About us

Constitution

BRITISH HOSTA AND HEMEROCALLIS SOCIETY
Registered Charity 1003489
(Adopted 2026)

1. Name

The name of the charity shall be The British Hosta and Hemerocallis Society (“the Society”).

2. Charitable Objects

The Society exists for the public benefit to advance education in horticulture by promoting the study, cultivation, conservation and appreciation of the genera Hosta and Hemerocallis.

In furtherance of these charitable objects the Society may:

• Organise meetings, lectures, exhibitions, conferences and shows.
• Publish journals, newsletters, books and electronic publications.
• Maintain plant records, libraries, archives and educational resources.
• Encourage research and conservation.
• Provide education and advice to members and the public.
• Work with organisations having similar charitable purposes.
• Undertake any lawful activity that furthers the Society’s charitable objects.

3. Membership

Membership is open to any individual or organisation that supports the aims of the Society.

Applications shall be made in the manner determined by the Trustees.

Membership begins when the subscription has been received.

Members are entitled to:

• Receive Society publications.
• Attend meetings, events and shows organised by the Society.
• Vote at General Meetings.
• Stand for election as a Trustee.
• Enjoy any additional benefits determined by the Trustees.

Membership may be suspended or terminated where a member acts in a manner that is seriously detrimental to the interests or reputation of the Society.

The member shall be given the opportunity to make representations before a final decision is made.

4. Membership Subscriptions

The annual subscription shall be proposed by the Trustees and approved by the members at the Annual General Meeting.

Subscriptions become due on 1 January each year.

Anyone joining after 1 July shall have membership until 31 December of the following year.

Membership shall cease if the subscription remains unpaid after 30 June, unless the Trustees determine otherwise in exceptional circumstances.

Subscriptions shall be paid only by one of the following methods:

• Online Bank Transfer (Faster Payments or BACS)
• Standing Order
• PayPal

The Trustees shall determine the payment details and publish them on the Society’s website and membership application.

The Society may invite members and supporters to make voluntary donations in addition to their subscriptions.

Gift Aid may be claimed on eligible donations where permitted by law.

5. Trustees

The Society shall be governed by a Board of Trustees.

The Board shall consist of:

• Chair
• Vice-Chair
• General Secretary
• Membership Secretary
• Treasurer

together with up to ten additional elected Trustees.

The Trustees may appoint editors, registrars, librarians, publicity officers, show officers and any other volunteers or advisers they consider necessary to support the work of the Society.

These appointments shall not automatically confer Trustee status.

Trustees shall normally serve for a term of three years and shall be eligible for re-election.

6. Duties of the Trustees

The Trustees are responsible for the overall management of the Society and shall:

• Further the Society’s charitable purposes.
• Act only in the best interests of the Society.
• Safeguard the Society’s assets.
• Ensure compliance with charity law and other applicable legislation.
• Maintain proper financial records and controls.
• Comply with UK GDPR and the Data Protection Act 2018.
• Manage the Society’s affairs prudently.

Trustees shall declare any actual or potential conflict of interest.

A Trustee with a conflict shall withdraw from discussion and voting on that matter.

7. Trustee Meetings

The Trustees shall meet as often as necessary.

Meetings may be held:

• In person.
• Online.
• By hybrid arrangements.

The quorum shall be three Trustees.

Decisions shall be made by a simple majority.

The Chair shall have a casting vote where votes are equal.

8. Annual General Meeting

An Annual General Meeting shall be held each calendar year.

No more than fifteen months shall elapse between Annual General Meetings.

Members shall receive at least 14 days’ notice.

The business of the AGM shall include:

• Receiving the Chair’s Annual Report.
• Receiving the Treasurer’s Report and independently examined accounts.
• Electing Trustees.
• Approving the annual subscription.
• Considering resolutions properly submitted by members.

Voting may take place in person or by secure electronic means where approved by the Trustees.

9. Extraordinary General Meetings

An Extraordinary General Meeting may be called by:

• The Trustees; or
• Twenty-five members.

At least seven days’ notice shall be given.

Only the business stated in the notice may be considered.

10. Finance

The financial year shall end on 31 December.

The Treasurer shall maintain proper accounting records.

All Society funds shall be held in accounts approved by the Trustees.

Payments shall normally be made electronically.

The accounts shall be independently examined where required by law.

11. Data Protection

The Society shall comply with:

• UK GDPR.
• Data Protection Act 2018.
• Any subsequent data protection legislation.

Personal information shall only be processed for legitimate Society purposes.

12. Safeguarding

The Trustees shall adopt and regularly review an appropriate safeguarding policy for children and adults at risk attending Society activities.

13. Equality, Diversity and Inclusion

The Society is committed to providing an inclusive and welcoming environment and shall not unlawfully discriminate against any person.

14. Communications

Official notices may be sent by:

• Email.
• Publication on the Society’s website.
• Post where required by law.

Electronic communications shall be treated as written notice.

15. Amendments

This Constitution may be amended by a resolution passed by at least two-thirds of those voting at a General Meeting.

No amendment shall alter the charitable objects unless any necessary consent has first been obtained under charity law.

16. Dissolution

The Society may be dissolved by a resolution passed by a two-thirds majority at an Extraordinary General Meeting called for that purpose.

After payment of all debts and liabilities, any remaining assets shall be transferred to one or more registered charities with similar charitable purposes.

No member shall receive any financial benefit from the assets of the Society.

17. Interpretation

Any matter not provided for in this Constitution shall be determined by the Trustees, provided that their decision is consistent with charity law and the charitable purposes of the Society.

This Constitution was adopted by the members of the British Hosta and Hemerocallis Society on 19th October 2026 and replaces all previous Constitutions and Rules.