be required to serve an initial probationary period of 12 months. During this time they will not be eligible to serve on the Committee and may have their membership terminated at the discretion of the Committee for unsatisfactory conduct.(During this probationary period the member can be dismissed for misconduct without going through the disciplinary procedure.)
New members’ subscriptions shall be dependent on membership class, plus the joining fee as decided at the Annual General Meeting.
Subscriptions are due by 1st January each year. Any member, who has not paid the subscriptions for the ensuing year by this date, in whole or in part, will not be permitted to fly until they have done so. BMFA membership must be in place before flying.(A club cannot refuse a member’s renewal if received before any deadline specified in the constitution, to do so is classed as dismissal and the disciplinary procedure must be followed)
Members who have allowed their membership to lapse for less than 1 month will not normally be asked to re-apply for membership or pay the joining fee, but will be required to pay a full 12 months subscription. Reduced subscriptions for new members will apply from September when they will be halved. The Committee reserves the right to ask for a formal membership application if it so wishes.
Members who have not renewed their membership by 1st February will be deemed to have left the club and a renewal after this period will be treated as a new membership application. Including joining fee. Attempts will be made to contact any non payers.
All members must be members of the British Model Flying Association and must be able to provide evidence of such on request. The only exception to this is for those members who do no piloting in the club whatsoever; i.e. they are social members only.
A member may be made a life member for extensive services to the club. Life members can only be created by a majority ballot of club members at a general meeting.
All members, without exception, must comply with all club rules and operate lawfully at all times and must show proof of any required registrations on request. Failure to do so may result in disciplinary action by the Club which may lead to dismissal.
Members may invite an individual guest flier to the site on 3 occasions per year but they must be BMFA insured and the club member must assume total responsibility for the actions and safety of the guest. (Your club may accept other insurances but you are advised to ensure you are satisfied they provide you with the cover you require). Guests must fly under the supervision of instructors if their ability requires it, and such arrangements must be made in advance of the visit.

4) Rules, Discipline and Safety

Additions and amendments to field safety rules and regulations can only be made by proposals at a General Meeting.

All field safety rules and regulations will be reviewed annually, and will be considered binding for 12 months, excepting where urgent action is required. This action must then be ratified by the members at the next general meeting.

1. 1.1. Any complaint concerning any member must be made in writing and signed by the complainant(s). The written complaint must then be forwarded to the Secretary so that the matter can be addressed at the next Committee meeting.
2. 1.2. Where an allegation of misconduct is made against a member, the member may be suspended from all club activities while an investigation is carried out. (A suspension carried out in this matter is considered a neutral act and infers no blame or guilt and is purely to allow an investigation.)
3. 1.3. The Committee may impose a suspension from club activities including attendance at the club flying site, not exceeding 30 days upon any member in the event of misconduct. Any suspension must be accompanied by a verbal and/or written warning as deemed appropriate.
4. 1.4. 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:

1. 1. 1.4.A. The member is to be given a verbal warning by an authorised Committee Member in which the member is made aware of his/her misdemeanour and what he/she is reasonably required to do to make amends.
  2. 1.4.B. If the member does not respond, he/she is to be given a written warning by an authorised Committee Member to advise him/her of his/her misdemeanour and what he is reasonably required to do to make amends.
  3. 1.4.C. If he/she still fails to respond, the Committee should invite him/her in writing to meet with them at an agreed date and time to discuss the situation, advising they are considering withdrawal of his/her membership.
  4. 1.4.D. If he/she still fails to respond to reasoning or fails to attend without reasonable cause, the Committee can advise him in writing that his/her membership is withdrawn, stating the reasons why this decision was reached.
  5. 1.4.E. When the member is advised of withdrawal of his/her membership, he/she must be given the right of appeal. If he/she opts to appeal, this will be to the Club membership at an EGM which the Committee would call on his/her behalf at a previously agreed date and time. The motion to uphold the membership withdrawal or reverse it must be in accordance with the voting procedures set out in the Club Constitution.

In the event of gross misconduct, immediate dismissal without warnings may be considered but the member must still be accorded their rights to present his/her case to the Committee and be given a right of appeal in accordance with sub-paragraphs c, d and e above.
In the event of dismissal the Committee will arrange for the member’s current membership fee (excluding BMFA subscription) to be reimbursed in full.

