Constitution of the Brackenhill Allotment Association

CONSTITUTION of the BRACKENHILL ALLOTMENT ASSOCIATION

RULES AND CONSTITUTION



NAME, OBJECTS AND POWERS

1 NAME

The name of the Association shall be Brackenhill Allotment Association.

2 OFFICIAL COMMUNICATIONS

Communications shall normally be received and signed on behalf of the Association by the Secretary or in the absence of the Secretary by the Chairman or Treasurer.

3 AIM OF ASSOCIATION

To assist all members in the pursuit of gardening as a recreation and promote health, education and community fellowship.

4 OBJECTS

(a) To actively cooperate with groups and organisations with a view to improving standards and facilities of the allotments.

(b) To improve the working relationship with Ackworth Parish Council as representatives of the landlords with the object of improving facilities, carrying out essential landlord maintenance, preparation of allotment gardens for letting, producing publicity about availability of allotments and early consultation on allotment matters e.g. proposed site changes, rent levels and reviewing the tenancy agreement which sets out responsibilities of the landlord and the tenant.

(c) To administer any distribution service, communal maintenance machinery and equipment including a seed scheme for members.

(d) To help new gardeners on the site in whatever way is appropriate including providing where possible introduction to a nearby experienced gardener with a view to special help during early months of tenancy.

5 POWERS

The Association shall have full power to do all things necessary or expedient for the accomplishment of its objects. No sectarian or party political questions shall be introduced into any meeting and no action of the Association shall be directed towards the propagation of political or religious doctrines, racial or gender discrimination or take part in any political party or religious denominational activities.

6 USE OF NAME

The name shall be mentioned in all business letters of the Association, notices, advertisements and other official publications of the Association and payments, cheques and orders for money or goods, purporting to be signed by or on behalf of the Association, and in all bills, invoices, receipts and letters of credit of the Association.




MEMBERSHIP

7 MEMBERS

The Association shall consist of Allotment & Leisure Gardeners within Ackworth Parish or of such other persons as the committee may admit to membership.

8 SUBSCRIPTION

Members will be required to pay such annual subscription as may be determined by Ackworth Parish Council acting on behalf of the landlord. Payment will be due on the first day of February each year.

9 RULES & CONDITIONS

Members will be required to sign an agreement whereby an undertaking will be made to abide by the Association Rules & Conditions in association with Ackworth Parish Council.


10 CESSATION OF MEMBERSHIP

A member shall cease to be a member in the following eventualities:
(a) The member’s death as per rules of the Association
(b) The member’s resignation
(c) The non payment of the annual subscription thereof for a period of two months after has become due
(d) The expulsion of a member under Rule 11.

11 EXPULSION OF MEMBERS

The procedure for the expulsion of a member will be:
1 A member identified for conduct detrimental to the Association or for persistent abuse of the Rules & Conditions of the
Association will be given at least two weeks notice that at the next meeting of the Committee of Management the
conduct in question will be discussed. The member will be invited to attend the meeting to present his/her case.
2 The Committee of Management may, by a vote of two thirds of the members present and entitled to vote, recommend
that 28 days notice be granted to the member to rectify the problem.
3 If after 28 days the problem is not rectified the matter will be passed onto the Clerk of Ackworth Parish Council who
will write to the member with an expulsion notice.
4 The member will have a right of appeal by writing to Ackworth Parish Council.
5 If after 3 months from the allocation of a plot new garden holders have failed to cultivate their plot to the satisfaction of
the Management Committee.

12 LIST OF MEMBERS

The Committee of Management shall allocate the keeping of a membership list updated annually by a designated Membership Secretary in which shall be entered the name, address and, if possible, the telephone number of the member. It is in the member’s own interest to notify any change of address to the Secretary.


COMMITTEE OF MANAGEMENT AND OFFICERS

13 GOVERNANCE

Governance of the Association shall be vested in the General Meetings.

14 MANAGEMENT

Day to day management of the Association shall be delegated to the Committee of Management.

15 COMMITTEE OF MANAGEMENT

The Committee of Management must be members of the Association and shall consist of a Chairman, Secretary, Treasurer and 4 Committee Members or such number as may be determined at the Annual General Meeting. In addition Ackworth Parish Council can nominate one of their members to be a member of the Committee of Management.

16 ELECTION

The Committee of Management will be elected from members of the Association at the Annual General Meeting and will take office at the end of the Annual General Meeting at which elected until the end of the next Annual General Meeting.

17 MID TERM VACANCIES

The Committee of Management may fill any vacancy arising during the year from within its members. Applications for any new members needed on the committee of Management will be advertised on the allotment notice board.

18 CO - OPTION

The Committee of Management may co-opt any member to the Committee to assist in its work. Such co-opted members will be non voting and not count towards a quorum.

19 POWERS OF COMMITTEE

The Committee of Management shall have full power to supervise and manage the day to day work of the Association according to the Rules and Conditions for the purpose of accomplishing its objectives.

20 ATTENDANCES

Any Committee of Management member who has failed to attend three meetings in any year for any reasons unacceptable to the Committee will cease to be a Committee member.

21 REMOVAL FROM COMMITTEE

The Committee of Management may remove any officer or committee member from the Committee by a simple majority following an open discussion of the issues which includes the individual member’s opportunity to put his/her point of view. If required the vote may be a secret vote but the voting numbers will be recorded in the minutes.




