Southern Fed of MES - Constitution

Southern Federation of Model Engineering Societies

Representing Model Engineering interests in the United Kingdom

While affiliation is drawn mainly from clubs/societies in the southern part of the UK, membership ranges nationwide from the Orkneys to Guernsey, from Northern Ireland to East Anglia

The above constitution is as adopted at the Inaugural Meeting of the 3rd January 1970 and amended at the Annual General Meetings of 1972, 1973, 1978, 1982, 1983, 1991, 2002, 2005 & 2006.

Constitution
1	The NAME of the Federation shall be the Southern Federation of Model Engineering Societies.
2	The OBJECT of the Federation shall be to encourage all branches of Model Engineering and to promote the club aspect of the hobby, to draw up and recommend standards of practice, to foster and facilitate interchange of ideas and experience, to promote mutual assistance between member Societies without infringing upon their autonomy.
3	The Federation shall be a NON-PROFIT making organisation and accordingly its assets shall only be used for the furtherance of the objects of the Federation and no part of the assets shall be used for the benefit of any individual person. If the Federation be wound up any assets remaining shall be disposed of as may be decided by the Committee.
4	MEMBERSHIP is open to clubs and societies formed wholly or in part to promote Model Engineering interests and activities.
5	RIGHTS OF MEMBERS - All members of constituent Societies shall have the right to attend functions and activities organised by the Federation.
6	EXECUTIVE - The general business of the Federation shall be conducted by the Committee which shall consist of: The Chairman, who shall be elected for a one-year period. The Secretary, who shall be elected for a one-year period. The Treasurer, who shall be elected for a one-year period. The Newsletter Editor, who shall be elected for a one-year period. The Membership Secretary, who shall be elected for a one-year period. SEVEN Committee members, who shall be elected for a one-year period. All nomination forms for a position on the committee shall be submitted in writing to the Secretary not less than 14 days prior to the Annual general meeting. A Vice-Chairman shall be elected for one year from within the newly elected committee at the first committee meeting following the Annual General Meeting.The officers and Committee Members shall be eligible for re-election.
7	The Committee may co-opt sub-committees for special purposes, as may be necessary.
8	The committee may nominate a President and Vice-President.
9	The Chairman shall preside at all meetings, and shall have a casting vote. In the absence of the Chairman the Vice-Chairman will preside at the meeting, and take on the responsibilities of the Chairman
10	The Secretary shall summon all meetings and record the minutes thereof and submit correspondence received officially.
11a	The TREASURER shall keep the books and accounts as decided by the Committee. At the close of the financial year ending 30th September in each year, the Treasurer shall submit the accounts and balance sheet for audit and certification. A copy of the balance sheet shall be sent to each of the Federation Societies with the formal notice of the Annual General Meeting for adoption at that meeting.
11b	The AUDITORS - Two Honorary Auditors, not being members of the Committee but being members of the Constituent Societies, shall be elected at the Annual General Meeting to audit the Federation's Accounts at the end of the ensuing year, in time for a statement of the Federation's financial position to be presented at the next Annual General Meeting.
11c	FINANCES - The funds of the Federation shall be lodged at a bank approved by the Federation's Committee. All payments to the Federation shall be made to the Treasurer who shall give official receipts for them.
11d	By Resolution at an Annual General Meeting, three Committee Members being the Federation's Chairman, Secretary and Treasurer shall be authorised to sign cheques of withdrawal on the Federation's account. Any two of the authorised signatures shall be required on cheques of withdrawal.
12	COMMITTEE MEETINGS - The Committee shall meet at least four times per year, and the Secretary shall give at least 14 days notice of such meetings. The Quorum shall be five.
13	GENERAL MEETINGS - a) The Annual General Meeting shall be held before the 30th June each year. b) Extraordinary General Meetings shall be called by the Secretary on request in writing and signed by duly authorised officers of not less than one-third of the member societies and stating clearly the purpose for which the meeting is to be called, and no other business shall be conducted at that meeting. c) At General Meetings each Society shall have one vote only.
14	NOTICE OF MEETINGS - For General Meetings at least 28 days formal notice shall be given together with details of the business for which the meeting has been called. Notices sent to Member Societies addresses registered with the Membership Secretary shall be deemed to have been served. Notice of the date and place of the ANNUAL General Meeting shall be sent with at least 28 days notice.
15	AFFILIATION FEE - Affiliation Fees are due on the 1st March each year and are payable in advance. The committee may set the amount of the Affiliation Fee provided that any such increase does not exceed 5% of the amount that was payable in the proceeding year. Any requirements for an increase in the Affiliation Fee that exceeds 5% must be approved at the Annual General Meeting. Any Society that has not paid the Affiliation Fee by the 31st May shall be deemed to have terminated its membership.
16	Any matter arising, which is not covered by this Constitution, shall be referred to the Committee whose decision shall be final.
The above constitution is as adopted at the Inaugural Meeting of the 3rd January 1970 and amended at the Annual General Meetings of 1972, 1973, 1978, 1982, 1983, 1991, 2002, 2005 & 2006.