THE RULES OF THE ASSOCIATION INCORPORATING THE RESOLUTIONS APPROVED AT THE SPECIAL GENERAL MEETING HELD ON 8th DECEMBER 2022
Rule 1 – The name of the Association shall be the Leeds Geological Association.
Rule 2 – The objects of the Association shall be to advance the education of the public in geology and allied sciences, more specifically in the North of England, with particular emphasis on Yorkshire, by holding meetings for the delivery of public lectures, by field meetings and by such other means as the Council of the Association may from time to time determine.
Rule 3 – The Association shall have the following categories of membership:
- Ordinary Membership – open to any person aged 18 years or over.
- Associate Membership – this category being open only to other named persons, regardless of age, residing at the same address as the Ordinary Member.
- Student Membership – this category being open only to persons who are aged over 18 and in full-time education.
- Temporary Membership – being open to persons who are not otherwise members of the Association who attend a Field Meeting, membership being for the duration of that meeting.
- Honorary Membership – in accordance with Rule 7.
All categories of member shall enjoy equal rights and privileges of membership except that:
- Temporary Members shall have no right to vote on any matters concerning the Association.
- Associate Members and Temporary Members shall not be entitled to receive copies of the Association’s Newsletters and other publications.
All members other than Temporary Members shall have notice of all meetings but Associate Members shall be deemed to have received notification of meetings sent to the Ordinary Member.
It is the member’s responsibility to keep the Membership Secretary advised of their up-to-date contact details. Communications to members may be by post, e-mail or text as appropriate.
Rule 4 – Membership of the Association shall be open to all persons who are interested in furthering the said objects and who shall pay such rates of subscription as the Association shall from time to time decide.
Rule 5 – The amount of the subscription in respect of each category of membership for the forthcoming calendar year shall be determined by resolution of the Association at each Annual General Meeting or a Special General Meeting called for that purpose. All subscriptions, with the exception of those paid by Temporary Members, shall be payable in advance on the first day of January in each year. Subscriptions (also referred to as day fees) payable by Temporary Members shall be paid at the commencement of the Field Meeting which they attend.
Rule 6 – Any member whose annual subscription is three months in arrears shall be sent a reminder by post or email in the following month (i.e. in April) to the member’s last known address, as advised by that member. If the subscription has not been paid by 31st May that member shall be considered to have terminated their membership of the Association. New members who join and pay a subscription between 1st November and 31st December shall not be required to pay a subscription for the year commencing the following 1st January.
Rule 7 – Any person who has rendered signal service to the Association or who is distinguished for the pursuit of the objects of the Association may, on the recommendation of Council, be elected to Honorary Membership by the members in General Meeting.
Rule 8 – The management of the Association shall be vested in Council, drawn from the Association’s Ordinary, Associate and Honorary Members who are aged 18 years or over. Council shall consist of the President, the Honorary Secretary and the Honorary Treasurer and, normally, the immediate Past President, the Membership Secretary, the Lecture Secretary, the Field Visit Secretary, the Field Visit Report Secretary and the Publicity Secretary, together with such numbers as shall be determined by the Association’s members each year, such Council being elected by the Association’s members at each Annual General Meeting.
Rule 9 – An academic of the School of Earth & Environment or a successor department of the University of Leeds shall be invited to attend Council meetings and may be consulted on such matters as Council determines. In addition, two students of that department may attend Council meetings as observers and be consulted on matters which might affect students of that department. Neither the academic nor the students shall take part in the management and control of the Association.
Rule 10 – Council may invite members and others to assist it in carrying out specific tasks which it has resolved should be implemented but shall retain overall management and control of those tasks.
Rule 11 – Council, of whom four shall form a quorum, shall meet when summoned by the President or the Honorary Treasurer or the Honorary Secretary or by any three members of Council.
Rule 12 – The Honorary Treasurer shall receive and keep an account of all funds of the Association and shall present to the members at each Annual General Meeting a statement of the accounts of the Association made up to the previous 31st October and reviewed by someone (not on Council) who has been appointed by members in General Meeting or the previous Annual General Meeting. All bank and building society accounts shall be opened in the name of the Association. Withdrawals shall require two or more authorised signatories, one of whom shall be the Honorary Treasurer, but Council may give the Honorary Treasurer authority to solely operate the bank current account.
Rule 13 – The property of the Association, including all its income, shall be paid or applied solely to the aforementioned objects of the Association and no part thereof shall be distributed to any member of the Association by way of profit, provided that nothing in this Rule shall prevent the payment of reasonable remuneration to any person (not being a member of Council) for services rendered or work done to or for the Association whether or not such a person is a member of the Association. Furthermore, nothing shall prevent the reimbursement of reasonable expenses incurred on behalf of the Association by any person including a member of Council.
Rule 14 – The Honorary Secretary shall, as directed by Council, make arrangements for the organisation and conduct of all meetings. With the exception of General Meetings held in the field these shall normally be held in Leeds. With the exception of the meeting held under Rule 20 (dissolution), no less than fourteen days’ notice of forthcoming meetings shall be given to members. Minutes shall be taken of the proceedings of all General, Special and Annual meetings together with meetings of Council and entered regularly in the minute books.
Rule 15 – All meetings including that under Rule 20 (dissolution) may take place either in person or remotely.
Rule 16 – An Annual General Meeting shall be held in each calendar year for the purposes of:
- The election in accordance with Rule 8 of the President and others to form Council to serve until the next Annual General Meeting.
- Considering the Annual Accounts and the Reports of the Honorary Treasurer and the Honorary Secretary.
- Considering any other matters proposed by Council of which prior notice has been given to members.
- Any Other Business.
At such meetings, 15% of the membership shall be a quorum.
Rule 17 – A Special General Meeting may be called at any time by the President, Council or 15% of the membership. The notice given by the Honorary Secretary shall state the objects of that meeting. At such meetings, other than one called under Rule 20 (dissolution), at least 20% of the membership shall be a quorum.
Rule 18 – When determining the number of persons required under Rules 16 and 17, the number calculated using the percentages stated shall be rounded down to the nearest whole number.
Rule 19 – In any meeting, apart from that under Rule 20 (dissolution), a resolution shall be decided by a simple majority. In the event that votes for and against that resolution are equal, the chairman of that meeting, normally the President, shall have an additional casting vote.
Rule 20 – The Association shall not be dissolved except at a Special General Meeting summoned for such purpose of which one month’s notice has been given by post or electronically to all members. The resolution of dissolution shall require a majority of two-thirds of the members voting. Any property of the Association which remains after the satisfaction of all debts and liabilities shall be paid or transferred to such other institution or institutions being registered as charities and recognised as such by the Charity Commission and having charitable objects similar to those of the Association as the members may decide by resolution of those voting. No part of the aforesaid surplus property shall be paid or transferred to or distributed among any member of the Association beneficially.
Rule 21 – These Rules shall not be altered except at an Annual General Meeting or a Special General Meeting. The notice calling such meeting shall include the full text of the proposed additions, deletions or alterations to the Rules.