22 FREQUENCY OF MEETINGS

The Committee of Management will meet monthly or more frequently if required by decision of the Committee.

23 QUORUM AT COMMITTEE MEETINGS

A quorum for meetings of Committee of Management shall be 4 or such other number as may be agreed at the Annual General Meeting.

24 EMERGENCY ACTIONS

The Chairman with at least two other members of the Committee of Management may take any executive emergency actions required where it is not practicable for the business to be decided upon at a regular or special Committee meeting. Details of the action will be reported and recorded at the next meeting of the Committee of Management.

25 CONDUCT OF MEETINGS

At all meetings of the Committee every question shall be decided by a majority of votes and if the votes are equal the Chairman shall have a casting vote in addition to his/her vote as a member. In the absence of the Chairman an acting Chairman elected at the meeting shall preside for that meeting.






FINANCE

26 FINANCIAL RECORDS

The Treasurer will keep in date order a record of all income and expenditure related to the Association’s financial transactions and all expenditure must be supported by a supplier’s receipt or appropriate voucher which shows the date of expenditure and the total amount. The purpose for which payment was made shall be agreed by the Committee of Management. Receipts for membership fee income will be given recording the date paid and the name of the member. This receipt will be proof of membership.

27 BANKING

The Treasurer shall open a cheque book account with a bank or building society in the name of the Association. Payments by cheque shall require any 2 authorised signatures – Chairman, Secretary, Treasurer.

28 ANNUAL ACCOUNTS FORMAT

An audited simple Income and Expenditure account and a balance sheet shall be made available at the Annual General Meeting of the Association.

29 LOANS & BORROWING

Loans, borrowing or other credit arrangements will require a specific decision at a Committee of Management, Special or Annual General Meeting before any contractual transaction is entered into. Ackworth Parish Council will not accept any responsibility for any transaction entered into.

30 REPORTS TO COMMITTEE

The Treasurer shall make a verbal report at each meeting on income and expenditure and liabilities up to the Friday before the meeting and make available at the meeting the most recent bank statement. The Treasurer’s verbal financial report shall be recorded in the minutes.

31 SPECIAL EXPENDITURE

When special projects are considered they will be costed as far as possible and the Treasurer will advise the Committee on possible ways of funding.

32 FINANCIAL ADVICE

Where the Association requires financial advice outside the normal experience, the Treasurer shall seek what professional advice is required and advise the Committee.












ANNUAL GENERAL MEETINGS

33 ANNUAL GENERAL MEETINGS

The Annual General Meeting shall be held in February each year at such time as the Committee of Management shall deem appropriate. At least twenty eight days notice will be given.


34 AGENDA ITEMS

The Annual General Meeting notice will state the business to be transacted at the meeting. No other business than that stated in the notice shall be transacted. Additional agenda items can be submitted by members but must be notified in writing to the Secretary 14 days prior to the meeting.

35 NOTICES OF MOTIONS

A motion or motions must be notified in writing to the Secretary 14 days prior to the meeting signed by the proposer(s) and seconder(s). Acceptance of a motion must have three quarters majority of those attending the meeting.

36 CHANGES IN RULES

Changes in rules must be notified in writing to the Secretary 14 days prior to the meeting signed by the proposer(s) and seconder(s). Changes or amendments to rules must have a three quarters majority of those attending the meeting. Ackworth Parish Council will then be informed and they will decide whether the new rule can be implemented.

37 VOTING

Every member present at the Annual General Meeting and not otherwise disqualified shall have one vote and where the votes cast on any matter are equal then the Chairman shall have the casting vote in addition to his/her vote as member.

38 PRESIDING OFFICER AT THE ANNUAL GENERAL MEETING

The Chairman of the Committee of Management shall preside. In his/her absence an Acting Chairman elected at the meeting shall preside.

39 QUORUM AT THE ANNUAL GENERAL MEETING

A quorum at the Annual General Meeting shall consist of 7 members excluding the Committee of Management.

40 DISCUSSION AT THE ANNUAL GENERAL MEETING

No political or sectarian issue shall be raised or discussed.

41 SPECIAL GENERAL MEETING

A Special General Meeting shall be held whenever the Committee of Management thinks expedient or whenever a written requisition for such a meeting by 7 members is delivered to the Secretary. A Special General Meeting shall be convened by Committee of Management within 28 days of receipt of request. Should the Secretary fail to convene the meeting the members signing the requisition may convene such meeting by giving such notice themselves. Voting at a Special General Meeting shall be as for an Annual General Meeting.


RULES AND CONDITIONS OF THE ASSOCIATION


42 COPIES OF RULES AND CONDITIONS

A copy of the Rules and Conditions of the Association shall be delivered free by the Secretary to every member on joining and on demand and the Committee of Management shall provide the Secretary with sufficient copies of the said Rules and Conditions for this purpose.

43 MEMBERSHIP OF NSALG

The adoption of the Constitution and Rules and Conditions of the Association shall constitute an agreement to apply for affiliation to the National Society of Allotment & Leisure Gardeners Ltd. All garden holders must agree to be members of NSALG and to contribute towards public liability insurance.