This constitution was accepted at the AGM of 15 October 2014.
The Buckland Brewer History Group Constitution
The Name of the Group shall be The Buckland Brewer History Group, hereinafter called the Group.
To inspire the community of Buckland Brewer and those with a love of Buckland Brewer, to take pride in and ownership of, their history and heritage in all forms: oral, pictorial, written, built and environmental.
To create, maintain and make available, an archive relating to the history of Buckland Brewer, its people, landscape and buildings. By:-
1. collecting relevant oral, written, pictorial and other material.
2. synthesising the material collected.
3. making the material available to the community and general public in a variety of ways, so that it is accessible and useable by residents, schools, family historians, those with a passing interest in the history of Buckland Brewer, tourists and academics in the fields of history, architecture and other relevant disciplines.
In order to achieve these aims and objectives, the Group may choose to:-
1. collect and record oral and written reminiscences from residents and former residents of Buckland Brewer.
2. collect and maintain a pictorial archive.
3. collect evidence and information from material contained in private hands and in public archives.
4. conduct a survey of the landscape and architecture of Buckland Brewer.
5. hold and attend events, exhibitions and meetings to enhance and promote the archive and to disseminate information collected.
6. seek and train volunteers from within the community and beyond, in order to collect, transcribe, index, synthesise and disseminate information.
7. affiliate or work with relevant local and national bodies or organisations for mutual benefit.
8. publicise the archive in order to encourage its creation and to ensure its upkeep and continuation.
9. publish and display material from the archive in a variety of appropriate media.
10. engage in other activities that the committee consider will be beneficial to the Group.
a) Membership of the Group shall be open to all persons with an interest in the history of Buckland Brewer, excepting those who have been suspended for membership under clause 4d).
b) Classes of membership shall be determined by the Executive Committee of the Group and may include such categories as the Executive Committee consider appropriate.
c) Subscriptions shall be payable at the time and at the rate determined by the Executive Committee of the Group, subject to the approval of members at a general meeting.
d) The Executive Committee of the Group may suspend from membership any member whose activities, in their opinion, are determined to be prejudicial to the Group. Such members will have the right of appeal to the next following Annual General Meeting of the Group or an Extraordinary General Meeting convened in accordance with the procedure outlined in Clause 6b) below.
a) The Group shall be administered by an Executive Committee consisting of not less than 5 and not more than 9 members. The Honorary Officers of this Committee shall be the Chairman, Secretary and Treasurer. A quorum of the Executive Committee shall consist of 5 members,
b) The officers and committee members shall be elected annually by the membership and their terms of office shall commence with the declaration of the election results at the Annual General Meeting. Nominations should be submitted in writing not less than 28 days before the Annual General Meeting is to take place. If insufficient nominations have been received to fill the vacancies, the chairman of the meeting may, at their discretion, take nominations from the floor.
c) The Executive Committee shall have the power to co-opt members to fill casual vacancies or for any other purpose.
d) Only fully paid-up members of the Group shall be entitled to vote at the General Meeting. The Executive Committee shall determine specific voting rights of any different classes of membership.
e) All Executive Committee members shall be eligible for re-election upon completion of their term of office.
f) One or more financial scrutineers shall be appointed at the Annual General Meeting to carry out the audit duties referred to in Clause 8 below.
6. GENERAL MEETINGS
a) An Annual General Meeting shall be held during October, or as near as possible to this time, when the Officers shall present their reports. Notice of this meeting shall be given to members at least 28 days prior to the event. A quorum at such a meeting shall consist of not less than 20% of the membership (or 20 members) whichever is the smaller.
b) An Extraordinary General Meeting may be convened at the request of six members, with prior written notice furnished to the members at least 56 days before the meeting, setting out the business to be discussed. A quorum at such a meeting shall consist of not less than 20% of the membership (or 20 members) whichever is the smaller. Except as specified in Clause 9 below, decisions at the meeting shall be by simple majority.
The Constitution can be altered or amended only at an Annual General Meeting or an Extraordinary General Meeting of the Group at which proper notice has been given. Proposals for constitutional amendments shall be submitted to the Group Executive Committee at least 56 days prior to the first day of the month in which the General Meeting is to be held.
The Group is a non-profit making Group.
a) All income and property of the Group shall be applied solely towards the promotion and execution of the objects of the Group as defined in Clause 3 above and no portion thereof shall be paid or transferred directly or indirectly in any manner by way of profit to any member of the Committee or the Group providing that nothing herein shall prevent reimbursement of reasonable and proper out-of-pocket expenses incurred on behalf of the Group. Where it is deemed beneficial, the Group shall be able to seek paid, professional advice and assistance in order to facilitate their activities. These persons should not be members of the Group.
b) The Executive Committee shall cause proper books of account to be kept with respect to all sums of money received and expended by the Group and the matters in respect of which such receipts and expenditures take place.
c) The Group’s accounts shall be scrutinised annually by one or more scrutineers. These scrutineers should not be members of the Group. A copy of the scrutinised accounts shall be available to all members of the Group.
The Group may be dissolved by a resolution passed by not less than three-quarters of those present with voting rights at either an Annual or Extraordinary General Meeting called for the purpose and for which twenty eight days prior notice has been given in writing. Such a resolution may give instructions for the disposal of any assets held by the Group after all debts and liabilities have been paid, the balance left to be transferred to some other non-profit making institution or institutions having objectives similar to those of the Group.