monmouth & raglan model aero club handbook · monmouth & raglan model aero club handbook...

MONMOUTH & RAGLAN

MODEL AERO CLUB

HANDBOOK

Issue Date

January 2012

CONTENTS

Section Description Page

1 CLUB CONSTITUTION 3

2 YOUNG AND VULNERABLE PERSON POLICY 9

3 THE COMMITTEE’S AUTHORITY & REPONSIBILITIES 11

4 CLUB CODE OF CONDUCT 12

5 DISCIPLINERY PROCEDURE 13

6 FLYING BYELAWS 14

7 SITE RULES 17

8 DEFINITION OF COMMITTEE MEMBER DUTIES 18

9 DEFINITION OF MEMBERSHIP TYPES 20

APPENDICES

A SITE PLAN SHOWING FLYING ZONE 21

B RULE BOOK AMENDMENTS 22

C PILOT BOX LOCATION DIAGRAMS 24

D MULTIPLE ALLOCATIONS OF M&RMAC COMMITTEE POSITIONS

25

E SERVING COMMITTEE MEMBERS (BI-ANNUAL UPDATE) 26

THIS HANDBOOK REPLACES ALL PREVIOUS ISSUES

1. Club Constitution 1.1. The club shall hereafter be referred to and known as “The Monmouth &

Raglan Model Aero Club”.

1.2. The total membership of the club will be thirty-five and the minimum age for membership shall be ten years of age. However the minimum age for membership may be reduced at the committee’s discretion, for the son or daughter of an existing member who is going to be taught to fly by that parent/member.

1.3. There will be ten officials of the club that will form the “Committee” and these shall be; CHAIRMAN VICE CHAIRMAN GENERAL SECRETARY MEMBERSHIP SECRETARY TREASURER ENVIRONMENTAL OFFICER 2x SAFETY ADVISORS 2x NON-COMMITTED OFFICERS If required a member may hold more than one committee post and the allowed combinations are as shown in Appendix D.

1.4. The officials of the club shall serve a term of two years

1.5. The officials of the club must be affiliated to the Monmouth & Raglan Model Aero Club under their BMFA membership. Any member of the club who obtains their BMFA membership and insurance via another club cannot be nominated for any position on the committee.

1.6. All flying club members must have BMFA membership and insurance. Members obtaining their insurance via another club must produce before flying on the club site, their original insurance certificate for examination and approval by a committee member together with a copy for the club files.

1.7. The election of the club officials shall be by ballot at an Annual General Meeting or Extra-Ordinary General Meeting. The candidates for each of the positions on the committee must submit a nomination form to the secretary not less than two weeks before the specified date of the AGM or EGM. The nominee and both the proposer and the seconder to the nomination must sign the nomination form. A nominee may propose his or hers own nomination.

1.8. Only members of the committee or committee members due for re-election are eligible to fill the positions of Chairman and Vice Chairman.

1.9. All retiring committee members will be eligible for re-election.

1.10. Any member proposed for membership of the committee must have been a full member of the club for a minimum of 12 calendar months.

1.11. Any nominee, who is absent from an AGM or EGM and is elected to office, must within 14 days confirm in writing or email to the secretary that they intend to accept the committee position. Failure to notify the secretary of their intentions will result in the committee co-opting another member of their choice into that person’s position on the committee.

1.12. Only members over the age of 18 years are eligible for election to the committee.

1.13. The Annual General Meeting will normally be held in either the month of December or January. However the committee reserve the right to cancel, postpone or otherwise delay holding an AGM.

1.14. A minimum of five committee members must be present for a committee meeting, AGM or EGM to be valid.

1.15. Any member who is not able to attend an AGM or EGM may give their proxy vote to an attending member, providing a proxy voting form is completed and presented to the secretary at least one week prior to the meeting. A member attending an AGM or EGM may only hold one proxy vote. The Chairman and Vice Chairman cannot hold a member’s proxy vote since their vote may be the casting vote in any ballot.

1.16. The Chairman shall have a casting vote only.

1.17. Committee meetings will be called as and when required by the Chairman. Any committee member may force a meeting of the committee provided he or she has the support of at least 4 other committee members and a request is made to the secretary in writing or via email.

