You are in [History of the HHA] [Constitution of the HHA]
The current constitution was adopted in 2016 (when the 2005 constitution was amended by adding the post of Membership Secretary was added to the Committee in place of one non-officer member):
1. NAME: The Hungerford Historical Association.
2. OBJECTIVES OF THE ASSOCIATION: To research, collate and preserve any information and items of interest relating to the town of Hungerford and the surrounding area. To hold meetings of members, as specified in clause eight. To stimulate public interest in and appreciation of local history.
To undertake all matters in support of the foregoing objectives as the Committee shall determine from time to time, including but not limited to the raising of funds for the Association's purposes, the acquisition and maintenance of relevant equipment and the undertaking of projects.
3. MEMBERSHIP: Membership of the Association is open to all who wish to support the objectives and work of the Association, subject to the approval of the Committee and on payment of the annual subscription. If any member is considered by the Committee to have acted in a manner contrary to the Association's interests, that member may be required to resign if his/her actions cannot be justified.
4. SUBSCRIPTIONS: There will be an annual subscription payable to the Association. The amount will be set at the Annual General Meeting and will be due by the first meeting in September each year.
5. OFFICERS AND COMMITTEE MEMBERS: The following honorary officers will form the Committee of the Association: Chairman, Secretary, Treasurer and Membership Secretary, together with such other Committee Members not exceeding two in number as may be elected from time to time in General meetings of the Association. The Archivist of the Association shall be a Committee Member ex officio. (The committee will normally total 7 people)
6. ELECTION OF OFFICERS AND COMMITTEE MEMBERS:
a. The Officers shall be elected by a majority vote at the Annual General Meeting and shall hold office for not more than three consecutive years – so far as possible not more than one retiring in any one year. Thereafter they shall not be eligible for Committee membership nor for office until at least one year has passed. (Office holders must have a year's break after their 3-6 years on the committee)
b. Other Committee members shall be elected by majority vote at the Annual General Meeting, membership shall be for not more than three consecutive years – so far as possible not more than one member retiring in any one year. Thereafter they shall be immediately eligible for election as an office holder, but not for further Committee Membership until at least one year has passed. (OK for committee member to become an officer without a break)
c. In the event of a vacancy occurring before the next elections, the existing Committee may co-opt a replacement Committee Member and/or appoint a replacement Officer to fill the vacancy until the next Annual General Meeting.
d. The Archivist shall be elected by a majority vote of the Committee at or around the time of the Annual General Meeting and shall hold office for three consecutive years. He or she may stand for election for subsequent terms. In the event of a vacancy occurring before the next election, the existing committee may co-opt a replacement Archivist to fill the vacancy until the next A.G.M.
7. PROJECT GROUPS: The Committee may appoint project leaders from the membership for the purpose of organising specific research work. Project leaders may enlist the assistance of members for the purpose of carrying out their research.
The activities of the project leaders and the results of their research may be reported and discussed at meetings of the Association. Findings of project groups will be co-ordinated by the Committee.
a. An Annual General Meeting shall be held in June each year. The quorum at the AGM shall be three members of the Committee and twenty other paid-up members.
b. At the AGM there will be presentation of the Chairman's and Treasurer's reports, the latter of which must be based upon audited accounts which shall be designed for a financial year ending in May. Election shall be made of Officers and Committee members retiring according to clause six.
c. Nominations for officers of the Committee shall be in writing, signed by the nominee and given to the Secretary at least five days prior to the AGM.
d. The Committee shall meet at least four times a year. The quorum for Committee meetings shall be two Officers and one other Committee member. At least five working days' notice of a Committee meeting shall be given to all Committee members.
e. Meetings of the members (other than AGMs) shall normally be held at least six times a year.
f. Extraordinary General Meetings may be held at the discretion either of the Committee or by a request signed by one quarter of the paid-up members, giving at least twenty one days notice. The proceedings governing these meetings shall be the same as those governing the AGM.
a. The income of the Association shall be applied solely to the objectives of the Association.
b. The financial year will commence on 1st June.
c. The Treasurer shall bank all money received, including any grants or donations, as soon as practicable. A proper record of income and expenditure will be maintained and annual accounts will be prepared. Any two of the Treasurer, Chairman, or Secretary shall sign cheques written on behalf of the Association.
d. Committee members reasonable expenses incurred on behalf of the Association shall be reimbursed subject to the approval of an officer.
e. Reasonable expenses incurred by Project Groups may be reimbursed subject to prior written agreement by the committee.
10. INDEPENDENT AUDITOR: An independent auditor shall be appointed prior to the AGM and an audited statement of income and expenditure and a Balance Sheet will be presented to the members at the AGM.
a. Minutes of Committee meetings shall be circulated to Committee members prior to the next meeting.
b. Minutes of Committee meetings will be kept by the Secretary and will be available to members on request.
c. Minutes of the AGM will be available to members upon request.
d. An agenda for Committee meetings shall be circulated to Committee members prior to a meeting.
e. Papers for circulation at meetings and items for an agenda should be with Secretary in good time to allow photocopying and distribution.
12. CONSTITUTION AND RULE CHANGES: Any amendment, addition, or other alteration to the Constitution and Rules of the Association shall be voted upon and agreed to by the majority of members present at the AGM.