THE CONSTITUTION OF THE ASHFORD ARCHAEOLOGICAL & HISTORICAL SOCIETY

  1. The name of the Society shall be the Ashford Archaeological and Historical Society.

  2. The objects of the Society shall be to advance the education of the public in local archaeology and history.

In furtherance of the said objects but not otherwise, the Society through its Executive Committee shall have the following powers:-

    1. To act as a co-ordinating body and to co-operate with the local authority and county authority and all other organisations and persons having aims similar to those of the Society.

    2. To form Study Groups for Specific purposes.

    3. To give advice and information.

    4. To appoint Trustees, not less than two and not more than four, who shall include the President of the Society and the Chief Librarian of Ashford, Kent, or representative, to be responsible for the safekeeping of such books, maps, relics, artefacts, and ephemera which may have been given to or deposited with the Society, none of which shall be disposed of without the agreement of the Society at a General Meeting by a two-thirds majority of at least thirty members present.

    5. To raise funds and to invite and receive contributions from any person or persons whatsoever by way of subscription, donation and otherwise, provided that the Society shall not undertake any permanent trading activities in raising funds for its primary purposes.

    6. To do all such other lawful things as are necessary for the attainment of the said purposes.

2.

  1. Membership shall be open to anyone with an interest in archaeology and or history.

  2. The Society will be funded primarily through annual subscriptions, voluntary contributions and fund raising activities. The annual subscription shall be recommended by the Executive Committee and confirmed at the Annual General Meeting or at an Extraordinary General Meeting called for the purpose. Subscriptions are due at the first meeting of the winter programme.

  3. The Annual General Meeting shall be held at the last meeting of the winter programme, in May, as each year to receive the Executive Committee’s report and scrutinized accounts, to elect Officers and Members of the Committee. The Committee shall decide when ordinary meetings of the Society shall be held and shall give at least 14 days notice of such meetings to all members. Any member wishing to raise an important matter or put a resolution at the Annual General Meeting must notify the Secretary not less than twenty eight days before the Annual General Meeting.

  4. An Extraordinary General Meeting may be held at the written request of at least eight members, notice being given in writing to all members by the Secretary at least 14 days before the date of the meeting.

  5. Voting at all meetings shall be by show of hands except on the demand of at least two members when it shall be by ballot. The Chairman of any meeting shall have the casting vote.

  6. Nominations for the election of Officers shall be made at least 14 days before the Annual General Meeting. Such nominations shall be supported by a seconder, and the consent of the proposed nominee must first have been obtained. The election of Officers shall take place prior to the election of further Committee members.

The Officers of the Society shall consist of:-

Chairman, Secretary, and Treasurer, all of whom shall relinquish their office every year and shall be eligible for re-election at the Annual General Meeting. A President and Vice Presidents may also be elected at the Annual General Meeting of the Society, for periods to be decided at such a meeting. The Executive Committee shall have the power to fill casual vacancies occurring among the Officers of the Society, shall be elected at the Annual General Meeting.

3.

  1. The Executive Committee shall be responsible for the management and administration of the Society. The Executive Committee shall consist of the Officers and not more than seven other members. The Committee shall have power to co-opt additional members they being full members of the Society, provided that the number of co-opted members shall not exceed one-third of the total membership of the Committee at the time of co-option. The President and Vice Presidents may attend any meeting of the Executive Committee but only the President shall have the right to vote at such a meeting. In the event of equal votes being cast, the Chairman shall have a second or casting vote. Nominations for election to the Executive Committee shall be made before or at the Annual General Meeting. Each must be supported by a seconder & the consent of the proposed nominees must first have been obtained. If the nominations exceed the number of vacancies, a ballot shall take place in such a manner as shall be determined by the Annual General Meeting. Members of the Executive Committee shall be elected annually at the Annual General Meeting. Outgoing members may be re-elected. The Executive Committee shall meet not less than twice a year when attendance will be recorded by the Secretary and reported to the Annual General Meeting. The Secretary shall give all members not less than seven days notice of each meeting. A quorum shall, as near as may be, comprise one third of the members of the Executive Committee.

  2. The Executive Committee shall, out of the funds of the Society, pay all proper expenses of administration and management of the Society. After the payment of the administration and management expenses and the setting aside to reserve of such sums as may be deemed expedient, the remaining funds of the Society shall be applied by the Executive Committee towards the furtherance of the purposes of the society.

4.

  1. Alteration to this Constitution shall receive the assent of two-thirds of the members present and voting at an Annual General Meeting or an Extraordinary General Meeting. A resolution for the alteration of the constitution must be received by the Secretary of the Society at least 21 days before the meeting at which the resolution is to be brought forward. At least 14 days’ notice of such a meeting must be given by the Secretary to membership and must include notice of the alteration proposed. Provided that no alteration shall be made to clause 2 (objects), clause l3 (dissolution) or this clause, until the approval in writing of the Charity Commissioners or other authority having charitable jurisdiction shall have been obtained and no alteration shall be made which would have the effect of causing the Society to cease to be a charity in law.

  2. Any notice required to be given by these Rules shall be deemed to be duly given if left at or sent by prepaid post addressed to the address of that member last notified to the Secretary.

  3. The Society may be dissolved by a two thirds majority of members voting at an Annual General Meeting or Extraordinary General Meeting of the Society confirmed by a simple majority of members voting at a future Extraordinary General Meeting held not less than 14 days after the previous meeting. In the event of a dissolution of the Society, the funds of the Society shall be transferred to such one or more institutions having objects similar to those herein before declared, which shall be chosen by the Executive Committee and approved by the General Meeting of the Society at which the decision to dissolve the Society is confirmed. On dissolution, the minute books and other records of the Society shall be deposited in the archives of the County of Kent together with such books, maps, relics, artefacts, fossils and ephemera which had been given to or deposited with the Society.

Adopted at Annual General Meeting 15th May 1989.

Clauses 5 & 8 amended at AGM 21st May 1997.

AAHS D/P4.25/8/97