Constitution of the Lincolnshire Daffodil Society (v3 2014)

1. Name: The Name of the Group shall be The Lincolnshire Daffodil Society, hereinafter referred to as the LDS.

1a. Neither the full designation nor any abbreviation shall be used by Members for Trade or Business without the express consent of the Committee.

2. Aims and Objects: To encourage and popularise the growth and improvement of the various kinds of daffodils (narcissus) and other spring-flowering plants, and to hold an annual exhibition at such place as circumstances may require,

3. Affiliations: The LDS may not be affiliated to any other group or organisation, other than the Daffodil Society and the Royal Horticultural Society, and Springfields Horticultural Society.

4. Officers: The Officers shall be a Chairman, a Vice-Chairman, a Treasurer and a General Secretary who shall be Honorary Officers of the LDS. The three Honorary Officers, together with up to five additional members of committee shall constitute the Full Committee of the LDS. A quorum of committee shall consist of at least five of its members, of whom at least two shall be honorary officers. If the committee so agrees, a person may hold two honorary officer positions but shall only have one vote.

5. Honorary Vice-Presidents: Any Chairman having served in that office for more than five years continuous service and having been a member for at least ten years shall be offered the Honorary Office of Vice-President of the Lincolnshire Daffodil Society.

5a. Any committee member who has held office for a period of more than 10 years may be considered by the membership for Honorary Office of Vice-President.

5b. Should there already be Honorary Vice-Presidents, a vote shall be taken at the Annual General Meeting to determine which shall serve as Honorary President.

5c.Should there be no other Vice-Presidents, then the Office of Honorary President be assumed.

6. Management: The day-to-day management of the LDS shall be vested in the committee which shall have the power to co-opt, and to authorise the establishment of sub-committees for any function which it deems necessary. Co-optees have no voting rights on the Committee.

6a. Any Committee Member deemed to hold a conflict of interest should not have the automatic right to vote on a motion or proposal that may be perceived to in conflict with the management or interests of the LDS. If an objection is raised by any member, the committee shall vote on the issue.

6b. If at any meeting of the Committee the voting is tied then the Chair shall have the casting vote, that is, a second vote.

6c.The committee reserve the right to cancel a show in circumstances that would that make it difficult to stage it successfully or that would lead to financial loss.

7. Membership: Any person having an interest in the Aims and Objects of the LDS shall be eligible for membership on payment of the required Fee(s),

7a. The LDS Committee reserves the right to refuse membership. A simple majority of the Committee shall signify the acceptance or expulsion of LDS members. There shall be an Appeal procedure (see 8c).

7b. Membership shall comprise: Ordinary and Honorary, Honorary being determined under Officers (see 4).

7c. The date for renewal of all subscriptions shall be the first of October annually and the fees shall be determined by the Committee.

8. Suspension and Expulsion: Any member whose Subscription is three months in arrears shall automatically be suspended from membership. Re-admittance only on payment of the normal Fees.

8a. A member shall have his/her name removed from the Register for behaviour which is considered by a majority of the Committee to be detrimental to the interests or the reputation of the LDS.

8b. Appeals shall only be accepted if received by the Hon. General Secretary within 28 days of the suspension or expulsion.

8c. Any appeal by a LDS member will be reviewed. The Hon. Secretary shall, at the request of the appellant, convene a sub-committee meeting which shall consist of 1) One Ordinary member of the LDS nominated by the Appellant, and 2) One member of the LDS Committee, and 3) a ‘President’ who shall be any person invited by the agreement of 1) and 2). The decision of the sub-committee shall be final.

9. Meetings: Shall be of three kinds, namely.

  • Ordinary. To be held from time to time as deemed necessary and to be convened by any five Committee members at least two being Honorary Officers of the LDS.
  • Extra-ordinary General Meeting. At any time at the written request of not less than ten fully paid-up members. At least 28 days’ notice to be given to the Hon. General Secretary, in writing. Members shall be sent an agenda for such meetings not less than 14 days prior.
  • Annual General Meeting. To be held annually, at least 28 clear days notice to be given to the members of the venue, time and date. The Hon. Secretary shall prepare an agenda, copies of which shall be posted to the full Committee and all members and it shall be posted on the LDS website giving at least 14 days’ notice. There shall not be more than 14 months between Annual General Meetings.

10. Minutes: Shall be kept by the Hon. Secretary of all Committee and General Meetings.

11. Accounts: Shall be prepared by the Hon. Treasurer to 30th September of each year for submission to and acceptance by the members at the Annual General Meeting.

12. The Annual General Meeting shall:

  • Receive and adopt Reports from the Officers of the Group.
  • Adopt the Accounts for the finical year.
  • Discuss any Reports, Communications, or Correspondence.
  • Discuss and, if necessary, vote on any motion or resolution by a show of hands, or if necessary, by a Ballot. Formal Notice is not required.
  • Require twenty-eight days, notice in writing to the Hon. Secretary of any motions or resolutions proposing amendments having the effect of changing the constitution. Such proposer and seconder to be fully paid-up members of the LDS.
  • Elect any Officers required, by a show of hands, or Ballot, with a simple majority, for the ensuing year.
  • Elect any committee members required, by a show of hands, or Ballot, with a simple majority, for the ensuing year.

13. Meeting Protocol: Will be dealt with by the Chair, who will, in the event of a dispute, decide upon what action to take.

14. Winding Up: The LDS may be dissolved by an Extra-ordinary General Meeting after three months’ notice has been served to all its members. If, upon the winding-up, and the discharge of the Group’s debts and liabilities (including the return to members of their unused subscriptions which have been paid in advance) should there remain any assets whatsoever, these shall be realised and the balance remaining be divided up between three Lincolnshire based charities. These charities will be decided on by a consensus of member’s wishes.

First ratified at the Annual General Meeting held on 11th October 2014.

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