Glenluce and Galloway Flyers
Updated November 2012)
1) Aims and Objectives of the club
The club will be known as “Glenluce & Galloway Flyers.”
The club is founded and formally constituted on 29th of October 2005
by Richard Copeland, Douglas Gray and Alastair Young.
The club’s aim is to promote the safe and responsible operation of radio
controlled model aircraft and helicopters within a friendly club setting,
locally.
The club will endeavour to promote and encourage interest and parti-
cipation in the sport of model flying locally.
The club is affiliated to the BMFA (British Model Flying Association) and
will be run in harmony with their guidelines and constitution as far as
possible.
The club will endeavour to help new members learn about the respons-
ible and safe operation of radio controlled models through offering help
and basic training that is in-line with the BMFA safety and achievement
scheme.
It will be an aim of the club to work towards all members attaining a
minimum BMFA ‘A’ certificate in the discipline being flown. Support will
be given to all members to try to achieve this.
The fostering of a spirit of shared fun and enjoyment for everyone in
the community in all aspects of the sport of radio controlled model fly-
ing, conducted within a safe and friendly environment, should be the
club’s primary objective.
2) Insurance and Frequency Control Procedure
All club members are required to take out and maintain suitable third
party insurance to cover against any claim that may be made against
them in relation to model flying activities. (All flying members are re-
quired to hold current B.M.F.A. insurance.)
All members must abide by the club’s frequency control procedures at
all times as a matter of priority.
Any member, who causes loss or damage to another member or visiting
guest’s model by switching on a transmitter on the same frequency as
one being used legitimately in accordance with the club’s frequency
control arrangements, will have to repair, restore or replace the dam-
aged model. This repair, restoration or replacement should be done to
the satisfaction of the owner. The injured party should not be worse off
after the incident. But there should be fairness to all involved.
Where no agreement can be reached between parties, The Safety
Officer will conduct an investigation and bring any findings to a club
meeting. Both sides would be allowed to put their case. A binding club
decision will be made on an appropriate course of action if necessary.
Where it is judged necessary by the club, a member may be excluded
from the club. No fees will be returnable.
3) Changes to the Club Constitution
From time to time, there will be changes to the club and model flying
which would be best served by changes to the constitution.
Changes should be thought through carefully. When appropriate, advice
should be sought from others, who would have more expertise, such as
national organisations and professionals.
Changes can be proposed and then decided upon at either an AGM or a
properly constituted club meeting, as per 4.6 & 4.7. All proposed
changes should be notified to all club members either in writing or elec-
tronically at least 7 days before the stated meeting. (This matter would
be on the agenda for the meeting. If possible more advanced notice
should be given.)
The aim would be to have an unanimous decision by the club. It should
be that changes would be for the benefit of all members of the club.
The minimum requirement to change the constitution would be a ma-
jority of club members. This would be defined as members who have
paid their club fees that year, Concession and Non Flying. Junior mem-
bers are excluded. The numbers required would not be just a majority
of members at the club meeting. The number of votes required should
be known at the start of the meeting. If there are not enough votes at
the start of the meeting, any changes will be rejected.
4) Office Bearers, Club Committee, Duties, Club Meetings and Club
Discipline.
Following the founding of the club in 2005, the club site attained a min-
imum standard for use, all aspects of the administration of the club will
formally pass from the three founder members to a duly elected club
committee which shall consist of an elected club Chairperson,
Secretary, Treasurer and up to three additional elected members from
the club membership.
The committee should be elected on an annual basis, by all members
present at the club A.G.M. (There is no statutory time limit set on com-
mittee membership.)
This change will have immediate effect at the close of the A.G.M of
November 2006.
The club committee should accurately reflect the views and wishes of
all members of the club and the clubs stated aims in the execution of
its duties. The club committee should as a matter of course seek the
views and opinions of all members of the club in any decisions which
will in any way affect the club through regular consultation and debate
with the members. A club meeting could be arranged to ascertain the
member’s views on a given subject.
Where agreed unanimously by the committee, day to day decisions
about the club may be opened to the whole club membership and taken
by consensus or by a proposed vote of all members present at club
meetings.
The club chairperson or other elected office bearer may call a commit-
tee meeting at anytime. All committee members should be informed of
the meeting and given 7 days notice.
