Background

The Doncaster and District Family History Society has not reviewed the Society Constitution since 2006. The Federation of Family History Societies has recently issued a revised model constitution and so a full review of the Constitution is currently underway by a Sub-Committee of the Executive Committee.

Subscription Rates

The Constitution review has been undertaken in close partnership with the Finance Sub-Committee who are currently assessing whether or not we need to increase our existing rates of subscriptions and/or change any of the categories of members. Work of the Finance Sub-Committee is still ongoing and they are not at the position where they can make a recommendation on the levels of subscriptions for future years. As our existing Constitution stipulates that any proposed changes to the Society subscription rates must be ratified at the Annual General Meeting, or by the calling of an Extraordinary General Meeting, this puts us in a difficult position.

We can either propose an increase to subscription rates for 2013 to the members at the February Annual General Meeting or make no change. If we do propose an increase, it will be without being in a position to justify why we need the money (as the work of the Finance Sub-Committee is not concluded). If we do not propose an increase, we could leave ourselves in financial difficulties in 2014 unless we call an Extraordinary General Meeting.

During 2011, the Executive Committee has been extremely successful in reducing expenditure and also in undertaking some fund-raising activities. Despite increasing costs (rent, utilities, postage and printing), we have delivered all of our member services from the existing rates of subscriptions and we have no desire to increase the subscriptions unless it is absolutely necessary. Similarly, we do not wish to guess at the amount of increase we would need to continue to deliver services. We want to make the right decision, based on accurate budget forecasting.

Proposal

We are proposing to amend the existing Society Constitution. This proposal will be an agenda item at the Annual General Meeting in February 2012. The proposal is to change the process for making changes to our subscriptions. This will be the only amendment to the Constitution we are proposing at present.
Briefly, we are proposing that the Executive Committee sets the amounts and categories of subscription rates, but any changes must be notified to the members at least 3 months before the increase is effective and that a rationale for the increase will be included. This means that we will not have to make a decision on the subscription rates for 2013 until the middle of next year.
Please view the proposed version of our Constitution with the changes highlighted in red so that we can discuss this at the Annual General Meeting.

Doncaster and District Family History Society Executive Committee

• Proposed version of the Society's Constitution 2012 Link to PDF file 24kb.
• Society's Current Constitution, 22 February 2006 Link to PDF file 34kb.

In accordance with the Society's Constitution, nominations for the posts on the Executive Committee should be sent to the the Secretary, a minimum of 14 days prior to the AGM

• Executive Committee Nomination Form 2012 Link to PDF file 10kb

Members wishing to raise questions at the AGM should submit them to the Secretary, in writing, not less than 28 days before the meeting, so that they can be placed on the Agenda.