Caithness Field Club

Caithness Field Club Bulletin
2002

At the AGM held in April 2000, it was pointed out that although the Field Club offered Family Membership, no provision was made for this in the Constitution, which allowed only Adult and Junior Membership. After discussion the meeting agreed that the Constitution should be amended to allow family Membership to be offered, and that until then the existing, but unconstitutional, arrangements for Family Membership should continue. During the discussion several other issues regarding the Constitution were raised, the most important being a query about disposal of assets should the Club disband. As the Constitution had last been revised in 1974, the meeting agreed that the Management Committee should review the existing Constitution with particular regard to the items raised at the 2000 AGM and bring proposals for a revised Constitution to the 2001 AGM.

At the 2001 Field Club AGM the proposed Constitution was presented to the Meeting and the reasons underlying the changes explained by Calum MacKenzie who, on behalf of the Committee, recommended them to the Meeting and proposed the adoption of the revised Constitution. No objections were raised and the Meeting accepted the revised Constitution.

The revised constitution is reproduced below.
All members will have ready access to a copy.

The 1974 version of the Constitution was published in Caithness Field Club Bulletin Vol. 4 No. 5, April 1987.

CAITHNESS FIELD CLUB CONSTITUTION
As revised at the AGM held in April 2001

Objects
1. The aim of the Caithness Field Club is to promote an interest in the local history, natural history and archaeology of the Northern Highlands and Islands of' Scotland, especially in the County of Caithness.

Management of the Club.
2. The affairs and property of the club shall be managed by a Committee comprising:
the Chairman
the Vice Chairman
the Secretary
the Treasurer
three ordinary members, elected
up to three ordinary members, co-opted (optional)

3. Any other person may, at the invitation of the committee, attend meetings of the committee in an advisory and non-voting capacity.

4. The quorum at a committee meeting shall be four members. The committee will decide issues by an open vote. Each member of the committee shall have one vote. The Chairman shall also have a casting vote.

5. The committee shall use its powers of co-option mainly to balance the range of interests and skills represented on it so that they reflect the aims of the club and the interests of the members.

6. The committee shall meet at such times and places as the Chairman shall determine, or in the absence of the Chairman as the Vice-Chairman shall determine.

The Posts of Honour
7. The committee may invite any person to be Honorary President of the Club. The post carries no executive powers or responsibilities.

8. The committee may invite a total of six persons to be Honorary Vice Presidents of the club. The post carries no executive powers or responsibilities.

The Post of Chairman
9. The Chairman shall convene meetings of the Management Committee and general meetings of the club as and when necessary, and ensure such meetings are convened and conducted in accordance with this Constitution.

The Post of Secretary
10. The Secretary shall carry out the normal secretarial duties of the club as directed by the committee.

11. The committee may appoint one or more Assistant Secretaries to assist the Secretary in any way that the committee shall direct.

The Post of Treasurer
12. The Treasurer shall administer the finances of the club as directed by the committee.

13. The club's banking account shall be in the name of the club. The withdrawal of funds from the account shall be arranged to require the signature of two of the club's officers.

14. The Treasurer shall present audited accounts to the Annual General Meeting of the club for approval by the meeting.

15. The Treasurer shall maintain a register of the names and addresses of the members.
Editor

16. The management committee may appoint an Editor to arrange the editing and publication of any material approved by the committee.

Membership
17. Membership shall be open to all persons. There are three categories of membership.- Ordinary Membership (open to all persons), Family Membership and Junior Membership.

18. Family Membership shall be available for one or two adults and any children eligible for Junior Membership, all residing at the same address.

19. Junior members shall be 16 years of age or younger. They will cease to be junior members on the 30th day of April subsequent to their 16th birthday. Junior members younger than 11 years old may only participate in club activities under the direct supervision of a parent or guardian, unless specifically exempted by the committee.

Annual Subscription
20. The Annual Subscription shall be an amount recommended by the committee and approved by the members at a General Meeting.

21. Annual subscriptions are payable on the first day of May each year.

22. New members joining the club between the first day of' January and the first day of' May will not be liable for a second Annual Subscription until the first day of' May in the following year.

23. Any member whose subscription shall be in arrears for one year on the first day of May shall cease to be a member.

General Meetings
24. An Annual General Meeting shall be held in the months of' April or May each year at such time and place as the committee shall direct. A quorum shall be 15 members.

25. At the Annual General Meeting--

i) The Chairman shall report on the activities of the past year.

ii) The Secretary shall report on any business of interest.

iii) The Treasurer shall present the audited accounts for approval.

iv) The members shall elect by show of hands

• a Chairman
• a Vice-Chairman
• a Secretary
• a Treasurer

and these shall be the Officers of the club.

v) The members shall elect three ordinary members of the Committee.

vi) The members shall appoint an auditor.

26. The Chairman shall, by direction of the committee, or at the written request of ten members, call a Special General Meeting for the consideration of any business of interest to the club. A quorum shall be 15 members. Such a meeting shall be convened not more than 28 days from receipt of the written request.

27. Prominent public notice of any General Meeting shall be made at least seven days before the date of the meeting.

Meetings
28. The committee will organise a programme of' at least one lecture or similar activity each month from October to April, and at least one outing each month from May to September.

29. Each meeting will be open to any member to attend except that where there is a need to limit total numbers this will be done in strict order of application to attend.
Disbandment

30. Should the club cease to function, the last elected committee shall dispose of the club assets to such organisation or organisations as in its judgement best meets the objects of the Caithness Field Club as stated in paragraph one of this constitution.

Constitution
31 No alteration shall be made to this constitution except at a General Meeting. Not less than two-thirds of the votes of those present must be in favour of the change before any alteration is made.

32. If a change to the constitution is proposed then the public notice (see paragraph 27) shall state that "a change to the constitution is proposed". The Secretary shall then inform any member who enquires what changes are proposed.

33. In this constitution, words denoting the single number shall include the plural and vice versa. Words denoting the masculine gender shall also include the feminine gender.