| 1. NAME |
| | The name of the Society shall be "The North of Ireland Family History Society". Hereinafter called the Society. |
| 2. DEFINITION |
| | a. | A Family History Society Branch is an association of people formed in accordance with the Constitution and regulations laid down from time to time by the Society. |
| | b. | The Society shall consist of members of Family History Society Branches as have been approved by the Council of the Society. |
| 3. OBJECTIVES |
| | The purpose of the Society is to provide an association of Branches whose object shall be:- |
| | a. | to promote and encourage the public and personal study of world-wide family history, genealogy, heraldry and local history with particular reference to the North of Ireland. |
| | b. | to promote the preservation, security and accessibility of archival material. |
| | c. | to publish a Journal on behalf of the Society. |
| | In furtherance of the above objects the Society shall have the following aims:- |
| | 1. | to hold lectures and discussions and to organize research visits for Society members and members of the public. |
| | 2. | to receive, hold and maintain a library of printed works and other materials for the use of Society members and interested members of the public. Proof of membership, as laid down by the Council of the Society will be required to be shown to the Library Holding Body. |
| | 3. | to receive, preserve, transcribe or publish source materials, including documents and monumental inscriptions, provided there is no infringement of copyright and permission has been obtained from any rightful owner to copy such records. Such materials to remain the property of the Society. |
| | 4. | to work in conjunction with similar societies and supportive bodies such as churches, libraries, record offices and educational establishments. |
| | 5. | to publish the Journal "North Irish Roots" at least twice annually. |
| | 6. | to establish, by liaison with similar societies and individuals at home and abroad, an interested readership of the Journal, who on payment of the appropriate fee, will be enrolled as Members of the Society. |
| 5. ADMINISTRATION |
| | a. | the Society shall be administered by a Council consisting of a minimum of two members nominated by each Branch of the Society - with the maximum entitlement being one delegate for every 15 or part thereof paid-up members of each Branch (with a maximum of five). The Council shall have the authority to co-opt additional members whose position will be reviewed annually. |
| | b. | it is recommended that honorary officers of Council should be elected annually up to a maximum of three years - but Council may fill any vacancies occurring during a year, without having an AGM but at the next AGM the position may be ratified. The Society officers to be as follows:-
Honorary President (a non-voting position for a five year term) Vice-President, Chairman, Vice-Chairman, Secretary, Treasurer and such other officers as may be required from time to time as need arises. |
| | c. | appointment to the above offices shall be by election at a properly constituted AGM. In the event of a tie for any office, the Chairman shall have the casting vote. |
| | d. | names of office-bearers shall be announced and ratified at the AGM. |
| | e. | one third of the nominated and co-opted Council members shall form a quorum and all Council members whether elected or co-opted will have a vote. |
| | f. | Council shall have the power to form sub-committees to investigate matters and make recommendations to the Society. |
| | g. | the Council shall have the authority to suspend any Council member from office - if agreed by two-thirds majority of a postal vote of the full Council. |
| | h. | successive Council meetings, date and venue shall be arranged before the end of each Council meeting. |
| | i. | the following recommendations are made for the administration of branches. A Chairman, Vice-Chairman, Secretary, Treasurer, a committee whose number shall be at the discretion of the Branch and at least two Council representatives as appropriate to the Branch membership (see 6a) shall be elected at the Branch AGM. The names of the Council representatives and officers shall be sent to the Council secretary when elected. The appointment of any other officers and sub-committees shall be left to the discretion of the Branch. |
| 6. ANNUAL GENERAL MEETING |
| | a. | as the first Council meeting is to take place in June, an Annual General meeting will be held each year, usually in late May, when the Branches shall present their progress and financial reports to the general membership. The officers of the Council shall also present their reports at this meeting. |
| | b. | Branches are to be notified of the date and venue of the AGM at least six weeks prior to its being held. So Branch AGMs would have to be before the end of April. |
| 7. EXTRAORDINARY GENERAL MEETING |
| | an Extra-ordinary General Meeting may be convened at the request of the Council or a Branch Committee with the approval of the Council. Notice shall be given at least eight weeks before the proposed meeting in order that each Branch may have the opportunity to debate any problem that may have arisen and of which prior notice has been given. Decisions at such an EGM shall be carried by a simple majority. |
| 8. AMENDMENT OF CONSTITUTION |
| | except for matters dealing with the annual rate of capitation fee, the constitution may be amended by a three quarters majority of the full paid-up membership present and voting at the AGM. Notice of proposed amendments shall be given to the Council before the end of January. No amendments shall be made to this Constitution which would cause the Society to cease to be a charity at law. |
| 9. CAPITATION FEE |
| | each Branch will be levied by the Council, a sum per capita to be paid to the Council treasurer each year by 31 January: this sum will be reviewed annually and presented to the membership at the AGM for approval. A simple majority shall carry the motion. |
| 10. FINANCE |
| | a. | the income and property of the Council, from whatever source derived, shall be applied solely towards the promotion and execution of the objectives of the Society. |
| | b. | the Treasurer shall be responsible for the finances of the Council and shall report and give a brief summary at each meeting. |
| | c. | a balance sheet shall be prepared and audited prior to the AGM and shall be open for inspection at AGM. |
| 11. TRUSTEES |
| | the Council may appoint not less than three persons (and not more than six persons) to hold any property held by or in trust for the Society. |
| 12. DISSOLUTION |
| | the Society may be dissolved by a resolution passed by not less than three quarters of those members present with voting rights either at an AGM or an EGM called for the purpose and for which the appropriate notice has been given in writing. Such a resolution may give instructions for the disposal of any assets held by the Society after all debts and liabilities have been paid. Any assets remaining shall be transferred to some other charitable institution or institutions having objectives similar to those of the Society. |
