Constitution of the Channel Islands Family History Society

Name of the Society

1. The name of the Society is ‘The Channel Islands Family History Society’, (CIFHS).  [Note that the CIFHS uses the name "Jersey Family History Society"]

Objective

2. The objective of the Society is the study of the history and genealogy of Jersey families, the exchange of information on them and on other families who have connections with the island.

Administration

3. The administration of the Society shall be by an Executive Committee consisting of the following honorary officers.

• Chairman  
• Vice Chairman
• Secretary
• Treasurer
• Membership Secretary
• Editor
• Meetings Organiser
• Webmaster
• Press Officer
• Two ordinary members

 

4.

a) The Chairman and Vice Chairman shall hold office for terms of three years and shall be eligible to hold office for any number of terms, only two of which may be consecutive.

b) The other members of the Executive Committee shall be elected annually.

c) The Executive Committee may at any time co-opt a member to fill any vacant position on the Committee.

d) At all meetings the Chairman shall have a second or casting vote, in the event of equality of votes.

e) The quorum required at an Executive Committee meeting shall be 6 members.

Membership

5. Membership of the Society shall consist of the following:

• Individual members;
• Joint members, who shall form part of the same household. They will have individual voting rights;
• Honorary Life Members selected by the Executive Committee. They will have rendered long and distinguished service to the Society, or benefited the Society in another way.

All members shall be entitled to receive one copy of the journal published by the Society, except Joint Members who shall receive one copy per household.

AGM and EGM

6. The financial year of the Society shall begin on 1st January annually, and the AGM shall be held in March each year to transact the following business:

• Receive and confirm the minutes of the last AGM and of any EGM which has been held during the year;
• Receive the Chairman’s report;
• Receive the audited accounts and balance sheet;
• Elect members of the Executive Committee as necessary;
• Fix the annual subscription;
• Appoint an Auditor;
• Any other business.

 

7.

a) Notice of the AGM shall be sent to members by the end of January each year. Nominations for all vacancies signed by the proposer and seconder must be received by the Hon. Secretary by the end of February in each year.

b) At least 21 days’ notice shall be sent out to members of any EGM. An EGM will be convened if at least 10 members together request the Chairman, in writing, to call one, or if the Executive Committee decides to call one. Upon receipt of a request for an EGM, a notice of that meeting shall be issued within 28 days.

c) The quorum required at an AGM or EGM shall be 20 members or half the total membership whichever is the lower.

d) The terms ‘written’, ‘in writing’, and in relation to notices or other communications to members the term  ‘sent’, shall be taken to include communication by electronic means.

Amending the Constitution

8. No alteration to the Constitution shall be made except at an AGM or at an EGM. Alterations may be proposed by the Executive Committee. A member may also propose an alteration to the Constitution by submitting a resolution signed by the member, a seconder and at least eight other members. Such submission, in the case of an alteration to be placed on the agenda of the next AGM, must reach the Hon. Secretary by the 31 December of the year preceding that AGM. In the case of an alteration to be placed on the agenda of an EGM, the written request to call an EGM in accordance with paragraph 7 (b) above shall give full details of the proposed alteration. The notices sent out to members for an AGM or EGM shall give full details of the proposed alteration.

Extraordinary circumstances

9. In the event of extraordinary circumstances, making it impossible or exceedingly difficult for members to meet together at an AGM or EGM, the Executive Committee may, at its discretion, make arrangements for such meetings to be held electronically instead of, or at the same time as, a physical meeting. Members who are unable or do not wish to participate in such a meeting may make written submissions to the Honorary Secretary on any item on the agenda no later than 14 days before the date of the meeting. Such submissions will be brought to the attention of the meeting by the Chairman or Chair of the meeting.

Dissolution of the Society

10. The Society shall not be dissolved unless by a vote of at least two thirds of those attending an EGM called for that purpose at which 20 members or half the total membership, whichever is the lower, shall form a quorum. In the event of such a dissolution being agreed, any existing assets shall, subject to the approval of those present, be disposed of as follows:

• Donors of gifts shall, if possible, be contacted and gifts disposed of as directed by them.
• Gifts not disposed of as above and all other assets including monies shall be donated at the discretion of the Executive Committee.

[Constitution as approved at the EGM held on 22nd May 2023 and amended at the AGM of 25th March 2024 (Rule 3 amendments)]