DOVER AMATEUR RADIO CLUB CONSTITUTION
Any reference in this Constitution to the male gender shall be deemed to include persons of any gender.
DESIGNATION AND OBJECTIVES
i) The Club shall be called The Dover Amateur Radio Club (or abbreviated to DARC).
ii) The object of the Club shall be to encourage and stimulate an interest in Amateur Radio and provide such facilities for the Members to follow such interests.
iii) The Club may be affiliated to other organisations as considered meaningful in the pursuance of its objectives in the pursuance of its objectives.
iv) The Club shall be non-sectarian and non-political.
OFFICERS AND COMMITTEE.
The Club shall be managed by the following: –
Up to Eight but not less than the Four Committee Members referred above.
The above shall be elected at the Annual General meeting (See Rule 6.1).
After such election, the Chairperson may remain in office by their choice for three consecutive years. At the end of that term he may stand for re-election or be offered the office of Vice Chairperson. The Chairperson may, at his discretion, attend and vote at Annual General Meetings, Extra-ordinary Meetings and Committee Meetings.
Honorary members may be appointed by the Committee upon their names being put forward by the Chairperson. Such appointments shall be in recognition of outstanding service to Amateur Radio at a National Level and ratified at the following Annual General Meeting.
Honorary members have the same voting rights as Ordinary Members.
A – Ordinary Members
i) Membership shall be open to any person with a genuine and not solely commercial interest in Amateur Radio. Application for Membership shall be ratified by the Committee who shall have the power to veto any such application without necessarily stating their reason. Any fee paid by the unsuccessful candidate shall be refunded.
ii) The period of Membership shall be from 1st January to 31st December inclusive in any one year. In the case of new Members, the period shall at first be from the date of payment of their first Subscription to the following 31st
iii) Membership shall be terminated through resignation, non-payment of the Subscription within the stipulated time, (See Rule 4(iii)), or through the following action by the Committee.
iv) The Committee shall have the power to terminate the Membership of any individual if his actions are considered to be prejudicial to the interests of the Club or the generally accepted spirit of Amateur Radio. In such event the Committee shall deliver a written statement to the Member setting out the reason why the termination of his Membership is under review. The Member shall then be given the opportunity to select a date within the following thirty days, convenient to both himself and the Committee, on which a meeting shall be held to discuss the matter. At this meeting the Member shall have the right to invite a third party to assist in the presentation of his case. He shall also have the right to call witnesses and, through the Chair, question those initiating the complaint. At the end of the Meeting the Committee shall hold a secret ballot as to whether or not he should remain a Member and the Chairperson shall advise the Member privately of the outcome of that ballot.
iv) Any member that has surrendered membership without paying the full annual membership for that year can only be considered eligible to re-join the club if the period of backdated membership subscription is paid for the remainder of the year of surrender.
B – Associate Members
i) The purpose of an Associate Membership of DARC is to enable a person to maintain an associate link with DARC without being a regular visitor or Ordinary Member, subject to the following conditions: –
ii) An Associate Member may make a maximum of five visits to the club per year, including participation in any external club events, when they will be a guest of the Chairperson or Vice-Chairperson. At such times, the Associate Member will comply with the rules of the DARC and those of the organisation where its meetings are held.
iii) Associate Members may attend Annual General Meetings and Extraordinary General Meetings if they so wish, but will not have the right to vote at such meetings.
iv) Associate Members will have access to all such routine documentation as is made available to Ordinary Members. Where possible, this will be by electronic means.
v) An annual subscription as determined by the committee and due on 1st January of each year will apply to those Associate Members domiciled in the UK.
vi) Rules 3iii) and 3iv) shall apply concerning the termination of Associate Membership.
The committee of the DARC reserves the right to ask an Associate Member to apply for Ordinary Membership if the maximum permitted number of visits is exceeded or believes that in other ways their membership is outside the intention of the Associate scheme.
C – Honourable Members
i) Honourable members are presented with lifetime membership in recognition for their outstanding contribution to the formation or progression of the club. Any proposal for a member to be made an honourable member must be made in writing to the committee at least 30 days before the AGM. This award is only considered in high recognition of services offered to the club.
i) The Rate of Subscription shall be determined by the Committee following a recommendation for any change put forward by the Honorary Treasurer.
ii) The Committee shall determine any changes to the rate of club subscription for the following financial year based upon information put forward by the Hon Treasurer at a committee meeting to be held during October/November of the current financial year.
iii) The rate of club subscriptions shall be announced to the membership of the club as early as possible thereafter but no later than the first club meeting in December of the current financial year. Subscriptions shall then fall due for payment on 1st January next and must be paid by the following 28th February unless otherwise agreed by the committee.
iv) The following categories of membership shall be made available:
a) Ordinary Membership – standard
b) Ordinary Membership – 2 x 6 monthly payments
c) Ordinary Membership – 9 monthly instalments
d) Associate Membership
e) New members joining before 1 April
f) New members joining after 1 April
g) Honourable membership – lifetime membership
With reference to iv) b), concessions will be given where the member is a person under the age of 18 years.
