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The Association for
History and Computing

an organisation dedicated to the use of computers in historical research
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The Revised Constitution of the
Association for History and Computing

aims | membership | representation on council | power & responsibilities of the council | annual general meeting | officers | contingency


AIMS OF THE ASSOCIATION

1. The Association for History and Computing exists to encourage and maintain interest in the use of computers in all types of historical studies at all levels, in both teaching and research.

MEMBERSHIP OF THE ASSOCIATION

2. The Association consists of member organisations, associate organisations, and individual members.

3. Member organisations are organisations which have been approved as such by the Association's Council. They may be regional, national or supra-national bodies. They have their own constitutions, established in accordance with national and local law, and levy subscriptions as they shall decide. Member organisations pay an annual subscription to the Association in respect of each of their members. Each such member thereby becomes a member of the Association. This subscription shall be fixed by the Council and shall be identical for all member organisations. Member organisations are responsible for the administration of their membership.

4. Associate organisations are organisations which have been approved as such by the Association's Council. They enable their members to choose to become members of the Association at a reduced rate of subscription. The reduced rate shall be fixed by the Council, and shall be identical for all associate organisations.

5. Member and associate organisations shall communicate the number of their paid-up members to the Secretary-General by I st April each year, and shall transfer the total subscription due, net of transfer charges, to the Treasurer by 30th April. Subscriptions of new members joining after 1st April shall be included in the following year's accounting.

6. Individuals or institutions may join the Association directly by payment of an annual subscription at a rate which shall be fixed by the Council. Such membership is open to all who wish to join. The subscription shall be payable on Ist January, and is for the calendar year.

7. All members, however they have joined, have similar rights to reduced subscription rates to the Association's publications and conferences. The Association's journal, History and Computing, is available at reduced rates to members. There are separate journal rates for individuals and institutions.

REPRESENTATION ON COUNCIL

8. Member organisations shall each appoint one representative to Council; organisations with at least one hundred and fifty members shall appoint a second representative to Council.

9. Each associate organisation shall have the right to appoint one representative to Council.

10. Individual members who join directly shall have the right to elect one representative to Council, and a second representative if their number exceeds one hundred and fifty. These representatives shall each have one vote. Such representatives shall be elected by postal ballot for a period of three years. The ballot shall be conducted by the Secretary-General before the Annual General Meeting. The Secretary-General shall announce vacancies and invite nominations at least three months before the Annual General Meeting. Nominations must have the written support of at least three members and be received by the Secretary-General at least two months before the Annual General Meeting. Ballot forms shall be issued to individual members at least four weeks before the Annual General Meeting. The closing date for return of ballot forms shall be the opening of the conference at which the Annual General Meeting is held. Ballot forms may include a brief statement about each candidate.

11. Member and associate organisations shall communicate the names and addresses of their officers, and the name(s) and address(es) of their representative(s) on Council, to the Secretary-General by 1st April each year. Representation on Council, and communication with these organisations, shall be determined by means of this officially communicated information.

12. Each member of Council shall be entitled to be represented by a proxy, who shall be entitled to vote on that member's behalf. Proxy representation shall be recognised only through written nomination.

POWERS AND RESPONSIBILITIES OF THE COUNCIL

13. The Council of the Association is composed of the officers, together with the representatives of member organisations, associate organisations and individual members as detailed above. The minimum size of the Council shall be twenty members: the Council shall co-opt members if its membership falls below that number or as other circumstances shall require. Such co-options must be approved at the next Annual General Meeting, and are valid for one year only. If a representative is elected an officer, that constituency is entitled to appoint a replacement. The number of co-opted members may not be more than 50% of the number of elected members at any time.

14. The Council is responsible for all the Association's activities and its relations with external organisations. It is empowered to enter into commercial agreements on behalf of the Association, subject to the approval of the next Annual General Meeting. The Council may employ staff as appropriate.

15. The Council meets at least once a year: its annual meeting is held in association with the Annual General Meeting. Five Council members, including two officers, shall form the quorum for a Council meeting.

16. The Council is empowered to recognise, create and disband sub-groups from time to time for defined purposes. Such sub-groups shall report in writing to the Council once a year. The Council shall appoint the convenor for each sub-group. Each sub-group shall include at least one Council member in its membership; if necessary this can be achieved by co-option.

17. The Council is empowered to enter into association with other bodies from time to time as it deems appropriate, subject to the approval of the next Annual General Meeting.

18. The Council may set or alter the rates of annual suhscription, subject to the approval of the next Annual General Meeting.

19. The Council shall be responsible for registration of the Association under appropriate data protection and copyright legislation where necessary.

THE ANNUAL GENERAL MEETING

20. The Annual General Meeting of the Association is held during the Association's annual conference if one is held in that year. If no conference is held in a given year, the Annual General Meeting must be held by special arrangement, in a different country from that of the previous year. The Secretary-General shall provide an agenda for the Annual General Meeting at the beginning of the annual conference. The President shall present a report of the Association's activities at the Annual General Meeting. The Association's audited accounts for the previous financial year shall be presented by the Treasurer to the Annual General Meeting for approval.

21. Proposals for amendments to the Constitution must be made in writing to the Secretary-General six months in advance of the Annual General Meeting. Such proposals require the written support of at least five members. The Secretary-General must publish the proposals at least three months before the Annual General Meeting. Amendments to the Constitution may only be made at the Annual General Meeting. Amendments proposed or endorsed by Council require the support of a majority of those present and voting. All other amendments require the support of at least two thirds of those present and voting.

OFFICERS OF THE ASSOCIATION

22. The officers of the Association are the President, the Secretary-General, the Membership Secretary, the Treasurer and the Editor of History and Computing. All officers other than the editor of History and Computing are elected for a period of three years by Council, and are legally responsible to Council for their actions. The election and retirement of officers shall be in rotation; no more than three officers shall retire in any one year. The Secretary-General shall announce vacancies and invite nominations at least three months before the Annual General Meeting. Nominations for officers must have the written support of at least five members of the Association, and must be received by the Secretary-General at least two months before the Annual General Meeting. The President may not be re-elected: the other officers may be re-elected only once. An ex-officer may be elected an officer after an interval of three years.

23. The President of the Association shall be primarily responsible for the strategic planning and overall policies of the Association, and for its external relations.

24. The Secretary-General is responsible for the general secretarial activities and the internal affairs of the Association, for liaison with member and associate organisations, and for publicity and recruitment.

25. The Treasurer is responsible for the financial arrangements of the Association, for liaison on financial matters with member and associate organisations and for presenting audited annual accounts to the Annual General Meeting.

26. The Membership Secretary is responsible for the list of the Association's individual members.

27. The editor of History and Computing shall be appointed, normally for a period of five years, by Council in consultation with the journal's publishers. The Editorial Board of the journal shall also be considered to be the publications committee of the Association.

CONTINGENCY

28. All profits derived from the activities of the Association and all interest deriving from investments which the Association shall from time to time make shall be devoted to the furtherance of the aims of the Association as set out in paragraph one of this Constitution.

29. In the event of the dissolution of the Association, its assets shall be given or transferred to some other charitable institution or institutions, or charitable object or objects, with aims similar to those of the Association.


scanned from History and Computing. Edited by George Welling
last revision September 5, 1994

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