Constitution

Paragraphs 8 to 11

8   Termination of Membership.

Membership is terminated if:

(1) the member dies or, if it is an organisation, ceases to exist;

(2) the member resigns by written notice to the Society.  All such resignations shall be effective from the date of their acknowledgement by the Society but no member so resigning shall be entitled to any rebate in respect of the minimum annual subscription due in the year of resignation;

(3) any sum due from the member to the Society is not paid in full within three months of it falling due;

(4) the member is removed from membership by a resolution of the Trustees that it is in the best interests of the Society that his or her membership is terminated. A resolution to remove a member from membership may only be passed if:

(a) the member has been given at least twenty-one days’ notice in writing of the meeting of the Trustees at which the resolution will be proposed and the reasons why it is to be proposed;

(b) the member or, at the option of the member, the member's representative (who need not be a member of the Society) has been allowed to make representations to the meeting.

9   General Meetings.

(1) All General Meetings other than Annual General Meetings shall be called Special General Meetings.

(2) The Society must hold a General Meeting within twelve months of the date of the adoption of this constitution.

(3) There shall be an Annual General Meeting of the Society in each subsequent year, the date and venue being decided by Council, and not more than eighteen months may elapse between successive Annual General Meetings.  The date of the Annual General Meeting shall be communicated to members with at least four months’ notice.  The business of the Annual General Meeting shall include:

(a) the election of the Honorary Officers, and of Members of the FBR, FEO and FMC Committees (as specified in Clauses 16(7)–(9)).  The Honorary Officers shall be: the President, the Vice-President, the President-Elect, the Treasurer, the General Secretary, and the Publications Officer, who shall hold office from January 1st of the following year. 

(b) the announcement of the appointments by Council of the following positions: Senior editors of such publications that the Society produces at that time, Webmaster, Librarian, Curator of the Slide Collection, Meetings Manager, Conservation Advisor, Postgraduate Advisor, Schools Advisor, Exhibition Advisor.

(c) the presentation of reports on finances and subscriptions, membership, scientific programme, publications, and any other significant activities of the Society;

(d) any other appropriate business.

(4) Council shall send the agenda for the Annual General Meeting to each member at least twenty-one days before the meeting.

(5) Any member wishing to raise a substantial matter for inclusion in the business of the meeting shall notify the General Secretary at least three months before the meeting.  Any urgent matters arising after this deadline should be communicated to the General Secretary for inclusion under any other business.

(6) The Trustees may call a Special General Meeting at any time subject to Clause 10.

(7) The Trustees must call a Special General Meeting if requested to do so in writing by at least ten members, or one tenth of the membership, whichever is the greater.  The request must state the nature of the business that is to be discussed.  If the Trustees fail to hold the meeting within twenty-eight days of the request, the members may proceed to call a Special General Meeting but in doing so they must comply with the provisions of this constitution.

(8) The General Secretary or other person specially appointed by the Society shall keep a full record of proceedings at every General Meeting of the Society.

10   Notice.

(1) The minimum period of notice required to hold any General Meeting of the Society is fourteen days clear from the date on which the notice is deemed to have been given.

(2) A General Meeting may be called by shorter notice, if it is so agreed by all the Members entitled to attend and vote.

(3) The notice must specify the date, time and place of the meeting and the general nature of the business to be transacted.  If the meeting is to be an Annual General Meeting, the notice must state this.

(4) The notice must be given to all the members and to the Trustees.

11   Quorum.

(1) No business shall be transacted at any General Meeting unless a quorum is present.

(2) A quorum is thirty Members, which shall include at least two Honorary Officers, entitled to vote upon the business to be conducted at the meeting.

(3) The authorised representative of any member organisation shall be counted in the quorum.

(4) If a quorum is not present within thirty minutes from the time appointed for the meeting or if during a meeting a quorum ceases to be present, the meeting shall be adjourned to such time and place as the Trustees shall determine.

(5) The Trustees must reconvene the meeting and must give at least seven clear days' notice of the reconvened meeting stating the date, time and place of the meeting.

(6) If no quorum is present at the reconvened meeting within fifteen minutes of the time specified for the start of the meeting the Members present at that time shall constitute the quorum for that meeting.