The Balchin Family Society – Constitution Adopted at Little Bookham meeting 17 September 1995
1 Name The name of the Society shall be The Balchin Family Society.
2 Objects The objects of the Society shall be: a) to promote and make available research into Balchin Family History b) to organise Gatherings and Meetings c) to produce and circulate a Family Newsletter d) to assist Members of the Society in a range of activities.
3 Membership Membership shall be open to: a) those who bear the surname of Balchin or one of its variants b) those married to those who bear the surname of Balchin or one of its variants c) those descended from those who bear the surname of Balchin or one of its variants d) those married to those descended from those who bear the surname of Balchin or one of its variants e) those who are interested in the history of the Balchin family, at the discretion of the Committee. Members shall agree to abide by this Constitution. Membership shall begin on the receipt by the Society of the first annual subscription. A Member may resign at any time by written notification to the Secretary. The Committee shall have the power to terminate the membership of any Member of the Society who in their opinion brings the Society into disrepute; such Member may make an appeal at the next Annual General Meeting. Any person who, in the opinion of the Committee, has rendered service of note to the Society shall be eligible for election to Honorary Membership by the Society in General Meeting.
4 Subscription The amount or amounts of the subscription shall be as approved by each Annual General Meeting. If no proposal or decision is made, the subscription shall continue at its existing rate. Where more than one family member resides at the same address, the payment of one subscription shall entitle the household: a) to attend meetings of the Society, and to participate in other benefits b) to receive one copy of any written or other material including the Newsletter and notices of General Meetings c) to exercise one vote at General Meetings of the Society.
5 General Meetings The Society shall hold an Annual General Meeting in each calendar year. The Committee may call an Extraordinary General Meeting at any time. An Extraordinary General Meeting of the Society shall be held if fifteen or more Members notify the Secretary in writing that they wish such a meeting to be held on one specific named subject, indicating the nature of the business to be discussed thereat; any proposal to amend this Constitution shall contain the text of the proposed amendment. At least four weeks’ notice shall be given to Members of any General Meeting of the Society. If the business of the Meeting includes any proposal to amend this Constitution, the notice shall contain the text of the proposed amendment. To be carried, a proposal to make such an amendment must obtain a two-thirds majority of those voting.
6 Committee The Society shall be conducted by a Committee which shall consist of six or more Members of the Society. The Committee shall be elected for a period of one year, and shall then be eligible for re-election. The Committee shall be elected at the Annual General Meeting. Candidates for election shall be proposed and seconded by Members of the Society. The Committee may co-opt other Members of the Society to serve on the Committee until the next Annual General Meeting. Co-opted members may vote on all Committee decisions.
7 Officers At the Annual General Meeting, one member of the Committee shall be elected as President of the Society, one as Chairman, one as Secretary, one as Treasurer and one as Newsletter Editor. The Annual General meeting shall appoint an Honorary Auditor.
8 Duties of the Committee The Committee shall be responsible for: a) arranging all General Meetings b) arranging such other activities as may be undertaken in furtherance of the Objects of the Society. The Treasurer shall be responsible for the control of the Society’s finances, and for producing accounts to be presented for approval at the Annual General Meeting of the Society.
9 Voting at General Meetings At a General Meeting, one vote will be allowed from each household paying one subscription. Members may appoint another Member as their proxy to vote at the Meeting by notifying the Secretary in writing beforehand. Alternatively, Members may vote by post on any matter stated in the notice of the Meeting by writing to the Secretary to arrive at least seven days before the meeting. The quorum for General Meetings shall be twenty Members in addition to any Committee members present.
10 Interpretation Any matter not provided for by this Constitution shall be left to the discretion of the Committee.