Constitution for Langford History Group

1        Name

The Society shall be called the “Langford History Group “hereinafter referred to as “the Society”.

2        Objects

The objects of the Society shall be to encourage the study of and interest in local history and archaeology in the Langford area, to facilitate studies, support education and to produce publications relating to these subjects.

3        Membership

The Members of the Society shall be those who apply and pay the appropriate annual subscription, all subscriptions being payable in advance on the first day of January in every year.

Each member shall be entitled to receive notice of General Meetings, to attend them and to vote at them.

4        Officers

There shall be a Chairman, Vice Chairman, a Secretary, a Treasurer and such other officers as the Annual Meeting shall appoint.  The officers shall be elected at the Annual Meeting and hold office for a year, but the Committee shall have power to fill a vacancy arising in the course of the year.

6        Committee

The Committee of the Society shall consist of the officers of the Society and up to three members elected at the Annual Meeting. The Committee shall have power to fill any vacancies arising in the course of the year.

The Committee shall meet at least twice in each year on dates and at times to be decided by the Chair.  The quorum for a meeting shall be one third of the Committee.

The Committee shall elect its own Chair (and Vice-Chairs) and determine its own procedures.  It may set up sub-committees or delegate responsibilities to its members.

7        Duties and Powers of the Committee

The Committee shall:

(a)          promote and organise activities in accordance with the aims of the Society;

(b)          admit members to the Society, and maintain a membership register;

(c)          administer the funds of the Society; enter into such commitments as it deems necessary or desirable; keep proper accounts of income, expenditure and balances; and arrange audit or independent examination of the Society’s accounts as may be required by law;

(d)          ensure that Annual and General Meetings are duly held;

(f)           ensure that minutes are kept which record all material decisions or resolutions, and that the Committee or officers report to the Annual Meeting on what has been done in the Society’s name and answer such questions as may then be put to them.

8        Finance

The financial year shall end on 31st December.

A banking account shall be opened in the name of the Society and cheques may be signed by the Treasurer and one other Committee Member from a list approved by the Committee and notified accordingly to the Bank.

The income and property of the Society shall be applied solely towards promoting the objects of the Society stated above; and no part shall be paid or transferred directly or indirectly to any Member or Members of the Society except in payment of legitimate expenses incurred on behalf of the Society.

All dealings with the moneys and property of the Society shall be authorised by or consequent on general or particular resolutions of a Meeting of the Society or of the Executive Committee, and shall be properly recorded and accounted for.

The Committee shall make available the accounts of the Society at the AGM and answer any questions arising therefrom.

9        Annual Meeting

There shall be an Annual Meeting of the Society each year to transact the following business:-

(a)          to receive reports on the work and proceedings of the Society during the past year and to question the officers and Committee on these.

(b)          to receive and, if approved, to adopt a statement of the Society’s Accounts for the preceding year

(c)          to elect Officers and Members to serve on the Committee.

(d)          to vote on any resolutions of which notice has been duly given

(e)          to receive suggestions and proposals for the consideration of the Committee

Notice convening the Annual Meeting shall be given or sent to Members not less than 21 days before the meeting and shall specify the matters to be dealt with.

10      General Meetings

A General Meeting may be convened at any time by the Committee or by a requisition in writing sent by not less than one-fifth of the Members of the Society.

Notice convening a General Meeting shall be given or sent to Members not less than fourteen days before the meeting and shall specify the matters to be dealt with.

11      Procedure at General Meetings

The quorum for a General Meeting of the Society shall be one sixth of the registered membership.  Only members are allowed to move resolutions or to vote on them; or to nominate or second persons for election.

The Chairman shall take the chair; except where notice has been given of a vote of no confidence in the Executive when the members shall elect a person to chair the meeting.

Only members who are willing to serve and are nominated and seconded by other members shall be eligible for election as Officers or Members of the Committee or to chair a General Meeting.  If there are no more eligible persons than there are places to fill then they are deemed to be elected.  If there are more eligible persons than places, a ballot shall be held and the person(s) with most votes shall be elected.

Resolutions may be passed by general consent without opposition, or by a simple majority of those voting, except for a constitutional amendment which shall require two thirds of the votes cast.

The  Chair of the Meeting shall have a casting or additional vote in the event of equality of votes, or where the vote on a constitutional amendment falls short of two thirds by less than one whole vote.

12      Constitution

No alteration of or addition to this constitution shall be made except by a resolution carried by a majority of at least two-thirds of the Members who are present at an Annual or General Meeting the notice of which shall have contained particulars of the proposed alteration or addition (and provided that no alteration may be made which will cause the Society to cease to be Charitable at law).

13      Dissolution

In the event of the Society being wound up any assets remaining upon dissolution after the payment of proper debts and liabilities shall be transferred to a charitable institution or institutions having similar objects to those of the Society.

14      Interpretation

Words and expressions in this document shall be interpreted as set out in the Interpretation Acts in force from time to time. The headings in this document shall not be taken as part of it or affect its interpretation or construction.