Adopted at the AGM, 1983, amended in 2006 upon a change of name and further amended in 2012 and 2014
The name of the Association shall be Cambridgeshire Local History Association (hereinafter called "the Association").
The object of the Association shall be to advance the education of the public in the study of Local History, with particular reference to Cambridgeshire and in furtherance of this object but not further or otherwise the Association may:-
(a) promote and organise co-operation with and between other bodies having similar purposes
(b) promote and carry out research, surveys and investigations
(c) hold lectures, meetings, discussions, seminars, exhibitions and outings
(d) procure to be written, printed, published, issued and circulated gratuitously or otherwise papers, books, periodicals, pamphlets, documents, files, radio, television and computer and other material
(e) collect and disseminate, by publication or otherwise, information on all matters affecting the above object and exchange such information with other bodies having similar purposes
(f) promote and carry out the preservation of documents, records and artefacts.
Membership shall be in two classes: Individual Membership (single, joint or life), and Corporate Membership for societies or institutions. Each class of member shall pay an annual subscription, the amount of which shall be determined from time to time by the Association in General Meeting.
The Association in General Meeting shall have power at its discretion to elect as honorary members persons who have rendered distinguished service in the field of local history or in the affairs of the Association. Such honorary members shall enjoy all the rights and privileges of individual members.
Each individual member shall have one vote and each corporate member through its delegate shall have a single vote.
The rights and privileges of each class of member shall be determined from time to time by the Executive Committee, subject to approval at an AGM.
An Executive Committee shall manage the affairs of the Association and shall consist of the President, Chairman, Vice-Chairman, Honorary Secretary, Honorary Treasurer, and not more than ten other members all of whom shall be elected at the Annual General Meeting.
The Executive Committee shall have power to appoint an Honorary Excursions Secretary, Honorary Review Editor, Honorary Membership Secretary and Honorary Publicity Officer. Ex-officio members shall represent the Cambridge Antiquarian Society, the Cambridgeshire Collection, the Cambridgeshire Archives and the Cambridge and County Folk Museum.
The Executive Committee shall meet at least twice each year. Six members shall be a quorum and include two elected officers.
- Powers of the Executive Committee
The Executive Committee shall have the following powers, namely:
(a) to administer the funds of the Association, to invest funds in trustee securities or to place them on deposit on loan with financial institutions or to hold funds in a current account in a clearing bank, to purchase, take on lease, license or exchange, hire or otherwise acquire or surrender property and any rights or privileges necessary for the promotion of the Association's object. All cheques drawn upon any account and all other financial documents shall bear the signature of two of the President, Chairman, Treasurer or Secretary. The Treasurer shall keep a regular account of all receipts and payments in a manner approved by the Executive Committee and shall present to each meeting of the Committee an interim statement showing the current state of the finances of the Association. The financial year of the Association shall end on 31st March.
(b) to co-opt additional persons to serve until the following AGM, when they must stand for election.
(c) to give effect to the object of the Association as declared by this Constitution and to enter into any arrangements which it may deem reasonable or necessary
(d) subject to confirmation by the Association at the AGM to take any other steps that it shall think fit for the promotion of the study of Local History.
- General Meetings
The Annual General Meeting shall be held each year within three months of the end of the Association's financial year to receive the report and audited accounts of the Association, to elect the President, officers and committee and to transact the ordinary business of the Association and to appoint the Independent Examiner.
The Executive Committee shall have power to call an Extraordinary General Meeting and shall be bound to do so within 28 days of receiving notice in writing specifying the business and signed by not less than ten members of the Association. The business to be transacted must appear on the Agenda and no other business may be discussed.
At least 14 days' notice of a General Meeting shall be given to members.
- Quorum and Voting
Twenty four members shall form a quorum at Extraordinary General Meetings and Annual General Meetings.
- Register of Members
The Honorary Secretary shall keep a Register of the names and addresses of all members of the Association who have been elected to membership and have paid a subscription for the current year. The Register shall also include the names and addresses of all honorary members.
- Application of Income
The income and property of the Association wheresoever derived shall be applied as set forth in this Constitution and no part thereof shall be transferred to any person without the approval of the Executive Committee (subject in all respects to the provisions of this Constitution).
No payment shall be made from the Association's funds to any individual member of the Association except as repayment of reasonable out-of-pocket expenses incurred on the Association's business and with the approval of the Executive Committee.
In the event of a dissolution of the Association any assets remaining after the satisfaction of all its debts and liabilities shall not be paid to or distributed among the members of the Association but shall be given or transferred to such other institution or institutions as have similar charitable object to the Association.
- This Constitution may be amended by a two-thirds majority of the members present at an Annual or Extraordinary General Meeting provided that 14 days' notice of the proposed amendment has been sent to all registered members and provided that nothing therein proposed shall authorise any amendment which shall have the effect of the Charity ceasing to be a charity in law and provided that no alteration or deletion may be made to the object clause, the dissolution clause or this clause.
DATA PRIVACY NOTICE
- Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
- Who are we?
The Cambridgeshire Association for Local History is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
- How do we process your personal data?
The Cambridgeshire Association for Local History complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: -
- To service the Association’s membership database records;
- To inform members of meetings, conferences and other activities of the Association;
- To inform members of meetings, conferences and other activities of other Cambridgeshire Local History groups;
- What is the legal basis for processing your personal data?
- Explicit consent of the data subject so that we can keep you informed about meetings, conferences and other activities of the Cambridgeshire Association for Local History and other Cambridgeshire History groups
- Processing is carried out by a not-for-profit body: -
o the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
o there is no disclosure to a third party without consent.
- Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the Association Executive committee.
- How long do we keep your personal data?
We retain membership data while it is still current; and associated paperwork for up to 6 years after the calendar year to which they relate.
- Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -
- The right to request a copy of the personal data which the Cambridgeshire Association for Local History holds about you;
- The right to request that the Association corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for the Association to retain such data;
- The right to withdraw your consent to the processing at any time
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to lodge a complaint with the Information Commissioners Office.
- Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
- Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Data Controller at:-
Hon Membership Secretary, CALH, 15 Orchard Way, Oakington Cambridge CB24 3BQ
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.