Constitution of Clutha Archaeology Group
1. Name
The name of the Organisation is Clutha Archaeology Group (C.A.G.).
2. Purpose
Clutha Archaeology Group’s purpose is to promote and encourage interest in and the study of archaeology, history & heritage with special reference to Greater Glasgow & the Clyde Valley area.
The Group will meet this objective:
By organising, publicising, undertaking and supporting relevant archaeology focused projects which ensure quality experiences for volunteers and which add to the public record of our heritage.
By identifying, researching and better understanding the archaeological, built and cultural heritage features which form the Historic Environment.
By appropriately supporting volunteers, whilst also offering them the opportunity to learn new skills and to participate in enjoyable activities.
By providing volunteers with training which gives them direct experience of field and research based archaeology.
By ensuring that any material related to the history of Greater Glasgow & the Clyde Valley area obtained in pursuit of the Organisation’s objectives are collected and preserved and made available for future use.
By liaising and cooperating with other voluntary sector bodies, local authorities or Scottish government departments and agencies, and other bodies having similar interests, with a view to furthering the Organisation’s objectives.
3. Powers
To accept grants, donations and legacies of all kinds (and to accept any reasonable conditions attaching to them).
The Organisation has power to do anything which is calculated to further its purposes or is conducive or incidental to doing so.
4. General Structure
The structure of the Organisation shall consist of:
a) the Members who have the right to attend any General Meeting (Annual or Special) and have the power to elect people to serve on the Management Committee and take decisions in relation to changes to the constitution itself.
b) the Management Committee who will hold regular meetings during the period between Annual General Meetings, and generally control and supervise the activities of the Organisation; in particular, the Management Committee is responsible for monitoring the financial position of the Organisation.
5. Qualifications for Membership & Subscription
Membership is open to any individual aged 16 or over who supports the purpose of the Organisation. No membership
subscription shall be payable unless otherwise agreed by way of an alteration to the Organisation’s Constitution as set out in clause 12.
6. Liability of Members
The members of the Organisation have no liability to pay any sums to help to meet the debts (or other liabilities) of the Organisation if it is wound up; accordingly, if the Organisation is unable to meet its debts, the members will not be held responsible.
7. Organisation
a) The Officers shall consist of: Chairperson, Secretary and Treasurer.
b) A Management Committee consisting of the above Officers and two elected members, with power to co-opt up to four additional members.
c) The Officers and Committee to be elected at the Annual General Meeting.
d) Nominations to be in writing to the Secretary at least 21 days before the AGM. Consent of the nominees must be obtained prior to submission. Should no nominations be received in advance for a post, they may be proposed in the course of the AGM.
e) Committee Members or Officers not attending three consecutive Committee meetings without notice shall be deemed to have resigned. Vacancies on the Management Committee may be filled at any time by the Committee co-opting a member to join them, the period of co-option to last until the next AGM.
f) The Committee may additionally invite professional archaeologists and / or representatives of relevant local bodies to attend and offer advice but without voting rights.
8. Functions of Officers & the Committee
a) The Management Committee shall conduct the business of the Organisation and shall meet on dates decided by them.
b) The Chairperson shall oversee the running of the Management Committee and present a report to the AGM.
c) The Secretary shall keep the Minutes, attend to correspondence and transact Organisation business.
d) The Treasurer shall keep the accounts of the Organisation and present a report at the AGM.
e) All monies shall be given to the Treasurer who shall pay the same into a bank account in the name of the Organisation. Cheques shall be signed by at least two persons so authorised by the Management Committee.
f) The funds of the Organisation shall be applied solely for the purpose of the Organisation and the Organisation’s accounts shall be examined each year by an independent examiner and certified to the AGM.
9. General Meetings
a) The Organisation shall hold an Annual General Meeting before the end of April each year the business of which shall include a report by the Chairperson on the activities of the Organisation, consideration of the annual accounts of the Organisation and the election / re-election of Officers and Members to the Management Committee. At each AGM, all of the members of the Management Committee shall retire from office – but shall then be eligible for re-election.
b) The Management Committee may convene a Special General Meeting at any time or on receipt of a request from four members of the Organisation to do so.
c) The quorum at the AGM or at a Special General Meeting shall be six members.
d) At least 14 clear days notice must be given of any General Meeting; the notice must indicate the general nature of any business to be dealt with at the meeting and in the case of a resolution to alter the constitution, must set out the terms of the proposed alteration.
e) General Meetings shall be open to the public, non-members not being permitted to vote.
10. Management Committee Meetings
Meetings of the Management Committee shall be called at the discretion of the Chairperson, or on receipt of a request from at least three members of the Management Committee. The quorum at meetings of the Management Committee shall be three members.
11. Exceptional Circumstances
If exceptional circumstances prohibits the possibility of holding either Management Committee or General Meetings physically in one location then it will be valid for members to hold a ‘virtual only’ meeting. Which may be conducted by video conference, teleconference or by some other electronic means, whereby members are still able to exercise their rights to speak and vote.
12. Procedure at General & Management Committee Meetings
Every member shall have one vote, which must be given personally. If there are an equal number of votes for and against any resolution, the Chairperson of the meeting shall be entitled to a casting vote.
13. Data Protection Regulations
The Organisation will adhere to current Data Protection legislation and implement this through its own C.A.G. Data Protection Policy.
14. Amendments to the Constitution
Alterations to this Constitution shall receive the assent of two-thirds of the members present and voting at an AGM or Special General Meeting. A resolution for the alteration of the Constitution must be received by the Secretary of the Organisation at least 21 days before the meeting at which resolution is to be brought forward. At least 14 clear days notice of such a meeting must be given by the Secretary to the membership and must include notice of alterations proposed.
15. Dissolution
a) If the Management Committee determines that it is necessary or appropriate that the Organisation be dissolved, it shall convene a Special General Meeting of the members; not less than 21 days notice of the meeting (stating the terms of the proposed resolution) shall be given.
b) If a proposal by the Management Committee to dissolve the Organisation is confirmed by a two-thirds majority of those present and voting at the Special General Meeting , the Management Committee shall have power to dispose of any assets held by or on behalf of the Organisation – and any assets remaining after satisfaction of the debts and liabilities of the Organisation shall be transferred to some charity or charities having a purpose similar to those of the Organisation; the identity of the body or bodies to which such assets are transferred shall be determined by the members of the Organisation at, or prior to, the time of dissolution.
c) For the avoidance of doubt, no part of the income or property of the Organisation shall be paid or transferred (directly or indirectly) to the members, either in the course of the Organisation’s existence or on dissolution.
16. Availability
A copy of this Constitution shall be made available to any member of the Organisation, or other interested party, on demand.
17. Initial members of the Management Committee
The initial members of the Management Committee, and the positions held by each, shall be as set out below.
This constitution was adopted on 1st July 2020
Signature Name Position
1. ….…………………………………… Ailsa Smith Chairperson
2. ….…………………………………… Tom Tumilty Secretary
3. ….…………………………………… Edward Smith Treasurer
4. ….…………………………………… Jean Tumilty Committee Member
5. ….…………………………………… Ross Wood Committee Member