As amended and approved at the Annual General Meeting 20th May 1997
The name of the Society shall be The Birmingham and Midland Society for Genealogy and Heraldry.
The Society shall be affiliated to The Birmingham and Midland Institute, and may affiliate with other bodies whose aims are similar to its own.
The objects of the Society shall be to promote the advancement of public education in the study of Genealogy and Heraldry. And in furtherance of these objects but not otherwise the Society shall have power –
a) to promote, maintain and encourage the practice and dissemination of information on Genealogy and Heraldry by means of education or lectures and otherwise.
b) to promote and maintain research into all aspects of Genealogy and Heraldry
c) to preserve records, archives and any other sources of material by transcription or otherwise
d) to publish literature, and
e) to collaborate with similar organisations and with such bodies as churches, libraries, record offices and universities.
Membership of the Society shall be open to all persons who are interested in the objects for which the Society exists. Application for membership shall be made in writing on the prescribed form.
5. Classes of Members
a) Single Membership (over the age of 16)
b) Joint Membership (both parties living at the same address).
The Society shall have a President who will be elected for a term of five years. In addition, the Committee is empowered to confer Honorary Membership of the Society. Honorary Vice-Presidents may be elected by the membership at the Annual General Meeting as it deems fit.
All subscriptions shall be payable in advance and shall be paid from 1st January in any year, and the subscription year begins on 1st January each year.
7. Annual Rates of Subscription
The rates of subscription shall be as recommended by the Executive Committee and approved by the members at the Annual General Meeting or at a properly convened special general meeting. In the case of full membership by more than one person living at the same address, there shall be a joint subscription.
8. Suspension form Membership
The Committee without being called upon to give reasons may suspend from membership of the Society any member whose activities in their opinion are likely to be to the detriment of the Society.
a) The Society shall be administered by a Committee consisting of the Officers who shall be elected for one year only and nine other members who shall be elected for a term of three years and three of whom shall retire annually. All members of the Committee shall be eligible for re-election on completion of their term of office.
b) The Officers shall include the Chairman, and two Vice-Chairmen one of whom shall represent the Genealogical interest and the other the Heraldic interest. The term of officers and members of the Committee shall begin immediately after declaration of results of the election at the Annual General Meeting.
c) All members of the Committee shall be elected by full members of the Society whose subscriptions are fully paid and who are present and voting at the Annual General Meeting. Nominations for membership of the Committee may be submitted in writing beforehand.
d) Casual vacancies may be filled by co-option by the Committee to complete the retiring member’s three year term of office.
e) A quorum of a Committee meeting shall consist of three members of the Committee.
f) A member of the Committee shall cease to hold office if he or she
i. is absent without permission of the committee for three consecutive Meetings
ii. becomes incapable by reason of mental disorder, illness or injury of managing or administering his or her own affairs.
iii. notifies the Committee a wish to resign (but only if at least three members of the Committee will remain in office when resignation is to take effect).
a) An Annual General Meeting of the Society shall be held during the month of March, April or May in each year when the General Secretary shall present a report and the Treasurer shall submit the financial statement for approval.
b) Notice in writing of the Annual General Meeting shall be given to all members at least 28 days prior to the meeting.
c) A Special General Meeting may be convened at the request of the Committee or upon the written request of at least 25 full members.
d) In either case notice of any such meeting shall be given in writing to all members at least 28 days prior to such a meeting.
A quorum at a meeting shall be not less than 50 full members. Decisions shall be made by a simple majority of those present and voting at the meeting.
Except for rule 7 (annual rate of subscription) the rules may be amended by the Society at its Annual General Meeting by the full members who are members on 1st February immediately preceding the Annual General Meeting who attend and vote. Notice of the meeting shall be given to all full members who are members as at 1st February but no omission to notify a member shall invalidate the Annual General Meeting. The rules shall only be amended if three quarters of those attending and voting vote for such alteration.
Rule 7 may be amended at an Annual General Meeting in the same way as the other rules save that the vote of one half of those attending and voting shall be sufficient for such alteration. The Chairman of the meeting shall in this instance have a casting vote or a second vote. Voting shall be by way of show of hands.
No alteration shall be made to this Constitution, however, which would cause the Society to cease to be a charity at law.
The Society may be dissolved by a resolution passed by not less than three quarters of those members present with voting rights at either an Annual or Special General Meeting called for the purpose, for which 28 days prior notice has been given in writing. Such a resolution may give instruction for the disposal of any assets held by the charity after all debts and liabilities have been paid, the balance left to be transferred to some other charitable institution or institutions having objects similar to those of the Society.
Under the terms of the Charities Act 1992, all members of the Executive Committee as constituted in Clause 9 above, are deemed to be Trustees.
For the purpose of any Lease held by the Society, three Trustees shall be nominated by the Executive Committee as parties to the Lease for the Society.
The Society may enter into guarantees provided that such guarantees may only be given for the purpose of the Society becoming a member of another body with which it is suitable for the Society to be associated with and which is, or is proposed to become, a company limited by guarantee and provided that the liability in respect of such guarantee shall not exceed £100.