Elie
& Earlsferry History Society
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1.
NAME The organisation shall be known as the "Elie and
Earlsferry History Society" (hereinafter referred to as the Society) and
will cover the geographical area of the Parish of Elie, adjoining Parishes and 2.
OBJECTS The
objects of the Society shall be to preserve and protect the heritage and
traditions of Elie and Earlsferry and their environs with a view to securing
public appreciation of said heritage and traditions by means of research, study,
recreation or such other means charitable in law. In furtherance thereof, but
not otherwise, the Society shall seek: 2.1
to collect and disseminate historical, ecclesiastical, topographical, literary
and genealogical information relating to the area. 2.3
to provide facilities for examination and study of historical records and books. 2.4
to set up and develop a library of such records and books. 2.5
to print the results of new research, and also reprint works of sufficient
importance and rarity as will make such reprints desirable. 3.
POWERS 3.1 in furtherance of the objects, the Society may:
3.1.1 develop
services relevant to the needs of its members; take into its care as a gift, on
loan, or by purchase, any book, records or other document or artefact which it
considers will help to further its objectives, borrow and make copies of any of
the above with the owner's permission in circumstances where the owner wishes to
retain them; 3.1.2 join with
other organisations in obtaining access to meeting places, equipment and
materials and to places of historical interest; 3.1.3 collaborate with statutory and voluntary
organisations in pursuit of the Society's objects, and promote the Society to
the general public; 3.1.4 promote and
carry out, or assist in carrying out research, surveys and investigations and
publish the results where appropriate; 3.1.5 arrange and hold or assist in arranging and holding
exhibitions, meetings, seminars and training courses; 3.1.6 with due regard to confidentiality, collect and disseminate
information on all matters affecting the objects and exchange such information
with other bodies having similar objects whether in this country or overseas; 3.1.7 write, print or otherwise reproduce and circulate, free of charge or
for payment such papers, books pamphlets, periodicals or other documents which
shall raise awareness of and further the objects; 3.1.8 receive contributions by way of subscriptions or
donations and raise funds, to further the objects of the Society; 3.1.9 purchase,
take on lease or exchange, hire or otherwise acquire any heritable or moveable
property including office, photocopying, digitising, printing or computing
equipment and any rights and privileges necessary for the promotion of the said
objects and maintain any building necessary for the work of the Society; 3.1.10 make regulations for the management of any
property, heritable or moveable; 3.1.11 facilitate access to the Society's property for people with
mobility problems in the 3.1.12 hold a bank account in the name of the Society and to invest the
monies not immediately required in investments, securities or property as may be
thought tit, subject to such conditions (if any) as may from time to time be
imposed or required by law; 3.1.13 employ and pay staff to supervise, organise
and carry out the work of the Society; 3.1.14
dismiss any staff; 3.1.15 engage the services of professional advisers and consultants to
assist in the work of the Society and to provide payment where appropriate; 3.1.16
engage the services of volunteers to assist in the works of the Society and
reimburse approved out of pocket expenses; 3.1.17 subject to such consents that may be required by law, sell, let or
mortgage, dispose of, or turn to account all or any of the property or assets of
the Society; 3.1.18 do all lawful things as are necessary for
the attainment of the objects. 4.
EQUAL OPPORTUNITIES 4.1 In relation to these aims and objectives the Society will strive to
avoid intentional and unintentional discrimination against any group or
individual on any grounds. 4.2 The Society will work to ensure that its services are
accessible to people who are disadvantaged or discriminated against in any way. 5. MEMBERSHIP 5.1
the Society membership shall consist of: 5.1.1 Full
members who have attained the age of majority and have paid the annual
subscription; 5.1.2 Individual
members who are authorities in the field relating to the objects of the Society
or who help the Society in some way and are invited to join the membership; 5.1.3 Junior
members who have not attained the age of majority but who are interested in the
objects of the Society and have paid a reduced subscription; 5.1.4 Friends
of the Society who are non-voting Members who take no active part in the
Society's work but desire to be kept informed and who pay a reduced
subscription. 5.2
Names of members. together with dates of joining will be
maintained in a register by the secretary, or as designated. 5.3 The Management Committee will have the right by goad and sufficient
reason to suspend or terminate the membership of any individual. Any such
individual shall be given the reasons and a timescale to work to and the
opportunity to appeal against the Committee's decision as outlined in the
Society's complaints procedure. 6.
MANAGEMENT COMMITTEE 6.1 The Management Committee shall be responsible for carrying out the
policy of the Society and, subject to any condition imposed from time to time by
the Society, for administration, management and control of its affairs and
property. In order to form the Society a public meeting will be held in Elie at
which an Interim Convener and not less than five others will be elected in whom the management
of the affairs of the Society will be vested for six months and who shall have
the powers of the Management Committee. 6.2 There shall be a Management Committee consisting of not less than 9
and not more than 12 Full Members and 3 Junior Members of the Society, to be
appointed at the Annual General Meeting (see 7.3). 6.3 The Management Committee shall appoint from its members the following
Office Bearers: (a) Convener, (b) Vice-Convener, (c) Treasurer, (d) Secretary
and other Office Bearers as the Society may from time to time require. The
Office Bearers shall hold office until the conclusion of the next AGM following
their appointment and shall be eligible for reelection. 6.4 Individual Members and paid workers may be advisers to
the Management Committee but shall have no voting rights. 6.5 Any casual vacancy in the Management Committee may be filled by the
Management Committee and any person appointed to such a casual vacancy shall
hold office until the conclusion of the next Annual General Meeting. 6.6
The Management Committee shall have the powers to co-opt up to two additional
members. 6.7 The Management Committee shall have the power to declare the seat vacant of any member who is absent from three consecutive meetings without reasonable cause. 7. MEETINGS 7.1
Procedures 7.1.1 Eligibilty. To avoid all doubt, members eligible to
vote refers to those members who have been registered as members for not less
than 6 months. Members who are in receipt of payment from the Society, other
than out of pocket expenses, for services which they provide, will be expected
to declare their interest before participating at any meeting (see 7.1.3) and
shall not vote on any matter in which they have such interest. 7.1.2 Voting. Any resolution presented for debate by those
eligible to vote, shall be passed only if a majority decision is recorded.
