P.F.H.S. Committee
Chairperson: Richard Burns
Vice Chairperson: George Ruddell
Treasurer: Doris Brady
Secretary: Dr Harry Hunter
Council Representative: Dr Harry Hunter
Council Representative: Richard Burns
Committee member: Roy Brady
Committee member: Rosalind Scrine
Committee member: Ann McClelland
Committee member: James Crockett
Webmaster: Richard Edgar
Portadown Family History Society Constitution
A Branch of the North of Ireland Family History Society (Registered Charity XR22524)
Proposed 1st February 2005
The name of the Society shall be "Portadown Family History Society" (herein after called the Portadown FHS).
The Council of the North of Ireland Family History Society will herein after be called the Council.
The North of Ireland Family History Society will herein after be called NIFHS.
2. DEFINITIONS
a) The Portadown FHS is a branch of and subject to the Constitution and regulations of the NIFHS.
b) The Portadown FHS is an association of people formed in accordance with the Constitution and regulations laid down from time to time by the NIFHS.
c) The NIFHS shall consist of members of Family History Society Branches as have been approved by The Council of the NIFHS.
The purpose of the Portadown FHS is to provide an association of members whose object shall be:
a) To promote and encourage the public and personal study of world‑wide family history, genealogy, heraldry and local history with particular reference to the North of Ireland, especially the county of Armagh and surrounding areas.
b) To promote the preservation, security and accessibility of archival material.
In furtherance of the above objects the Portadown FHS shall have the following
aims:
(1) To hold lectures and discussions and to organize research visits for Portadown FHS members.
(2) To receive, hold and maintain a library of printed works and other materials for the use of Portadown FHS members. Proof of membership, as laid down by the Council of the NIFHS will be required to be shown to a member of the Committee.
(3) To receive, preserve, transcribe or publish source materials, including documents and monumental inscriptions, provided there is no infringement of copyright and permission has been obtained from any rightful owner to copy such records. Such materials shall remain the property of the Portadown FHS.
(4) To work in conjunction with similar societies and supportive bodies such as churches, libraries, record offices and educational establishments.
Membership of the Portadown FHS shall be open to all persons having a genuine interest in the support of the Portadown FHS's aims. Receipt of the appropriate fee will constitute membership and membership details will be held on the Portadown FHS’s computer and the NIFHS computer unless a member specifically does not wish this. Such details are only held for use in the publications of the NIFHS and for mailing purposes and a person shall remain a member until his or her name is removed from both computers.
5. BRANCH MEMBERSHIP
a) FULL MEMBERSHIP - Membership fees shall be paid annually at a rate prescribed by the Portadown FHS and based on the financial requirements of the Portadown FHS to maintain its well‑being. Portadown FHS membership shall entitle each member or household to receive one copy of each issue of the Journal "North Irish Roots" for one year. A special rate may be instituted to cover membership of a family from one household, if desired. Membership of a Branch of the NIFHS will entitle a member to attend meetings of any other Branch of the NIFHS.
b)
ASSOCIATE MEMBERSHIP - Persons and organisations that are not members of
a Branch of the NIFHS, whether in this country or overseas, who contribute the
appropriate annual fee shall be enrolled as Associate members of the Society
without voting rights. This shall entitle them to receive the Journal "North
Irish Roots" for one year and to attend meetings of any branch of the NIFHS.
This membership shall be controlled and fees determined by the Membership
Secretary of the NIFHS.
a) The annual NIFHS levy and cost of two North Irish Roots Journals.
b) Hire of the venue for meetings.
c) Administrative and postage expenses.
d) Potential ongoing and future expenses, as identified by the Committee.
a) The Portadown FHS shall be administered by a Committee consisting of a minimum of four members nominated by the Portadown FHS. The Committee shall have the authority to co‑opt additional members whose position will be reviewed annually.
b) It is recommended that honorary officers of Committee should be elected annually up to a maximum of three years ‑ but Committee may fill any vacancies occurring during a year, without having an AGM but at the next AGM the position should be ratified. The Portadown FHS officers to be as follows: Chairman, Vice‑Chairman, Secretary, Treasurer and such other officers as may be required from time to time as need arises. Also two representatives should be elected from the Committee members and officers to attend meetings of the Council of the NIFHS.
c) Appointment to the above offices shall be by election at a properly constituted AGM. In the event of a tie for any office, the Chairman shall have the casting vote.
d) Names of office‑bearers shall be announced and ratified at the AGM.
e) Committee decisions shall only be valid if a quorum of at least fifty-one per cent of the Committee members are present at the vote.
f) Committee shall have the power to form sub‑committees to investigate matters and make recommendations to the Portadown FHS.
g) The Committee shall have the authority to suspend any Committee member from office ‑ if agreed by two‑thirds majority of a postal vote of the full Committee, votes to be posted to an appointed independent adjudicator.
h) Succeeding Committee meetings, date and venue should be arranged before the end of each Committee meeting.
i) The names of the NIFHS Council representatives, Committee members and officers shall be sent to the NIFHS Council secretary when elected. The appointment of any other officers and sub‑committees shall be left to the discretion of the Portadown FHS.
As the first NIFHS Council meeting is to take place in June, an Annual General meeting of the NIFHS will be held each year, usually in late May, when the Branches shall present their progress and financial reports to the general membership.
An Extra‑ordinary General Meeting may be convened at the request of the Committee or a majority of the members. Notice shall be given at least four weeks before the proposed meeting in order that each member may have the opportunity to consider any problem that may have arisen and of which prior notice has been given. A simple majority shall carry decisions at such an EGM.
The constitution may be amended by a fifty one per cent majority of the full paid‑up membership voting at the AGM or an EGM. Notice of proposed amendments shall be given to the Committee before the end of January. No amendments shall be made to this Constitution, which would cause the Society to cease to be a charity at law.
a) The income and property of the Portadown FHS, from whatever source derived, shall be applied solely towards the promotion and execution of the objectives of the Portadown FHS.
b) The Treasurer shall be responsible for the finances of the Portadown FHS.
c) A balance sheet shall be prepared and shall be presented to the membership at the AGM.
d) In the event of a financial shortfall occurring as the result of extraordinary expenses, the Committee shall request a levy equally from all members. However, every effort should be made to predict such expenses and hold an EGM to have such expenses agreed by a majority of the members prior to incurring any debt.
The Portadown FHS may be dissolved by a resolution passed by not less than three quarters of those members present with voting rights either at an AGM or an EGM called for the purpose and for which appropriate notice has been given in writing. Such a resolution may give instructions for the disposal of any assets held by the Portadown FHS after all debts and liabilities have been paid. Any material assets (such as archive material, publications, books and documents) remaining shall be transferred to the NIFHS library or some other charitable institution or institutions having objectives similar to those of the Portadown FHS. Monetary assets (either cash or bank accounts) will be divided equally among the membership with one share per person, whether individual or joint member.