Coleman’s Hatch Horticultural Society

Constitution and Rules

1.  The name of the Society is the Coleman’s Hatch Horticultural Society, known hereinafter as ‘the Society’. The Society is affiliated to the Royal Horticultural Society.

2.  Objects of the Society

1. To promote the study of horticulture particularly in the area of Coleman’s Hatch
2. To support such charitable purposes or charitable institutions as may be determined from time to time.

3. Powers

In furtherance of the Objects of the Society, the Society shall have the following powers:

1. To hold annual events including one in the Summer and one in the Autumn
2. To raise funds and to invite and receive contributions from any person(s) or entity whatsoever by way of subscriptions, donations and otherwise provided that the Society shall not undertake any permanent trading activities in so doing
3. To enlist the voluntary support of any person whomsoever
4. To make gifts and donations
5. To do all other things as may be deemed needful from time to time

4. Membership

1. Membership will be open to any person who:

1. is over the age of 18; and
2. is interested in furthering the objects of the Society; and
3. has previously served on the Committee or worked or contributed to the production of annual events during the previous five years.

2. Prospective members must be present at the Society’s AGM, at which their membership is proposed and seconded by existing members of the Society.  They shall then be elected by a majority of the Committee, excluding the proposer and seconder.
3. A record of all members shall be maintained showing their contact details (address, telephone and email).  Temporary membership shall be granted to any person the Committee considers has assisted or will assist in the running of the Society’s activities, such as a flower show.
4. Membership shall be terminated if:

1. the member dies, or;
2. the member resigns by written notice, unless, after resignation there would be less than two members, or;
3. the Committee resolves that it is the best interests of the Society that a membership is terminated.

5. A resolution to remove a member from membership may only take place after the member has been given at least 21 days’ notice in writing of the meeting of the Committee at which the resolution is to be proposed, together with reasons for the proposal. The member, or a representative of their choice, shall be given reasonable opportunity during this time to make representations to the Committee, either verbally or in writing.

5. Officers and Committee

1. The Committee shall be drawn from members of the Society. It shall include three officers and at least three other members.
2. Members wishing to be elected to the Committee must be proposed and seconded by two other members at the AGM of the Society, and will be elected by a majority vote, each member having one vote, to be cast by a show of hands. 
3. Officers shall be elected from the members of the Committee by the Committee. The officers shall be Chair, Honorary Secretary and Honorary Treasurer. 
4. The Committee may co-opt members as necessary
5. The Committee will appoint two or three officers to be registered as Trustees of the Society at the Charity Commission.
6. Committee members shall serve for one year immediately following their appointment at the AGM. 
7. Three Committee members shall constitute a quorum.
8. The Committee may appoint sub-committees to be made up of members of the Society.

Sub-committees shall be reported back fully to the Committee in a timely manner.

1. At least four Committee meetings shall be held per calendar year, on dates determined by the Committee
10. The Committee may appoint a member as an Honorary President, to run for three years, and an Honorary Life Vice President, to run indefinitely.

6. General Meetings

1. An Annual General Meeting (AGM) will be held by the Society within 14 days of the last day of October.

The business of the AGM shall include:

1. election of the Committee
2. presentation of Accounts
3. any proposed additions, deletions or amendments to the Constitution, provided that no amendment be made to Clause 2 (i) and (ii), Clause 11 and this clause, and no alteration shall be made which would have the effect of causing the Society to cease to be a charity in law, such proposals to be received by the Secretary in writing not less than three weeks prior to the AGM.
4. any other matters provided to the Secretary in writing not less than three weeks prior to the AGM.

7. A special general meeting may be convened by the Secretary whenever directed to do so, or by the Committee, or by at least 10 members of the Society.

8.  Notice of Meetings

All Members will be notified of general meetings with a complete agenda by their preferred means of communication, at least 21 days prior to the date of the meeting.

9. Income, expenditure and accounts
   1. The Committee shall be responsible for all income and expenditure of the Society and must prepare proper audited accounts in respect of each financial year, which will run from 1^st October to 30 September the following year. 
   2. A copy of the draft Accounts should be available for inspection two weeks prior to the AGM and shall be presented at the AGM and be available for inspection thereafter. Audited accounts will be available by the first meeting of the following year. 
   3. Current and Deposit bank accounts shall be maintained in the name of the Society. At least two Officers of the Committee will be authorised to sign cheques and withdraw funds from the bank accounts.
   4. The Treasurer alone may authorise the transfer of funds between accounts.
   5. It is the Committee’s responsibility to ensure sufficient funds are carried forward annually to finance the following year’s activities. 
   6. Any proceeds after all expenses have been covered, may, at the discretion of the Committee, be donated to charity or used to the general benefit of a charitable institution in accordance with Clause 2(b) above or used for the general benefit of the Society.

10. Benefits and Payments to Charity (CHHS) Trustees and connected persons:

1.  A Trustee of the Society is entitled to be reimbursed from the property of the Society may pay out of such property reasonable expenses properly incurred by him or her when acting on the Society’s behalf.
2. No Trustee or connected person may buy any goods or services from the Society on terms preferential to those applicable to members of the public, may sell goods, services or any interest in land to the Society, or receive any other financial benefit from the Society.

11. Termination of the Society:

The Society may be dissolved by a resolution passed by two-thirds majority of those present and voting at a special general meeting convened for the purpose of which 21 days’ notice shall be given to the members. Such resolution may give instruction for the disposal of any assets held by or in the name of the Society, provided that if any property remains after the satisfaction of all debts and liabilities, such property shall not be paid to or distributed among the members of the Society but shall be given or transferred to such other charitable institution or institutions having objects similar to some or all the objects of the Society as the Society may determine and if and in so far as effect cannot be given to this provision then to come to some other charitable purpose.