1.18. The club shall bank with the HSBC bank in the name of “The Monmouth & Raglan Model Aero Club”.

1.19. All cheques issued by the club shall be signed by two of the following: The Treasurer, The Secretary and one other named member.

1.20. The Treasurer shall audit club finances and present a balance sheet at the end of each club year showing the clubs true financial position. The secretary will countersign the accounts.

1.21. The Secretary will when possible, display all new applications for membership on the notice board for a period of two weeks. The committee will vote on whether membership is to be offered and no reason will be provided to applicant should his application fail.

1.22. Rule deleted 4th January 2012.

1.23. All members will be allocated a radio frequency and a condition of their membership is that they keep to this frequency. If a member wishes to change their allocated frequency, they must seek authorisation from the secretary. No frequency allocation will be made for members who solely fly on the 2.4GHz frequency band.

1.24. All existing club members are required to complete a membership renewal application form every year. This form is to be presented to the secretary with their membership fees prior to December 31st. Failure of any existing member to re-apply for membership by this date will result in them forfeiting their position to any prospective member on the club membership waiting list.

1.25. Rule deleted 4th January 2012.

1.26. The committee will set the Club fees.

1.27. The Club will enforce a strict code of discipline on the site and any member who breaches the club’s code of practice will be liable to a written warning, suspension or dismissal as seen fit by the committee.

1.28. Any member who is in breach of the club’s code of conduct will be given a two week period in which to explain and or apologise for their actions in writing or via email to the chairman, prior to the committee deciding the disciplinary action to be taken.

1.29. The committee may call an Extra-Ordinary meeting of the membership as and when it deems necessary. Club members may request an EGM to amend the club constitution provided a written request is provided to the secretary detailing the amendment and signed by not less than ten members. Any EGM that is called by general members must be attended by at least two-thirds of the total club membership and failure to achieve the two-thirds attendance will cancel the meeting.

1.30. Any member may call for a vote of no confidence in any committee member provided it is submitted to the secretary in writing and signed by not less than ten members of the club. Any call for a vote of no confidence must be supported by a nomination for that committee member’s position under the clubs normal nomination and election rules. If the vote of no confidence requires the calling of an EGM, then the two-thirds attendance rule is required to be adhered to. If the vote of no confidence is an item on the AGM agenda then the two-thirds rule does not apply and only the attending members are required to vote.

1.31. Any member wishing to add an item to an AGM or EGM agenda must give details to the secretary two weeks prior to the meeting and only those items listed on the agenda can be voted on. Any item brought up under the “Any Other Business” section of the agenda that requires a membership vote can only be done with the agreement of the attending committee

members.

1.32. Any club member who has their club membership revoked will forfeit any club fees they have paid.

1.33. All new members will serve a probationary period of one year prior to receiving full membership. The committee will decide after the probationary period whether that member can rejoin as a full member. The committee does not have to provide an explanation why that person has been refused full membership.

1.34. Any decision made by the committee is final and binding, until such time that it is overturned at an AGM or EGM.

1.35. Any person, who receives flying training from a club instructor or is being supervised by another club member whilst flying, will not hold that club instructor or member liable for any damage caused to their model or any other third party property resulting from that instruction or supervision. In addition, the Monmouth & Raglan Model Aero Club will not be held responsible for any such damage and all persons receiving flying instruction and or flying supervision do so at their own risk whilst on the club site.

1.36. Any member who has a disability or illness that they believe could affect their ability to safely fly model aircraft, must make this disability or illness known to the committee. The committee will then decide in consultation with that individual the appropriate steps that need to be taken.

1.37. In the event that the Monmouth & Raglan Model Aero Club is required to be disbanded due to loss of the flying site or the inability to elect at least five members onto the club committee. The club’s assets will be divided equally between the paid up members of the club in equal shares.

1.38. Club members should make the effort to become familiar with both the M & R MAC Handbook and the BMFA Handbook. These handbooks contain the rules and advice necessary for the smooth and safe running of the Club. Members should however note that where conflict or difference of interpretation occurs between these handbooks, the M & R MAC Handbook rules will apply.

1.39. The Club flying strip will consist of a mown area not smaller than 50m by 25m and can be either rectangular or oval in shape.

1.40. Those members who are first to arrive at the club site and are recorded as authorised users of the club mower, are required to mow the strip prior to the commencement of flying activities. If flying activities have already started prior to an authorised mower arriving on site, such flying activity shall cease when an authorised mower arrives so that the strip can be mown.

