Preface
The Executive Committee seek members’ approval of this revised Constitution being the addition of two paragraphs underline and in italics under Section 5. This deals with what would have in the event of merger or closure of this Group. The full text will be printed in the March 2020 journal and available on the evening of the AGM, 26 March 2020.
Andrew Smith, Secretary.
Name. The name of the Group shall be the ‘High Country History Group’ (hereinafter called the ‘Group’).
Area of Interest. The area of interest of the Group shall cover the parishes of Greensted, Stanford Rivers, Theydon Mount and Stapleford Tawney. Toot Hill, as part of Stanford Rivers, is included in this interest.
Interpretation. For the interpretation of this Constitution, the Interpretation Act of 1978 shall apply as it applies for the interpretation of an Act of Parliament.
Object. The object of the Group shall be to promote interest in local history within the membership of the group and more generally within the High Country area. The Group shall also seek to stimulate interest in local history among people resident outside the area.
The Group shall do this through:
Coordinating the interests of the membership,
Recording, documenting, publishing and archiving local history
Collaborating within the Group on projects in local history,
Collaborating in activities with other societies, authorities and groups to their mutual benefit, and,
Advertising the activities and achievements of the Group through holding local meetings, being represented at outside meetings, presenting at local events and, wherever possible, publishing the results of local history research.
Financial Powers. The Group shall have the power to collect subscriptions to provide for the necessary running of the Group, including, for example, hire of meeting places, speaker’s fees, transport, and publication costs. The Group shall arrange insurance cover as may be thought fit.
The Group shall be empowered to draw and accept cheques for the necessary running of the Group through the operation of a bank account. The Group shall be empowered to reimburse any member for approved out of pocket expenses.
The income of the Group shall be applied solely towards the promotion of its objects.
All assets are deemed to belong to the Group, not individual members.
In the event of a resolution at an Annual General Meeting or Extraordinary General Meeting to merge or close the Group, any physical assets shall be sold and the balance of all accounts, after expenses, shall be distributed solely in accordance with the Objects of the Group. For guidance monies may be distributed to history groups operating within the Area of Interest of this Group, whether by parish or county, and / or a body with which the Group merges on the understanding that the Objects of this Group are maintained; and / or bodies which preserve records held within the Area of Interest of the Group.
Executive Committee
Composition. The running of the Group shall be entrusted to an Executive Committee (hereinafter called the ‘Committee’) to comprise one Committee member for every ten members. From their number shall be appointed:
Chairman
Secretary
Treasurer
The Committee may appoint such additional Members (for example, on retirement of a Member) to the Committee as it thinks fit.
Committee Meetings. The Meetings of the Committee shall be held regularly or as necessary. The quorum for such meetings shall be at least 50% of members of the Committee, including two from the Chairman, Secretary and Treasurer. In the absence of the Chairman, the Members may appoint the Chairman from those present. Fourteen days’ notice of Committee Meetings shall be given to Members of the Committee.
Election. An Annual General Meeting shall be convened by the Chairman of the Committee. All Committee Members shall be elected annually by members of the Group present at the Annual General Meeting.
Powers. The Committee shall have the following powers and duties:
to ensure observance of the rules of the Group,
to appoint sub-committees to deal with any matter considered fit by the Committee,
to exercise financial control over the affairs of the Group,
to implement any resolutions passed at Annual and Extraordinary General Meetings (see below under Meetings).
Annual and Extraordinary General Meetings
Annual General Meetings. The Annual General Meeting shall be held during the month of March each year. The following business shall be conducted:
Report of year and presentation and passing of accounts for the year ended 31 December,
Setting the annual subscription for the coming year,
Election of committee members for the following year,
Presentation of a plan of activities for the coming year,
Any other business, communicated to the Honorary Secretary at least eight days in advance of the meeting.
Extraordinary General Meeting. An Extraordinary General Meeting of the Group may be convened on request to the Secretary at any time by the Committee or eight members of the Group, such a request to be made in writing stating the purpose for which the meeting is required.
Notice. At least 14 days’ notice of the Annual or Extraordinary General Meeting shall be given to members of the Group by the Secretary. The notice shall include date, venue and business to be conducted at the meeting.
Quorum. The quorum for the Annual and Extraordinary General Meetings shall be 20% of the membership.
Membership.
Application. Every candidate for membership shall communicate their full name and address in writing to the Honorary Secretary on application to join the Group.
Conditions. Membership of the Group shall be granted at the discretion of the Committee.
Membership Type and Subscriptions. There shall be two levels of membership of the Group – Individual and Family. Family Membership covers all members of the family residing at the same address and provides for one mailing of Group notices and publications.
Every member shall pay the appropriate subscription to the Group on admission and thereafter annually to the Group. Each member’s subscription shall be deemed as a debt to the Treasurer of the Group for the time being.
The Committee are enabled to make a separate charge for attendance at meetings and other functions as it deems fit.
Default in Payment. If any member shall fail to pay the annual subscription within two calendar months of it becoming due then the Honorary Secretary shall write to that member calling for payment of the subscription within 14 days. If the member shall fail to pay the subscription then the Committee shall be entitled to terminate that membership.
Exclusion of Members. The Committee shall have the power to exclude a member or members who act against the objects of the Group.
Amendments. No amendment or addition to these rules shall be made except by a resolution carried by two-thirds majority of members present at either an Annual or Extraordinary General Meeting.
13 February 2020