1/ This is the Constitution of the Cheadle Hulme Model Railway Group and shall supersede all previous constitutions. In any conflict between this Constitution or any other Official Document of the Group and the requirements of the Cheadle Hulme Mission and Institute the latter shall prevail. Changes to the Constitution may be made only at an Annual or Extraordinary General Meeting, requiring prior written or acknowledged email notice to all Committee Members and with two-thirds of the Committee Membership in agreement.

2/ The name of the Group is the Cheadle Hulme Model Railway Group [the Group], abbreviated as CHMRG. The purposes of the Group are to: Provide a forum to plan, develop, build, display and operate small scale model railways; Meet in an atmosphere of friendship and co-operation; Follow our hobby with a simple democratic structure involving all Members; Promote our hobby through public access and exhibition. The Group shall be a not-for-profit organisation; no Member shall receive any fee from the Group.

3/ The CHMRG will be based at Cheadle Hulme Mission and Institute, [the Mission] and will be tenants of the Mission Trustees.

4/ The Governance of the Group shall be by the Committee consisting of all Full Members plus any other representatives as agreed by the Committee; voting procedure as laid down in the Rules of the Group [Rules] (see 5 below).

5/ The Committee may enact any Rules deemed legal, necessary and in the best interest of the Group, pertaining to its existence and operation; a copy of the Rules must be made available to every Member of the Group. The Rules may be altered by Committee decision.

6/ The Membership of the Group shall be the Full Members together with any other categories of membership as from time to time defined within the Rules as set by the Committee.

7/ Officers of the Group shall be Chairman, Secretary, Treasurer, and Stores Officer. They shall be elected under the Rules, be Keyholders and shall share between them the various duties required of them in the Rules of the Group.

8/ Fees: All Members must pay promptly all Group fees as from time to time decided by the Committee and recorded in the Rules or Decisions.

9/ Members may associate to form Layout Groups to jointly build a layout at the discretion of the Committee and after fulfilling any requirements of the Rules in this respect.

10/ Members must at all times within the Mission conduct themselves in a manner not detrimental to the well-being or reputation of the Group; Members must at all times obey the Constitution and Rules of the Group while engaged in Group activities.

11/ Members must ensure they are familiar with and obey all Health and Safety Rules both of the Group and of the Mission, in particular such Rules as displayed on the Group noticeboard.

12/ The Committee shall ensure all people present on Group activities are fully insured, and that any Group property left on the premises is also insured, together with any personal items so left with the express, recorded permission of the Committee.

13/ There shall be an Annual General Meeting no later than the last day of November, when the audited accounts and reports of all Group activities in the preceding year will be made. An Extraordinary General Meeting may be called at any time at the request of one quarter of the Committee, subject to a minimum number of three Members concurring.

14/ The Group shall not discriminate on any societal grounds, and shall not affiliate to any religious or political organisation.

15/ The Group may be dissolved and its property disposed of by Committee resolution, with due regard for the Rules, at an Annual or Extraordinary General Meeting, provided three-quarters of the Membership concurs.

This Constitution was adopted by the Group at the meeting on 10^th November 2006.

1. Constitution, relation to

 The Group (including Guests and Visitors) shall abide by the Constitution, and no Rules may contradict the Constitution. These Rules apply subject to amendment by Decision of the Committee. Separate Rules apply for Health & Safety; Layout Sections may agree their own additional Rules, which must not contradict CHMRG Rules.

2. Officers

   The Chairman shall oversee all relevant aspects of the activities of the Committee and Group.

   The Secretary shall maintain records of all Group correspondence, shall ensure all Members have access to a copy of the current Group Rules, and must ensure comprehensive Minutes are taken of all formal meetings.

   The Treasurer shall maintain full records of the Group’s financial transactions (except for Layout Section funds, which he must audit), present audited accounts to the AGM, be responsible for the Group cash-box and for distributing Group funds as directed by the Committee, and collect all monies from Open-days and Exhibitions.

   The Stores Officer shall oversee storeroom occupancy, ensure an up-to-date inventory is maintained for insurance purposes of the Group’s assets, including donated goods, and report to the AGM. 

3. Post Holders

   In addition to the Officers, the following Post Holders may be appointed by the Committee: Brew Master (see sect. 9a), Librarian (see sect. 13) and Shop Manager (see sect. 12); Section Coordinator is also a ‘post’. If necessary, Officers may hold one Post as well, other Members may hold no more than two Posts concurrently.

4. Honorary Officials

   Hon. Officials may be appointed to assist at Group Exhibitions, Open-days and Excursions as their duties require, but shall neither take part in the day-to-day activities of the Group, nor receive or pay any fees.

5. Membership

   a. The minimum age for Full Members is 18 years. All Full Members must belong to, and where appropriate pay layout subscriptions to, a Layout Section.

   b. Guests may attend up to three modelling Sessions at no charge, after this they must become Visitors and pay £2 per night. After a further three months Visitors must either leave or apply for Full Membership. The first three months subscription must be paid in full, thereafter new Members may elect to pay monthly, preferably by standing order.

