PRIORIES HISTORICAL SOCIETY CONSTITUTION

    Priories Historical Society (established 26th June 2000).

    Aims & Objectives
    The aim of the society is to promote an interest in History, Archaeology and Metal Detecting primarily within the South Yorkshire and North Nottinghamshire Geographical Areas.
    The objectives of the society:-
    Promote an interest in the local and social history of the area including documenting people’s knowledge through memories, papers,
    photographs and personal interviews. To encourage the recording and location of all historical artefacts and historical sites.

    Carry out surveys on sites of possible historical interest and importance in adherence with landowner’s requests and mutually signed and agreed contracts with the society.
    To offer archaeological information, training and advice to all members of the South Yorkshire and North Nottinghamshire Communities.
    To work in partnership and liaise where possible with other local historical societies to preserve historical landmarks, sites and information for the benefit of all communities but the Society will not have any direct management, financial or legal responsibilities
    or liabilities for any other society.


    Powers

    In furtherance of the aims, but not otherwise, the committee may carry out the following powers:
    Power to raise funds (including applying for grants) and to invite and receive contributions, provided that in raising funds the committee
    shall not undertake any substantial trading activities and shall conform to any relevant requirements of the law.
    Power to open a bank account in the name of the Society requiring two Management Committee signatures to authorise all cheques issued from the bank account from the Chairperson, the Secretary, the Treasurer and one other non Officer member of the management committee.
    Powers to do all such other lawful things as are necessary for the achievement of the aims and objectives of the Society.

    Membership
    Membership of the Society shall be open to any resident over the age of 18 years of South Yorkshire and North Nottinghamshire interested in helping the Group to achieve its aims, willing to abide by the rules of the Group and willing to pay the annual membership subscription agreed by the Management Committee at the Annual General Meeting.

    Each member subscription is due annually on the 1st of April. Any member who omits to pay their subscription by the 30th
    June will be deemed to have left the society.

    Every member shall have one vote at General Meetings.
    The membership of any member may be terminated for good reason by the Management Committee and notified in writing.

    Management

    The Group shall be administered by a Management Committee of not less than three voting members and not more than a total of 10 members elected at the Group’s Annual General Meeting. All Committee Members will serve for a term of a year and will be eligible for
    re-election at the AGM. The Management Committee shall meet at least eight times a year on a monthly basis where possible. Any Committee member who fails to attend consecutive committee meetings without submitting prior apologies be deemed to have left the committee. The committee may if deemed necessary, co-opt another member on a temporary basis or request proposals from members to the Management Committee for the post available signed by the applicant giving a proposer and seconded.
    The Chairperson shall chair all meetings of the group. If the chair is absent from any meeting, one of the Vice-Chairperson shall chair the meeting. In the absence of both the Chairperson and the Vice-Chairperson the members of the committee will choose one of
    their number to chair the meeting before any other business is transacted and this will be recorded in the minutes.
    The Officers of the Management Committee shall be: the Chairperson, Two Vice-Chairpersons, the Treasurer, the Secretary, the Publicity Officer and the Funding Officer and three non-officer Committee Members. Additional members may be co-opted to the Management Committee if the their expertise is required to advance the aims and objectives of the Society and subject to ratification at the Annual General Meeting.
    The quorum for Management Committee meetings shall be two-thirds of the elected Committee Members.
    Voting at Management Committee meetings shall be by a show of hands. If there is a tied vote then the Chairperson shall have a second vote.
    The Management Committee agree to empower the Secretary to pay a fee of up to and including £90 for all Guest Speakers. Guest
    Speakers will be advised in writing by the Society Secretary of the date and fees agreed.



    The Duties of the Officers
    The duties of the Chairperson shall be:

    To preside at meetings of the Committee and the organisation.
    Or
    may be required by the Committee to act as the principal spokesperson on public occasions or when representations are being
    made on behalf of the organisation to public bodies.

    The duties of the Vice-chairpersons shall be:

    To deputise in the absence of the Chairperson

    The duties of the Secretary shall be:

    To prepare in consultation with the Chairperson the agenda for the meetings of the Committee.
    to take minutes of all meetings
    To maintain a monthly record of membership and circulate at each meeting or via email.
    All items for the agenda to be sent to the secretary at least five days prior to a committee meeting/AGM. All other items will be dealt with under ‘any other business’.

    The duties of the Treasurer shall be:

    To supervise the financial affairs of the organisation
    To ensure that proper accounts are kept with regards to all monies
    received and paid out by the organisation.
    To submit the accounts to the Annual General Meeting for audit by the Society’s appointed Auditors (two in total) or independent
    auditors.

