Constitution

DYFED SMALLHOLDERS’ ASSOCIATION
Constitution

  1. Aims and Objectives
    The Association shall:
    1.1 provide help and encouragement to its members to improve their knowledge of smallholding, gardening, country crafts, conservation and the rural environment.
    1.2 provide a forum for organised lectures, demonstrations and discussions on smallholding and allied topics.
    1.3 assist in the formation of co-operative facilities both for the purchase by members of goods and services and for the marketing of members’ produce and goods. Members of the co-operative are solely responsible for assuring the price, delivery and quality of any goods and services purchased.
    1.4 be strictly non-political and non-sectarian.
  2. Membership
    2.1 Membership of the Association shall be open to all, whether or not they are currently smallholders. They should, however, be sympathetic to the aims and objectives of the Association.
    2.2 The annual subscription entitles up to four persons aged 10 or over from a single household who are named on the application form to be members. Members may join at any time during the year.
    2.3 Each paid-up member aged 16 years or over is eligible to vote at an Annual General Meeting or Extraordinary General Meeting of the Association.
  3. Committee
    3.1 Control of the normal business of the Association shall be vested in a Committee, elected annually by the members of the Association.
    3.2 The duties of the Committee shall include, among others, the organisation of a monthly meeting of members, arranging speakers on suitable topics, visits to places of interest, production of a monthly newsletter and the conduct of the Association’s finances including the collection of subscriptions and fees and the payment of expenses properly incurred in the running of the Association.
    3.3 The Committee shall consist of a minimum of four and a maximum of ten elected members. It should include the following:
    a) Chairperson b) Vice-chairperson c) Secretary d) Treasurer e) Newsletter Editor
    The Committee shall normally meet monthly. The quorum for a Committee meeting shall be at least 33% of the total Committee membership.
    3.4 The Committee shall have the power to co-opt additional members should it be considered expedient to do so. Co-opted members shall not have any voting rights if a vote is taken on any Committee business.
  4. General Meetings
    4.1 An Annual General Meeting [AGM] shall be held, normally in February each year but in any event not later than 15 months after the date of the last AGM unless prevented by force majeure.
    4.2 An Extraordinary General Meeting [EGM] must be held if so required by either:
    a) a decision by a simple majority of the Committee;
    b) a request in writing to either the Chairperson or Secretary, stating the reason for the request and signed by at least 10% of the current membership of the Association.
    An EGM must be held within two calendar months of the Committee decision or receipt of the request.
    4.3 Annual General Meeting
    4.3.1 The business of the AGM shall be:
    a) to confirm the Minutes of the last AGM;
    b) to receive reports from the Chairperson, Secretary and Treasurer;
    c) to elect a Chairperson, Vice-chairperson, Secretary, Treasurer and Newsletter Editor;
    d) to elect the remaining Committee members;
    e) to decide upon such other business as may be appropriate.
    4.3.2 The quorum for an AGM shall be at least 10% of the total current membership by holding.
    4.3.3 Any member who has been a paid-up member for at least six months prior to the Annual General Meeting and is eligible to vote at an AGM may stand for election to the Committee.
    4.3.4 Nominations, whether submitted before or at the AGM, for the election of Committee members must be supported by a proposer and seconder, both of whom must be eligible to vote at General Meetings. Other
    proposals must also be supported by an eligible proposer and seconder.
    4.3.5 The nomination of a member not present at the AGM shall only be valid with a nomination form signed by the nominee, the supporter and seconder.
    4.3.6 If there is a contest, election of Committee members will normally be by secret ballot. Committee members will be duly elected by a simple majority of those members present and eligible to vote. The Chairman has no casting vote in the election of Committee members.
    4.3.7 Voting on all other matters, unless otherwise resolved by the meeting, will be by a show of hands. Proposals will be carried by a simple majority of eligible members present at the meeting. In the event of a tie, the Chairman shall have a casting vote.
    4.4 Extraordinary General Meeting
    4.4.1 The quorum for an EGM shall be at least 10% of the total current membership by holding.
    4.4.2 Proposals for consideration by an EGM must be supported by a proposer and seconder, both of whom are eligible to vote at General Meetings. Voting, unless otherwise resolved by the meeting, will be by a show of hands. Proposals will be carried by a simple majority of those eligible members present. In the event of a tie, the Chairman shall have a casting vote.
  5. Finance
    5.1 The Association shall levy an annual subscription fee, the amount of which shall be determined at each Annual General Meeting or, if circumstances warrant, at an Extraordinary General Meeting. Members shall be entitled to a written receipt for the annual subscription.
    5.2 The Association may levy a fee on members and non-members attending meetings, the amount of which shall be determined in the same way as the annual subscription fee. The Committee shall have the discretion to waive the meeting fee for members and/or non-members from time to time.
    5.3 The Association may levy a charge for any advertisements placed in the newsletter by advertisers. Normally, these will
    be free to members. Non-members will pay a charge fixed by the Committee from time to time.
    5.4 The funds raised from the above fees will meet the expenses of speakers, cost of providing a meeting place, production and distribution costs of the monthly newsletter and any other expenses incurred in running the Association including the reasonable out of pocket expenses of Committee members.
    5.5 Should the Association be disbanded by a resolution at an AGM, EGM or otherwise, the assets of the Association shall be distributed to a charity or charities chosen by the outgoing Committee.
    5.6 A Bank and/or Building Society account or accounts shall be maintained in the name of the Association. There shall be three signatories for each account, one of who shall be the Treasurer. Two signatures shall be required to withdraw funds from the account(s).
    5.7 Any purchase of more than £50.00 in value shall not be made without the prior approval of a simple majority of the Committee.
  6. Commercial Enterprises and Endorsements
    6.1 The Association shall not engage in any form of commercial enterprise except with the authority of a resolution by an Annual General Meeting or an Extraordinary General Meeting. In the event such enterprise being authorised, the Association and its members shall, as a prior condition, be indemnified against any liability whether legal, financial or otherwise arising either directly or indirectly there from.
    6.2 The Association shall not endorse any commercial product, service, venture or undertaking. Articles in the newsletter shall be solely the opinion of the author and shall not imply that the Association concurs with the views expressed therein. Although reviews of products and services may be given in the newsletter or elsewhere, they are given for the guidance of members only and no responsibility for the fitness for purpose or merchantable quality can be accepted.
  7. Constitutional Amendments
    7.1 Changes to this Constitution shall only be made at an Annual General Meeting or Extraordinary General Meeting.
    APRIL 1999 Revised February 2015