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Below is the
constitution as it was following the amendments made in November 2003
At the AGM in 2006 a
vote was passed that the Society name shall be
Chorley Historical
and Archaeological Society.
The committee is
currently looking at the content with a view to simplifying and
improving the constitution.
CHAS
Constitution Iss 3 Am 2.
THE CHORLEY AND DISTRICT HISTORICAL AND ARCHAEOLOGICAL SOCIETY.
CONSTITUTION.
1) The name of the society shall be as stated above, 'The Chorley and
District Historical and Archaeological Society'.
2) The aims and objectives of the society will be 'to promote and foster
interest in the study of history and archaeology in Chorley and
District, and to encourage the research and recording of these studies'.
Areas adjoining Chorley Borough will also be studied, where overlapping
historical or archaeological places/sites etc, are relevant to the
furtherance of the society aims.
3) Membership of the society will be open to all persons interested in
the furtherance of the aims of the society. Intending new members may
attend normal monthly meetings of the society, prior to joining. A
'Visitor Fee' will be charged for each meeting attended, prior to
becoming a society member.
4) The society executive shall comprise the following officers; Chair,
Vice-Chair, Secretary, Treasurer, and Recorder.
All the officers of the society will serve in post for a period of one
year, and will be eligible for re-election at the following Annual
General Meeting.
The retiring Chair will be eligible to sit on the society committee in
an 'ex officio' capacity for a further period of one year after standing
down.
5) The society will have a committee consisting of six ordinary members
of the society, who will serve in this capacity for twelve months and
will be eligible for re-election at the following Annual General
Meeting.
6) Nominations for the position of officer or committee member of the
society are to be submitted to the Secretary before and up to the
evening of the Annual General Meeting of the society.
All nominations for officer or committee member of the society must have
the prior agreement of the nominee.
If necessary, additional committee members may be co-opted from the
society membership for a limited period, to help with project work etc.
The position of society librarian will be filled by a committee member.
In addition, an assistant to the secretary, for press liaison etc, may
be selected. A project researcher may also be appointed as required.
7) All nominated officials of the society shall be seconded following
their proposal, before acceptance into the position.
Should the election/re-election of officers or committee be unresolved
at the A.G.M., the retiring member will be asked to continue for an
additional period until a replacement has been elected.
Any officer or committee member may seek re-election for an additional
twelve months at each A.G.M., and may be retained in post upon the
approval of the members.
8) The election of the society executive and committee shall be
determined at the Annual General Meeting by either a) a show of hands,
or b) a secret ballot.
The method of voting is to be stated by the Chair prior to the vote
taking place. The person having the highest count, by show of hands or
ballot paper, will be appointed into the relevant position.
9) All Committee Meetings will be called by the Hon' Secretary as
necessary, and a minimum of four committee meetings will be held between
the Annual General Meetings. Any additional meetings will be called by
the secretary.
Committee meetings must have a quorum of five persons in attendance,
when all decisions and/or policy matters can be agreed. Of the five
attendees, two must be officers of the society.
10) Full meetings of the society will be held on the second Tuesday of
the month except July. If required by members, an additional field walk
or other activity may take place in July. This will be additional to the
annual 'Syllabus' programme of events.
Members will be notified in advance should any change in venue for the
society meetings be necessary. All attendees at society meetings must
sign the 'Register', for insurance purposes.
The society is to maintain its Third Party Insurance, which covers all
bona fide members of the society at meetings and certain other
activities in the field.
11) The society may elect a Vice President/s by special resolution. The
position of Vice President may be offered for special work or service in
the field of historical or archaeological research either within or
outside of the society.
12) The financial affairs of the society will be managed by the
Treasurer, who will be responsible for the payment of all affiliation
fees to other organisation to which the society belongs. Plus Insurance
payments, room rents for meetings, secretary's annual honorarium, and
all other expenses of the society for sundry items as required annually.
Annual subscriptions payable by members become due at each A.G.M. and
will be paid to the Treasurer who will give a receipt for each
subscription received. In addition, Membership Cards will be signed by
the Treasurer, to indicate current membership of the society.
13) Cheques paid by the society will bear the signature of the Treasurer
plus one other of the following officers, Chair, Vice-Chair, or the
Secretary. Sample signatures of society cheque signees must be given to
the societies bank in advance of their use.
14) An Annual Balance Sheet showing the financial status of the society
will be produced by the Treasurer. This must be audited in advance of
the A.G.M. by some person as agreed by the committee of the society.
Copies of the Annual Balance Sheet will be provided for members perusal
at the Annual General Meeting, prior to an explanation of the society
financial affairs by the Treasurer. Members may put questions to the
Treasurer on any matters relating to the Balance Sheet.
15) New members joining the society will, on payment of their
subscription, be issued with a Membership Card signed by the Treasurer.
New members joining the society between Annual General Meetings, will
pay a subscription proportionate to the month of joining, such as a half
subscription, or as determined by the Treasurer.
16) The annual subscription payable by members of the society will be
five pounds (£5.00) for adults, and half the full amount for students
and/or junior members up to the age of 18 years.
Members will pay a fee of £1.00 per person at each meeting of the
society. This will be used to offset room hire and purchase of
refreshments. Visitors and non-members attending a meeting of the
society will pay a fee of £1.50p per person.
