Marden Horticultural Society Constitution
1) The name of the Society shall be Marden Horticultural Society
2) The objective of the Society shall be to promote good horticultural practices among its members by:
- Holding regular meetings for lectures, discussions and demonstrations.
- Holding occasional competitions.
- Arranging visits to gardens and other sites to observe gardening in practice.
3) Membership of the Society shall be open to anyone interested in gardening and living in the Parishes of Marden or Collier Street.
4) The affairs of the Society shall be conducted by a Committee comprising the Officers of the Society and up to 10 other members. This Committee may appoint one or more sub-committees comprising elected members of the Committee and/or other members of the Society to perform specific tasks.
5) The officers of the Society shall be a Chairman, Vice Chairman, Treasurer and Secretary and such other officers as shall be deemed necessary; no one individual shall hold more than one office at a time.
6) The officers shall be elected at the Annual General Meeting of the Society and shall hold office until the end of the next Annual General Meeting (“period of office”).
7) If any Committee member should die or resign before the expiration of their term of office, the Committee may fill the vacancy if they see fit.
8) Meetings of the Committee shall be chaired by the Chairman of the Society. In the event that the Chairman is absent at any meeting of the Committee, the Vice-Chairman shall take the chair. In the event that neither Chairman nor Vice-Chairman is able to attend a meeting, the Committee members present shall elect one of their number to take the chair for that meeting.
9) The Committee may co-opt up to 2 members to serve as full Committee members until the next Annual General Meeting.
10) The Committee shall meet in accordance with the dates agreed by the Committee prior to the start of each financial year or on such dates as may be agreed by the Chairman or Vice-Chairman of the Committee.
11) The ordinary meetings of the Society shall be held in accordance with a programme for the year which shall be drawn up by the Committee and/or its sub-committees and issued to all members of the Society on payment of the annual subscription. No matters of policy shall be agreed at an ordinary meeting of the Society.
(12) An Annual General Meeting of the Society shall be held within two months of the financial year end for the purpose of:
- Approving the Committee’s Annual Report on the work of the Society during the preceding financial year.
- Electing officers for the forthcoming year and Committee Members to replace those who have retired.
- Approving financial statements signed by an Auditor.
- Electing an Auditor for the next year
- Considering any motion which has been notified to the Secretary of the Society at least 28 calendar days prior to the date of the AGM and which has been circulated to all Members.
- Noting any other matters for consideration by the Committee.
13) The Committee has the power to convene an Extraordinary General Meeting of the Society at any time and must do so within 28 calendar days of receiving a written request signed by 5 members. Notice in writing must be sent to all members not fewer than 14 calendar days before such a meeting, informing them of the date, time, venue and purpose of the meeting. No business other than that detailed in the notice shall be transacted at an EGM.
14) The Chairman of the Society or, in their absence the Vice-Chairman of the Society shall act as Chairman at any ordinary, Annual or Extraordinary General meeting of the Society. In the event of none of these being available the Committee members present shall elect one of their number to chair the meeting.
15) No matters of policy shall be agreed at an Annual or Extraordinary General meeting or at a Committee Meeting unless a quorum is present. The quorum of a General Meeting shall be 15 percent of the membership and the quorum of a Committee Meeting shall consist of 3 members. In the event of a quorum not being present, the meeting shall be adjourned to a day, time and place decided by the Chairman of the meeting.
16) Only members whose subscription is fully paid shall be entitled to vote at an Annual General Meeting, Extraordinary General Meeting or meeting of any Committee or Sub-Committee.
17) Voting at all meetings shall be by a show of hands unless the Chairman directs that a secret ballot be taken. All matters shall be decided by a simple majority of those present and voting.
18) The chairman of an Annual General Meeting, Extraordinary General Meeting or any meeting of the Committee may not participate in the initial voting at any meeting but, in the event of a tie, shall have a casting vote.
19) The annual subscription for the next calendar year shall be payable after the Annual General Meeting. The amount of the subscription for the next year shall be notified to the members at the Annual General Meeting.
20) Any member whose subscription remains unpaid after 28th February in the current year shall cease to be a member of the Society from that date.
21) Membership privileges shall be decided by the Committee and shall be reviewed in advance of each Annual General Meeting.
22) All subscriptions and other moneys received by the Society shall be passed to the Treasurer, who shall be responsible for all of the Society’s funds, for keeping accounting records thereof and presenting the accounts for audit at the end of the financial year. All sums received by the Treasurer on the Society’s behalf shall be paid into the Society’s bank account and all cheques drawn on that account shall be signed by any two nominated officers. The funds of the Society shall be used solely to further the objectives of the Society and only in ways approved by the Committee.
23) An Auditor shall be elected at every Annual General Meeting to serve until the end of the next Annual General Meeting and shall be eligible for re-election. No Committee Member shall be eligible to act as Auditor.
24) The Society’s financial year shall end on 31st January.
25) This constitution may only be amended at an Annual or Extraordinary General Meeting and then only if notice of the proposed amendment has been notified to all members not fewer than 14 calendar days before the meeting.
26) A decision to wind-up the Society shall only be taken at an Annual or Extraordinary General Meeting that is attended by a minimum of half of the total membership. There must be a majority vote in favour of the proposal to wind-up the Society by those attending the meeting. In the event that the decision to wind-up the Society is agreed, the meeting shall then go on to appoint a Committee of not fewer than three and not more than seven individuals to oversee the disposal of the Society’s assets. The meeting shall give a clear indication to that Committee of the use to which any remaining funds should be put. The Committee appointed to oversee the disposal of the Society’s assets shall abide as closely as possible to the wishes expressed at the meeting which appointed it.
27) Any matters for which provision is not made in this constitution shall be decided by the Committee at its discretion and shall be reported to the next Annual General Meeting for endorsement or further direction.