Fundamental Rules of the Society
STATUS OF THE SOCIETY
The Society was incorporated by Order of The Queen’s Most Excellent Majesty in Council entitled “The West United Agricultural and Horticultural Society (Incorporation) (Guernsey) Law, 1989” registered in the Royal Court on 6th June, 1989.
The Society is a body corporate with perpetual succession and a common seal, capable of suing and being sued in its name. It is not a company for the purpose of the Companies (Guernsey) Law, 2008.
(Defined in Section 2 of the Law)
The Objects of the Society are to promote and encourage agricultural and horticultural interests in the parishes of St Saviour, St Pierre du Bois and Torteval, and in furtherance thereof–
(a) to promote or arrange events;
(b) to promote the writing, printing, publishing and circulation, gratuitously or otherwise, of any report, periodicals, books or other documents; and
(c) to co–operate with persons, institutions and others, wherever situated, in establishing or promoting these objects.
(Made in accordance with Section 3 of the Law)
1.–The Officers of the Society shall consist of a President, three Vice–Presidents, a Treasurer, an Assistant Treasurer, a Secretary, and not more than three Assistant Secretaries; all of whom shall be elected at the Annual General Meeting and shall hold office from the date of their election until they are re–elected (if eligible) at each subsequent Annual General Meeting. The Officers shall be ex–officio members of the Committee and shall have previously served on the Committee for at least one year. The President shall be elected annually, but shall serve no more than five consecutive years.
Persons intending to stand as an Officer of the Society shall notify the Committee no later than twenty–eight days prior to the Annual General (or Extraordinary General) Meeting of their intent so to do.
2.–The Annual General Meeting may elect Honorary Presidents or Honorary Vice–Presidents all of whom shall hold office for life. Honorary Presidents and Honorary Vice–Presidents resident in the parishes of St Saviour, St Pierre du Bois or Torteval shall not exercise any executive function but shall be entitled, although not obliged, to attend Committee meetings.
The Annual General Meeting may also appoint Honorary Life Members of the Society.
Members of the Society intending to propose an individual for honorary or life membership of the Society shall notify the Committee no later than twenty eight days prior to the Annual General (or Extraordinary General) Meeting of their intent so to do.
3.–The Committee shall consist of up to forty five members of the Society, aged 18 years or over. Membership of the Society shall be restricted to those whose residence or company address is located either in the parish of St Pierre du Bois, St. Saviour or Torteval. Committee members shall retire at the Annual General Meeting, but shall be eligible for re–election. The Committee shall have the power to fill any vacancy that may occur during the year amongst the Officers or Committee. Membership of the society is on an annual basis from 1st July of any year until 30th June the following year.
Members of the Society intending to propose an individual for membership of the Committee shall give notice thereof to the Committee not later than twenty–eight days prior to the Annual General (or Extraordinary General) Meeting. When the vacancy is to be filled by the Committee (i.e. not at the AGM or an EGM) then the appointment shall not be made until the meeting following that at which the notice of intention to propose was considered.
4.–At Committee meetings six members shall form a quorum, and in the case of equality of votes, the Chairman of the meeting shall have a casting vote. Any Committee member who absents themself from at least half the number of meetings held during the year, without offering a valid reason, may be requested to resign, and a new member shall be elected to complete the unexpired part of their term of office.
5.–Three Auditors, one from each parish, shall be elected at each Annual General Meeting.
6.–The Annual General Meeting shall be held during the months of January or February, notice of which shall have been given in the local newspaper not less than seven clear days before the date of the meeting. Extraordinary General Meetings will be called by the Committee if considered necessary or at the request in writing to the President by fifteen adult members. All such requests shall be accompanied by a deposit of £25 which may be retained by the Society if the meeting so decides. Extraordinary General Meetings shall be called not less than seven days and not more than fourteen days from the receipt of the request. Notice of the meeting shall be given in the local newspaper not less than seven clear working days before the date of the meeting.
