Society Rules

The Society shall be called the "Hartley & District Horticultural Society".

To encourage, improve and extend horticulture by shows, lectures and by any other means.

Annual subscriptions shall become due from October 1st each year. All members shall pay such annual sum as recommended by the Committee and approved at a General Meeting of the members.  On payment of the subscription a membership card will be issued, which, on production, will give admission to all Shows and Lectures throughout the year, together with other benefits that may be offered from time to time.

If a reciprocal arrangement has been agreed between the Committee of this Society and other local horticultural and gardening clubs, this Society will give free admission (where no additional fee is charged to our own members) to all Society shows and lectures throughout the year, to members of the reciprocating club who produce a current valid membership card or programme for their club.  They will not be permitted to submit show entries except in accordance with this Society’s Show Rules.

All money accruing to the Society shall be accounted for by the Treasurer, who will operate a Bank Account in the name of the Society.  Withdrawals from the Bank Account shall be signed by any two of the following:  Chairman, Treasurer or Secretary.  All money shall only be used as directed by the Committee.  The Society's accounts shall be made up to the 30th September each year.

The Society shall have a Chairman, Secretary and Treasurer who must be members of the Society, and will be ex officio members of the Committee.

The day to day management of the Society shall be in the hands of a Committee, to consist of 12 members (inclusive of the ex officio members), six to form a quorum.  The number of members on the Committee may be increased by one for every 15 members of the Society in excess of 180.  The Committee shall elect a Vice Chairman and may appoint certain of their members to form sub-committees for special purposes provided that, unless otherwise directed, any decisions of a sub-committee shall not become effective until confirmed by the Committee.  The Committee shall meet at least once every quarter and as often as considered necessary. The President may be invited to attend Committee meetings.

The Officers and Committee shall be elected at the Annual General Meeting each year for a period of one year, but shall be eligible for re-election.  An Auditor shall also be elected.  Nominations must be sent to the Secretary at least two weeks before the date of the Annual General Meeting.

The Annual General Meeting shall be held during the second week of November each year, when the Chairman shall report on the year's activities of the Society during the past year and the Treasurer shall present his/her report and financial statement as signed by the Auditor.  Other necessary general business shall also be transacted.

A Special General Meeting shall be convened on receipt by the Secretary of an order by the Chairman, or of a requisition in writing signed by at least 10 members of the Society.  A Special General Meeting shall be held within 14 days of receipt of the order or requisition. In the event that the Society faces closure an Extraordinary General Meeting shall be convened.

Not less than seven days’ notice of the Annual General Meeting or of any other meetings shall be given in writing to each member.  Notice of a Resolution to be proposed at the Annual General Meeting must be given in writing to the Secretary, at least 28 days before the meeting, provided that the Chairman at any Annual General Meeting may, in the case of an urgent matter affecting the well-being of the Society, temporarily suspend the requirement for prior notice following a proposal made at the meeting by a member.

The Committee may periodically arrange outings for members of the Society, for which purchase of tickets in advance may be required. Once a ticket has been purchased, there will be no refund unless: a) the outing is cancelled b) the ticket holder informs the Social Secretary (in case a Waiting List is  in operation) and the ticket is successfully resold (The Committee may occasionally decide to offer refunds in exceptional circumstances, these to be determined by the Committee on a case-by-case basis.)

No alteration, deletion or addition shall be made to these rules except by resolution at the Annual General Meeting or Special General Meeting (notice as in Rule 11 above), provided that no such resolution shall be regarded as agreed unless supported by at least two thirds of the members present.