CONSTITUTION agreed at AGM 26th November 2015
The name of the Society shall be the Rettendon Horticultural Society (hereinafter referred to as the "Society").
The objects of the Society shall be:
a) To promote horticultural activities within the parish of Rettendon.
b) To promote the interests of all members in their gardening activities and to take joint action for the benefits of members.
c) To negotiate with Nurserymen and Horticultural Sundries suppliers favourable trading arrangements by way of discounts to members.
d) To arrange lectures, film shows, demonstrations, competitions, flower and vegetable shows, and other social events.
e) To co-operate with other Horticultural Societies in matters of mutual interest.
The Society shall consist of voting members who hold a valid membership card.
4) MEETINGS OF THE SOCIETY:
a) The Society shall meet at least once in every year.
b) An Annual General Meeting shall be held within 3 months following the end of each financial year and other General Meetings shall be held at such times as are deemed necessary, and at venues to be agreed by the Committee.
a) The Officers of the Society shall be a Chairman, a Vice-Chairman, a Secretary and a Treasurer. They shall be elected by simple majority at each Annual General Meeting. Retiring Officers shall be eligible for re-election. They shall be ex-officio members of the Committee. There will also be a number of ground stewards as determined by the Committee, to carry out such duties as laid down by the Committee in connection with the Society's annual flower and vegetable shows.
b) President and Vice-Presidents
The Society may elect by simple majority to invite persons to become Honorary President and Vice-Presidents of the Society, whose term of office shall be for one year. Upon retirement the President and Vice-Presidents will be eligible for re-election and any such duties applicable to such honorary posts shall be determined in advance by the Committee.
The general management of the affairs of the Society shall be conducted by a Committee who shall meet on not less than five occasions in each year and shall consist of not less than 6 members. The Committee shall consist of the following:-
a) Chairman (who shall be the Chairman of the Society).
b) Vice-Chairman, Secretary, Treasurer.
c) Other members of the Society entitled to vote at Annual Meetings.
Retiring members shall be eligible for re-election. Casual vacancies shall be filled by the Committee and the members so appointed shall hold office until the next Annual General Meeting.
7) GENERAL MEETINGS:
a) Not less than one month notice of General Meetings must be given by posting a notice upon the parish notice board, or via the Parish Newsletter.
b) Notices of Motion must be delivered to the Secretary of the Society not less than 14 days before a General Meeting.
c) An Agenda for a General Meeting, stating the business to be discussed, must be available to all members of the Society at least seven days before a General Meeting.
d) The business of the Annual General Meeting shall include:
i) The presentation of the annual report of the General Committee and the annual audited statement of accounts.
ii) The appointment of Honorary Officers.
iii) The election of members to serve on the General Committee.
iv) Notices of Motion (if any).
v) The appointment of an Independent Examiner of the accounts.
vi) (If necessary) The consideration of proposals to amend the Constitution in accordance with Clause 10 hereof.
e) Special General Meetings shall be called upon the requisition in writing to the Secretary of at least 10% of the voting members, stating the purpose of the meeting and a date must be arranged within 14 days of the request being made. A special General Meeting may also be called by the Committee, as agreed by simple majority of those members attending.
A quorum for a General Meeting shall be 10% of voting members. No business shall be transacted unless a quorum is present. A quorum for a Committee meeting shall be two Officers, plus four other members.
a) All monies raised by or on behalf of the Society shall be applied to further the objects of the Society and for no other purpose.
b) Financial Year:
The Financial Year of the Society will end on 31st October in each year.
Every member shall pay on entry into the Society an annual subscription as determined by the Committee in each year.
Any member who is three months in arrears with his subscription shall be held to have ceased to be a member and shall forfeit his membership card, unless explanation is given to the Committee of extenuating circumstances, by either personal representation or in writing.
The Treasurer shall be responsible for receiving and keeping all monies on behalf of the Society and for making all payments on behalf of the Society. He/she shall keep proper accounts of the monies received and paid by the Society.
f) Bank Account
All money received by the Society shall be paid into a Bank Account promptly at a Bank approved by the Committee, except where required for immediate cash disbursement, in which case due account should be shown of such disbursement. Payments shall normally be by cheque drawn on the Society's Bank Account and signed by the Treasurer and one of two other authorised signatories.
The Society shall ensure there is an appropriate Public Liability Insurance and that members participating in the organisation of events are covered by appropriate accident insurance.
An Independent Examiner shall be appointed to audit the accounts of the Society and provide a report thereon to the Annual General Meeting. The Independent Examiner shall not be a Committee member, and shall have the right to call for all minutes, records, accounts and vouchers necessary for the performance of their duties and to any necessary explanation from any Officers of the Society.
i) Society Trading:
The Society may, from time to time, purchase fertiliser, seeds, etc., which shall be sold to members at not less than cost. Goods must be paid for not later than on receipt, the Treasurer being responsible for handling all monies and keeping separately accounted records.
10) AMENDMENT TO CONSTITUTION:
Any amendment to the Constitution can only be made at a General Meeting if approved by a two-thirds majority of those present and voting.
If, by a simple majority, the General Committee decide it is necessary or advisable on whatever grounds to dissolve the Society, it shall call a meeting of all members of the Society stating the resolution to be proposed thereat. If it be confirmed at such a meeting by a simple majority of those voting that the Society should be dissolved the Treasurer for the time being of the Society shall thereupon sell and realise the assets of the Society and shall after the satisfaction of all proper debts and liabilities of the Society pay all monies arising from such sale to a like body or charity as approved at the Special General Meeting and incorporated in the winding-up resolution.