Constitution and Rules of the
National Dahlia Society
“The National Dahlia Society”
The objectives are to encourage, improve and extend the cultivation of the Dahlia; by means of publications, the holding of exhibitions, judging examinations, conferences, lectures and trials or any other means.
New Patrons of the Society are to be elected at an Annual General Meeting. This election shall be considered an honour, and attendance at Executive Council and Northern Committee meetings shall be permitted, with the power to vote.
Officers of the Society shall consist of; Past President, President, Chairman, Vice-Chairman, Treasurer and General Secretary. The General Secretary shall be appointed by the Executive Council, who will be empowered to fix the remuneration. The President, Chairman, Vice-Chairman and Treasurer, shall be elected at the Annual General Meeting. Nominations in respect of all Officers shall be received by the General Secretary, no later than 1st December, from a Proposer and Seconder, in writing, on the approved Nomination Paper, available on request from the General Secretary. Nominations shall be restricted to existing Officers and members of the Executive Council. Nominations to be included on the Annual General Meeting notice. In the event of the loss of President whilst in office, the duties to pass to the Chairman of the Executive Council. Similarly with the loss of Chairman, the duties to pass to the Vice Chairman. In the event of the loss of both Chairman and Vice-Chairman, the duties shall pass to a remaining Officer, until such a time as the Executive Council meet to elect a Caretaker Chairman and Caretaker Vice- Chairman to serve until the next
Annual General Meeting.
New Vice-Presidents shall be elected at an Annual General Meeting .Appointments shall be restricted to persons who have given distinguished service to the Society, selected as outlined in rule 18.5.
The management of the affairs of the Society shall be vested in the
Executive Council, which shall consist of the Officers and up to twenty one other members. Members of the Executive Council, other than Officers, shall be elected for three years. They must retire at the end of this period, and will be eligible for re-election. Up to seven of the seats to be contested each year. Nominations must be received by the General Secretary no later than 1st December. In addition to the members of the Executive Council mentioned, two seats shall be reserved for the
Chairman and Secretary of the Northern Committee, who shall be nominated in accordance with rule number 19, and four seats shall be reserved for other regional representatives. The Executive Council shall have the power to co-opt any member of the Society, to fill any unexpired period of any vacancy arising on the Executive Council through any cause. All business transacted at Council and Committee meetings shall be confidential to the Council or relevant Committee, until ratified at the next Executive Council meeting.
The Executive Council shall meet as often as is deemed necessary. Ten members to form a quorum.
Any member of the Executive Council, other than a regional representative, who misses three meetings of that Council in one year, AGM to AGM, shall cease to be a member of Council. The Council shall have the power to waive this rule if it considers the best interests of the Society, would be served by the members retention on Council. Council members can apply for leave of absence which may be granted at the discretion of the Council.
The minimum annual subscription shall be determined, from time to time, by the Executive Council, with a two-thirds majority in favour of those present there and voting. All subscriptions shall become due on the 1st November each year. Any member concerned in the management of the Society's affairs, whose subscription is in arrears on the 31st March, shall cease to do so if their subscription is not paid on application by the General Secretary. Any member, whose subscription is not paid by the 31st of October, shall cease to be a member. Members of the Society over sixty-five years of age may, on application to the General Secretary, be entitled to membership at a reduced rate. On application to the General Secretary, partners may enrol as joint members of the Society. Student members between the ages of eighteen and twenty-five may, upon application to the General Secretary, obtain membership at a reduced rate. Junior members, under the age of eighteen, upon application to the General Secretary, are entitled to membership at a reduced rate but without voting powers and concessionary rights. All subscriptions are subject to Value Added Tax, at a rate agreed with HM Customs and Excise.
Members shall have the privilege of exhibiting at the Society's exhibitions, and be entitled to receive gratis, a copy of the Society’s Annual and Winter Bulletin each year. Additional copies of these and other Society publications may be purchased on application to the General Secretary. No member may be entitled to these privileges until their subscription for the current year has been paid. Additionally, new members upon enrolment shall receive gratis, a copy of the Society’s cultural guide and a copy of the current edition of the Classified Directory.
