I - NAME
The name of the Society shall be "The Doig Family Society" (hereinafter
called "the Society")
II - OBJECTS
The objects of the Society shall be to advance the Doig Family by
a) Cultivating and strengthening the true Celtic ties of family, the spirit
of kin and clanship, and the promotion of friendly and social intercourse
between members of the Society the true Celtic ties of family, the spirit
of kin and clanship, and the promotion of friendly and social intercourse
between members of the Society
b) Promoting the enjoyment and appreciation of things Scottish; and in
furtherance of these objectives the Society may do such other lawful things
as shall effectively promote them.
c) Establishing Clan Status for the name Doig
d) Preserving and furthering the Doig Web site www.doig.net; by providing,
or assisting, in providing instruction in Doig genealogy research;
e) Encouraging and providing payment of money (when funds permit), for
the preservation, for the benefit of the Nation, of places of historic
interest that have a connection with the Doig name and are considered
worthy of preservation.
f) To preserve the history, traditions, arts, antiquities and relics of
III - MEMBERSHIP AND SUBSCRIPTIONS
- Membership of the Society shall be open to all persons interested
in the objects of the Society.
- The rates of subscription for Members shall be such as maybe determined
from time to time by the Society Committee.
IV - OFFICE BEARERS
- The Office-Bearers of the Society shall consist of the Chairman, the
Vice-Chairman, the Honorary Secretary, Assist Secretary, Honorary Treasurer,
Assist Treasurer, honorary Auditor and Web Master who shall all be elected
at the Annual General Meetings which may beheld at the Doig Gatherings
of the Society in the manner hereinafter provided.
- The Chairman and Vice-Chairman shall hold office for three years and
on completion of that term of office shall be eligible for re¬election.
- The Honorary Secretary and Honorary Treasurer shall hold office for
three years and on completion of that term of office shall be eligible
- The Committee of Management shall have power to appoint an Interim
Chairman, Vice-Chairman, Honorary Secretary, and/or Honorary Treasurer
to fill any vacancy in these positions occurring between Annual General
Meetings but any office bearer so appointed shall serve only until the
next Annual General Meeting when he /she shall be eligible for election.
- The Society may appoint an Honorary Chief and Honorary Vice-Chief.
V - COMMITTEE OF MANAGEMENT
- The affairs of the Society shall be administered by a Committee of
Management all of whom shall be current members of the Society. The
Committee shall be composed of the Chairman, Vice-Chairman, the Honorary
Secretary, Assist Secretary, Honorary Treasurer, Assist Treasurer, Honorary
Auditor and Web Master, and two ordinary members, all of whom have attained
the age of 18 years.
- All members of the Committee shall be elected annually at the Annual
General Meeting of the Society. On completion of his/her year of office
an ordinary member shall be eligible for re-election to the Committee.
- The Chairman shall preside at Society Meetings and at meetings of
the Committee. In the absence of the Chairman from a meeting, the Vice-Chairman
shall preside, or in the latter's absence, a Chairman shall be appointed
from among the Committee members present.
- The Chairman of any meeting, whether a Gathering or Committee meeting,
shall have a casting as well as a deliberative vote.
b) Determination of Membership of Committee
A member of the Committee shall cease to hold office if she/he:-
- Becomes incapable by reason of illness or injury of managing and administering
his/her own affairs;
- Notifies to the Committee a wish to resign (but only if at least three
members of the Committee will remain in office when the notice of resignation
c) Powers and Duties of Committee
- A Quorum of the Committee shall be 3 members.
- The Committee shall have power to constitute Sub-Committees and entrust
them with such duties as it considers necessary for the efficient working
of the affairs of he Society, provided at least two Sub-Committee members
are also members of the Committee of management, and provided that all
acts and proceedings of any such Sub-Committee shall be fully and promptly
reported to the Committee.
VI - INCOME AND EXPENDITURE
- The funds of the Society, including all donations, contributions and
bequests, shall be paid into an account operated by the Committee in
the name of the Society at such bank as the Committee shall from time
to time decide. All cheques drawn on the account must be signed by the
Honorary Treasurer and the Chairman, or in the absence of one of these
officers, by any Committee member appointed as official signatory.
