The Malvern Family History Society Constitution

  1. NAME
    The name of the Society shall be ‘The Malvern Family History Society’
  2. OBJECTIVES 
    a. To promote and encourage the public study of family history and genealogy.
    b.To promote the preservation, security and accessibility of archival material.
  3. POWERS
    In furtherance of the above objectives, the Society shall have the following powers:
    a.To hold lectures and discussions and organize visits for Society members and interested members of the public.
    b.To hold and maintain a library of printed and other works for the use of the Society members
    c.To preserve source material and transcribe and publish such material including documents and monumental Inscriptions.
    d.To pursue collaborative actions with similar organisations in the interests of genealogy.
    e.To promote and to engage in educational activities including the issue of a regular journal and the publication and sale of other appropriate material.
  4. AFFILIATION
    The Society shall be a member of the Federation of Family History Societies (Registered Charity No 1038721) and shall have the power to guarantee its debts in the event of its insolvency up to the sum of £1. The Society may also affiliate with other organisations whose objectives are deemed compatible and mutually supportive.
  5. MEMBERSHIP
    a. Membership of the Society shall be open to all persons showing genuine interest in the support of the Society’s objectives.
    b. Classes of membership shall be determined by the Executive Committee of the Society and may include Honorary, Ordinary and Joint membership.
    c. Fully paid up Ordinary and Joint members shall have full voting rights.
    d. Subscriptions shall be payable at the time and at the rate determined by the members at a General Meeting.
    e. The Executive Committee of the Society may by unanimous vote and for good and sufficient reason, suspend or recommend the termination of membership of any member. That suspension to become termination or to be set aside by the membership at the next following Annual General Meeting of the Society or an Extraordinary General Meeting convened in accordance with the procedure outlined in Clause 7b below, provided that such member will have the right to be heard (accompanied by a friend) by the Executive Committee before the final decision is taken by the Executive Committee.
  6. ADMINISTRATION 
    a. The Society shall be administered by an Executive Committee consisting of not more than 12 members, all of whom must be voting members of the Society. The Honorary Officers of this Committee shall include the Chairman, Vice-Chairman, Secretary and Treasurer. A quorum of the executive Committee shall consist of two-thirds of those serving on the Committee.
    b. The members of the Executive Committee shall be selected annually by the membership and their terms of office shall commence with the declaration of the election results at the Annual General Meeting. Nominations should be submitted in writing to the Secretary not less than 7 days before the day on which the Annual General Meeting is to take place. If insufficient nominations have been received to fill the vacancies, the Chairman may, at his discretion, take nominations from the floor.
    c. The Executive Committee shall have the power to co-opt members to fill casual vacancies (up to the next General Meeting) on the Executive Committee, as well as to invite individuals on an annual basis to undertake other tasks which are deemed to be necessary for the proper and effective administration of the Society’s affairs.
    d. All Executive Committee members shall be eligible for re-election upon completion of their annual term of office.
    e. If required by law Auditors or Independent Examiners of the accounts of the Society shall be appointed at the annual General Meeting to carry out the Audit or examination duties referred to in clause 9c below.
  7. GENERAL MEETING
    a. An Annual General Meeting shall be held during the month of July when the officers shall present their reports. Notice in writing of this meeting and the agenda of items to be considered shall be given to members entitled to attend and vote at least 21 days prior to the event.
    b. An Extraordinary Meeting may be convened either at the request of the Executive Committee or at the request of 10% or 20 members having voting rights (whichever is the lesser) with prior written notice furnished to the members at least 21 days before the meeting setting out the business to be discussed. A quorum at such a meeting shall consist of not less than 20% of the total membership on that day. Except as specified in clauses 8 and 10 below, decisions at the meeting shall be by simple majority.
    c.Only those paid up members present shall be entitled to vote at an Annual General Meeting or an Extraordinary General Meeting.
  8. AMENDMENTS
    a. Subject to the following provisions in this clause, the Constitution may be altered only at an Annual General Meeting or an Extraordinary General Meeting of the Society, at which proper notice has been given, such notice to include notice of the Resolution setting out the terms of the proposed alteration. The Resolution must be passed by not less than two-thirds of the votes of Society members present and voting at the meeting.
    b. Proposals for constitutional amendments shall be submitted to the Executive Committee of the Society at least 21 days prior to the day on which the Annual General Meeting or Extraordinary General Meeting is to be held.
  9. FINANCE
    a. All income and property of the Society, shall be applied solely towards the promotion and execution of the objectives of the Society as defined in Clause 2 above, and no portion thereof shall be paid or transferred directly or indirectly in any manner to any member of the Executive Committee or Society providing that nothing herein shall prevent reimbursement of proper out-of-pocket expences incurred on behalf of the Society or the payment of an approved fee when engaged as a speaker.
    b. The Executive Committee shall cause proper books of account to be kept with respect to all sums of money received and expended by the Society.
    c. The Society’s financial year shall commence on the 1st April and accounts shall be prepared in relation to this financial year. A copy of the accounts shall be presented for approval to the members at the Annual General Meeting. A copy shall be made available to all Society members as soon as practicable. Where appropriate or necessary, the Society’s accounts shall be audited or independently examined, as required by law prior to being presented to members.
  10. DISSOLUTION
    The Society may be dissolved by a resolution passed by not less than three-quarters of those members present with voting rights, at either an Annual General meeting or an Extraordinary General Meeting called by the Executive Committee following their decision that it is necessary or advisable to dissolve the Society, and for which 21 days prior notice (stating the terms of the resolution to be proposed) has been given in writing. Such a resolution shall include instructions for the disposal of any assets held by the Society (after all debts and liabilities have been paid)
  11. TRUSTEES
    The Executive Committee may appoint not less than three persons (and not more than six persons) to be trustees of the Society, to hold any property owned by it or held by it, in trust for the Society.
  12. INDEMNITY
    The members of the Executive Committee and other members authorised to assist the Committee, shall each be indemnified by the Society against any liability claims or demands arising from any action done in good faith by them on behalf of the Society or its members, in the administration of the Society.

 

Note:  It was proposed that this Constitution be accepted by the Society at the 11th AGM of the Society on the 5th July 2006.
Proposed by Phil Heather and seconded by Vanessa Foy. Voting results were: 40 for acceptance with 2 against.
The Constitution was therefore declared to be approved and accepted.

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