Club meetings will be called from time to time to discuss important and
significant matters. A club meeting can be called by any 4 members of
the club. Usually club meetings will be called by office bearers and the
secretary will inform all members of the club. Elected office bearers
arenot permitted to block the request for a club meeting. A minimum of
7 days notice is required before a meeting can be arranged.
The club will elect a chairperson, secretary and treasurer each year at
an A.G.M. in April. The agenda for the A.G.M. should be intimated to all
club members at least one week before the meeting.
Members may submit items for discussion at the A.G.M. up to one week
prior to the date of the A.G.M.
A chairperson shall not remain in office for a period of more than three
consecutive years from the date of first election. A period of at least
one full year must elapse before a chairperson who has served a full
three year term can be considered for re-election to the position of
chairperson. A retiring chairperson may be elected to any other office
within the club.
Because the club is small and has functioned well without regular meet-
ings. There are no set club or committee meetings. Meetings will be
called from time to time as the need arises. There is the mechanism in
section 3.7 for a club meeting to be called. The aim should be to give 7
days notice of club meetings. (quorum 4 members)
All club business will be conducted through the club meeting or a meet-
ing of the club committee.
Items discussed will not be revisited during the meeting where mem-
bers miss discussions through late arrival. If office bearers arrive signi-
ficantly late on a regular basis, they may be asked to step down by a
majority decision taken at a special meeting.
A Special General Meeting may be called at other times by a majority of
members present at a club meeting or by majority consent of all club
members at other times.
The club will appoint a designated Safety Officer and a Training Officer
annually. (These people may hold other positions within the club.)
The Safety Officer will be the person to be contacted in relation to any
alleged breaches of the club’s safety code or any possible suggestions
on how to improve safety further. It remains the individual club mem-
ber’s responsibility to ensure safety at all times. The Safety Officer may
bring any safety related issues to the club meeting for discussion as
required.
The club has a responsibility to ensure that all members are safe to fly
and fly within their capabilities. Where a member either repeatedly (3
or more) times demonstrates there is concern about that member’s
ability to fly safely or causes a serious incident involving injury to oth-
ers, the club should take action. The club would undertake an appropri-
ate investigation of the matters, usually the safety officer, seeking
advice from others if necessary. The office bearers would meet and dis-
cuss the matter. Hopefully the member will also appreciate that there is
a problem and will seek help. The club exists to promote and encourage
flying. The club would try to help the member overcome the problem
they were having.
Where a member whose flying causes repeated concern and does not
seek help, appreciate that there is a problem or take the advice and
concern of the club members, the club after investigation would give
the member a verbal warning. These matters should hopefully be
handled in a quiet and informal manner.
If the member does not take the verbal advice of the office bearer /
club member, then the concerns of the club would put to the member in
a written warning.
If this did not produce any change in the member’s behaviour, the
member would be called to a specific club meeting to discuss this mat-
ter. The member will be informed in writing before the meeting of the
club’s concerns. The meeting should be arranged with 28 days unless
there is a good reason for a longer time scale. An officer of the club
(usually the safety officer) will put forward the evidence of the club’s
concern. The member would have the right of reply. A decision will be
taken by the meeting, which will be binding and minuted.
The sanctions could include further training, flying with a buddy lead,
not permit the member to fly certain models, or not permit the member
to fly for a specified period or in extreme cases not fly indefinitely. If
the member had an achievement award from the BMFA, the organisa-
tion would be contacted. This award can be withdrawn.
The member could contact the BMFA to ensure that the club has acted
fairly, reasonably and proportionately.
If the incident is serious, the member would be immediately banned
form flying until the specific club meeting. For serious breaches of
safety, especially where there is actual injury to others, through dan-
gerous or reckless flying the club reserve the right to ban a member
from being a member of the club for life. The club would also inform
the BMFA and local clubs concerning the member and its decision.
The Training Officer should be the first point of contact for new or po-
tential new members when the decision is made to learn to fly. The
Training officers will liase with the new member on how their training
needs can be met within the club.
New members will be welcomed to the club formally by a letter from
the secretary. This will also include a copy of the up to date constitu-
tion. New members will be asked for permission for information to be
held electronically. This information would only be used within the club
and never disclosed to third parties
Annual club fees for all members will be reviewed and set each year at
the A.G.M. The club account year will run from 1st November to 31st
October annually.
