CONSTITUTION FOR THE HALL STREET ALLOTMENT ASSOCIATION
The name of the organisation shall be the Hall Street Allotment Association
(hereinafter called 'the Association').
The objectives of the Association are:
To encourage the development of horticulture and recreational activity within the area of benefit as a means of improving health, increasing self-confidence and reducing social isolation.
To provide a supportive environment with a range of activities in which to foster goodwill and community spirit and to work with others to advance the education of members.
To co-operate with other voluntary and statutory agencies in the furtherance of objects.
To invite or received funds by way of donation, subscription or otherwise provided that the Association does not undertake any permanent trading activities.
To do all such other legal things as shall further the objects of the Association.
Membership of the Association is open to all people of any race, sex or creed who support the objects of the Association upon payment of an annual membership fee.
Membership fees will be determined annually by the Committee and members who are three months in arrears will be deemed to have resigned their membership, although they may rejoin on payment of the arrears.
The Association Secretary shall keep a record of the membership of the Association.
The Committee reserves the right for good or sufficient reason to terminate the membership of any individual member or members provided that such a member or members have the right to be heard by the said Committee before a final decision is made.
4. Annual General Meeting:
The annual meeting of the Association shall be held in the month of April each year, or at such other time (not being more than 15 months after the preceding annual meeting) as the Committee shall from time to time determine.
At the annual meeting the business shall include:
Consideration of the Association annual accounts.
Election of Committee members for the following year.
Consideration of a report of the Associations activities during the previous year.
Discussion of any other matter of which the required 10 days notice has been given.
A special meeting of the Association may be held at any time at the request of the Committee or of at least six members of the Association.
The secretary shall give at least 21 clear days notice in writing to the members of the date of the meeting and the matters to be discussed.
The quorum at an annual meeting or special meeting shall be 15 members including at least two officers.
Matters shall be decided by simple majority.
All members shall have one vote but in the case of an equality of votes the Chairman shall have a second or casting vote.
5. The Committee:
The Committee is the body responsible for the management of the Association.
The Committee shall consist of no less than 4 or more than 15 persons elected from the membership of the Association.
Members of the Committee are elected annually at the Annual General Meeting and will hold office until the end of the following Annual General Meeting.
A member of the Committee may resign at any time by sending in a letter of resignation to the Secretary or the Chairman or will be deemed to have resigned by default should they not attend three consecutive meetings of the Committee without good or sufficient reason.
Casual vacancies on the Committee may be filled by the Committee by co-opting another member who will hold office until the end of the next Annual General Meeting.
6. Committee Procedures
The Committee shall meet not less than four times a year including the Annual Meeting.
A special meeting of the Committee shall be called at any time provided that at least 7 days notice of such a meeting has been given.
At the first Committee meeting following the Annual Meeting the Committee shall appoint from amongst their numbers a Chairman, Secretary and Treasurer and any other honorary officer as shall be deemed appropriate.
All questions arising at any meeting shall be decided by a simple majority. In the case of an equality of votes, the Chairman shall have a second or casting vote.
The Committee shall keep minutes of all decisions and proceedings and ensure the safe-keeping of all the Associations records.
The Committee may make rules to govern its activities and those of the Club provided that they are not inconsistent with the provisions of the constitution.
7. Nominations for Membership of the Committee:
Any member of the Association who is aged 18 years or over and not otherwise prohibited and wishes to stand for election to the Committee, must notify the Secretary in writing, at least 7 clear days before the Annual General Meeting.
All funds raised for or in the name of the Association shall be used solely to further the objects of the Association.
A bank account shall be opened in the name of the Association and all monies raised from whatever source shall be paid into this account.
There shall be three signatories to the bank account and any two from three of signatories must sign every cheque.
The Treasurer shall keep a record of all transactions and present regular reports to the Committee.
Once at least in every year the accounts shall be independently verified as required by statute.
9. Amendments to the Constitution:
The provisions of this constitution may be amended at an annual meeting by a resolution passed by a two-thirds majority of member’s present and entitled to vote.
Any such resolution must be notified to members at the same time as notification of the meeting and no resolution shall be passed which shall prevent the Association from pursuing strictly charitable purposes.
10. Waiting List:
The Committee have the right to close the waiting list if the numbers are perceived to be excessive, this number will be decided by the Committee.
With effect from 27th April 2014 it is not permissible to be a registered name on an allotment plot and also have your name on the waiting list.
The Association may be dissolved at a special meeting called for the purpose at which at least 21 clear days notice in writing shall have been given to members.
In the event of dissolution the Committee shall be responsible for the orderly winding up of the Associations affairs.
After the satisfaction of all debts and liabilities the Committee shall transfer any remaining funds and assets to such other organisation or organisations having objects similar to all or some of the objects of the Association.