Rules of the Canterbury Horticultural Society Incorporated
1.1 The name of the Society shall be Canterbury Horticultural Society Incorporated (“the Society”).
2 Registered Office
2.1 The registered office of the Society shall be the Office at the Horticultural Centre, Hagley Park South, Riccarton Avenue, Christchurch or at such place or places as the Society shall, from time to time determine.
2.2 When the situation of the registered office is changed, notice of such change shall be immediately forwarded to the Registrar of Incorporated Societies.
3.1 The following definitions apply:
a The Members of the Society (“the Members”) are persons who are current members of the Society (including Ordinary Members, Affiliate Members and Honorary Life Members) at the time these Rules are adopted or persons who have been admitted as members in accordance with these Rules.
b Financial Members of the Society (“Financial Members”) are those Members whose membership fees are paid and have no outstanding monies owing to the Society or are Honorary Life Members.
c The Board of the Society (“the Board”) is comprised of Financial Members who have been elected or appointed in accordance with these Rules and is established to fulfil its functions in accordance with these Rules.
d The Manager of the Society (“the Manager”) is appointed by the Board in accordance with these Rules and is appointed to fulfil his, her or its functions in accordance with these Rules.
e The Finance Committee of the Society (“the Finance Committee”) is comprised of the Vice President/ or other Board member, as chairperson and two (2) Financial Members who have been appointed to the Finance Committee by the Board in accordance with these Rules and is established to fulfil its functions in accordance with these Rules.
f The Canterbury Horticultural Society Garden and Floral Groups Representatives’ Committee is an independent committee and made up of members of Garden Clubs and Floral Groups which have been admitted to Affiliate membership in accordance with these Rules.
g A Circle is comprised of Financial Members, with a common interest in a particular aspect of horticulture, who meet as a club within the Society. The rules for a Circle are in Appendix 2 of these Rules.
h The Financial Year (“the Financial Year”) ends on the last day of June in each year or on such date as fixed by the Society in General Meeting.
i The Funds of the Society (“The Funds”) consist of:
- All monies being the property of the Society at the adoption of these Rules or then owing to it;
- All monies payable to the Society after the commencement of and pursuant to these Rules; and
- All proceeds of any investment of such monies
4 Postal Address
4.1 The postal address of the Society shall be PO Box 369, Christchurch 8140, or as such other places as the Society shall, from time to time determine.
5.1 The objects for which the Society is established are:
a To provide for the enjoyment and advancement of the science, art and practice of horticulture, including its branches and sub-branches, within New Zealand.
b To enhance and maintain the good reputation of the Society and its associated activities.
c To honour outstanding achievement in horticulture.
d To support and encourage involvement of all members of the Society in Society activities.
e To foster good relations between all members of the Society and the furtherance of horticulture.
f To co-operate with any other society, club, association or organisation whose objects are altogether, or in any part similar, to the Society.
g To do all such things as the Society may think necessary or desirable for the furthering of all or any of its objects which may include all or any of the following:
i Provide information or advice connected with horticulture;
ii Provide lectures, demonstrations and discussions from time to time;
iii Provide training and development of judges;
iv Provide tours and excursions from time to time;
v Provide flower and garden shows in exhibitions and offer prizes;
vi Provide garden competitions for home gardens, institutions, commercial and industrial property gardens or other gardens; and
vii Publish or cause to publish in journals, periodicals or other media dealing with the Societies activities or other matters pertaining to horticulture.
6 Classes of Membership
6.1 Membership shall consist of Ordinary Members, Affiliate Members and Honorary Life Members.
6.2 Ordinary Members shall be current members of the Society (excluding Honorary Life Members, Honorary Members and Affiliate Members) at the time these Rules are adopted and who have been accepted to membership in accordance with these Rules.
6.3 Ordinary Members are eligible for election to the Board and shall have voting and speaking rights at any General Meeting of the Society.
6.4 Affiliate Members shall be current affiliate members at the time these Rules are adopted and any body, group or club interested in horticulture which has been admitted to affiliate membership at the discretion of the Board, including any Garden Club or Floral Group.
6.5 With the exception of the Chairperson (or his/her delegate) of the Garden and Floral Art Groups Representatives’ Committee, Affiliate Members are not eligible for election to the Board and shall have no voting or speaking rights at any General Meeting of the Society.
