​AIM

 

The aim of the Olney Model Railway Club (OMRC) is to promote interest in the hobby and to provide a friendly and welcoming environment in which all members can develop their railway modelling knowledge and skills through both discussion and practical application.

 

CLUB MEETINGS

 

The OMRC meets each Thursday, from 7.30pm–10.00pm at the Olney Centre, High Street, Olney, Bucks, MK46 4EF.

 

Members are responsible for ensuring that the room is left clean and tidy after each meeting.

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MEMBERSHIP

 

Full membership is open to all adults aged 18 years or over.

 

Full membership will be determined by payment of the membership fee for at least 50% of the weekly meetings to be held throughout the year.

 

Junior membership is open to all young adults aged between 14 and 18 years of age. 

 

Juniors under the age of 14 are welcome as guests, provided they are accompanied and supervised by a parent/guardian, or other responsible adult.

 

Honorary Life Membership, limited to a maximum number of 3, is available for any full member, either past or present, considered to have made an outstanding contribution to the furtherance of the aims and aspirations of the OMRC.

 

Nominations, which may be made at any time throughout the year, must be made in writing to the Secretary and must be supported by sufficient evidence to enable an objective decision to be reached. All nominations will be discussed by the Management Committee and, those deemed to be worthy of further consideration, will be presented to the membership at the AGM (Annual General Meeting).

 

Honorary Life Members will be entitled to attend all Club events and meetings, without payment.

 

MEMBERSHIP FEES

  

Membership Fees will be as agreed at the Annual General Meeting (AGM).

 

The Membership Fee for 2024-2025 will be £4.00 per week, payable on a per-attendance basis.

 

Where a member elects to pay their Membership Fees in advance of club meetings, those fees shall not, under any circumstances, be refundable in part or whole.

 

Accepting retrospective payment of up to three weeks in arrears of Membership Fees shall be at the discretion of the Treasurer. Accepting retrospective payment of Membership Fees of more than three weeks in arrears shall be at the discretion of the Management Committee and will only be granted in exceptional circumstances.

 

MANAGEMENT COMMITTEE

 

A Management Committee, comprising of a Chairperson, Secretary and Treasurer will be elected at each AGM and will be responsible for the day to day running of the OMRC.

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FINANCES

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The Treasurer will be responsible for managing the Club’s financial affairs and for ensuring that a Financial Statement, detailing the Opening and Closing Balances and all Income and Expenditure for the preceding reporting period, is presented for discussion and approval at the AGM.

 

The Treasurer will also provide the Management Committee with a regular monthly Income & Expenditure Account.

 

All proposed items of expenditure exceeding £100 must be discussed and agreed with the Management Committee, prior to the purchase being made.

 

All proposed items of expenditure under £100 must be approved by the Treasurer, prior to the purchase being made.

 

Receipts for all expenditure incurred must be obtained and submitted to the Treasurer within 14 days of the purchase to enable reimbursement to be made. This is essential to ensure the cash flow of the OMRC is not adversely affected.

 

Should the OMRC cease to function, all assets will be sold and the proceeds divided equally between all fully paid up Members/Honorary Life Members of the Club. Please refer to the associated Process Document for further details.

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INSURANCE

 

Buildings Insurance is the responsibility of the Olney Centre.

 

For external functions, either the OMRC or the organiser of the function will ensure that Club members and their property are fully insured. This will include public liability insurance cover.

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HEALTH AND SAFETY

 

All Club members are responsible for their own safety as well as the safety of those around them. No action should be taken that would potentially risk the safety of any Club member.

 

Members are required to adhere to any specific Health and Safety requirements introduced by the Management Committee.

 

CLUB MEETINGS

 

• Club Management Committee

 

The Chairperson will convene formal meetings of the Management Committee, together with the President, as and when required. 

 

• Annual General Meeting (AGM)

 

The date of the AGM of the OMRC will be as determined by the Management Committee.

 

The main function of the AGM is to transact the following business:

• To receive and approve the Financial Statement as presented by the Club Treasurer.

• To elect the Management Committee to serve the Club for the following financial reporting period.

• To agree the subscriptions to be paid for the following financial reporting period.

• To discuss and agree objectives for the forthcoming year. 

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Items for inclusion on the Agenda of the AGM must be notified to the Secretary not later than 14 days before the meeting.

 

In order to be quorate, at least 2 Committee Members plus 50% of the remaining Membership will need to be in attendance.

 

• Extraordinary General Meeting (EGM)

 

An Extraordinary General Meeting (EGM) may be called at any time during the year, by at least three full members of the Club, to discuss urgent issues which would impact on the smooth running of the OMRC.

 

Members requesting an EGM must specify the item(s) to be discussed. Once the reason(s) for the EGM have been agreed, no additional agenda items will be accepted.

 

The Management Committee must ensure that the EGM is held within 3 weeks of the date of receipt of an EGM request.

 

In order to be quorate, at least 2 Committee Members plus 50% of the remaining Membership will need to be in attendance.

 

MISCONDUCT

 

Any member abusing this Constitution or OMRC property, or behaving in a manner liable to bring the OMRC into disrepute, will be requested to meet the Management Committee to explain their actions.

 

Where appropriate, a documented verbal or written warning will be given to the individual concerned.  Serious breaches of conduct may result in expulsion from the OMRC.

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GENERAL DATA PROTECTION REGULATION 2018

 

OMRC will comply with the requirements of the General Data Protection Regulation 2018.

 

The Secretary is the nominated Data Protection Officer for the OMRC.

 

Personal details provided by each OMRC member (name, postal and email address and mobile/landline telephone number) will be held, in the form of a Club Directory, by the OMRC Secretary, in both computer (MS Word) and paper formats.

 

The Secretary will provide each member with a Membership List, containing each individual’s name, email address and contact telephone number(s). This list will be updated and reissued as necessary, throughout the year.

 

The personal data collected will only be used to administer the day to day activities of the OMRC and should not, under any circumstances, be shared with third-party individuals or bodies.

 

Data applicable to members leaving OMRC will be removed from the Club Directory at the earliest opportunity.  

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REVIEW AND DISTRIBUTION

 

This Constitution will be reviewed on a regular basis and will be updated and reissued if, and when, the Club finds a permanent home, or when other changes are necessary.

 

Club members may suggest changes to this Constitution at any time during the year.

 

Club members will receive an individual copy of the revised Constitution and a reference copy will also be placed on the Club website.

 

END