1.41. The Monmouth & Raglan Model Aero Club membership fees will be apportioned depending upon when membership commences as per the table below and all calculated membership fees will be rounded up to the nearest pound. January to April inclusive: Full Membership Fee May : 7/8ths of membership fee June : 6/8ths of membership fee July : 5/8ths of membership fee August : 4/8ths of membership fee September to December inclusive: 3/8ths of membership fee.

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2. Young and Vulnerable Person Policy. 2.1. A junior member is defined as being less than 18 years of age.

2.2. A vulnerable adult is defined as a person of 18 years of age or over but

through mental or physical attributes requires a higher level of supervision than would be normally commensurate with an adult member.

2.3. A responsible adult is defined as a senior member or parent/guardian who has the clearance, experience, knowledge and training commensurate with the type and degree of supervision required.

2.4. A junior member whilst on the club site must be under the immediate supervision of a responsible adult at all times.

2.5. When junior members are to receive flying instruction, there must be at least one other non-related club member present at the site.

2.6. Junior members under the age of 14 years shall not start an engine or carry a model with the engine running unless they are under the personal supervision of a responsible adult.

2.7. No child or vulnerable adult shall undertake any activity, which might place him or her at risk. In any event prior consultation with their parent, guardian or carer must take place if there is any doubt on the member’s ability to undertake a specific activity.

2.8. Rule Deleted 26/09/2006

2.9. Should a member discover an unsupervised minor on the flying field then that member must immediately take all necessary steps to ensure the safety of the minor. The situation should then be rectified as soon as possible by seeking out the parent, guardian, carer or nominated supervisor. Any instance of such an occurrence is to be reported to the club committee as soon as possible and a record made of the occurrence.

2.10. Whilst supervising children or vulnerable adults, members should avoid placing themselves in a position that could be open to misinterpretation or question in accordance with BMFA policy.

2.11. Should any member, parent, guardian or carer have concerns about the welfare of a child or vulnerable adult then he or she is to contact a committee member.

2.12. Photographing of children and vulnerable adults is not allowed unless with the permission of the associated parent, guardian or carer.

2.13. All club instructors are required to be vetted by the BMFA clearance procedure for those working with children and vulnerable adults.

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3. The Committee’s Authority & Responsibilities 3.1. Admit or refuse membership without prejudice.

3.2. Expel or temporarily ban any member who breaches the club’s code of

conduct.

3.3. Set the club membership fees.

3.4. Decide how all monies are to be spent.

3.5. Refer any matter to a postal ballot of the membership.

3.6. Co-opt any member into a committee position. Any co-opted person must have their position ratified at the next AGM or EGM.

3.7. A committee member may call a vote of no confidence in any other committee member who; (a) fails to attend three consecutive committee meetings. (b) fails to carryout their prescribed committee duties. A vote will be taken by the committee to revoke that person’s position on the committee and if he or she is to be replaced the committee may co-opt another person into that position under rule 3.6.

3.8. Create additional committee positions as the need arises without the immediate authorisation of the membership. Any new committee position must be ratified at the next AGM or EGM.

3.9. The committee may recommend life membership of any member that they consider worthy. They may also recommend life membership to any member who retires through ill health or injury and who wishes to remain part of the club. The club reserve the right to rescind any life membership so granted. A Life Member will be required to pay their BMFA membership and insurance fees should they wish to fly at the club site.

4. Club Code of Conduct 4.1. Club members and visitors must conduct themselves in a respectful

manner whilst at the flying site.

4.2. Club members must not physically abuse, threaten or verbally abuse other club members or visitors.

4.3. Club members and visitors must not leave litter on the site.

4.4. Club members must not cause damage to the ground and hedgerows of the flying site.

4.5. Club members must not bring the reputation of the club into disrepute.

4.6. Club members are expected to give their support to the club and not cause the club misfortune due to malicious actions or deeds.

4.7. Club members must fly in a safe and thoughtful manner.

4.8. Club members must respect the views and decisions of the committee and any problems or grievances must be lodged in writing or via email to the secretary so that the committee can address them.

5. Disciplinary Procedure 5.1. Any club member who physically attacks another club member or visitor

will be instantly banned from the club and their membership revoked.

