The Club shall be known as The Cheriton Fitzpaine Garden Club. Hereafter called 'The Club'
The objectives of the Club shall be:
a. the furtherance of all aspects of good Horticulture and related topics.
b. The support of charities connected with Horticulture and local organisations within the Parish of Cheriton Fitzpaine. These to be agreed or amended at an Annual General Meeting.
In furtherance of the foregoing objectives, the Club shall have the following powers:
a. to promote lectures, discussions, visits, social events and shows as required.
b. to raise and maintain funds to achieve the above objectives.
Membership shall be open to all those interested in any aspect of Horticulture.
Subscriptions shall be paid annually and are due on 1st January each year, the rate to be determined annually at an Annual General Meeting (AGM). (If the subscription is not received by 1st May, membership
will be deemed to have lapsed)
The management of the Club shall be vested in an Executive Committee ('the Committee') which shall be elected at the AGM. Nominations for election shall be received by the Secretary by the date of the meeting held in November each year with the signed acceptance of the nominee.
In the event of more than one nominee for a Committee post, nominees will leave the room, and voting papers will be issued by tellers appointed by the outgoing Committee. The tellers will then count the votes. The nominees will be given the opportunity to vote.
7. ANNUAL GENERAL MEETING
a. An AGM shall be held in January each year on a date and a place to be determined by the committee for the purpose of:
i. receiving the Chairman's report for the previous year.
ii. receiving from the Treasurer the scrutinised statement of account for the previous year.
iii. approving the Committee's recommended subscription for the coming year.
iv. announcing the result of the election of the Committee which shall now consist of:
a. the Chairman
b. the Vice Chairman
c. the Secretary
d. the Treasurer
e. the Show Secretary
f. the Assistant Show Secretary
g. The Programme Secretary
h. The Publicity Officer
i. 2 Ordinary members
v. appointing the Outing Organiser(s)
vi. appointing the Safeguarding Officer
vii. conducting any other business placed on the Agenda.
viii. conducting any other business not on the Agenda relating to the conduct of the Club.
b. Any items under Clause 7 (vii) for inclusion in the Agenda must reach the Secretary 21 days before the meeting.
c. a quorum shall consist of 1/3rd of the current membership of the Club.
8. EXTRAORDINARY GENERAL MEETING
An Extraordinary General Meering (EGM) shall be summoned when the Committee deems it necessary or when requested, in writing to the Secretary, by at least 1/4 of the current membership of the Club and at which only specified business may be transacted. One calendar month's notice shall be given and the quorum shall be the same as at an AGM.
9. CHANGE OF CONSTITUTION
a. Change of objectives, which shall be made at an AGM, shall be notified under Clause 7a(vi) for inclusion in the original Agenda and voted for by 2/3 of those present.
b. No alteration of amendment shall be made to the objectives in Clause 2 which would deprive the Club of its essential objectives.
10. THE COMMITTEE
a. All members of the Committee, whether Officers or Ordinary Members, are available for election annually for a maximum of 3 years. Committee members may serve for a further period at the behest of the membership.
b. Any member of the Committee who resigns from the Committee shall, if an Office holder, be replaced from within the Committee. If an Ordinary member, a new member shall be co-opted from within the membership of the Club to serve for the remainder of the maximum period. The co-opted member is available for re-election.
c. Each member of the Committee shall have 1 vote, the Chairman a casting vote if needed an a quorum shall be 5 Committee members.
d. The Committee shall meet at least 4 times each year and shall be refunded expenses necessarily incurred on Club business.
11. a. THE PRESIDENT
i. A president shall be elected after nomination and shall serve for a period of 2 years. The president may be invited to serve for a further 2 year period by the Committee and confirmed by election at an AGM.
ii. The position shall be Honorary and Advisory in content. He/She may preside at a Committee meeting and will preside at an AGM or EGM.
b. VICE PRESIDENTS
i. There may be up to 7 Vice Presidents. They shall be invited to the Office, which is Honorary by the President on the recommendations of the Committee at an AGM on the basis of past services rendered to the Club.
ii. The Vice Presidents shall hold office for as long as they wish actively to serve.
iii. They may attend a Committee meeting in an advisory capacity but shall have no vote. They shall have 1 vote at an AGM or EGM. They shall pay the membership fee in force at the time.
c. LIFE MEMBERS
i. The President may propose, on the recommendation of the Committee, that a Club member is invited to become a Life member.
ii. The motion shall be approved at an AGM by a simple majority of the members present.
iii. The Life Member shall pay no membership fee and shall have 1 vote at an AGM or EGM.
iv. The number of Life members shall be limited to 6.
v. A Life member may exhibit at the Club's shows without payment of the membership or entrance fee in force at the time.
vi. The Committee may propose Life Membership for an outgoing President if the President chooses to accept.
a. The Club shall be organised on a non-profit making basis, although it shall be in order to accumulate funds for the purpose of maintaining the objectives of the Club.
b. The Treasurer shall be responsible for the accounts which shall be scrutinised annually.
c. The Financial Year shall be 1 November - 31 October.
d. The Scrutiniser shall be entitled to attend an AGM and may make observations as he/she may deem it advisable.
e. The Bank account shall be operated on the basis of the signatures of any 2 of the following Office holders:
Another member of the Committee (not related to any of the above).
The names of these Office holders and their specimen signatures shall be notified to the Club's Bank after their election at an AGM.
f. The Committee shall have the power to make investments in a recognised Bank or in Government Securities as they may decide.
a. No Honorarium shall be paid to any member.
b. A retiring gift may be given to any long service Committee member or President. The amount shall not exceed the equivalent of 5 years membership fee at the current rate in force.
c. A leaving gift in recognition of special services to the Club may be given to any member as deemed appropriate by the Committee. The amount shall not exceed the equivalent of 5 years membership fee at the current rate in force.
a. A notion to dissolve the Club may only be made at an Extraordinary General Meeting, summoned for the purpose, the quorum of which shall be 50% of the membership. It will be carried if 75% of those present vote for dissolution.
b. If carried, any surplus of funds or assets shall be disposed of to such organisations as are compatible with Clause 2b.
c. No member shall benefit financially from the dissolution of the Club.
The Constitution was approved at an Annual General Meeting on 1 December 2016 and is effective from 1 January 2017.