Honorary Life Members
6.6 Honorary Life Members shall be current Honorary Life Members and Honorary Members at the time these Rules are adopted; or a person duly nominated by two Financial Members on the grounds of notable service in the interests or objects of the Society, approved by the Board, and admitted to Honorary Life Membership in accordance with these Rules.
6.7 Honorary life members are eligible for election to the Board and shall have voting and speaking rights at any General Meeting of the Society.
6.8 Total number of Honorary Life members shall be restricted to not more than 15 people at any one time.
6.9 Junior members shall be current members of the Society, up to and including 18 years of age, who pay no subscription and have no voting rights
7 Register of Members
7.1 There shall be a register of members which will contain the names, current addresses, contact phone numbers and email addresses (if applicable) of all members, the date on which they became a member and their current class of membership which shall be recorded and maintained by the Manager.
8 Rules of Membership
8.1 Any person interested in horticulture is eligible to become a member of the Society.
8.2 All applications for membership shall be sent to the Manager in writing on the Society’s official membership form together with any subscription due.
8.3 The nomination of a person to Honorary Life Membership under clause 6.6 must also be accompanied by a citation which sets out the nominators’ reasons as to why they believe the person has performed notable service in the interests or objects of the Society, together with any evidence in support of such a belief.
8.4 A nomination to Honorary Life Membership under clause 6.6shall be referred to the next Board for approval and, on the Boards recommendation and reading of the citation, shall be admitted to such membership by acclamation at the next General Meeting of the Society.
8.5 Membership of the Society will cease by:
a Voluntary resignation in writing to the Manager, the member having paid all membership fees and other monies owed to the Society;
b Death of the member;
c Expulsion for non-payment of membership fees, or other monies owing to the Society, for a period greater than six (6) months as from the date of the AGM, or the date the monies became due and owing (expulsion for non-payment of membership fees does not apply to Honorary Life Members); and/or
d Expulsion for improper conduct including, but not limited to:
i any breach of these Rules, regulations, policies, procedures or by-laws;
ii any conviction for a relevant offence to be determined at the sole discretion of the Board; and/or
iii any behaviour which brings the Society into disrepute, the member having been charged with such allegation/s and been given due notice to attend and answer such a charge at a Board meeting called solely for the purpose of determining the charge.
8.6 Members ceasing to be members for any reason forfeit all right to or claim which he or she may have had upon the Society or its property, by virtue of such membership.
9 Rights, Privileges and Obligations of Members
9.1 Members are bound by these Rules.
9.2 The rights and privileges of every Member are contained in these Rules and are personal to the Member and are not transferable whether by the Member’s own act or by operation of law.
9.3 Further to any other obligation contained elsewhere in these Rules, Members must advise the Manager of the Member’s address, and email address and any change to either of those addresses. The Manager will register the address or addresses in the Society’s Register of Members and all letters and notices delivered at or sent by post or electronic mail to such an address will be deemed delivered, regardless of any change of address which has not been notified.
9.4 Each Member shall be issued a membership card for each period of their membership as evidence of their membership of the Society.
9.5 If a Member’s membership card is lost, stolen or damaged, a replacement card shall be issued free of charge save that the Manager may refuse to issue a replacement card free of charge if more than one has already been issued in the 12 months prior to the date that the request for a replacement card is received.
9.6 A membership card is for use by the named Member only. A Member may not permit anyone else to use their membership card unless expressly authorised to do so. Failure to comply with this Rule may result in confiscation of the membership card, immediate withdrawal of any benefits to which a Member may be entitled, including access to any of the Society’s events or activities.
10 The Board of the Society
10.1 The Board consists of:-
a the President and the Vice-President;
b three (3) and up to five (5) eligible Members of the Society;
c the Chairperson (or his/her delegate) of the Garden and Floral Groups Representatives’ Committee (if any) and if he/she wishes to accept the appointment; and
d the Curator of the Christchurch Botanic Gardens may be co-opted to the Board
Election and Membership
10.2 The existing President, Vice-President and Chairperson of the Garden and Floral Groups Representatives’ Committee shall be deemed elected to the Board at the General Meeting adopting these Rules and thereafter be elected or appointed as provided in these Rules. Any additional members of the Board required by these Rules at the time these Rules are adopted shall be elected at first instance at the General Meeting adopting these Rules or invited to be on the Board in the case of the Curator of the Christchurch Botanic Gardens.