The Executive Council shall be empowered to suspend or expel any member/s, or Affiliated Society/Societies, whose conduct, in the opinion of the Council, is considered prejudicial to the interests of the Society. This power shall be exercised only on a two-thirds majority vote of the Executive Council members present at a meeting specially convened for this purpose, at which the member/s or Affiliated Society / Societies have the right to attend, and the right to appeal at the next Annual
General Meeting.
Any Society may become affiliated to the National Dahlia Society upon payment of a minimum yearly affiliation fee, and shall have the privilege of exhibiting in classes provided for Affiliated Societies at the National Dahlia Society’s exhibitions. They may appoint one of their members as a representative, to attend and vote at all General Meetings of the Society. As outlined in Rule 15.An Affiliated Society, having paid their current affiliation fee will be entitled to receive gratis, a copy of the Society's Annual and Winter Bulletin each year. Additionally, new Affiliated Societies upon enrolment shall receive gratis, a copy of the Society’s cultural guide and a copy of the current edition of the Classified Directory.
On application to the General Secretary, an Affiliated Society shall be entitled, where there are six or more dahlia classes in one show, to a Silver Medal Certificate, to be awarded for the best exhibit of dahlias in the show by an individual or joint exhibitor. Also to a Bronze Medal Certificate, to be awarded for an exhibit of dahlias at the discretion of the Affiliated Society. Medals of the
National Dahlia Society may be purchased and offered for competition, on the same conditions as those for Medal Certificates, provided that not more than one Silver Medal is offered at any one Affiliated Society show. No Medal Certificate or Medal shall be awarded by an Affiliated Society for any exhibit of flowers other than dahlias. When National Dahlia Society Silver and Bronze Medals are awarded by Affiliated Societies, the Medal Certificates must be awarded with the appropriate Medals and for the same exhibits. Dahlia exhibits at shows of Affiliated Societies must be judged in accordance with National Dahlia Society rules, as laid down in the current Classified Directory of Dahlias.
An Affiliated Society may apply to be awarded the Affiliated Societies Medal of Honour, for presentation by them to a member who has rendered outstanding service in extending the interest of the dahlia.
Application must be made on the special form, available from the General Secretary. The Medal of Honour may only be awarded if the application is approved by the Chairman of the Executive Council, whose decision shall be final. The cost of the Medal shall be met by the Affiliated Society.
The Annual General Meeting of the Society shall be held not later than the 31st March, to receive the report of the Executive Council and to pass the audited accounts made up to 31st October. Also to elect Officers (rule 4), members of the Executive Council (rule 6),new Patrons (rule 3),new Vice-Presidents (rule 5),Auditors for the ensuing year, and for the transaction of other general business, as detailed on the circulated agenda. Twenty members shall form a quorum. Notice of meeting shall be posted to all members, not less than twenty-one days before the date of the meeting. Nominations for election to the Executive Council must be received by the General Secretary by the 1st December. Every fully paid up member and joint member (with the exception of junior members) shall be entitled to vote on each item of business. A representative of an Affiliated Society may exercise a vote on behalf of that Society, if notified to the General Secretary not less than 7 days before the Annual General Meeting. No member or Affiliated Society representative shall exercise more than one vote at a General meeting.
A Special General Meeting of the Society can be called at any time, on a requisition signed by not less than twenty members, being delivered to the General Secretary at least four weeks before and not more than six weeks after receiving the notice. The requisition must state the precise business for which the meeting is called, and no other business shall be transacted thereat. Twenty members shall form a quorum.
Notice of any proposed alteration of the Constitution and Rules must be given in writing, with proposed amendments in precise terms, to the General Secretary, no later than 1st December. The proposed alteration to be notified to the members, by the General Secretary, not less than twenty-one days before the Annual General Meeting. No part of the Constitution and rules shall be altered except by a two-thirds majority vote passed at the Annual General meeting.