- The funds belonging to the Society shall be applied only in furthering
- Disclosure of interest to 3rd parties. Any officer of the Society
in transacting business for the Society shall disclose the third parties
that he/she is so acting.
VII - DUTIES OF OFFICE-BEARERS
- Chairman - The Society Chairman is the Executive Officer of the Society.
He/she shall preside at Society Meetings and at meetings of the Committee.
- Vice-Chairman - The Vice-Chairman shall preside in the Chairman's
absence at Committee or Society meetings and represent the Society on
any other occasion in the absence of the Chairman.
- Honorary Secretary - It shall be the duty of the Honorary Secretary
to see that regular meetings are held and properly recorded, and to
conduct the official correspondence of the Society. Additionally the
Honorary Secretary shall:
a) Cause proper account books to be kept and ensure that the annual
accounts of the Society are properly examined or audited by the Honorary
Ensure an annual report is prepared of the activities of the Society,
and transmit a copy to members via the Official Web site and e-mail
b) Hold details of Members of the Committee, and ensure that a register
of Members of the Society is maintained.
- Honorary Treasurer -It shall be the duty of the Honorary Treasurer
to ensure that all monies collected by whatever agency from members
of the Local Association or from other sources are banked and accounted
for. Additionally the Honorary Treasurer shall:
a) Cause proper account books to be kept and ensure that the annual
accounts of the Local Association, prepared in the form prescribed,
are properly examined or audited as required by law;
b) Make the Society annual accounts available for inspection by members
in General Meeting and present the accounts for adoption by the Society
at the Annual General Meeting / Gathering;
c) Transmit a copy of the audited accounts of the Society to the website.
- Members indemnification of committees. In pursuance of the authority
vested in the Committee by the members of the society, members of the
Committee are entitled to be indemnified by the members of the club
against any liabilities properly incurred by themselves or anyone of
them on behalf of the club when ever the contract is of a duly authorised
nature or could be assumed to be duly authorised nature and entered
into on behalf of the Society.
- Limitation of Member's Liability. The Committee or any person, or
sub-committee delegated by the management committee to act as an agent
for the association or it's members, shall enter into a contract only
as far as expressly authorised, or authorised by implication, by the
members. No one shall, without the express authority of the membership
in a general meeting, shall pledge credit of the membership.
VIII - SOCIETY MEETINGS
- The Annual General Meeting of the members of the Society shall be
held on a date within nine months following the end of its financial
year on 31st December, at such place and time as may be determined by
- All members shall be given at least 14 days notice of a General Meeting
posted by e-mail. The notice shall contain a statement of the business
to be discussed at the meeting.
- The order of business at such meeting shall, as nearly as possible,
be the following:
a) Approval of Minutes of last Annual General Meeting and of any Special
General Meeting held during the year, b) Business arising from such
c) Secretary's report on year's working of the Society;
d). Treasurer's Report and Statement of Accounts;
e) Appointment of Honorary President and Honorary Vice-Presidents; f)
Appointment of Office-Bearers and Committee;
g) Appointment of Society delegates to the Society's Annual General
h) Appointment of Auditors;
j) Any other competent business.
- The Society in General Meeting may enact such rules as it may determine
for the proper working of the Society.
IX - SUSPENSION OR TERMINATION OF MEMBERSHIP
- The Committee may refuse membership to any person who in its opinion
should not be admitted to membership of the Society.
- The Committee may, for good reason, suspend temporarily or terminate
the membership of any person. Suspension or termination shall not alter
the rights or status of the person concerned as a member of the Society.
- Before suspending or terminating any person's membership, the Committee
shall notify in writing the person concerned stating the reasons for
the proposed suspension or termination and giving the person the opportunity
of replying and of appearing before the Committee, if the person so
wishes, to seek revocation of the suspension or termination.
