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Constitution

FEN EDGE ARCHAEOLOGY GROUP
CONSTITUTION
 
1 NAME
The name of the society shall be the ‘Fen Edge Archaeology Group’
 
2 AIMS
The aims of the Fen Edge Archaeology Group shall be:

  1. To stimulate public interest in archaeology
  2. To promote further understanding of the archaeology of the Fen Edge area (serving the parishes of Cottenham, Waterbeach, Landbeach, Willingham and Rampton)
  3. To pursue this end by means of fieldwork, lectures, workshops and visits

 
3 MEMBERSHIP

  1. Membership shall be open to all who are interested in the aims of the Group and who pay an annual subscription
  2. Membership shall lapse if the subscription is unpaid six months after it is due
  3. The committee may agree to temporary membership at a reduced subscription for participation in particular events or activities only

 
4 ANNUAL SUBSCRIPTIONS
The amount and dates for payment of annual subscriptions shall be set by the First General Meeting and reviewed at Annual General Meetings. Subscriptions shall be collected annually by the Committee.
 
5 MEETINGS

  1. The Inaugural and First General Meeting will agree a constitution and the first Annual General Meeting will take place at a date to be agreed in November 2009
  2. An Annual General Meeting shall be held each year after the first General Meeting at a date agreed at the previous General or Annual General Meeting
  3. The Committee shall call such other meetings as it sees fit

 
6 COMMITTEE AND OFFICERS 

  1. Nominations for the election of officers shall be made at or before the First and Annual General Meetings
  2. Such nominations shall be supported by a seconder and the consent of the proposed nominee must first have been obtained 
  3. The election of officers shall be completed prior to the election of further Committee members
  4. The officers of the Fen Edge Archaeology Group shall be: 
    • Chairman
    • Honorary Secretary
    • Honorary Treasurer
    • Events Coordinator

all of whom shall relinquish their office every year and shall be eligible for re-election at the Annual General Meeting, except that the Chairman shall not hold office for more than three years consecutively

  1. The Committee shall have a maximum of eight elected members. The Committee shall have power to co-opt additional members
  2. The Committee shall have the responsibility for managing the affairs and activities of the Group, shall keep a record of its decisions and shall make that record available to members
  3. The Committee shall hold meetings as and when it sees fit but at least once each year
  4. The Committee shall govern its own procedures

 
7 ANNUAL ACCOUNTS
a. At its Annual General Meeting, the Group shall appoint one of its members, who is not a committee member, to examine its accounts
b. The nominated person shall be asked to endorse the accounts
 
8 HONORARY PRESIDENT

  1. The Committee, after consultation with members, may appoint an Honorary President. Any appointment will be for a period of three years
  2. The Honorary President may be re-appointed for further periods of three years
  3. The Honorary President will be given honorary membership of the Fen Edge Archaeology Group and will be entitled to attend any meeting of the Group or of the Committee

 
9 AGM
At each Annual General Meeting the Group will:

  1. Elect or re-elect its officers and committee members
  2. Agree the amount of the annual subscription
  3. Consider and approve, if appropriate:
    1. recommendations by the Committee of projects to be undertaken or supported in the following year or years
    2. reports of ongoing and completed projects
    3. a report from the Honorary Treasurer on the Group’s audited accounts

 
10 VOTING

  1. Unless the Committee proposes otherwise, all motions to be voted on at an Annual General Meeting shall be determined by a show of hands
  2. A motion, other than a motion to amend the Constitution, shall be carried if supported by a majority of members present at the meeting
  3. A motion to amend the Constitution shall be carried if supported by a majority of all members
  4. The Chairman shall, if necessary, have a second, or casting, vote

 
11 FINANCE

  1. An account shall be opened in the name of the Fen Edge Archaeology Group at a Bank or Building Society, to be agreed by the Committee, into which account monies received on behalf of the Group shall be paid by the Treasurer or other responsible person
  2. All cheques for the payment of expenses shall be signed by any two of the Chairman, Honorary Treasurer and Honorary Secretary
  3. The Committee shall have power to make appeals, solicit donations and canvas monies for carrying out the objects of the Group
  4. The Committee shall, out of the monies received by the Group, pay all proper expenses of administration and management of the Group and shall use the residue of such monies as the Society thinks fit for or towards the aims of the Group

 
12 DATA PROTECTION

  1. For the purposes of the data protection regulations, the Committee shall act as the Data Controller and Data Processor.
  2. Data kept by FEAG and the purpose.
    The purpose of keeping the following data is to inform all who consent about events, activities, and other matters likely to be of interest and to manage, monitor and report on FEAG’s activities:
     
    • Non-member personal data (name, email address, consent to share name & email address with members of the FEAG circulation list).
    • Personal data provided by the member (e.g. name, address, telephone number, email address, consent to share name & email address with members of the FEAG circulation list). Most of these personal data are stored on paper membership forms as well as contact information in the FEAG email account. The email account is password protected. The forms are kept in locked storage by the membership secretary.
    • Meeting attendance. These data are stored in the attendance record book. Statistical summaries of these data will be made for each year and the paper records subsequently destroyed.
    • Event attendance (records related to interest in participation and participation will be destroyed once the event has taken place),
    • Field work records (records related to interest in participation, participants’ health and participants’ next of kin will be destroyed once the practical field work has been completed); records related to participation will be destroyed once the report has been completed). The context sheets and other field records (which contain names and/or initials) will be retained for ten years after completion of the report.
    • Workshop notebooks containing the names of those who carried out work will be retained for ten years after completion of the relevant report.

     
     
    Consent
     

    • Informed consent of members will be gained as part of the membership application process or the annual membership renewal process.
    • Informed consent of others on the mailing lists will be checked at the adoption of the Data Protection Policy and every three years thereafter (apart those who supply services and for whom FEAG uses only work email addresses). Data relating to anyone who does not respond within a reasonable period to attempts to gain informed consent will be deleted from the emails list three years after the last contact from them. 
    • Temporary members will be treated in the same way as annual members

     
     
    Review of Data Kept and Data Protection Policy
     
    This will be undertaken periodically by the committee and a report made to the AGM.
     

  3. The Committee may delegate the responsibilities of the Data Processor to one of its members

 
13 DISSOLUTION
 
If, by resolution of its committee or, if there is no committee, in a group of its then members, it is decided that it is necessary or advisable to dissolve the Fen Edge Archaeology Group, they shall call a meeting of all members, giving not less than 21 days' notice and stating the terms of the resolution to be proposed. If the proposal is confirmed by a two-thirds majority of those present and voting, the officers or, if none, the members, shall have power to realise any assets held by or on behalf of FEAG. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other amateur, voluntary or community archaeology group, with aims similar to FEAG’s aims, as the members may determine or, if that cannot be done, shall be applied for some other purpose, as determined by the council for the time being of the Cambridge Antiquarian Society or its successor body.
 
__________________________________________________
Adopted 26.11.08
Amended at AGM November 2009
Amended at AGM November 2011
Amended at AGM November 2012
Amended at AGM November 2018
 

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