East Dean and Friston
Gardening Club
EASTDEAN AND FRISTON GARDENING CLUB RULES
As amended at the EGM held on June 10th 2025
1. The NAME of the Club will be the “East Dean and Friston Gardening Club" (hereinafter called
the "Club").
2. The OBJECT of the Club will be to promote the good cultivation of gardens by organising
lectures, discussions, demonstrations and visits.
3. MEMBERSHIP of the Club will be open to residents local to East Dean and Friston. The
COMMITTEE shall have the right to terminate the membership of, or refuse membership to
anyone whose presence or behaviour they consider would be upsetting or detrimental to the
general enjoyment of the majority of members at Club Events.”
4. The business of the Club will be conducted by a COMMITTEE consisting of four Officers --
Chairman, Treasurer, Secretary, Membership Secretary – and other elected Ordinary
Members. The Committee may create other Officers as deemed necessary.
5. ELECTION of the Committee will proceed as follows:
( a ) Every JANUARY the CHAIRMAN will invite nominations from the Club membership for
each Officer and Ordinary Member post. Nominations must specify for each candidate
the post in which he or she is willing to serve and be presented in writing to the
SECRETARY before the Agenda is circulated.
( b ) If more than one candidate is nominated for any one post a show of hands election will
be held, and the winner be the one with the most votes from those present and voting.
( c ) Where only one candidate is nominated for any one post the Chairman will declare that
candidate be elected unopposed.
( d ) The elected Committee members will hold office until the next Annual General Meeting.
They will then retire but be eligible for re-election.
6. A QUORUM for a COMMITTEE MEETING will consist of 5 Committee members. In the
event of equality of votes the Chairman of any meeting will have a second or casting vote.
7. The Committee will have the power to fill, by co-option if necessary, any VACANCIES that
may arise during the year.
8. An ANNUAL GENERAL MEETING of the Club will be held in March each year. The agenda
will be circulated not less than three weeks beforehand and include:
( a ) A REPORT by the CHAIRMAN on the work of the Club during the preceding year and
on plans for the future. To be enclosed with the agenda and presented at the meeting.
( b ) A FINANCIAL STATEMENT and BALANCE SHEET prepared as at the 31st December
each year and signed by the INDEPENDENT EXAMINER. To be enclosed as for 8(a).
( c ) An ANNOUNCEMENT of the future ANNUAL SUBSCRIPTION rate and VISITORS CHARGE.
( d ) ELECTION of a COMMITTEE (see Rule 5).
( e ) APPOINTMENT of an INDEPENDENT EXAMINER, who must not be a member of the COMMITTEE.
( f ) ANY OTHER BUSINESS.
9. The Committee may convene an EXTRAORDINARY GENERAL MEETING of the Club at
any time. Such a meeting must be also convened within four weeks if a written request,
signed by at least ten members, is presented to the Committee. A written notice of the
meeting must be sent to all members at least seven days in advance setting forth the time:
place and purpose of the meeting. Only business defined in the notice will be transacted.
10. In the ABSENCE of the CHAIRMAN at any General Meeting the chair will be taken by a
member of the COMMITTEE.
11. The COMMITTEE is responsible for setting the ANNUAL SUBSCRIPTION, currently £10.00
(from 2026), and the VISITORS CHARGE, currently £4 per person per meeting. Any
changes can only be made at a General Meeting. The SUBSCRIPTION is due in January
each year. Any member who has not renewed by the date of the following AGM will be
deemed to have lapsed and will need to re-apply for membership.
12. All subscriptions and other monies will be passed to the TREASURER who will be
responsible for the CLUB’S FUNDS and for keeping ACCOUNTS thereof. The Club’s
FINANCIAL YEAR shall run from JANUARY to DECEMBER. All sums received by the
TREASURER on the Club's behalf will be paid into the Club's BANKING ACCOUNT and all
CHEQUES drawn on that account must be signed by any two authorised COMMITTEE
MEMBERS as set out on the current BANK MANDATE. The funds of the Club will be used
for furthering the Club's objectives or in ways approved by the COMMITTEE or by a General Meeting.
13. CLUB RESPONSIBILITIES. The Club will take over any personal responsibility for
unforeseen issues arising when activities have been arranged by individual members with
external agencies on behalf of the Club and with the approval of the COMMITTEE.
14. DISSOLUTION. If at a General meeting a resolution for dissolution of the Club is passed by a
majority of at least two thirds of the members present and voting, the COMMITTEE shall
realise any property of the Club and discharge all debts. The remaining assets will be
donated to any gardening-related or locally based charitable organisation as decided by the
COMMITTEE, after which the Club will be dissolved.
15. These RULES may be AMENDED only at a General Meeting of the Club and only if notice of
the proposed deletion or addition has been sent to all members not less than 21 days before
the meeting.
AS/EDFGCRules100625