Membership & Show Rules

1)   Name

The Show shall be called the Heathfield Agricultural Show
 

2)   Objects

The objects of the Show are:

(a)      The encouragement of Agriculture and Horticulture generally

(b)      Improvement in the Breeding and Rearing of Livestock

(c)      To encourage the invention and improvement of Agricultural Implements and Machinery

(d)      To advance education in agriculture and animal husbandry

(e)      To hold shows, fairs, demonstrations, and exhibitions.

(f)       To hold on deposit any funds not required to deliver the objects of the Show .

3)   Powers

In order to achieve its objects the Show may:

(a)      Raise money

(b)      Open bank accounts

(c)      Acquire and manage buildings and land either by lease or purchase

(d)      Take out insurance

(e)      Employ staff

(f)       Organise courses and events

(g)      Foster and support relevant research

(h)      Work with similar Groups and exchange information and advice with them

(i)       Do anything that is lawful which will help it to fulfill its objects.

4)   Constitution

(a)      The Show shall consist of a President, Council and Members. 

(b)      The President shall be elected at the Annual General Meeting each year but shall be eligible for re-election up to a maximum of five years

(c)      The President shall become an Honorary member of the Show for the term of office.

(d)      If no President has been elected the Show will continue to operate with the Show Chairman fulfilling the President’s tasks until such time as an election takes place.

5)   Membership

(a)   Membership of the Show shall be unlimited in number and open to any individual over sixteen who:

       (i) is interested in helping the Show to achieve its aims

       (ii) shall abide by the rules of the Show and                                                                                                       

       (iii) shall pay any subscription agreed by the Council

(b)   The membership of any member may be terminated for good reason by the Council: Provided that the member concerned shall have the right to be heard by the Council, accompanied by a friend, before a final decision is made.

(c)    Life members have the same voting rights as other members; they can be members of Council if elected

(d)    Life members must agree to abide by the Rules of the Show

6)   Privileges

Members shall have privileges and concessions as may be decided by the Council

7)   Subscriptions

Subscriptions are due on 1 January each year and shall be fixed annually at the Annual General Meeting.

8)   Management

 (a)   The Show shall be administered by the Council which shall ensure that all appropriate and available insurance is maintained in respect of the activities and business of the Show.

 (b)   The Council shall consist of the President, and up to 24 Elected Members.

 (c)    One third of the elected members of Council shall retire annually on rotation but shall be eligible for re-election (by ballot if necessary) or the vacancies filled at the Annual General Meeting.

 (d)    Only members of Council who have attended more than 50% of the meetings of Council during their term shall be eligible for re-election.

 (e)    Any vacancy occurring during the year may be filled by the Council; a Member so appointed shall retire in the rotation of their predecessor

  (f)    The Council may co-opt onto the Council, for such period as Council shall determine, individuals, that it feels will help to fulfil the objectives of the Show in an advisory and non-voting capacity but provided that co opted members of Council shall not make up more than 49% of the Council

  (g)    The Council shall meet at least four (4) times a year.

   (h)    At least seven (7) elected or appointed Council members must be present for a Council meeting to take place.

   (i)     Voting at Council meetings shall be by a show of hands. If there is a tied vote then the Chairman shall have a second vote.

   (j)    The Council shall have the power to remove any member of the Council for good and proper reason.

9)   Council

The Council shall have power, inter alia: -

a)    annually elect a Show Council Chairman and Show Council Vice Chairman at first full Council meeting after Show day.  Each individual shall be eligible for re-election up to a maximum of four (4) years.

b)    create Committees.

c)     appoint a Secretary of the Show

d)     appoint a Treasurer or Treasurers

e)     co-opt non voting individuals if necessary

f)      appoint such additional Officers or Employees as Council shall deem necessary to deliver the Objects of the Show.

g)     enter into such contracts or arrangements as Council shall deem necessary to deliver the Objects of the Show.

h)     to recommend to the AGM an independent financial examiner.

i)      to nominate Life Members.

j)      to recommend to the AGM Data Protection Officer.

10)   The Duties of the Officers

a)      The duties of the Chairman shall be to:

     i.       Chair meetings of the Show and the Council

     ii       represent the Show at functions/meetings that the Show has been invited to and

     iii      act as the spokesperson of the Show when necessary.

     iv      to make urgent decisions, in conjunction with two other Council members, which will be communicated back to all voting Council members by the Show Secretary, having been given authority at the pre Show Council meeting.

     v       take action to comply with the Government’s Financial Services Compensation Scheme (FSCS)

b)      The duties of the Show Secretary shall include:

     i        keeping a membership list

     ii       preparing in consultation with the Chairman the agenda for meetings of the Show and the Council

     iii      keeping minutes of all meetings and

     iv      Data Protection Officer

     v       collecting and circulating any relevant information within the Show and the Council

c)      The duties of the Treasurer shall include:

     i        supervising the financial affairs of the Show and the Council and

     ii       keeping proper accounts that show all monies received and paid out by the Show and the Council.

     iii.     Any other reasonable duties the Council may request

d)    The duties of the Data Protection Officer shall include ensuring compliance with UK and EU Data Protection legislation

11)   Committees

a)      Each Committee shall appoint a Chairman Vice Chairman and Committee Secretary

b)      Committees shall have power to co-opt non voting members

c)      The Chairman and Vice Chairman of the Council shall be ex officio members of all Committees

d)      All Committees shall keep minutes of their meetings which should be reported back to Council.  Decisions involving the expenditure of monies shall require the ratification of Council.

e)      Signed copies of Committee minutes should be forwarded to the Show Secretary and be filed together for safe keeping.