- The person whose membership has been suspended or terminated shall
have the right of appeal within twelve months at a Society General Meeting
when a two-thirds majority of those present and voting shall be necessary
to confirm the suspension or termination.
X - ALTERATION OF CONSTITUTION
- Subject to the following provisions in this section, the Constitution
of the Society maybe altered by a Resolution passed by not less than
two-thirds of the members present and voting at a General Meeting. The
notice of the General Meeting must include notice of the Resolution,
setting out the terms of the alteration proposed.
XI - DISBANDMENT
- If it is necessary or advisable to dissolve the Society, notice of
intention to disband the Society shall be given to the members at least
two months before the date proposed for such disbandment.
- The Honorary Secretary shall call a meeting of all members of the
Society of which not less than 14 day's notice (stating the terms of
the resolution to be proposed) shall be given. If the proposal is confirmed
by a two-thirds majority of those present and voting, the Committee
shall have power to realise any assets held by or on behalf of the Society.
- The balance of the funds, after all liabilities have been met, and
all property belonging to the Society shall be transferred to such Society
or charity having objects similar to those of the Society as the members
in General Meeting, whom failing, the Committee, shall decide.
- A copy of the statement of accounts, or account and statement, for
the final accounting period of the Society must be available to the
members, this can be by publishing on the relevant website.
XII - GENERAL
The Society shall be governed in accordance with this Constitution and
with Rules consistent therewith made by the Society in General Meeting.
MEMBERSHIP AND SUBSCRIPTIONS
- Members of the Society who are members of other similar Societies
may join the Society.
- Any member whose subscription is 2 years in arrears shall be deemed
to have resigned.
- The Chairman shall be eligible to hold that office for a period of
years as determined at the Annual General Meeting. On ceasing to be
Chairman he/she shall / will be eligible for election to the Committee.
- The Vice-Chairman shall be eligible to hold that office for a period
of years as determined at the Annual General Meeting.
COMMITTEE OF MANAGEMENT
DUTIES OF OFFICE BEARERS
- The Chairman shall be a member ex-officio of all sub-comittees.
- Where the Committee is required to make a decision which affects the
interests of one of its number, that person should not be present at
any discussion or vote on the matter.
- Membership of sub-committees need not be restricted to the members
of the Committee, but the Chairman and at least one other member of
a sub-committee shall be members of the Committee.
- The Honorary Secretary shall ensure that (a) the Honorary Secretary's
Report for the past year, (b) the names and addresses of Officers elected
at the Annual General Meeting of the Society
- The Honorary Treasurer shall ensure that a copy of the audited accounts
approved by the Society in General Meeting and the number of members
who have paid the Society subscription reach the Society by 31st May
- Communication with Society members shall the through the "Doigs
Digest", the official publication of the Society.
Publication dates shall be at the discretion of the Committee.
- Notice of the Annual General Meeting shall be given by e-mail.
- Since the "Doig’s Digest" is received by non-members
of the Society, any confidential communication to members shall be sent
as a separate enclosure only to members of the Society.
- A list of Office-Bearers and Committee members showing dates of joining
the Committee and whether they are available for re-election shall be
included with the request for nominations.
- Nominations for Chairman, Vice-Chairman, Honorary Secretary, Honorary
Treasurer, Web Master and the ordinary Members of the Committee, signed
by the nominee and two other members of the Society, shall reach the
Honorary Secretary in time to allow any relevant communication to be
circulated to members.
- If more than one nomination is received for any office or if more
than eleven nominations are received for ordinary membership of the
Committee, a ballot of Society members shall be held.
- In ballots for the election of the ordinary members of the Committee,
the members are entitled to vote for any number of candidates up to
a maximum of 3.
- Completed voting papers must reach the Honorary Secretary at least
three days before the Annual General Meeting. The Honorary Secretary
shall appoint scrutineers (who themselves shall not be opposed candidates
for office or Committee) who shall count the votes and hand the result
of the count, duly sealed, to the Chairman of the Annual General Meeting
at that Meeting.
- The Officers and Committee elected at the Annual General Meeting shall
take office at the termination of that Meeting