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CONSTITUTION 

1.

Name.

1.1

The Association shall be called” Hawkesbury Gardening Club (‘Trowel & Error’)”.

 

2.

Objects  of the Association.

2.1

The objects of the Association shall be to promote and encourage good horticultural practices among its members by:-

 

a)

Holding regular meetings for lectures, discussions and demonstrations

 

b)

Encouraging members to enter exhibits in the Hawkesbury Horticultural Show

 

c)

Arranging visits to gardens and other sites to observe gardening in practice

 

d)

Enabling members to purchase seeds and garden supplies at reduced rates

 

3.

Membership.

3.1

Membership shall be open to anyone interested in gardening within Hawkesbury and the surrounding area.

 

4.

Management of the Association

4.1

Management of the Association shall be the responsibility of a Committee consisting of a minimum of three officers (Chairman, Treasurer, Secretary) and up to ten other members. No person may hold more than one office at a time. All members of the Committee shall be elected by the members of the Association at the Annual General Meeting.

 

4.2

The Committee shall have the power to co-opt additional members to serve as full Committee members until the next Annual General Meeting and may appoint sub-committees or individuals, whether elected or non-elected, to the Committee to perform specific tasks such as  organising plant and seed sales, publicity, etc.

 

5.

Election of Officers and Committee members.

5.1

Officers  and Committee members elected at an Annual General Meeting shall hold office until the end of the next Annual General Meeting when they shall retire but be eligible for re-election.

 

6.

Ordinary meetings of the Association .

6.1

The ordinary meetings of the Association shall be held in accordance with a  programme for the year which shall be drawn up and agreed by the Committee  and/or its sub-committees and issued to all members of the Association. Minutes of the proceedings shall be taken at all meetings where Association business is discussed and the minutes shall be available to all members.

 

7.

Financial year.

7.1

The Association’s financial year shall end on 31 July. As soon as it is practicable to do so after that date, the Treasurer shall pass all relevant financial statements and information to the Auditor so that audited and signed balance sheets can be presented to the members at the Annual General Meeting.

 

8.

Annual General Meeting (AGM).

8.1

An Annual General Meeting of the Association shall normally be held in the month of September in every year for the purpose of:-

 

a)

Receiving the Committee's report on the work of the Society during the preceding year, and a financial statement and balance sheet signed by theAuditors.

 

b)

The election of the Officers and members of the Committee.

 

c)

Any other business of which due notice has been given to members, or which the Chairman shall rule is in order.

 

9.

Extraordinary General Meetings.

9.1

The Committee has the power to convene an Extraordinary General Meeting of the Association at any time. It must also do so within 28 days of receiving a written request for such a meeting signed by a minimum of one quarter of the members of the Association. Notice in writing must be sent to all members not less than 14 days before such a meeting informing them of the date, time, venue and purpose of the meeting.

 

10.

Quorum.

10.1

No matters of policy shall be agreed at an Annual or Extraordinary General  Meeting nor at a Committee meeting unless a quorum is present. The quorum of an Annual General Meeting shall consist of 25% of the membership and the quorum of a Committee Meeting shall consist of 25% of the elected Committee members.

10.2

The Chairman may not participate in the initial voting at any meeting but, in the event of a tie, shall have a casting vote.

 

11.

Method of voting.

11.1

Voting at all meetings shall be by a show of hands unless the Chairman directs that a secret ballot be taken.

 

12.

Subscription.

12.1

The annual subscription shall be proposed by the Committee and agreed by members at the Annual General Meeting. Annual subscriptions are payable in advance and shall be collected as soon as it is practicable to do so from the date of the Annual General Meeting.

12.2

Full subscriptions shall be payable for new members joining the Association and pro rata throughout their first year.

12.3

All visitors and guests attending meetings shall pay any entry fees as agreed at the previous    Annual General Meeting.

 

13.

Non-payment of subscription.

13.1

No person shall be entitled to vote at any meeting of the Association unless their subscription for the year preceding that meeting has been paid in full. Any member whose subscription remains unpaid after the due date ceases to be a member of the Association from that date. Failure by the Treasurer or the Committee to collect subscriptions shall not disbar members from further participation in the Association’s affairs.

 

14.

The Association’s funds. 

14.1

All subscriptions and other monies shall be passed to the Treasurer who shall be responsible for all the Association’s financial transactions.

14.2

All sums received by the Treasurer on the Society's behalf shall be paid into the Society's bank accounts and all cheques drawn on those account shall be signed by the Treasurer and the Chairman or Secretary. The funds shall be used solely for furthering the Society’s object and only in ways sanctioned by the Committee or by a General Meeting of the Society.

 

15.

Appointment of an Auditor. (If appropriate)

15.1

A suitably qualified auditor shall be appointed at the Annual General Meeting and shall serve until the next Annual General Meeting. (In the first year the auditor shill be appointed prior to the AGM). If willing to continue, the auditor shall be eligible for re-election. No Committee member shall be eligible to act as an auditor.

 

16.

Insurance. 

16.1

The Association shall be insured against third party claims. All property belonging to, or loaned to, the Association shall be covered by such insurance against any losses for which it may be deemed liable.

16.2

The insurance shall indemnify any officer or member of the Association against the loss of any money or property rightly belonging to the Association but which is temporarily in their possession provided always that the officer or member has taken all reasonable care to safeguard the items and deposit money as soon as it is practicable to do so after receiving it.  

 

17.

Death or resignation of Committee members.

17.1

If any Committee member should die or resign before the expiration of their term of office, the Committee may fill the vacancy if they see fit, but the person so appointed shall retire at the time when their predecessor would have retired.

 

18.

Alteration of the Constitution.

18.1

This Constitution may only be amended at an Annual or Extraordinary General Meeting and then only if notice of the proposed amendment has been notified to all members in accordance with the rules set down in paragraph 9.

 

19.

Dissolution.

19.1

A decision to dissolve the Association shall only be taken at an Annual or Extraordinary General Meeting which is attended by a minimum of half of the total membership. There must be a majority vote in favour of the proposal to dissolve the Association’s affairs. If it is agreed to dissolve the Association, a Committee of not less than three and not more than seven individuals shall be appointed to oversee the disposal of the Association’s assets. The meeting  shall give a clear indication of the use to which any remaining funds should be put and the Committee appointed to oversee the disposal of the Association’s assets shall abide as closely as possible to the wishes expressed at the meeting which appointed it.

 

 

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