Historical Research Group of Sittingbourne
Constitution (2020 Revision)
- Name: Historical Research Group of Sittingbourne. (hereinafter referred to as “the Group” or “HRGS”
- Objectives: To investigate, record and promote the history of Sittingbourne and the surrounding area by research, study, education and publication.
- Membership: All persons not less than 18 years of age shall be eligible for membership. Any person who wishes to become a member of the Group must be proposed by one member and seconded by another and must submit an application in writing signed by him/herself and the proposer and seconder. Election to membership shall be at the discretion of the Committee who on the grounds of good and sufficient reasons may refuse or terminate or suspend any member provided that the person concerned shall have the right to be heard by the full committee before a final decision is made. The committee will inform the member in writing of the decision.
- The amount and categories of membership subscriptions shall be set by resolution of the membership at an Annual General Meeting and any change shall come into effect from the date subscriptions next fall due. The proceeds of membership subscriptions shall be used by the Group to administer the Group and further its aims. Membership subscriptions are payable annually in advance. The membership year shall run from the beginning of September until the end of August in the following year. New members joining during the membership year shall pay pro rata to the period of the year remaining. A member whose subscription is more than two months in arrears shall automatically cease to be a member. The Group may expel a member when, in its opinion, it would not be in the interests of the Group for that person to remain a member. The person in question must be given written details of the complaint against them and at least 14 days’ notice to attend a meeting to consider their membership. Expulsion shall have no effect unless two thirds of those present vote in favour of expulsion. By becoming a member you give consent for your image to be used in HRGs publications.
- Meetings: Meetings of the membership shall be held at least four times in every year (these meetings may include a talk or visit of historical interest). One of these meetings must be the Annual General Meeting (AGM) which shall be held in the third quarter of the year, ending 30th September. Special General Meetings shall be held if called for by not less than ten per cent of the membership. At least twenty one days’ notice shall be given in all cases. (See also condition ‘11’ hereinafter.)
- Administration: The administration of the Group shall be undertaken by a Committee elected from the Membership. There shall be a minimum of six committee meetings held in every year. The Committee is responsible for ensuring that the Constitution of the Group is adhered to. Any member with at least twelve months membership shall be eligible for election to the Committee. The Committee shall comprise a minimum of eight and a maximum of twelve members.
The Committee shall comprise; a Chairman; Vice Chairman, Group Secretary and Treasurer (each to be held by a separate member) and such other job specific roles as considered appropriate by the Committee for the efficient administration of the Group. The Committee members shall all be elected at an AGM to serve until the next AGM. In the absence of the Chairman at any meeting an acting Chairman shall be appointed for that meeting. The Committee shall make an appointment to fill any vacancy that should arise between AGMs. All expenses incurred by the members and officers of the Group on behalf of the Group and with the authority of the Committee shall be repaid from subscription income.
The Committee has the authority to seek to raise additional funds (from fund raising activities, grants etc.) and to sanction such expenditure as the Committee deems appropriate from subscription income or additional funds, to achieve the objectives of the Group and to safeguard the Group against liabilities arising from its activities. The Committee has the authority to devise appropriate solutions to unforeseen issues or opportunities affecting the Group, which may arise between AGMs. This may require the appointment of temporary “task specific” officers. If no such appointee is available from the membership, such appointment can be made from outside the group. Any such appointee shall be answerable to the Committee but is not a member of the Committee and has no voting rights on the Committee. Such appointments must be ratified at the next AGM before being allowed to continue into a further term. The Committee has the authority to review all membership applications on behalf of the Group and accept or refuse in accordance with condition ‘3’ hereinbefore. The Committee has the authority to expel a member of the Group or of the Committee in accordance with condition ‘3’ hereinbefore. - Voting: Members shall have one vote each at meetings. The Chairman or acting Chairman shall not vote unless to have a casting vote in the event of a tied vote.
- Quorum: At any General meeting shall be twenty members and at any Committee meeting shall be five members.
- Confidentiality: All points raised and topics discussed at Committee or appropriate General meetings or in related extraordinary conversations are considered to be confidential and are not to be publicised or discussed with third parties outside of the Committee or Group as appropriate. Failure to adhere to this rule without reasonable cause (as decided by the Committee) may result in expulsion from the Group. The wording of all press releases must be cleared by the Committee before delivery. Press releases required between Committee meetings must be agreed by a minimum of three Committee members.
- Copyright: Reproduction of any material within any HRGS publication (including but not limited to ‘The Archive’ magazine) can only be included with the express permission of the copyright holder of the original material, having resolved all or any copyright issues. The author of the submitted item is responsible for compliance and for satisfying the Editor of HRGS publications to this effect.
- Constitution: Can only be altered by Resolution of a majority attending an AGM or if at any other General Meeting only with twenty one days’ notice that such resolution is to be considered.
- Dissolution (including proposals to merge with another organisation or to otherwise fundamentally alter the objectives of the Group): Can only be approved by a majority attending a General Meeting, forty one days notice of such meeting and resolution having been given and to include the Committee’s recommendation as to disposal of the remaining funds and all other property of the Group.