VISITORS TO THE CLUB.
i) Members shall be encouraged to sponsor visitors to the Club.
ii) Whenever possible the Member sponsoring the Visitor shall introduce him to the Officers of the Club present and ensure that every endeavour is made to make him feel welcome.
iii) No charge will be made for the Visitor’s first attendance but subsequent attendances by the same individual will be charged at a nominal sum set by the Committee.
iv) A Member sponsoring an Overseas Visitor may apply to the Committee for that person to become an Associate Member of the Club.
Annual General Meetings.
i) An Annual General Meeting shall be held on the date of the first Club Meeting after 31st March in each year.
ii) At least fourteen days’ notice of the Meeting shall be given to members both in the Club Programme and on social media platforms.
iii) The following items of business shall be transacted: –
a) Apologies for Absence.
b) Minutes of the last Annual Meeting and, if so be the case, the Minutes of any
interim Extraordinary General Meeting.
c) Matters arising from (b).
d) Chairperson’s Report and/or Honorary Secretary’s Report.
e) Honorary Treasurer’s Report and Statement of Account for the Financial Year
f) Proposed changes to the club constitution.
g) Election of the following: –
Chairperson [If applicable under the three-year rule (See Rule 2)]
Up to eight, but not less than four Committee Members (inclusive of above)
h) Ratification of Committee approved appointments of Vice-Presidents and Honorary Members.
i) Appointment of two Honorary Auditors.
j) Appointment of an EMC Advisor.
k) Nomination of a club charity or charities.
l) Any specific items of business not listed herein but deemed necessary for inclusion by the Committee.
m) Any other business.
iv) Written Statements in respect of (b), (d) and (e) together with a List of Members as at the date of the Meeting shall be made available to all Members present.
v) Such matters under the heading of Any Other Business as may require further research before resolution shall, at the discretion of the Chairperson, be placed on the Agenda for the next Committee Meeting. The findings of the Committee on such matters shall be promulgated on the Notice Board.
vi) A list of Candidates for Election as Officers and Members of the Committee shall be displayed on the club programme at least two weeks prior to the Meeting. The names of the Proposer and Seconder shall be shown together with the Candidate’s signature to indicate that he is prepared to stand for Election.
vii) Only those Members present at an Annual General Meeting shall be allowed to vote.
viii) In the event of a tied vote the Chairperson shall have the casting vote.
ix) Twenty-five per cent of the Membership listed under Rule 6.1(iv) shall form a Quorum. In the event of this not being obtained the Chairperson shall announce a date on which the postponed Meeting will take place. This date to be within thirty days of the original Meeting date. Should a Quorum not be obtained at this second Meeting the Committee shall meet to consider the winding up of the Club.
Extraordinary General Meetings.
i) An Extraordinary General Meeting shall be convened by the Honorary Secretary within twenty-one days of having been directed to do so by the Committee, or upon his receipt of a written request for such a Meeting signed by fifteen Members and stating the reason for the Meeting.
ii) At least fifteen days’ notice of the Meeting and the business to be conducted shall be given to the Members in writing.
iii) No business other than that for which the Meeting has been called shall be discussed.
iv) Rules 6.1(vii) and 6.1(viii) as applicable to Annual General Meetings shall apply to Extraordinary General Meetings.
v) Twenty-five per cent of the Membership at the time of the Meeting shall form a Quorum. In the event of this not being obtained the Chairperson shall decide whether to postpone the Meeting to a later date or carry the matter forward to the next Annual General Meeting providing that this falls within the following three months. If a Quorum is not obtained at a second Meeting the matter shall be carried forward to the next Annual General Meeting.
vi) Change of permanent venue to another proposed permanent venue can only be achieved on the result of an EGM. A transfer from a temporary venue to a permanent venue can be achieved by the committee acting under their duties for the benefit of the club.
i) The day-to-day administration of the Club shall be undertaken by the Committee. It shall meet as often as necessary in the interests of the Club but not less frequently than four times per annum.
ii) Four Committee Members including Officers of the Club shall form a Quorum.
iii) At the first Committee Meeting following an Annual General Meeting or an Extraordinary General Meeting the Honorary Secretary shall make available the Minutes of that Meeting and any Matters Arising from it shall be deliberated.
iv) At the first Committee Meeting following an Annual General Meeting the Committee shall elect from within itself the following: –
a) Training Manager
b) Membership Secretary
c) Station Manager
d) QSL Manager
e) Events Manager
f) Examination Manager
Plus a Manager for any other areas of responsibility as may arise where individual control and organisation is required.
v) The Committee shall have the power to co-opt additional Members to the Committee and appoint Sub-Committees for special purposes. The Chairperson, Honorary Secretary and Honorary Treasurer shall be Members of all such Sub-Committees in addition to those appointed.
