HULL & DISTRICT

AMATEUR RADIO SOCIETY

Affiliated to the Radio Society of Great Britain (RSGB)

G3AMW     G8GBY     M0KUH

 

Amateur Radio, Voice of the World

Hull And District Amateur Radio Society Constitution

August 2018

  1. Name

The Society will be known as the Hull And District Amateur Radio Society.

 

  1. Aims

The aims of the Society will be to further the interests of its members in all aspects of amateur radio, and all associated activities.

 

  1. Membership

Membership will be open, subject to the discretion of the Committee, to all persons interested in the aims of the Society.

  • Full Members. Full Members must be 16 years of age or over, or must hold the permission of any competent authority, to install, and operate an amateur radio station, or be in training to obtain said permission.
  • Student Members. Student Members must be in Full or Part Time formal education. Student membership fees will be one quarter of the annual membership fee at the current rate.
  • 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. Such membership will carry the rights of Full membership, but will be free from subscription.
  • Family Membership. Family Membership allows persons living at the same address as a Full Member to be charged a reduced fee, and it can include:-

A spouse, partner, family member, or relative of a Full Member, to pay a reduced fee, which will be one half of the annual membership fee at the current rate. Members under 16 years of age will be free from subscription, but must be accompanied by a parent or guardian, who will be responsible for their conduct whilst on the Society’s premises.

 

All members must abide by the constitution of the Society.

 

Members of the Society must not pass on information regarding the Society’s affairs to trade or business organisations without the prior approval of the committee.

 

The committee will have power to expel any member whose conduct, in the opinion of at least three quarters of the committee members, renders that person unfit to be a member of the Society. No member will expelled without first having been given an opportunity to appear before the committee.

 

  1. Subscriptions
  • The annual subscriptions for membership will be set by the committee.
  • All subscriptions will be due and payable at the beginning of the financial year. A member who has made no payment, or is not up to date under paragraph (e), will have voting rights subject to the discretion of the committee. Members in arrears will have no voting rights
  • The financial year will run 1st February to 31st
  • A member will be deemed to have resigned from the Society if, subject to the discretion of the committee, the subscription has not been paid within 6 months from the beginning of the financial year.
  • Members may pay their subscriptions in instalments, but must be fully paid up by 1st
  • Subscriptions are not refundable.
  • The Committee shall have the power to waiveor reduce subscriptions in special circumstances for a period not exceeding 1 year at a time.

 

  1. Finance
  • All monies received by the Society will be promptly deposited In the Society’s bank account. Withdrawals require the signature of 2 nominated officers* of the Society.
  • Should any of the Society’s accounts only require one signatory, then that signatory must be the Society’s Treasurer.
  • The Treasurer may make known regular payments (e.g. Rent, Affiliation fees etc.).

(d)  When a new Treasurer is appointed by the Society’s members, that person will sign a document stating that   they are responsible for all deposits and withdrawals involving the Society’s accounts.

 

*Nominated Officers. This will be two of the persons listed on the account mandate form as authorised signatories.

 

  1. Membership of the Society’s Committee

 

The Society’s affairs will be administered by a committee elected at the Annual General Meeting (AGM). The committee in whom the Society’s property will be vested will consist of:-

       (a)   A Chairman who will preside at all meetings at which he is present.

       (b)   The term of office for the Chairman will be until such time as he resigns, stands down, retires, or is voted out

                of office.

       (c)    A Vice-Chairman who will act as Chairman, in the absence of the Chairman.

       (d)   A Secretary who will 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 role of members and honorary members

               (IV)    Maintaining a register of Society equipment

(V)     Manage the licences used by the Society by keeping a record of who applies for and holds those                          licences.

      (e)    A Treasurer who is 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.

      (f)     At least two ordinary Committee members.

   

The person nominated as Chairman must hold a Full Licence.

 

  1. Committee Standing Orders
  • The quorum for the Committee will be more than half. 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 at the request of more than half of the Committee.

 

  1. Annual General Meeting (AGM)
  • The AGM will normally be held within the first 14 days of February each year. At least 14 days notice will be given to all members in writing.
  • Points to be raised under Any Other Business (AOB) must be notified to the Secretary, in writing, before the AGM.
  • The quorum for the meeting will be one third of the membership, with a minimum of 2 Committee members.
  • The Agenda for the meeting will be:-

       (I)        Apologies for absence

       (II)       Minutes of the previous AGM

       (III)      Chairman’s Report

       (IV)     Secretary’s Report

       (V)      Treasurer’s  Report

       (VI)     Election of new Committee

       (VII)    Election of auditors (If required)

       (VIII)  Membership Fees for the coming year

       (IX)     Any Other Business (AOB)

Items (I) to (V) will be chaired by the outgoIng Chairman. The election of the Chairman will be held by an Acting Chairman, who is not standing for the post of Chairman, and the remaining business by the newly elected Chairman. Nominations for Committee Members will only be valid if confirmed by the nominee at the meeting, or previously in writing. Only persons who were paid up members of the Society at least 28 days before the AGM will be entitled to vote at the AGM.

  1. Extraordinary General Meeting (EGM)
  • EGM‘s may be called by the Committee, or by one third of the members of the Society. The date of the meeting being the earliest convenient, as decided by the Committee. At least 7 day’s notice, in writing, must be given to the Secretary, who, in turn will advise all members in advance, of the agenda. No other business may be transacted at the EGM.
  • The quorum for the EGM will be one third of the membership, with a minimum of 2 committee members.
  1. Amendments to the Constitution

The Constitution may be amended only at an EGM called for that purpose.

  1. Winding up of the Society

(a)  The decision to wind up the Society may be taken only at an EGM called for that purpose.

(b)  The funds of the Society will, after the sale of all assets, and the payment of all outstanding debts, be given to a

       charitable  institute. The charities will be decided at the EGM.

 

  1. Donations of items to the Society

(a)  Ownership of items will pass to HADARS when the items are handed over.

(b)  A receipt for the items will be provided to the donor.