5.2. Any club member who violates any of the club’s code of practice rules will be liable to a verbal warning from one of the club committee members. The club member receiving the verbal warning will sign a dated declaration that states that they have received a verbal warning and understand the reasons why they have received the verbal warning. This declaration will be held on file for one year and if a further infringement of club rules occurs during this time, a written warning will be given. This written warning will be held on file for one year and if the club member again infringes one of the club’s rules during this period, the club member will have his or hers membership revoked.

5.3. The committee reserve the right, depending on the severity of the infringement of club rules to forego a verbal warning and issue a written warning.

6. Flying Byelaws 6.1. The club flying days will be Sunday and Wednesday and the periods in

which models can be flown will be as follows; Internal combustion models: 12:00hrs until 18:00hrs. Electric and silent flight models: 12:00hrs until dusk.

6.2. The club will operate a transmitter peg system and transmitters are only to be switched on when the club member is in possession of the correct 35Mhz frequency peg. The peg system will not apply to those members flying on the 2.4GHz frequency band.

6.3. A maximum of four aircraft to fly at the same time.

6.4. When there are more than two models flying, all models will fly in a circuit pattern as dictated by the prevailing wind. When there are two models flying the pilots can mutually agree between themselves what flying patterns they wish to fly (e.g. one high one low).

6.5. The pilot box will be set up at least 5m from the edge of the runway and at the up wind end of the runway as per CAA guidance document CAP 658. Pilots must stand inside the pilots box when flying and the only exception to this rule is during takeoff and landing.

6.6. Before any person steps onto or crosses the runway to take off or retrieve a model, that member shall ask for clearance to do so from the other pilots currently flying.

6.7. Under no circumstances will models be taken off or landed towards the pilots box. All take offs and landings will be away from the pilots box and there will be no exception to this rule other than in the case of dead stick landings.

6.8. Low flying is permitted provided an audible warning is given to the other pilots.

6.9. All models will be flown within a defined zone and flying outside this zone will not be tolerated.

6.10. All pilots must ensure that their models are effectively silenced and noise limits must not exceed those laid down in BMFA and D.O.E. guidelines.

6.11. The committee reserve the right to ground noisy models and carryout noise tests as required.

6.12. The committee reserve the right to ground any person flying in an unsafe manner.

6.13. Club members failing to start their engine within ten minutes should return the frequency peg to the board, unless another member does not require the frequency.

6.14. Club members are requested not to fly when a new model is being flown for the first time, or when a club member is taking their BMFA ‘A’, ‘B’ or ‘C’ flying test.

6.15. When a club member wishes to fly a display routine consisting of high and low level aerobatics, he must seek the agreement of the other club members not to fly for the duration of their routine. If no agreement is forthcoming then the flying patterns stated in item 6.4 of the flying byelaws shall be used.

6.16. A trainee pilot may be permitted to fly solo at the discretion of their flying instructor, provided the instructor has sought approval from at least three committee members. The date and associated committee member approval will be recorded in the Club site logbook.

6.17. No children or young persons are allowed in the pilots box unless they are flying, under flying instruction or have passed their BMFA grade ‘A’ flying achievement test or been agreed as competent as per rule 6.16.

6.18. Only the pilot and one helper are allowed in the pilots box and the helper must be over eighteen and understand the dangers of operating model aircraft. A person under eighteen may be a helper provided he or she has passed their BMFA grade ‘A’ flying achievement test or been agreed as competent as per rule 6.16.

6.19. It will be a requirement for all new members who join the club and wish to receive flying instruction to provide an additional transmitter and buddy lead. It is also a requirement for any existing member who at the discretion of the committee is not competent to fly unaided, to use the buddy box system.

6.20. The hovering of helicopters in front of the pilots standing in the pilots box is strictly forbidden. Helicopter hovering practice must be carried out at the designated helicopter area, well away from the pits and the club flying zone.

6.21. The designated helicopter area is to be used for hovering practice only and no general flying of helicopters is permitted from this location. The helicopter area will be defined on the day by the attending committee members; who will base their decision on the prevailing wind conditions.

6.22. When other pilots are flying, helicopters are required to be taken off and landed in the middle of the club flying strip, well away from the pilots box.

