1 |
The
Society shall be known as ‘The Arbeia Society’. |
2 |
The
home base of the Society shall be the Roman fort at South Shields, Tyne
and Wear. |
3 |
The
objects of the Society shall be: |
|
a) |
To advance
public education in the history of Arbeia Roman fort and other sites
of historical interest, especially those of the Roman period and/or
within the North East region. |
b) |
For the public benefit,
to assist in the preservation of features of historical interest. |
|
|
In furtherance of the above
objects, but not further or otherwise, the Society shall have the following
powers: |
|
a) |
To recreate
as accurately as possible the equipment, clothing, tools, accoutrements
and activities of Roman soldiers and civilians who lived in and
around South Shields (Arbeia) in the 3rd century AD. The date AD
230 is taken as a guideline year, and the re-enactment group shall
be known as ‘Cohors Quinta Gallorum’ after the auxiliary
unit stationed at Arbeia at that period. |
b)
|
To carry out field work
of a non-destructive nature, under guidance of professional archaeologists,
on sites within the North East. |
c) |
To engage in reconstruction
archaeology and to publish such experiments and the results in a
professional manner. |
d) |
To promote public interest in the above activities both locally
and nationally through displays, exhibitions, lectures and publications. |
e) |
To educate and entertain
the general public and to promote and draw attention to the North
East region. |
f) |
To raise funds to assist
in archaeological fieldwork and excavation in the region, especially
at South Shields Roman Fort, and to support the publication of such
work. |
|
4 |
Membership |
|
a) |
Membership
will consist of any person aged over 18 who is interested in and
in sympathy with the aims of the Society, on payment of the appropriate
fee and on signing acceptance of the Constitution, Rules and Code
of Conduct. |
b) |
Membership shall be
in one of five forms: |
|
| i) |
Re-enactment
Membership: for members who are willing and able to take a
full part in all Society activities, particularly public displays,
training, reconstruction archaeology, field work and equipment
work sessions. Re-enactment Members have full voting rights
and will receive the regular Society publications, as well
as discounts on others. |
| ii) |
General Membership:
for members who wish to participate in the archaeological
fieldwork and experimentation aspects of the Society, but
not the re-enactment aspects of the Society. General members
have full voting rights and will receive the regular Society
publications, as well as discounts on others. |
| iii) |
Associate Membership:
these members have no voting rights and will only receive
the regular Society publications. |
| iv) |
Family Membership:
for any close relations of a Re-enactment, General or Associate
Member living at the same address. Membership shall not entitle
such additional persons to vote or receive Society publications,
but will allow them to take part in activities and is designed
to involve whole families. |
| v) |
South Shields
Archaeological and Historical Society Membership: only for
members who belonged to the South Shields Society at the time
of its merger with the Arbeia Society, and who wish to continue
only at their lower rate of membership. They have no voting
rights, and will not receive Arbeia Society publications. |
|
|
Members under the age
of 18 will be accepted in any of the categories at a concessional
rate, but will have no voting rights. |
c) |
Within the Society there
shall be a military display team, open to all male Re-enactment
members over the age of 16 who are suitably equipped. This team
will drill and generally disport as Roman soldiers. The strength
of the team will depend on attendance at a given public meeting
and the amount of equipment available. Members of the team come
under the control and discipline of the various Society officers
in the circumstances outlined below (8, b, iii, 12, 13). Female
Re-enactment members and those not wishing to drill, as well as
Re-enactment members under 16 years of age, will form the civilian
display team and take part in living history displays, in addition
to working on costume and equipment production. |
d) |
All Re-enactment members
shall adopt Roman names appropriate to the 3rd century AD and subject
to approval by the Research Officer for use at public displays. |
e) |
Members shall only represent
the Society at approved activities, public meetings and displays.
