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Miniature Armoured Fighting Vehicle Association

 

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CONSTITUTION

Introduction - by John Ham                          Minutes of the EGM June 10 2012

MAFVA CONSTITUTION Version 2014

 

 

1.Name.

 

 The name of the Association is the Miniature Armoured Fighting Vehicle Association (MAFVA or the Association) and uses the early tank known as “Little Willie” for the Association logo.

 

  

2. Objectives.

 

MAFVA exists to promote interest in AFV's and their associated equipment and to act as a non-profit making organisation for the collection and dissemination of information. We aim to provide members of the Association with a magazine called Tankette. Local branches in the UK and overseas are encouraged to hold meetings, displays and competitions to enable members to meet others with similar interests and to share information and expertise. A national show and competition will be held annually to allow all members to meet and display their models and interests.

 

3. Members.

 

Members of the Association will be:

 

a. Full Members who have current fully paid up subscriptions to the Association.

b.  Family Members who have current fully paid up subscriptions to the Association.

c.  Honorary Members who have provided exceptional service to the Association.

 

 

4. Subscription.

 

Membership of MAFVA will be by annual subscription. This will be determined by the Committee from time to time, taking into account the expenses and running costs of the Association. Full payment of the annual subscription will allow the privileges of the Association for one year.

 

 

5. Committee and Decision Making.

 

A Committee has been formed from members of the Association to administer the Association in accordance with the Constitution.  Members of the Committee are voted on to the Committee by the membership of the Association. (Details of voting are below).  A quorum for a full committee meeting will be no less than 6 elected MAFVA members. In the event of a hung decision at a committee vote, the Chairman will have a casting vote.

 

The Committee will consist of the following:

 

a.  President

b.  Chairman

c.  Secretary

d.  Treasurer

e.  Tankette Editor

f.  Liaison Officer

g.  Information Officer

h.  Web Site Officer

i.  Membership Secretary

j.  Publicity Officer

k.  Development Officer.

 

The Committee meets from time to time to decide policy.

Additionally the Committee may co-opt specialist members to advise on matters requiring expert knowledge, or delegate sub-committees to undertake special tasks. 

Members are voted on to the Committee by the following annual procedure:

 

a.  Details of the Committee positions with a brief description of role will be described in Tankette.  Details of the procedure to be followed to become a candidate for these posts are included in this issue of Tankette. 

 

b.  Details of all candidates will be collected by the Secretary and be published in the Tankette following the closing date for candidates applications.  This will consist of a voting form showing the candidates for each post.  Details for returning the voting form will be included in this edition of Tankette.

 

c. Only current paid up Full Members will be entitled to vote in election of MAFVA Committee members and officers.  

 

d.  A Returns Officer is appointed by the Committee, who will count received votes, and inform the membership at the Annual General Meeting as to who will be on the Committee.  Successful candidates will be notified at least one week before the AGM to facilitate transfer of responsibilities between retiring and new officers at the AGM.   

 

6. Annual General Meeting.

 

The date, venue and agenda for the AGM will be decided by the extant Committee and advance notice given in Tankette and the Association’s internet website, and will be available to MAFVA members on request (if accompanied by a stamped self- addressed envelope).  Additions to the agenda from members will be sent to the Secretary to arrive no later than six weeks prior to the AGM. 

 

The independently examined MAFVA accounts will be presented at the AGM by the Treasurer and recorded as an Annex in the minutes of the AGM. 

 

Only current paid up MAFVA Full Members and Honorary Members attending the AGM in person are eligible to vote on matters raised at the AGM by simple majority.

 

The Officers of the Association, as decided by the voting procedures described above, will be announced for the forthcoming year.  Minutes from the AGM will be taken and distributed to members who request a copy of these minutes and provide a stamped self-addressed envelope. 