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7. Site Rules 7.1. Cars are not to be driven across the field.

7.2. Cars are to be parked in an orderly fashion in the location set down by the

club Safety Advisor or any other committee member.

7.3. Do not climb over hedges or fences to retrieve a model and ensure that all farm gates are left in the position they are found.

7.4. Friends and visitors are the responsibility of the member with whom they arrive or are invited. They should be made aware of club rules and the dangers of flying models. Any visitors wishing to fly must show proof of BMFA insurance and obtain permission from a club officer. Any non-member may be extended only one opportunity per season to fly at the club site. Exceptions may be made when inviting other clubs to the site, such as club open days, although committee approval will be required.

7.5. The club will not accept responsibility for any person injured whilst on the site nor for any damage to property belonging to any visitor or club member.

7.6. Dogs or any other pet are not allowed on the site.

7.7. The use of mobile phones in the pit or pilot box area is not permitted.

7.8. Only suitably authorised members are allowed to drive the club-mowing machine. The list of authorised drivers will be displayed in the mower hut and the Environmental Officer will be responsible for the mower and all mowing activities.

8. Definition of Committee Member Duties 8.1. Chairman

8.1.1. Will have overall responsibility for the club. 8.1.2. Will chair and head all meetings that involve the club. 8.1.3. Will ensure that all committee members carryout their duties. 8.1.4. Will promote the image of the club to outside bodies and the general

public.

8.2. Vice Chairman

8.2.1. Will assist the chairman and act as his deputy in his absence 8.2.2. Will help out with other club officer duties as required.

8.3. General Secretary

8.3.1. Will be responsible for the smooth running of the club 8.3.2. Will keep accurate records of the club’s business. 8.3.3. Will take and present the minutes of meetings. 8.3.4. Will correspond with outside bodies. 8.3.5. Will negotiate with third parties on behalf of the club. 8.3.6. Will as and when required keep members informed of all club

business. 8.3.7. Will act as membership secretary in the absence of a nominated

membership secretary.

8.4. Membership Secretary

8.4.1. Will keep accurate records of club member details. 8.4.2. Will correspond with the BMFA with regard to all membership issues. 8.4.3. Will be responsible for addressing and posting mail to members.

8.5. Treasurer

8.5.1. Will be responsible for auditing the club’s finances. 8.5.2. Will be responsible for presenting a detailed balance sheet at the AGM.

8.6. Environmental Officer

8.6.1. Will co-ordinate the mowing of the club strip. 8.6.2. Will liaise and negotiate with persons in neighbouring properties

adjacent to the club site to ensure that there are no complaints. 8.6.3. Will deal with complaints from adjacent properties and report to the

committee.

8.7. Safety Advisors

8.7.1. Will be responsible for ensuring all flying activities are carried out to club rules and regulations.

8.7.2. Will decide direction of the circuit pattern and the associated location of the pilot box to comply with CAA guidance document CAP 658.

8.7.3. Will monitor all flying activities and take immediate action against any member who flies in an unsafe manner.

8.7.4. Will ensure that the peg-board system of transmitter control is being used and carryout frequency checks on equipment as required.

8.7.5. Will give advice on the best location for car parking based upon the flying patterns to be implemented.

8.8. Non-committed Officers

8.8.1. Will help other committee members as and when required in the discharge of their required duties.

8.8.2. Will carryout any tasks outside the remit of the defined committee members.

8.9. All Committee Members

8.9.1. Will monitor compliance with the restricted flying zone 8.9.2. Will ensure that no model being flown contravenes noise limits. 8.9.3. Will arrange and carryout noise tests on any offending model. 8.9.4. Will have the authority to ground any offending model. 8.9.5. Will ensure the club site remains litter and damage free.

9. Definition of Membership Types

9.1 Senior Member

9.1.1 Person over 18 years of age. 9.1.2 Full voting rights and is eligible for election to the committee.

9.2 Junior Member

9.2.1 Person under 18 years of age. 9.2.2 Full voting rights but is not eligible for election to the committee. 9.2.3 Will not hold the positions of Club Instructor or Club Examiner.

9.3 Family Senior Member

9.3.1 Person over 18 years of age and lead family member. 9.3.2 Full voting rights and is eligible for election to the committee.

