Second draft of proposed constitution
Constitution:
Shrule, Glencorrib, Kilroe Historical Society
1. Name
The name of the organisation shall be Shrule Glencorrib Kilroe Historical Society, hereinafter referred to as “the Society”.
2. Status
The Society is a voluntary, non-profit, unincorporated association.
3. Purpose
The Society exists to research, preserve, promote and celebrate the history, heritage and culture of Shrule, Glencorrib, Kilroe and nearby surrounding areas for the benefit of the wider community.
4. Objectives
The objectives of the Society are:
- To research and document the social, cultural, ecclesiastical, archaeological and natural heritage of the area.
To organise lectures, workshops, heritage walks, exhibitions and educational events.
To participate in Heritage Week and similar heritage initiatives.
To collect, record and preserve oral histories, genealogical records, photographs, documents and artefacts.
To promote awareness of local historic sites, monuments and landscapes.
To collaborate with schools, parish groups, tidy towns, sporting organisations and other community bodies.
To maintain a website and digital presence.
To publish and distribute historical materials.
To encourage community participation and volunteering.
5. Powers
In furtherance of its objectives, the Society may:
Apply for and manage grants and sponsorship.
Organise fundraising activities.
Produce, publish and distribute books, pamphlets, booklets, newsletters and digital publications.
Sell publications and related materials to raise funds in support of the Society’s objectives.
Open and operate bank accounts.
Acquire materials necessary for its activities.
Collaborate with other organisations.
Arrange appropriate insurance cover where deemed necessary for events, exhibitions, activities or the temporary custody of artefacts.
All income generated shall be used solely to further the objectives of the Society.
6. Membership
Membership shall be open to persons aged 18 years and over who support the objectives of the Society.
An annual subscription may apply as determined at the AGM.
A register of members shall be maintained.
Membership may be terminated by resignation or by decision of the Committee where conduct is seriously contrary to the objectives of the Society.
7. Governance
The Society shall be managed by an Executive Committee elected at the Annual General Meeting (AGM).
The Committee shall consist of:
- Chairperson
- Secretary
- Treasurer
Up to four additional Committee Members
A minimum of three Committee Members shall be required at all times.
The Committee may fill casual vacancies until the next AGM.
8. Terms of Office
All Committee Members shall be elected annually at the AGM.
Officers (Chairperson, Secretary, Treasurer and other designated officer roles) may serve a maximum of three consecutive years in the same office.
After serving three consecutive years in one office, a member must step down from that role for at least one year before being eligible for re-election to that same office.
A member completing three consecutive years in one office may stand for a different office or remain as an ordinary Committee Member.
In exceptional circumstances where no alternative candidate is available, members at the AGM may approve a one-year extension.
9. Succession Planning
The Committee shall actively encourage new members to participate in leadership roles.
Officers shall share knowledge and responsibilities to support continuity.
Where possible, incoming officers shall overlap or shadow outgoing officers.
Access credentials, key contacts and relevant records shall be transferred at the end of each term.
10. Duties of Officers
Chairperson
Provide leadership, preside over meetings and represent the Society.
Secretary
Maintain minutes, correspondence, records and membership register.
Treasurer
Maintain accurate financial records, manage bank accounts and present annual financial reports.
Other Officers
Carry out duties appropriate to their role as determined by the Committee.
11. Conflict of Interest
Any Committee Member who has a personal or financial interest in a matter under discussion shall declare that interest and withdraw from discussion and decision-making. Such declarations shall be recorded in the minutes.
12. Meetings
Annual General Meeting (AGM)
Held once per year.
Minimum 14 days’ notice.
Reports presented.
Committee elected.
Subscriptions determined.
Quorum: Seven members. (3 Society Officers + 4 additional Members
Minutes recorded
Club Meetings
Held as required (minimum three per year recommended).
Quorum: three Committee Members.
Minutes recorded.
Emergency General Meetings [EGM]
May be called by the Committee or by written request of five members. Fourteen days’ notice required.
Held on request
Minimum 14 days’ notice.
Reports presented.
Committee elected.
Quorum: Seven members. (3 Society Officers + 4 additional Members
Minutes recorded
13. Finance
The Society is non-profit.
All income shall be used solely to further the objectives.
Committee Members shall not receive remuneration, but reasonable expenses may be reimbursed.
A bank account shall be maintained in the Society’s name.
At least two authorised signatories shall approve withdrawals.
Proper financial records shall be maintained and presented annually.
Grant funding shall be used solely for the purpose for which it was awarded.
14. Archive and Collections
The Society may collect, receive and preserve documents, photographs, recordings, artefacts and other materials relevant to its objectives.
Materials received shall be documented appropriately.
Items loaned to the Society shall remain the property of the lender unless otherwise agreed in writing.
The Committee shall take reasonable steps to ensure the safe storage and care of physical and digital materials.
The Society shall take reasonable care of artefacts entrusted to it but shall not accept liability beyond that agreed in writing with the owner.
15. Intellectual Property
Copyright in materials created by the Society shall belong to the Society unless otherwise agreed.
Permission shall be obtained where publication involves material provided by third parties.
Oral histories and research materials shall be used in accordance with contributor consent.
16. Data Protection
The Society shall comply with applicable data protection legislation in the collection, storage and use of personal data.
17. Digital Assets
All website domains, social media accounts, digital archives and online platforms operated in the name of the Society shall be accessible by administrators who are also officers of the Society. Access credentials shall be securely maintained and transferred during officer handover. Hosting and domain name costs for these resources shall be borne by the society.
18. Removal of Committee Members
A Committee Member may be removed by a two-thirds majority at a General Meeting where conduct is deemed seriously detrimental to the Society.
19. Amendments
This Constitution may be amended at an AGM or General Meeting by a two-thirds majority of members present and voting, provided 14 days’ notice has been given.
20. Dissolution
If the Society is dissolved, any remaining assets after payment of liabilities shall be transferred to another non-profit organisation with similar objectives within the local community.
No assets shall be distributed among members.
21. Adoption
Adopted on: ___________________
Signed:
Chairperson ___________________
Secretary ___________________