Constitution

THE ESSEX

     DAHLIA SOCIETY

CONSTITUTION AND RULES

          

  ADOPTED NOVEMBER 2007

(As amended 7th March 2009)

The Essex Dahlia Society

Constitution and Rules

 

1.             NAME

1.1          The name of the organisation shall be The Essex Dahlia Society hereinafter referred to as “the Society”

2.             OBJECTS

2.1          The objects of the Society are to encourage improve and extend the cultivation of the dahlia

3.             AFFILIATION

3.1          The Society shall be affiliated to the National Dahlia Society

3.2          All competitions exhibitions and shows staged by the Society shall be conducted in accordance with the rules for the time being of the National Dahlia Society

                3.3          The Committee may from time to time elect one of its number to represent and vote on behalf of the Society at any general meeting of the National Dahlia Society

 4.             PROPERTY OF THE SOCIETY

4.1          The Society must apply all property and income of the Society towards the promotion of the objects.  No part of that property or income is to be paid or otherwise distributed directly or indirectly howsoever except in good faith and in the promotion of the objects of the Society

5.             MEMBERSHIP

                5.1          Membership shall be open to any person who wishes to further the interests and objects of the Society

                5.2          Each person admitted to membership shall be

                                5.2.1       Bound by the constitution and bylaws of the Society

                                5.2.2       Liable for such fees and subscriptions as may be fixed by the Committee

                5.3          Membership categories

                                5.3.1       Patron: the Society shall have one patron who shall be elected at the annual general meeting.

                                5.3.2       President: the Society shall have one president who shall be elected at the annual general meeting.

5.3.3       Life Vice-Presidents: the Society may at its discretion and in general meetings elect Life Vice-Presidents of the Society.  Life Vice-Presidents may be elected for exceptional service to the Society and shall remain in office without re-election

                                5.3.4       Vice-presidents: the Society may at its discretion and in general meetings elect Vice-Presidents of the Society who shall remain in office until the Annual General Meeting next following their appointment whereupon they shall be eligible for re-election

                                5.3.5       The Patron, President, Life Vice-Presidents and Vice-President/s shall be regarded as full members of the Society with all appropriate privileges with power to attend and vote at general meetings.

                                5.3.6       Life Members: such Life Members as there are as at the date of adoption of this constitution shall remain Life Members of the Society with all appropriate privileges and power to attend and vote at general meetings.  No new Life Member shall hereafter be created

                                5.3.7       Ordinary member: any person who has been granted membership of the Society upon payment of the appropriate subscription.

                                5.3.8       Affiliated societies or clubs: the Society shall accept applications from any other society desirous of becoming an affiliated club or society.  Each affiliated club or society may appoint or elect a delegate to attend general meetings of the Society.  Such delegates shall not have the power to vote                     

6.             TERMINATION OF MEMBERSHIP

6.1          Any person’s membership may be terminated by the following events

6.1.1.      Resignation

6.1.2       Expulsion

6.1.3       A member’s annual membership fee remaining unpaid for five months after falling due

                6.2          The Committee shall have the power to suspend or expel any member of the Society for

                                6.2.1       Breach of any rule regulation or bylaw of the Society

                                6.2.2       Any act detrimental to the Society after having undertaken due enquiry

                6.3          Any member who is expelled or suspended shall have the right of appeal against their suspension or expulsion by presenting their case to a general meeting shall be final

7.             MANAGEMENT COMMITTEE

                7.1          Management of the Society shall be vested in a management committee (throughout this document referred to as “the Committee”) and shall consist of:

                                7.1.1       Chairman

                                7.1.2       Secretary

                                7.1.3       Treasurer

                                7.1.4       Up to 6 committee members

                7.2          No person shall hold more than one of the offices of Chairman, Secretary and Treasurer at any one time.

                7.3          A quorum of the Committee shall be half of its members plus one

                7.4          A member of the Committee may lose his or her seat on the Committee if absent from three or more consecutive Committee meetings without leave of absence

                7.5          The Patron, President and any Vice-President may attend meetings of the Committee

                7.6          Members of the Committee shall remain in post until the Annual General Meeting next following their election and shall be eligible for re-election

8.             POWERS OF THE COMMITTEE

                8.1          The Committee shall carry out the day to day running of the Society and (by way of example but not by way of limitation) shall have the power to:

                                8.1.1       Administer the finances, appoint bankers, and direct the opening of banking accounts for specific purposes and to transfer funds from one account to another, and to close any such account

                                8.1.2       Fix the manner in which such banking accounts shall be operated, provided the Committee passes all payments

                                8.1.3       Fix fees and subscriptions payable by members and decide such charges as are deemed necessary and advisable

                                8.1.4       Adjudicate on all matters brought before it which may in any way affect the Society

                                8.1.5       Cause minutes to be made of all proceedings at meetings of the Committee and general meetings of members

                                8.1.6       Make amend and rescind rulings and bylaws

                                8.1.7       Form and appoint any sub-committee/s as required for specific purposes (which may comprise non-Committee members)

                                8.1.8       Approve the appointment of a member to maintain an up-to-date register of members of the Society

8.1.9       In the event of a vacancy appoint a successor until
the next annual general meeting

9.             AUDITOR

9.1          An auditor shall be appointed each year by the Committee who shall not have taken part in any Committee meetings in the period to be audited

