Constitution 2017

Download full Constitution document here.

General

1. The club shall be called Tyldesley Model Flying Club (T.M.F.C.).
2. The clubs principal aim shall be to promote the safe and responsible use of radio controlled fixed-wing model aircraft. Other types of model aircraft may be flown but are subject to additional restrictions.
3. All members, without exception, must obey all club rules. Failure to do so may result in disciplinary action by the Committee. (Appendix B).
4. All flying members or any other club member holding an organisational role within the club, must be affiliated to the British Model Flying Association, and must be able to provide evidence of such on request. Where there is a joint meeting between T.M.F.C. and another club, each participating club must be able to provide evidence of adequate insurance cover well in advance of the event. T.M.F.C. members may invite guest fliers to the site on arrangement with the Executive committee but they must be BMFA insured and the club member will assume total responsibility for the actions and safety of the guest. Guests must fly under the supervision of Instructors if their ability requires it, and such arrangements must be made in advance of the visit. A person may visit as a guest flier up to 3 Weekends in a calendar year, before they are expected to join or with committee approval become a 'regular guest' for further weekend visits during that calendar year and paying the weekly flying fee of £10.00 per weekly visit thereafter.
5. A "Member" means any class of membership.
6. A member may be made a life member for extensive services to the club of any nature, wherein the members benefit from having such advice, services and presence of the life member. Life members can only be created by a majority ballot of all club members.
7. The Committee has the right to refuse membership to applicants.
8. New member's applications should be presented in person to an executive officer and be accompanied by payment of all applicable fees in full. Having done so, and with the acceptance of at least one executive officer, the candidate may use the club facilities while their applications undergo vetting. Pending applications will only be considered when all required checks are completed satisfactorily and then only at the next possible monthly committee meeting. Rejection of that application will result in revocation of TMFC member status and the refund of monies paid by means of a club cheque.
9. 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 annulled by Executive Committee if their conduct on the field or elsewhere is considered to be prejudicial to the club; is contrary to the aims of the club or is disruptive in a manner designed to interrupt the proper and harmonious conduct of the club and its business. Annulment in this case may occur without observing the normal disciplinary measures indicated in Appendix B.
10. New members' subscriptions shall be subject to status, plus the joining fee as decided at the Annual General Meeting. All applicants for senior club membership are eligible for payment of a full joining fee. No joining fee will be charged for junior members with a parent or other close family member already within the club.
11. Members who have allowed their subscriptions to lapse will not normally be asked to apply for membership or pay the joining fee (rule 12), but will be required to pay a full 12 months subscription. Reduced subscriptions will apply from September when they will be halved and subscriptions paid in December will run until the end of the following year. The Committee reserves the right to ask for a formal application if it so wishes.
12. Persons letting their membership lapse for 1 year or more will normally be required to pay the joining fee on their return to the club. This rule is upheld at the discretion of the committee.
13. All field safety rules and regulations will be reviewed annually at the AGM, and will be considered binding for 12 months, excepting where urgent action is required. This action must then be ratified by the Committee at the next meeting or emergency meeting. These field safety rules are considered as a supplementary code to those laid out by the British Model Flying Association in their Members' Handbook; compliance with which is mandatory within T.M.F.C. to ensure that our extended insurance cover is not jeopardised.
14. Any complaint concerning any club member will require a written submission to be made to the Secretary or Chairman of the club and will require the signatures of four members for it to be considered as valid. The issue of the complaint must then be agendered for the next closed committee meeting for discussion and action. Any club member may approach an Executive Committee member to forward a question, issue or verbal complaint, on their behalf at the club Committee meeting.
15. The Committee may invoke disciplinary proceedings against members whose conduct on the field or elsewhere is considered by them to be prejudicial to the club; is contrary to the aims of the club or is disruptive in a manner designed to interrupt the proper and harmonious conduct of the club and its business. The clubs disciplinary procedure is detailed in Appendix B of this document.
16. Any alteration to this constitution can only be made at a General Meeting called for the purpose, 28 days notice being given in writing to all paid up members. Any proposed alterations must be submitted to the Secretary in writing at least 14 days prior to the meeting. The Secretary will then collate the proposals and circulate to all club members.

