Consitution and Rules

Consitution


1. Name:
The name of the Club shall be Wilstead Model Flying Club (the Club).


2. Aims & Objectives:
To promote aero modeling and associated activities.
To provide safe facilities for the sport of model aircraft flying.
To abide by, and promote, the national policies and rules of the governing body for the sport by affiliation to the BMFA( Society of Model Aeronautical Engineers Ltd)(SMAE).


3. Membership:
Ordinary membership. There shall be two classes for ordinary membership vis: Senior and Junior. Persons seeking membership who are aged 18 years and over on the date of application for membership shall be required to join as seniors.
Those under the age of 18 on the date of application may join as juniors for the remainder of the current club year.
In the event of it being necessary to limit the number of members admitted to the club (for lease considerations or other reasons) the membership limits shall be agreed at the AGM. Any application over and above the maximum will be dated and processed in order of receipt as and when vacancies occur.
All applications for membership shall be approved by majority vote of the committee.
New members will be required to serve a probation period of 3 months before becoming full members and may have membership terminated at the discretion of the Committee. The terminated members membership fee will be returned.
The club shall be affiliated to the BMFA (SMAE) and membership to the BMFA is a condition of membership of the club The Membership year shall be from January 1st to December 31st.
Fees shall be received before 31st December, fees received after this date may be subject to a £5 surcharge.
Honorary Membership – Honorary membership shall be conferred at the discretion of the Committee.


4. Subscriptions:
The amount of any initial joining fee and the amount of the annual subscriptions shall be determined at the AGM.
The annual subscriptions shall be payable on or before 31st December of that year and shall cover membership for the following calendar Year.
Subscriptions not renewed by January 31st shall be deemed to have lapsed and the member will not be permitted to fly at the Club.
Member who have not paid their membership fees be 31st January will be deemed to have left the Club and any renewal after this period will be treated as a new membership application.
New members who are not existing members of the BMFA will be required to join the BMFA as a condition of membership of the Club and pay the BMFA fee together with the club subscription. On payment of the fee the club or BMFA will issue the requisite BMFA Membership/Certificate of Insurance that is required by all members flying under club rules.
All members, without exception, must comply with all published Club rules. Failure to do so may result in disciplinary action by the Club which may lead to dismissal.


5. Office Bearers:
The office bearers shall be Chairman, Secretary, Treasurer, Safety Officer and Chief Flying Instructor. All posts shall be held for One Year.
Elections for posts will take place at the AGM, all former committee members shall be eligible for re election.
All Officers of the club or any member involved in an organisation position within he Club must hold BMFA Membership.
All office bearing positions are honorary, any reasonable out of pocket expenses related to the running of the club shall be reimbursed when supported by receipts.


6. Committee:
The committee shall manage the business affairs of the club.
Committee officers and members shall be elected at the Annual General Meeting from written nominations received no later than 14 days prior to the meeting, to serve for a period of one year. The Committee will be elected by majority vote by paper ballot/show of hands from members present. All fully paid up members and life members are eligible to vote.
The office bearers shall co-opt further members to sit on the committee.
The committee shall be responsible for the production and maintenance of Club Flying and Safety Rules, any and all of which Wilstead Model Flying Club shall be binding on all members operating on any site or sites used officially by the club.
Bylaws – the committee during their term of office may vary the Flying and Safety Rules at their discretion or as guided by national guidelines and may also pass bylaws relating to other aspects of the clubs activities, and publish these changes to all members.
Committee decisions will be decided on a simple majority vote with the Chairman holding the casting vote.
Should a committee position become vacant, the Committee may, by a majority vote, co-opt a replacement who will then serve until the following Annual General Meeting.
Quorum. A Quorum of any committee meeting shall consist of a majority of committee members including co-opted members.