7.–Any person whose main residence, or company, is located in Saviour, St Pierre du Bois or Torteval, subscribing £6.50 or more (Juniors of five and under 16 years of age on August 31st in the year of the Show, £3.50) shall be members of the Society for the year 1st July to the following 30th June. All members shall have a free entry to the Society’s Show on presenting their Subscription Card for the current year. Juniors shall have no vote.
8.–Only members may exhibit or compete in the Society’s Show and Competitions, but the Committee has power to include Equestrian and other sports or displays open to non–members, in the programme. To enter the show a member must have resided, or the company must have been located in the parishes for not less than 15 days prior to the entry dates of the show. In the case of children who live between residences of two persons with parental responsibilty, the child is eligible as long as one person with parental responsibility for that child is resident in the parishes for 15 days prior to the show entry dates. This does not include entry under a residence of another family member who does not have parental responsibility, e.g. grandparents or aunts and uncles, unless they have parental responsibility and the child resides with them.
9.–Any person lodging a protest must deposit the sum of £5.00 in the hands of one of the Secretaries, which sum shall be forfeited to the Society should the protest be considered frivolous, regardless of whether or not the protest is upheld. Protests in respect of Tent Classes shall be made in writing before Thursday noon. Protests in respect of Cattle, Sheep, Pig and Goat Classes shall be made verbally by 4.00 p.m. on Wednesday and confirmed in writing by Thursday noon. Protests in respect of Horse and Sports Competitions shall be made in writing within one hour of the judging of that class and confirmed in writing by 8.00 p.m. on Thursday. The protest shall be determined by an Appeal Panel whose decision in the matter shall be final. The Appeal Panel shall comprise the following persons: the President (or one of the Vice–Presidents); the Treasurer (or the Assistant Treasurer); the Secretary (or one of the Assistant Secretaries); three Committee members, selected by the President, Treasurer and Secretary, who shall have a knowledge of the class being the subject of the Protest but who have no direct interest in that class.
10.–Any exhibitor or competitor attempting to impose upon the Society, shall forfeit any claims he or she may have to prizes for that year, and shall be debarred from exhibiting or competing for one year. The Committee shall have the Power to suspend or expel any member whose conduct is in any way detrimental to the Society. An officer of the Society may require any person who imposes or attempts to impose upon the Society to leave the Show Ground for the duration of the Show.
11.–The Society shall not be held responsible for any loss, damage, death or accident which may occur to the exhibits, animals or poultry, in transit to or from, or during the Show.
12.–The Committee is entrusted with (1) Framing the Programme and Competitions of the Show, and determining the objects and the amount of prizes to be offered at same; the whole to be contained in the Society’s Schedule, which shall be completed in time for the Show; (2) The sole right to adjudicate on the Rules and Regulations of the Society and the sole right to draw up and enforce the Rules and Regulations of the Show and its associated competitions. The Committee may award additional prizes for such objects as they deem of sufficient merit.
13.–The Secretary shall record in a book provided for the purpose, the resolutions passed at all General and Committee meetings; the minutes of which shall be read at the next meeting, respectively, and if approved, be signed by the Chairman.
14.–The Committee shall take into consideration the Secretary’s report of the proceedings of the year. This report together with the Treasurer’s audited accounts of the Society, shall be presented at the Annual General Meeting.
15.–The dissolution of the Society shall only be effected by the consent of at least a two–thirds majority of its adult members, neither can this rule be annulled except by a similar majority.
16.–Any alterations or additions to these rules shall only be made at a General Meeting specially called for the purpose, or at the Annual General Meeting. All such proposals shall be made in writing addressed to the President, and shall be considered (but may not be rejected) by the Committee before being placed before the General Meeting. Proposals to be placed before the Annual General Meeting shall be submitted not later than October 31st. The Committee may recommend to the Annual General Meeting any alterations or additions they deem advisable for the good of the Society.
17.–These Rules shall be printed and a copy made available to all members on request.