This is the constitution of the Home Service Military Heritage Society which was adopted at Annual General Meeting held on 24 April 2008 at Dungannon.

An email, clearly identifying the sender as a full member of the Society, sent to the Society's published email addresses (see "Contact us" link) will be accepted as meeting the requirement in the constitution as having been received "in writing" by the Honorary Secretary provided it is received in accordance with the time specified in the relevant clause.

Constitution of The Home Service Military Heritage Society 

This constitution was formally adopted on the 24th day of April 2008 by the members of the Society in an Annual General Meeting. 

SIGNED: ___________________

(Chairperson)                           

 ____________________

(Secretary) 

1. NAME

The name of the Society is The Home Service Military Heritage Society (hereinafter called "the Society"). 

2. ADMINISTRATION

Subject to the matters set out below the Society and its property shall be administered and managed in accordance with this constitution by the members of the Management Committee, constituted by clause 5 of this constitution ("the Committee"). 

3. OBJECTS

3.1 The Society is established to advance education and promote the benefit of the people of Northern Ireland without distinction of age, gender, disability, sexual orientation, nationality, ethnic identity, political or religious opinion, by associating the statutory authorities, community and voluntary organisations and the inhabitants in a common effort to advance education, with the object of improving the conditions of life for the said inhabitants and in particular:

a) to advance education about the military history, culture and heritage of the area of benefit, and in particular the works of the Ulster Defence Regiment and the Royal Irish Regiment;

b) to carry out research into local military history by collecting and recording artefacts and information, and in particular forming an archive of the works of the Ulster Defence Regiment and the Royal Irish Regiment;

c) to educate the general public by promoting awareness of, and research into, the military history, photography, culture and heritage of the area of benefit.

3.2 POWERS

In furtherance of the above objects, but not further or otherwise, the Society may:

a) Provide, assist in providing or secure the provision of educational facilities and practical assistance for elderly people and people with disabilities or infirmities or facilities for the benefit of the general public in the area of benefit;

b) provide, maintain and equip or assist in the provision, maintenance and equipment of premises and facilities designed to carry out the objects of the Society;

c) promote and carry out, or assist in promoting and carrying out research, surveys and investigations and publish the useful results thereof;

d) organise or assist in organising meetings, lectures, classes and exhibitions, and publish or assist in publishing reports, periodicals, recordings, books or other documents or information;

e) obtain collect and receive money by way of grants, donations, bequests, legacies or other lawful method PROVIDED that the Society shall not undertake any permanent trading activities and shall conform to any relevant requirements of the law;

f) purchase take on lease or in exchange, hire or otherwise acquire any real or personal property and any rights and privileges necessary for the promotion of the above objects and construct, maintain and alter any buildings or erections which the Society may think necessary for the promotion of its objects;

g) make any regulations for any property which may be so acquired;

h) subject to any consents as may be required by law, sell, let, mortgage, dispose of or turn to account all or any of the property or assets of the Society with a view to the furtherance of its objects;

i) subject to such consents as may be required by law receive money on deposit or loan and borrow or raise money in such a manner as the Society shall think fit and to charge all or any part of the property of the Society with repayment of money so borrowed;

j) invest the moneys of the Society not immediately required for the furtherance of the said objects in or upon such investments, securities or property as may be thought fit, subject nevertheless to such conditions (if any) as may for the time being be imposed or required by law;

k) recruit and train volunteers with relevant skills to carry out the objects of the Society;

l) employ and pay any person or persons, NOT being a member of Committee to supervise, organise and carry on the work of the Society and make all reasonable and necessary provision for the payment of remuneration to employees;

m) promote and organise co-operation in the achievement of the above objects and to that end to work in association with local authorities and voluntary organisations engaged in the furtherance of the above objects in the area of benefit;

n) establish and support, co-operate with, join or amalgamate with any charitable trusts, associations or institutions formed for all or any of the above objects;

o) do all such other lawful things as may be necessary for the attainment of the above objects or any of them;

4. MEMBERSHIP

4.1 Membership of the Society shall be open to the following, irrespective of ethnic identity, disability, age, gender, political party, nationality, sexual orientation, marital status, or religion:

a) People in the area of benefit who support the objects of the Society and whose applications for membership are accepted by the Committee; such members shall be called Individual Members and shall be entitled to vote at meetings of the Society. Those aged 18 and over shall be eligible to be nominated for election to the Committee;

b) Organisations within the area of benefit, whether voluntary or statutory may upon application to and with the approval of the Committee be admitted as Affiliated Members, and such approval shall not be unreasonably withheld;

c) Well-wishers anywhere or persons who, in the opinion of the Committee, have special knowledge or experience to offer to the Society; such members shall be called Associate Members and shall NOT have the right to vote at meetings of the Society;

4.2 Affiliated Members shall each be entitled to be represented at meetings of the Society by a duly authorised representative with power to vote on behalf of the Affiliated Member.

