Stratford-upon-Avon in Bloom is a dedicated group of volunteers.
The Committee was first formed in the 1970s and works with local
authorities, local businesses and residents to enhance the beauty of
Stratford-upon-Avon through floral features and gardens, both public and
Stephanie Lester - Chair
John Elliot - Treasurer
Miriam Dow - Secretary
Cllr John Bicknell - Mayor & Honorary President
Cllr Jenny Fradgley - Stratford-upon-Avon Town Council
Cllr Charles Bates - Stratford-upon-Avon Town Council
Steve Felix - Blenheim Nurseries / Planting Contractor (non-voting)
Joe Baconnet - Stratforward Business Improvement District (non-voting)
Craig - Stratford-on-Avon District Council (non-voting)
Stratford in Bloom Constitution
1. Corporate Status
Stratford-upon-Avon in Bloom Ltd (hereinafter ‘SiB’) is a Registered
Company Limited by Guarantee with the Registered Company Number 9321530.
It is an independent community group, known colloquially as ‘Stratford
in Bloom’, acting in cooperation with Stratford-upon-Avon District
Council (hereinafter ‘SDC’). The company has a board of four directors
who take instructions from the elected committee.
The objectives of SiB shall be:
- To enhance and improve the visual attraction of Stratford-upon-Avon
by encouraging the cultivation of plants and flowers in gardens.
- To encourage businesses to improve the working environment by the
addition of floral displays and sustainable planting in the precincts of
- To promote communal engagement with horticultural activities and projects within its locality.
- To offer advice and support to residents, schools, community groups
and businesses in relation to their development of floral display.
- To develop an annual programme of public floral display in areas identified and facilitated for SiB responsibility by SDC.
- The public floral display areas identified in 2.e) will hereinafter be referred to as the SiB Floral Display Assets.
- To encourage schools to engage with SiB and hence to contribute to
the education of young people in the town in an appreciation of their
- To promote wider understanding of related environmental and conservation aspects.
- Develop public awareness of SiB and the benefits thereof.
All activities undertaken by SiB are designed to promote fulfilment of the above Objectives and include:
- Organising and managing the annual SiB Local Floral Competition for residents and businesses of the town.
- Involving local schools and nurseries in the SiB Local Floral
Competition in ways that link to the appropriate areas of the National
- Seeking sponsorship from local businesses or individuals for the SiB Floral Display Assets.
- When deemed appropriate by SiB, to aid and manage entry into the annual RHS ‘Heart of England in Bloom’ competition.
- Holding of special functions to promote the competitions in 3.a) and
3.d) and to inform and educate attendees, including, but not
exclusively, a SiB Coffee Morning in spring and the Presentation Evening
- Taking any other suitable opportunity for the furtherance of the Objectives.
- The policies and activity programme of SiB are determined and
managed by a Committee consisting of a maximum of 15 people, including
Officers, all of whom have one vote each at meetings except any
representatives as stated in see 4.f).
- The members of the committee are elected each year at the Annual General Meeting.
- All members of the Committee are unpaid volunteers with the exception of the Secretary who receives an honorarium.
- Membership of the Committee is by invitation and all members must
embrace the Objectives and Activities of SiB and work to help achieve
There shall be four Officers on the
committee who are elected annually at the AGM with the exception of the
Chairman who will remain in office for 3 years with an option to stand
for a further 2 years. The other Officers shall serve for one year but
shall be eligible for re-election:
- Chairman who will preside and have the casting vote
at Committee meetings, AGMs and Extraordinary General Meetings (‘EGMs’)
and ensure that decisions are reached.
- Vice-Chairman assume the duties of the Chairman should he or she not be available.
- Secretary who shall take minutes of all meetings
and otherwise ensure discussions are recorded and communicated to the
Committee; send out calling notices for Committee meetings, the AGM and
any EGMs; deal with any correspondence & other SiB administrative
- Treasurer who will keep the Society’s finances in
order; keep records of all financial transactions of SiB including
preparing annual accounts and running the bank account(s).
