Picture of Flowers

Constitution

This is Pill in Bloom’s current constitution wording. The constitution was drafted in October 2025, signed by three trustees in February 2026 and formally adopted at the Set Up meeting on 3rd March 2026.

PILL IN BLOOM CONSTITUTION (2025)

1. NAME

The name of the organisation shall be PILL IN BLOOM (the Society)

PILL IN BLOOM is a voluntary RHS Affiliated Society set up to maintain flower beds, planters and hanging baskets within the Parish of Pill & Easton-in-Gordano.

The objectives of PILL IN BLOOM are:

  1. To manage the sites in ways that maintain and, if feasible, increase the biodiversity of the site;
  1. To promote public awareness of the value and importance of the sites;
  1. To encourage the public to enjoy and assist in the management of the sites;
  1. To liaise with individuals and organisations;
  1. To raise funds to pay for equipment, services and expenses in furtherance of these aims.

2. MEMBERSHIP

The Society is committed to treating all people equally and with respect irrespective of their age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.

Membership shall be open to all people over the age of 18 who support the aims of Pill in Bloom as follows:

  1. Active Members. Members who take an active part in the management and maintenance activities within the Parish and can enjoy the RHS Affiliated Society benefits.
  1. Persons under the age of 18 can be Associate Members. They would have no voting rights at meetings and cannot serve as committee members.

A register of members shall be maintained. Members will be contacted annually to be asked whether they wish to remain members. If they ask to relinquish their membership or if no reply is received, they shall cease to be members and all their details will be removed from the register.

The trustees may remove a person’s membership if they believe it is in the best interests of the Society. The member has the right to be heard by the trustees before the decision is made and can be accompanied by a another active member.

3. ANNUAL GENERAL MEETING - AGM

  1. The AGM must be held every year, with 14 days’ notice given to all members telling them what is on the agenda. Minutes must be kept of the AGM.
  1. There must be at least 3 members present at the AGM.
  1. Every member has one vote.
  1. The trustees shall present the annual report and accounts.
  1. Any member may stand for election as a trustee.
  1. Members shall elect at least 3 trustees to serve for the next year. They will retire at the next AGM but may stand for re-election.

4. MANAGEMENT

  1. The management of Pill in Bloom and its property shall be the responsibility of a managing committee of trustees, hereinafter referred to as the Committee.
  1. Trustees must hold at least 3 meetings each year. At their first meeting after the AGM they will elect a chair, treasurer and secretary. Trustees may act by majority decision.
  1. At least 3 trustees must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
  1. If trustees have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
  1. During the year, the trustees may appoint up to 2 additional trustees. They will stand down at the next AGM.
  1. The trustees may make reasonable additional rules to help run the society. These rules must not conflict with this constitution or the law.

5. FINANCES

  1. The Treasurer shall be responsible for the management of the Society’s’ finances.

    A bank account shall be maintained on behalf of the group at a bank agreed by The Committee.

    There shall be at least three signatories to the account (so that there are always two available to authorise payments). Each transaction will require two signatures (cheque payments) or documented agreement between two signatories (electronic payments).

    Records of income and expenditure shall be maintained by the Treasurer and a financial statement given at each Committee meeting.

    An annual statement of accounts shall be presented to the Annual General Meeting. All money raised by the Society shall be spent solely in support of the Aims of the Constitution. The accounts shall be checked annually by an independent person.
  1. Trustees cannot receive any money or property from the Society, except to refund reasonable out of pocket expenses.

6. GENERAL MEETINGS

If the Trustees consider it is necessary to change the constitution, or wind up the Society, they must call a General Meeting so that the membership can make the decision. Trustees must also call a General Meeting if they receive a written request from the majority of members. All members must be given 14 days’ notice and told the reason for the meeting. All decisions require a two thirds majority. Minutes must be kept.

  1. Winding up - any money or property remaining after payment of debts must be given to a charity or society with similar purposes to this one.
  1. Changes to the Constitution - can be made at AGMs or General Meetings. No change can be made that would make the organisation no longer an RHS Affiliated Society.
  1. General Meeting - called on written request from a majority of members.
  1. Trustees may also call a General Meeting to consult the membership.

7. SETTING UP THE SOCIETY

This constitution was adopted on _____________ 20___ by the people whose signatures appear below. They are the first members of the Society and will be the trustees until the AGM, which must be held within one year of this date.