7. Responsibility of Officers:
The Committee shall be responsible for taking all such general decisions that may become necessary during the membership year.
Committee decisions will be passed on a simple majority vote with the Chairman holding a casting vote.
The Secretary will be responsible for recording minutes of all meetings, notifying members of the date and agenda of the AGM (not less than 14 days prior to that date) and maintaining a record of membership. Due dilligence to GDPR being applied.
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/her for record purposes.
The Treasurer will be responsible for collecting membership fees, paying bills that may become due, presenting accounts for the membership year and a budget for approval at the AGM.
Each Committee officer is required to submit a sample of his signature for banking reference purposes.
Money may only be withdrawn from the club funds by cheque signed by not less than two Committee Officers.
The Chairman will chair the General Meeting and committee meetings and, in the case of a tied vote he / she will have a casting vote.
The Safety Officer will be responsible for matters affecting all aspects of flight safety.
Frequency of meetings the committee shall meet at not less than three monthly intervals.
No member of the Committee or Officer of the club may be a Committee Member or Officer of another model flying club.
All committee meetings will be agenda’d and minuted. Minutes of committee meetings will be made available to members on request to the secretary.
All proposals must be seconded and voted upon. A majority vote of those present is required to carry any proposal.
Voting will normally be by a show of hands, however a secret ballot must be taken should any committee member request that this be done. Proxy and postal votes will not be permitted.
An audio recording of committee meetings may be taken by the Secretary only, for the sole purpose of producing accurate minutes. The audio recording must be deleted once the written minutes are approved.
Non committee members may attend committee meetings as observers by applying to the Secretary at least 14 days before the meeting. Any non Committee Member may be asked to leave the meeting subject to approval from the Committee.


7a. Indemnity:
The Club will hold both Civil and Employers Liability Insurance, provided by affiliation to the BMFA.
If a club committee member engages in 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, ie: 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 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.
If there is a joint meeting between the Club and another club, the participating club must provide evidence of adequate insurance cover well in advance of the meeting.


8. AGM:
An AGM shall be held in November each year for which 14 days notice shall be given.
A quorum of any AGM is to be at least one quarter of the membership.
All general meetings will be agenda’d and minuted. Any other business will only be accepted at general meetings if the Secretary is given at least 14 days notice in writing of the item to be discussed.
An audio recording of the meeting may be taken by the Secretary only, in order to produce detailed minutes and deleted once minutes are approved.
The meeting shall consider the minutes from the previous Annual Meeting and any matters arising shall be dealt with.
Reports will be presented from the Chairman, Secretary, Treasurer, Safety Officer and Chief Flying Instructor covering the year’s activities.
The Treasurers report shall include a Financial Report clearly showing the Income, expenditure and any savings or current account balances together with an estimate of all outstanding creditors and debtors.
The annual budget will be agreed and Club membership fees for the next year set.
Any other business proposals will be seconded and voted upon. A majority vote is required to carry any proposal, including any changes affecting this Constitution.
Elections for officers shall take place.
Voting – each ordinary member shall be entitled to one vote. Voting will be by show of hands, however a secret(paper) ballot must be taken should any member request that this be done. Proxy and Postal votes will not be permitted.


9. Extraordinary General Meeting:
The Secretary will convene an EGM at the request of the committee or by receipt of a written request of at least 5 members.
Notice of the meeting must be sent in writing to all members at least 14 days prior to the chosen date and posted on the Clubs website. (https://wilsteadmodelflyingclub.uk/)


10. Finance:
Audit of accounts – One auditor, not office bearer, shall be appointed from the membership for the ensuing year at the AGM.
A financial statement, duly signed by the auditor, shall be submitted to the membership.
Banking – the funds of the club shall be lodged in a bank account approved by the committee Withdrawal of funds, Money may be drawn from the club accounts by the Chairman, Secretary or Treasurer as approved signatories.


11. Operation:
As the club is affiliated to the BMFA, all BMFA rules shall apply.
Specifically Juniors, Minors and Vulnerable Adults must be accompanied by and controlled by the Parent or Authorised Guardian. The Club committee must be advised of this situation if it applies to a member in order to comply with revised BMFA Insurance requirements.
In addition to the guidelines set down by the BMFA there are rules agreed by the committee relating specifically to the Wilstead Model Flying Club and the relevant site.
All rules are laid down to ensure the safety of members and visitors. Members are required to understand, accept and abide by them. Where practical, rules are displayed on Notice Boards at the Flying Field.
Any complain concerning any member must be made in writing and signed by the complainant(s) and forwarded to the Club Secretary to be addressed at the next committee meeting.
Where an allegation of misconduct is made against a member, the member may be suspended from all club activities while an investigation is carried out.
Persistent contravention of the rules, and/or behavior that may bring the club into disrepute by a member shall be considered by the committee and may result in expulsion from the club. Expulsion may only be effected after the member has been advised both verbally and in writing and is still seen to contravene the rules of the club, and/or continue to conduct themselves in a manner that is detrimental to the club.


