BAS Club Constitution

NAME: The club shall be named the British Antarctic Survey Club (hereinafter referred to as the BAS Club).

MEMBERSHIP: Membership shall be limited to past employees of Operation Tabarin, the Falkland Islands Dependencies Survey, past and present employees of the British Antarctic Survey and individuals who have been closely associated with these organisations. Membership will be conditional on payment of the appropriate subscription.

SUBSCRIPTION: Members are required to pay an Annual Subscription to be fixed by the Annual General Meeting (AGM). They are also required to complete an Application Form, giving all details requested, at the time of joining (including permission for such to be recorded on a computer database which would not be released to non-members). In the event of non-payment of the subscription membership will be terminated.

OBJECTIVES:

1. To ensure that members are kept in touch with Antarctic activities by circulating newsletters and arranging an Annual Reunion.
2. To encourage other reunions, meetings, lectures, film shows and any other functions that may be necessary to achieve the objectives.
3. Where possible to assist, through a Benevolent Fund (see Committee duties), any member or dependant who is in temporary financial difficulties.
4. To support projects that document the Antarctic life and work of members.

COMMITTEE:

1. There shall be nine Members of the Committee, one-third of whom shall retire annually in rotation but shall be eligible for re-election.
2. At least one-third of the Committee shall not be present employees of the British Antarctic Survey.
3. One-third of the Committee Members and Officers shall constitute a quorum at Committee Meetings.
4. Members elected to the Committee who are not employees of the British Antarctic Survey, may receive a contribution towards travelling expenses incurred in attending meetings.

OFFICERS: A Chairman, Secretary and Treasurer who shall be members of the Committee. There shall be a President.

ELECTION OF COMMITTEE MEMBERS: Any member shall be entitled to propose one Committee Member, on condition that there are two seconders and that the nominee has agreed in writing to the Secretary to stand for election. A sufficient number of additional Committee Members to complete the Committee shall then be elected at the AGM. Committee Members shall be elected for a period of three years, but may be re-elected.

ELECTION OF OFFICERS: The President shall be elected at the AGM for a term of five years. The Committee is then empowered to elect Officers from their number: a Chairman, Secretary and Treasurer for a period of one year. Officers may be re-elected.

CO-OPTION OF COMMITTEE MEMBERS: The Committee shall be empowered to co-opt up to five additional Members, each for one year only.

RESIGNATION OF COMMITTEE MEMBERS: Committee Members who wish to resign may do so by notification to the Chairman. A replacement member may be co-opted immediately.

EXCLUSION OF COMMITTEE MEMBERS: Committee Members who fail to attend three consecutive meetings of the Committee without acceptable reason shall be excluded from the Committee forthwith.

COMMITTEE DUTIES: The duties of the Committee shall include:

1. Administration of the general affairs of the BAS Club.
2. Administration of the finances of the BAS Club.
3. To review the methods of communication to members.
4. Administration of the Benevolent Fund.

COMMITTEE MEETINGS: The Committee shall, at its first meeting after the AGM, elect its Officers for the year, confirm meeting dates for the year and consider strategies and tasks to be undertaken.

ANNUAL GENERAL MEETING:

1. The AGM will be held to coincide with the BAS Club reunion. Minutes of the previous AGM and the preceding year's Annual Accounts will be available.
2. Six weeks notice of the AGM must be given to all members. Nominations for Committee Members or Any Other Business must be with the Secretary at least one week before the AGM.

FINANCES: The finances shall be properly administered and audited. The Committee shall be empowered to dispense monies in pursuance of the objectives of the Club. In the event of the BAS Club being disbanded, its financial assets (excepting those relating to the Fuchs Medal and Laws Prize) shall be donated to an appropriate charity.

FUCHS MEDAL:

1. The Secretary of the BAS Club shall be an ex officio member of the Fuchs Medal Awards Committee.
2. The finances related to the Fuchs Medal shall be retained as a separate account and they shall not be used for any purpose other than that for which they were originally intended. In the event of the BAS Club being disbanded, the funds related to the Fuchs Medal will be transferred to the Fuchs Medal Awards Committee.
3. Any member of the BAS Club shall be entitled to nominate a candidate for the award of the Fuchs Medal under the governing rules.
4. A copy of the rules may be obtained from the Secretary of the BAS Club.

LAWS PRIZE: The finances related to the Laws Prize shall be retained as a separate account and they shall not be used for any purpose other than that for which they were originally intended. In the event of the BAS Club being disbanded, the funds related to the Laws Prize will be transferred to the Laws Prize Committee.

AMENDMENT OF THE CONSTITUTION: Proposed amendments must be notified to the Secretary of the BAS Club at least ten weeks before an AGM. Proposals may be initiated by the Committee or by a minimum of twelve members. Amendments require a two-thirds majority at an AGM.

Ratified by BAS Club Annual General Meeting held on 2 July 1994.

A copy of this constitution is also available in Adobe Portable Document Format (PDF).

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