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Membership
Membership is open to anyone, either by paying an annual subscription of £12 or by paying a fee of £3 on each attendance. The annual subscription will increase to £15 from April 2025.
All persons interested in supporting the Objects of the Society shall, provided that they agree to abide by this constitution and any conditions properly imposed by the Committee, be admitted to membership upon payment of the annual subscription as determined by the Committee and agreed by the membership at the Annual General Meeting.
The Committee may terminate membership of any member if:
(i) there is any money owed to the Society in respect of membership or other fees after a time lapse of three months or such other period as shall be agreed by the Committee.
(ii) that member acts in a way which is prejudicial to the Society or brings it into disrepute. PROVIDED THAT the individual concerned shall have the right to be heard by the Committee before a final decision is made.
Honorary Life Membership can be conferred on a member in recognition of exceptional services to the Society. Such Membership must be agreed by the Committee and put before the general membership for approval at the Annual General Meeting. Honorary Life Members should not exceed 2% of the Society’s membership.
Constitution
Constitution
- NAME
The name shall be THE SUDBURY HISTORY SOCIETY
- OBJECTS
The objects of the Society are to sponsor and encourage an interest in History, especially relating to Sudbury (Suffolk) and district.
In furtherance of the above the Society may publish or purchase books, pamphlets, leaflets, films, videos and other instructional matter and organise lectures and seminars and other events.
- MEMBERSHIP
3.1 All persons interested in supporting the Objects of the Society shall, provided that they agree to abide by this constitution and any conditions properly imposed by the Committee, be admitted to membership upon payment of the annual subscription as determined by the Committee and agreed by the membership at the Annual General Meeting.
- 2 The Committee may terminate membership of any member if: –
(i) there is any money owed to the Society in respect of membership or other fees after a time lapse of three months or such other period as shall be agreed by the Committee.
(ii) that member acts in a way which is prejudicial to the Society or brings it into disrepute. PROVIDED THAT the individual concerned shall have the right to be heard by the Committee before a final decision is made.
3.3 Honorary Life Membership can be conferred on a member in recognition of exceptional services to the Society. Such Membership must be agreed by the Committee and put before the general membership for approval at The Annual General Meeting. Honorary Life Members should not exceed 2% of the Society’s membership.
- MANAGEMENT
4.1 The Management of the Society shall be vested in a Committee consisting of elected members whose duty it shall be to carry out its general policy and to provide for the administration, management and control of the affairs and property of the Society.
4.2 (i) The Committee shall consist of at least five and not more than ten members (excluding those who are co-opted) including the principal officers (Chairman, Vice Chairman, Secretary and Treasurer)
(ii) Not more than two ordinary members may be co- opted to the Committee, they shall have full voting rights and their term of office shall expire at the next following Annual General Meeting.
4.3 (i) Officers may serve for a period of three years and other Committee members for a period of one year. Retiring Officers and Committee members may stand for re-election provided that no-one may hold the office of Chairman or Vice-Chairman for more than three consecutive years without an intervening period of at least one year, except that a retiring Vice-Chairman may stand immediately for the post of Chairman.
(ii) Committee members may resign office by giving not less than twenty-one days notice in writing to the Secretary or Chairman. The Committee has power to fill casual vacancies from the membership. Such an appointee shall complete the term of service of the member they are replacing and shall be eligible for re-election.
4.4 (i) The election of members of the Committee who will hold office for one year shall be held by ballot at The Annual General Meeting. The election of Officers serving three years shall take place at the appropriate Annual General Meeting.
(ii) Nominations to the Committee duly agreed by the nominee shall be proposed and seconded and delivered in writing to the Secretary at a date specified by the Committee.
(iii) The newly elected Committee shall take office immediately after the conclusion of the Annual General Meeting. The newly elected Chairman shall take office immediately upon election. During the election for a Chairman the meeting shall be chaired by the Vice-Chairman or by a retiring Committee member or a person nominated by the meeting.
4.5 (i) There shall be no less than four Committee meetings a year.
(ii) At Committee meetings matters shall be decided by a simple majority of votes of Committee members present. In the case of an equality of votes the Chairman shall have a second or casting vote.
(iii) The quorum for any Committee meeting shall be three or one third of the Committee whichever is the greater.
(iv) Special Committee meetings may be called at any time by the Chairman or by any two members of the Committee upon seven clear days notice being given to all the Committee members of all the matters to be discussed.
(v) The Committee may appoint sub-committees to which it may from time to time, and for such time as it determines, delegate the transaction of such matters and the performance of such acts as it thinks fit and the Committee shall exercise supervision over the proceedings and acts of such sub-committees. Sub-committees shall report back to the Committee as soon as possible on actions taken under delegated powers. (vi) The proceedings of the Committee shall not be invalidated by any defect in the appointment, election or cooption of any member of any committee or sub-committee.
(vii) The Secretary shall ensure, if necessary by appointing a stand-in, that minutes are kept of all Sub-committee, Committee and Annual or Extraordinary General Meetings.
- ANNUAL AND SPECIAL GENERAL MEETINGS
5.1 The Annual General Meeting shall be held once in each year and not later than fifteen months after the preceding Annual General Meeting.
5.2 At least twenty-one days notice shall be given in writing to all members.
5.3 A quorum shall be 20% of the paid up members.
5.4 The business of the Annual General Meeting shall include: –
(i) Receiving and approving the Annual Report
(ii) Receiving and approving the examined accounts.
(iii) The election of officers and members of the committee
(iv) Appointing an examiner for the accounts
(v) Considering proposals to alter the Constitution subject to the requirements of Clause 9.
