CONSTITUTION OF THE BRITISH SOCIETY OF SPORTS HISTORY
ARTICLE 1: Name
Section 1: The name of this association shall be the British Society of Sports History, hereafter referred to as the Society.
ARTICLE ll: Purpose
Section 1: Stimulate, promote and co-ordinate interest in the historical study of sport, physical education, recreation and leisure with special reference to the British Isles. Advance scholarships in the study and teaching of these various aspects of social history. The Society is a non-profit making body. Any profit that might arise form the supply of education and research will be applied to the continuance or improvement of such supplies.
ARTICLE Ill: Membership
Section 1: There shall be four classes of Members. Ordinary Members, Corporate Members, Retired and Unwaged Members, and Student Members.
Section 2: Members are individuals who have an interest in the history of sport.
Section 3: Any organisations, such as society, club, institute, or library, which encourages or supports the purposes of the Society, shall be eligible for membership as a Corporate Member. Each Corporate Member may choose one delegate to attend the annual meeting of the Members, who, on that occasion, shall have the same voting privileges as Members.
Section 4: Membership shall not become effective until the Treasurer has received the first year's dues, such dues establishing membership must be renewed for each financial year.
Section 5: From time to time the Society may appoint Fellows and Honorary Life Members, who shall have all the rights and privileges of Ordinary Members but shall be exempt annual membership fees.
Honorary Life Membership may be conferred upon any person who has made outstanding contributions to the Society upon the nomination of the Executive Committee and election by the Annual Meeting, provided that names of proposed candidates for Honorary Life Membership shall be submitted in writing to the members of the Executive at least thirty days before the Annual Meeting. Honorary Life Members shall have all the privileges of Ordinary Members.
Fellowship of the Society may be conferred upon any person who has made outstanding contributions to the history of sport upon the nomination of the Chair and election by the executive Committee, provided that names of proposed candidates for Fellowship shall be submitted in writing to the members of the Executive at least thirty days before the annual meeting. fellows shall have all the privileges of Ordinary Members.
ARTICLE IV: Officers
Section 1: The Officers of the Society shall be a Chair, Vice-Chair, Immediate Past Chair, Secretary, Membership Secretary, and Treasurer. With the exception of Immediate Past Chair – all Officers shall be elected by the Members of the Society by ballot at an annual meeting for three year terms, by a majority of Members voting. Unless otherwise determined by the AGM, terms of office shall begin at the next ordinary meeting of the Executive Committee or two months after the date of the Annual Meeting, whichever is the earlier.
Section 2: The Officers shall have the powers and duties customary to their respective offices in similar organisations, as specifically delegated to them by the Executive Committee, and must include:
Section 2A: Chair: The Chair shall preside over the business of the Society and chair the meetings of the Executive Committee. He/she shall oversee the programme for the meetings of the Society, such as symposia, workshops, and annual meetings.
Section 2B: The Vice-Chair shall assume the duties of the Chair when the Chair is unable to continue said responsibilities or at the request of the Chair. The Vice-Chair shall convene the Annual Conference Programme Committee.
Section 2C: Immediate Past-Chair: The immediate Past Chair shall assist the Chair and the Executive Committee in the conduct of the Society, thereby ensuring that there is continuity in the progress of the Society.
Section 2D: Secretary: The Secretary shall keep and distribute to the Society Members the minutes of the Society meetings, including the meeting of the Executive Committee; shall inform the membership of the annual general meeting at least fourteen days prior to the meeting; and shall be responsible for conducting the voting of any proposed amendments to the constitution or by-laws of the Society in accordance with ARTICLE X.
Section 2E: The Treasurer: The Treasurer shall collect and disperse the Society's monies, and make available the Society's books for audit by an individual or firm appointed by the Annual General Meeting in accordance with ARTICLE VI. The Treasurer shall report the financial status of the Society to the Members at the annual meeting, and shall make that report available for inclusion in the Society's Newsletter or Proceedings.
Section 2F: The Membership Secretary: The Membership Secretary shall promote membership, and be responsible for the annual notification to Members that their subscriptions are due, keeping an up-to-date list of Members in good standing and editing the society’s Bulletin.
ARTICLE V: Executive Committee
Section 1: Except as otherwise provided by these by-laws, the management of the affairs of the Society shall be vested in an Executive Committee.
Section 2: This Committee shall consist of the Officers of the Society and up to six more Members to serve at the invitation of the Officers who shall be co-opted for a term of up to three years. The Chair of the Society shall act as Chair of the Committee. Six Members shall constitute a quorum of the Committee, at least four of whom must be Officers.
Section 3: The Executive Committee may decide to submit specific questions by mail ballot, to insure that each Member, present at the annual meeting or not present, can cast his/her vote. Such ballots shall be distributed by the Secretary to Members of the Executive Committee, and shall include a clear statement of the questions and a summary of the arguments presented for and against the question.
