Hertfordshire Geological Society Governing Document
(as approved at the Annual General Meeting March 2004)
The aim of the society shall be to advance the study of geology and related sciences with particular reference to Hertfordshire.
The society shall foster a wider appreciation of the geology of Hertfordshire, promote geological fieldwork in accordance with Codes of Geological Fieldwork operating at the time, encourage the conservation and recording of sites of geological interest in the county, and assist in maintaining them if necessary.
To further these aims the society shall hold Lecture Meetings and Field Meetings. Annual General Meetings shall also be held so that minutes of previous meetings and annual reports can be presented by the Secretary and Treasurer, and elections held for President and committee. The committee shall meet at least once a year.
The management of the society shall be vested in a President and committee consisting of the following four officers: Chairman, Secretary, Field Secretary, Treasurer; and four ordinary members. No officer or committee member may receive benefit in money or in kind from the society.
The President is to be nominated every two years by the retiring committee and elected at the Annual General Meeting.
The officers and ordinary committee members are to be elected annually at the Annual General Meeting. Any officer or ordinary member may be nominated and seconded by any other member or student member. The committee shall have the power to co-opt any member or student member.
The membership shall consist of members and student members. Student members are defined as members of any age undergoing full-time education.
Any person wishing to become a member shall apply to the Treasurer, and the application shall be accompanied by one year’s subscription. Casual visitors to meetings who are not members shall be asked to pay a fee decided annually in advance by the committee.
All members and student members shall receive due notice of Annual General, Lecture and Field Meetings of the Society, and shall be entitled to vote at any meeting.
The committee shall have powers to raise funds by inviting and receiving subscriptions and other contributions from members and by selling publications.
The committee shall have power to invest the funds of the society in any Building Society or bank deposit account or the National Savings Investment Account. Any account must be in the name of the Hertfordshire Geological Society, and cheques drawn on the account must be signed by any one of the following: Treasurer, Secretary, Field Secretary or Chairman.
The committee shall have the power to hire rooms for meetings, and pay the expenses of speakers or leaders of field meetings who are not members.
The annual subscription for members and student members shall be agreed at the Annual General Meeting on the recommendation of the Treasurer. Senior citizen and family subscription rates shall also be decided.
Members who are more than 12 months in arrears with their subscription shall cease to receive the privileges of membership.
The Treasurer shall keep full accounts, which shall be audited annually by an auditor appointed at the previous Annual General Meeting, and then presented at the following Annual General Meeting. The accounting year shall be from January 1 to December 31. When approved, a copy of the annual accounts shall be stored by the Secretary with the minutes for each Annual General Meeting.
No rule shall be changed except by a two-thirds majority of the members present and voting at an Annual General Meeting or Special General Meeting convened for the purpose.
The committee may at any time convene a Special General Meeting, and is required to do so upon receipt of a requisition signed by not less than 12 members. Notice of such a meeting stating its purpose shall be sent to each member at least 21 days before the meeting. No business shall be conducted at a Special Meeting except that for which it is convened.
If the committee decide that it is advisable to dissolve the society, they shall call a Special Meeting with at least 21 days’ notice. If the proposal is confirmed by a two-thirds majority of those present and voting, the committee shall have the 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 to The Geologists’ Association or another organisation having aims similar to the society as the members may determine.