Constitution of the Lundy Field Society

Agreed by the Annual General Meeting, 3 March 2012

1. Name

The name of the Society shall be The Lundy Field Society.

2. Objects

The objects of the Society shall be:

a) To further the study of Lundy and in particular its history, natural history and archaeology;

b) To undertake investigations in these fields;

c) To further the conservation of wildlife and antiquities of the island.

3. Powers

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

a) to promote research into subjects directly connected with the objects of the Society and to publish the results of any such research;

b) to act as a co-ordinating body and to co-operate with the local authorities, statutory authorities, voluntary organisations, charities and persons having objects similar to those of the Society;

c) to promote or assist in promoting activities of a charitable nature which further the objects of the Society;

d) to publish papers, reports and other literature;

e) to hold meetings, lectures and exhibitions;

f) to educate public opinion and to give advice and information;

g) 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 purpose;

h) subject to such consents as may be required by law, to borrow or raise money for the purposes of the Society on such terms and on such security as the Executive Committee shall think fit, but so that the liability of individual members of the Society shall in no case extend beyond the amount of their respective annual subscriptions;

i) to do all such other lawful things as are necessary for the attainment of the said objects.

4. Membership

Membership shall be open to all who support the objects of the Society. Membership of the Society shall not confer any right on members to use the Society’s name for any activity unless agreed by the Executive Committee. Any member behaving in a manner prejudicial to the interests and work of the Society shall be liable to expulsion. No member shall have power to vote at any meeting of the Society if his or her subscription is more than six months in arrears at the time. Corporate bodies may at the discretion of the Executive Committee become members of the Society. On payment of a fee they shall receive Society publications. Members of such corporate bodies may be invited to attend meetings of the Society; each corporate body will have a single vote. Subscriptions shall be due on 1 January each year. The rates of subscriptions shall be agreed by an Annual or Extraordinary General Meeting.

5. Executive Committee

a) The Society shall appoint an Executive Committee consisting of Officers and more than six and not more than twelve other members. The Officers of the Society shall comprise Chairman, Vice-Chairman, Honorary Secretary, Honorary Membership Secretary and Honorary Treasurer, all of whom shall relinquish their office every year and shall be eligible for re-election at the Annual General Meeting.

b) The other members of the Executive Committee shall be elected for a period of three years and shall be eligible for re-election at the Annual General Meeting.

c) The Executive Committee shall have the power to fill up to three casual vacancies occurring among the members of the Executive Committee between General Meetings.

d) In addition to the Officers and other members of the Executive Committee, a President and Vice- Presidents may also be elected at a General Meeting of the Society. The President and Vice-Presidents shall not be members of the Executive Committee by virtue of that role, but the individuals may be elected to the Executive Committee as Officers or other members.

e) The Executive Committee shall have the power to co-opt. Co-opted members shall not have the right to vote. Co-opted members shall stand down at each AGM but may be co-opted again by the Executive Committee until the next AGM.

f) The quorum shall comprise nine members of the Executive Committee. Each member of the Executive Committee except co-opted members shall have one vote. In the event of an equality in the votes cast, the Chairman shall have a casting vote.

g) The Executive Committee may constitute such Working Groups from time to time as shall be considered necessary for such purposes as shall be thought fit. The Convenor of each Working Group shall be appointed by the Executive Committee and all actions and proceedings of each Working Group shall be reported to and be confirmed by the Executive Committee as soon as possible. Working Groups shall be subordinate to and may be regulated or dissolved by the Executive Committee.

6. Meetings

a) An Annual General Meeting shall be held, normally in March. The Executive Committee shall upon the request in writing of not less than fifteen members stating the motion or motions to be brought forward call an Extraordinary General Meeting of the Society. Such a meeting may also be called at the discretion of the Executive Committee. At least 14 days notice shall be given to members of all General Meetings. At all General Meetings the decisions shall be taken on a majority of those members present and voting.

b) It shall be the duty of every member who is in any way directly or indirectly interested financially or professionally in any item discussed at any meeting of the Society (including any meeting of the Executive Committee or a Working Group) at which he or she may be present to declare such interest and he or she shall not discuss such item (except by invitation of the Chairman) or vote thereon.

7. Expenses of Adminstration

The Executive Committee shall, out of monies received by the Society, pay all proper expenses of administration and management of the Society and shall use the residue of such monies as it thinks fit for or towards the objects of the Society. The assets of the Society shall be held in its name and not that of one or more individuals.

8. Investment

All monies at any time belonging to the Society and not required for immediate application for its purposes shall be invested by the Executive Committee in or upon such investment or securities as it may think fit, subject nevertheless to such authority, approval or consent by the Charity Commissioners as may for the time being be required by law.

9. Amendments

Any proposed alteration or addition to the Constitution must be notified to the Honorary Secretary at least 28 days before a General Meeting and communicated by him or her to all members not less than 14 days before the Meeting. Amendments must be carried by a two-thirds majority of those members present and voting, but no amendment may be made which would have the effect of the Society ceasing to be a charity at law. Any proposed amendment of which notice has been given may be altered prior to voting thereon without further notice being given to members. The notice of any proposed amendment sent to members shall state that alterations to its wording may be considered and adopted at the General Meeting at which it is considered without further notice to the membership. The Chairman may refuse to allow any alteration to a proposed amendment if in his opinion the alteration is such as to require further notice to the membership before voting.

10. Winding Up

If the Executive Committee decides that it is necessary or advisable to dissolve the Society, they shall call a meeting of all members of the Society of which not less than 28 days’ notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting, the Executive Committee shall have power to realise any assets held by or on behalf of the Society. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the objects of the Society as the Society may determine, or, if that cannot be done, shall be applied for some other charitable purpose.