Rules of the Association (October 2000)
1. Name of the Society
The name of the Society shall be THE TWO MILLIMETRE SCALE ASSOCIATION hereinafter referred to as THE ASSOCIATION.
The Association's purpose is the promotion, encouragement and support of 2mm scale modelling including the provision of goods and the arranging of meetings, public exhibitions and other events.
(a) The Management Committee of the Association shall be the Chairman, Secretary and Treasurer, plus seven other members. At the first meeting of the Management Committee after the Annual General Meeting the Members shall elect one of their number as Vice Chairman.
(b) All members of the Management Committee shall retire at each Annual General Meeting. The Chairman of the Association shall be eligible for re-election subject to a limit of three consecutive terms in the office of Chairman. All other members of the Management Committee shall be eligible for re-election.
(c) The Management Committee may fill interim vacancies by co-option.
(d) At Meetings of the Management Committee SIX shall form a quorum and no business shall be conducted unless a quorum be present.
(e) The Management Committee may appoint members to other offices or sub-committees as and when the occasion arises, in order to assist the work of the Association. These members shall not become members of the Management Committee but may be co-opted at the Committee's discretion.
(f) The Management Committee shall be responsible for giving effect to the objects of the Association. It may delegate particular functions to one or more members of the Management Committee.
(g) The Management Committee shall use its best endeavours to ensure that the activities of the Association are publicised to the members of the Association, provided that this sub-rule shall not require the disclosure of information of a commercially confidential nature.
(h) Any member shall be entitled to a copy of the minutes of the Management Committee meetings, subject to meeting the copying and postage costs consequent thereon.
(a) Each member shall pay an Annual Subscription in advance at a rate to be fixed by the Management Committee. The Annual Subscription shall be the lowest rate commensurate with paying the Association's costs taking one year with another.
(b) No financial commitment shall be entered into in the name of or on behalf of the Association save by the Management Committee or with its prior approval. No member shall, save in accordance with the rules, represent himself as authorised by the Association or the Management Committee to incur any liability on their behalf.
(c) The Management Committee shall ensure that proper accounts of all monies received and expended by the Association be kept and that a proper and complete financial statement duly audited by a member of the Association (who shall not be a member of the Management Committee) shall be circulated to all members at least seven days prior to the Annual General Meeting.
(d) The Management Committee may make standing orders, which shall regulate the business of the Management Committee. The Management Committee may, by standing order, delegate authority to incur liabilities of a routine nature, not exceeding £500 per transaction (or such other sum as may be provided by standing order) to one or more members of the Management Committee.
(e) The Association's financial year shall be from 1st April to 31st March.
(f) In the event of a decision to disband the Association, the Management Committee shall appoint a Receiver who shall realise the assets of the Association, pay any proven debts of the Association and distribute equitably any remaining balance amongst those fully paid up members at the time of the appointment of the Receiver.
(a) Any member may attend any event or meeting of the Association, subject to payment of any charge which may be necessary to defray the expenses of holding the event or meeting. No charge may be levied for attendance at the Annual General Meeting. Any member shall be entitled to purchase any publication or product of the Association, subject to availability.
(b) The basic annual subscription entitles the member to receive one copy of each issue of The 2mm Magazine. Further copies may be purchased at an additional rate. Members joining during the course of the year will receive back numbers of the Magazine for the current year as far as supplies permit.
(c) The Management Committee may exempt a member from payments to the Association.
(d) Every member when accepted shall receive a copy of these Rules and shall be deemed to be bound by them.
(e) Any permanent change of address should be notified to the Association immediately.
(f) The Management Committee reserves the right to reject any application for membership without assigning any reason for so doing.
(g) The Management Committee may expel any member should his conduct be deemed detrimental to the interest of the Association, or for breach of these rules.
(a) The Annual General Meeting of the Association shall be held not later than the first day of November following the end of the financial year. The agenda for this meeting shall be distributed at least seven days prior to the meeting.
(b) Other General Meetings may be held at times and places as deemed convenient by the Management Committee. Every member shall receive notice of these meetings.
(c) The Secretary shall convene an Extraordinary General Meeting within one month of receiving representations in writing from twenty or more members.
(d) The quorum for any General Meeting of the Association shall consist of 25 members or 25% of the membership (whichever is the less) and no business may be conducted unless a quorum be present.
(e) The Management Committee may at its discretion hold a postal ballot of the membership on a specific resolution not connected with any proposal to alter the rules under section 8 below
Minute books shall be kept in which shall be recorded the proceedings of the Management Committee and the General Meetings of the Association. The minute book shall be open to inspection by any member by arrangement with the Secretary.
8. Alteration to Rules
(a) It shall be the duty of the Management Committee to conduct a postal ballot of the whole membership on matters concerning any alteration to the rules and any such proposed alteration should be supported in writing by at least three members and submitted to the secretary by the 30th June next before the Annual General Meeting. Anyone unable to attend the Annual General Meeting may nominate another member to speak on their behalf by notifying the Secretary of their intention prior to the meeting.
(b) These rules shall not be rescinded or altered except by a simple majority of votes cast in any postal ballot held.