Flying

17. The Committee, Officers and Instructors, will be responsible for the running of the flying field at all times. A sufficient number of club instructors shall also be tested to BMFA Examiner status to meet the clubs requirements. The clubs BMFA Examiners will manage the Wings training schemes, monitor individuals progress through the schemes and uphold the standards and methods of instruction delivered to novice pilots on behalf of the club.
18. Appointment to the position of Instructor will be made by resolution of the club Committee with reference to the existing club Instructors. In the event that no active club Instructors exist, new Instructors will be appointed from suitable individuals from within the club membership. The list of appointed Instructors will be reviewed by the club at the Annual General Meeting. Members qualified under the wings training scheme may instruct other family members providing the party giving instruction is qualified on the class of model being used. In this occurrence the trainee must also be periodically taught by a club Instructor as normal, with club instructors signing off their progress through the scheme. Club Wings examinations are done by two of the clubs Instructors, one of whom should hold a BMFA "B" certificate. BMFA examinations are done by one or two club BMFA Examiners as appropriate.
19. All new fixed wing flying members without BMFA A certificates will be enrolled upon the TMFC Wings Training Scheme and are expected to adhere to its syllabus. At what stage they join the scheme will depend on their flying ability and an assessment will be made by the instructors accordingly. Failure to comply with the collective instructors wishes will result in the termination of instruction. The BMFA Fixed Wing A certificate qualification must be achieved before a pilot may fly on indirect supervision. When/if the clubs instructors are in majority agreement, and the pilots flying is consistently safe, then the pilot will be allowed to fly unsupervised i.e. with no instructors present. New members joining with a Fixed Wing A certificate or attaining them elsewhere during training will be likewise assessed by the instructors .
20. All unsupervised flying requires prior endorsement by the clubs instructors. Once cleared by the instructors to do so, pilots holding the BMFA Fixed Wing A Certificate may fly all fixed winged models. Pilots holding only other classes of BMFA A Certificate qualification will be restricted to flying the type of aircraft to which the qualification appertains. Occasionally pilots may be permitted to fly certain types of easy flying aircraft indirectly supervised without holding a BMFA A certificate, but this will only be at the discretion of the Instructors present on the day and should be considered as a privilege. This condition includes MultiRotor aircraft flown only in GPS or Atti(GPS assisted) modes.
21. Pilots holding the archived TMFC Class 2 Wings are exempt from needing the A certificates unless their standard of flying drops below that nationally approved standard. All Helicopter pilots must hold the BMFA Helicopter A Certificate before flying unsupervised.
22. Pilots of any gas turbine powered models or models weighing over 7kg without fuel, must have the appropriate BMFA B certification or be actively in pursuit of this qualification having made the necessary approaches to the clubs BMFA Examiners for completion of the test. Pilots flying Multi Rotor aircraft in full manual mode should be actively in pursuit of the BMFA Multi Rotor A certificate and have made approaches to the clubs instructors for completion of the test.
23. The club does not undertake to provide instruction on a mid-week flying day, however trainee pilots may make a private arrangement with an instructor to cover their flight training in this scenario. Trainee pilots are strongly encouraged to ensure that a willing instructor will be available at the flying field for any given flying session. This should be done before they travel to avoid disappointment. Contact details for the clubs instructors will be provided by the club Secretary and posted on the club notice board.
24. It is the responsibility of all pilots to reach and maintain their standard of flying at the nationally required level for safe solo flight (the relevant BMFA ‘A’ certificate). Any pilot whose flying standards drop below this standard will be required to fly with instructor supervision until the desired standards of flying are met. If considered necessary a re-test will be enforced.

