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Richard M · Last edited by Richard M on Fri 30 Jan 2009 19:18 pm; edited 1 time in total

6.13.2

7351 SUGGESTED RULES AND REGULATIONS FOR A FULLY CONSTITUTED IPMS (UK) BRANCH or SIG

This constitution is for use by Branches or SIG’s of IPMS (UK) also referred to herein as “the Society”, and will be referred to hereafter as the “Document”. This document supersedes all existing rules, regulations and constitutions released by IPMS (UK) before this date – November 2008.

Parts 1 to 9 are mandatory; failure to follow these guidelines in this document will result in the offending Branch or SIG losing its right to be called IPMS. Rules 10 to 13 need to be observed by Branches or SIGs for the smooth running of the Society. Rules 14 to 21 are to be considered and adopted where appropriate, for the smooth running of the Branch or SIG.

1.0 There must be a minimum of five (5) currently paid up full members of IPMS (UK) either to continue to operate, or to apply to form, an IPMS Branch or SIG, subject to guidelines below. Additional requirements shall apply for the formation of ‘Virtual’ Branches (see 2.1 below).

2.0 Applications for the formation of an IPMS Branch or SIG should be sent to the IPMS (UK) National Executive Committee, via the UK Liaison Officer and should contain:-

a) The names of five (5) currently paid up IPMS (UK) full members with their membership numbers. These persons should be regular attendee’s or regular participants in the activities of the proposed Branch or SIG.
b) The name and number of the full IPMS (UK) member who must be designated as Branch or SIG Secretary
c) A signed copy of this document, confirming acknowledgement from the Branch or SIG that the proposed Branch or SIG will adopt this document and the National IPMS (UK) rules.
d) The application shall also specifically confirm that IPMS (UK) will not bear any legal or financial responsibility for the actions of the Branch or SIG as set out in the document below.

2.1 In addition to those rules stated in section 2.0, the creation of Virtual Branches (i.e. those Branches which meet regularly and conduct their business remotely via the internet, rather than at a physical location) shall be subject to the following requirements:
• The 5 founder members of any IPMS (UK) ‘Virtual’ Branch shall be founder members of one ‘Virtual’ Branch only.
• ‘Virtual’ Branches shall be set up to operate through an original, scale modelling specific, web site (i.e. a Google/Yahoo type group shall not be recognised as a ‘Virtual’ Branch).
• The Web Site Owner shall be a founder member of the ‘Virtual Branch and shall also be a member of IPMS (UK).

3.0 The National Executive Committee may, in furtherance of the objects of the Society, approve the formation of Branches or SIG’s as and when they consider a need exists. The nominee, as the initial appointee for the position of Branch secretary or SIG Leader shall be subject to approval by the National Executive Committee. The National Executive Committee shall not unreasonably refuse approval.

4.0 When the IPMS (UK) National Executive Committee approve the formation of a Branch or SIG, then that Branch or SIG should incorporate the words “IPMS” or “IPMS (UK)” in its title.

5.0 Two copies of this document will be issued to every Branch Secretary or SIG leader, with a request to return one copy signed and dated as acknowledgement of the current document:-

a) On the formation of a new Branch or SIG.
b) Whenever these rules are amended
c) Whenever the Executive Committee deems it appropriate.

6.0 If a Branch or SIG creates a constitution expanding on this document, a copy must be sent to the IPMS (UK) National Executive Committee, via the UK Liaison Officer.

7.0 Should the number of currently paid up members of IPMS (UK) fall below 5 in any Branch or SIG, the Secretary / Leader must inform the UK Liaison Officer at once. The Branch or SIG will then be allowed to continue for a further twelve (12) months. If by that time the Secretary / Leader has not given notice that the number of members has risen to five (5), then the UK Liaison Officer will give notice that the Branch or SIG must no longer use the title of IPMS (UK) in its designation.

8.0 Membership of a Branch or SIG does not confer on any member of that Branch or SIG any of the benefits of full membership of IPMS (UK). In particular, it does not entitle anyone who is a member of a Branch or SIG but not of IPMS (UK) to free entry to Scale Model World or to the privilege of early admission to that event for any purpose whatsoever.

Those persons may not vote at any AGM of that Branch or SIG on any matter affecting the running or policy of the IPMS (UK). In the event that any national competition is introduced for the best Branch or SIG model, persons who are not members of IPMS (UK) will not be eligible to have their model put forward into such competition unless the National Executive Committee have specifically designated that competition as being “Open”.

9.0 The Branch and SIG Secretaries shall be required to submit an Annual Return.

The Annual Return is to be forwarded to the IPMS (UK) National Executive Committee, via the UK Liaison Officer, at least 28 days before the Society’s Annual General Meeting. Any Branch or SIG not making such a return shall be deemed to have terminated its status as a Branch or SIG and to have lost the right to use the designation “IPMS” or “IPMS (UK)” in its title or otherwise.

The Annual Return must include the following information a-g as shown below:-

(a) Branch or SIG membership details showing the names and membership numbers of IPMS members split into Junior (under 18) and Senior members, who regularly attend or participate in activities or achievements in the year.
(b) The name and address of the current Branch Secretary or SIG Leader.
(c) The dates, times and venue, of any meetings.
(d) Activities planned for the coming year, such as Exhibitions.
(e) Any other information requested by the UK Liaison Officer at the instigation of the National Executive Committee.
(f) A statement detailing the Branch or SIGs’ requirement for space at the National Show.
(g) A list of volunteers prepared to help at the Annual Show.

