THE LITTLETON AND
HARESTOCK GARDENING CLUB
1. The Society shall
be known as the Littleton and Harestock Gardening Club.
2. The objects of
the Society shall be:
a) to promote and
organise monthly horticultural meetings/visits of interest to Members;
b) to provide
horticultural theory and practical guidance for Members.
c) to encourage the
local community to appreciate the different aspects of gardening as a
3. The office of
President shall he filled by election at the Annual General Meeting.
The President post
is ex-officio. but will be invited to all Committee Meetings.
may recommend to the Membership the appointment of a
This position acknowledges the services of an individual member who,
over many years, has provided guidance, encouragement, advice, influence
and contributed greatly to the running and success of the Club. The
position is honorary and lifelong. The individual can attend Committee
Meetings and has the right to vote at such meetings. At any one time no
more than two Patrons can be elected.
4. The Society to be managed by a Committee consisting of a
Chairperson, Vice-Chairperson, Committee Secretary, Treasurer and other
members filling various posts as required at the time.
One Member of the Committee may be appointed as the Society's
representative on the Littleton and Harestock Show Society.
5. The Annual
General Meeting will be held in March and the gardening year will
commence in April (w.e.f April 2009).
a) All Officer and
Committee posts to be filled by election at the Annual General Meeting
and Committee Members can stand for re-election. The elections to take
place in March at the Annual General Meeting.
6. The Committee
shall have power to fill by co-option any vacancy that may occur between
Annual General Meetings, subject to the same rules as applied to elected
7. At Committee
meetings, four shall form a quorum and the Chairperson shall preside. In
the absence of the Chairperson the Vice-Chairperson shall preside and in
the event of both being absent, a Committee Member from amongst those
present shall be chosen to do so.
8. The Committee may
form such Sub-Committees as it may require. A Sub-Committee must have
at least two members. One member of the Sub-Committee must be a member
of the main Committee. The Sub-Committee shall organise itself so that
one of its members takes the role of secretary and one the role of
chairman of that Sub-Committee. The main Committee may delegate to a
Sub-Committee such powers and duties as it may see fit. Club members
may be co-opted to a Sub-Committee either by the main Committee or the
Sub-Committee (with the approval of the main Committee). Sub-Committees
shall be responsible and answerable to the main Committee at all times.
9. The Committee
shall fix the subscription rate for Club members each year.
10. All fully paid
Members are eligible to vote. Outcome of any voting is by simple
majority basis. The Chairperson has a casting vote in the event of a
balanced result, The number of fully paid Members to form a quorum must
11. The Accounts of the Club are to be audited yearly by an Honorary
Auditor approved by the Annual General Meeting. A copy of the Accounts
Sheet shall be available on request. All financial transactions must be
approved by the Committee. All cheques and other forms of payment
(principally direct debit) being signed by any one of the following:-
Chairperson, Vice-Chairperson, Treasurer, Committee Secretary.
12. The Annual General Meeting, which will be held in March, will have
an Agenda which will include the following business:
a) to receive and,
if approved, adopt the Statement of Accounts: period = 1st
February to 31st January;
b) to appoint the
Officers and Members of the Committee;
c) to deal with any
resolutions which have been proposed, seconded and submitted to the
Secretary, at least. 14 days prior to the Meeting, including changes to
d) to approve the
investment or expenditure of surplus Club funds.
13. A Special
General Meeting may be convened at any time by the Committee for the
a) to deal with any
matter of which the Committee has given notice;
b) to deal with any
special matter of which the Members requiring the meeting have given
14. A Special
General Meeting must be organised, if a request to do so is made in
writing from ten Club Members.
15. If the Committee
decides that the Club should be dissolved, then a Special General
Meeting must be convened in accordance with the Rules above to consider
the dissolution proposal.
16. In the event of
the dissolution of the Club, the funds and property of the Club shall be
disposed of for the benefit of the Parish of Littleton and Harestock as
may he determined by the Committee holding Office immediately prior to
the dissolution in any manner which is exclusively charitable at law.
17. If a quorum of
such a Committee cannot be found, then all funds and property will he
distributed for the good of the Parish by the Parish Council.
DATE OF THIS ISSUE :
15th November 2017 VERSION NUMBER: 1.4
Version inherited by Sally
Macer on becoming Secretary
Replacement of clause 8
Replacement of clauses 4
and 11 to reflect new Committee structure and allow for
future flexibility of Committee structure without having to
change the Constitution again. Approved at 2016 AGM.
Edit clause 11
to reflect single person not two required to sign. Approved
at SGM 18/11/2017
history for v 1.3 and this v 1.4
plus header and footer.