Committee

25. The Committee of the club shall be elected at the Annual General Meeting and shall comprise of not less than seven and not more than eleven members, including Executive Committee. This number should be proportionate to the number of club members. A quorum of any Committee meeting shall consist of five or more Committee Members, with at least two of these being Executive Committee Members. After the election of Executive Officers, the remaining members of the Committee will be elected by a show of hands from eligible members present who can fulfil the required commitments. One senior club member should be appointed annually as the clubs' BMFA Delegate, and as such should represent the clubs interest at relevant meetings.
26. The Executive Committee shall consist of five officers. These shall be Chairman, Vice Chairman, Secretary, Treasurer and Public Relations Officer. Occasionally the club may choose to elect a President (Refer to rule 27). In this case the Executive Committee shall consist of six officers. Roles and responsibilities of the Executive Committee can be found in Appendix C.
27. One club member may be elected to the position of "Honorary President" to serve a term of five years (excepting in the case of written resignation). Honorary Presidents can only be created by a majority ballot of all club members, and will adopt Executive Status with full voting rights.
28. The Executive Officers shall be elected at the Annual General Meeting from written nominations submitted by club members not later than 14 days before the Annual General Meeting. Executive Officers so elected will serve for an initial period of two years, excepting in the case of resignation in which case the Committee may co-opt a replacement who will then serve until the following Annual General Meeting.
29. Executive Officers having served an initial two year period must then stand for re-election on an annual basis.
30. 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
31. The Executive Committee collectively reserve the right to carry out negotiations and make decisions in the interest of the club or on behalf of the membership where necessary without consulting the Committee. A majority decision being required to implement an action.
32. The Treasurer will ensure that each Executive submits a sample of his signature for banking reference purposes and that when required the list of signatories is properly updated in a timely manner.
33. Money may only be withdrawn from banked funds by cheque signed by not less than two Executive Officers. The clubs Treasurer may elect to keep a small sum of cash in hand to permit incidental expenditure in keeping with the generalised day to day running of the club but should endeavour to ensure that un-banked cash rarely exceeds a nominal sum of around three times the established adult membership fee. From time to time the club may undertake 'Projects' or purveyance of capital items out with the normal running of the club and in such instances the full Committee will agree a fixed budget and an appointed person to assume control of it. This will include capital expenditure to support firework displays in which the club is occasionally involved. The Committee will also agree a maximum sum that can be committed from such a budget without prior referral to Executive Committee. At all times monitoring of any budget assigned in this manner is under the additional control of the club Treasurer.
34. 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. The club Secretary or his specifically appointed deputy is responsible for any liaison with the existing land owner covering club use of the site. Where an approach is made by the landowner to a different club member they should inform the Secretary of the liaison and any incidental or remedial actions taken before the next club meeting.
35. The Secretary may receive an annual Honorarium to cover out of pocket expenses not covered under the normal conditions of withdrawal from club funds. The amount of which will be decided by the Committee at the Annual General Meeting. He may also present a quarterly claim towards stationary and telephone costs for consideration by the Committee at a club meeting.
36. In the event of vacancies arising on the Committee between elections, paid up members may be co-opted to serve on the Committee by a majority vote from the Committee Members.
37. No member of the Committee or Officer of the club may be a Committee Member or Officer of another model flying club.
38. Any Committee Member or Officer wishing to resign should do so in writing.
39. Any member of the Committee who is absent from three consecutive Committee meetings without forwarding apologies through the Secretary, will forfeit his seat on the Committee and not be eligible for re-election within the current term.
40. The Committee may pay accounts and incur any normal liabilities on behalf of the club. If a Committee Member engages or becomes involved in court proceedings, whether criminal or civil in his representative capacity on behalf of the club, as opposed to his capacity as a private individual notwithstanding that he is taking part in club activities but in circumstances where it would be unreasonable for the club as a whole to ratify his actions then in the former instance i.e. in his representative capacity the club will indemnify the Committee Member in respect of any fines or damages or costs awarded against the Committee Member. 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 forthwith upon receipt by the Committee Member that Committee Member will pay them to the club Treasurer.

Meetings

41. Voting will normally be by a show of hands, however a secret ballot must be taken should any member request that this be done. Proxy votes will not be allowed.
42. All proposals must be seconded and voted upon. The majority votes to be accepted.
43. Amendments to proposals must be voted upon first.
44. Non Committee Members may attend meetings, but they do not have the right to vote.
45. Non club members may attend Committee meetings as invited guests of a club Member but they do not have the right to vote.
46. Any non club or non committee members may be asked to leave the meeting room during the course of the meeting, should the committee deem it necessary.
47. The Committee, through the Chairman has the power to ask a person to leave the meeting in the event of that person disrupting the meeting.
48. Patrons of the club have no voting rights but are free to attend all club meetings.