 

7. Extraordinary General Meeting  

 

An EGM may be convened in exceptional circumstances.  This meeting will be held if 20 or more paid members request by writing or email to the Secretary that an EGM should be held.  As the nature of an EGM will be deemed to be urgent, notice of this EGM will be announced in the first edition of Tankette published after the request for an EGM is received (if practicable), published on the Association website, and MAFVA branch representatives notified.  Details will include date, time and location of the EGM, and the reason that the EGM has been called.  Minutes will be taken at the EGM and distributed to members that request a copy of the EGM minutes and who provide a stamped self - addressed envelope.

Only current paid up MAFVA Full Members and Honorary Members are eligible to vote in EGM motions.

 

 

8. Dissolution

MAFVA may only be dissolved by a Special Meeting called for that purpose by the Committee, giving at least one months notice to members.  Notice of such a meeting will be given on the MAFVA website and by notifying branch representatives, and if possible in Tankette.  

 

Dissolution can only take effect by majority decision of all full members and Honorary Members present.  In the event of dissolution the Committee will be empowered to dispose of the assets of MAFVA, after collecting all due debts to the Association and discharging the liabilities of the Association, for the benefit of a registered charity as agreed by the Committee.

 

10/01/2014

INTRO

 

 

 

Dear Fellow MAFVA Member,

For the last few years, prior to Tankette adopting A4 format, there has been an annual MAFVA council meeting to discuss current issues and development of the organisation.  A year ago it was proposed that we set up a constitution, and a small working party was tasked with the job.  After much discussion and several meetings, a draft was drawn up. During this process the working group examined the constitutions of other hobby societies, some MAFVA  branches, as well as local voluntary bodies. All differ in detail, but the fundamentals have been incorporated into the MAFVA Constitution. The working party aimed to produce a straightforward commonsense working document to describe the way that MAFVA works, or how we would like it to work to bring the organisation into line with current thought and practice for such bodies.  We did not set out to produce a watertight set of rules that would.  This was put before a special meeting of officers and other members on January 29 this year.  After some refinement the meeting resolved to adopt this as the MAFVA Constitution.  It is expected that this will be further refined over the next two or three years at our AGMs, as experience shows what is or is not workable. The risks of MAFVA being high-jacked by a faction or pressure group has also been discussed, and we hope that the way the constitution has been written will greatly reduce this risk  

 

Some may ask why is a constitution needed now when there was no need for nearly half a century.  There are a number of reasons: 

·         There has been major change in the social structure of MAFVA.  For many years, the Association consisted of a wide network of largely independent branches with the common interest of AFVs.  Now MAFVA has become a more central organisation.  We no longer have branches rotating the Nationals each year, but an annual show based at IWM Duxford. 

·         Tankette used to be a magazine that had many members sending in information and tips.  Now it is more a consumer magazine without that wider contributor base.

·         We need to have a more formalised decision making process to safeguard the future of MAFVA.  We only have to look at the recent demise of AFV News, which started at the same time as MAFVA, but foundered when George Bradford bowed out as it had too narrow a management base, and lacked the structure to take it forward. Having a defined Committee now means that there is a body that can fulfill this role of policy making.

the challenge now will be to will be to implement the Constitution.  The present Committee members are from different branches and parts of the UK, so that we hope that this will give a broad spread of opinion that fairly reflects the opinion of MAFVA members across the country.  We aim to put in place a voting procedure so that the Officers and Committee members can be formally elected by the time of the first AGM.  More information on this will follow later in the year.  

Feed back from branch reps has been positive, and adjustments have been made on advice from members with specialist knowledge.  At this stage no major revisions are anticipated, unless you feel there are important omissions.  Small changes to wording are probably best left alone for now, unless current wording is so ambiguous that it can be completely misconstrued.

John Ham, chairman of constitution work party on behalf of the MAFVA Committee.

17/04/2012

Top

 

Extraordinary General Meeting

MAFVA Extraordinary General Meeting

10th June 2012

Central Surgery Building , Rugby

 

In attendance:                                                        Apologies:

John Ham (Chair)                                                                             Tom Cole

Chris Lloyd-Staples (Minutes)                                                     Tom Cromwell

Neil Wharton                                                                                     Garry Norris

Dave Blomley                                                                                    Gary Wenko

Colin Rosenwould                                                                            Peter Bailey

Paul Middleton                                                                                 John Rulton

Paul Gandy                                                                                         Bill Hanna

Mike Whitty                                                                                       Bob Lockie

Mike Gill

 

1. Apologies

John Ham reported there had been much support for the meeting. Apologies were noted from some members.