They shall not communicate with members of the news media without
approval of an Executive Officer or the Publicity Officer, or unless
they themselves are an Executive Officer or the Publicity Officer. |
f) |
Any member whose conduct
is considered to the satisfaction of an Annual General Meeting (AGM)
or an Extraordinary General Meeting (EGM) to be detrimental to the
interests, welfare and objectives of the Society may be expelled
from the Society at the meeting. Appeal against expulsion may be
made at a subsequent AGM or EGM. |
g) |
Any member whose conduct
at a public meeting/activity is considered by an Executive Officer
to be detrimental to the interests, welfare and objectives of the
Society may be suspended on the agreement of any two Executive Officers
and prohibited from taking further part in any public meeting/activity.
Such suspension can be challenged at an AGM or EGM, and can be rescinded
with the full agreement of all Executive Officers at any other time. |
|
5 |
Subscriptions |
|
a) |
The different
levels of subscriptions for General, Re-enactment, Associate and
Family Membership shall be set for the following year by the Board
of Trustees. |
b) |
The subscription shall
entitle General, Re-enactment and Associate members to receive the
Arbeia Magazines and the Journal. General and Re-enactment members
are also entitled to reductions on other Society publications and
merchandise. Re-enactment members will also receive a kit manual
in their first year, with subsequent updates and supplements. |
c) |
Subscriptions shall
be payable upon the acceptance of application to join the Society,
and thereafter upon the 1st January each year. Failure in payment
for more than three months after it is due shall result in a lapse
of membership. |
|
6 |
Meetings |
|
Society meetings shall be
of six types: |
|
i) |
Annual General
Meeting (AGM): this will be held every January at a time and place
determined by the Board of Trustees and convenient to the majority
of Re-enactment and General Members. It will review Society activities
over the preceding year, hear Officers’ reports, elect Officers
and conduct other business. Two months’ notice of the AGM
venue and time will be sent to all voting members and motions and
proposals must be submitted to either Secretary, by the first Tuesday
in January. Should any voting on policy, constitutional changes
or election of officers be required then the AGM must be quorate;
the quorum necessary will be 15 Re-enactment and/or General Members,
or 20% of the voting membership, whichever is greater. |
ii) |
Extraordinary General
Meeting (EGM): this may be called by any Trustees at any time giving
14 days’ notice, or by special request with 7 Re-enactment
and/or General Members as signatories. A quorum is required; the
quorum necessary will be 15 Re-enactment and/or General Members,
or 20% of the voting membership, whichever is greater; of which
6 must be signatories if appropriate. Elections to vacant offices
and changes in the Constitution may be carried out in an EGM. The
same candidature and voting rules apply as with an AGM. |
iii) |
Monthly Meetings (MM):
for the transaction of business relating to the re-enactment side
of the Society. Elections and Constitution changes may not be held
or effected at a MM. No quorum is necessary. The Trustees and Elected
Officers shall be guided by the views expressed at a MM, but such
views and advice are not binding. |
iv) |
Lecture Meetings (LM):
to be held as arranged by the General Secretary. The Trustees and
Elected Officers shall be guided by the views expressed at a LM,
but such views and advice are not binding. LMs will be promoted
under the names of both the Arbeia Society and the South Shields
Archaeological and Historical Society. |
v) |
Training and Equipment
Work: held at the Society’s base for training the display
team under a Display Officer, for the membership in drill and constructing
equipment. These are not usually public meetings, although such
activities may be carried out in history displays. |
vi) |
Public Meetings (PM):
consisting of public displays, lectures, reconstruction/ experimental
archaeology, school visits, ‘living history’ activities
etc. |
|
7 |
Executive
Officers |
|
The Executive Officers constitute
the Board of Trustees of the Society. |
|
a) |
Duties of
the Chairman |
|
The elected Chairman
will hold the chair at the AGM, EGMs, MMs, LMs and meetings of the
Finance Committee unless he is absent in which case it passes to
any other mutually-agreed executive officer present, or failing
that, a member elected by the meeting. In cases of tied voting,
the Chairman has the casting vote.
The Chairman will give a report to the AGM on the Society’s
year.
The elected Chairman must hold Re-enactment membership of the Society. |
b) |
Duties of the Treasurer. |
|
The elected Treasurer
shall keep proper accounting records of all income and expenditure,
and assets and liabilities. He will also provide, for members attending
the AGM, an income and expenditure account, a balance sheet and
a report on the accounts.