4.3 The Committee shall fix the rate of annual subscription appropriate to each category of membership, and shall have the right for good and sufficient reason to terminate the membership of any member provided that the member concerned shall have the right to be heard by the Society in a General Meeting before a decision is made.

5. MANAGEMENT COMMITTEE

5.1 The Committee shall meet not less than 4 times a year and shall consist of not less than 8 people elected at an Annual General Meeting. Management committee members will automatically become individual members of the Society upon election to the committee if they were not individual members before their election onto the committee.

a) Nominations from full members of the Society for members of the Committee must be in writing, and must be in the hands of the Honorary Secretary of the Society at least 7 days before the Annual General Meeting hereinafter mentioned.

b) If the number of nominations exceeds the number of vacancies, election shall be by ballot of the members of the Society present and voting at an Annual General Meeting. The nominees for any vacancy shall leave the room while voting takes place.

c) If the number of nominations is less than the number of vacancies, further oral nominations may with the approval of the Annual General Meeting be invited from members present and voting at the said Annual General Meeting.

5.2 The Committee elected at an Annual General Meeting shall have the power to co-opt further members to fill any casual vacancy arising on the Committee, who shall be Individual Members and who shall serve until the conclusion of the next following Annual General Meeting PROVIDED that the number of co-opted members shall not exceed one-third of the total membership of the Committee. Co-opted members shall have the right to vote.

5.3 The Chairperson, Vice Chairperson, Secretary and Treasurer, who shall be the Honorary Officers of the Society, shall be full Individual Members of the Society, and shall be elected annually by and from the members of the Committee at their first meeting following the Annual General Meeting.

5.4 Any member of the Committee who fails to attend 4 consecutive Committee meetings without reasonable excuse shall lose her/his place on the Committee which may be filled by co-option in accordance with Clause 5.2 above.

5.5 The Trustees (if appointed for the purpose of holding property in their own names on behalf of the Society) shall be notified of and shall be entitled to attend all meetings of the Committee but without the power to vote.

6. FUNCTIONS OF THE COMMITTEE

6.1 The Committee may make such regulations as they consider appropriate for the efficient conduct of the business of the Committee and the Society.

6.2 The Committee may appoint such staff NOT being members of the Committee as they consider necessary on such terms and conditions as they may determine.

6.3 The Committee may appoint such sub-committees, advisory groups or working parties of their own members and other persons as they may from time to time decide necessary for the carrying out of their work, and may determine their terms of reference, duration and composition. All such subcommittees shall report back fully and promptly.

6.4 The proceedings of the Committee shall not be invalidated by any failure to elect or any defect in the election, appointment, co-options or qualification of any member.

7. CHAIRING MEETINGS

All meetings of the Society or of the Committee or of any of its subcommittees shall be presided over by its Chairperson failing whom its Vice-Chairperson, if one has been appointed. If neither the Chairperson or Vice-Chairperson are present, those present may elect one of their number to take the Chair. The Chairperson of any meeting shall have a second or casting vote.

8. FINANCE

8.1 All moneys raised by or on behalf of the Society shall be applied to further the objects of the Society and for no other purpose PROVIDED THAT nothing herein contained shall prevent the payment of legitimate out of pocket expenses to members of the Society engaged upon the approved business of the Society.

8.2 The Honorary Treasurer shall keep proper accounts of the finances of the Society.

8.3 The financial year of the Society shall run from l April to 3l March.

8.4 The accounts shall be audited by an auditor or auditors appointed by the Annual General Meeting OR examined by any independent person who shall be appointed at the Annual General Meeting.

8.5 An annual statement of accounts for the last financial year shall be submitted by the Committee to the Annual General Meeting.

8.6 A bank account shall be opened in the name of the Society with -------------------------------- or with such other bank as the Committee shall from time to time decide. The Committee shall authorise in writing the Honorary Treasurer and 2 members of the Committee to sign cheques on behalf of the Society. All cheques must be signed by not less than 2 of the 3 authorised signatories.