9.4 Family Partner/Spouse Member

9.4.1 Partner/Spouse of the Family Senior Member and living at the same address as the Family Senior Member.

9.4.2 Full voting rights and is eligible for election to the committee.

9.5 Family Junior Member

9.5.1 Person under 18 years of age and living at the same address as the Family Senior Member.

9.5.2 Full voting rights but is not eligible for election to the committee. 9.5.3 Will not hold the positions of Club Instructor or Club Examiner.

9.6 Country Member

9.6.1 May be any age. 9.6.2 Will be restricted to only ten (10) visits. 9.6.3 Will not be given flying instruction. 9.6.4 Must have passed a BMFA grade ‘A’or ‘B’ flying achievement test or be deemed competent as per rule 6.16 9.6.5 Full voting rights but is not eligible for election to the committee. 9.6.6 May be registered as a Club Examiner and or as a Club Instructor. 9.6.7 May convert to a Senior/Junior Member at any time.

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APPENDIX – B

Date Section Amendment Details

20.11.12

Appendix

A

Club flying zone updated to new field location.

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APPENDIX – C

PILOT BOX LOCATION DIAGRAMS

The club philosophy for deciding the position of the pilots box will be as laid down by CAA document CAP 658. The examples below (not to scale) provide guidance for members attending the site.

UNDER NO CIRCUMSTANCES ARE AIRCRAFT TO BE TAKEN OFF OR LANDED TOWARDS THE PILOTS BOX OR PITS AREA**

** THE ONLY EXCEPTION TO THIS RULE WILL BE DEAD STICK LANDINGS AND THEN IT MUST BE ENSURED

THAT NO PERSON OR PROPERTY IS PUT AT RISK OF INJURY OR DAMAGE.

Note

When the wind direction is 90o to the mown strip, the position of the pilot’s box and pits area will be decided by the attending safety advisors or committee members. The basic rules stated above will apply in all cases.

5m min.

FLYING STRIP

Pilots Box

WIND

PITS AREA ADJACENT TO FARM LANE

WIND

5m min.

FLYING STRIP

Pilots Box

PITS AREA ADJACENT TO FARM LANE

No Fly Zone

No Fly Zone

The first pilot box pole to be placed in line with the strip threshold and the second pole at a distance of approx. 4m from the first pole.

APPENDIX – D

MULTIPLE ALLOCATION OF M&RMAC COMMITTEE POSITIONS

MAIN POST PLUS ANY ONE OF THE POSTS BELOW

CHAIRMAN ENVIRONMENTAL OFFICER SAFETY ADVISOR

VICE CHAIRMAN ENVIRONMENTAL OFFICER SAFETY ADVISOR

GENERAL SEC. MEMBERSHIP SEC. ENVIRONMENTAL OFFICER SAFETY ADVISOR

MEMBERSHIP SEC. GENERAL SEC. ENVIRONMENTAL OFFICER SAFETY ADVISOR

TREASURER ENVIRONMENTAL OFFICER SAFETY ADVISOR

ENVIRONMENTAL OFFICER CHAIRMAN VICE CHAIRMAN GENERAL SEC. MEMBERSHIP SEC. TREASURER SAFETY ADVISOR

SAFETY ADVISOR (1) CHAIRMAN VICE CHAIRMAN MEMBERSHIP SEC. GENERAL SEC. TREASURER ENVIRONMENTAL

OFFICER

SAFETY ADVISOR (2) CHAIRMAN VICE CHAIRMAN MEMBERSHIP SEC. GENERAL SEC. TREASURER ENVIRONMENTAL

OFFICER

NON – COMMITTED (1)

NON – COMMITTED (2)

APPENDIX – E

CLUB COMMITTEE SERVING FOR SEASONS

2012 / 2013

Committee Post Name Telephone No.

Chairman Bryan Burton 01495 303449

Vice Chairman Roy Madge 01633 868842

General Secretary

Membership Secretary Steve Taylor 01495 740246

07816774727

Treasurer Gareth Hodges 07866661269

Environmental officer Cliff Smith 07425012839

Non – Committed (1) Steve Pugh

01633 873348 07725017092

Non – Committed (2) Dean Mosley

01873 810135 07900296335

Safety Advisor (1) Keith Deakin 01873 852165

Safety Advisor (2) Reg Smith 01633 422154

PERSONAL NOTES

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