Constitution

THE SOCIETY’S CONSTITUTION

The Society shall be known as “THE WINTERSLOW & DISTRICT HORTICULTURAL SOCIETY” and shall have for its objective the improvement of horticulture in Winterslow and the surrounding District by the exhibition of vegetables, flowers and fruit, and anything of interest suggested to, or by, the Committee.

Competition at the Society’s Shows shall be restricted to members unless otherwise stated in the Show Schedule.

Membership is open to all and each Member shall be required to pay an Annual Subscription, which will fall due on the 1st January each year.  The Committee will recommend the subscription rates considered necessary.   The annual subscription remains at £7.00 per household, which includes the Year Book and entry to the Society’s Shows for all residents of that household.

The Officers of the Society shall consist of a President, Chairman, Vice Chairman, Secretaries and Treasurer who will be elected each year.

The management of the Society shall be in the hands of the Committee, consisting of the Officers of the Society and any number of Members who will be elected annually.

The Committee has the discretion to consider for appointment as Honorary Vice Presidents, Society Members who merit such recognition in view of their long continued and beneficial support of the Society’s aims and activities.  The number of Honorary Vice-Presidents so appointed should be limited to a maximum of ten at any one time.  Honorary Vice-Presidents will not be required to pay Membership subscriptions.

The Annual General Meeting of the Society shall be held as soon as possible after the 30th September each year for the purpose of: -

1.       Electing the President.

2.       Receiving a report and statement of independently examined accounts for the preceding year.

3.        Electing a Committee and Officers to include a Chairman, Vice-Chairman, Secretary, Show Secretary and Treasurer.  Additional officers for specific jobs such as Press,

Catering and  Events are appointed from its members by the new committee as necessary.

4.       Deciding upon any proposal or matter and transacting any other business, which shall be duly submitted to the Committee.

The General Committee may appoint such sub-committee(s) as may be necessary for the proper conduct of the Society’s business.  Such sub-committees shall appoint their own Chairmen and report their conclusions to the General Committee.  Society Members may be co-opted to the committee as necessary to assist with tasks such as helping with society events, stewarding at shows etc.

The Chairman, or by his/her agreement the Vice Chairman, shall preside at all meetings of the Society and shall be entitled to vote on any question.  In the event of equal voting he/she shall be entitled to the casting vote.

The Committee shall have the power to co-opt further members as the occasion may arise or demand.

The Society’s funds shall be maintained in a Current Bank Account.  The treasurer shall be the primary user of  the Current Account and shall be authorised to operate the account via internet banking, telephone banking, cheque, or in  writing. The Treasurer may at any time, now or in the future, delegate access or authority to any of the Chairman, Vice Chairman or Secretary. As the Treasurer has the authority to activate the account solely the Committee shall  set the  ceilingfor payments above which the Treasurer must first obtain authority in writing or email from any one of the Chairman or Vice Chairmanor Secretary.

The Society, in accordance with the General Data Protection Regulation, will only hold and process member information to establish or maintain membership and provide or administer information to the members concerning Society activities including, Talks, Shows and any other special Society event or occasion.  The member information will not be passed to any other party or organization.

A decision to close down the Society shall only be taken at an Annual or Extraordinary General Meeting.  All members must be invited and the proposal to close down the Society's affairs decided by a simple majority vote by those in attendance.  One or more Society members will be appointed to carry out the disposal of assets according to the following procedures.

1.    Any trophies gifted to the Society will be offered to the donor families (if known) to keep or dispose of at their discretion.

2.    Any remaining trophies deemed to have value will be offered to either; The Royal Horticultural Society or to another local Horticultural Society.  Trophies not accepted by the RHS or another Horticultural Society will be included with any other capital assets, sold and the money added to the liquid funds.

3.    Liquid funds; outstanding and know future creditors will be paid and any remaining funds donated to the Village Hall for the upkeep of the memorial gardens.