10.3 The office of President shall not be filled by the same member for more than three (3) consecutive years in any one term of office.
10.4 No person is eligible to be elected or appointed to, or continue to be on the Board being:
a a paid employee of the Society;
b an Affiliate Member (with the exception of the Chairperson (or his/her delegate) of the Garden and Floral Groups Representatives’ Committee);
c an undischarged bankrupt;
d a non-financial member of the Society;
e absent from the Board for more than three (3) consecutive meetings without dispensation from the Board; and/or
f a person removed from office by resolution of the Society at a General Meeting.
10.5 A member of the Board may terminate his or her membership of the Board by resignation in writing to the President.
10.6 In the case where the Board grants leave of absence to any member of the Board, which it is empowered to do, the Board may appoint a substitute eligible member for a period of not less than three (3) months.
10.7 If owing to the death, resignation or change in eligibility of any member of the Board before the expiration of the member’s term in office, the Board may appoint a new (and eligible) member to fill the vacancy. Every member so appointed will hold office until the next General Meeting of the Society and shall be eligible for re-election, in accordance with these Rules.
11 Powers, Duties and Functions of the Board
11.1 The governance and control of the affairs of the Society, including the control and investment of the funds, is vested in the Board who may exercise all powers and do all acts and things which may be exercised by the Society and which are not required to be done by the Society in General Meetings.
11.2 The Board shall have the custody and control of all records, books, papers, documents and other property of the Society.
11.3 The Board shall keep full and proper accounts and all such accounts shall be audited by an Auditor, or reviewed by a Chartered Accountant, at least annually, who shall be appointed by the Board and be paid for such services as the Board determines.
11.4 The Board shall maintain an account or accounts at a trading bank approved by the Board and any such account/s shall be managed by two (2) persons appointed by the Board to this task, one of whom will be either the Chairperson of the Finance Committee or the Manager. For the avoidance of doubt, the Manager may be appointed as the second signatory, should the Chairperson of the Finance Committee be appointed the first signatory. These appointees will be the signatories to any debits on the Society’s account/s.
11.5 The Board shall decide the procedures for dealing with any complaints, investigation into non-payment of membership fees, improper conduct or behaviour which brings the Society into disrepute.
11.6 The Board is also empowered as follows:
a to fix annual subscriptions for Members in any amount and under any graduated scale which is payable in advance and non-refundable, including reduced fees for families and couples;
b to set admission fees (if any) to Society events and activities including, but not limited to, competitions and exhibitions in any amount and under any graduated scale.
c to subscribe to, become a member, or co-operate with any other society, club or association whether incorporated or not, having any objects or carrying on any business which the Board determines is similar to the Society and to procure from and communicate to such society, such information as may be likely to forward the objects of the Society;
d to purchase, exchange, hire or otherwise acquire (either alone or in conjunction with any other person or corporation)any personal property, chattels or equipment of any kind or any rights or privileges, as the Board determines necessary or expedient for the objects of the Society;
e to sell, lend, or let on bail any personal property, chattels or equipment of any kind or any rights or privileges,as the Board determines necessary or expedient for the objects of the Society;
f in consultation with Financial Members, to purchase or sell any land, buildings or premises (including any option to purchase in a lease), as the Board determines necessary or expedient for the objects of the Society;
g to lease or rent any land, buildings or premises as the Board determines necessary or expedient for the objects of the Society;
h to borrow sums of money by way of mortgage or in any other way over the property or assets of the Society and whether with or without security as the Board determines necessary or expedient for the objects of the Society by at least a two thirds majority of the Board;
i to employ staff or engage independent contractor/s in accordance with these Rules or as necessary to ensure the fulfilment of the objects;
j to subscribe to or otherwise aid any organisation in keeping with the objects of the Society;
k to expend such funds of the Society and to do all such acts and things as may be determined by the Society or the Board to be desirable or expedient in the promotion and goodwill amongst Members and Society guests;
l to expend such funds as is necessary to conduct the business of any committee or sub-committee of the Society, including such expenditure as may be necessary to meet all expenses reasonably incurred by a member of the Board or any committee or sub-committee in carrying out their duties;
m to enter into any agreement regarding sponsorship or promotion as the Board shall determine to be desirable in the interests of the objects of the Society;
n to accept gifts and donations for the benefit and objects of the Society whether effected by any trust or not;
o to collect subscriptions and other payments for the general purpose of the Society and to invest and deal with the monies of the Society not immediately required in such manner as the Board by at least a two thirds majority determines necessary or expedient for the objects of the Society. This may include acquiring and holding shares in any company or corporation that is consistent with the objects of the Society;
p to make, alter or rescind any regulations, policies, procedures or by-laws for the more efficient attainment of any of the objects of the Society which are not inconsistent with these Rules and which will take effect as if the same were part of the Rules and any breach will be dealt with in accordance with these Rules; to make decisions on the interpretation of the Rules or upon any matter relating to the Society which shall be conclusive and binding unless and until replaced by the Society in General Meeting in accordance with these Rules; and
q to do any act, matter or thing as the Society or the Board determines necessary or desirable for the objects of the Society or incidental or conducive to the attainment of any of the objects of the Society.
