CONSTITUTION OF THE LINCOLN MEDICAL SOCIETY
AS ADOPTED 18TH MAY 2011 AT THE ANNUAL GENERAL MEETING, LINCOLN HOTEL, LINCOLN
- 1. This replaces all pre- existing constitutions, rules and regulations that may currently inform the running of the organisation known as the Lincoln Medical Society (referred to as “the society”).
- 2. The society shall be an unincorporated society to provide an educational and social forum for doctors living or working in Lincolnshire.
- 3. Anyone on the General Medical Council of United Kingdom (GMC) Register of Medical Practitioners, who lives or works in or around Lincolnshire, may, subject to payment of the agreed annual subscription, be a full member of the society.
- 4. Members who retire and or undergo voluntary erasure from the GMC register and who continue to pay the annual subscription may remain full members of the society.
- 5. Current long standing members known as “honorary members” who do not pay an annual subscription will continue to be full members of the society but the award of status of “honorary members” will only be made in the future under circumstances referred to in 7 and 8.
- 6. Current members who are not on the GMC register but who hold a consultant post in a dental specialty in the Lincolnshire Hospitals may, subject to payment of the agreed annual subscription, remain as full members of the society.
- 7. Doctors on the GMC register whilst in a medical education training post in Lincolnshire may be “Associate” members and pay no annual fee but will no have no voting rights.
- 8. Members who have served as Honorary Treasurer or Secretary for more than three years may remain full members and will not be required to pay a subscription.
ANNUAL GENERAL MEETINGS
- 9. An Annual General Meeting (AGM) of the society will take place, chaired by the President or their nominee.
- 10. The AGM will be quorate if 15 or more (or 10% of full membership whichever is least) full members attend.
- 11. Before each AGM the Honorary Secretary will approach a member of the society thought from the records to be either:
- a) The longest serving member who primarily worked in primary care medicine, or
- b) The longest serving member from secondary care medicine, or
- c) The longest serving member from another branch of medicine
and invite them to be President of the society for the next season ensuring where possible that the President represents a different branch of medicine from the previous year. If they decline then this should be recorded and the next eligible member on the above criteria should be approached until an acceptance is received.
- 12. At the AGM the name of next President is announced.
- 13. The Honorary Secretary and Honorary Treasurer will send or deliver a report for the AGM.
- 14. The Honorary Treasurer’s report will include an income and expenditure statement for the past year (September to August).
- 15. The Honorary Treasurer’s report will include the proposed subscription for members for the next calendar year. Any increase has to be agreed by a majority vote (show of hands).
- 16. The Honorary Treasurer’s report will include the proposed honorarium that will paid to invited speakers for the next season and agreement sought from the membership by a majority vote (show of hands)
- 17. The Honorary Treasurer’s report will include the proposed payment to an administrative secretary to support the Honorary Secretary’s work. Any increase has to be agreed by a majority vote (show of hands).
Election of Officers
- 18. At the AGM nominations are made for post of Honorary Secretary and Honorary Treasurer for the next season and where only one candidate is proposed they are elected to that post. When there is more than one nomination for a post a secret ballot is held, facilitated by the President, and the one receiving the majority of members votes will be elected to the post. In the case of a draw the President or their nominee shall have the deciding vote.
- 19. A web master will be appointed/reappointed and approval will be by a majority show of hands.
- 20. This will include proposals for election of members to honorary membership status where the constitution permits under 8 above. Approval will be a majority show of hands.
- 21. The “Committee” will be formed by the next season’s President, the Honorary Secretary and the Honorary Treasure and between 5 and 10 members invited by the Honorary Secretary and President. The meeting will be quorate if five or more members attend.
- 22. The purpose of the committee meeting will be as follows:
- a) Decide the format of educational and social meetings for the next season.
- b) Decide the venue for educational and social meetings for the next season
- c) Committee members will be expected to suggest to the Honorary Secretary names of speakers to be invited to address educational and social meetings during the coming season.
- d) Decide on any subsidy on food or complimentary drinks for educational and social meetings for the next season.
- e) Decide on any special promotional offers.
- 23. The cost of food and drink at the committee meeting will be paid for by the society.
EDUCATIONAL AND SOCIAL MEETINGS
- 24. After the committee meeting the Honorary Secretary will organise a number of meetings at his or her discretion through the season and will invite speakers offering them travel, accommodation and subsistence expenses and an honorarium.
- 25. The season will normally but not exclusively be similar to an academic year between September and June and the meetings will be chaired by the President or their nominee.
- 26. At each meeting of the society members, subject to any subsidy or offers agreed at the preceding committee meeting, will pay the full cost of food and drink for them and their guests.
- 27. The format of each meeting will be at the discretion of the President and Honorary Secretary. And one meeting will include an AGM and one will be the “Presidential Meeting” with an eponymous speaker.
- 28. The incoming President, Honorary Secretary and Honorary Treasurer (the triumvirate) may also organise out of season activities, social and or educational, agreed by the triumvirate and funded as they think appropriate by the society.
EXTRAORDINARY GENERAL MEETINGS
- 29. An Extraordinary Meeting (EGM) may be called by the Honorary Secretary, Treasurer or serving President or at the request of five or more members.
- 30. The EGM will be quorate if 15 or more (or 10% of full membership whichever is least) full members attend.
- 31. The officers of the society will be supported by an administrative secretary who will be paid by the society and whose role will be defined by a current job description written and or approved by the Honorary Secretary yearly.
- 32. All payments on behalf of the society must be made by or prior approved by the Honorary Treasurer. Any payments by the Honorary Treasurer to himself must be approved by either the Honorary Secretary or President.
- 33. The society will support a World Wide Web site www.lincolnmedicalsociety.org to advertise itself and inform membership with minutes of meeting published with speakers’ permission. A member will be nominated as web master.
CONSTITUTION – ADOPTION AND CHANGES
- 34. The constitution and any proposed changes have to be approved by a two thirds majority voting members present at a quorate AGM or EGM of the society.
DISSOLUTION OF THE SOCIETY
- 35. The society will be deemed to have been dissolved if no meetings take place for three consecutive years. Meetings for this purpose are AGM, EGM, Committee meeting or “Educational and social” meetings.
- 36. The society may be dissolved by a majority two thirds vote in favour of a proposal to dissolve the society at a quorate AGM or EGM of the society.
- 37. In the event of the dissolution of the society any surplus funds will be paid to Lincoln Post Graduate Medical Federation.