Club and BMFA fees will be due by 1st December each year. This en-
ables the processing of BMFA membership and insurance cover by 1st
January each year. If a member wishes, the club membership fees can
be deferred until end of March, BMFA fees need to be paid by 1st
December. If a member has not paid their fees by the end of March, a
surcharge of an extra £5.00 above Club Membership fees will be
incurred.
Removal of an Office Bearer (or Committee member). We hope that this
will never have to be enacted. If an Office Bearer (or Committee mem-
ber) brought the club into disrepute, they would be dealt with as any
other member of the club as per section 4.16 to 4.19. If an Office
Bearer (or Committee member) was found guilty, a decision as to
whether they would remain in office should be decided at the club
meeting. If it was felt at the club meeting, that they should no longer
remain in office, the decision would be immediate, binding and
minuted.
If members of the club felt that an Office Bearer (or Committee mem-
ber) was not upholding; the aims of the club, 1.3 & 1.4; the mem-
ber’s wishes, 4.4 or general behaviour was significantly below the level
expected of an Office Bearer (or Committee member), they could call a
club meeting as per 4.7. The intention should be to try to resolve the
matter, without having to remove the person from post and the club. If
this was not successful, then a club meeting would be called. This mat-
ter would be on the agenda. The individual alleged would be informed
of the matter prior to the meeting, by an Office Bearer (or Committee
member), failing this a club member could inform the individual. The
Office Bearer (or Committee Member) would have a right of reply. If a
vote of no confidence was passed by a majority of members at the club
meeting, the Office Bearer (or Committee member) would be removed
from their office forthwith.
At a meeting where a vote of no confidence in an Office Bearer (or
Committee member) occurred. The members at the meeting would de-
cide what they wished to happen next. They could decide to appoint /
elect an Office Bearer (or Committee member) to fill the now vacated
post. They could decide to think about the situation, deciding to appoint
/ elect an Office Bearer (or Committee member) at a later date. A time
frame should be decided on and minuted. If an Office Bearer was re-
moved the bank would need to be contacted and details of signing
cheques changed.
At the club meeting where an Office Bearer (or Committee member)
had a vote of no confidence passed, the members would also need to
decide what would happen to that the Office Bearer (or Committee
member). Removal from office might be all that would be required.
However the club may wish to put sanctions on the member, restrict
what they would be permitted to do, ban them form the club for a spe-
cific period or in the worse possible case ban the person for life. As per
4.22, the members should act in an appropriate and thoughtful manner,
remembering how stressful this matter will be for the individual in-
volved. Decisions should not be taken when tempers are raised or in
the heat of the moment. The aim should be to be helpful and
supportive.
There are a number of areas where the club unfortunately may need to
exercise discipline in relation to a club member. The club’s main func-
tion is defined by 1.8. So for the club to consider curtailing a member’s
flying is both sad and serious state of affairs. Issues may involve: non-
adherence to frequency policy (2.4), breeches to the safety code
(4.16), poor flying ability (4.17), bring the club or club members into
disrepute (5.7), damaging models in the pit area (7.2), inappropriate
behaviour or conduct (7.10) or breeching the child and adults at risk
protection policy (7.13). The club will think carefully and reflectively on
these matters. The club will act fairly, reasonably and proportionately.
It will do its best on its part, to communicate promptly, fully and openly
with the member in dispute. Information should be with the member in
dispute within 7 days. If there is to be a longer delay, then this should
be communicated to the member in dispute and the reason for the
delay. Reasons for decisions will be given. Any ban from club member-
ship or restrictions on flying practice, in all but the most serious circum-
stances, for will for a defined period. The length of this period will be
decided at the club meeting. This information will be communicated to
the member, as soon as possible along with all the other information.
The club would review the situation before the membership band be-
came expired, taking appropriate action. Hopefully bridges will have
been mended, people will have changed and the member will be able to
be welcomed back into the club. If the issues have not change the band
can be extended, if there is enough evidence to support such a move.
Members will have the right to speak to the BMFA about the matter and
how the club has handed the situation.
(4.22)
5) Membership
The club is open to anyone who wishes to apply for membership and is
prepared to abide by the club’s rules, regulations and stated aims. All
members must join the BMFA.