11.7 As soon as practicable after the AGM, the Board shall assess the need for sub-committees which shall be constituted in accordance with Rules 11.8 and 11.9.
11.8 The Board may delegate to one or more committee or sub-committee, consisting of financial members (which may include Board members) and a Chairperson who is also a Board member, any power, duty or function of the Board with power to fix the quorum of any such committee, and may at any time revoke such delegation. In making any such delegation, the Board may impose such conditions (including a duty to report and a requirement of Board ratification of any decision) with respect to the exercise or performance of any delegated power, duty, or function and everything done in due performance of such delegation is for all purposes deemed to be done by the Board and will have force and effect accordingly.
11.9 Board members may attend committee or sub-committee meetings but may not vote at such meetings unless a member of that committee or sub-committee.
11.10 The Board will set the number of its meetings for the year being no less than ten (10) and at such times and places as the Board or the President determines, including by way of electronic media.
11.11 The Manager will circulate an agenda, the minutes of the previous meeting and any reports, including financial reports, to arrive no later than 4 days prior to the meeting.
11.12 The President or, in his/her absence, the Vice-President or, in his/her absence, a member of the Board elected for that purpose by the other members of the Board, will take the chair at any meeting.
11.13 Each member of the Board is entitled, on every motion, to one vote exercised in person and in the case of an equality of votes; the person taking the chair has the second or casting vote. Voting at meetings will when demanded by any member of the Board be recorded, and will be decided by a show of hands or a poll or secret ballot at the discretion of the person taking the chair or on the request of two (2) Board members.
11.14 Any motion to be passed at the meeting of the Board will require a simple majority unless otherwise required by these Rules.
11.15 Quorum for the meetings of the Board shall be five (5).
11.16 At any meeting of the Board, full and correct minutes will be taken and kept by the Manager or his/her delegate.
11.17 No member of the Board will receive remuneration for services to the Society or derive any pecuniary gain within the meaning of the Incorporated Societies Act 1908 from the property or operations of the Society provided however that any member of the Board is entitled to receive remuneration for services rendered to the Society as counsel, solicitor, accountant, auditor, scrutineer, or returning officer or for any special services for which he or she may be employed by the Society.
11.18 The Board will indemnify against any financial loss howsoever incurred or damages or costs awarded by any Court or Tribunal or against costs incurred in defending legal proceedings brought against them all or any of the following persons, namely:
a The President, Vice-President, or any other member of the Board;
b A person employed by the Society either as an employee or independent contractor/agent; and/or
c A volunteer.
11.19 The liability of the Board is limited to an amount equal to the value of the assets of the Society.
12 The Manager
12.1 There shall be a Manager, who shall be appointed by the Board, which may be a paid position at the discretion of the Board, who shall perform all duties as directed by the Board.
12.2 These duties include, but are not limited to:
a issue notices of meetings and attend all meetings of the Society as directed including Board meetings, and General Meetings, and be responsible for the taking of full minutes, copies of which shall be made available to Members of the Society on request.
b record and maintain a register of Members being the names, addresses and occupations of those Members and the dates at which they became Members;
c immediately deposit all monies received into such bank accounts as the Board determines and refer any accounts for payment to the Finance Committee or such other person as delegated by the Board;
d report monthly to the finance committee providing information on income and expenditure for the previous month, performance against budget and any items of financial expenditure or management that he/she wishes to be brought to the Board;
e report monthly to the Board in respect of the management of the Society and
f to oversee all income and expenditure of the Society and provide a written financial report to the Board each month.
