IMPORTANT AGM INFORMATION
ANNUAL GENERAL MEETING -
WEDNESDAY 28th OCTOBER
Updating the Society Constitution
The Committee is proposing a revised Constitution for Llantwit Major Horticultural Society and this is accompanied by Standing Orders for how the Committee operates. The aim is to make our rules clearer, keep them relevant to the way the Society operates today, and give members confidence in how decisions are made.
Our existing Constitution has served the Society for many years. Membership administration, banking, payments and communication have changed, and our rules need to reflect these developments while supporting the Society’s purpose of encouraging horticulture and good gardening.
A clearer set of rules
The proposed Constitution sets out the Society’s fundamental rules: membership, the election of Officers and Committee members, General Meetings, voting, financial responsibilities and members’ rights. Separate Standing Orders cover the practical arrangements for running the Society, including financial controls, membership administration, meetings, trips, the Annual Show and the Store.
The Committee can update these procedures as circumstances change, within the framework of the Constitution.
What the changes will achieve
The revised arrangements clarify responsibilities, strengthen financial accountability and provide more consistent procedures for the Society’s activities. They also support continuity when volunteers change roles and reflect the use of modern banking and membership systems.
Members retain control over key decisions. Officers and Committee members are elected at the AGM, where members also approve the annual accounts and subscriptions. Motions requiring a formal AGM decision must be notified to members at least 14 days beforehand. Constitutional amendments also require advance notice and approval by members.
What happens next
The proposed Constitution and Standing Orders have been published on our website so that members can read them and consider the changes. Members will be asked to vote on adopting the revised Constitution at the Annual General Meeting.
We want rules that are clear, practical and proportionate to the Society’s needs, while preserving the friendly character of Llantwit Major Horticultural Society.
Recognising exceptional service to the Society
Also at the AGM, the Committee is recommending the introduction of honorary positions, including an Honorary President and Honorary Vice-Presidents, to recognise people who have made an exceptional contribution to Llantwit Major Horticultural Society.
Our Society depends on volunteers, some of whom have given many years of time, energy and commitment. Honorary appointments would provide a lasting way to acknowledge that service and maintain links with people whose experience and knowledge remain valuable. These would be positions of recognition, carrying no automatic place on the Committee or authority to manage the Society. Responsibility for its affairs would remain with the elected Officers and Committee, accountable to members.
Appointments would follow a clear nomination process, with each nomination considered by the Committee and subject to approval by members at an AGM. Members will be asked to consider the proposal at the forthcoming AGM.
Please ensure you have read the documents associated with the above proposals via the link below;
https://www.llantwit-major-horticultural-society.com/agm
