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Club Constitution & Rules
  1. Name
    The Club shall be called "Basingstoke Video Film Makers", or “BVFM” as a short form.
  2. Aims and Objectives
    To provide a forum to foster and develop an interest in digital video film making and its associated activities. The club shall be operated as a not for profit organisation.
  3. Club Meetings
    Regular meetings will be held normally from September to the following July. These meetings will be in two parts, the first part covering club business, projects and the organising of events, the second part being given over to showing films and/or presentations /tutorials.
  4. Membership
    1. Membership shall be open to those over 18 years of age.
    2. However, younger members may be admitted provided that they are at all times accompanied by a parent, guardian or responsible adult who is a club member.
    3. All paid-up Members shall have one vote at annual general meetings.
    4. Potential members may visit the club up-to three times after which they will be asked to join the club and pay the current subscription.
    5. The membership year shall be from September to July.
    6. The committee reserves the right to refuse membership and to cancel membership without giving reason.
  5. Committee
    1. A committee of members shall manage club affairs.
    2. Members of the committee shall normally include
      1. Chairman
      2. Secretary
      3. Treasurer
    3. In the event of a tied vote on any resolution, the chairman shall exercise a casting vote.
  6. Annual General Meeting (AGM)
    1. The AGM shall normally be the last meeting of the club year.
    2. The quorum for the AGM shall be a minimum of 5 members or 25% of the membership whichever is greater.
    3. All motions for consideration shall be submitted by e-mail at least 1 week prior to the meeting and must be seconded at the meeting.
    4. A member who is unable to attend shall be allowed to nominate a proxy to vote on his or her behalf. This intention must be conveyed by e-mail to the secretary at least 1 week prior to the meeting.
    5. The committee members shall submit reports for the previous year. Copies of any written reports will be sent to the secretary by e-mail at least 1 week prior to the AGM.
    6. The Treasurer shall provide a statement of accounts which will be available for scrutiny by an independent member who is not part of the committee.  (An audit is not required as we are a voluntary organisation.)
    7. The members shall elect someone to scrutinise the accounts.
    8. Members of the Committee shall be elected at the AGM and will normally serve for a term of one year. If there is no challenger for a particular post then the outgoing member may serve further terms if duly elected.
  7. Subscriptions and funds
    1. The Annual Subscription shall be recommended by the treasurer and agreed by a simple majority vote of members present at the Annual General Meeting.
    2. A Financial Reserve should be held to maintain the Club's continuity in the event of fluctuations in membership numbers, subscription income and expenditure. The target value of this reserve should be one year’s running costs.
  8. Extraordinary General Meeting (EGM)
    An EGM may be called by the Chairman or by not less than 5 members of the Club serving written notice to the Chairman. The Chairman shall fix a date for the meeting within 28 days of receiving such notice. All members are to be informed by e-mail at least 1 week prior to the meeting and must at the same time be provided with a copy of the motion(s) to be proposed. No other business may be transacted in the EGM.
  9. Amendments to the Constitution.
    The Constitution may be amended only at an AGM and the motion(s) there presented require a simple majority of members present (including proxy votes) to be carried. A minimum of fourteen days notice shall be given for such motions to allow consideration by the membership.
  10. Club Property
    The club owns several items of equipment including lighting, two-way radios and a radio microphone. This equipment is primarily for members use during the various projects organised each season. Members may borrow equipment from time to time with the approval of the committee, on the strict understanding that whilst in their possession, they are responsible for any loss or damage incurred.
  11. Dissolution of the Club.
    1. The decision to wind up the club may only be taken at an EGM or AGM. In the absence of a quorum at such a meeting, a motion signed by 5 members or 50% of the membership, whichever is the greater, shall constitute the same decision. Such decision may be occasioned when the funds of the Club are insufficient for the Club to run properly, or may be occasioned under other exceptional circumstances.
    2. After discharging any debts and liabilities of Basingstoke Video Film Makers, the remaining assets shall be donated or transferred to a voluntary organisation having similar objectives to those of the Club. The final decision regarding such donations and transfers shall rest with the committee by simple majority.