Museums Computer Group - Constitution
1 NAME
1.1 NAME: The name of the organisation is the Museums Computer Group (MCG).
2. PURPOSE
2.1 PURPOSE: The purpose of the Group is to promote and encourage improved communications between museum staff who are active in using or are interested in information and communications technology or the use of new technologies in museums.
3. OBJECTIVES
The objectives of the Group are:
3.1 MEETINGS: to organise twice-yearly informal meetings at a variety of host
institutions, where a museum's use of ICT and/or new technologies is described
and illustrated in depth.
3.2 INFORMAL DISCUSSION: to provide adequate opportunity at meetings for informal discussion between participants; to maintain an open forum in the form of an e-mail discussion list for members and interested non-members.
3.3 PUBLICATIONS: to publish a twice-yearly newsletter and establish and maintain a website to promote the Group and its objectives.
4. MEMBERSHIP
4.1 ELIGIBILITY: Membership shall be open to any individual or corporate body whose activities are directly connected with the purpose and objectives of the Group. Any questions about eligibility shall be resolved by the Committee.
4.2 CATEGORIES: Membership shall consist of the following categories:
- Personal members: individuals who have the right to propose and second resolutions
and candidates for election and to be elected as Officers or Committee members,
and to vote.
- Corporate members may be considered and if accepted shall designate a representative.
The representative of a Corporate member shall have the right to vote. A permanent
change in the designated representative must be notified in writing to the membership
secretary.
4.3 HONORARY LIFE MEMBERSHIP: The Committee may appoint up to 6 (six) individuals as Honorary Life Members who have rendered exceptional service to the Group or to information and communications technology or new technologies in museums. They will have the same rights as Full members.
4.4 FULL MEMBERS: A Full member is a member in accordance with the Constitution whose subscription shall have been fully paid, or deemed to have been paid.
4.5 SUBSCRIPTIONS: The amounts of Members' subscriptions and the due dates and method of payment shall be as specified by the Committee.
5. COMMITTEE
5.1 COMPOSITION: The Committee shall consist of the following officers: a chairperson (chair), a secretary, a newsletter editor, a web master, and an archivist . In addition up to 4 (four )ordinary members may be elected to the Committee. All Committee members will be elected by members of the Group.
5.2 CO-OPTED MEMBERS: The Committee shall have the power to co-opt members if necessary and to invite or co-opt representatives from other bodies up to a maximum of 3 (three) co-optees at any one time.
5.3 MEETINGS: The Committee shall meet at least once in each half year.
5.4 PROCEDURE: At Committee meetings 3 (three) officers or ordinary members eligible to vote shall form a quorum. Voting at any Committee meeting shall be by a majority of those present and voting. In the case of an equality of votes, the chair of that meeting shall have an additional casting vote. The decisions of the Committee shall be recorded at the meeting and confirmed at the next meeting.
5.5 PERIOD OF OFFICE. All elected Committee members are elected for a period of 3 (three) years. No Committee member (officer or ordinary member) may be elected to the same post for more than two consecutive periods.
5.6 VACANCIES: The Committee shall have power to fill vacancies in its numbers that arise between Annual General Meetings. Such changes shall be confirmed by the membership at the next Annual General Meeting.
6. POWERS OF COMMITTEE
6.1 DUTIES: To carry out the purpose and objectives of the Group.
6.2 RESPONSIBILITIES: To be responsible for all decisions concerning the policy, organisation and administration to the Group.
6.3 EXPULSION: To expel or refuse membership to any person for conduct deemed detrimental to the purpose, objectives, interests or character of the Group.
6.4 INTERPRETATION: In all matters concerning the interpretation of their constitution, or any question not provided for therein, the decision of the Committee shall be final.
7. FINANCE
7.1 GROUP FUNDS: Responsibility for the funds of the Group shall rest with the Committee.
7.2 FINANCIAL YEAR: The financial year of the Group shall be the calendar year.
7.3 AUDIT: The accounts of the Group shall be audited annually by the Auditor(s) and shall be presented by the Secretary for approval to the Annual General Meeting following the end of the financial year.