(vi) Considering any other business, which has been published in the Agenda.
5.5 (i) A special General Meeting of the Society may be convened at any time by a resolution of the Committee or upon a requisition signed by one fifth or more of the members stating the object of the meeting.
5.5 (ii) A meeting held on such a requisition shall be called by the Secretary giving the other members l4 days notice of such a meeting. .
5.5 (iii) There shall be a quorum when 20% of members are present.
5.6 The Chairman of the Society shall be the Chairman of any Committee or General Meeting at which he/she is present. In his/her absence the members shall elect a Chairman for the meeting. The chairman of the meeting shall have a casting vote.
5.7 Accidental omission to give notice to any member shall not invalidate the proceedings of any General Meeting.
- FINANCE
6.1 All the income and property of the Society shall be applied solely to the Objects of the Society and none of it shall be paid or transferred in any way to its Committee members provided that nothing herein shall prevent the payment in good faith of reasonable and proper remuneration to any officer or servant of the said Society and repayment of reasonable and proper out-of-pocket expenses to members or Committee members incurred in the course of the work of the Society.
A bank or building society account shall be opened in the name of ‘The Sudbury History Society’ and withdrawals shall be made on the signatures of two principal officers.
6.2 (i) The Society shall have power to collect and accept donations and to issue appeals for donations and to raise money by bequest and otherwise to further the Object of the Society.
6.2(ii) Any money raised and received may be retained by the Society and be used at the discretion of the Committee. However, any funds raised for a particular project or cause, albeit furthering the Object of the Society shall be used for that project or cause only and on completion any surplus of funds should revert to the Society’s general funds.
6.3 The financial year of The Sudbury History Society shall end on the 31st March in each year and not more than eight weeks later the Annual General Meeting shall be convened for the purpose of receiving the Annual Report and examined accounts.
6.4 The Committee may appoint employees either permanently or on a fixed term contract, who are not members of the Committee as may from time to time be necessary for carrying out the work of the Society and may fix their terms and conditions of employment.
6.5 All proper costs, charges and expenses incidental to the management of the Society may be defrayed from the funds of the Society.
6.6 The Treasurer shall keep accounts of all the monies received and expended on behalf of the Society and shall prepare and publish such accounts duly examined at the Annual General Meeting. All monetary transactions shall be made through properly authorised accounts in accordance with the directives of the Committee
6.7 No Committee member shall be chargeable or responsible for loss caused by anything or act done or omitted to be done by him/her or by any other Committee member, provided reasonable supervision be exercised over any such agent, or by reason of any mistake or omission made in good faith by any Committee member or by reason of any other matter or thing other than wilful and individual fraud or wrongdoing or wrongful omission on the part of the Committee member who is sought to be made liable.
- PROPERTY
Any equipment of The Sudbury History Society should be recorded and covered by insurance and shall be deemed to be held jointly by all members of the Committee on behalf of the Society.
- POWERS OF THE COMMITTEE
All matters not provided for in this constitution relating to the Society and not involving an amendment to this constitution shall be dealt with by the Committee.
- ALTERATION TO THE CONSTITUTION
The provisions of this constitution other than clause 2 and 10 and this clause may be amended with the assent of not less than two thirds of the membership present and voting at the Annual General Meeting of the Society. Twenty-one clear days notice shall be given to the members stating the intention to put forward such a resolution.
- DISSOLUTION
The Sudbury History Society may at any time be dissolved by a resolution passed by a three quarters majority of those present and voting at any meeting of the Society of which at least twenty-one days notice stating the intention to put forward such a resolution shall have been sent to all members of the Society. If any assets remain after the satisfaction of all debts and other liabilities, such assets held by or in the name of The Sudbury History Society shall be transferred or made available to any other society or institution whose Objects are similar or close to those of The Sudbury History Society.
- TUTORS AND LECTURERS
Tutors or lecturers from within the membership are expected to offer their services free in the interest of the Society at the monthly meetings. However, the copyright of original research material and notes used by them shall be retained by them and shall not be the property of the Sudbury History Society. Likewise, any member who provides on request such visual aids as photographic pictures or slides shall be recompensed and the copyright shall be theirs.
Committee
Committee (2024-2025)
Chair: Joan Garner
01787 311 092
joan.garner1@btinternet.com
Vice Chair – Vacant
Hon Secretary: Sally Card
07747 893 229
wonder.mum@gmail.com
Hon Treasurer: Ann Spiller
01787 372 636
6 Bulmer Road, Sudbury CO10 1DE
Other Committee Members:
Mary Ford, 01787 377 614
Valerie Simpson, 01787 312 177
When we meet
When we meet
Meetings of Sudbury History Society are held on the second Wednesday of each month at 10am until 12noon in The Granary in Quay Lane Sudbury.
The meeting consists of a talk or lecture given by either the Chairman or guest speaker, followed by a general discussion.
Tea or Coffee is served after the main meeting.
In some months, an excursion is organised to Historical sites, Museums or a Gallery, usually on a Friday or Thursday in the second half of the month . Although this is subsidised by the Society, there is additional cost.
In August there is an out door ‘alfresco lunch’ at a local country venue.
At the December meeting a ‘Yuletide’ celebration is held which only full members are eligible to enjoy.
How to join
How to join
Come along to any meeting (except the December) and pay the annual subscription of £12, or attend as many adhoc meetings as you wish at a cost of £3 per meeting until you decide you wish to become a full member and pay the annual subscription. The annual subscription will increase to £15 from April 2025.
Contact Us
By email to our chairperson, Joan Garner, joan.garner1@btinternet.com .