6. Finance

   a) The Financial Year shall be from 1^st November to 31^st October, after which and prior to the A.G.M. the completed accounts shall be Audited independently by two Members of the Group.

   b) The Subscription shall be for Full Members £15 monthly, or £170 p.a. if paid in advance

   c). The annual subscription year shall be from 1^st December to 30^th November, and renewals are due immediately after the AGM. Any Member not paying by the 31^st December will be deemed to have lapsed.

   d) Purchases of goods or services must not be undertaken on behalf of the Group by any Member without prior approval of the Committee.

   e) Donations may only be entered in the accounts as such if they take the form of cash, cheque or goods supplied with receipt; goods donated without receipt shall be entered as donations in the Store Inventory and, where possible, included in the Store Manager’s yearly financial assessment of the Group’s assets.

   f) Loans to Group - Members or Sections may offer to loan monies or goods to the Group, subject to the approval by the Committee and to the terms of such loans having been first agreed in writing between both parties.

   g) Bankers - The Group’s Bankers shall be the HSBC Bank, Hazel Grove Branch. All out-payments of Group funds of £10 or more to be by cheque.

   h) Layout Sections are financially responsible for their layouts, and may raise monies themselves via subsciptions to their Section. The Section Coordinator is responsible for administering and accounting to the Section for such monies.

7. Decisions and Committee Meetings

   a) Provisional Decisions may be made by a simple majority vote of at least three Committee Members present and voting. Such provisional Decisions to be entered in the Group Day-Book immediately, with a note of the Members agreeing. All Members on arrival at the Mission must check the Day-Book for Decisions entered since their last visit, and if they agree add their signature; if they disagree they must write "Objection" against the entry, with their initials. If no objection is noted within one calendar month then the Decision shall be marked ‘Confirmed’ with the date. If any objection is noted then the Decision is suspended, and may be re-voted upon at a time when the objecting Member is present.

   b) Committee Meetings shall normally be held every three months, when in addition to general items all current Decisions are reviewed, and substansive ones incorporated into the Rules. Other formal meetings may be held as necessary to deal with any important and urgent items (eg. complaints or disputes) that require Minuting.

8. Security

   a) Officers are ex. officio key-holders; other Members have keys at the discretion of the Trustees and Committee.

   b) The first Keyholder Member arriving is responsible for unlocking the Meeting Room, and the last-leaving Keyholder Member is responsible for locking up the Store-room and Meeting Room after ensuring all points listed on door notice have been adhered to.

   c) No power-tools, locomotives or stock should be left in the Store-room overnight, other than for short periods by Committee decision.

   d) Any Member losing a door-key must report it at once to the Secretary or Chairman

9. Group Sessions

   Normally on Friday evening, but may alter to suit other commitments of Members.

10. Group Room House-Keeping

   a) Brewing Facilities - during Sessions the Brew Master shall ensure provision of fresh milk, that the agreed payment is made and that the kitchen is kept clean and tidy. At other times Members may use the coffee, tea and milk powder provided, but must make the agreed payment in the box provided.

b) Tidiness - before closing the members present must ensure all the rooms are left in a tidy and uncluttered state. Fresh milk or food-stuffs must not be left in the Mission.

11. Health and Safety

   All Members, Guests and Visitors are required to sign in on arrival in the Mission and while present to be familiar with and adhere to the Health and Safety Guidelines posted within the Store-room.

12. Group Layouts and Modelling Projects

   a) Full Members may form Layout Sections after submitting approved written layout specifications to the Committee and appointing one Section Member to be the Section Coordinator, responsible to the Committee for the activities of the Section.

   b) Sections may pursue at their own discretion any reasonable aspects of railway modelling within their agreed space; use of any additional space within the store- or meeting-room requires the prior agreement of the Committee.

   c) Sections wishing to disband must first gain the approval of the Committee.

13. Group Shop

   a) The Shop Manager shall organise the Group Shop during Sessions, Open-Days and Exhibitions; items sold on behalf of Members attract a commission of 15% paid to Group funds, and Members shall receive preference for purchases. The Shop Manager must keep full financial records of all transactions, and report them to the Treasurer when requested.

   b) The Shop Manager shall post in the store-room a regularly-updated list of items for sale, and keep the stock securely.

14. Group Library

   a) The Librarian is responsible for maintaining a list of items within the Library, for arranging and filing them, and for providing the Stores Officer with an annual valuation of the Library contents.

15. Group Excursions

   The Committee may agree to organise Group excursions and other suitable social events associated with the Group’s key interests in railways and modelling. Members wishing to take part in such activities must pay any fees, etc. as directed by the Committee.

16. Conduct of Members

   a) No persons shall interfere with any layout of which they are not a Section Member.

   b) Any activity undertaken within the Meeting-room must not cause damage the room or it’s contents.

   c) Audio equipment or television-video may be used only with the agreement of all other members present.

   d) All other matters of unwanted conduct or dispute shall be referred to the Committee for resolution.

17. Resignation of Members

   Resignations both verbal and written shall be replied to by the Secretary in writing within seven days of receipt, after which time the Member involved must return their door-key (if held) and any other Group property they possess. Resignation will revoke all rights and privileges previously enjoyed by the Member concerned.