Amendments to the original SLGS constitution were proposed to the membership by email and post during November/December 2012. Several suggestions for further alterations were then received by the committee and discussed; all proposed changes were then voted on by the membership at the AGM in January 2013. The revised Constitution was unanimously adopted, with the Chairman expressing the meeting’s thanks to the Membership Secretary, Jackie Searl, for her sterling work on the revisions.
THE CONSTITUTION OF
THE SOUTH LINCOLNSHIRE GARDEN SOCIETY
The title of the Society shall be:- The South Lincolnshire Garden Society.
The objects of the Society shall be:-
i. To advance the culture and study of garden plants, in particular those that are unusual and rare.
ii. To pool knowledge and propagation material without detriment to Nurserymen.
iii. To organise talks and presentations by specialists both from within the Society and outside.
iv. To organise visits to local and distant gardens and nurseries and generally to do all such acts as shall further the active and corporate life of the Society.
3 MEMBERSHIP AND AFFILIATION
a. On payment of the first subscription an applicant for membership shall be deemed to be a Member of the Society and to have agreed to abide by this Constitution.
b. Individual Members of the Society and Joint Members shall pay such sums as a General Meeting shall from time to time determine. Joint Members means not more than two people using the same postal address. Each member shall be entitled to one copy of any publication or notice issued by the Society but in the case of two people paying the reduced rate for a joint subscription only one copy shall be given to the two members. Each member (including both parties in the case of joint membership) shall be entitled to one vote at any General Meeting.
c. The Executive Committee may at any time without stating any reason refuse to accept a renewal or the subscription of any member.
4 ANNUAL SUBSCRIPTIONS
a. The first annual subscription and thereafter a renewed subscription shall become due on 1st January in each year. Membership is continuous and, unless written notice of resignation is received by the Membership Secretary not later than 31st December in any year, a member shall be liable for his/her subscription for the following year. A new member’s subscription paid after 1st September in any year shall entitle him/her to all privileges without further payment until 31st December of the following year.
b. A member whose subscription is in arrears on the 31st day of March next after it has become due shall not be entitled to any of the rights and privileges of membership and shall be deemed to have resigned.
5 HONORARY MEMBERS
The Executive Committee may elect any person as an Honorary Member for such period and subject to such conditions as they deem desirable.
6 FINANCIAL YEAR
The financial year shall end on 31st December of each year.
7 GENERAL MEETINGS
a. The Annual General Meeting (AGM) of individual members of the Society shall be held once in every calendar year before the end of March to transact the following business:-
(i) To receive, and if approved, adopt the annual report and an audited statement of the accounts to the end of the last preceding financial year.
(ii) To elect the officers and other members of the committee.
(iii) To elect an auditor
(iv) To deal with any special matter which the Executive Committee desires to bring before the members and to receive and consider suggestions from the members for consideration by the Executive Committee.
b. A notice convening any General Meeting shall be sent to all members not less than twenty one days before the meeting and shall specify the business of the meeting but only individual members whose subscriptions are fully paid up to the date of the meeting and are not in arrears many attend thereat and vote.
c. Any resolution for consideration at any General Meeting must be received by the Membership Secretary not less than fourteen days before the date appointed for the meeting. The Executive Committee may direct that any resolution which appears to them to be scandalous or vexatious be not placed upon any agenda or discussed at any meeting.
d. An Extraordinary General Meeting of the society may be called at any time by the Executive Committee and shall be so called within thirty days of receipt by the Membership Secretary of a requisition in writing signed by not less than ten members, stating the purpose for which such meeting is desired and setting out any resolution which is proposed. No business shall be transacted at such a meeting other than that specified in the notice, and no amendment to any resolution proposed at the meeting shall be allowed. The Chairman of the meeting shall be nominated by the Executive Committee.
8 OFFICERS AND MEMBERSHIP COMMITTEE
a. The following officers of the Society shall be elected at the Annual General Meeting:- Chairman, Programme Secretary, Honorary Treasurer and Membership Secretary. The business and affairs of the Society shall be managed by an Executive Committee of individual members of the Society consisting of the Chairman, Programme Secretary, Treasurer, Membership Secretary, not more than six elected members of the Society and any members co-opted under the provisions of sub clause (f) below.
The Annual General Meeting may also, if it so desires, elect a President and Vice President. The Executive Committee may appoint and/or remove a Publicity Officer or any other officer as it considers desirable. Any vacancy occurring in any elective office may be filled by the Executive Committee but any officer so appointed shall retire from office at the following Annual General Meeting but shall be eligible for election.
b. Nominations for Officers and Members of the Executive Committee must be received by the Membership Secretary in writing not less than fourteen days before the date appointed for an Annual General Meeting. Prior written permission of any person being nominated must be obtained.
c. Four members of the Executive Committee shall form a quorum. The Executive Committee shall meet from time to time as may be necessary. Three members of the Executive Committee may by signed written notice to the Membership Secretary request a meeting of the Executive Committee and if such meeting be not called within thirty days of the despatch of such notice the said three members may themselves call a meeting of the Executive Committee by seven days’ notice in writing sent to all members thereof.
d. The Officers of the Society shall retire each year but be eligible for re-election.
e. The Executive Committee may fill by co-option any casual vacancy which may occur in their number but the person so filling the vacancy shall retire at the Annual General Meeting next following his/her co-option and shall be eligible for election.
f. The Executive Committee may in addition to the officers and members elected at the Annual General Meeting co-opt not more than five members but such co-opted members shall be limited to serve no more than the year.
The Executive Committee may appoint sub-committees to consider and report on any matter, members of such sub-committees need not necessarily be members of the Executive Committee. At least one member of each sub-committee shall be a member of the Executive Committee. Unless otherwise decided by the Executive Committee, all sub-committees shall elect their own Chairman and have power to co-opt not more than three members. The Executive Committee may alter the membership of any sub-committee at any time and no sub-committee shall have power to act on behalf of the Society unless expressly authorised to do so by the Executive Committee. No sub-committee may spend any money on behalf of the Society unless expressly authorised to do so in writing by the Executive Committee
10 ALTERATIONS TO RULES AND CONSTITUTION
The individual Rules and Constitution of the Society may be altered at an Extraordinary General Meeting or Annual General Meeting and at least twenty one days’ notice of any meeting to effect a proposed alteration shall be given to all members. In order to effect an alteration of a Rule or the Constitution, at least two thirds of the members actually present at the meeting shall vote in favour of the proposed change. Amendments will not be allowed at the meeting.
All money payable to the Society shall be received by the Treasurer or such other officer as shall be appointed to receive the same. All funds belonging to the Society shall be deposited in the account in the name of the Society and no sum shall be drawn from this account except by an order signed by such persons or person as the Executive Committee may direct. Any moneys not required for immediate use may be invested in an interest bearing account as authorised by the Executive Committee.
The accidental omission to give notice of a meeting to, or the non-receipt of notice of a meeting by, any member shall not invalidate any proceeding or resolutions at any meeting of the Society or any committee thereof.
A motion to dissolve the Society may only be made at an Extraordinary General Meeting and to effect a dissolution at least three quarters of the members actually present at the meeting shall vote in favour of the dissolution. If a motion to dissolve the Society is carried by the said majority the Society’s surplus funds, property and assets (if any) shall be disposed of for charitable purposes in connection with horticulture as the members may at the said Extraordinary General Meeting decide.
EME June 87
JRS Amended January 2012
JRS Amended January 2013