WOOLSTON & DISTRICT HORTICULTURAL SOCIETY CONSTITUTION
Last Updated 5th December 2001
We as the Society are committed to a policy of Equal Opportunities for all members and committee, discrimination and harassment on the grounds of race, ethnic origin, religion, disability, sex, sexual orientation or any other irrelevant factor is unacceptable
The name of the Society shall be "WOOLSTON AND DISTRICT HORTICULTURAL SOCIETY"
OBJECTIVES
1. To promote the interests of all members in their gardening activities and to take joint action for the benefit of members
2. To take action to protect members against accident, damage and theft on society premises
3. To obtain a supply of seeds, fetilisers, hire of tools and other horticultural equipment on behalf of members
4. Arranging on behalf of the society events
5. Arranging competitive events and co-operating with other societies in matters of mutual interests
SUBSCRIPTIONS
The society's annual year being 1st March to 28th February, subscriptions payable on or before 1st March each year, new members may join at any time. Any change in subscriptions to be ratified at the Annual General Meeting
The amount of subscription to be reviewed each year
ARREARS
Any member who ha lapsed with his/her subscription shall cease to be a member until they pay the full joining fee anytime before the use of the trading hut
RESIGNATIONS
Ordinary members of the society wishing to resign may do so by either not renewing subscriptions or at any other time by a letter to the Secretary / Memberships Secretary fo the society
COMPLAINTS
Members having any cause to complain should do so in writing to the Secretary
SIZE OF THE COMMITTEE
A committee of management of not less than 5 members shall conduct the affairs of the society. Term of office shall be 12 months. The committee shall retire at the A.G.M. but shall be eligible for re-election. Casual vacancies can be filled by any of the committee or member of the Society who wish to volunteer and members so appointed and shall hold office to the next A.G.M.
OFFICERS
Officers of the society should be: Chairperson, Treasurer, Secretary, Trading Secretary, Show Secretary and Membership Secretary. They shall be elected at each A.G.M. Retiring officers shall be eligible for re-election. They shall be ex-officio members of the committee.
Honory/Life membership shall be conferred at the discretion of the committee. A special membership card will be struck for such members bearing their name in gold and sealed. It is expected that these awards will be few and only awarded for extreme support, merit or loyalty. Nominations for this accolade must be from 3 committee members and supported by all the serving committee members.
RESIGNATIONS
Any member of the committee wishing to resign may do so IN WRITING to the secretary. Officers shall give one months notice.
SUB-COMMITTEES
Sub-committees may be formed to deal with special events
GENERAL MEETINGS
An Annaul General Meeting should be held each year, with one months clear notice in writing to members and the local media. Ten members shall form a quorum. One month before the meeting the accounts and secretary's report and agenda shall be submitted to all the committee members.
Special general meetings shall be called upon the requisition in writing to the secretary of at least 10 members.
No party political or sectarian discussions shall be raised or resolutions proposed at either committee or general meetings.
COMMITTEE MEETINGS
Meeting of the committee to be held at least four times every 12 months. Committee members are requested to miss no less than two meetings per year.
POWERS OF THE COMMITTEE
1. Power to co-opt
2. Right to act on behalf of the society
3. Right to approve financial commitments
4. Right to individual members of the committee to approve financial commitments up to £100
5. Right to delegate
VISITORS FEES
Shall be decided by the committee during the planning of individual events
TREASURER'S RESPONSIBILITIES
The treasurer shall open a banking account in the name of the society and all monies received from any source on behalf of the society shall be paid into such account. 2 out of 3 signatories shall sign cheques. Ensure that insurance exists for all members of the society against injury or loss due to any accident occurring from any aspect of the society activities. Treasurer to present up to date bank statements at each committee meeting together with current insurance policy.
TRUSTEES
Appointment of 3 trustees. The said trustees to deal with disposal of society assets in the event of the society ceasing to function. It is hoped that the trustees contact the donors of trophies to ascertain their wishes.
RESPONSIBILITIES OF TRADING SECRETARY
Trading times shall be as printed on membership cards. Times are subject to seasonal alteration. Members will be informed.
1. During trading hours one member of the committee shall be present
2. The committee member on duty after each trading season to be responsible for takings
3. A cash float of between £20 - £35 only at the start of each trading session
4. All sales must be cash or cheque with order at the trading premises
5. Cheques must be with cheque guarantee card
6. Conduct a stock-check with the Treasurer or his nominated relief six weeks before the A.G.M.
NAMES OF TRUSTEES
Any three of the following can be called upon to deal with the disposal of the assets of the society should it cease to funtion:
Chairman Treasurer Trading Secretary Secretary