The Executive Council may appoint from its members suitable Standing and Sub-Committees. Each Standing Committee shall consist of up to seven members, with the exception of the Judging and Classification, and the Show and General Purposes joint committees that will consist of up to nine members each. Each Standing and Sub-Committee shall appoint its own Chairman. Four members shall form a quorum. They will report their recommendations to the Executive Council for approval, except where they are given powers to act. The Past President, President, Chairman and Vice-Chairman of the Executive Council, The Treasurer, General Secretary, and the Chairmen of Standing Committees, shall be ex-officio members of all Standing Committees, without the power to vote. The following Standing Committees shall be appointed at the first meeting of the Executive Council following the Annual General Meeting.
The Finance Committee’s duties shall be to exercise financial control of the Society’s funds. Recommendations of any other Standing Committee involving expenditure, shall be submitted to this Committee, who shall report upon the financial implications of the proposals to the Executive Council.
The Publications Committee’s duties shall comprise the preparation and publication of the Society’s Annual and Winter Bulletin, the Web Site, and Classified Directory in association with the Judging and Classification
Committee, and such other duties, of a like nature, as may be submitted to them by the Executive Council.
The Judging and Classification Committee's duties shall be to classify dahlia cultivars, and to produce a Classified Directory of dahlias, in association with the Publications Committee, for sale to members of the Society. Also to formulate rules for judging, select judges for the Society’s exhibitions, and such other duties, of a like nature, as may be submitted to them by the Executive Council.
The Show and General Purposes Committee’s duties shall be to organise and administer the Society’s annual shows, to collate and prepare the show schedules for publication by the Publication Committee. To review and modify Standing Orders as and when necessary and any other duties of a like nature as may be submitted to them by the Executive Council. Also the consideration of the extension of the Society’s interests, and any other duties not covered by other Committees.
The Honours Committee shall consist of the following: The President (who shall be Chairman), Past President, Patrons, Chairman and Vice-Chairman of the Executive Council, Treasurer, General Secretary, Chairmen of Standing Committees; Finance, Show and General Purposes, Publications, Judging and Classification and the Chairman of the Northern Committee. Nominations, from any paid up member, for awards shall be received by the General Secretary, or the Honours Committee Chairman, by the 31st October; otherwise the nomination will not be accepted. All details shall be confidential to the Committee, both prior to and after the meeting, until notified to the Executive Council.
The Northern Committee shall be elected at the Northern Annual General Meeting. The Chairman and Secretary, who will be elected at the Northern Annual General Meeting, will be full members of the Executive Council. The Northern Committee shall forward to the Executive Council, minutes of all meetings held. They may make recommendations to the Executive Council concerning shows in their area, but may not commit themselves or the National Dahlia Society, financially or otherwise, without the authority of the Executive Council. Secretarial expenses may be paid from a petty cash account maintained for that purpose. The account, together with all vouchers shall be submitted to the Executive Council as and when required.
The Executive Council may authorise regional committees or representatives to extend the interests of the National Dahlia Society and define the area in which they shall act. Regional Committees may nominate delegates for seats on the Executive Council as provided for in rule 6. Regional Committees shall forward to the Executive Council, minutes of all meetings held. They may make recommendations to the Executive Council concerning shows in their area, but may not commit themselves or the National Dahlia Society, financially or otherwise, without the authority of the Executive Council. Secretarial expenses may be paid from a petty cash account maintained for that purpose. The account, together with all vouchers shall be submitted to the Executive Council as and when required.
The Executive Council may support the promotion and development of those Regional Shows it considers merit such support. All applications for support will be considered on their merits.
This is a joint committee of members of the National Dahlia Society and the Royal Horticultural Society. The National Dahlia Society’s representatives on this Committee shall be elected each year by the Executive Council, in accordance with current Royal Horticultural Society rules.
The Exhibition Trials Committee shall consist of four members nominated by the Executive Council and four members from the Northern Committee. The Chairman shall be an Executive Council member. The duties shall be to arrange, manage and adjudicate the Exhibition Trials, in accordance with the agreed judging procedures as designated by the Executive Council.