12)   Finance

a)      All monies received by or on behalf of the Show shall be applied to further the objects of the Show and for no other purpose.

b)      Any bank accounts opened for the Show shall be in the name of the Show.

c)      Any payments by the Show shall be approved by the Secretary and authorised by two of either Chairman, Vice Chairman or Treasurer.

d)      Deposit account transfers shall be authorised by the Chairman and Vice Chairman only.

e)      The Show shall ensure that its accounts are independently examined every year.

f)       Any person acting with the authority of the Show shall be indemnified from the assets of the Show for any costs or claims incurred or liabilities arising from any actions undertaken or contracts entered into by them on behalf of the Show.

13)    General Meetings

a)      An Annual General Meeting shall be held within 6 months of the end of the Show financial year and all Members shall receive not less than 21 days notice.

b)      An Extraordinary General Meeting of the Show may be called by the Council, or upon a requisition stating the purpose of the meeting, addressed to the Secretary, signed by not less than twelve Members.  Not less than 21 days notice of such meeting, stating its purpose, shall be sent to every Member.

c)      The business of the A.G.M. shall include:

i)       receiving and confirming (or amending as necessary) the Minutes of the preceding Meeting of the Show

ii)      receiving a report from the Chairperson on the Show’s activities over the year

iii)     receiving a report from the Treasurer on the finances of the Show

iv)     receiving a report from the independent financial examiner regarding the accounts

v)      ratify the appointment of a financial examiner for the forthcoming year

iv)     electing a President and Members of the Council and

v)      considering any other matter as may be decided and of which notice shall have been given in the Notice convening the meeting.

d)      All members shall be entitled to attend and vote at the Annual General Meeting of the Show.

e)      At least twelve Members must be present for the Annual General Meeting and any other General Meeting to take place.

f)       In the absence of the Chairman of the Show at any meeting the Members present may elect any Member to be Chairman for the purposes of the meeting.

g)      Voting shall be by show of hands unless prior to a vote being taken the meeting shall on a request being made have decided to vote by ballot.

14)    Minutes

   The Secretary of the Show shall enter in a book the Minutes of every Meeting of the Show and of every meeting of Council and the same shall be read, confirmed or amended as necessary and signed by the Chairman at the succeeding meeting.

15)     Alterations to the Rules of the Show

a)      Alterations to any of the Rules, Procedures & Protocols and Policies of the Show can only be made at an Annual General Meeting (AGM) or Extra General Meeting (EGM)

b)      Any Member wishing to propose an alteration to the Rules, Procedures & Protocols and Policies must send particulars to the Secretary to reach them by 15 September for inclusion in the Agenda of the Annual General Meeting

c)      Changes to the Rules, Procedures & Protocols and Policies must be agreed by the greater of twelve or at least two-thirds of those members present and voting at any Annual General Meeting.

16)    Liability to the Public and/or Exhibitors

a)      All visitors to premises being used by the Show accept that the Show its Officers, employees or servants shall have taken all reasonable steps to ensure the safety of such visitors while in or upon the premises, or while entering or leaving the same.

b)      All visitors to premises being used by the Show shall at all times exercise all reasonable care while in or upon the premises, or while entering or leaving the same. 

c)      It is the responsibility of the parent to ensure that children under the age of 16 shall be supervised by a responsible adult who shall be responsible for ensuring their safety and welfare at all times while in or upon the premises, or while entering or leaving the same.

d)      Neither the Show, its Officers, employees or servants shall be responsible to any person whatsoever while in or upon any property or premises being used by the Show, or while entering or leaving the same for any damage or loss howsoever caused to the property of any such person or for any injury, fatal or otherwise to any such person

e)      Exhibitors, the Public and all Stock handlers and Employees or servants shall be responsible for anything that may happen from any cause or circumstances whatsoever to exhibitors, their employees servants or any person visiting or attending a Show  through or by any animal or article exhibited at a Show and it shall be considered a condition of entry or admission to the Show Ground that each person shall hold the Show harmless, and that they shall indemnify the Show against any legal proceedings arising from any such case or circumstances

f)       Disclaimer of Liability

         All badges, tickets, car park labels and hospitality/sponsorship packages are sold subject to the Organisers reserving the right to refuse admission to the Showground and car parks to any person, or to withdraw permission at any time to remain on the Showground and car parks and shall not be required to give any reason for such action. Save for death or personal injury caused by the negligence of the organisers or anyone for whom they are responsible, neither the Show, nor any agent, employee or representative of these bodies accepts any liability for any accident, loss, damage, injury or illness to horses, owners, riders, grooms, spectators, land or any other person or property whatsoever, whether caused by their negligence, breach of contract or in any other way whatsoever.

17)     Disputes

a)      Any dispute or doubt arising on any question connected with the Show shall be referred to the Council whose decision shall be final

b)      No person shall be present at any meeting or sit on the Council, while any dispute relating to him or herself or any award in which they are interested is discussed, unless called in to answer any questions

18)      Dissolution

The Show may be wound up at any time if agreed by two-thirds (being not less than twelve in number) of those members present and voting at any General Meeting. In the event of winding up any assets remaining after all debts have been paid or provided for shall be given to another not for profit Show or charitable fund having similar objects to those of the Show.