The elected Treasurer can hold either Re-enactment or General membership
of the Society. |
c) |
Duties of the Re-enactment
Secretary. |
|
The elected Re-enactment
Secretary shall undertake the administration of ‘Cohors Quinta
Gallorum’ and all other Society re-enactment activities in
accordance with established practice and will keep all Trustees
and Elected Officers advised of all matters arising. He will advise
all Re-enactment members on date, venue and agenda of Monthly Meetings
and arrange such venues; he will take, write up, and circulate to
all Re-enactment members minutes of previous Monthly Meetings; he
will be responsible for re-enactment correspondence and will liaise
with the Publicity Officer with regard to the production of press
releases. He will work jointly with the General Secretary in organising
the AGM (and any EGMs that may occur).
The Re-enactment Secretary will give a report at the AGM on the
preceding year’s business.
The elected Re-enactment Secretary must hold Re-enactment membership
of the Society. |
d) |
Duties of the General
Secretary. |
|
The elected General
Secretary shall be responsible for the administration of General
Membership activities and Lecture Meetings in accordance with established
practice and will keep all Trustees and Elected Officers advised
of all matters arising. He will advise all members on date, venue
and agenda of Lecture Meetings and arrange such venues; he will
take, write up and circulate to all Trustees and Elected Officers
minutes of the previous Finance Committee meetings. He will be responsible
for general correspondence and will liaise with the Publicity Officer
with regard to the production of press releases. He will work jointly
with the Re-enactment Secretary in organising the AGM (and any EGMs
that may occur), and informing members of nominations for election
and election results.
The General Secretary will give a report at the AGM on the preceding
year’s business.
The elected General Secretary can hold either Re-enactment of General
membership of the Society. |
|
8 |
Non-executive
Officers |
|
All Non-executive Officer
posts are appointees, and not Trustees of the Society. The holders of
the posts are appointed on merit by the Trustees as a body; they may also
be removed during a term of office by the Trustees as a body. Non-executive
post holders are appointed annually; however, there is no limit to terms
of office, subject to re-appointment. Save where outlined in the Constitution,
Non-executive Officers have no more powers than normal Re-enactment, General
or Associate members. Non-executive officers may hold more than one post.
Executive Officers may also hold non-executive posts. |
|
a) |
Duties of
the President |
|
The Senior Manager of
Archaeology for Tyne and Wear Museums will be invited by the Trustees
of the Society to hold the non-elective position of President of
the Society. The President will act as a figurehead for the Society
and will be a member of the Editorial Board of the Society’s
Journal. |
b) |
Duties of the Research
Officer. |
|
| i) |
The
Research Officer is responsible for researching equipment
and Roman military matters in general for the Society; for
encouraging and helping others to do likewise; and for channelling
such research and information to the benefit of the membership
and the Society’s objectives. |
| ii) |
He is responsible
jointly with the Publications Officer for producing the kit
manual for new re-enactment members, and for advising on all
Society Publications. |
| iii) |
He is empowered
to prohibit the use of items of equipment at PMs, Roman names,
drills and other practices which he deems to be inaccurate
and/or at variance with the interests and objectives of the
Society. His decision is final at a given PM, but may be called
upon to explain or defend that decision. Practical levels
of accuracy will increase as the Society progresses, so equipment
at one display will not necessarily be acceptable at the next
PM. However, the Research Officer must keep the membership
informed of changing standards. |
|
c) |
Duties of the Publicity
Officer. |
|
The Publicity Officer
will liaise between the Society and the press; he will be responsible
for all press releases and for publicising major events. |
d) |
Duties of the Publications
Officer. |
|
The Publications Officer
shall publish reports of research and reconstruction work in accordance
with the objectives of the Society in the range of Society literature.
