Administrative Procedures.
Since the club site is now at a minimum standard for use, all aspects of the administration of the club has formally passed 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 committee membership.) This change had 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 and 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 at monthly club meetings.
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 formal club meetings.
The club chairperson or other elected office bearer may call a committee meeting at anytime to discuss matters of relevance to the club after circulating notification of the proposed meeting to all committee members and obtaining the agreement of the majority of committee members (min. 4) for the meeting to take place. Without this agreement, the matter should be held over and raised at the formal club meeting instead.
The club will elect a chairperson, secretary and treasurer each year at an A.G.M. in November. 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.
The club has functioned very effectively with informal frequent meetings at the flying site. This has enabled a lot of work to be completed very efficiently and effectively. Formal club meetings will be called when significant major issues required to be discussed. If 3 members advise the chairman that they wish to call a meeting, this will be arranged. (Quorum 5 members)
All significant club business will be conducted through formal club meetings or a meeting of the club committee.
Items discussed will not be revisited during the meeting where members miss discussions through late arrival. If office bearers arrive significantly late on a regular basis, they may be asked to step down by a majority decision taken at a special meeting.
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 member’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 Training Officer should be the first point of contact for new or potential new members when the decision is made to learn to fly. The Training Officer will liaise with the new member on how their training needs can be met within the club.
Annual club fees for all members will be reviewed and set each year at the A.G.M. Club and S.A.A. fees will be due by 1st December each year to allow processing by the S.A.A.
