Aboyne and Deeside Heritage Society Constitution
The organisation shall be known as Aboyne and Deeside Heritage Society (“the Society”).
The Society exists to promote, study and celebrate the heritage of Aboyne and Deeside encompassing history, archaeology, culture and nature, recognizing that these are not only rooted in the past but are ongoing and created by everyone in the community.
To further these objectives the Society may:-
- hold meetings regularly to hear talks by invited speakers;
- arrange outings for members and guests;
- help to preserve and restore important artifacts and features;
- collect, preserve and store historical information and photographs;
- host social media sites to update and engage the community in heritage matters;
- engage with local schools, clubs, community libraries, local authorities, community trusts, community councils and other organisations;
- ensure the stories and narrative of the local heritage endure by recording and making available interviews with local people;
- publish guides and reports;
- organise fund-raising events;
- apply for and accept grants, donations and legacies of all kinds;
- arrange appropriate insurance cover;
- publicise the work of the Society; and
- do all such other lawful things as are incidental or conducive to the attainment of such objectives
Membership will be open to all on payment of such annual fee as may be determined each year by the committee referred to in clause 4 below (“the Committee”). All members who are aged sixteen years or older (“Eligible Members”) shall be eligible to vote at any meeting of the members.
The Committee shall have the right for good and sufficient reason to terminate the membership of any individual, provided that such individual shall have the right to be heard by the Committee before a final decision is made.
The Committee shall maintain a list of members in accordance with all relevant data protection legislation.
4. Committee and Office-Bearers
The Society shall have a committee comprising up to ten of its members including a chairman, secretary and treasurer.
The Committee shall meet on at least two occasions per year to carry out the business and objectives of the Society. The quorum shall be four of whom at least one must be an office-bearer. In the case of an equality of votes the person taking the chair at the meeting shall have a second or casting vote. The Committee shall ensure that accurate minutes are kept of all meetings.
The office–bearers and other members of the Committee shall hold office until the conclusion of the next annual general meeting (“AGM”) after their election but shall be eligible for re-election.
The Committee may at any time co-opt members to fill any casual vacancies including office- bearers.
5. Rules of Procedure at Meetings of Members
The chairman and/or a quorum of the Committee may at any time at their discretion call an extraordinary general meeting of the Society (“EGM”). The secretary will also call an EGM within 21 days of receiving a written request to do so signed by not less than two thirds of the Eligible Members and giving reasons for the request.
The quorum at all meetings of members shall be no less than four Eligible Members, at least two of whom are members of the Committee.
Save as otherwise expressly provided herein, all questions arising at any meeting shall be decided by a simple majority of the votes cast by Eligible Members. In the case of an equality of votes the person taking the chair at the meeting shall have a second or casting vote.
The Committee shall ensure that accurate minutes are kept of all meetings.
6. Annual General Meeting
An AGM shall be held yearly. The secretary shall give at least 14 calendar days’ notice of the meeting in writing or by email to each member. At each AGM the business shall include consideration of the work of the Society, the approval of the annual accounts, the election of office-bearers and members to serve on the Committee and any other competent business.
Nominations for office-bearers and Committee members (other than those seeking re-election) must be made by Eligible Members in writing or by email and must be in the hands of the secretary at least 10 days before the AGM. A member may not nominate him/herself.
All funds raised by or on behalf of the Society shall be applied to further the objectives of the Society and for no other purpose. Office-bearers and members of the Committee shall not be entitled to any remuneration but shall be entitled to reimbursement of all expenses properly and reasonably incurred in the exercise of their duties.
The Society’s financial year will end on 31 March or such other date as may be agreed by the Committee from time to time. The treasurer shall keep proper accounting records and shall prepare annual accounts which will be submitted for approval by the members at the AGM. The accounting records shall be subject to independent review at least once every five years and more often if thought fit by the Committee.
The Society will hold such bank account(s) as the Committee consider appropriate. All funds other than such an amount of petty cash as the treasurer considers appropriate from time to time shall be paid into such a bank account. The chairman, secretary and treasurer and/or such other persons as may be nominated by the Committee from time to time shall be authorised signatories on the Society’s bank account(s).
8. Amendments to the constitution
A resolution to alter this constitution shall not be valid unless notice has been given to all Eligible Members not less than 14 days before an AGM or EGM at which the alteration is proposed and at least two thirds of the votes cast by those Eligible Members present are in favour of the alteration(s).
The Society may be dissolved by a resolution passed by at least two thirds of the Eligible Members present at a meeting called for the purpose of dissolution. If the Society is dissolved, any assets remaining after the satisfaction of all debts and liabilities, shall not be paid to or distributed among the members of the Society but shall be given or transferred to such not-for-profit organisation as the members may decide.