Constitution

Alloway and Southern Ayrshire Family History Society Constitution

  1. The name of the Society shall be the ALLOWAY & SOUTHERN AYRSHIRE FAMILY HISTORY SOCIETY hereinafter referred to as “the society”.
  2. The objectives of the society shall be to advance the education of the public in Alloway and Southern Ayrshire by promoting and encouraging the study of Family History through meetings, lectures, publications and other related activities.
  3. The Society shall hold regular meetings; aim to publish at least one journal per annum; organise visits as required by members; establish a library consisting of such suitable resource material as may from time to time be determined by the committee.
  4. Membership is open to any person interested in furthering the objectives of the society, providing that the subscription is fully paid or has been granted honorary membership. Family membership will include Husband, Wife and children.
    1. The affairs of the Society shall be managed by a committee consisting of a Chairperson, a Secretary, a Treasurer and five ordinary members who shall be elected annually. The Secretary, Treasurer and other members of the committee shall be eligible for re-election annually but the Chairperson shall hold office for a period of not more than two consecutive years. The committee may appoint a Vice-Chairperson from within their members. A quorum of the committee shall consist of no fewer than four members. The Chairperson shall have a casting vote, and the Chairperson’s decision on all points of order shall be final.
    2. The committee may approve the appointment of members of the Society to other posts as appropriate to promote the work of the society.
  5. The Annual General Meeting of the Society shall be held on a date to be determined by the committee and within fifteen calendar months of the previous Annual General Meeting. Notification of the Annual General Meeting at which reports will be submitted shall be given to all members a minimum of 28 days prior to said meeting. Nominations for new office bearers and members of committee shall be in the hands of the Secretary no less than seven days prior to the Annual General Meeting.
    1. All monies raised by or on behalf of the society shall be applied to further the objectives of the society and for no other purpose provided that nothing herein contained shall prevent the payment in good faith of reasonable and proper remuneration to any employee of the society and fees to professional and technical advisers or the repayment to members of the committee of reasonable out of pocket expenses.
    2. The Honorary Treasurer shall keep proper account of the finances of the Society.
    3. An independent examination of the accounts shall be carried out annually by an appropriate person appointed by the Trustees.
  6. No alterations to this Constitution shall be made except at a General Meeting when a two thirds majority of those present shall be required. Notices of motions to amend the Constitution must be in the hands of the Secretary no less than 28 days prior to the General Meeting.
  7. In the event of the dissolution of the society, 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 a recognised charitable body or bodies having objectives similar to those of the society.

Agreed at the Special General Meeting, 15th April 1999; amendment to Clause 7c agreed at the Annual General Meeting, 19th April 2007.