Special Meetings

49. A convenient date for the Annual General Meeting will be decided each year by the Committee. The Secretary shall convene the Annual General Meeting, 28 days notice* being given in writing to all paid up members. A quorum for the Annual General Meeting shall be one quarter of the current club membership. (Refer to rule 16). *The official method of Club Notification is by hard copy notice posted by the Secretary on his notice board at the flying field and electronically by E-mail.
50. Annual subscriptions will be decided at the Annual General Meeting.
51. 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, plus full BMFA membership fees will not be allowed to fly until they have done so. All successive membership renewals must be completed before March 1st in any membership year to prevent lapsed members from being placed onto any membership waiting list.
52. Two Auditors shall be elected annually by the Committee from senior members of the club to examine the Treasurers prepared accounts before the Annual General Meeting and verify that the balance sheet is correct and fairly represents the expenditure and receipts of the club, its assets and its liabilities. The Auditors will deliver a report of their findings and recommendations to the club at the AGM following the Treasurers report.
53. The Secretary will convene an Executive Committee Meeting on request from any member of the Executive Committee, stating the business to be discussed.
54. 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 14 days notice has been given to all members in writing stating the business to be discussed.
55. The Secretary shall convene an Extraordinary General Meeting of the club on receipt of a request in writing signed by not less than seven members of the club, stating the business to be before the meeting, of which due notice will be given to all members.
56. A meeting so convened shall be within 35 days following the resolution or request received by the Secretary and the quorum for such a meeting shall be one quarter of the current club membership.
57. When such a request for a meeting being made and not complied with within 35 days, the requisitionists may themselves convene an Extraordinary General Meeting of the club by giving seven days notice in writing to all members, duly setting out the purpose for which the meeting was called. Any resolutions passed at such a meeting shall have the same force and effect as if they were passed at a meeting convened by the Committee.
58. Should it be considered necessary or desirable to wind up the club, the Committee will call an Extraordinary General Meeting. Should a quorum fail to appear, the meeting will be adjourned, and a further E.G.M. must be called. The second meeting will proceed even if a quorum is not present and the motion will then be carried by a simple majority. All notifications except that of the AGM and other relevant information will be posted on the club notice board, Club website and made available at club meetings. It is the responsibility of each club member to view the notice board and website. Mail shots to members will be made the discretion of the Secretary. On winding up 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 in equal shares to the Patrons' own charities. If the final accounts are less than required to refund the subscriptions to the members, the total money remaining will be donated to charity. All members will receive a final statement of accounts. NOTE: (For reference to charities and donations to same, refer to the clubs' charity guidelines).
59. All official Club Notifications and other relevant information will be issued by hard copy notice posted by the Secretary on his notice board at the flying field and electronically by E-mail. It is the responsibility of each club member to view the notice board and ensure their E-mail contact details are kept up to date with the Secretary.
60. Travel Expenses incurred whilst conducting club business will not normally be reimbursed unless incurred under exceptional circumstances and also with the committee's approval in advance. This to be obtained by submitting the request at one of the regular monthly club meetings.

Charity Guidelines

The aim of these notes is to provide guidance to the committee of the club when considering making donations to charity. They are to be used as a guide, and the committee must reserve the right to disregard the figures quoted or the policy behind them. The clubs charity guidelines are as follows :-

The club should, wherever possible, support local charity events when asked. i.e. school summer fairs, Firework Displays, etc. whenever it is practicable to provide a "relevant" display of what we do. Whether or not money changes hands largely depends on the circumstances around which the event is based. These conditions should be finalised well before the day of such an event.

Only money raised at these events should be made available to donate to "worthy causes" if required. NO money will be diverted from members subscriptions or purchases etc.

In the event of the club being approached to donate money to a local "worthy cause", the committee will confer in order that they may deliver a recommendation. The maximum sum available in this case will be £75.

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 will confer in order that they may deliver a recommendation. The maximum sum available for sponsorship in this case will be £25.

The club reserves the right to periodically donate funds to charities associated with its patrons, whether past or present.

