The BAS Club Constitution
June 18th, 2011
Name: The club shall be named the British Antarctic Survey Club (hereinafter referred to as the BAS Club).
- Membership shall be open to past employees of Operation Tabarin, the Falkland Islands Dependencies Survey, past and present employees of the British Antarctic Survey, a close family member of the above, and individuals who have been closely associated with these organisations.
- Club Members are required to complete an application form, giving all details requested, including permission for such to be recorded on a computer database which would not be released to non-Members.
Subscription: Club Members are required to pay an annual subscription, which is due on January 1st and is to be fixed at the Annual General Meeting (AGM). If a subscription is not paid the membership will lapse.
- To ensure that Club Members are kept in touch with Antarctic activities by circulating the BAS Club Magazine or newsletters, and by arranging an Annual Reunion.
- To encourage other appropriate reunions, meetings, lectures, film shows and any other functions.
- To assist, where possible, through a Benevolent Fund, any Club Member or dependant who is in temporary financial difficulties or who needs support that is not provided by government or other agencies.
- To support projects that document the Antarctic life and work of Club Members.
President and Committee:
- A President, Chairman, Secretary, Treasurer, Membership Secretary, Magazine Editor, and four ordinary Committee Members shall be empowered to administer the affairs of the Club.
- Four of these ten Committee Members shall constitute a quorum at Committee Meetings.
- Committee Members may receive a contribution towards travelling expenses incurred in attending Committee Meetings.
Election of Committee Members:
- Nominations for the Committee and its five executive officers can be made by any Club Member. The name of every candidate, with his or her written consent to nomination, plus the names of the proposer and seconder, must reach the Secretary eight weeks before the AGM.
- Nominees shall be elected at an AGM and, if appropriate, in order of the number of votes cast.
- The Committee and outgoing President shall recommend, for approval at an AGM, a person willing to become President for the next five years.
- Committee Members shall be elected for a period of three years, but may be re-elected.
Co-opted Committee Members:
- The Committee shall be empowered to co-opt up to five Co-Opted Committee Members, each for the remaining part of the election year, and for a specific task. If the task remains uncompleted at the time of an AGM, tenure may be extended to the next AGM.
- Unless co-opted to fill a vacant office, Co-opted Committee Members shall not be entitled to vote at Committee Meetings. They may receive a contribution towards travelling expenses.
- Resignation of Committee Members
- Committee Members who wish to resign should do so by notification to the Chairman. A replacement may be co-opted immediately, with tenure to the AGM.
Exclusion of Committee Members: Committee Members who fail to attend three consecutive Committee Meetings without acceptable reason shall be excluded from the Committee forthwith.
The duties of the Committee shall include:
- Administering the general affairs of the BAS Club.
- Administering the finances of the BAS Club.
- Communicating with Club Members.
- Administering the Benevolent Fund.
- Supporting arrangements for the Laws Prize and Fuchs Medal.
Committee Meetings: At its first meeting after the AGM, the Committee shall confirm meeting dates for the year, and consider strategies and tasks.
Annual General Meeting:
- The AGM will be held to coincide with the BAS Club Reunion.
- At least sixteen weeks notice of the AGM will be sent to Club Members, with the minutes of the previous AGM . The agenda, annual accounts, resolutions, a list of current and retiring Committee Members, and nominations for the Committee will be sent to Club Members at least four weeks before the AGM.
- If there are not enough nominations to fill the Committee, late nominations including those from the floor, may be accepted.
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.
- The BAS Club Committee shall appoint a Secretary to administer and collate the nominations for the Fuchs Medal, who shall be an ex officio member of the Fuchs Medal Awards Committee.
- 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.
- Any BAS Club Member shall be entitled to nominate a candidate for the award of the Fuchs Medal under the governing rules, a copy of which 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, and be placed on its agenda. Proposals may be initiated by the Committee or by a minimum of twelve Club Members.
- Amendments require a two-thirds majority at an AGM.
First ratified by the BAS Club Annual General Meeting held on 2 July 1994, revised at the AGM of 18 June 2005, and again at the AGM held on 18 June 2011.