                9.2          The auditor shall examine all the books and accounts of the Society annually and have the power to call for all books papers accounts receipts etc. of the Society and report thereon to the Annual General Meeting

 10.          GENERAL MEETINGS

                10.1        Annual general meeting

                                10.1.1     The annual general meeting of the Society shall be held in March each year

                                10.1.2     The secretary shall give at least 14 days notice of the date of the annual general meeting to members and the secretary of affiliated societies

                                10.1.3     The quorum at the annual general meeting shall be a minimum of 20 members which shall not include any delegates from affiliated societies.  If at the end of 30 minutes after the time appointed in the notice for the opening of the meeting there be no quorum the meeting shall stand and adjourn for such period as the Committee may determine not greater than 3 weeks.  If at such meeting there is no quorum those members present shall be competent to discharge the business of the meeting

                                10.1.4     The agenda for and business of the Annual General Meeting shall be given to members together with notice of the meeting and any notices of motion proposed by the Committee

                                10.1.5     Notices of motion proposed by members other than the Committee to be considered at the annual general meeting shall only be considered and voted upon provided such are received in writing by the secretary not later than 7 days prior to the date of the annual general meeting.  If any such notice is received a copy shall be sent to all members and the secretary of affiliated societies

                                10.1.6     Notice of motion shall not be accepted from an affiliated society

10.2        General meeting

                                10.2.1     General meetings may be called by the Committee or at the request of the president or chairman or on the written request of 10 members of the Society or on the request of a
member expelled or suspended in accordance with paragraph 6.3

10.2.2     The secretary shall give at least 14 days notice in writing of the date of the general meeting to the members and the secretary of affiliated societies.  Notice of general meetings shall set out clearly the business for which the meeting has been called.  No other business shall be dealt with at that general meeting

                                10.2.3     The quorum at the general meeting shall be a minimum of 20 members which shall not include any delegate/s from affiliated societies

                                10.2.4     An affiliated society shall not be allowed to call for a general meeting nor in anyway join with other members in requesting a general meeting

11.          VOTING

                11.1        Voting powers at general meetings

11.1.1     The chairman shall be entitled to a deliberative vote and in the event of a tied vote the chairman shall exercise a casting vote except that in the event of a tied vote in the election of the chairman the casting vote shall be exercised by the president

                                11.1.2     Each member present shall have one vote

                                11.1.3     Proxy voting shall not be allowed

                                11.1.4     Delegates of affiliated societies shall not have the right to vote

11.2        Voting powers at Committee meetings

                                11.2.1     The chairman shall be entitled to a deliberative vote and in the event of a tied vote the chairman shall exercise a casting vote

                                11.2.2     Each individual committee member present shall have one vote

                                11.2.3     The Patron, President and any Life Vice-President present shall each have one vote

                                11.2.4     Proxy voting shall not be allowed

12.          FINANCE

                12.1        All funds of the Society shall be deposited into the Society’s account at such bank or recognised financial institution as the Committee may determine

                12.2        All accounts due by the Society shall be paid (by cheque if possible) after having been passed for payment at a Committee meeting and when immediate payment is necessary, account/s shall be paid and the action endorsed at the next Committee meeting

                12.3        Petty cash may be maintained by the treasurer in a sum not exceeding £100.00 or such other reasonable sum as shall from time to time be approved by the Committee.

                12.4        A statement showing the financial position of the Society shall be tabled at each Committee meeting by the treasurer

12.5        A statement of annual income and expenditure together with current assets and liabilities shall be submitted to the annual general meeting.  The auditors report shall be attached to such financial report

                12.6        The financial year of the Society shall commence on 1st November each year.

                12.7        The accounts books and all financial records of the Society shall be audited each year

                12.8        The signatories to the Society’s account/s will be any two of the Chairman, Secretary and Treasurer

                12.9        All property and income of the Society shall apply solely to the promotion of the objects of the Society and no part of that property or income shall be paid or otherwise distributed directly or indirectly to members except in good faith in the promotion of these objects

 13.          ALTERATIONS TO THE CONSITUTION AND BY-LAWS

                13.1        No alteration repeal or addition shall be made to the constitution except at the annual general meeting or general meeting called for that purpose and notice of all motions to alter repeal or add to the constitution shall be sent to members at least 14 days prior to the annual general meeting or general meeting called for such purpose.

                13.2        Alterations to by-laws can be made only at Committee meetings

                13.3        Motions, or any part thereof, shall be of no effect unless passed by a simple majority of those present and entitled to vote at any general meeting or Committee meeting as the case may be

                13.4        Motion to dissolve shall be treated as a special case and dealt with below

 14.          DISSOLUTION

                14.1        A motion to dissolve the Society shall be of no effect unless passed by an 80% majority of those present and entitled to vote at a general meeting

                14.2        If on the dissolution of the Society any property of the Society remains after satisfaction of the debts and liabilities of the Society and the costs charges and expenses of the dissolution that property shall be distributed:

                                14.2.1     To another society having objects similar to those of the Society or

                                14.2.2     For charitable purposes

                                such distribution to be approved by a simple majority of the membership

15.          EVENTUALITY

15.1        Any eventuality not adequately catered for by this constitution shall in the first instance be dealt with and adjudicated by the Committee

                15.2        Any significant eventuality shall be reported upon by the chairman at the next annual general meeting

 

 

 

                               

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