5. In addition to the voting members of
the Committee, representative(s) of other, relevant organisations may be
invited to attend monthly Committee meetings in an advisory, non-voting
capacity, including but not exclusively:
- Horticultural contractor working on behalf of SDC
- Horticultural contractor working on behalf of SiB
6. The Committee shall invite the
incumbent Mayor of Stratford-upon-Avon to to hold the position of
President of SiB for the following 12 months. The Mayor shall have full
voting rights on the committee whilst assuming position as President.
7. The Committee may fill any vacancy that occurs by co-opting any suitable person for the remainder of the current year.
8. An elected member who fails to attend 3
consecutive committee meetings without tendering an apology, giving
reasons for non-attendance, will be contacted by the Chairman and asked
whether or not they wish to remain on the committee. The Chairman will
then report back the outcome of any discussions at the next scheduled
committee meeting. A decision on the merits or otherwise of the member
remaining on the committee will then be taken.
- The AGM to be held on the first Thursday in June each year. The
date, time and location of the AGM to be notified to each member and all
involved organisations at least 10 days before the meeting.
- At the Annual General Meeting the Chairman will present a report outlining the activities of SiB in the previous year.
- Committee meetings to be held on the first Thursday of each month,
excluding December & January. A meeting in either of those months
may be called at the Chairman’s discretion if required.
- A meeting (whether a Committee meeting, AGM or EGM) may only be held
if a quorum of members is achieved. A quorum is to be one-third of the
elected Committee members at the time of the meeting.
- Officers may, collectively, make decisions on essential matters
between meetings, as deemed necessary. If costs are involved then a
£1,000 limit must not be exceeded.
- SIB to open a bank account to hold funds secured for the express
purposes of furthering the aims and objectives. All monies secured by
SIB to be paid into this account. There will be three signatories
appointed, including the Treasurer and Chairman. Cheques will be
authorised by two of the listed signatories.
- Online banking may be used with an upper limit on any single transaction of £10,000.
- A financial statement representing SiB’s financial position to be
audited annually and presented by the Treasurer at the AGM for approval.
- The auditors of the SiB accounts to be appointed by election at the AGM.
- The Secretary’ s honorarium to be set, each year, at the AGM.
7. Appointment of Contractor
The Committee will appoint an approved horticultural contractor to
carry out the planning, planting and maintenance of the SiB Floral
Display Assets to an agreed schedule.
The contractor to be chosen by the Committee and advised of their appointment by 31st December. The committee will request a minimum of three quotations from which the contractor will be chosen.
The contracted period to be five years from 1st April in the first year to 31st March in year five.
An option will exist for either SiB or the contractor to withdraw
from the contract at the end of year three should either side not be
happy in continuing with the arrangement.
At the end of the five years the quoting process shall take place again.
A representative of the appointed contractor to be invited to attend
all Committee meetings and the AGM. The representative, or anyone from
the company they represent, may not be elected onto the Committee and
their attendance to be in a non-voting, advisory capacity only.
In order to bring the existing contractor’s contract (at time of
writing) into line with that of Immediate Solutions, this contract will
be extended for a four-year period commencing April 1st 2017 and ending 31st March 2021. A two-year break clause will be written into this extended contract period.
The Constitution of SiB may be amended or revoked by a resolution of a
two-thirds majority of the Committee members present and voting at the
AGM or at an EGM called with the full knowledge of all Committee members
with at least 10 days notice.
SiB may only be dissolved upon a resolution to that effect by a
two-thirds majority of those Committee members present and voting at an
AGM or at and EGM called for the purpose.
Following a resolution to dissolve, the Officers of the Committee
shall take appropriate action to use remaining funds and assets to
discharge any and all debts and liabilities of the group.
Any remaining funds and assets (or their liquidated value) shall be
donated to Stratford Town Council to be used for the sole purpose of
providing plants for display in Stratford-upon-Avon, and for no other
This Constitution was updated by the Committee on 11th May 2018.