ADOPTED ON: 19th September 2013
1 Name
The name of the Society shall be: Hoby & District Local History Society
2 Aims
The aims of the Society shall be to research, understand, document and disseminate history and heritage relating to Hoby and District.
3 Powers
In order to achieve its aims the Society may:
i. Raise money
ii. Open bank accounts
iii. Take out insurance
iv. Organise courses and events
v. Work with other groups and exchange information
vi. Do anything that is lawful which will help it to fulfil its aims
4 Membership
i. Membership of the Society shall be open to any person who is interested in helping the Society to achieve its aims, willing to abide by the rules of the Society and willing to pay any subscription agreed by the Management Committee.
ii. Membership shall be available to anyone without regard to gender, race, nationality, disability, sexual preference, religion or belief.
iii. Every individual member shall have one vote at General Meetings.
iv. The membership of any member may be terminated for good reason by the Management Committee but the member has a right to be heard by the Management Committee before a final decision is made.
5 Management
i. The Society shall be administered by a Management Committee of the Officers and not more than three other members elected at the Society`s Annual General Meeting (AGM).
ii. The Officers of the Management Committee shall be: the Chairperson, the Treasurer and the Secretary.
iii. The Management Committee shall meet at least two times a year.
iv. The Chairperson shall Chair all meetings of the Society.
v. The quorum for Management Committee meetings shall be four members.
vi. The Management Committee may by a two-thirds majority vote and for a good and proper reason remove any Committee member, provided that person has the right to be heard before a final decision is made.
vii. The Management Committee may appoint another member of the Society as a Committee member to fill a vacancy provided the maximum number is not exceeded.
6 Duties of the Officers
i. The duties of the Chairperson are to:
(a) chair meetings of the Committee and the Society
(b) represent the Society at functions/meetings that the Society has been invited to
(c) act as spokesperson for the Society when necessary
ii. The duties of the Secretary are to:
(a) take and keep minutes of meetings
(b) prepare the agenda for meetings of the Committee and the Society in consultation with the Chairperson
(c) maintain the membership list
(d) deal with correspondence
(e) collect and circulate any relevant information within the Society
iii. The duties of the Treasurer are to:
(a) supervise the financial affairs of the Society
(b) keep proper accounts that show all monies collected and paid out by the Society
7 Finance
i. Any money obtained by the Society shall be used only for the Society.
ii. Any bank accounts opened for the Society shall be in the name of the Society.
iii. Any cheques issued shall be signed by the Treasurer and one other nominated official.
8 Annual General Meeting
i. The Society shall hold an Annual General Meeting (A.G.M.) in the month of March.
ii. All members shall be given at least fourteen days’ notice of the A.G.M. and shall be entitled to attend and vote. The quorum for an AGM shall be six members.
iii. The business of the A.G.M. shall include:
(a) receiving a report from the Chairperson on the Society`s activities over the year
(b) receiving a report from the Treasurer on the finances of the Society
(c) electing a new Management Committee and considering any other matter as may be decided.
9 Special General Meeting
A Special General Meeting may be called by the Management Committee or by any six members to discuss an urgent matter. The Secretary shall give all members fourteen days’ notice of any Special General Meeting together with notice of the business to be discussed. All members shall be entitled to attend and vote.
10 Alterations to the Constitution
Any changes to this Constitution must be agreed by at least two-thirds of those members present and voting at any General Meeting.
11 Dissolution
The Society may be wound up at any time if agreed by two-thirds of those members present and voting at any General Meeting. In the event of winding up, any assets remaining after all debts have been paid shall be given to another Society with similar aims.
This constitution was adopted at a general meeting of the Society on
19th September 2013.