In the case
of equality of votes the Convener shall have
a second, or casting vote. Voting at meetings shall be by simple majority (ie
50% plus one) of those present and entitled to vote. This shall normally be by
show of hands. 7.1.3 Declaration of Interest. No individual may take part
in any decision-making process at Committee meetings, or vote, on matters in
which they have a financial or other personal interest. Individuals will be
expected to declare any such interest prior to the discussions taking place.
Failure to declare an interest may result in the individual's membership being
suspended or terminated, and the decision being declared invalid. Sub-committees
may be convened to allow such individuals to take part in discussions thereanent
(see Section 7.2.2). 7.2
Management Committee Meetings. 7.2.1 The Management Committee shall hold a
minimum of 3 meetings per year. 7.2.2 The Management Committee may appoint sub-committees or working
groups as necessary, and shall determine their terms of reference, powers.
duration and composition. The Committee shall appoint the Chairperson of such
sub-committees or working groups. 7.2.4
The quorum of the Management Committee shall be one third of the
Management Committee. 7.2.5 Each
Meeting of the Management Committee shall be properly notified and convened and
a Minute taken of each meeting. These Minutes shall be recorded and maintained
in a Minute Folder by the Secretary or as designated. 7.3
General Meetings. 7.3.1
An Annual General Meeting of the Society shall be convened by the
Management Committee of the Society each year, not more than two months after
the certified or audited Accounts have been received, and in any case within 15
months of the previous A.G.M. for the purpose of: (1) Receiving and approving the Annual Report and Accounts of the
Management Committee. (2) Electing the Management Committee. (3) The appointment of one or more
independent financial examiners (4) Considering, any notices of motion
which must have been submitted to the Secretary, in writing by two members,
prior to the start of the meeting . (5) Setting the annual membership
subscriptions. 7.3.2 The
Convener of the Management Committee may instruct the Secretary at any time to
call a Special General Meeting of the Society. A Special general meeting w711
also be called on the written demand, to the Secretary, of ten members or
one-third of the members whichever is less. The Secretary shall call such a
meeting within 4 weeks of the date on which he was called upon to do so. 7.3.3 Formal notice of General Meetings will be given in
writing to the members at least 14 days prior to the meeting. 7.3.4 The quorum at General Meetings shall be one quarter
of the membership of the Society. 8. STAFF 8.1 No member of staff may be a member
of the Society or vote on its deliberations. 8.2 No member of the Management Committee shall be
appointed to any salaried office of the Society, but may receive reimbursement
of such expenses deemed as necessary while carrying out their duties as agreed
by the Management Committee. 8.3 The Management Committee shall ensure that each member
of staff is issued with a Terms and Conditions of Employment and that
established support and grievance and disciplinary procedures are in place. 9. FINANCE 9.1
The Society's financial year shall end on 30th September each year. 9.2
The accounts shall be audited or examined and certified at least once per year
by one or more capable independent financial examiners appointed at the Annual
General Meeting. 9.3
A bank or building society account shall be opened in the name of the Society.
The Convener and Treasurer together, or the Convener and Secretary together, may
sign cheques on behalf of the Society. 9.4 All cheques over £1,000 must be signed by both the
Convener and Treasurer. All cheques and cheque stubs must be completed with full
and proper details of each payment before the cheque is signed and removed. 9.5
The Treasurer shall submit written financial reports at each Management
Committee meeting outlining income, expenditure and balances for the period and
year to date. 10. PROPERTY 10.1 The title to all property. heritable and moveable which may be acquired by or on behalf of the Society shall be vested in the names of the Convener, Vice-Convener, Secretary and Treasurer for the time being ex officus as trustees for the Society; or in the name of Trustees of a Trust set up for that purpose. 11.
ALTERATIONS TO THE CONSTITUTION 11.1 The Constitution and any quorum
required at a meeting may be altered at the AGM or at a Special General meeting
called for that purpose. and will require to be passed by not less than
two-thirds of the members of the Society present at the meeting and eligible to
vote. A resolution for alteration to the Constitution shall be lodged with the
Secretary of the Society who shall call the meeting as specified in items 7.3.2
and 7.3.3 herewith. Any proposed changes to the constitution shall first be
notified to Inland Revenue Charities and no changes should be made that would
have the effect of the Society ceasing to be recognised by Inland Revenue as a
recognised charity. 12. DISSOLUTION 12.1 The Society may at any time be
dissolved by a resolution passed by a two-thirds majority of those members
present and eligible to vote. At least twenty-one clear days notice shall have
been sent to all members of the Society regarding this meeting. 12.2 Such resolution may give instructions for the disposal of any assets held by or in the name of the Society. provided that if any property remains after the satisfaction of all debts and liabilities, such property shall not be paid to or distributed among the members of the Society but shall be given or transferred to such other charitable institution or institutions within Fife having objects similar to some or all of the objects of the Society as the Society may determine.
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