Surrey Museums Group Constitution

Surrey Museums Group

The SMG Constitution

1. Title

The Title shall be the Surrey Museums Group (hereinafter referred to as 'the group').

2. Objects

To provide a forum for discussion and a network of support and advice to all the museums in Surrey which are members of the group.

3. Membership

(i) Full membership shall be open to museums within Surrey. The definition of a museum being 'a museum is an institution which collects, documents, preserves, exhibits and interprets material evidence and associated information for public benefit'.

(ii) Representatives need not be named individuals but must have authority from their representative organisations to attend.

(iii) Nominations for membership shall be supported by an existing member supporting the nominee. Nominations to be circulated not less than 28 days in advance of the next group meeting and any objections to be put in writing for consideration at that meeting. Full membership shall follow a favourable majority vote by those present with voting rights at such a group meeting.

(iv) Co-opted members shall not be entitled to vote.

(v) Individuals may be appointed Honorary Life Members by the Surrey Museums Group and shall be entitled to vote.

4. Officers

The Officers shall comprise a Chairman, Vice-Chairman, Hon.Secretary, Hon.Treasurer and Hon.Editor.

5. Executive Committee

There shall be an executive Committee responsible to the Surrey Museums Group. The members of this committee shall be the officers of Surrey Museums Group, and not more than five other members. If any committee member fails to attend three consecutive meetings without good reason, he shall be deemed to have resigned from the Committee and the vacancy may be filled at the next meeting of the group.

The executive committee shall have the power to:-

(i) consider the needs of the members and advise the Surrey Museums Group accordingly;

(ii) participate in the work of Surrey Museums Consultative Committee and other bodies where appropriate;

(iii) appoint such sub-committees as may be necessary;

(iv) to distribute publicity newsletters etc. as may be agreed by the group or Executive Committee;

(v) make such arrangements for receiving and raising finances etc. as shall be necessary;

(vi) co-opt up to 3 members to the Surrey Museums Group Executive Committee until the following AGM, such members should not be entitled to vote;

(vii) co-opt up to 3 members who are the group's nominees to the Surrey Museums Consultative Committee from time to time;

(viii) to take all such other action as may be delegated from the group from time to time.

6. Auditors

An Honorary Auditor shall be appointed annually at the AGM who shall not be a member of the executive committee. The Hon. Auditor should belong to a Borough/District Treasurer's Department.

7. Accounts

The Executive Committee shall maintain an interest bearing bank or building society account in the name of the Surrey Museums Group. Transactions on these shall be operated on the authority of the treasurer and or one other nominated officer and transfers between the current and deposit accounts shall be made on the authority of the treasurer.

8. Subscriptions

The Group's year shall commence on 1 April and the annual subscription shall be determined at each AGM.

9. Meetings

(i) AGM

The AGM shall be held within six months of the beginning of each financial year. Wherever possible the AGM shall be held at a different museum in Surrey, to be determined by the executive committee.

Not less than 21 clear days notice of the convening of the AGM shall be given in writing to all full and co-opted members together with a copy of the audited financial statement, and any proposed alterations to the constitution.

At the AGM the business shall include the election of the Executive Committee and Officers, and the consideration of annual reports on its work since the preceding AGM.

Nominations for officers and members of the executive committee shall be made in writing to the Hon.Secretary to be received no later than 7 days before the date of the AGM.

Nominations must bear the names of the proposer and seconder and indicate the willingness of the nominee to stand for election.

(ii) Ordinary Meetings

(a) Ordinary meetings shall be held at least twice each year (in addition to the AGM). Theses meetings will concentrate on a particular topic of interest and value to the membership as a whole. Each meeting shall be wherever possible at a different museum or other place within Surrey.

(b) Resolutions or directives may be made at these meetings for the consideration or action of the executive committee. In this event, a progress report must be given at the following meetings, whether an ordinary meeting or an AGM.

(iii) Extraordinary General Meetings

Extraordinary meetings may be called by the Executive Committee or at the written request of one third of the full membership, such written request to be delivered to the Honorary Secretary. Notice of an EGM shall be given to all full members at least 21 clear days before the date of the meeting and shall state the purpose for which the meeting is to be called.

10. Voting

(i) At the AGM or an EGM, each paid-up full member and Honorary Life member shall be entitled to one vote. Proxy votes are permitted by writing and by representation.

(ii) At any meeting the Chairman, or in his absence the Vice-Chaiman, shall have the casting vote.

11. Quorum

(i) The quorum for meetings of the Executive Committee shall be six elected members.

12. Alterations to the Constitution

This Constitution may be altered by the assent of at least two thirds of the full membership, represented and voting at the AGM or EGM. Any proposals for the alteration of the Constitution shall be received by the Hon.Secretary at least 28 clear days before the meeting at which such a proposal is to be considered. Each member organisation shall be notified in writing and given full details of any such proposal at least 21 clear days before the meeting at which it is to be discussed.

13. Dissolution

(i) The Group may be dissolved at any time by a decision of two thirds of the full membership.

(ii) Any assets remaining on dissolving the group after satisfying any outstanding debts and liabilities shall be distributed on the advice of the South East Museums, Libraries and Archives Council.