Club Night

The Olney Model Railway Club.

The Club meets on Thursday evenings in the building at the rear of the Carlton House Club (38 High Street, Olney. MK46 4BB) car park from 7.30pm.

There is a charge of £3.00 per person to help cover expenses, which includes a cup of tea or coffee and biscuits, plus an annual subscription of £50.00 for adult membership, payable in January. Junior members (14 to 18 years) will be charged £3.00 per visit, rather than an annual fee.

The club house boasts a permanent large loop layout of "O","OO" and "N" gauge tracks, for the use of club members and visitors.

There is space within the club room for members to pursue personal and club projects. There are three club projects running at present, the old Midland Railway Olney Station in "OO" gauge, (the details and progress of the layout is shown on the Olney Station Project page), the end to end layout , in "OO" gauge Buckleberry Lane and an N gauge circle. All the layouts are being constructed from scratch for use at exhibitions.

New members are very welcome, existing members have a wide range of interests from live steam models to N gauge, just come along and join in. Please note however, that children should be accompanied by an adult.

If you would like any further information, please telephone the Club Secetary Malcolm Haynes on 01234 241686, or email malcolm@olneymrc.org.uk.

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CLUB CONSTITUTION

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 skills.

CLUB MEETINGS

The OMRC will meet each Thursday, from 7.30pm-10.00pm at the Clubroom, which is situated above the garages at the rear of the Carlton House Club, 38 High Street, Olney, Bucks, MK46 4BB.

Additional daytime or evening sessions may also be arranged on an occasional basis.

The Clubroom is to be used only by members and invited guests. All members are responsible for ensuring that the room is left clean and tidy after each meeting.

Any damage should be reported immediately to a member of the OMRC Management Committee.

MEMBERSHIP

Within the constraints of the space available, the optimum maximum membership of the OMRC is limited to between 20 - 25 adult and junior members.

However, if there is a possibility of the upper limit being exceeded, any new applications will be considered by the OMRC Management Committee and a decision made in line with the prevailing circumstances.

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

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 a parent/guardian, or other responsible adult.

Honorary Life Membership, limited to a maximum number of three, 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

The Membership Year will run from 01 September to 31 August.

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

For existing full members, payment of the Annual Membership Fee should be made in full to the Treasurer as soon as possible after the AGM. It will be assumed that existing full members failing to renew within three months of the AGM, have left the Club.

New full members joining OMRC during the course of the year will pay an Annual Membership Fee calculated, on a monthly basis, as a pro-rata portion of the whole year total.

The weekly Membership Fee will be payable on a per attendance basis.

Junior members will only pay the Weekly Membership Fee on a per attendance basis.

OMRC MANAGEMENT COMMITTEE

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

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

FINANCES

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 Annual General Meeting (AGM).

The reporting period will be determined by the OMRC Management Committee and will be in line with the date of the AGM.

All proposed items of expenditure exceeding £100.00 must be discussed and agreed with the Management Committee, prior to the purchase being made.

All proposed items of expenditure under £100.00 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 cashflow of the OMRC is not adversely affected.

Should the OMRC cease to function, the assets will be sold and the proceeds divided equally between all fully paid up members/Honorary Life Members of the Club.

INSURANCE

Buildings Insurance is the responsibility of the Carlton House Club.

Club Room and Public Liability Insurance is arranged, by OMRC, through Magnet Insurance Services Ltd, Newark Beacon, Cafferata Way, Newark, Nottinghamshire, NG24 2TN.

It should be noted that tools, equipment and items of rolling stock, which are the personal property of individual members are not covered by the OMRC policy.

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

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

Members bringing portable mains-operated equipment into the Club must ensure that it is in good working order. Owners of such items of portable equipment are responsible for ensuring that they are used only by members who are competent to do so.

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:

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

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

c) To agree the annual and weekly subscriptions to be paid for the following financial reporting period.

d) To discuss and agree objectives for the forthcoming year.

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

EXTRAORDINARY GENERAL MEETING (EGM)

An Extraordinary General Meeting (EGM) may be called at any time during the year, by at least three fully paid up 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 three weeks of the date of receipt of the EGM request.

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.

GENERAL DATA PROTECTION REGULATION 2018

OMRC will comply with the requirements of the General Data Protection Regulations 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.

REVIEW AND DISTRIBUTION

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

Proposed changes will be discussed at the next AGM and, where agreed, will be incorporated into a revised Constitution.

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

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Malcolm Haynes, Secretary

Issue Date: July 2022

Author: Malcolm Haynes