Club Rules

As at 6 April 2017

1 AIMS and OBJECTIVES

1.1  The name of the club is The Aviation Club of the UK. 1.2  The Club exists to provide a forum for discussions on and to promote the interests of all aspects of civil aviation.

2 MEMBERSHIP

2.1  The membership will comprise those having, or having had, a professional interest in the advancement and development of the civil aviation industry. 2.2  The committee shall be empowered to limit the number of members. 2.3  Applications for membership are subject to the candidate being proposed by two existing members and to approval by the committee. 2.4  Subscriptions will be determined by the committee and will be calculated on an annual basis. Renewals become due at the end of each rolling twelve-month period and any memberships not renewed within 28 days of the renewal date will lapse.  The Committee may offer a reduced subscription price, at a rate to be determined from time to time, to members who have retired (ie work less than two days per month) in the aviation sector. 2.5  A new member joining the club at any time in the year will pay the full annual subscription fee at the time of joining, and the membership will become due for renewal 12 months later.  Only 12 month subscriptions are available. 2.6  The committee may confer Honorary Memberships.

3 THE COMMITTEE

3.1  The policy and management of the club shall be determined by and be the responsibility of a committee. 3.2  The committee shall be responsible for the financial affairs of the club and shall report the status of the club’s finances at the AGM. 3.3  The Committee shall not exceed 20 members including the Chairman, the ex-officio Past Chairman, the Vice Chairman, elected members and co-opted members (see 3.10). Normally the Committee should comprise no more than 17 elected members plus the Past Chairman leaving vacant places for any co-opted members the Committee may require to appoint subsequent to the preceding AGM. Any person co-opted on to the Committee must offer himself or herself for election as an ordinary elected member of the Committee no later than the next AGM after being co-opted. However, if the number of committee members seeking re-election and co-opted members seeking formal election would result in the normal limit of 17 elected members being exceeded, the Committee may approve subject to there being no more than 20 Committee members in total. At the same time, the Committee reserves the right to extend co-opted member status beyond the next- available AGM should circumstances deem this to be in the best interests of the Club, under the terms of Rule 8.1. At least 5 elected members must be independent of the financial supporters of the Club. 3.4  The Chairman of the club will be elected by the members of the Committee from their number. The Chairman will serve for a term of three years, regardless of the number of years he or she has served on the committee as long as that does not exceed six years at the time of his or her election as Chairman. A retiring Chairman will continue to serve ex officio on the Committee as Immediate Past Chairman during the period of office of his or her successor as Chairman. 3.5  The committee will elect from their number a Vice Chairman, who will deputise for the Chairman as required.  The Vice Chairman will be elected at the first committee meeting following the AGM at which a new Chairman has been installed, or at which the incumbent Vice Chairman has retired by rotation.  The Vice Chairman will be selected from the committee members with the longest-remaining terms before they themselves are due to retire.  The maximum single term of office for a Vice Chairman will be three years, and appointment to the Vice Chairmanship does not over-ride the elected term limits.

3.6  The committee may elect from among their number such officers of the club as may be required. 3.7  Each committee member shall be elected for a term of three years. 3.8  No fewer than six (6) elected Committee Members must stand down and/or offer themselves for re-election at each AGM. If there are fewer than 6 members scheduled to retire as a result of having completed one or two full terms, the priority for selecting retirees from those whose terms are not yet completed will be: firstly, those completing the second year of a second term; secondly, those completing the second year of a first term. If there are more members in the category selected for early retirement than there are spaces needed to satisfy the requirements of this clause, those to retire will be selected by secret ballot conducted at the Committee meeting prior to the formal notification of the AGM (ie at least 42 days before the date of the AGM).

3.9  No committee member (unless he or she be the current serving Chairman) shall serve more than two consecutive terms but shall be eligible to stand again for election to the Committee after the first anniversary of the AGM at which his or her second term was completed. 3.10  A committee member should attend a minimum of 50% of all committee meetings called during the calendar year. 3.11  The committee shall have a quorum of not less than nine of its members. 3.12  The Committee shall be empowered to seek such funding as from time to time shall be deemed necessary, for the satisfactory running of the club, and may offer to co-opt onto the Committee (subject to overall membership limitations) a representative of any company providing such supporting funding. 3.13  The Committee shall have discretion to contract secretariat and other services.

 

4 ELECTION of COMMITTEE MEMBER

4.1  Nominations for election to the Committee shall be requested from the membership at least 42 days before the date of the AGM and submitted to the secretariat no later than 28 days before the AGM. 4.2i  All nominees for election to the Committee must be proposed and seconded by members of the club. 4.2ii  All nominees for election to the committee shall have been members of the Club for a minimum period of one year, other than where such member has been co-opted on to the committee under the terms of Rule 3.3, and must be financially current at the time of nomination and of election. 4.3  The committee shall be elected by either a postal or an online ballot (but not both) as shall be determined by the Committee, taking place before each AGM among all current full members. (see3.3) 4.4  The secretariat will be responsible for producing a ballot form, either hard-copy or electronic as appropriate, listing the candidates nominated and agreeing to stand for election as committee members. 4.5  The ballot paper shall be circulated by the chosen method to all eligible members at least 21 days before the AGM.