5) Flying

The Committee, Officers and Instructors, will be responsible for the running of the flying field at all times. Appointment to the position of Instructor or Examiner can only be made by a Committee decision.
All flying members are encouraged to partake in the BMFA achievement scheme

6) Committee Structure & Appointments

The Committee of the Club shall comprise of a minimum of 5.
The Officers of the committee shall be, Chairman, Vice Chairman, Secretary, Treasurer, Membership Secretary and Safety Officer.
One club member should be appointed annually as the clubs’ BMFA Delegate who should represent the club at all relevant meetings.
Committee officers and members shall be elected at the Annual General Meeting to serve for a period of one year. The Committee will be elected by majority vote from members present. All fully paid up members and life members are eligible to vote.
Should a committee position become vacant, the Committee may, by a majority vote, co-opt a replacement who will then serve until the following Annual General Meeting.

7) Committee Organisation & Powers

Members elected to office will have full voting rights at all meetings. In the event of a tie the Chairman will have a casting vote in addition to his initial standing vote.
The Committee are authorised to carry out negotiations and make decisions in the interest of the club or on behalf of the membership where necessary without consulting the members. Approval from the membership at an ordinary meeting must be sought for expenditure greater than £500
Each Committee officer is required to submit a sample of his signature for banking reference purposes.
Money may only be withdrawn from the club funds by cheque signed by not less than two Committee Officers.
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 must be submitted to him for record purposes.
Any Committee Member or Officer wishing to resign must do so in writing.
Any member of the Committee who is absent from five consecutive Committee meetings without reasonable cause will automatically forfeit his seat on the Committee.
The Committee may pay accounts and incur any normal liabilities on behalf of the club.

8) Voting & Conduct of Committee Meetings

All committee meetings may be minuted. Minutes of committee meetings will be made available to members on request to the secretary.
A quorum of any Committee meeting shall consist of a majority of Committee Members.
All proposals must be seconded and voted upon. A majority vote of those present is required to carry any proposal.
Voting will normally be by a show of hands; however, a secret ballot must be taken should any committee member request that this be done. Proxy and postal votes will not be permitted.
An audio recording of committee meetings may be taken by the secretary only,
Non committee members may attend committee meetings as observers by applying to the Secretary at least 14 days before the meeting. Any non-Committee Member may be asked to leave the meeting subject to approval from the Committee.

9) Voting & Conduct of General Meetings

A quorum of any general meeting must consist of at least one quarter of the membership. All proposals must be seconded and voted upon.
A majority vote of those present is required to carry any proposal, including proposals to alter the Constitution.
Voting will normally be by a show of hands; however, a secret ballot must be taken if requested by any member. Proxy and postal votes are not permitted.
Amendments to proposals must be voted upon first.
An audio recording of general meetings may be taken by the Secretary only and circulated to the membership.
Non-club members may attend club meetings as observers. Any non-club member may be asked to leave the meeting, subject to approval from the Committee.
The Committee, through the Chairman, has the authority to ask any person to leave a meeting if they are disrupting proceedings.
Patrons of the club have no voting rights but are free to attend all club meetings.

10) Annual General Meeting

The Annual General Meeting will be held each year on the 1st Tuesday of November. All general meetings will be held on the 1st Tuesday of the month September to April inclusive.
Annual subscriptions and the joining fee will be decided at the Annual General Meeting.
A copy of the accounts will be sent to membership after the Annual General Meeting to verify that the balance sheet is correct and fairly represents the expenditure and receipts of the club, its assets and its liabilities.

11) Extraordinary General Meetings

The Secretary will convene an Extraordinary Committee Meeting within 14 days on request from any officer of the Committee, stating the business to be discussed.
The Secretary shall convene an Extraordinary General Meeting of the club by a resolution of the Committee stating the business to be brought before the meeting, of which 28 days notice has been given to all members in writing stating the business to be discussed.
The Secretary shall convene an Extraordinary General Meeting of the club on receipt of a request in writing signed by not less than 15 members of the club.

12) Insurance & Indemnity

The club will hold both Civil and Employers Liability Insurance, provided through affiliation to the BMFA.
The club will indemnify all committee officers and committee members if they incur any liability on behalf of the club.
In the event of a Committee Member being awarded damages or costs in the course of proceedings taken by him in his representative capacity, such damages or costs will belong to the Club and not the Committee Member personally and upon receipt that Committee Member will pay them to the Club Treasurer.
When there is a joint meeting between The Spitfires Model Aircraft Club and another club, the participating club must be able to provide evidence of adequate insurance cover well in advance of the event.

13) Dissolution Of The Club

Should it be considered necessary or desirable to dissolve the Club, the Committee will call an Extraordinary General Meeting. Should a quorum fail to appear, the meeting will be adjourned and a further EGM must be called within 14 days. The second meeting will proceed even if a quorum is not present and the motion will then be carried by a simple majority vote.
On dissolution and after the sale of assets, settlement of all outstanding debts and the refund of subscriptions for the remaining part of the year to the paid-up members; the funds remaining will be distributed to charity at the discretion of the committee at the time. (See the Clubs’ Charity Guidelines – BMFA Website).