The current nominated Patrons Charities are :-

1. The Royal Airforce Association
2. Leonard Cheshire homes / Sue Ryder Foundation.
3. Christ's Hospital, London

FIELD / SAFETY RULES

1. All fliers must observe field discipline and comply with all relevant B.M.F.A. safety codes as contained within the member's handbook along with Civil Aviation publication (CAP) 658, and the Air Navigation Order.
2. All flying is to be done in the designated areas only (refer to sketch in caravan). Overflying of the Site of Special Scientific Interest (S.S.S.I.) should be avoided at all times. Low or noisy flight over the Horse Training Arena and Outbuildings is to be avoided at all times, a common sense approach and reasonable behaviour is expected in this respect. Gliders and Electric Assisted Gliders seeking or tracking thermal lift need not observe the dead airspace rules but low flight over the pit area or car park is not allowed..
3. All vehicles must be parked in the designated area but should not be driven onto the field when there is a chance of causing rutting of the entry and exit points or car park area. An area of hard standing is provided as an alternative car park. Under NO circumstances should cars be driven on the runways.
4. All fliers must observe the established flight line and stand in the pilots area whilst flying. Any variations to suit daily conditions may be made by the clubs Instructors present. Occasionally it may be necessary to use an alternative flight line to suit a certain model type, to cater for circumstances beyond our control (Gun Club etc.) or to allow for sun, wind, eventualities or emergencies. Good communications between all pilots is key but DO NOT use both flight lines for normal circuit flying simultaneously. Any spectators must remain behind the safety fencing whilst flying is in progress unless cleared to do otherwise.
5. The road approaching Kay House Farm should be treated as a private thoroughfare, and members will give-away at all times to vehicles, pedestrians and horses.
6. Any accident involving a third party must be reported to the clubs B.M.F.A. Delegate as soon as possible, who will then inform the Executive Committee.
7. Unqualified pilots must not fly without the supervision of an Instructor. If no Instructors are present at the site, any member holding a BMFA 'B' Certificate may act as supervisor until a club Instructor arrives.
8. Appropriate use should be made of all available pit area, and under NO circumstances should engines be set up in the immediate vicinity of the pilots who are flying at that time.
9. Models having their engines "Run In" on the ground must not be left unattended whilst the engine is running.
10. On matters of field safety needing an immediate decision, the responsibility lies with the Instructors, a member of the Executive Committee or two committee members, in that order.
11. Dogs should not be allowed to run around the pit area or runways. Owners must ensure that they clean up after their pets.
12. Children must be closely supervised at all times and must not be allowed to run around the pit area or runways.
13. All persons under the age of 14 shall be accompanied by a responsible adult at all times.
14. No person under the age of 14 shall start an engine or carry a model with the motor running unless they are under the supervision of a responsible adult.
15. No person under the age of 14 shall fly a model aircraft without the supervision of a responsible adult.
16. Children or vulnerable adults must not be left at the flying site without responsible adult supervision. For full details refer to appendix A of the club constitution.
17. Due consideration will be given at all times to trainee or novice pilots in the circuit.
18. In the event that the pleasure or concentration of a pilot is affected by the flying style of another, precedence will be given to the pilot who was airborne first.
19. Any person wishing to enter or cross the active runway area must seek clearance and gain confirmation from all pilots flying at the time before doing so.
20. No person shall attempt to retrieve a model from any farmland adjacent to the flying site without prior consultation with the appointed safety officers for the day, to ensure that the situation is properly assessed and minimal disruption caused. If it is considered by the safety officers that the landowner's permission should be sought before retrieving the model, it will be the owner of the model and one of the safety officers who must approach them for permission. Failure to comply will result in dismissal from the membership. In light of problems associated with the recovery of lost models, all models should carry the address and telephone number of the owner. It is also the committee's strong recommendation that models carry some form of lost model indication device.