vi) At each Committee Meeting an Agenda, the Minutes of the previous Meeting and a Statement of Account to date shall be promulgated.
vii) The Committee shall have the power to deal with any matter concerning the management of the Club for which provision is not made elsewhere in these Rules.
i) The Financial Year shall be from 1st January to 31st December inclusive.
a) The Club funds shall be held in an Account with a recognised Bank. All financial transactions shall be signed by any two from the following Club Officers, The Chairperson, Honorary Treasurer, Honorary Secretary or nominated signatory.
b) In the event of the Honorary Treasurer not being available for an extended period (period to be determined by the committee at the time of the absence) the accounts shall be managed by the Chairperson, Vice Chairperson or the Hon Secretary until such time as the Treasurer is available or a replacement has been appointed. The decision to appoint a new Treasurer shall be made at a meeting of the committee and ratified through a vote by a quorum of the club membership.
iii) The internal Accounting System of the Club shall be as agreed with the Honorary Auditors and be such that all monies held in connection with major projects such as Rallies, Equipment and other special activities as directed by the Committee shall be identifiable.
a) Annually at the AGM, or an appropriate time, the Club shall use a membership vote to nominate a charity (or charities), as proposed by an Ordinary Member of DARC, to support through voluntary fund raising.
b) Should a special situation arise at any time an additional or different charitable cause may be nominated after being voted upon by the membership.
The proceeds raised from such voluntary fund raising shall be allocated in full to the charity or charities less any direct costs incurred by the club.
Funds raised and any direct costs in raising these funds will be documented and audited in accordance with the clubs established processes.
iv) The Honorary Treasurer shall present a Statement of Account to date at each Committee Meeting and make available a Statement of Account, together with all supporting documents, at least thirty days before the Annual General Meeting for inspection by the Honorary Auditors.
v) Any use of the Club Funds involving a total expenditure of £500 or over in connection with any one project shall be put to the Members for ratification at a Club Meeting where at least twenty-five per cent of the then Membership are present.
vi) In the event of the dissolution of the Club the Committee shall be responsible for realising the Assets of the Club and their fair disposal as agreed with the remaining Members or their transfer to a new Club having the same objectives as the Dover Amateur Radio Club.
CHANGES TO THE CONSTITUTION
Changes to this Constitution shall only be made at an Annual General Meeting or an Extraordinary General Meeting called for that purpose. The wording of the proposed change together with the signatures of the Proposer and Seconder shall be in the hands of the Honorary Secretary not later than thirty days before the Meeting. Any Motion to change the Constitution may only be carried if the number of votes in favour is at least double those against the motion.
LIBRARY & LOAN EQUIPMENT
A Library of books and range of loan equipment shall be made available for use by Ordinary Members. Such items may be loaned for a period of time under terms and conditions as set by the Committee. A person borrowing such items will be responsible for their safe keeping and condition at all times. DARC reserves the right to recover any costs associated with non- return or damage of such items.
A Club Station shall be provided for the use of appropriately licensed Members and appropriately licensed visitors. The Station shall be operated within the Terms and Conditions of the Licence held and be the responsibility of the Station Manager.
Rules for DARC Trophies
Trophies shall be awarded annually at the Annual General Meeting.
The Committee Cup.
Open to any Member, who at the time of selection is not an Officer of the Club or a Member of the Committee. The recipient to be selected in January of each year by the then existing Committee who shall chose the Member they deem to have achieved most to assist and promote the success of the Club during the previous year. Should the deliberations of the Committee prove inconclusive and a ballot is necessary the President shall abstain and cast the deciding vote in the event of a tie. The name of the winner shall not be divulged until the following AGM.
The Foxhunt Trophy.
This trophy shall be awarded to the winner(s) of the Direction-Finding Foxhunt Competition in accordance with current rules as set out by the committee.
The winner(s) shall have the option to be the “fox” the following year and find a suitable location from which to operate.
The DARC Trophy
Open to any Member of the Club is deemed to have done most to assist and promote the success of the Club during the preceding year. The selection shall be made by the Committee in January of each year when they may call upon any Licensed Instructors and other Members to assist in that selection.
Speaker of the Year Trophy.
To be awarded to the Member who has presented the most interesting talk and/or demonstration during the previous year. Selection will be made by the vote of the Members in January and, to facilitate this step, a list of “in house” talks with the names of the speakers shall be circulated along with a voting slip to be signed by the voting Member. The votes shall be counted by the most senior Officer of the Club who has not made a presentation during the year, and in the event of a tie he will have the casting vote. The name of the winner shall not be divulged before the trophy is to be presented.
Discretion of the Committee.
The Committee shall have the right to alter these rules should circumstances so dictate providing any resulting modification maintains the spirit and intention of each award.
Should the above criteria not be met these awards may be held over until the following year.
The Committee Cup and the DARC Trophy shall not be presented to the same person two years running. A similar constraint is imposed by the Rules concerning the Foxhunt Trophy.