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Constitution

HALLING HISTORICAL SOCIETY

CONSTITUTION

Section    A    Name and objects

                         B    Membership & subscription

                         C    Executive Committee and Officers

                         D    Annual & Extraordinary General Meetings 

                         E    Finance

                         F    Dissolution

Section A.    Name and objects

The Society will be an unincorporated association established for the benefit of members and will be known as The Halling Historical Society.

The Society will not participate in current political debate or activities.

The Society is to advance the objectives set out below relative to the archaeology and history of the Civil Parish of Halling, wider Kent, and beyond, but especially local.

Objectives:

To hold meetings with lectures, social evenings, visits, etc. for members and visitors

To organise guided walks for members and visitors

To hold public exhibitions. 

To organise projects on Halling history 

To research, record, document and publish.

Section B. Membership and Subscriptions

Any person of or over the age of 14 may be a member of the Society but only those members of or over the age of 18 may vote at Annual or Extraordinary General Meetings and be capable of being elected officers or members of the Committee.

A person may be admitted to membership at the discretion of the  Committee whose decision will be final.

A person may be removed from membership by the  Committee if  their conduct has or is likely to bring the Society  into disrepute or has disrupted meetings.  A person will be entitled to a personal hearing with a friend or representative present. The decision of the Committee will be final.

Subscriptions will be due on the 1st February each year and the  membership and visitor rate  will be determined from time to time by the Committee. A reminder will be sent in April in any year to any person whose subscription remains unpaid. Any person who has not paid by the 1st June in any year will automatically cease to be a member of the Society.

Some activities may attract additional fees as determined by the Committee.

Section C.  Committee and Officers

The Annual General Meeting will annually elect the  Committee which will consist of three officers and up to six committee members.     The Committee shall take office at the end of the meeting at which  it is elected and shall hold office until the end of the next annual general meeting.   Retiring Committee members may be re-elected.

The officers will be a Chairman, Secretary, and Treasurer. The Committee will meet on a regular basis. A quorum shall consist of four Committee members. Other ad hoc officers may be appointed from time to time.

The  Committee may co-opt any voting member to fill any casual vacancy which may arise.    The Committee may determine membership of other organisations of allied interest and objects.  The Committee may convene committees and working groups as appropriate to the object of the Society.

The Committee will be responsible for administering the Society's responsibilities under the Data Protection Act and General Data Protection Regulation.

The Committee may meet virtually and shall have the power to agree temporary emergency variations to the normal conduct of the Society, valid for a period up to six months and renewable.. 

Section D. Annual and Extraordinary General Meetings

The Annual General Meeting of the Society will be held in February in any year.

An Extraordinary General Meeting may be convened by the  Committee or by the signed motion of any 8 voting members of the Society.

At least 14 days notice of any meeting shall be given. The notice shall contain, in the case of an Annual Meeting an agenda and the report and accounts of the Society, and in the case of an Extraordinary Meeting full details of the motions to be considered.

The constitution may not be varied unless approved by at least two thirds of the members present voting at any Annual or Extraordinary General Meeting. Full details of the proposed amendment shall be included in the notice of meeting.

Section E. Finance

The Treasurer will be responsible for accounting for the receipt and payment of the Society’s funds and the preparation of the final report and accounts each year in time for presentation at Annual Meetings. The report and accounts shall be certified and signed as correct by the Treasurer and two officers after having been independently examined by some suitably qualified person  A receipt will be issued for all monies received.   The report and accounts with certificate of examination will be distributed with the notice of the Annual General Meeting.

A bank account will be opened and maintained in the name of the Society and any cheque written on that account will require the signatures of any two of three officers of the Society from time to time determined by the  Committee.  Online banking may be arranged. Funds may only be used to further the Society’s objects and the running of the Society.

The Committee shall have the power to make appeals for funds, apply for grants,  and solicit donations

Section F. Dissolution

The Society may be dissolved by two thirds of the voting members of the Society at an Annual or Extraordinary General Meeting convened in accordance with the constitution.  The dissolution resolution will include a proposal for the full and final disposal of all remaining funds.

Adopted on 18 November 2021 at  a General Meeting held on that date.