9. TRUST PROPERTY

The Society may appoint and may terminate the appointment of not less than 3 people to act as Trustees for the purpose of holding any moneys or property belonging to the Society. The title to all or any such real and/or personal property which may be required by or for the purposes of the Society shall be vested in the Trustees who shall hold such property in trust for the Society. The Trustees shall act under the instructions of the Committee who shall, subject to the approval and consent of the Society as determined by a General Meeting, have power to fill vacancies among the Trustees.

10. ANNUAL GENERAL MEETING

10.1 An Annual General Meeting of the Society shall be held at such place and time (not being more than l5 months after the holding of the preceding Annual General Meeting) as the Committee shall determine. The Annual General Meeting will be held between 1 April and 1 July each year.

10.2 At such Annual General Meeting the business shall include the following:

a) the election of members to serve on the Committee;

b) the appointment of an auditor or auditors OR an independent person to examine the annual accounts;

c) the consideration of an Annual Report of the work done by or under the auspices of the Committee;

d) the consideration of the annual accounts;

e) the transaction of such other matters as may from time to time be considered necessary.

11. SPECIAL GENERAL MEETINGS

The Committee may at any time at its discretion and shall upon a requisition signed by not less than 4 members having the power to vote and giving reasons for the request, call a Special General Meeting of the Society for the purpose of altering the constitution in accordance with Clause 13 hereof or of considering any matter which may be referred to them by the Committee or for any other purpose.

12. RULES OF PROCEDURE AT ALL MEETINGS

Voting

12.1 Subject to the provisions of Clause 13 hereof all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote thereat. In case of an equality of votes the Chairperson shall have a second or casting vote.Minutes

12.2 Minute books shall be kept by the Committee and all other subcommittees and the appropriate Secretary shall enter therein a record of all proceedings and resolutions.

Quorum

12.3 The quorum at General Meetings of the Society shall be 30% of the membership and at meetings of the Committee shall be 60% or such other number as the Committee may from time to time determine.

Standing Orders

12.4 The Committee shall have power to adopt and issue Standing Orders and/or Rules for the Society. Such Standing Orders and/or Rules shall come into operation immediately PROVIDED ALWAYS THAT they shall be subject to review by the Society in General Meeting and shall not be inconsistent with this constitution.

13. ALTERATIONS TO THE CONSTITUTION

13.1 Any alterations to this Constitution shall receive the assent of not less than two-thirds of the members of the Society present and voting at the Annual General Meeting or a meeting specially called for the purpose PROVIDED THAT notice of any such alteration shall have been received by the Honorary Secretary in writing not less than 21 clear days before the meeting at which the alteration is to be brought forward.

13.2 At least 14 clear days notice in writing of the meeting setting forth the terms of the alteration to be proposed shall be sent by the Honorary Secretary to each member of the Society PROVIDED FURTHER THAT no alteration shall be made which would cause the Society to cease to be a charity at law.

14. DISSOLUTION

14.1 If the Committee by a simple majority decide at any time that on the grounds of expense or otherwise it is necessary or advisable to dissolve the Society they shall call a meeting of all members of the Society who have the power to vote of which meeting not less than 21 days notice (stating the terms of the Resolution to be proposed thereat) shall be given.

14.2 If such decision shall be confirmed by a simple majority of those present and voting at such meeting the Committee shall have power to dispose of any assets held by or in the name of the Society.

14.3 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 Committee may decide.

15. INDEMNITY AND INSURANCE

15.1 The Society must insure to their full value against any foreseeable risk all the property of the Society (except those buildings that are required to be insured by a tenant). The Society must also insure suitably in respect of public liability and employer’s liability and take out other insurance policies to protect the Society when required.

15.2 The Society may purchase indemnity insurance for the Management Committee members against any liability that by virtue of any rule of law would otherwise attach to a Management Committee Member or other officer in respect of any negligence, default breach of duty or breach of trust of which he or she may be guilty in relation to the Society but excluding:

i) fines;

ii) costs of unsuccessfully defending criminal prosecutions for offences arising out of the fraud, dishonesty or wilful or reckless misconduct of the Management Committee Members or other officer;

iii) liabilities to the Society that result from conduct that the Management Committee Members or other officer knew or must be assumed to have known was not in the best interests of the Society or about which the person concerned did not care whether it was in the best interests of the Society or not.