13 The Finance Committee
13.1 There shall be a Finance Committee as defined in clause 3.1(e) which shall perform all duties as directed by the Board.
13.2 Should the death, resignation or change in eligibility of any member of the Finance Committee occur before the expiration of the member’s term in office, the Board may appoint a new eligible member to fill the vacancy.
13.3 Every member so appointed will hold office until the next General Meeting of the Society and shall be eligible for re-appointment, in accordance with these Rules.
14 Annual General Meeting
14.1 The AGM shall be held after the preparation of the year end accounts but no later than 30 September in each year, or such other month as may be determined in a General Meeting at such time and place as the Board may appoint.
14.2 Notice of the AGM and a call for nominations to the elected positions of the Society shall be given by the Manager to Members not less than twenty one (21) days prior to the date of the meeting, by way of advertisement in a daily local newspaper and in the Society’s newsletter.
14.3 Any nomination to an elected position of the Society must be in writing, and signed by two (2) Financial Members, other than the nominee. Such a nomination must be received by the Manager no later than fourteen (14) days prior to the AGM. Late nominations may be accepted, at the discretion of the Chairperson prior to and during the course of the AGM.
14.4 Any notice of motion must be in writing and signed by two (2) Financial Members/Honorary Life Members. Such a notice of motion must be received by the Manager no later than fourteen (14) days prior to the AGM.
14.5 Any general business to be included on the agenda received by the Manager no later than fourteen (14) days prior to the AGM, including, but not limited to, any referrals of Honorary Life Membership. Late general business may be accepted, at the discretion of the Chairperson, up until the start of the meeting and for discussion only.
14.6 Any notice of nomination for election, all reports, notices of motion, general business and meeting agenda will be available to all members from the Manager seven (7) days prior to the AGM. By members request such information may be distributed by way of email, and/or by post.
14.7 The quorum for the AGM shall be TWENTY (20) Financial Members.
14.8 The Chairperson at any AGM shall be the current President who shall relinquish the chair to the newly elected President, if applicable, following the completion of elections or at the conclusion of general business if the meeting so agrees.
14.9 The business at such meetings shall be:
a Accept and confirm the minutes from the previous AGM.
b President’s Report
c Finance Committee’s Report (including the consideration and acceptance of the audited year end accounts)
d Consideration of any Notices of Motion
- Board Members (3 and up to 5)
- Honorary Botanist
g any General Business in accordance with Rule 13.5
14.10 Standing Orders for the AGM are as set out in Appendix 1 and include the following matters:
a Voting on any matter at the AGM may be exercised by a Financial Member, Honorary Life Member or Chairperson (or his/her delegate) of the Garden and Floral Groups Representatives’ Committee) in person or by proxy and in accordance with these Rules.
b Any proxy appointed by a Member to exercise a vote on his or her behalf, in accordance with these Rules, must be in writing, clearly setting out the name of the proxy (who must be a Financial Member or Honorary Life Member) and signed. The proxy must be registered with the Chairperson prior to the commencement of the AGM.
c Any motion to be passed at the AGM will require a simple majority unless otherwise required by these Rules and shall be decided by show of hands or a secret ballot at the discretion of the chairperson or on the request of five (5) Financial Members.
d In the case of a secret ballot, the meeting shall appoint two (2) scrutineers whose duty it shall be to examine the voting paper and declare the result accordingly.
e In the event of there being equal votes, the President shall have a casting vote which shall be handed to the scrutineers and who shall declare the result accordingly.
f The scrutineers will, as soon as convenient after the declaration of the voting at the AGM, destroy all voting papers.
g All resolutions of the Society in any General Meeting in accordance with these Rules shall be binding on all Members whether or not they be present and a declaration by the person taking the chair of the meeting that a resolution has been carried or lost together with an entry in the Minute Book of the Society shall be conclusive evidence of the fact.
15 General Meetings
15.1 A General Meeting of the Society may be called:
a At any time by the President or by the Vice-President acting on the President’s behalf, or by the Society’s Office within fourteen (14) days after receipt by the Society of a notice in writing signed by at least fifteen (15) Financial Members requesting the calling of such a meeting and stating the purpose for which the meeting is called.
b Not less than seven (7) days’ notice of such meeting shall be given by way of advertisement in a daily local newspaper and Society noticeboard (including any website noticeboard) or the Society’s newsletter.
c The purpose of the General Meeting is to be stated in the advertisement.
d The quorum for General Meetings shall be TWENTY (20) Financial Members.
e Standing Orders at such General Meetings shall be as set out in Rule 13.10 and its sub-clauses.
f When a General Meeting is called by fifteen (15) Financial Members, at least ten (10) of those signatories must be present for voting for the meeting to be valid.
