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NATIONAL FEDERATION FOR BIOLOGICAL RECORDING CONSTITUTION 1. NAME The name of the organisation shall be the National Federation for Biological Recording, hereinafter referred to as the Federation. 2. OBJECTIVES The Federation is established to: a) improve the awareness of the importance of biological recording in all organisations concerned with the environment by liaising with such bodies and encouraging communication and co-operation. b) improve standards and effectiveness of the gathering, management and dissemination of biological records. c) represent and further the aims of members insofar as they are encompassed within the objectives of the Federation. d) promote the securing and allocation of adequate resources for biological recording. In furtherance of the said objectives but not otherwise the Federation may: i) promote the adoption of environmental impact assessments as essential components in the effective planning and management of the natural, the rural and the urban environments. ii) secure funding for specific projects. iii) develop and disseminate guidelines and recommended procedures relevant to all stages of biological recording. iv) inform and encourage those involved in biological recording by means of meetings and publications. 3. MEMBERSHIP a) Full membership shall be open to any individual or any organisation with an interest in biological recording at any level, provided that they have paid an annual subscription fee which from time to time may be determined by the Council of the Federation. b) Honorary membership without subscription may be offered to organisations or individuals with aims related to that of the Federation at the discretion of the Council of the Federation. c) Each organisation or individual paying a subscription shall be entitled to one vote at a general meeting. Members' discount shall be available for up to four delegates from each organisation at conferences and other events organised by NFBR at which a discount for members was offered. d) All annual subscriptions shall be deemed to run from the first day of January in each year. e) Any member whose subscription is in arrears for six months shall cease to be a member. f) The Federation may for good and sufficient reason terminate any membership providing that the member or an individual representing the member shall have the right to be heard at a meeting of Council before a final decision is made. The decision to terminate membership shall be made by Council. 4. HONORARY OFFICERS a) At the annual general meeting hereinafter mentioned the Federation shall elect a Chairman, a Vice-Chairman, a Secretary, a Treasurer and Membership Secretary, a Newsletter Editor and a Website Manager. b) The Chairman and other Honorary Officers of the Federation shall hold Office until the conclusion of the Annual General Meeting of the Federation next after their elections but shall be eligible for re-election for another four years after which time they will not be eligible for re-election to that Office until one year has elapsed. c) Exceptions to rule 4 b) shall apply if: i) an Honorary Officer is elected as a member of Council, without holding Office, and may serve on Council for up to five years in addition to his/her service in the previous Office, or ii) is elected into a new Office; that Officer may serve for up to five years in the new Office in addition to his/her service in the previous Office. 5. ADMINISTRATION a) The administration of the Federation will be by Council b) Council shall comprise the Honorary Officers and up to ten members from the Federation who shall be elected each year at the Annual General Meeting. These members shall be eligible for re-election for four years after which they will not be eligible for re-election until one year has elapsed. An exception to this rule shall apply if a member is elected to an Honorary Office; he/she may then serve for up to five years in that Office in addition to his/her service as an ex-officio Council Member. c) The Council shall meet at least twice each year. d) The Council shall have the power to appoint working groups from Members of Council. e) The Council shall have the power to co-opt up to ten representatives whose special interest, knowledge or experience may, in the opinion of Council, support or further the aims of the Federation, and may determine their terms and conditions of membership. f) Any casual vacancies from Council may be filled by the Council from among the Federations full members and any casual vacancies of Honorary Officers may be filled from among the Council members. Any person appointed to fill such vacancies shall hold office until the conclusion of the next Annual General Meeting and shall be eligible for election at that meeting. g) The Federation shall administer the Recorder User Group and shall appoint a Chairman and a Secretary from the Members of Council to serve the Recorder User Group. h) Council may invite any organisation whose aims and objectives are compatible with those of the NFBR to nominate a Council member of NFBR, who shall be a member of NFBR, to represent that organisation's views to Council. 6. STATEMENTS BY THE FEDERATION All statements on behalf of the Federation shall be issued on Federation headed notepaper. The Chairman shall see all statements before issue and if he/she wishes shall refer them to the Federation and/or to Council for approval before they are issued. 7. MEETINGS OF THE FEDERATION a) The first General Meeting of the Federation shall be held on 15th April 1986 and once in each year thereafter an Annual General Meeting of the Federation shall be held at such time (not being more than fifteen months after the holding of the preceeding AGM) and at such place as the Federation shall determine. At least 28 clear days notice shall be given in writing either by the secretary or in the newsletter to each member. At such Annual General Meeting the business shall include the election of Honorary Officers, the election of Council, the appointment of an auditor or auditors, the consideration of an annual report of the work done by or under the auspices of the Federation produced by the Chairman or the Secretary, the consideration of the audited accounts and the transaction of other such matters as may from time to time be necessary. b) The Chairman of the Federation may at any time at his/her discretion and the Secretary shall within 28 days of receiving a written request so to do signed by not less than 20 members and giving reasons for the request call a Special General Meeting of the Federation. At least fourteen clear days notice shall be given in writing by the Secretary to each member. The actual day of the called Special General Meeting shall be not more than 56 days after the request is received. c) The Secretary shall send notice of Council meetings to all elected and co-opted Council Members at least 28 days in advance of such meetings. 8. RULES OF PROCEDURE AT MEETINGS a) The quorum at a meeting of the Federation shall be one tenth of the members; the quorum at a meeting of Council shall be seven or 50% of the elected members whichever is the lowest number. b) Save as otherwise herein provided, all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote thereat. In case of an equality of votes the Chairman of the meeting shall have a second and casting vote. c) Minutes shall be kept by the Federation and the Council and the Secretary shall enter therein a record of all proceedings and resolutions. 9. FINANCE a) All moneys raised by or on behalf of the Federation shall be applied to further the objectives of the Federation and for no other purpose, provided that nothing herein contained shall prevent the payment in good faith of reasonable and proper remunerations to any employee of the Federation or the repayment of reasonable out-of-pocket expenses. b) The Treasurer shall keep proper accounts of the finances of the Federation. c) The accounts shall be audited at least once a year by the auditor or auditors appointed at the Annual General Meeting. d) An audited statement of the accounts for the last financial year shall be submitted by the Treasurer to the Annual General Meeting for approval. e) A bank account shall be opened in the name of the Federation with such bank as the Federation shall from time to time decide. The Federation shall authorise in writing the Chairman, the Treasurer and the Secretary to sign cheques on behalf of the Federation. All cheques must be signed by two of the three authorised signatories. 10. ALTERATIONS TO THE CONSTITUTION Any alterations to this constitution shall require the assent of not less than two-thirds of the members of the Federation present and voting at a meeting specially called for the purpose or at the AGM and notice of any such alteration(s) must have been received by the Secretary in writing not less than fifty-six clear days before the meeting at which the alteration is to be brought forward. At least fourteen clear days notice of such a meeting setting forth the alteration(s) shall be given in writing by the Secretary or in the newsletter to each member. 11. DISSOLUTION If
the Council by a simple majority decide at any time that on the grounds
of expense or otherwise it is necessary or advisable to dissolve the
Federation, it shall call a meeting of all members of the Federation of
which meeting not less than twenty-one clear days notice (stating the
terms of the dissolution to be proposed thereat) shall be given. If
such decision is confirmed by a two-thirds majority of those present
and voting at such a meeting the decision shall take effect and the
Council shall have the power to dispose of any assets held by or on
behalf of the Federation. Any assets remaining after the satisfaction
of any proper debts and liabilities shall be given or transferred to
such other organisation(s) having objectives similar to those of the
Federation. |
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