12. Flying at WMFC:
The Committee Officers and Instructors will be responsible for the running of the Flying Field at all times. Appointments to position of Instructor/Examiner may only be made by Committee decision.
All members must abide by the published Flying and Safety Rules at all times.
All flying members must attain the minimum standards of flying required under the Clubs training scheme before being permitted to fly indirectly supervised, and before applying/receiving the BMFA ‘A’ Certificate.
Any member whose flying standards drop below the minimum requirement solo standard will be required to rejoin the training scheme until the desired standards of flying are met.


13. Dissolution of the club:
Should it be considered necessary or desirable to dissolve the Club, the Committee will call an Extraordinary General Meeting.
Should a quorum fail to appear, the meeting will be adjourned and a further EGM must be called within 14 days. The second meeting will proceed even if a quorum is not present and the motion will then be carried by a simple majority vote.
On dissolution 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; any and all surplus monies remaining after disbursement to creditors shall be donated to a local charity as nominated by the committee.
If the final accounts are less than required to refund the subscriptions to the members, the total money remaining will be donated to the Club’s nominated charity. All members will receive a final statement of accounts.

Safety Rules


General:
These rules have been compiled as a guide to safe practice for members and those who may be present at the WMFC site whilst flying is in progress. Members are referred to BMFA safety guidelines which must be followed where not specified below.


Peg Board :
If not using 2.4GHz Radio System then check the Peg Board for a Free Frequency and place your Peg BEFORE switching on your transmitter.


Pit area :
All models shall be suitably restrained whilst engines/motors are being started and run.
When engines are run in the pit area the model shall be pointed in the direction of the safety fence away from the pits. On NO account shall engines be run up to full speed in the pit area. Models shall be taken to a point in front of the pit area close to the Safety Fence for full speed/hand held vertical engine run-ups and be suitably restrained. Models must be manually controlled when taxiing to the flight area.
Transmitter aerials shall be retracted (where applicable) at all times when outside the flight box.


Take off & landing :
On no account shall a model be allowed to take off in the direction of the pits. Pilots must fly from within the flight box Prior to take off or landing, the pilot will :-
a) Advise other pilots their intention to take off / land by calling clearly TAKE OFF, LANDING or DEAD STICK.
b) Place their model onto the flight area and verify that it is safe and clear to do so.


Recovery :
Pilots shall clearly signal their intention to other pilots to cross the take off / landing area to recover a model.
Pilots shall only recover their model when safe to do so. Pilots recovering models shall clear the landing area as quickly as possible.


Mixed flying :
The flying of fixed wing and rotary wing models at the same time is strictly prohibited.
Rotary wing flying:
1/ An experienced pilot wishing to fly ‘3D’ style must fly on his own from the Flight Box.
2/ Novice/Intermediate pilots allowed to fly solo or on Buddy Leads learning basic hovering and circuit skills must fly without any other aircraft airborne. An experienced Rotary Pilot should be present to monitor Safety conditions.
Flying slots between fixed wing and rotary shall be by agreement between the pilots.


Novices :
All novice fixed wing pilots shall be on a “buddy lead”.
It is to be brought to the Members notice that a Gentleman's’ Agreement in the Club applies in that no one discipline or group of members monopolises the Flight Line.
Time Slots for flying a mixture of types must be allowed. When Rotary Members want to fly they will take up solo multiples of 10- 12 minutes flying time, whereas Fixed Wing can take up 10 –12 minutes for three members at a time. Be considerate and observe what your fellow members are doing for flight preparation and make allowances accordingly. Remember, The Pilot Is Responsible For All Things Avionic when getting ready to fly, actually flying, preparing to land and landing and dispersing safely.


Flying Rules

1. General
The flying rules shall apply to all users (club members and guests) while operating on any site officially approved and recognized by Wilstead Model Flying Club (the Club) for flying.
The club operates within the BMFA guidelines concerning take-off, landing, flight patterns etc.
It is a condition of membership that the member understands and abides by these guidelines and the following additional rules.


2. Insurance and certification
As the club is affiliated to the BMFA all members of the club must be members of the BMFA and must show proof of this if requested.
In accordance with recent regulatory changes All Aircraft must display a valid CAA operator ID either on an external surface or within the airframe in an easily accessible place (e.g. battery hatch).


3. Sites
The official club site comprises a portion of field at the far end of Duck End Lane, Wilstead. Access through locked gates and via a permissive right of way for vehicles along a public right of way.