 

2. New treasurer

Mike Gill had previously been nominated by Paul Middleton, and seconded by Tom Cole. Over 40 e-mails had been received, supporting Mike Gill as the new treasurer.  Mike was unanimously voted in as treasurer as of the date of this meeting.  A vote of thanks was given to Heather Williams for carrying out this role so well and for so long. 

 

3.  Financial accounts, 2011-12

A summary of accounts had been received from Gary Williams.  Mike Gill will meet with Gary and Heather in a month’s time for a full handover of accounts.  The current spreadsheet covers basic income and outgoings, but the format is not fully compatible with the 2010 figures.  The current format of cash flow recording makes it difficult to establish cost per issue.  The annual account should reflect the cost of each annual volume irrespective of when printing and postage invoices are received and paid. Mike will produce accounts in compatible form to allow trends to be identified.

 

There was a discussion on the use of PayPal as an option for making payments to MAFVA in future, as this makes the payment of subscriptions very much easier for members, particularly those living overseas.  With cheques becoming less of an option, and some members being unwilling to give out credit card details, the use of PayPal will be an important option.  This will be explored by the new treasurer.

 

Costs incurred by officers in their duties will be reimbursed by sending invoices, receipts or bills to Mike Gill.

 

Bank mandate: there are currently three signatories -- Gary, Heather, and John Wilkes.  The current mandate requires two signatures.  It was discussed whether it would be sufficient for one signature where payments are small, but it was agreed to retain two signatories (principally Mike Gill and Paul Gandy) as an interim position, with reserve signatories being Gary Williams and Mike Whitty.  Mike Gill will arrange updating of the MAFVA account signatories.

 

It was suggested that in future MAFVA officers should use Association e-mail addresses linked to the MAFVA website address.  It was felt that, in addition to looking more professional, this would provide a better basis for discussion of financial matters.

 

US account: there was a query about the need for this, particularly if PayPal transfers in future would make it easier for American members to pay their subscriptions.  It was agreed to investigate whether the US account will still be viable in light of any changes to payment methods.  It was acknowledged that Bill Postman had done a commendable job in maintaining the US account for many years.

 

4.  MAFVA HQ duties

Gary Williams wishes to relinquish his role in finance and also as secretary.  The Association is extremely grateful for the huge amount of work that Gary has done for MAFVA since the creation of the Association, and continues to do.  In the absence of an Association secretary, so far, any queries have been dealt with by relevant officers.  There was a discussion about whether the secretary post needs to be replaced immediately, but it was decided to leave this until the autumn officer elections.  In the interim, Paul Middleton, as liaison officer, agreed to pass queries to the correct person within the Association.

 

Distribution of the magazine in 'bumper bundles' for branches will cease, because it is simply not cost-effective.  In reality, the cost of a bundle is greater than the combined cost of sending issues individually.  It is much easier to send magazines to individual members using stickers for address labels.  However if the number of members reaches 1000, then we would need to use an automated process for filling envelopes.

 

In the past, Gary Williams issued renewal notices; this process is now being done by Neil Wharton who has an accurate list of current members.

 

5. Membership Subscription

Gary Williams has suggested a £1 increase in UK membership rates, following postage increases -- this would raise the fees to £15.  A possible increase of £1.50 for overseas members was considered.  The meeting proposed to leave the changes until Mike Gill had been in post for at least three months, which will be just before the period of peak renewal of subscriptions, and also the possible introduction of PayPal.  By October 2012 it will be necessary to make decisions about prices.  It may also be possible to negotiate with TNT to see whether distribution costs can be reduced.  For back numbers there is no reason why the cost cannot reflect current postage rate, and this cost increase should take immediate effect.