17) The general business affairs of the society will be the
responsibility of the Secretary. Some of these duties are as outlined
below:-
a) the compilation and maintenance of the society Minute Book, which is
the societies record of its meetings, project work, correspondence, and
any other associated business.
b) the taking of business minutes etc at each full meeting and committee
meeting of the society. (Note. a rota for the taking of lecture notes by
other officers/committee members of the society, was agreed in
committee. The notes to be typed up and comprise no more than two A4
pages to be given to the secretary for insertion into the minute book).
c) compilation of the societies annual syllabus of lectures, walks, etc,
and the booking of a meeting venue for the coming year. The society
programme is to run from January to December each year.
d) the organisation of visits to sites outside the Chorley Borough, and
liaison with other societies or landholders for access as req'd.
e) to act as the society spokesman and representative when corresponding
or attending meetings with other societies or organisations.
f) to act as society representative on groups/committee's as set up by
Chorley Borough Council, and to help safeguard the local Historical and
Archaeological environment.
g) to act as society representative in dealing with the Lancashire
County Archaeologist and/or his representatives, and to assist where
possible in the compilation/updating of the Lancashire Sites and
Monuments Record.
h) the compilation and editing of the society 'Bulletin', which will be
published at least once per year. Copies of this bulletin will be given
to Chorley Central Library, for deposition in the reference section of
the library, where the work of the society may be referred to by the
general public.
i) will hold a list of names and addresses of all members of the
society.
j) The secretary will be responsible for all items discussed in
committee and will if necessary, call additional meetings as required,
to the four minimum committee meetings to be held annually.
The society secretary will not pay an annual subscription, for this will
be a part of his annual honorarium/expenses, which will be paid to the
secretary annually by the treasurer.
To assist the secretary as/when required, a member of the committee may
be called upon to help with publicity and/or preparing the annual
programme.
18) Excavation/surveys or fieldwork carried out by the society shall be
as determined by the society committee, who will delegate supervision of
the work to be carried out as necessary.
Access to private land for the furtherance of the above, must be
obtained from the landowner in writing, prior to any work being carried
out.
No Individual member of the society shall carry out any fieldwork or
excavations, using the name of the society to gain access to the site
from any landowner.
Any member jeopardising the good name of the society by any means, such
as use of the society name, for; material gain, for personal publicity,
or to obtain materials/artefacts from other organisation for personal
use, or for financial gain, etc, will be asked to resign from the
society membership.
19) All/any disciplinary matters arising from the previous para (18),
will be decided upon by the full committee of the society, whose
decision will be final.
20) Any object or artefact found during any excavation or fieldwork
shall be referred to the respective landowner, with a view to deciding
custody and/or deposition/display of the article.
Prior to any excavation work, where it is anticipated that objects or
artefacts may be found, which require conservation and or environmental
treatment, the necessary arrangements for such protection must be made
in advance of work being done.
Artefacts found by chance or not envisaged, at any site or excavation,
which require conservation treatment or protection in situ, will be
protected as necessary from atmospheric conditions until all necessary
arrangements have been made for removal of the object.
Any object or artefact found which comes under the law of 'Treasure
Trove' must be reported to the relevant authority, and if necessary, be
protected as outlined above.
21) Amendments to the society constitution will be resolved at a full
meeting of the society following committee proposals. The Secretary will
carry out all necessary amendments to the constitution. Minor changes
such as fees/subscriptions, spelling etc, to the constitution will be
carried out by the Secretary without full meeting approval.
22) The Officers and Committee of the society are authorised to make any
decisions on any matter relating to society policy, which is not covered
by this constitution.
23) The official record of the society proceedings and activities shall
be the Minute Book, which will be maintained by the Secretary as stated
above at para 17a.
At each Annual General Meeting of the society, the minutes of the
previous years A.G.M, will be read out, and any matters arising will be
discussed. On approval of the minutes, the Chair of the society will
sign and date them, as being a true record of the previous years
meeting.
24) Should the society be dissolved, decisions as to the disposal,
storage or loan of all assets, artefacts, maps, library books and any
other items belonging to the society will be decided upon at a full
meeting of the society members.
Should the society be dissolved, special consideration will be given to
the society Bank Account, as to its retention etc, with a future
consideration as to the possibility of reforming the society at a later
date, and the re-opening of the account.
Should the society be dissolved, the official records, which are the
society Minute Books, as maintained by the Secretary, will be deposited
in some agreed location as determined by the society membership.
As to if the society records are to be made available to the general
public will be determined by the society members. This will depend on
the location of the deposited said Minute Books.
A clause as to future access/withdrawal of the society Minute Books,
must also be arranged at this time, in case the society should be
reformed in the future.
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This issue of the Chorley and District Historical and Archaeological
Society Constitution was re-typed with minor amendments in November
2003.
J.G. SMITH
HON' SECRETARY
NOVEMBER 30th 2003
CONSTITUTION HISTORY.
First Constitution (Chorley and District Archaeological Society)
dated April 1954 Issue One.
Second Constitution (The Chorley and District Historical and
Archaeological Society)
dated January 1970 Issue Two.
Amendments February 1992 Iss 2 Am 1.
February 1993 Iss 2 Am 2.
Third Constitution (Major and minor amendments carried out plus all
retyped,
March 1993 Iss 3 Am 0.
Amendments March 1997 Iss 3 Am 1.
Amendments (and retype) November 2003 Iss 3 Am 2.
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