Constitution: Governance and Rules
- The name of the Society shall be The Society for the History of Collecting
- The Society is a not for profit, unincorporated association.
- The principal goal of the Society shall be to further the study of the History of Collecting from its origins to the modern day, open to every aspect of collecting, the history of collecting and its markets.
- The promotion of this goal may involve any of the following to be developed as the Society sees opportunities:
a. A website with evolving bibliography
b. Schedule of lectures, study visits and workshops for members
c. Programmed conferences
d. Publications or distribution of relevant publication material
e. Protecting archives and resources integral to the study of collecting
- Society members may be individuals or institutions paying an annual subscription of one calendar year from 1 October. The Society may increase membership fees as deemed necessary. Subscriptions are payable within 3 months of the due date. Members may terminate their membership by written communication (such as e-mail). The Society has the right to publish the list of its members, unless members inform the Society of their wish not to be included in such a list.
At the moment the fees are £21, joint £35, institutional £46, or student £12 (or the equivalent sum in foreign currency plus allowance for bank charges and postage).
- The Society shall not be used by any member for any purpose of trade or profit.
- The Society is administered by a Council composed of a Chairperson and two Officers – namely, Treasurer and Secretary – and up to as many ordinary members as the Council deem necessary. The Council is responsible for ensuring the Society fulfills its aims and objectives and will seek to expand the membership base. The Council should meet at regular intervals and at least three times per year.
7.1 The Steering Committee may set up subsidiary committees as it sees fit, to ensure the smooth running of the Society’s operations. All committees should include:
- A chairperson who is also a member of the Steering Committee
- At least one member of the Steering Committee
- A secretary to take minutes of committee meetings.
7.1.1 Minutes of the committees will be submitted in a timely manner to the Society Secretary for keeping.
7.1.2 Subsidiary committees may invite other members/volunteers to join, whom they feel will add to the efficiency of that committee.
- Executing policies agreed at the Steering Committee
- Reporting the activities of the committee
- Establishing meetings as necessary
- The Chairperson shall be elected at the Annual General Meeting for a maximum of a 5 year term and is not eligible for re-election in that year. The Council officers and members are elected to serve a 3 year term and may be eligible for re-appointment up to a 6 –year period. Vacancies in the Council occurring between Annual General Meetings may be filled by the Council appointing another ordinary member until the election at the next General Annual Meeting. The Chairperson of the Council or his/her Deputy, shall take the chair at a Meeting of the Society. Three members and at least one Officer shall form a quorum. Resolutions shall be passed by the majority present and voting shall be binding. The Chairperson shall have the casting vote in addition to his/her vote as member of the Society or of the Council.
- The Council may also elect honorary members of the Society who are persons distinguished by their services to the general objects of the Society.
- The Secretary or his/her deputy shall keep Minutes of all meetings and these shall be signed, after adoption, by the Chairman at the appropriate following meeting.
- The Society may elect a President and Vice President as honorary members of the Society.
In accordance with its wish to internationalise its activities, the Society may create chapters in other countries that liaise with the Society. Each chapter shall take responsibility for organising its own affairs and management, subject to the agreement of the Steering Committee.
12.1 Membership fees are paid to the Society’s general fund and chapters may apply to the Steering Committee for financial support for their activities
- The Society will communicate with members usually in electronic form and not by conventional paper post. Members may contact the Secretary or Council members by means of email at firstname.lastname@example.org.
- The funds for the sole use of the Society shall be kept in a dedicated bank account. Cheques drawn upon the Society’s account shall require the signature of the Treasurer. At the moment this account is at Drummonds Bank (RBS) and held in the names of Dr. Susan C. Bracken and Mrs. Marie C.G. Tavinor (Bracken & Tavinor).
- The accounts of the Society which are to be kept by the Treasurer, made up to the 30th June each year, shall be submitted to an independent auditor, who shall be appointed by the Society.
- Assets of the Society shall not be refunded to any member except by way of reimbursement of reasonable out-of-pocket expenses, or as proper remuneration for services rendered to the Society.
- The Annual General Meeting, shall be held, on not less that fourteen days notice, to receive the Annual Report and Statements of Accounts, to elect the Officer and Members of the Council and the auditor(s), and to transact the general business of the Society. A quorum shall comprise the Chairperson and Officers of the Council plus 10 members. Each member, including institutional members have one vote only.
- An Extraordinary General Meeting of the Society may be called in not less than one month’s notice to the members. If a quorum is not present, the Meeting shall be dissolved.
- Resolutions of those present (or by proxy) shall be passed by a majority.
- The Chairman shall, if necessary, have a casting vote in addition to his/her vote as a member of the Society or of the Council. No member of the Society who is in default of his annual subscription may vote at any General Meeting of the Society.
- The Society may be dissolved by Special Resolution passed by a two-thirds majority of those present ( or by proxy) and voting at an Annual or Extraordinary General Meeting of the Society convened for the purpose, of which at least one month’s notice shall have been given to the members. Such resolution may give instructions for the disposal of any assets after debts, held by the Society to be transferred to other institutions having objects similar to some or all of the objects of the Society.
- Alteration to this Constitution requires a Special Resolution passed by two-thirds of the members present (or by proxy) and vote at an Annual General Meeting or an Extraordinary General Meeting of the Society. A resolution for the alteration of the constitution must be received by the Secretary of the Society at one month before the meeting at which the resolution is to be brought forward, notice of which must be given by the Secretary to the membership and must include notice of the alteration proposed. No alteration shall be made which would have the effect of causing the Society to cease to be not-for-profit.
- At any General Meeting of the Society a member shall be entitled to vote by proxy in writing or by email, received by the Secretary not less than 24 hours before the time appointed for the Meeting.