 

6.  Officer ballot

Colin Rosenwould outlined the process of election of new officers in autumn 2012.  It was proposed that an AGM will be held on 10 February, 2013, at Nottingham Firestation following the Nottingham MAFVA Open Day, and perhaps be combined with a visit to the Wheatcroft Collection at Donington Park Grand Prix Museum .  This has benefits in terms of involving another area of the country, as well as encouraging visits to the Nottingham show.

 

Colin suggested that all current post holders should produce a short job description, listing their duties in two or three lines.  The posts would then be advertised in Tankette, asking for nominations with a proposer and seconder from the membership, at least one of them being a non-officer.  Several questions were raised:

What happens if posts are not filled?

What happens if there is only one applicant?

What happens if someone resigns their post early?

These matters may have to be addressed at the AGM should they arise.

 

There is clearly a need to stagger the elections in order to avoid mass substitution, and to ease continuity.  It was proposed to offer posts for election in the following years:

Treasurer 2015

Editor 2014

Membership secretary 2014

All other posts autumn 2012, to take up role in 2013

 

If any post remains unfilled, a member will be co-opted into the role for one year.  Normal tenure for posts will be three years.

 

7.  Financial protection

John Ham expressed concern about our vulnerability to financial claims or loss.  Gareth Jones ( Cambridge branch) has been exploring insurance for MAFVA, to cover shows and other events with public liability insurance.  There are other forms of insurance, including general financial insurance, or directors and officers insurance, which would provide protection from claims of defamation, racism, libel and so on.  Articles printed in Tankette are open to claims of copyright breach.  It is covered by a disclaimer in the magazine explaining that the author of the article holds the copyright, and where issues arise these are between the author and the third party.  It was agreed to continue investigating insurance requirements.  Mike Gill will take this on.

 

Concern was expressed over the nature of some e-mails sent between MAFVA officers, particularly when using MAFVA addresses.  Risqué or offensive articles, jokes and images should be avoided.

 

 

8. AOB

(a) Tankette: tasks previously carried out by Gary Williams are now done by Neil Wharton and Tom Cole.  Gary Williams wishes to relinquish 35 boxes of back issues (around 7000 magazines).  Neil is prepared to make up 30 or 50 sets of each volume, and proposes to get dispose of remaining magazines to make best use of them .  Neil also proposed giving away copies of 47/2 at the nationals, as we have excess copies of this issue.  Neil noted that first three issues of the A4 magazine are now extinct, with no issues remaining.

 

(b) Neil proposed a new look for Tankette, with more pages and some slightly lower quality paper on certain pages.

 

(c) There has been an issue where some members have asked retailers for review kits ' on behalf of MAFVA ' or other benefits where this has not been sanctioned, and in some cases the reviews have not been completed.  This has created a bad feeling with some suppliers, and has brought MAFVA into disrepute.  It was agreed that canvassing for review samples should only be done by the editor, and where members are offered review samples they should immediately notify the editor of this fact.

 

(d) The Nationals: this year there have been manpower shortages for the running of the show and for judging.  It was agreed that it should be an expectation for participating clubs to contribute to the setup, knockdown, and tidy up after the show or other forms of assistance.  Traders would be reminded to tidy away their tables at the end of the show.  For this year judging teams would be reduced to 2 judges per team, with John Ham and Chris Lloyd-Staples providing advice.

 

Finances for the Nationals would be underwritten, if necessary, from central MAFVA funds in order to cover any shortfall.  In general the Nationals should be self-funding.  The finances for the show are administered by Tom Cole.

 

The Mick Bell Memorial award will be given out for the last time this year, for the best contribution to Tankette.  The juniors award financed by the Mick Bell Fund will now be discontinued.  Remaining funds will be used to support the Dragon magazine.

 

(e) John Ham briefly raised the issues of promotion of our membership, and the forthcoming 50th anniversary of MAFVA.

 

The meeting closed with thanks to all officers present, and also thanks to the officers and members unable to attend the meeting.

 

Chris Lloyd-Staples, June 10, 2012