The Hampstead Scientific Society and the BA (British Association for the Advancement of Science) Memorandum of Understanding

1. Category of affiliation

1.1 In its own literature the Society will describe itself as an "Affiliated Society" of the BA.

1.2 In its formal reporting, the BA will consider the Society to fulfil the constitutional functions of both "Institutional Affiliate" and "Branch", as described in detail below, and will list the Society in this way in its official literature. In its informal reporting, the BA may also use the term "Affiliated Society" to describe the Society.

2. Mutuality of interests

The Society and the BA affirm that they share a commitment to advance the public understanding, accessibility and accountability of the sciences and engineering and the society concurs with the prime aims of the BA which are to:

• Promote openness about science in society; between the public, policy-makers and other decision-makers and the scientific and business community.
• Engage and inspire adults and young people directly with science and technology, and their implications

3. BA membership

The BA is a membership organisation, which produces a number of communications in print and electronic versions. Membership of the BA is free of charge and carries full voting rights for those who support our work. The BA publications are also free of charge within the UK and can be received without membership of the BA. It is expected that three officers of the society will become members of the BA to demonstrate the mutuality of interests between the organisations, to ensure effective coordination with the BA and to comply with the BA's constitutional requirements.

4. Annual affiliation fee

The annual affiliation fee which was charged when the BA charged for membership no longer applies.

5. Benefits and responsibilities

Area of operation

• In the unlikely event that the BA should be asked about formation of an additional Branch close to the Society's catchment area, a consultation will be held with the Society to determine whether or not this would be problematic.

Use of BA logo

• The Society will include the up to date BA logo and the phrase "Affiliated Society" on its publicity materials.
• The BA will circulate any updates to the logo to the Society's Secretary by e-mail and make them available via the BA website.

Membership and administration

• The Society will encourage its members and event attendees to join the BA as individuals and the BA will provide suitable materials to facilitate this.
• The BA will advise all of those who request event information and who live in the agreed postcode area that the Society fulfils the functions of local BA Branch in their area.
• The BA will ensure all of those who request event information in the postcode catchment area are informed about the Society and will be given contact details of the Society's Officers. The Society's Chairman may write to new BA members in the area.
• BA members will be entitled to attend the Society's events and activities at a reduced rate as recognition of the waiving of Institutional membership of the BA, but will not be voting members of the Society unless they also separately join the Society. BA members who claim reduced entry to events will quote their BA membership number in order to claim this reduction. Should this situation lead to unforeseen difficulties, the arrangement can be changed immediately during the period of this agreement by consultation between the BA and the Society.
• The Society is entitled to monthly updates of contact details for BA members and those who have requested event information from the BA in the postcode catchment area for the sole purpose of inviting them to the Society's events and activities. The BA will identify in these lists any new members and will ensure that the data transmitted thus complies with the current Data Protection Act. The Society will not use this data for any other purpose than that intended.
• The Branch will ensure that all BA members in the agreed area are aware of their programme of events, by posting all events on the BA events listing part of the website.
• The Society will invite the BA Regional Officer to attend its AGM.
• As an Affiliate, the Society's contact Officers (see 3 above) will be invited to Branches Forums, held twice a year in order for all BA Branches to share experience and good practice.
• The Society will distribute a communication from the BA to its members once a year with an invitation to become BA members or supporters.

Financial

• The BA will provide funding to the Society in the following ways:
• The Society will have the opportunity to bid for funding twice yearly from the "Strategic Grants" fund - a small fund for BA Branches with the aim of encouraging the organisation of events which promote the BA's strategic objectives.
• The Society will also be able to bid for a small grant from the fund for National Science Week events.
• The Society may not commit to major spending explicitly in the name of the BA without the agreement of the Director of Regions.

Insurance

• The BA's Public Liability insurance is valid for all events run and badged as joint BA /Hampstead Scientific Society events

Publicity and promotion

• The BA offers publicity and promotion to the Society for its events and activities, including through publications and the BA's website events listing.
• The Society will promote the BA's national events and activities to its members, including the BA Festival of Science, National Science Week and the Young People's Programme.

Governance of the BA

• In its Branch function, the Society will be entitled to the same nomination rights as ordinary Branches, in respect of nomination to the Council of the BA.

Liaison and support

• The Society will be able to call on the support and advice of the relevant Regional Officer or other staff member of the BA.
• The Society will nominate an Officer to be the prime point of contact between the BA and the Society.
• The Society will be encouraged to send one or two delegates, expenses paid by the BA, to the twice-yearly Branches Forum of the BA.
• The Society will receive the national Branches mailing, and other occasional communications from BA staff.

Review

• The operation of this memorandum of understanding will be jointly reviewed by the Society and the BA on a yearly basis, to ensure the terms are working satisfactorily and to the benefit of both parties.
• The Affiliation may be terminated at the time of annual review or by mutual consent at any other point in the year.
• The agreement is subject to ratification by Council of the BA and by the AGM of the Society.
• Notwithstanding anything stated above, the BA (British Association for the Advancement of Science) and the Hampstead Scientific Society will each operate individually according to their separate constitutions except where by mutual agreement they plan to work cooperatively.

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Last updated   16-May-2007 contact