The Publications Officer is also a member of the Editorial Board
of the Society’s Journal. |
e) |
Duties of the Editor
of Arbeia Magazine. |
|
He will compile and
edit Arbeia, the Society’s magazine, and forward the final
proof to the Publications Officer for publication. |
f) |
Other non-executive
posts may be created by the Trustees should they deem them necessary,
up to a maximum of 15 non-executive posts in total. |
|
9 |
Management |
|
a) |
The affairs
of the Society shall be conducted by the Board of Trustees who shall
consist of the Chairman, Re-enactment Secretary, Treasurer and General
Secretary in a manner commensurate with the objectives and interests
of the Society and with the decisions and discussions of the AGM,
EGM and MMs (6.i-iii). |
b) |
The term of Executive
Officers shall be of up to one year following election at the AGM.
There is no limit to terms of office, subject to re-election. |
c) |
No persons may be nominated
as Chairman or Re-enactment Secretary who do not hold Re-enactment
Membership of the Society. No persons may be nominated as Treasurer
or General Secretary who do not hold either Re-enactment or General
Membership of the Society. Nominations for candidates must be made
in writing and must be received by the Receiving Officer by the
date announced. |
d) |
Voting shall be by postal
vote or attendance at the AGM for all Executive Officers, votes
being cast by Re-enactment and General Members only. Nomination
papers and the provisional Agenda for the AGM will be sent out in
November, and ballot papers and final Agenda at the beginning of
January. Postal votes by Re-enactment and General Members shall
be sent to either Secretary with membership cards as validation,
and must reach either Secretary by the date of the AGM. In the event
of an inquorate AGM and an uncontested election, then the candidate
will be appointed to the post for which he is standing; in the event
of an inquorate and a contested election, a quorate EGM must be
held as soon as possible and present incumbent must remain in post
until such time as the election can take place. |
e) |
At the AGM, motions
shall be carried by a single majority, all members’ votes
not cast are taken as abstentions. In the case of amendments and
changes to the constitution, a quorum and a majority of 75% of the
cast votes is required. In cases of tied votes, the Board of Trustees
shall have the casting vote. |
f) |
A Display Officer shall
manage re-enactment training and displays, working in conjunction
with the Research officer. Display officers shall be appointed on
an ad hoc basis for each event. |
g) |
The Executive Offices
of Chairman, Re-enactment Secretary, Treasurer and General Secretary
are mutually exclusive and no more than one shall be held by any
one person. |
h) |
Holders of any office
may be removed from that position by a vote of no confidence at
an EGM. New elections are to be held within one month or at the
next AGM, whichever is soonest. |
|
10 |
Finances |
|
a) |
The Society’s
financial year shall commence on the 1st January. |
b) |
Funds of the Society
shall be allocated; by the Board of Trustees, comprising the executive
officers of the Society; in line with the aims and objectives of
the Society and guided by the wishes of the membership as expressed
at AGMs, EGMs and MMs. |
c) |
Trustees of the Society
are forbidden to benefit financially from monies raised by the Society,
unless they are employed by a body or organisation to whom a grant
is given, and they are employed by that body solely for their professional
expertise and not because of their position in the Arbeia Society.
Also, no condition may be attached to such a grant in order to maintain
the continuing employment of any such Trustee. |
d) |
The funds of the Society
shall not be applied to any other purpose than those in the aid
of, or in connection with, the interests and objectives of the Society. |
e) |
The funds of the Society
shall only be kept in bank accounts authorised by the Board of Trustees.