10.0 Every Branch or SIG shall submit a copy of its Newsletter / Magazine (if any) to the IPMS Magazine Editor who shall have the right to publish any item in such newsletter in the Society’s main magazine. The scale charge will be paid to the author of any such article that is published. If a Branch or SIG membership subscription is required to receive such Newsletters/Magazines, the Executive Committee will pay this from the general funds of the society.

11.0 Approved Branches or SIGs will be entitled to request a free display space at Scale Model World. Each such Branch or SIG will be entitled to this space subject to it being available and the size and location of this space is at the discretion of the Exhibition Manager. Such discretion will not be exercised unreasonably.

12.0 If there are any display items that are required by a Branch or SIG display at Scale Model World (before the show is open to the public) and these items are being supplied on the first day of the show by members who are not members of IPMS (UK) please note, those members are not entitled to admission to Scale Model World on Saturday or Sunday before the show is open to the public, for any purpose whatsoever (Article 8). It is the responsibility of the IPMS members of an IPMS (UK) Branch or SIG to organise delivery prior to the show opening.

13.0 All external activities (e.g. Exhibitions; Displays; Competitions; Branch Open Days etc) that publicly involve the Society’s name must be notified, at the earliest known time, to the IPMS (UK) National Executive Committee, via the UK Liaison Officer. The reporting party shall provide the dates times and venues, (and if applicable the names of the sponsors). This information will assist in the avoidance of double bookings and also provide a regular information source for the Society’s events diary published in the IPMS (UK) Magazine, in other commercial publications and on the Society’s website.

14.0 All Branches and SIGs entitled to use the title IPMS (UK) in their name or otherwise will be solely responsible for the content of any publication issued by it. Full legal responsibility for the content of any publication, website or other means of communications rests solely on that Branch or SIG. For the avoidance of doubt it is categorically stated that IPMS (UK) will have no legal liability in respect of such Branches or SIGs. Such Branches and SIGs are strongly advised to consider whether they need to carry insurance against potential claims.

15.0 IPMS (UK) has Public Liability Insurance cover for all Society, Branch and SIG meetings and activities within the United Kingdom, other than those conducted in members’ homes.

There is no Special Events Policy cover (other than for the IPMS National Championships) in respect of such items as loss of non-refundable booking fees and hire costs, personal accident such as assaults on the organiser, damage to/loss of hired – in stands and tables etc. Each Branch or SIG should consider the advisability of arranging this for their shows where the financial consequences to Branch or SIG members could be significant in the event of cancellation or other unforeseen circumstances.

16.0 Should any justified and proven complaint about the activities of a Branch or SIG be reported to the National Executive Committee, the National Executive Committee shall have the right to withdraw permission to use the title “IPMS” or “IPMS (UK)” from the offending Branch or SIG, without any requirement to provide any written (or other) explanation as to their reasoning PROVIDED ALWAYS that the National Executive Committee shall act reasonably.

17.0 The IPMS members of a Branch or SIG may decide whether to allow persons who are not fully paid up members of IPMS (UK) to attend the Branch or SIG meetings and participate in its activities. Such persons should be encouraged to join IPMS (UK) since they will be enjoying the benefits of a club set up by IPMS (UK) members.

Any fully paid up member of IPMS (UK) shall be permitted to attend any branch meeting wherever situated.

Similarly any member of a foreign IPMS society visiting, but not resident in, the UK shall enjoy the same right. Members of any IPMS organisation whether UK or Overseas shall be entitled to participate in an IPMS (UK) SIG.

18.0 Each Branch shall hold regular meetings, also a Branch AGM, at a suitable venue. The date and time of the Branch AGM must be notified to each Branch Member. At the said AGM minutes of the proceedings should be kept and a copy of the said minutes given to each Branch Member prior to their next Branch AGM.

19.0 A Branch or SIG Committee shall be elected annually to look after the administration and day-to-day running of the Branch. Suggested minimum examples being:-

(a) up to 10 members ~ a Secretary / Leader and a Treasurer.

(b) Up to 20 members ~ a Secretary / Leader, a Chairperson and a Treasurer.

(c) Over 20 members ~ a Secretary / Leader, a Chairperson and a Treasurer plus any additional members to look after specific areas or tasks.

The Branch Secretary or SIG leader must be a fully paid up member of IPMS (UK) so that the Branch will have a voice within the Society.

20. Each SIG shall make its own arrangements for holding an AGM. However, it is recognised that the wide geographical spread of the members of a SIG Branch may render this impractical.

Acknowledgement

This Branch or SIG will be expected to uphold the aims and ideals of the Society in promoting the hobby of plastic modelling as set out in the IPMS (UK) Articles of Association, and not to act in any way that may bring the Society into disrepute, either locally or nationally.

This Branch or SIG shall be financially independent from IPMS (UK). For the avoidance of doubt, the branch or SIG officers shall be responsible for their own Branch or SIG finances and are not permitted to commit the Society to any expenditure without the prior written permission of the IPMS (UK) National Executive Committee.

Branch/SIG Name……………………………………………………………………

Signed for Branch / SIG Signed for IPMS (UK)

……………………………… ……………………………

Date …………………… Date………………………

Please state your SIG or Branch Web link / URL below, so we can update or amend this on the IPMS (UK) Web site.

…………………………………………………………………………………………….

7302-7400
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Best
Rich
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"I've seen things you people wouldn't believe. Attack ships on fire off the shoulder of Orion. I watched C-beams glitter in the dark near the Tannhauser gate. All those moments will be lost in time... like tears in rain... Time to die."

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