(b) The stating of the geographical area indicated above does not exclude the possibility of the Society extending its interests into areas beyond this or from welcoming members from outside the area.
The object of the Society shall be to advance public education in family history and genealogy within the area of interest. In furtherance of this object, but not otherwise, the Society may arrange:-
(a) To provide a forum for members to meet and discuss the study of genealogy and family history.
(b) To produce a journal regularly.
c) To arrange a programme of lectures, visits and other activities
connected with subjects of interest to the Society.
(d) To seek out, transcribe, index and wherever possible, publish
or make available material relevant to the interests of the
Society. All works undertaken under this sub-paragraph
shall remain the intellectual property of the Society
(e) To provide guidance in family history research and study, to
those living elsewhere, whose families come from the area.
Membership shall be open to all persons who are interested in furthering the objects of the Society. There shall be two categories of members as follows :-(a) Individual (b) Family NB. Institutions may join for the same price as an individual.
6. THE EXECUTIVE COMMITTEE
(a) The Executive Committee shall consist of a Chairman, Vice-Chairman, Secretary, Treasurer, Editor, Project Organiser and at least two others.
(b) The Executive Committee shall administer the affairs of the Society and shall meet at least four times in each year and shall determine the rules and procedures to govern its own meetings. A quorum of the Executive Committee shall consist of five of its members.
(c) The Secretary of the Executive Committee shall circulate, with the agenda for the Annual General Meeting, a list of candidates proposed for election to the Executive Committee. The names of the proposed candidates must be submitted to the Secretary of the Executive Committee so as to arrive not less than fourteen days before the Annual General Meeting. If there are more candidates than vacancies on the Executive Committee the Chairman shall appoint two scrutineers to hold a ballot and shall announce the result at the end of the meeting. If there are fewer candidates than vacancies, further nominations may be accepted at the meeting, at the discretion of the Chairman.
(d) The minutes of the proceedings of the Executive Committee shall be taken by the Secretary and entered in the Minute Book. They shall be confirmed at the next relevant meeting and signed by the Chairman as correct.
(e) All elected members of the Executive Committee shall retire each year but shall be eligible for re-election.
(f) If any elected member of the Executive Committee shall be unable to complete his or her full term of office, the said Committee may co-opt any other eligible person to serve until the next Annual General Meeting.
(g) The Executive Committee may appoint annually, sub-committees, either ad hoc or permanently, which, under the authority and with the approval of the Executive Committee, shall be empowered to deal with particular questions, provided that all acts and proceedings of any such sub-committee shall be fully and promptly reported to the Executive Committee. The Executive Committee may nominate such persons as they consider appropriate, including persons not members of the Executive Committee.
(h) The Executive Committee shall lay down the form and manner in which candidates shall apply for membership of the Society.
(i) The Executive Committee shall be empowered to elect Honorary members of the Society.
(j) The Executive Committee is indemnified by the Society from and against all claims, liabilities and demands and in respect of all acts done or purported to be done in good faith on behalf of the Society.
(a) The Executive Committee shall from time to time determine the annual subscriptions for each category of membership which shall be subject to confirmation at the Annual General Meeting or at an Extraordinary General Meeting called under Section 10.
(b) Membership will deem to have ceased if it is not renewed within six weeks of the due date.
The Executive Committee shall be responsible for the administration of the Society's funds. The Executive Committee shall have power to invest funds in Trustee Securities or to place them on deposit or loan with financial institutions approved at the Annual General Meeting, or to hold funds in a current account in a clearing bank or to invest funds in free¬hold property. The Executive Committee shall not however, raise loans or mortgages chargeable on the funds of the Society without the express approval of an Annual General Meeting.
(b) Two members of the Executive Committee, one being the Treasurer or his appointed deputy, shall sign all cheques and other documents governing the finances of the Society.
(c) The Treasurer shall keep a regular account of all receipts and payments in a manner approved by the Executive Committee and shall present to each meeting of the Executive Committee an interim statement showing the current state of the Society's finances.
(d) The income and property of the Society, wheresoever derived, shall be applied solely to the promotion of the objectives of the Society as set forth in the constitution, and no part thereof shall be transferred to any person, provided that nothing herein shall prevent the repayment of reasonable out-of-pocket expenses.
(e) The Society's financial year shall end on the 31st March. The Audited Accounts shall be submitted to the Executive Committee at least fourteen days before the Annual General Meeting.
(f) The Honorary Auditors shall be appointed at the Annual General Meeting.
(g) Individual members of the Executive Committee must declare any personal financial interest in any matter under discussion and shall not vote on the matter in question.
9. THE ANNUAL GENERAL MEETING
The Annual General Meeting shall be held at such time and place
as shall be decided by the Executive Committee.
The business of the Annual General Meeting shall be:-
(a) To receive reports on the activities of the past year.
(b) To receive and approve the audited accounts of the Society.
(c) To elect the officers and other members of the Executive Committee of the Society.
(d) To transact any other business on the agenda.
10. EXTRAORDINARY GENERAL MEETING
The Executive Committee shall have the power to call an Extraordinary General Meeting and shall be bound to do so within twenty-eight days of receiving notice in writing specifying the business and signed by one-third of the membership, or ten members, whichever is the most, for the time being of the Society. The business to be transacted must appear on the agenda and no other business may be discussed.
11. AMENDMENTS TO THE CONSTITUTION
The Constitution can be altered or amended only at the Annual General Meeting or Extraordinary General Meeting of the Society and then only if the proposed alteration or amendment receives two-thirds of the votes of members of the Society present at the meeting.
12. RESIGNATION OP MEMBERSHIP
Any member who wishes to withdraw from the Society shall give notice in writing to the Secretary of the Executive Committee.
EXPULSION OP MEMBERS
If the conduct of a member shall be judged such as gravely to damage the welfare of the Society as a whole then a full meeting of the Executive Committee may expel the member concerned. The member shall have the right to appeal against this decision at the Annual General Meeting or an Extraordinary General Meeting at which he or she shall have the right to speak but not to vote. The motion for expulsion must be carried by two-thirds of the members of the Society present at the relevant meeting.
DISSOLUTION OP THE SOCIETY
A motion for the dissolution of the Society may be submitted to the Executive Committee three months before the Annual General Meeting or in accordance with the rules governing an Extraordinary General Meeting. The motion shall be passed if it receives two-thirds of the votes cast by the members of the Society present at the relevant meeting. If and when such a motion shall have been passed, so much of the Assets of the Society shall be realised as may be necessary to discharge all liabilities of the Society. Any remaining assets shall be transferred or given away as the meeting may direct. The meeting shall decide to whom to present the archives, records, library and similar materials owned by the Society at the time of its dissolution.