Rules

1. Name. The Society shall be called “The Isle of Wight Natural History and Archaeological Society (hereinafter called “the Society”)

2. Objects. The Objects of the Society shall be, for the benefit of the public:

a) To promote the study of Natural History and Archaeology especially in relation to the Isle of Wight

b) To promote in every possible way the conservation of the flora and fauna of the Isle of Wight, and the proper preservation of all objects of special archaeological and geological interest.

3. Ancillary Powers. In furtherance of the foregoing objects, but not further or otherwise, the Society shall have power:

a) To place on record such discoveries and observations of scientific value or interests as may be considered worthy of note.

b) To act in close co-operation with other Charitable Societies and Institutions whose objects or activities are similar to those of the Society.

c) To do all such other things as shall further the attainment of the foregoing objects or any of them.

4. Scope of Activities. In order to attain the objectives listed above, the activities of the Society shall include the making of excursions under leaders or directors; the holding of meetings for exchange of information at which lectures and addresses shall be given, papers read and discussed; the showing of films and slides; the holding of exhibitions; organised field work, and by any other means. The Society shall, at such intervals as may be arranged by the Council, publish Proceedings, in which shall be printed, at the discretion of the Editor, such discoveries and observations as may be considered worth placing on record, and issue and support such periodicals and other publications, as the interests of the Society require.

5. Membership. The Society shall consist of:

a) Ordinary Members: – any person over statutory school leaving age.

b) Family Members: – may include all members of one household.

c) Student Members: – students in full time education.

d) Honorary Members: – by recommendation of the Council and ratified by the Annual General Meeting.

6. Application for Membership. Candidates for ordinary, family or student membership must forward a written application to the Membership Secretary on a form provided, for the purpose and such application will be accepted subject to approval at the next meeting of the Council.

7. Subscriptions. Subscriptions are payable in advance on 1st January each year. New members joining after 31st October, or earlier at the discretion of the Council, may be admitted on the payment of the next year’s subscription only. Such subscriptions for ordinary, family, student and institutional members to be determined by the Annual General meeting of the Society.

8. Benefits. All members may attend general and section meetings of the Society, except where numbers are limited, and use the library. Each member shall receive a copy of the current issue of the Proceedings, I.W.Birds, Bulletins and Notices. In the case of family membership, only one copy of each shall be sent to the family.

9. Resignation of Members. Any member wishing to resign must inform the Membership Secretary before the end of the calendar year for which the subscription has been paid.

10. Expulsion of Members. In the event of a member acting in a manner detrimental to the attainment of the objects of the Society, the Council, after 21 days notice to the member concerned and at a meeting of the Council at which the member shall be entitled to attend and be heard in his or her own defence, shall be empowered to expel such member from the Society, but the member concerned shall have the right of appeal to the Annual General Meeting.

11. Affiliation. Isle of Wight Schools and Colleges may be affiliated to the Society. This will entitle interested pupils under supervision to attend meetings of the Society, and to take part in any of the activities of the Society especially organised for their benefit. Schools shall receive one copy of the Proceedings and have the right to cast one vote at General Meetings. Fees and Conditions of Affiliation for Schools to be at the discretion of the Council.

12. Institutions. Libraries or similar institutions may apply to receive publications of the Society on payment of a subscription as determined by the Council.

13. Officers. The Officers of the Society shall consist of a President, a General Secretary, one or more Assistant Secretaries as required, a Treasurer, an Editor of Proceedings, a Librarian and such other Officers as required from time to time, and approved by the Annual General Meeting. The work of the Officers shall be entirely honorary, and any posts may be combined in one Officer if necessary.

14. Council

a) The affairs of the Society shall be managed by a Council consisting of the Officers for the time being, fifteen elected members, the Official Recorders, a Representative of each of the Sections of the Society, the President Elect, the immediate Past President and the Chair of any Committee established under clause 14(b). The Council shall hold meetings not less than three times a year, and special meetings at such other times as may be found necessary. Twelve members shall form a quorum. The Council shall have the power to invite advisers and observers to its meetings but these advisors and observers shall have no vote.

b) The Council shall have the power to appoint from their own body, with or without the addition of other members, Committees, to which may be delegated such powers and duties as may be laid down by Council in Standing Orders for those Committees, provided that all acts and proceedings of such Committees shall be reported to the Council in due course; provided also that members of such Committees who are not members of the Council shall not exceed a number which is one less than the quorum of such Committees. The quorum of each Committee shall not be less than one third of the total number of members of that Committee.

c) The President, General Secretary and Treasurer shall be ex-officio members of all Committees.

15. Sections. Sections of the Society shall be established as determined by the particular interests of members and approved by Council. Each Section shall elect a Leader or Leaders, who shall be approved by the Council. Each Section Leader will organise a programme of meetings appropriate to that section open to all members of the Society unless limited by numbers.

16. Recorders. The Council may appoint, as required, any members of the Society that they may consider suitable, to act as Official Recorders, and the appointments may be cancelled at the discretion of the Council. The Official Recorders shall be made ex-officio members of the Council. Records submitted to the Society will be interpreted for whatever purpose the Council sees fit, within the objects of the Society, and access to these records by a third party will be controlled by the agreed protocol.

17. Election of Officers and Council. The President shall be elected for one year, but shall be eligible for re-election for a total period not exceeding three consecutive years, after which he or she shall not be eligible for election until one year has elapsed. A President Elect shall be elected at the same time as the new President takes office. Other Officers may be elected and shall retire annually but shall be eligible for re-election. The members of the Council shall be elected for a period of three years, and shall not be eligible for re-election until one year has elapsed. The Council may co-opt any member for any special purpose which may arise in a non-voting capacity. The Council shall have the power to fill any casual vacancy which may occur in its number until the next Annual General Meeting.

18. Vice-Presidents. Vice-Presidents may be elected and shall retire annually, but be eligible for re-election.

19. Meetings. The General Meetings of the Society shall be held from time to time as arranged. A circular shall be sent to each member containing information as to Meetings, Excursions etc., including Section Meetings, to be held during the ensuing session. A Minute Book shall be kept and an account of the proceedings at all business meetings of the Society entered therein.

20. Annual General Meeting. An annual General Meeting shall be held in accordance with the requirements of the Charity Commissioners at which the reports of the Secretary and Treasurer will be submitted for approval, and the election of Officers, Honorary Members, Vice-Presidents and Members of the Council for the ensuing year will take place. Thirty members shall form a quorum.

21. Accounts. The Accounts of the Society shall be audited as required by the Charity Commissioners. Auditors shall be elected at the Annual General Meeting.

22. The Chair at Meetings. The President, or in his or her absence one of the Vice-Presidents, or a member of the Council nominated by the President, shall preside at General Meetings of the Society. In the event of the incapacity of the President, the President-Elect, or a Past President shall act as President until the next Annual General Meeting.

23. Guests. Any member may introduce a guest at any Meeting or Excursion of the Society, but such privilege should not be extended to any one guest on more than two occasions in the course of the same year. Where the numbers for any event are restricted, priority shall be given to members.

24. Alteration of Rules. Alteration of the Rules shall be made only at the Annual General Meeting, and a copy of such proposals shall be sent to each member prior to the meeting. No alteration shall be made which would cause the Society to cease to be a charity at law, and no alterations shall be made to Rule 2, this Rule or Rule 25.

25. Dissolution. Any assets remaining upon dissolution after payment of debts shall not be distributed amongst members but shall be transferred to some other institution having charitable objects similar to those listed in Rule2 as the Council may with the approval of the Charity Commissioners or other authority having charitable jurisdiction determine.