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DORSET HISTORY FORUM
Draft of a possible form of Constitution
1. NAME The Association shall be known by the name of “Dorset History Forum” (“the Forum”)
2. OBJECTS The objects of the Forum shall be: 2.1.To promote and encourage the study of, and interest in, all forms of history and archaeology within Dorset including Bournemouth and Poole. 2.2.To support the history and archaeology collections, books and archives held in the Dorset History Centre, museums, libraries, and other places within our geographical area of interest. 2.3.To support the work of historical and archaeological societies, institutions, and groups within our geographical area of interest. 2.4.To support the work of individuals researching the history and archaeology of our geographical area of interest. 2.5.To liaise with other groups and institutions regionally and nationally so as to further the interests of the Forum.
3. MEMBERSHIP 3.1.Membership of the Forum shall be open to all individuals, societies and other bodies that are in accord with the objects of the Forum as expressed in Paragraph 1. Voting rights for societies and other bodies shall be vested in one delegate who shall have one vote. 3.2.All aspects of membership and subscription shall be the responsibility of the Committee including eligibility, and continuance of membership.
4.MANAGEMENT 4.1.The forum shall be managed by a Committee of not more than twelve members to include the Officers of the Forum (Chairman, Vice-Chairman, Secretary, Minutes Secretary, and Treasurer). They shall be elected, or re-elected, at each Annual General meeting. The ordinary members of the Committee shall take such specific roles as shall be considered appropriate for the efficient running of the Forum. 4.2.The Committee may fill a vacancy arising between Annual General Meetings among the Officers or other Committee Members by co-option. 4.3.The Chairman (or in the Chairman’s absence the Vice-Chairman) shall act as chair at Committee meetings. If both are absent, the Committee Members present shall choose one of their number to be Chairman of the relevant meeting. 4.4.The quorum for any Committee Meeting shall be four, to include at least one Officer. 4.5.Unless otherwise specified in this constitution, every matter considered by the Committee shall be determined by a majority of votes (taken by show of hands) of the Committee Members present and voting. In the case of equal votes the Chairman of the meeting shall have a second or casting vote. 4.6.The Minutes Secretary shall keep full minutes of Committee meetings that will be approved at the next Committee meeting, and then signed by the Chairman of that meeting. 4.7.A representative of the Dorset History Centre shall be an ex-officio additional member of the Committee. 4.8.The Committee may appoint (and dissolve) one or more sub-committees each consisting of a t least one Committee Member and other Forum members for any function or duty that in the Committee’s opinion should be undertaken by a sub-committee. Sub-committee proceedings shall be fully and promptly reported to the Committee, and no sub-committee shall incur expenditure or enter into any obligation on behalf of the Forum except as pre-approved by the Committee in a written minute. The Committee may decide all further arrangements in connection with the holding and conduct of sub-committee meetings.
5.FINANCE 5.1.The Annual General Meeting of the Forum shall agree subscriptions for membership, and categories of membership, on the recommendation of the Committee. 5.2.All Forum funds shall within a reasonable period of receipt be paid into an account, or accounts, operated by the Committee in the Forum’s name at such bank or other financial institution as the Committee shall from time to time decide. Two Officers must sign all cheques, or other withdrawal documents. The Committee to appoint three Officers to be cheque signatories, one of whom must be the Treasurer. 5.3.The Committee, through the Treasurer, shall keep such accounting records, prepare such annual accounts and arrange such independent examination or auditing as shall be proper, reasonable and sufficient to show and explain the transactions of the Forum. 5.4. The Financial Year of the Forum shall end on the 31st August annually.
6.ANNUAL GENERAL MEETINGS 6.1.An Annual General Meeting (AGM) shall be held within three months of the end of each Financial Year and shall be called by the Committee to: (a) elect the Officers and other elected Committee members for the period to the end of the next AGM. (b) receive the annual report and approve the accounts for the preceding Financial Year. (c) appoint any required independent examiner or auditor until the next AGM. (d) confirm, after recommendation by the Committee, the annual subscriptions until the next AGM. (e) consider any other business as notified to the Secretary by seven days before the date of the AGM. 6.2.The Secretary shall give at least 21 days’ notice of the AGM to all Forum members and circulate a broad written agenda. 6.3.Nominations for Officers or other elections to the Committee must be made by any Forum member in writing, together with the signed confirmation of the nominee, and be in the hands of the Secretary at least 14 days before the AGM. Should nominations exceed vacancies, election shall be by ballot.
7.EXTRAORDINARY GENERAL MEETINGS 7.1.The Committee may call an Extraordinary General Meeting (EGM) on 21 days notice. 7.2.If at least 20 Forum Members, or one quarter of the total membership, (whichever is the smaller) call an EGM in writing stating the business to be considered, the secretary shall within 21 days call an EGM by giving 21 days’ notice. 7.3.Every notice of an EGM must include a broad written agenda.
8.PROCEDURE AT GENERAL MEETINGS. 8.1.The Minutes Secretary shall keep full minutes of proceedings at every General Meeting (GM). 8.2.A quorum shall be at least 20 members present with this figure including Officers and other Committee Members. 8.3.Voting at GMs shall normally be by show of hands, unless a Forum member requests a ballot, or the matter is the election of Officers or other Committee Members where a ballot is required under clause 6.3. 8.4.The Chairman (or in the Chairman’s absence the Vice-Chairman) shall chair each GM. In their absence the Forum members may elect another Committee Member or a Forum Member as Chairman to chair the relevant GM. 8.5.The Chairman of a GM shall in the event of an equality of votes have a second or casting vote. 8.6.All other arrangements for holding and conducting GMs (not specified by law or this Constitution) may be decided by the Committee.
9. ALTERATIONS TO THE CONSTITUTION 9.1.This Constitution may only be amended, subject to clause 9.2, by a resolution passed by not less than two thirds of Forum members present and voting at a GM, the notice having included the wording of the alteration proposed. 9.2.No amendment may be made to clause 2 (the Objects clause), clause 10 (the dissolution clause) or this clause 9 unless it is passed in accordance with clause 9.1. with the words “unanimous resolution” replacing the words “not less than two thirds”.
10.DISSOLUTION OF THE FORUM If the Committee decides that it is necessary or advisable to dissolve the Forum, it shall call a GM, of which meeting not less than 21 days notice shall be given stating the terms of the proposed Resolution. If the proposal is confirmed by a two-thirds majority of Forum members present and voting, the Committee shall then have power to dispose of any assets held by, or on behalf of, the Forum. Any assets remaining after the payment of any proper debts and liabilities shall be given or transferred to such other institution or institutions having objects similar to the objects of the Forum as the Committee may determine
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This website is maintained by Sylvia Hixson Andrews last updated 20/08/10
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