16 Alteration of Rules
16.1 These Rules may, from time to time, be altered or repealed or added to at any AGM or at any General Meeting called for that purpose, provide that notice of such proposed alteration, repeal or addition shall have been given to Members by newsletter, and newspaper advertisement and/or notice on the Society’s noticeboard (including any website noticeboard) at least ten (10) days prior to such meeting.
16.2 Any resolution to alter, repeal or add to any Rules shall require a majority of not less than 75% of the valid votes recorded in order to be passed.
16.3 All Members shall be supplied with any such alteration, repeals, or additions that may be approved at any meeting as soon as practicably after such meeting.
17 Standing Orders for Meetings of the Board and other such meetings of the Society
17.1 Unless otherwise provided by these Rules, any meeting of the Society including its sub-committees shall have a chairperson and a secretary either appointed to the role by the Board, committee or the sub-committee.
17.2 The chairperson shall conduct the meeting and the secretary shall record the minutes of the meeting.
17.3 Each member of the committee or sub-committee is entitled on every motion to one vote exercised in person and in the case of an equality of votes, the person taking the chair has the second or casting vote. Voting at meetings will when demanded be recorded; and will be decided by a show of hands or a poll or secret ballot at the discretion of the person taking the chair or on the request of two (2) committee or sub-committee members.
17.4 Any motion to be passed at the meeting of the committee or sub-committee will require a simple majority unless otherwise required by these Rules.
17.5 The Standing Orders set out in Appendix 1 are adopted by these Rules.
18.1 Any Member may submit a complaint about another member in writing to the Society’s Office alleging improper conduct or breach of these Rules which shall, as soon as practicable, submit it to the Board.
18.2 The complaint will then be determined in accordance with these Rules.
19 Common Seal
19.1 The Common Seal of the Society shall be affixed to any instrument upon the authority of a resolution of the Board and in the presence of the President and the authorised staff member who shall then sign such instrument. The Common Seal shall be kept in the custody of the authorised staff member.
20 Winding Up
20.1 The Society may be wound up voluntarily if the Society at a General Meeting passes a resolution requiring the Society to be wound up and the resolution is confirmed at a subsequent General Meeting called together for that purpose and held not earlier than THIRTY (30) days after the date on which the resolution so to be confirmed was passed.
20.2 If upon the winding up or dissolution of the Society there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall not be paid to or distributed among the Members but shall be given or transferred to some other institution, body, organisation, society or association having similar charitable purpose or purposes as this Society as defined in the Charities Act 2005 or subsequent legislation, to be determined by the Members at or before the time of dissolution or shall otherwise be determined by a Judge of the High Court of New Zealand on the application of any Member.
Date of adoption of these Rules – August 2013
These orders shall apply to and determine the conduct of all properly constituted meetings of the Society.
General Rules of Debate:
1 MOTIONS: All motions must be moved through the Chair and clearly defined.
2 SECONDING MOTIONS: All motions must be seconded, except any motion, not being an amending motion, moved by the Chair. In the event of a motion not being seconded, the motion shall lapse and the meeting shall move onto the next item on the agenda.
3 IRRELEVANT MATTER: In speaking to any motion or amendment, members shall confine their remarks strictly to such motion or amendment and shall not introduce irrelevant matter. In these matters, the Chair’s ruling shall be final.
4 DIVISION OF MOTION: The Chair may rule that a complicated motion be divided and considered in parts. In the event of such division, the mover of the motion as a whole shall be the mover of each part and shall have the right to speak to each part.
- RIGHT OF REPLY: The mover of an original motion shall have the right to reply and after he/she has commenced such reply no other person shall speak to the motion. It shall not be competent for any new matter to be introduced by the mover when speaking in reply. The mover shall confine him/herself to answering previous speakers.