    Ensure that all financial affairs are available for examination by any member if requested 48 hours in advance.
    To record the purchase of all capital items funded by a grant or donated by members in the Society’s Asset Register.

    Undertake the proper returns as required by Grant Providers in due time.


    Finance
    Any money obtained by the Group shall only be used to further the group’s aims.
    Any bank accounts opened for the Group shall be in the name of the Group.
    Any cheques issued shall be signed by the Treasurer and one other nominated officer.

    Annual General
    Meeting
    The Group shall hold an Annual General Meeting (AGM) in the month of September every year.
    All members shall be given at least 14 days notice of the AGM and shall be entitled to attend and vote. All motions or agenda items for the AGM must be submitted 21 days in advance of the AGM.
    The business of the AGM shall include:

    1) Receiving a report from the Chairperson on the Group’s activities over the year
    2) Receiving a report from the Treasurer on the finances of the Group
    3) Receiving a report from the Secretary on the membership of the Group
    3) Electing a new Management Committee, and
    4) Considering any other matter as included on the Agenda.
    The quorum for the Annual General Meeting and any General Meeting shall be 5.

    If 5 of the members do not attend the General Meetings they will be declared inquorate. The meeting will be adjourned until the
    following week and will be deemed to be quorate regardless of how many members attend.


    Special General Meeting
    A Special General Meeting may be called by the Management Committee or members to discuss an urgent matter. The Secretary shall give all members fourteen days notice of any Special General Meeting together with notice of the business to be discussed.
    Alterations to the Constitution.

    Any changes to this Constitution must be agreed by at least two-thirds of those members present and voting at the Annual General Meeting.
    Dissolution.

    The Group may be wound up at any time if agreed by two-thirds of those members present and voting at any General Meeting. In the event of the Society winding up. Any assets remaining after all debts have been paid shall be given to another group with similar aims and as approved by the members of the Society.
    Surveying and Field Work
    Only fully subscribed Society members able to produce their Society membership card are eligible to attend archaeological field visits,
    building inspections and field walks. Anyone working with a working party either in a church or any other site will do so at their own risk and must sign a Society Disclaimer agreeing to this and that they are therefore liable for their own insurance.

    Metal Detecting Surveying and Field Work

    Only fully subscribed Society members (with a current membership card for the National Council for Metal Detecting or Federation of
    Independent Detectors or National Council for Metal Detecting or any similar group as approved by the Society) able to produce their
    membership card and current insurance are eligible to attend metal detecting expeditions.

    All members must follow the NCMD Metal Detecting Code of Conduct; failure to comply with the Code of Conduct will result in a ban of
    any such further activities within this Society.
    Any site visits organised on Society approved sites, must have gained prior approval by the Secretary, Chairperson or  Vice-Chairpersons and be attended by a Management Committee Member.

    All artefacts and information must be notified to the Society Secretary and recorded in the Society’s “finds book”. All members must
    abide by current laws and legislation regarding archaeological and historical finds. A summary of which can be obtained from the
    Secretary entitled the “Metal Detecting Code of Conduct”. All finds found on site visits of £2000 and over will belong: 50%
    to the owner of the site; 48% to the finder: 2% to the Society unless otherwise agreed by the Society and site owner, in which case
    the committee will decide. The finder shall be deemed to be the person finding the article. Note: all relevant articles must be
    registered with the Finds Liaison Officer and if Treasure Trove lawful notification must take place.

    Anyone
    carrying out illegal activities or Metal detecting without prior permission, membership card or insurance or any illegal activity on
    land or premises being surveyed or proposed to be surveyed by the Society (unless the site is on land previously belonging to that
    member prior to the Priories obtaining permission) or bringing the Society into disrepute may be banned from membership of the Society and their membership fee will not be refunded.
    The Committee reserves the right to suspend the person concerned and their decision is to be ratified at the next meeting of the Society.
    Upon suspension the person concerned is deemed not to be a current paid up member. In addition they must leave the site immediately.

    Metal Detecting Group Membership

    Any Society member, who wishes to join the Metal Detecting Group, must submit an application form to the Management Committee whose decision will be final. New members will be on probation for their first three months work and their membership can be revoked for any infringement of the Code of Conduct of the NCMD/FID or the Constitution.

    Adoption of the Constitution.

    This Constitution was adopted on Monday, 16th May 2011