All money received from any source by the Treasurer on behalf of
the Society shall be paid into those accounts so nominated. |
f) |
No member of the Society
shall commit any financial obligation on the Society without the
consent of the Board of Trustees. |
g) |
Two Honorary Auditors,
who shall not be Executive Officers of the Society, will be appointed
by the Board of Trustees before an AGM for the purpose of confirming
that the Treasurer has fulfilled his duties for the past year. |
|
11 |
Grants |
|
a) |
A grant
fund shall be set up and maintained by the Board of Trustees. |
b) |
Grants will only be
awarded for projects which accord with the aims of the Society. |
c) |
Any individual (excepting
Trustees of the Society), or Organisation may apply for a grant
by requesting an application form from the Board of Trustees. |
d) |
Completed forms will
be considered by the Board of Trustees, who may call on the opinions
of recognised experts in order to help them reach a decision. |
e) |
Decisions on grant applications
will be the view of the majority of the Board of Trustees. |
f) |
A report detailing the
use of the grant and any results obtained from the grant-aided project
will be requested from the recipient after an agreed period. |
|
12 |
Publications |
|
The following publications
shall be produced by the Society: |
|
i) |
Minutes
of the monthly meeting will be sent out to re-enactment members
by the Re-enactment Secretary. |
ii) |
Kit manual for new re-enactment
members and updating material of existing membership, produced by
the Research and Publications Officers. |
iii) |
A Journal, which will
publish to an academic standard the research and reconstruction
results achieved by the Society, as well as other academic items
of interest to the members, will be published. The editing of this
will be carried out by an editor appointed annually by the Board
of Trustees, in conjunction with the President and the Publications
Officer, and any other members of the Society as shall be co-opted
onto the board by the editor and Trustees. |
iv) |
A magazine, to be named
Arbeia, published twice-annually. |
v) |
Society memorabilia
for general public sale, such as cards, slides, posters, printed
shirts, one-off publications, craftwork, etc. |
|
13 |
Equipment |
|
a) |
Items of
equipment and materials paid for by the Society belong to the Society.
Work carried out on such items and materials does not convey ownership
to individual members. A pool of Society equipment shall be built
up for the general use of members during activities/meetings and
will be stored at the Society’s base. |
b) |
A register shall be
kept of all equipment belonging to the Society and items shall be
signed for by members using or working on them during activities/
meetings or away from the base. The Secretaries are responsible
for obtaining the register and updating it on each occasion. |
c) |
No equipment belonging
to the Society may be used by members for displays by other societies
or organisations, or lent to such bodies, unless specifically permitted
by a Trustee or Elected Member. |
d) |
In respect to damage
to equipment, a member is liable if such damage is caused by irresponsible
behaviour, or if equipment that becomes damaged is in a member’s
possession outside of a public meeting/activity. Cost of repairs
or replacements will be set by the Finance Committee and ratified
by the Board of Trustees. Appeals against such a decision can only
be made at an AGM or EGM. |
|
14 |
Training
and Displays |
|
a) |
The Code
of Conduct issued to all Re-enactment members governs discipline
and behaviour at all displays. |
b) |
Membership cards must
be carried at all times by members in possession of weapons in public
when away from South Shields fort site. |
c) |
At Training Meetings
and Displays, a Display Officer shall preside. He is empowered to
prohibit inappropriate behaviour and the use of equipment which
may be likely to lead to adverse publicity for the Society, or that
is against the interests and objectives of Quinta. |
|
15 |
This
constitution may be altered at an Annual or Extraordinary General Meeting
of the Arbeia Society by a resolution passed at a quorate meeting by (two
thirds of) the members present and voting thereat. |
|
The resolution for the alteration
of the constitution must be received by the Secretary of the Arbeia Society
at least 21 days before the meeting at which it is to be proposed. At
least 14 days’ notice of such a meeting must be given by the Secretary
to the Arbeia Society and must include notice of the alteration proposed:
Provided that no alteration to clause 3 (Objects), clause 16 (Dissolution)
or this clause shall take effect until the approval in writing of the
Charity Commissioners or other authority having charitable jurisdiction
shall have been obtained: and no alteration shall be made which would
have the effect of causing the Arbeia Society to cease to be a Charity
in law. |
16 |
If
the Executive Committee decides that it is necessary or advisable to dissolve
the Society, it shall call a meeting of all the members of the Society,
of which not less than 21 days’ 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 Executive Committee
shall have power to realise any assets held by or on behalf of the Society.
Any assets remaining after the satisfaction of any proper debts and liabilities
shall be given or transferred to such other charitable institution or
institutions having objects similar to the objects of the Society as the
members of the Society may determine, or failing that, shall be applied
for some other charitable purpose. A copy of the statement of accounts,
or account and statement, for the final accounting period of the Society
must be sent to the Charity Commissioners. |
