Caithness Family History Society

Constitution

 

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CAITHNESS FAMILY HISTORY SOCIETY CONSTITUTION

As amended 28th October 2009

 

  1)   TITLE

 

a)   The name of the organisation shall be CAITHNESS FAMILY HISTORY SOCIETY, hereinafter referrred to as "the Society".

 

2)   OBJECTS

 

a)   The objects of the Society will be to advance education through promoting and encouraging the public study of Family History, Genealogy and Local History in Caithness by meetings, lectures and publications.

 

3)    POWERS

 

To further the above objects the Society may:

 

a)   arrange associate membership with any organisation having similar interests;

 

b) arrange and provide for or join in arranging and providing for the holding of exhibitions, meetings, lectures, classes, seminars and training courses;

 

c)   cause to be prepared and printed or otherwise reproduced and circulated, free of charge or for payment, such papers, books, periodicals, pamphlets or other documents or films or recorded tapes (whether audio or visual or both) as shall further the objects;

 

d)   purchase, take on lease or exchange, hire or otherwise acquire any property and any rights and privileges considered appropriate for the promotion of the objects and construct, maintain and alter any building considered appropriate for the work of the Society;

 

e)   sell, let, grant securities over, dispose of or turn to account all or any of the property or assets of the Society;

 

f)    borrow or raise money for the objects and accept gifts on such terms and on such security as shall be deemed to be appropriate;

 

g)   raise funds and invite and receive contributions from any person or persons by way of subscription or otherwise;

 

h)   invest the funds of the Society not immediately required for the objects in or upon such investments, securities or property as may be thought fit, subject nevertheless to such conditions (if any) as may at the time be imposed or required by law; and

 

i)    do all such other lawful things as are incidental or conducive to the attainment of the objects.

 

4)   MEMBERSHIP

 

a)   Membership is open to anyone interested in furthering the objects of the Society.

 

b)   The Society, which shall be non-profit making, will consist of all duly admitted members whose subscriptions are fully paid. An Honorary President and an Honorary Vice President, upon recommendation of the members of the Society may be appointed.

 

c)   The Honorary President and Vice President may attend and speak at meetings of the Society but shall have no right to vote in that capacity.

 

d)   The Society may publish a regular magazine or newsletter, one copy of which shall be issued to each member whose subscription is not in arrears.

 

5)   MANAGEMENT

 

a)   The affairs of the Society shall be managed by a Committee consisting of the Chairperson, Vice-Chairperson, Secretary, Minute Secretary, Treasurer, Membership Secretary and Librarian and not more than five other members. A quorum of the Committee shall consist of not less than five members. The Chairperson shall have his or her own and a casting vote if required and his or her decision on all points of order shall be final. The committee shall have powers to co-opt additional members to the Committee if deemed necessary.

 

b)   Office bearers and members of the Committee shall be elected annually and shall be entitled to re-election unless otherwise provided by the Society.    The Society will appoint an Independent Examiner, who is not a member of the Society, to independently examine and approve the annual accounts of the Society.

 

6)   MEETINGS

 

a)   Ordinary meetings of the Society shall be held on the second Wednesday of the month from September to June inclusive or on such other dates as the Committee shall decide.

 

b)   The Annual General Meeting of the Society shall be held annually on the Second Wednesday of October or such other date as may from time to time be arranged. Annual Reports and audited Accounts will be submitted to the Annual General Meeting for approval. The financial year end will be 31st August or such other date as may from time to time be arranged. Subscriptions will be reviewed.

 

Nominations for new Office Bearers and Members of the committee shall be accepted up to the date of an AGM or Special Meeting and at such meetings, the nomination being signed by the Proposer, Seconder and Nominee.

 

 

  7)   FINANCE

 

a)   All funds raised by or on behalf of the Society shall be applied to further the objects of the Society and for no other purpose; this provision shall not, however, prevent the repayment to Office Bearers or Committee Members of reasonable out-of-pocket expenses.

 

b)   The Treasurer shall keep proper accounting records and shall prepare proper Accounts annually and at such intervals as the Society may direct.

 

c)   The Accounts shall be audited at least once a year by the auditor who will be appointed annually at the Annual General Meeting. If the auditor appointed at the Annual General Meeting ceased to hold that appointment during the period between Annual General Meetings, the Committee shall have the power to appoint a replacement auditor to hold office until the next following Annual General Meeting.

 

d)   A bank account shall be opened in name of the Society with such banks or building societies as the Committee shall from time to time decide. Such account shall be operated by the signature of any two of the Office Bearers.

 

8)   AMENDMENTS TO THE CONSTITUTION

 

No alterations of this Constitution shall be made except at an Annual General Meeting of the Society when a two-thirds majority of those present and voting shall be required. Notices of motion to amend the Constitution must be in .the hands of the Secretary at least one calendar month before the Annual General Meeting. No alteration shall be made which would have the effect of causing the Society to cease to be recognised by FICO ( Scotland ) as a charity.

 

9)   DISSOLUTION OF THE SOCIETY

 

If the Committee by a simple majority decide at any time that on the ground of expense or otherwise it is necessary or advisable to dissolve the Society, it shall call a Special General Meeting of the Society of which meeting not less than 21 daysí notice (stating the terms of the proposed resolution) shall be given. If such decision is confirmed by a two-thirds majority of those present and entitled to vote and voting at such meeting, the assets held by or on behalf of the Society shall be disposed of in terms of the decision of the majority of the members present. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable organisation or organisations having objects similar to the objects of the Society or otherwise as the majority of the members present may determine.

 

Adopted at an Annual General Meeting of the Society held on the Twenty Eighth day of October in the year Two thousand and Nine, and signed for and on behalf of the Society by Miss Margaret Annie Geddes Dunnett, Belmont , Willowbank, Wick, Chairperson, and Mrs. Barbara Louise Hiddleston, Dwarick Park, Dunnet, by Thurso, in presence of the undernoted witness. 

 

___________________________Chairperson

 

______________________________Secretary

 

_____________________________Witness

Witness Name ...............................................................

   Address ............................................................................

   .........................................................................................

 

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