- RIGHT OF REPLY TO AN AMENDMENT: If an amendment to an original motion is moved and seconded, the mover of the original motion shall either:
6.1 Exercise his/her right of reply at the conclusion of the debate on the amendment.
6.2 Speak to the amendment, in so doing losing his/her right of reply.
- QUESTIONS OF A MOTION: Should the Chair so direct, a member who has already spoken to a motion shall be permitted to reply to a question, but his/her reply shall not introduce new matter.
- CLARIFICATION OF MOTION: Any member may ask that the Chair read the wording of the motion of any amendments. Such question shall not interrupt a speaker and will not be considered as speaking to the motion.
- SPEAKING TWICE: Except as provided for in Paragraphs 7 and 8 of these Standing Orders no member shall speak twice to the same motion.
- PUTTING THE MOTION: Immediately prior to voting, the Chair shall distinctly state the wording of the motion being put.
- MOTION PUT: No member shall speak to any motion once it has been put.
- MOVING AMENDMENTS: An amendment to a motion may only be moved by a member who has not spoken to the original motion. Any amendment shall not be inconsistent with the original motion and no amendment which amounts to a direct negative shall be received.
- SECONDING AMENDMENTS: All amendments must be seconded by a member who has not spoken to the original motion. Should an amendment not receive a seconder, the amendment shall lapse and no record of it shall be entered into the Minutes of the meeting.
- SPEAKING TO AN AMENDMENT: Amendments shall be regarded as fresh business and members shall have the right to speak.
- DISPOSAL OF AMENDMENTS: No other amendment shall be received until the first amendment has been disposed of by either:
15.1 being carried, thus becoming the motion
15.2 being lost, the meeting then reverting to the original motion.
- AMENDMENT CARRIED: The amendment becomes the motion and is capable of further amendment. If the amendment so carried does, in the opinion of the Chair, entirely dispose of the original question, the Chair may rule that no further amendments be received.
- AMENDMENTS LOST: If the amendment is lost, the meeting reverts to the original motion, which becomes capable of future amendments.
- MOVING TWO OR MORE AMENDMENTS: Members moving or seconding any amendment shall be regarded as having spoken to the original motion and may not subsequently move or second further amendments.
- ORDER: Order shall be maintained by the Chair and any member who refuses to obey the rulings of the Chair may be subject to a Motion of Censure which must be carried by a majority of members present.
- CHAIRPERSON RISING: Whenever the Chair rises during a debate, any member speaking or offering to speak shall resume his/her seat and the meeting shall be silent so that the Chair may be heard without interruption.
- MEMBERS DESIRING TO SPEAK: Any member desiring to speak shall rise and address the Chair. No member shall rise to speak when another is already speaking, or when another has, by standing, indicated his/her intention to speak. When two or more members rise simultaneously, the Chair shall determine who shall speak first.
- CLOSURE MOTION: It shall be competent for any member at the close of any speech on a motion to which he has not spoken, to move “That the motion be now put”. The closure motion, if seconded, shall be put immediately, but must be carried by a majority of not less than two-thirds of the members present. If the Closure Motion is carried, the motion under discussion MUST be put. If the Closure Motion is not carried, discussions on the original motion may continue.
- POINTS OF ORDER: Any member may rise to “speak to a point of order” upon any breach of these Standing Orders. The member shall immediately resume his seat until the Chair rules on the point of order raised. No point of order may be raised during voting on a motion, except by permission from the Chair. The Chair may give its decision on a point of order immediately after the point is raised or, at its discretion, may hear further argument on the point of order before giving a decision.
- COMMITTEE: any meeting may, by resolution, move into committee at which time the following persons shall be excluded from the meeting:
(i) In the case of a General Meeting, any person who is not a member of the Society;
(ii) In the case of a Board Meeting, any person who is not a member of the Board
(iii) In the case of a Committee or Sub-Committee Meeting, any person who is not a member of the Committee or Sub-Committee with the exception of any Board member in attendance at the meeting.
Subject to any legal obligation, no person attending a meeting in committee shall disclose to any other person, any disclosed information which has been presented to, or is to be presented to any such meeting, nor shall any discussion, deliberations or decisions be divulged. For the avoidance of doubt, nothing prevents any meeting, having come out of meeting in committee, from receiving and discussing a motion relating to matters which may have been raised in committee.
The minutes of any meeting in committee, shall be recorded by the Chair, or his or her nominee, and held by the Chair on behalf of the Society.
- SUSPENSION FROM STANDING ORDERS: At any meeting, any of these Standing Orders may be suspended by resolution from members, provided that the suspension of such Standing Order does not conflict with the requirements of the Rules.
