THE DOIG FAMILY SOCIETY
CONSTITUTION AND RULES



Adopted unanimously at the Second International Doig Gathering at Thornhill Community Hall Saturday 5th August 2006

CONSTITUTION

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 the Society.

III - MEMBERSHIP AND SUBSCRIPTIONS

  1. Membership of the Society shall be open to all persons interested in the objects of the Society.
  2. The rates of subscription for Members shall be such as maybe determined from time to time by the Society Committee.

IV - OFFICE BEARERS

  1. 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.
  2. 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.
  3. The Honorary Secretary and Honorary Treasurer shall hold office for three years and on completion of that term of office shall be eligible for re¬election.
  4. 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.
  5. The Society may appoint an Honorary Chief and Honorary Vice-Chief.

V - COMMITTEE OF MANAGEMENT

    a) Membership/Meetings
  1. 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.
  2. 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.
  3. 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.
  4. 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:-
  1. Becomes incapable by reason of illness or injury of managing and administering his/her own affairs;
  2. 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 takes effect).
    c) Powers and Duties of Committee
  1. A Quorum of the Committee shall be 3 members.
  2. 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

  1. 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.
  2. The funds belonging to the Society shall be applied only in furthering the objects.
  3. 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

  1. Chairman - The Society Chairman is the Executive Officer of the Society. He/she shall preside at Society Meetings and at meetings of the Committee.
  2. 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.
  3. 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 Auditor ;
    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.
  4. 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.
  5. 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.
  6. 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

  1. 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 the Committee.
  2. 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.
  3. 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 minutes;
    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 Meeting;
    h) Appointment of Auditors;
    i) Motions
    j) Any other competent business.
  4. 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

  1. The Committee may refuse membership to any person who in its opinion should not be admitted to membership of the Society.
  2. 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.
  3. 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.
  4. 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

  1. 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

  1. 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.
  2. 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.
  3. 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.
  4. 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.


RULES

MEMBERSHIP AND SUBSCRIPTIONS

  1. Members of the Society who are members of other similar Societies may join the Society.
  2. Any member whose subscription is 2 years in arrears shall be deemed to have resigned.

OFFICE BEARERS

  1. 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.
  2. 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

  1. The Chairman shall be a member ex-officio of all sub-comittees.
  2. 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.
  3. 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.
DUTIES OF OFFICE BEARERS
  1. 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
  2. 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 each year.
MEETINGS
  1. 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.
  2. Notice of the Annual General Meeting shall be given by e-mail.
  3. 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.

NOMINATIONS

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. The Officers and Committee elected at the Annual General Meeting shall take office at the termination of that Meeting