CONSTITUTION OF THE PHASMID STUDY GROUP - AGM 23rd January 2009
This Society shall be called the PHASMID STUDY GROUP (hereinafter referred to as the Group) and its purpose shall be to promote, encourage and publish studies of all aspects of phasmids.
1. To hold regular meetings of members including an Annual General Meeting, produce a regular Newsletter to record meetings and contributions from members, Phasmid Studies Journal for more scientific contributions, and the PSG Website to include an accurate, up-to-date list of cultured species, list of members and other information.
2. To culture and study phasmids and foster free exchange of species through the Livestock Co-ordinator and at meetings, allowing members to share livestock appropriate to their experience, and publicise the activities of the Group so as to attract members of all levels of knowledge and ages who subscribe to the aims of the Group.
- Membership of the Group shall be open to all those who support the Aims and abide by the Rules of the Group and who pay the annual subscription each year.
- Members of the Group shall not sell to anyone any phasmid livestock they obtain through the Group, and they shall endeavour to ensure a similar undertaking on any such livestock they give away.
- The members shall elect annually at the AGM a Committee to administer the Group during the year: this Committee to consist of 9 Officers (Chair, Treasurer, Secretary, Newsletter Editor, Phasmid Studies Editor, Librarian, Livestock Co-ordinator, Merchandise Officer and Exhibitions & Meetings Officer) plus at least 3 other Officers/Committee members. Further members may be co-opted onto the Committee as required.
- The Committee shall be elected at the Annual General Meeting by a simple majority of members present, each member having one vote; any vacancies which arise during the year shall filled at the next members' meeting, using the same voting procedures.
- A meeting of the Committee will usually be called before the AGM each year, at other the Committee may liaise and make decisions by email.
- All proposals made at Committee meetings must be seconded before they can be put to the vote. All such proposals shall be decided by a simple majority of votes, each elected Officer or Committee member having one vote. In cases where the votes would otherwise be equal the Chair of the meeting shall have a second or casting vote.
- The members of the Committee shall be entitled to an indemnity out of the assets of the Group for all expenses and other liabilities properly incurred by them in the management of the affairs of the Group.
- A meeting of members shall be called at least twice per year, with at least 2 weeks' notice on each occasion, the Annual General Meeting being in January or February; the quorum for members' meetings shall be any 25 members or 10% of the membership (whichever is the greater).
- An Extraordinary General Meeting shall be called by the Chair at the request of the Committee, or at the request of any 25 members or 10% of the membership (whichever is the greater). The meeting shall be held within 8 weeks of receipt of the request, and members shall be given at least 2 weeks' notice of such a meeting. The purpose of the meeting must be stated when it is requested and in the notice to members.
- Major decisions on Group policy and finance shall be made by members at Annual General Meetings and Extraordinary General Meetings.
- An Agenda, together with all relevant papers, shall be circulated before all members' meetings and Committee meetings. Members and Committee members shall be given an opportunity to advise the Chair of topics they wish to be included on the Agenda.
- All proposals made at members' meetings must be seconded before they can be put to the vote. All such proposals shall be decided by a simple majority of votes. Each member having one vote. In cases where the votes would otherwise be equal the Chair of the meeting shall have a second or casting vote.
- All decisions reached at members' meetings and at Committee meetings shall be stated and recorded at the time, and then circulated before the next members' meeting or Committee meeting respectively.
- a) A resolution to dissolve the Group shall only be proposed at an Extraordinary General Meeting and shall only be carried by a majority of at least three-quarters of the members present.
- b) The dissolution shall take effect from the date of the resolution and the members of the Committee shall be responsible for the winding-up of the assets and liabilities of the Group.
- c) Any property remaining after the discharge of the debts and liabilities of the Group shall be given to the Amateur Entomologists' Society. In the event of the prior dissolution of the Amateur Entomologists' Society any such property remaining shall be given to another entomological society or to a charity to be decided at the meeting which votes to dissolve the Group.
- Members not conforming with the Aims and Rules of the Group shall have their membership rescinded.
- These Rules may be altered only by an Annual General Meeting or an Extraordinary General Meeting and only after members have been given 2 weeks' notice of any proposed alterations.