Rules for a Canterbury Horticultural Society Circle
- Each Circle is to be known as the “Canterbury Horticultural Society [insert name of horticultural interest] Circle”.
- Should there be any conflict between the Rules of the Society and these Rules, then the Rules of the Society shall prevail.
- Each Circle is to function as a club, and its members are required to comply with the objects of the Society which includes promoting the culture and display of the Circle’s flower/s or other special interests, either for garden enhancement or exhibition purposes.
- Membership of each Circle is to be open to Financial Members of the Society only. Any person, other than a Financial Member, may attend Circle meetings for a period of up to four consecutive months or four Circle meetings (whichever occurs first), as a guest of a Member. After that, a person must become a Member of the Society if he or she wishes to attend another meeting.
- Any Financial Member of the Society may attend the meetings of any Circle but only those Society members registered as a Circle member may have voting rights in respect of the Circle or Circles with which he/she is registered.
- Each Circle is to be administered by a committee comprising a Chairperson, Secretary/Treasurer and not less than two other members, to be elected by members of the Circle at their Annual General Meeting. The Society’s Board may appoint a member of the Board to act as a liaison person with the Circle for the purpose of discussion and advice as required.
- The Circle’s committee shall meet as necessary to meet the Circle’s purposes as set out in rule 3 above and to undertake the following matters:
- Organise the yearly programme, together with forward bookings of meeting rooms and dates;
- Publish information on activities in the Society’s newsletter and any other Society media such as a website;
- Prepare and keep true and correct minutes of its meetings, to be made available to the Society’s Manager on request;
- Prepare and keep a current register of Circle members is to be maintained by the Circle’s Secretary/Treasurer, with one copy to be provided to the Society’s Manager, at least once a year, or as requested by the Society’s Manager; and
- Conduct an Annual General Meeting, notice of which to be published in the Society’s newsletter or other media including a website, such notice to be received by members at least seven clear days prior to the meeting.
- Each Circle may organise up to (5) activities using the Society’s premises, for example shows open to the public and/or where an entry fee is contemplated. Beyond that, a Circle may organise any such activity with the approval of the Board. In considering such approval, which is at the sole discretion of the Board, the Board will consider costs, charges and other financial implications, publicity and compatibility with other Society events.
- Any Circle activities outside the Society’s premises such as bus tours, should in the first instance be referred to the Society’s Manager, to ensure all legal obligations are covered.
- The Society will not charge for the use of an available room or rooms in any premises owned by the Society for the conduct of a Circle’s activities. Any room used by a Circle is to be left in a clean and tidy condition. The Society Manager will endeavour to make available a particular room where requested.
- The Society recognises:
- a Circle may raise funds by means of donations, sale of plants, raffles, work at shows and like activities for the purpose of fostering the Circle’s purposes (see rule 3 above);
- while a Circle may not charge subscription fees, it may charge its members an activity fee to cover the estimated costs of a particular activity; and
- a Circle may have to expend monies to support its activities.
- In respect of monies to which rule 11 and its sub-clauses apply, a Circle may, with the approval of the Board, operate its own bank account which is to be in the name of the Society with reference to the Circle’s name.
- A Circle’s bank account must have two signatories, one of whom must be the Circle’s secretary/treasurer. Both signatories to be approved by the Board.
- The Circle’s secretary/treasurer is required to maintain a financial record of the Circle’s financial activities described in rule 11 and its sub-clauses above. Such a financial record is to be made available to the Society’s Manager on request.
- A statement of income and expenditure is to be given to the Society’s Manager within one month of the end of each Circle’s financial year, for inclusion in the Society’s own accounts by way of Trust Accounts.
- For the avoidance of doubt, any monies held by a Circle are monies belonging to the Society and the Board may direct the payment of any such monies in accordance with the Society’s Rules.
- A Circle and its Members may not represent itself/themselves as an agent of the Society without written authorisation of the Board.
- All Circle correspondence with national and other societies on matters relating to the Society must be conducted through the Society’s Manager and using the Society’s address (physical or email).
Passed by the Canterbury Horticultural Society Special General Meeting,
held 29 August 2013.
– Elizabeth Peacock, President ……………………………………………………………..
– Ray King, Board Member …………………………………………………………………
– Annette Hill, Board Member …………………………………………………………….