Application may be made either verbally or by letter through the club
secretary or at a club meeting or committee meeting.
Junior members under the age of 16 must be accompanied by a re-
sponsible adult at the flying site unless a member present is prepared
to assume responsibility for the junior member on that occasion.
Visiting junior members will have a responsible adult allocated for the
day if required.
Junior members become adult members at 18. Adult club fees apply at
renewal after 18th birthday.
Any limit on maximum number of members shall be decided by mem-
bers through the committee. This may be reviewed annually if
necessary.
All members should endeavour to promote, enhance and foster the
club. No member should do or say anything which would bring the club
into disrepute, either in person by any media or electronically. If a
member could be reasonably sown to have brought the club into dis-
repute by whatever means, the club would reserve the right to deal and
if necessary disciple the member. Preference would be to deal with this
matter informally and quietly. But if the member did not listen to the
advice of club officers and members and offer apologises etc. the club
would take formal procedures to deal with the matter. Similar to para-
graphs 4.17 to 4.23, a similar process would be followed. There would
be a verbal warning, followed by a written warning. Finally a meeting
would be called. The member would be given written evidence against
them. The member would have the right of reply. The club would make
a binding decision which would be minuted. The club would disciple the
member as would be felt appropriate, having to stand down from as an
office bearer if appropriate. If the matter was sufficiently serious the
member could have their membership withdrawn. As always the club
would act in a fair, reasonable and proportionate manner. The same
principles would apply if a member, deliberately and repeatedly tried to
destroy the reputation of other club members of groups of club
members.
Visiting flyers from other clubs will be made welcome. Any visiting fly-
ers must hold current B.M.F.A. or S.A.A insurance and must provide
evidence of this on arrival at the flying site. Visiting flyers may be re-
quired to demonstrate a minimum basic level of flying competence be-
fore being allowed to fly unaided.
Where a visitor is not able to demonstrate a minimum basic level of
competence to fly unaided, a club member may volunteer to act as the
visitor’s helper and mentor for the day.
Visiting flyers will only be able to use the club site by permission of the
club through one or more club office bearers and then only where a re-
sponsible club member is present.
Regular visitors may be asked to consider joining the club. The club re-
serves the right to refuse any visitor access to any of its resources or
facilities.
7) Safety and Conduct at the Flying Site
Any young children present at the site should be very closely super-
vised at all times and should not be allowed to go near the flight line or
pit area.
Anyone present at the flying site that accidentally causes damage to a
model on the ground or the pit area will have to contribute appropri-
ately to its repair or replacement.
Where no agreement can be reached between parties, the club will con-
duct an investigation through the safety officer and will decide upon an
appropriate course of action. A similar procedure to paragraphs 4.18 to
4.23 would be followed.
Any attempt to recover compensation for damages caused by a model
flying into someone or someone else’s property or club property should
be pursued through the flyer’s B.M.F.A. or S.A.A. insurance.
Insured members will not be liable to any personal claims against them
by other members or visitors.
Any persons present at any club location where flying takes place does
so entirely at their own risk.
Dogs and other pets are not permitted at the flying site.
Due regard must be paid to any livestock or farm animals around the
flying site.
No activities of club members or visitors should in any way impede the
normal operation of the site farm and its activities.
All members are expected to conduct themselves appropriately at all
times.
Members and visitors may not use bad language, consume alcohol or
conduct themselves in any way that may be likely to cause offence or
danger to any persons or property.
All members are expected to do their best to help where possible in the
maintenance and preservation of the club’s flying site and equipment.
The club will produce and have a child and adults at risk protection
policy. All members will be made aware of this policy. Any breaches of
the policy will be taken very seriously. Breaches will be reported to the
appropriate authorities. Any member found to have breached the policy
will face serious sanctions, including a lifetime band from the club. The
club would also inform the BMFA and other flying clubs.
8) Procedures for Disbanding of the club
The club will remain a viable, formally constituted club whilst it still has
a minimum number of three current members who are prepared to
keep the club going.
Any decision to disband the club must be made by at least a 2/3rds
majority.
On any future disbanding of the club, any remaining club funds should
be passed on either to the BMFA for the furtherance of model flying, or
any other local model flying club as decided by a majority vote of cur-
rent members.
Club constitution