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Littleton and Harestock Show Society

Constitution

The Society shall be known as the Littleton and Harestock Show Society.

The objects of the Society shall be:-

a)	to promote and organise the Littleton and Harestock Show, retaining sufficient funds each year to finance the following year's Show;
b)	to promote and organise any community function or activity which the Committee may recommend;
c)	to donate any excess funds to the Parish community and local charities, at the discretion of the Committee.

The Society shall be managed by a Committee which shall consists of a Chairman, Vice-Chairman, Secretary, Treasurer, Fete Co-ordinator, Flower Show Co-ordinator and 12 others, plus nominated representatives from interested organisations in the Parish. The Officers and Committee shall be elected at the Annual General Meeting and they shall remain in office until the next Annual General Meeting, subject to termination of office by resignation or by vota of a General Meeting duly convened.

The Committee shall have power to fill by co-option any vacancy that may occur between Annual General Meetings, subject to the same rules as applied to elected Members.

The retiring Officers and Members of the Committee shall be eligible for re-election save that the Chairman shall not serve in that post for more than three consecutive years.

The Committee may from time to time invite a person to fill the position of President of the Society.

At Committee meetings eight shall form a quorum and the Chairman shall preside. In the absence of the Chairman the Vice-Chairman shall preside and in the event of both being absent a Committee member from amongst those present shall be chosen to do so.

The Committee may form such Sub-Committees as it may require, consisting of a Secretary and at least one other Committee Member, and delegate to tem such powers and duties as it may see fit. The Chairman and Treasurer shall be members of all such Sub-Committees, which may also consist of members co-opted by the Sub-Committee Secretary upon approval of the main Committee. They shall be responsible and answerable to the main Committee at all times.

The accounts of the Society are to be audited yearly by an Honorary Auditor approved by the Annual General Meeting. A copy of the accounts shall be available on request. All financial transactions must be approved by the Committee, cheques being signed by two of the following: Chairman, Vice-Chairman, Treasury, Secretary.

10.

The Annual General Meeting will take place on the second Tuesday in November and should be published on the Parish noticeboards at least 28 days in advance. An agenda specifying the matters to be dealt with shall be posted on the Littleton and Harestock Parish Council notice boards at least seven days prior to the meeting and shall include the following business:-

a)	to receive and, if approved, adopt the statement of accounts to the preceding 30th September;
b)	to appoint the Officers and Members of the Committee;
c)	to deal with any resolutions which have been proposed, seconded and submitted to the Secretary at least 14 days prior to the meeting, including change of rules.

11.

A Special General Meeting may be convened at any time by the Committee. It shall also be convened within 21 days from the receipt of a requisition in writing by not less than 10 residents of the Littleton and Harestock parish. The object of the meeting may be specified for any of the following purposes:-

a)	to deal with any matter of which the Committee has given notice;
b)	To deal with any special matter of which the members requiring the meeting have given notice.

12.

The Chairman shall preside at all General Meetings, but in the event of his absence the Vice-Chairman shall preside. In the event of both being absent then those present shall elect a Chairman to preside at that meeting.

13.

At any General Meeting every resident of Littleton and Harestock parish shall be entitled to one vote on each and every motion, with the Chairman having a casting or additional vote in the event of equality of votes.

14.

At General Meetings 12 shall form a quorum. No alteration of the rules may be made except at the Annual General Meeting or at a Special Meeting called for this purpose.

15.

If the Committee decides that the Society should be dissolved, then a Special General Meeting must be convened in accordance with the rules above to consider the dissolution proposal.

16.

In the event of the dissolution of the Society, the funds and property of the Society shall be disposed of for the benefit of the parish of Littleton and Harestock as may be determined be the Committee holding office immediately prior to the dissolution. If a quorum of such a Committee cannot be found, then all funds and property will be distributed for the good of the Parish by the Parish Council.

Revised 11th November 1997