Section 5: In the event that an elected Member of the Executive Committee cannot fill his/her term of office, he/she shall present his/her resignation to the Chair in writing. Upon the acceptance of such a resignation the Chair shall appoint a replacement to fill the vacant position on the Executive Committee until the next Annual General Meeting where an election shall be held.
Section 6: Except as otherwise provided by law and these by-laws, decisions of the Executive Committee shall be by majority vote of those Members of the Executive Committee present and voting.
Section 7: The Executive Committee shall meet on at least two occasions between Annual General Meetings. The dates of these meetings will be agreed by the Executive Committee following the Annual General Meeting of Members. Special meetings may be called at any time by the Chair or by any five Members of the Executive Committee at least three of whom must be Officers, upon at least two weeks written notice to each of the Executive Committee.
Section 8: The Executive Committee may sponsor or sanction meetings, symposia or other events, including the award of prizes, which contribute to the purposes of the Society.
Section 9: Only the Executive Committee, subject to the decisions of General Meetings of the Society, may enter into contracts on behalf of the Society.
ARTICLE VI: General Meetings
Section 1: There shall be an annual meeting of the Members of the Society after which time Officers and Executive Committee Members shall assume the offices to which they were elected. Prior to the annual meeting of the Members, the Executive Committee will hold its annual business meeting as required under ARTICLE V. The Chair, in conjunction with the appropriate Officers of the Society shall designate the time and place of both meetings. The Chair shall arrange the order of business at these meetings.
Section 2: Special General Meetings may be called at any time by any five Members of the Executive Committee at least three of whom must be Officers or by any ten Members of the Society. Where appropriate, the business of a Special General Meeting may be conducted by electronic means.
Section 3: The Secretary shall mail notices of the annual meeting of the Members not less than fourteen days prior to those meetings. Such notification shall state the time, place and general purposes of the meetings.
Section 4: Decisions of the General Meetings shall be by majority vote of those Members of the Society present and voting, where each member shall have one vote.
ARTICLE VII: Dues and Finances
Section 1: The amount of the annual dues for all classes of membership shall be recommended by a vote of the Executive Committee. Any increase in annual dues will need the support of a majority of those attending the Annual General Meeting which receives the Executive's recommendation of dues.
Section 2: The Executive Committee shall set a date for the annual payment of dues.
Section 3: The Executive Committee of the Society shall set the dates of the financial year.
Section 4: The Annual General Meeting shall appoint an individual, who shall not be a Member of the Executive Committee, to act as an auditor for a period of three years. The auditor shall examine the accounts and annual financial report prior to the annual meeting of the Members, and shall express his opinion thereon in writing at the annual meeting of the Members. The role of auditor shall be honorary and shall be indemnified from personal liability.
ARTICLE VIII: Publications
Section 1: There shall be a Member’s Bulletin and Journal published on a regular basis; such basis to be determined by the Executive Committee.
Section 2: Other publications may ensue as thought desirable by the Executive Committee.
Section 3: All Members shall receive regular editions of official publications of the society, subject to the current financial status of the Society.
ARTICLE IX: Nominations and Elections
Section 1: A Returning Officer shall be appointed by the Executive Committee to oversee the elections. That person shall be a member in good standing of the Society and shall not be a candidate. The Returning Officer shall be responsible for recording the nominations, votes for and noting the names of those elected to office in the Society.
Section 2: The Secretary shall notify members of vacancies to be filled by election 12 weeks before the scheduled Annual General Meeting.
Section 3: Nominations for the various positions open for election (see ARTICLE IV) may be made in writing to the Secretary up to 21 days before the scheduled Annual General Meeting. Nominations shall be put forward, duly proposed and seconded.
Section 4: The Secretary shall notify the membership 14 days before the Annual General Meeting of the list of nominees.
Section 5: In the event of only one nomination being received, the approval by show of hands of those present at the Annual General Meeting will confirm election to that position. A candidate will be elected by a simple majority of those present and voting.
Section 6: In the event of there being more than one nomination, decisions will be made by the casting of a ballot box vote by those present at the Annual General Meeting and those unable to attend the AGM who have notified the Returning Officer in writing of their voting intentions before the commencement of the annual conference. During a contested election for any post, the proposers of the candidates involved may, at their discretion, speak in support of their candidate.
ARTICLE X: Amendments
Section 1: Amendments to the constitution or by-laws of the Society shall be accomplished by two-thirds majority of the Members of the Society voting on such changes.
Section 2: Voting must be accomplished by mail ballot to insure that each Member has an equal opportunity to voice his/her opinion.
Section 3: Amendments may be proposed by: (a) a majority of the Executive Committee, (b) a majority of Members present at an annual meeting of the Members, or (c) by any ten Members of the Society, when presented in writing to the Secretary at least 28 days in advance of the Annual General Meeting.
Section 4: Ballots shall be distributed to all Members of the Society who are in good standing by the Secretary. Ballots shall include a summary of the arguments in favour of or opposed to the changes in question.
ARTICLE XI: Logo
Section 1: The logo of the Society shall be that adopted by the Executive Committee and shall be used on all official transactions and publications.