Weston-super-Mare Archaeological and

Natural History Society Constitution

1989 and amendments of May 1992, May 2003, May 2008

and May 2011

1 The Name of the Society is Weston-super-Mare Archaeological and Natural History Society.

2 The Aim of the Society is to promote the study of archaeology, natural history and history of the
Weston-super-Mare district through talks, surveys, field studies and nature walks.

3 Membership
a Adult - open to any person over the age of 18.
b Junior - open to any person under the age of 18 years subject to the discretion of the
c Honorary - as recommended by the Society.

4 The President and Vice Presidents
These are Honorary positions by invitation of the Committee. They may attend Committee meetings and in certain circumstances could be invited by the Committee to serve temporarily in any capacity that the Committee requires.

5 Subscriptions
a Every member must pay an annual subscription to the Society of an amount fixed by the
Society in General Meeting and in whatever way the Committee reasonably decides.
b The annual subscription is due and payable on 1 September in each year.
c New members are liable to pay the full annual subscription for the year in which they join the society, except that if they are admitted to membership between 1 March and 31 August it becomes valid for the subsequent year.

6 The Committee
a Composition:
The management of the Society in all matters not reserved to it in General Meeting shall be entrusted to the Committee, which shall consist of:
Vice Chairman
Honorary Secretary
Honorary Treasurer
Minutes Secretary
Programme Secretary
Archaeological Secretary
Natural History Secretary
Four Committee members
And co-options (see b iii)

b Election:
i The Officers and Members of the Committee shall be elected by the Society in General Meeting to serve for 3 consecutive years, unless removed from office by an Extraordinary General Meeting.
ii Officers and Members of the Committee who have served for a continuous period of 3 years, may be re-elected for a further year, renewable.
iii The Committee may co-opt, from the membership, up to 3 people, either to fill a vacancy or to perform a specific task. They shall hold office until the next following AGM, when they may stand for election.

c Committee Meetings
i The Committee shall meet as and when required, with a minimum of 3 meetings per year.
ii 4 members of the Committee shall be a quorum.
iii Questions arising at any Committee meeting shall be decided by a majority of votes, each officer and member having one vote, except the Chairman who in the case of an equality of votes shall have a casting vote.
iv The Committee may appoint any sub-committee it thinks fit and may refer to it such of the powers and duties of the Committee as it may determine. Any sub-committee shall meet, adjourn, regulate and conduct its meetings in accordance with the directions of the Committee and shall periodically report its proceedings to the Committee.

7 Annual General Meetings
a Frequency
The Society shall hold an Annual General Meeting in May each year at such reasonable time and place as the Committee may decide. The AGM shall be so specified in the notice calling it, which shall give 31 days' notice.
b Calling of Meetings
At the AGM the Agenda shall specify that the following business shall be transacted:
i President's Address
ii Chairman's Report
iii Minutes of the last AGM
iv Matters Arising
v Secretary's Report
vi Treasurer's Report. The presentation and (if accepted) the passing of the accounts for the previous financial year ended on the 31 March prior to the meeting, which accounts shall have been first verified by the Society's versifier
vii Programme Secretary's Report
viii Election of the whole Committee
ix Appointment of the verifier
x Such other business as has been communicated to the Secretary and included in the notice of the meeting (not AOB).

8 Extraordinary General Meetings
a An Extraordinary General Meeting may be convened at any time by the Committee and shall be convened within 14 days.
b If not fewer than 10 members of the society make a request in writing to the Secretary, such a meeting will be called. Such requisition must state the purpose for which such meeting is required, and only that matter may be discussed, and, if necessary, voted upon.
c The accidental omission to give notice of such a meeting to, or the non-receipt of such notice by, any member, shall not invalidate the business transacted or any resolution passed at that meeting.

9 Procedure and voting at AGMs
a The quorum at any AGM shall be 12 members.
b The meeting shall be taken by the Chairman. At all AGMs the President and Vice Presidents of the Society may be present.
c Business shall be decided by a majority of member votes. Each member shall be entitled to be present and can exercise one vote. In the case of equality of votes, the Chairman of the meeting shall have the casting vote.

10 Minutes
a The Committee shall cause accurate minutes to be kept of each AGM of the Society, each meeting of the Committee and each meeting of any sub-committee, in such form as it shall direct.
b The minutes of the last AGM shall be approved by the membership. Minutes of the Committee meetings shall be made available to any member on request.

11 Control of Funds and Expenditure
a The income and property of the Society, whensoever derived, shall be applied exclusively towards the promotion of the Aims of the society and no part thereof shall be paid or transferred directly or indirectly by way of dividend bonus or otherwise howsoever by way of profit to members of the Society.
b Reimbursement of Expenses
No obligation may be incurred or expenditure made out of the Society's funds without the authorisation of the Committee, but the Committee shall have power to delegate responsibility in this respect to specific officers or member with such limitations and upon such conditions as it shall think fit. All expenses thus reasonably incurred on behalf of the Society shall be reimbursed by the Society.
c Bookkeeping
The Committee shall cause proper books of account to be kept in respect of all sums of money received and expended by the Society, and the matter in respect of which such receipts and expenditure took place and the assets and liabilities of the Society. Such books of account shall be kept at such place or places as the Committee shall think fit and shall be available for inspection by any member upon giving reasonable notice of his request to examine them.
d Verification
A qualified verifier shall be appointed by the Society in General Meeting.
e Annual Accounts
Once at least in the year, the Committee shall lay before the Society in AGM an account of income and expenditure for the period since the preceding account.
f Banking Arrangements
The Committee shall open, close and transfer such current and deposit accounts as it shall think fit with a bank recognised by the Department of Trade as a bank for the purposes of the Protection of Depositors Act 1963 and shall give such bank authority to honour cheques and withdrawals and to accept requests for the delivery of securities, papers or other property in such form as the said bank may require. There should be 3 nominated signatories for cheques of which only 2 are necessary. One signature must be that of the Treasurer.

12 Changing the Constitution
No alteration or addition to this constitution shall be made except by a resolution carried by a majority of at least two-thirds of the members present at an AGM the notice of which shall have contained particulars of the proposed alteration or addition.

13 Dissolution
A resolution for the dissolution of the Society shall be passed by a 2/3 majority of the members present at an Extraordinary General Meeting at which not less than 12 of the members shall be present. The Committee shall thereupon or at such future date as shall be specified in such resolution proceed to realise the property of the Society to the extent which may be necessary to discharge its liabilities and shall then give or transfer such property as may remain to some other society, association or institution whose aims are charitable and similar or partly similar to the Aims of the Society and which shall prohibit the distribution of its or their income and property among its or their members to an extent at least as great as that of the prohibition imposed on the Society by Rule 9.