4.5.1 I n the case of electronic voting, every member eligible to vote will be allocated a unique confidential password and identifier which can be used only by that member and only once in any election.

4.5.2  An electronic ballot form will be deemed to have been delivered to a member if it has been sent to the last known email address of that member, and will be deemed to have been received by the Club if it has been sent to the email address of the Secretariat. 4.6  Members may vote for as many candidates as there may be declared vacancies, and must return their ballot papers or electronic votes to the secretariat no later than 24 hours before the start of the AGM. 4.7  The votes will be counted in confidence during the AGM by at least two scrutineers who are not members of the committee or candidates for election. As the final part of the AGM, the outgoing Chairman will announce the names of the highest scoring candidates who will form the new committee. 4.8  If fewer than 20% of the members eligible to do so cast valid votes in any election, the result of the election as determined by those valid votes will be placed before the members present at the AGM for ratification en-bloc. If fewer than 10% of the members eligible to do so cast valid votes in any election, the Committee members shall be decided by attending members voting at the AGM. 4.9  The new Committee, including the Chairman if a change in Chairman has taken place, will take responsibility as from the formal closure of the AGM.

5 ANNUAL GENERAL MEETING

5.1  The AGM will be held no later than 30 April in the year immediately succeeding the expiry of the financial year. The financial year runs from 1 January to 31 December. 5.2  Notice of the AGM must be circulated to all members no later than 42 days before the date of the meeting. 5.3  All proposals for discussion at the AGM must be submitted to the secretariat in writing no later than 28 days before the date of the AGM 5.4  Each proposal must have a proposer and a seconder who are club members. 5.5  The agenda for the AGM must be circulated to all members no later than 14 days before the date of the AGM. 5.6  All voting for or against proposals at the AGM will be decided on a show of hands. Alternatively, the Committee may determine that voting on a proposal for the AGM may be conducted electronically. The chairman will have the casting vote should a proposal receive an equal number of “for” and “against” votes. 5.6.1  In the case of electronic voting, every member eligible to vote will be allocated a unique confidential password and identifier which can be used only by that member and only once in any voting period. 5.6.2  An electronic ballot form will be deemed to have been delivered to a member if it has been sent to the last known email address of that member, and will be deemed to have been received by the Club if it has been sent to the email address of the Secretariat.

6 EXTRAORDINARY GENERAL MEETING

6.1  A member may at any time, provided that he has the backing in writing individually from 25% of the members of the club, call for an extraordinary general meeting (EGM) of the club. 6.2  The Committee may, on a resolution backed by an absolute majority of those entitled to vote on such a resolution, call for an EGM of the Club. 6.3  Notice of a validly called EGM, together with the full wording of such proposals as are to be considered at that EGM, must be circulated to all members no later than 30 days before the date of that EGM. 6.4  All voting for or against proposals at the EGM will be decided on a show of hands. Alternatively, the Committee may determine that voting on a proposal for the EGM may be conducted electronically. The chairman will have the casting vote should a proposal receive an equal number of ‘for’ and ‘against’ votes. 6.4.1  In the case of electronic voting, every member eligible to vote will be allocated a unique confidential password and identifier which can be used only by that member and only once in any voting period. 6.4.2  An electronic ballot form will be deemed to have been delivered to a member if it has been sent to the last known email address of that member, and will be deemed to have been received by the Club if it has been sent to the email address of the Secretariat.

7 EVENTS

7.1  The Committee shall organise a programme of events in accordance with the aims and objectives of the club. 7.2.1  An annual programme will normally include eight lunch meetings of the club with a speaker to address the meeting on a relevant subject. 7.2.2  The Committee may decide from time to time to organise other social or business events. 7.3  All reservations for club functions must be accompanied by the full remittance. No tickets will be issued without full payment being received. 7.4  Members shall have the opportunity to invite guests to the club functions. The number of guests at any function may be subject to limits at the discretion of the Committee. 7.5  All guests must be accompanied by a member. 7.6  Members will be allowed to pay for entire tables at club functions subject to any limits laid down by the Committee. 7.7  Lunch meetings will normally be expected to end at 14.30 hrs.

8 OTHER MATTERS

8.1  The Committee may, at their discretion, amend, alter, add to or rescind any of the rules of the club as may be seen by them to be in the best interests of the club subject to approval by a General Meeting. 8.2  The Committee shall be empowered to wind up the affairs of the club at such time as may be necessary, and to dispose of any monies left in any accounts. This shall be ratified at any EGM.