21. 35Mhz transmitters should not be taken away from the flightline when retrieving aircraft from a distance, unless to do so would aid retrieval of the model. In this instance the matter should be brought to the attention of the safety officers to prevent overflying of the transmitter, and the aerial must be kept retracted at all times.
22. Where practical, models should face outward from the pit area and should be adequately restrained. Turbine and "Pusher" powered aircraft should face inward. Turbines must be sited away from the paved spectator area, and be operated in accordance with the JMA and BMFA Guidelines for their safe operation. Operators of Gas Turbine engines are expected to provide their own approved Fire Extinguisher. If club owned Fire Extinguishers are used, they must be replaced or refilled by the person who required them within a period of 14 days.
23. In the interest of safety a helper's assistance should be sought when running up engines and taking models to the runway for take-off. All helpers must be covered by B.M.F.A. Insurance. The use of an assistant for pilots with IC Helicopters and Turbines is strongly advised for starting and carrying the model to the flight line.
24. All new or repaired models should be "checked out" by an Instructor or their appointed deputy before being allowed to fly. All models are subject to random safety spot checks which will be carried out by an Instructor. If in his opinion a model is unsafe to fly or does not conform to club rules, it will be grounded until rectified.
25. No more than four aircraft may be flown in the circuit at any one time, although simultaneous Helicopter or MultiRotor hovering and flight of smaller 'toy like' models may be conducted in the designated areas* if space and safety permit. MultiRotors, autogyros and Fixed Wing may share the same airspace but only with the agreement of all pilots flying at the time. Any 3D or close-in flight near the pilots box should be avoided if other pilots are present, unless the 3D pilot was airborne first; it was his intention to fly like this when he took off and the other pilots were made aware of that fact when they asked for flight clearance. Helicopter and Fixed wing flight should be segregated. * The designated areas are the scrapyard end of the main runway if the crosswind strip is being used, or the North end of the Crosswind Runway if the main strip is being used. Good communication should be maintained between pilots.
26. Persons operating their transmitter without complying with the frequency control system in use, who are involved in an incident where interference is caused to a flying model, may be suspended from flying for one calendar month. In this occurrence the committee will consider all the facts and legislate as they see fit.
27. Members must ensure that they make an adequate attempt to minimise the noise emitted by their model. Where practical "Add On" silencers and "Quiet" props should be fitted unless the model reads below 82 decibels at 7 metres without them.
28. All 35Mhz transmitters must bear the correct identification pennant for the frequency on which they are operating, and when not in use must have their aerials retracted with the frequency cleared. 2.4 GHz equipment is exempt from this requirement at TMFC.
29. All operational fail-safe's in use on powered models operated from our TMFC club site must set the throttle to tick-over, not hold, (stopped in the case of electric power) regardless of the other control operations governed by the failsafe. Pilots should be able to demonstrate that the failsafe is correctly setup if required. Particular care should be taken when modifying 2.4Ghz setups after the initial binding process.
30. The 35Mhz frequency allocation system in use at TMFC requires the member to remove the clubs plastic frequency marker from the peg-board and replace this with his own indicator which clearly bears his name to facilitate easy identification of the user of the frequency. The member will then retain the clubs marker whilst the frequency is in use, and display it in a prominent position within his pit area. On completion of his flight the user will replace the clubs marker onto the board and remove his own indicator from it.
31. The clubs Electric Flight pack charging station should be used at all times in accordance with the locally posted notices appertaining to its use. LiPo sacks should be used where possible for charging LiPo cells especially where no cell balancer is being utilised. Novices with little or no experience of using the system should seek the assistance of more experienced club members before hooking in.

