Constitution

SUSSEX BOTANICAL RECORDING SOCIETY

REVISED RULES AGREED AT THE ANNUAL GENERAL MEETING ON 1 MARCH 2014

Title

The Society shall be called The Sussex Botanical Recording Society (previously the Sussex Flora Society)

Objectives

The aims of the Society shall be:

  1. Recording for the purpose of updating Sussex plant records
  2. Co-operation with other bodies and private individuals by carrying out surveys of plant communities in Sussex on an ecological basis for scientific, conservation or planning purposes

Activities

The activities of the Society shall be:

  1. Recording plants and reporting to the Recorders, who will be responsible for keeping the records up to date. Records submitted to the Recorders will, unless marked as confidential, be passed on to the BSBI (Botanical Society of the British Isles) and may be used for whatever purpose the BSBI deem appropriate
  2. Organising a number of field or other meetings each year to forward the aims of the Society
  3. Distribution of a programme of meetings to members, and a newsletter at least once a year

Membership

  1. Membership shall be open to all persons actively interested in the aims of the Society
  2. Application for membership shall be made through a member of the Society
  3. The committee shall have the power to terminate any membership, should the need arise
  4. Members shall be required to pay an annual subscription to cover running expenses, and they shall be deemed to have resigned if they are more than one year in arrears. In such case they will lose access to the members’ section of the web site and cease to receive the newsletter
  5. Two members living at the same address may be entitled to joint membership and a reduced subscription to reflect the lower administration costs

Officers and Management

  1. The Officers of the Society shall be President, Chairman, Hon. Secretary and Hon. Treasurer
  2. The management of the Society shall be in the hands of a Committee of not more than eleven persons. The Committee will include the Chairman, Hon. Secretary, Hon. Treasurer, the two BSBI Vice-County Recorders (ex-officio) and not more than six other members
  3. The President shall be appointed for life or until he or she resigns, and shall be entitled to attend Committee meetings ex-officio. The President, or the President’s nominee, shall preside at the Annual General Meeting (AGM)
  4. The officers and the other members of the Committee (other than the president and the other two ex-officio members) shall be elected annually at the AGM
  5. Nominations for officers and committee members (agreed by the nominees) shall be sent in writing to the Secretary to arrive no less than ten days before the AGM. Sitting officers and committee members may be re-elected at the AGM
  6. The Committee may co-opt members during the year and may appoint working groups or individuals to deal with specific issues without reference to the membership
  7. The Committee shall meet as often as necessary, (normally twice a year), but at least once a year
  8. A Committee meeting shall not be quorate unless at least 51% of its members are present

Auditor

The society shall appoint an Honorary Auditor who shall make an independent examination of the accounts which shall be presented at the AGM

Annual General Meeting

An Annual General Meeting shall be held between February and April of which at least 10 days’ notice shall be given to members.The following business shall be transacted:

  1. Apologies for absence
  2. Minutes of the previous AGM shall be read out and confirmed
  3. The treasurer’s report shall be presented and the amount of subscription be agreed
  4. The Chairman’s report shall be presented
  5. Election of officers and other committee members
  6. Election of Honorary Auditor
  7. Reports of other committee members shall be presented
  8. Any special business of which not less than ten days’ notice has been given to the secretary in writing

Extraordinary General Meeting

An Extraordinary General Meeting (EGM) may be called for at any time by the President, the Committee, or on a written request by not less than 10 members. At least 4 weeks’ notice shall be given

Rules Amendment

  1. The Rules of the society shall only be amended at the AGM or an EGM
  2. A proposal to amend the Rules may be made by the Committee or on a written request by not less than 10 members. At least 4 weeks’ notice shall be given
  3. A vote to amend the Rules must be supported by a minimum of two thirds of those members present at the AGM or EGM

Dissolution

  1. A proposal to dissolve the society may be made by the Committee or on a written request by not less than 10 members
  2. Such a proposal shall be considered at the AGM or at an EGM provided at least 4 weeks’ notice has been given
  3. The proposal to dissolve the society must be confirmed by a minimum of two thirds of those members present at the AGM or EGM
  4. The Committee shall decide on the disposal of any assets belonging to the society

Previous versions

  1. Original rules agreed at the inaugural meeting 13 October 1979
  2. First amendment amended at the annual general meeting 11 March 1995