Danbury & Little Baddow
The name of the Society is Danbury & Little Baddow Horticultural Society and is referred to in this Constitution as “the
Society”. The Society is affiliated to the Royal Horticultural Society.
aims of the Society are to encourage, improve and extend the cultivation of flowers, fruit and vegetables through a varied
programme of events benefitting the members.
further its aims the Society has the following powers:
to raise money to pay
for the Society’s activities;
to make such payments
as shall be necessary;
to fix and collect the
fees payable in respect of Membership;
to hire or acquire assets
of any kind;
to buy, lease or rent
any land or buildings and to maintain and equip it for the use of the Society;
to set aside funds for
special purposes or as reserves against future expenditure;
to insure the property
and assets of the Society against any foreseeable risk and to take out other insurance policies to protect the Society as
to employ such paid
and unpaid staff, agents and advisors as maybe required from time to time;
to do any other lawful
things which are necessary or desirable to enable the Society to achieve its aims.
Society shall consist of a President, President-Elect and members. The annual subscription shall be advised and approved by
the AGM. Junior Members Under 16 will pay a reduced rate. All members shall be entitled to:
trading discount with various firms specified.
• to exhibit at all
the Society’s shows.
• free admission to all
the Society’s functions, lectures, demonstrations etc.; (The Committee is authorised to levy a charge to members for events if the costs and expenses incurred are such that committee deems a charge necessary).
to borrow any complimentary tickets to Royal Horticultural Society and Daffodil Society shows, due to the Society’s
of the Society will cease if the Member concerned:
gives written notice
of resignation to the Society;
c) fails to pay their membership subscription within
three months from the date on which it is due, in which case the Member will cease to be a Member with effect from the date
on which the period of two months expires;
is removed from membership
by a resolution passed by a majority of the members of the Committee on the grounds that they have acted in a way which brings
the Society into disrepute or has failed to abide by the rules of the Constitution. Before the Committee decides whether to
remove the Member, the Committee will give the member written notice of the misconduct or failure alleged to have occurred.
The Member will have not less than 14 days in which to submit a written response to the notice. The Committee will have regard
to this written response before making the final decision on whether or not to terminate their membership.4.3 Membership of the Society is not transferable.
5.0 The Committee
5.1 The business of the Society shall be conducted by a Committee (“the
Committee”) consisting of a President, Chairman, Hon-General Secretary, Hon-Show Secretary, Hon-Membership Secretary,
Hon-Treasurer and other Members to be elected at the A.G.M.. At the discretion
of the committee Hon-Life Members can be created but the number of such shall limited to 1% of the total membership of the
Society. The number of other members to be set by the Society at the A.G.M.
5.2 A quorum for Committee meetings is not less than one third of the Committee, including any two of the Officers.
The Committee shall have power to fill any vacancy occurring and to co-opt additional members when required.
5.3 A Committee Member not attending three
consecutive meetings without reasonable cause will be asked to leave or deemed to have resigned.
5.4 The President shall be elected for a two year term of office and the Committee shall have the power to foreshorten
any term or fill a vacancy should the need arise.
President, Officers and Committee Members are all eligible for re-election.
Members shall be eligible to stand for election to the Committee, except ordinarily a Member who is a paid employee of the
5.7 The President or his delegate will be invited
to present the Trophies at the Autumn Show and to chair the Annual General Meeting.
6.0 Proceedings of the Committee
6.1 The Committee shall hold at least 2 meetings
each year unless the Committee shall decide by simple majority to hold a further meeting or meetings.
6.2 The Committee will keep minutes of all proceedings at all meetings of the Society and of the Committee. The minutes
a) the names
of everyone present at the meeting;
b) the decisions made at the meetings;
c) where appropriate, the reasons for and any actions arising from the decisions; and
d) any other material details regarding the meeting.
6.3 Every issue considered at Committee meetings may be determined
by a simple majority of the votes cast at the meeting. A written resolution signed by all members of the Committee is as valid
as a resolution passed in a meeting.
Committee member must absent himself or herself from any discussions of the Committee in which it is possible that a conflict
of interest may arise between his or her duty to act solely in the interest of the Society and any personal interest (including
but not limited to any personal financial interest) which the Committee member may have in the matter under consideration
and take no part in any vote on the matter.
for funding in relationship to activities outside the normal operation of the Society shall be made in writing to the Chairman/Treasurer
7 days in advance of a committee meeting.
The Society shall in each calendar year hold a general meeting as its Annual GeneralMeeting.
Annual General Meeting will be chaired by the Chair or in his/her absence another member of the Committee and which shall:
(a) receive the accounts
of the Society for the previous financial year;
(b) receive an annual report from the Committee;
(c) elect the new members of the Committee;
(d) appoint an Hon-Auditor
(e) transact any other business properly put to the meeting.
Extraordinary General Meeting may be called at any time at the request of the Committee or not less than one quarter of the
7.4 No alterations to any rule shall be made except
at the Annual General Meeting or at a special general meeting called for that purpose. Any proposed alteration or additional
rule should be communicated to the Hon-Secretary at least 14 days before the date of such a meeting.
8.0 Finance and Accounts
8.1 The Committee will ensure that the Society keeps sound financial records and audited accounts.
8.2 The accounting records shall, in particular, contain:(a) entries showing from day to day all monies
received and expended and the matters inrespect of which the receipts and expenditures took place; and(b) a record of the assets held and any monies owed by the Society.
each meeting of the Committee the Treasurer shall normally present an up to date written statement of accounts to the Committee.
8.4 All accounting records relating to the Society shall be available
for inspection by any member of the Committee at any reasonable time and may be available for inspection by Members at the
discretion of the Committee.
8.5 The Society may open
one or more bank accounts. All bank accounts will be in the name of the Society.
8.6 Cheques and orders for payment of money from these accounts shall normally be signed by two designated persons,
one of whom shall be an Officer.
Committee may resolve to set aside income as a reserve against future expenditure but only in accordance with a written reserves
9.1 If the Committee resolves that the aims of
the Society can no longer be fulfilled, theCommittee will convene an Extraordinary General Meeting of the Society to consider thewinding up and dissolution of the Society.
9.2 If the Extraordinary General Meeting referred to in paragraph 9.1 decides by a two thirdsmajority of the Members present and voting that
the Society should be wound up theCommittee
(subject to the satisfaction of all debts and liabilities of the Society) inaccordance with paragraph 9.4.
at the Extraordinary General Meeting a quorum is not present within 1 hour of the timeappointed for the meeting then the meeting will be adjourned to the
same day of the nextfollowing
week at the same time and place. If at the adjourned meeting a quorum is again notpresent within 1 hour of the time appointed for the meeting then the
Members present shallconstitute
9.4 If the Society
is wound up or dissolved and after all of its debts and liabilities have beensatisfied there remains any property or assets these shall not be paid or distributed amongst the Members of the
Society but shall be applied in one or more of the following ways:
to the Royal Horticultural Society
(b) to another Horticultural Society established whose governing instrument prohibits the distribution of income
and property to an extent at least as great as is imposed on the Society and whose objects are similar to those of the Society.
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