Appendix A

TMFC POLICY ON THE PROTECTION OF CHILDREN AND VULNERABLE ADULTS.

All members, parents, guardians and carers are to comply with BMFA and club policies and guidelines for the promotion of the welfare and care of children and vulnerable adults.

A junior member is defined as being under 18 years of age.

A vulnerable adult is defined as a person of 18 years of age or over but through mental or physical attributes requires a higher level of supervision than would be normally necessary for an adult member.

A responsible adult is defined as a senior member or parent/guardian who has the clearance, experience, knowledge and training commensurate with the type and degree of supervision required. Junior members must be supervised at all times by a responsible adult. The level of supervision is to be commensurate with the junior member's age, maturity, capabilities and levels of experience. Junior members under the age of 14 years are subject to specific safety restrictions detailed in the clubs field safety rules.

No child or vulnerable adult shall undertake any activity which might place him or her at risk. In any event prior consultation with their parent, guardian or carer must take place if there is any doubt on the member's abilities to undertake a specific activity.

No senior member of the club is to be expected to assume responsibility for a child or a vulnerable adult. It is the parent or guardian's responsibility to supervise any child or vulnerable adult at all times, or to appoint a responsible adult to do so on their behalf. The club will not accept responsibility for appointing a responsible adult, nor will it make any recommendations about an individual's suitability for that appointment. It is the parent or guardian's sole responsibility to satisfy themselves of the suitability of the person they appoint and to notify the club of the appointment. Full details of how the parent or guardian may be contacted in an emergency must be provided if they are not present as the responsible adult.

Notwithstanding the requirements of the previous paragraph, should a member discover a child or vulnerable adult that is unsupervised then he/she must assume responsibility for that person's safety in the first instance. They should never assume this role as an individual and should immediately involve at least one other senior member of the club while the matter is being resolved. The situation should then be rectified as soon as possible by seeking out the parent, guardian, carer or nominated supervisor. Any instance of such an occurrence is to be reported to the club committee as soon as possible and a record made of the occurrence. The club will then contact the parent or guardian and inform them that should a similar situation arise again, the committee will consider terminating club membership for the child or vulnerable adult.

Whilst associating with children or vulnerable adults at the flying field, members should avoid placing themselves in a position that could be open to misinterpretation or question in accordance with BMFA policy. Remember, the policy is there to protect you as well as children and vulnerable adults. All members are required to respect the rights and dignity of children and vulnerable adults and to promote their welfare. Caring is largely a matter of common sense provided everyone is clear on what is expected of them and a few simple principles are adhered to. It is not a responsibility to be feared but is, nevertheless, essential if we are to ensure that we are to be a club that offers opportunities for all. The following statement shall be included with the club's membership application form to ensure that the parent or guardian of a child or vulnerable adult agrees to abide by club policy: Note to parents, guardians and carers:

Whilst this Club has a moral and statutory duty to take all reasonable steps to ensure the general welfare and protection of children and vulnerable adult members, in particular during the actual act of model aircraft flying and associated pre-flight and post-flight procedures, the Club will not undertake the all encompassing responsibilities of those acting in the role of guardians or carers. It is your responsibility to ensure the well being of your charge and should you wish to leave a child or a vulnerable adult at the flying site or any other club activity, it is your responsibility to appoint a responsible adult to supervise your charge at all times when they are at the flying site or engaged in any other activity organised by the club such as club meetings. This includes having knowledge of any particular medical requirements and providing or arranging transport to and from the flying site.

The club makes no recommendations of suitable persons to be appointed as a responsible adult. Should physical contact be required during model flying for instructional or any other purposes these will be explained to you and you will be required to record your agreement in writing defining the type and limits of contact.

Should the Club wish to use a photographic image of your child, the Club will follow the guidelines laid down by the NSPCC Child Protection in Sport Unit. No photograph will be used without the written consent of the parent or guardian. In addition this Club has specific rules and policies relating to children and vulnerable adults which are available from the club secretary.

You should note that the club does not provide toilet facilities at its flying site and it is your responsibility to make suitable arrangements. This membership form must be countersigned by the parent or guardian if the applicant is under 18 years of age or by the authorised carer of a vulnerable adult, thereby signifying acceptance of the conditions of membership."

Advice to members regarding good practice which can help to prevent child abuse

Do not spend excessive amounts of time alone with children.

Do not take children alone on car journeys.

Do not take children alone to your home.

Do not engage in horseplay or sexually provocative games.

Do not permit inappropriate touching.

Do not permit the use of inappropriate language or sexual comments.

Do not ignore any allegations that a child makes.

Do not do things of a personal nature that a children can do for themselves

Appendix B

TMFC DISCIPLINARY PROCEDURE

In implementing its Disciplinary Procedure, the Committee will strive to achieve the correct balance between exercising a sensible degree of tolerance towards members with a good track record who make the odd inadvertent mistake, and taking firm action against more serious misconduct or against members who flagrantly or persistently abuse Club Rules or fellow Club Members or disrupt the harmony within the Club.

When the Committee considers formal disciplinary action to be necessary, the following procedure will be followed:

A. The member will be given a verbal warning by an Executive Committee member in which the member is made aware of their misdemeanour and what he is reasonably required to do to make amends.