7.4 GROUP ACCOUNTS: The Committee shall have power to open accounts with any bank or building Group in the name of the Group and all cheques shall be signed by the Secretary or the Chair.
7.5 EMPLOYMENT: The Committee shall have the power to employ individuals or companies in furtherance of the purpose and objectives of the Group.
7.6 GUARANTEES: The Committee shall have power on behalf of the Group to enter into guarantees and indemnities, limited or unlimited. Such guarantees and indemnities shall be signed on behalf of the Committee by those Committee members nominated in the appropriate resolution.
8. GENERAL MEETINGS
8.1 GENERAL MEETINGS: General meetings are annual or extraordinary.
8.2 QUORUM: At a general meeting 25 (twenty-five) Full members or 10% (ten percent) of the Full members whichever is the less shall constitute a quorum.
8.3 ANNUAL GENERAL MEETINGS: An annual General Meeting shall be held at a date, time and place to be decided by the Committee (normally at one of the twice-yearly Group meetings) provided it shall be held not more than 18 (eighteen) months after the preceding annual general meeting.
8.4 NOTICE OF ANNUAL GENERAL MEETING: A preliminary notice giving the date, time and place of the annual general meeting, the matters to be considered, a call for nominations and invitations for further resolutions shall be given in writing to all Full members at least 40 (forty) days prior to the meeting.
8.5 ELECTIONS The officers and elected members of the Committee shall be elected by simple majority at the Annual General Meeting. Nominations must be received by the Secretary by the beginning of the AGM. In the event of vacancies, nominations may be made at the meeting. Where more than one nomination is received for an office, the Secretary will organise a secret ballot at the meeting in which those receiving the greatest number of votes are elected. In the event of a tie the Chair shall have the option of casting a deciding vote. All those nominated for election to the Committee must, at the time of nomination, be Full members.
8.6 REPORTS AND ACCOUNTS: The report of the Committee; the income and expenditure account and balance sheet; and the report of the Auditor(s) shall be submitted for approval to the Annual General Meeting.
8.7 AUDITOR(S): The Auditor(s), who shall be professionally qualified, shall be proposed, seconded and elected by the Full members present at the Annual General Meeting.
8.8 EXTRAORDINARY GENERAL MEETINGS: An extraordinary general meeting may be called at any time by the Committee and must be called on receipt by the Secretary of a request signed by at least 25 (twenty-five) Full members or 10% (ten percent) of the Full members whichever is the less. At least 40 (forty) days notice of an Extraordinary General Meeting shall be given in writing to all Full members. The business to be transacted at the meeting must be stated in the notice convening the meeting and no other business may be transacted at the meeting.
9. OTHER ORGANISATIONS
9.1 MEMBERSHIP: The Committee may decide the Group be linked to or become a member of other organisations with similar or related objectives to those of the Group.
10. AMENDMENTS
10.1 AMENDMENTS: Amendments to this Constitution shall only be made by a two-thirds majority of the Annual General Meeting following at least 40 days notice of any proposed alteration.
10.2 NUMBERING: The re-numbering of sections or subsections of the Constitution consequent upon minor amendments may be made by the Committee without formal notice provided that no change in the meaning of the Constitution is made as a result.
11. DISSOLUTION
11.1 DISSOLUTION: Dissolution of the Group may be undertaken only at a General Meeting.
11.2 MOTION: The Group shall be dissolved by a motion for dissolution, which may be proposed by the Committee or be proposed and seconded by two Full personal members. Voting on a motion for dissolution shall be by a two-thirds majority of the Full members voting.
11.3 IMPLEMENTATION: The dissolution becomes effective after the Group has: informed all members, and others that need to be advised, of the results of the vote on the motion and of the consequent arrangements; and paid all proper debts and liabilities; and disposed of all remaining assets in the manner agreed by the general meeting or in the absence of such agreement to a like body with similar interests.
Any queries should be addressed to the Chair.