4. Availability
The flying site is available for use 7 days a week between the hours of 10.00 am and until dusk.


5. Use
In general, only members are allowed to fly at the site.
If prospective member’s request to try out the site, they will be allowed to do so on one (1) occasion, providing they have proof of suitable insurance and a member is present.
Repeated use of the site by non-members is not permitted. 
It is the responsibility of all members to request proof of current membership from anyone not recognized.
Any improper use of the flying site shall be reported to an Officer of the Club.
A member may bring a ‘Non Flyer’ up to THREE times to the Field. Non Flyer to be on a Buddy Lead and a committee member to be informed (by phone or e-mail). This will allow the Club registration with the BMFA to cover the Non Flier. This rule change is to allow members to encourage novices to join the Club.
A Flyer with previous experience (e.g. a member of another club looking to join our club and wanting to prove to themselves that the Club and Field can meet their needs) and can prove BMFA Insurance can fly ONCE only. This rule change is to prevent capable flyers getting round the membership fee and abusing the members’ efforts.
The field is available to all members wishing to fly RC model aircraft.
All pilots are to be made aware that it is a requirement that all ic engine models should not be operated which gives a noise measurement at 7 metres of more than 82db.


6. Safety
A Safety Officer (SO) is appointed to ensure that all models being flown are airworthy and that members are flying safely and within the club rules. In the absence of the specified SO it becomes the duty of the first member present at the site to assume this responsibility and subsequently report any incidents that may occur to an officer of the club. If the SO has to leave the flying field while other members are flying then it is their responsibility to appoint a member as the SO.
All Members are to observe the published Safety Rules displayed in the club ‘house’ Wilstead Model Flying Club


7. Frequency Control
The Club operates a predominately 2.4GHz radio system. For the very few still on 35MHz a PEG ON system for frequency control is still in use and members shall put their membership tag peg on the board before switching on their transmitters.
Any 35MHz frequency channel (55 to 90) may be used, excluding 61 & 68. These channels are currently in us at the Cardington facility and as such are not available to club members.
Members wishing to fly on an adjacent channel to one already in use must check there is no interference before flying.
Pegs will be placed on, or removed from the board only by the owner of that peg.
The peg shall be removed after each flight when the transmitter is switched off.
When two or more members are on the same frequency, transmitters not in use should be placed adjacent to the flying members flight box or in a designated “transmitter hold area”.
Any transmitter with a programmable Fail Safe must be set to bring the engine to idle (or stopped in the case of electric models) and specifically not to hold the last position of the engine/motor control.
Particular care is necessary when flying on PCM or when changing from PPM to PCM. If in doubt expert advice should be sought before flying.


8. Flying
BMFA insurance is mandatory for all club members.
Club members are required to meet the statutory requirements of the BMFA (Society of Model Aeronautical Engineers Ltd) requirements regarding the use of radio for the remote control of models.
Novice pilots approved by the SO or other duly authorized committee member are permitted to fly solo in the absence of an approved club instructor or committee member.
Members must not fly in such a manner that is likely to endanger other members or visitors to the site.
Flying shall be only in the designated area. Over flying of the pit area and any other area outside of the designated area is not allowed. The Designated area is open sky due East (towards the Hangers) of the club ‘house’.
Over flying of housing, schools etc is not permitted and flying should be in accordance with the general rules laid down in the BMFA handbook.
Pilots involved in dead stick landings as a result of an engine cut shall have priority for landing over all other radio controlled airborne models. Dead stick landing to be called clearly by the pilot. Faulty or suspect models must be landed immediately.
Members shall be responsible for any guests whom they bring to the site.
Any behavior by a club member, which is prejudicial to the continued use of the club facilities, will be considered by the committee and may result in the expulsion of the offender from the club.
The flying rules shall be subject to annual review and ratification by the AGM.
Club members shall show courtesy and consideration to the public using the adjacent public footpaths on the way to the airfield.


9. Vehicle access
Vehicles are not allowed on the flying field itself.
Vehicles must observe a 10 – 15 MPH MAX speed on all access tracks, From the gate to the old hanger is a public footpath with permissive right of way to the airfield for vehicles. Permissive right of way can be removed by the landlord at any time.
Vehicles must be parked in the designated areas at all times.
Entrance and exit from the site shall be in a manner that will not disrupt access for the farmer and or cause the local residents to complain.
Duck End Lane is a de-restricted road, however members will make every effort to comply with a self imposed speed restriction of 30mph.