B. If the member does not respond, he will be given a written warning by the Club Secretary to advise him of his misdemeanour and what he is reasonably required to do to make amends.

C. If he still fails to respond, the Committee will invite him in writing to meet with them at a previously agreed date and time to discuss the situation, advising they are considering withdrawal of his membership. *

D. If he still fails to respond to reasoning or fails to attend without reasonable cause, the committee may advise him in writing that his membership has been withdrawn, stating the reasons why this decision has been reached.

E. Whilst having no claim to any subscription fee paid, such a member may request of the Committee that a Special General Meeting be convened to consider the reasons why their membership should not be terminated. Such a request should be made in writing within seven days of notice to terminate membership, and should contain an outline of the reasons to be presented at the meeting. The Committee reserve the right to reject such a request, or to impose a suspension instead of removal from the membership.

In the case of gross misconduct or under exceptional circumstances, elements "A" or "A" and "B" may be omitted. Although the list is not exhaustive, the following behaviours are liable to be regarded as gross misconduct – discrimination, harassment, bullying, abuse, physical or verbal violence, gross insubordination, theft or damage to the Club’s property or equipment or other conduct prejudicial to the best interests of the Club.

* For less serious offences i.e. those likely to result in verbal warnings or initial written warnings, but not those liable to proceed towards removal from the membership, the member may be asked to appear before the Executive Committee. In the event that any action taken by the Executive Committee should lead to an appeal, the appeal will be made to the full Club Committee rather than an EGM).

Appendix C

Executive Committee roles and responsibilities

President

The club President is the figurehead for the club and has responsibility for the general supervision of its operation and the provision of leadership and council where it is required across all club activities. The President will base this leadership on his experience and historical knowledge of the club and its past endeavours to guide the committee accordingly. The President may be called upon to offer assistance and resolve conflicts as they arise and it is the Presidents responsibility to present certificates and awards within the club environment and to create learning opportunities to enhance the quality of the club.

Chairman

The Chairman must ensure that the Committee functions properly and in accordance with the constitution of the club. He presides over meetings, keeping order and ensuring that there is full participation from attendees. He ensures that all relevant matters are discussed and that effective decisions are made and carried out. The Chairman may from time to time be called upon to represent the organisation and sometimes be its spokesperson.

Vice Chairman

The Vice Chairman will act as deputy and assistant for the Chairman in his absence but may assume delegated responsibilities from the Chairman should it be required.

Secretary

The Secretary supports the Chairman to ensure the smooth functioning of the Committee ensuring that any meetings, including AGM’s and EGM’s are effectively organised, agendered and minuted. The Secretary should maintain effective records and administer the club. He should keep contact and other relevant details of its members and effect communications with them and the other club stakeholders including the British Model Flying Association by utilising various means.

It is the Secretary’s responsibility to ensure that the club runs in accordance with its Constitution and guidelines and carries the responsibility for updating the same. In these capacities the Secretary acts as an information and reference point for the Chairman and other committee members, clarifying past practice and decisions and underpinning with the relevant documentation where possible.

Treasurer

The Treasurer undertakes a watchdog role over all aspects of the clubs financial management, working closely with other members of the committee to safeguard the clubs finances. The Treasurer typically acts as the information and reference point for the Committee clarifying the financial implications of proposals, outlining the current financial status, overseeing and presenting budgets and account information and ensuring that record keeping meets the requirements of the club.

In addition the Treasurer will ensure that everyone handling club monies keeps proper records and documentation and will prepare the accounts for auditing purposes ahead of the AGM liaising with the appointed auditors as required.

Public Relations Officer

The Public Relations Officer is responsible for the management of the reputation and public image of the flying club. The P.R.O. will utilise all forms of media and communications to publicise the club in the locality or nationally to generate interest in its activities or to represent the club at relevant events where the club might gain benefit from being represented. The P.R.O. will advise the committee on such events and their suitability to the club and where necessary liaise on the clubs behalf on matters of attendance. In addition the P.R.O. may be responsible for the management of the clubs internet website and its saleable goods, publicity brochures, handouts, posters or multimedia programmes, though these tasks may be delegated under the P.R.O.’s supervision. The P.R.O. may also be called upon to organise the clubs events calendar and any related social functions.