CONSTITUTION, RULES,
NAME, OBJECTIVES AND POWERS
NAME
The name of the association shall be
KENILWORTH ALLOTMENT TENANTS ASSOCIATION
OFFICIAL 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
AIM OF THE ASSOCIATION
To assist all members in the pursuit of allotment gardening as a recreation and promote health, education and community fellowship.
OBJECTIVES
To actively cooperate with groups and organisations with a view to increasing the provision of allotments.
To establish working relationship with Kenilworth Town Council as landlords
To work towards improving facilities and carry out essential maintenance.
To build links with the local community and similar organisations.
POWERS
The Association shall have full power to do all things necessary or expedient for the accomplishment of its objectives. No sectarian or party political questions shall be introduced into any meetings and no action of the association shall be directed towards the propagation of political or religious doctrines, racial, gender or other discrimination.
MEMBERSHIP
The association shall consist of allotment gardeners, at the time of commencement of the tenancy, resident within the town of Kenilworth defined as households paying the Town council precept.
SUBSCRIPTIONS
Members will be required to pay such annual subscription as may be determined by the Annual General Meeting as part of the Treasurer’s report and included in the agenda convening the meeting.
CESSATION OF MEMBERSHIP
A member shall cease to be a member in the following eventualities:
The member’s death. In the case of joint tenants the surviving tenant will become the member.
The member’s resignation.
The non payment of annual subscription thereof for a period of forty days after it has become due.
If it appears to the committee that the tenant not less than three months after the commencement of the tenancy has not complied with the rules affecting the allotment. The committee may terminate the tenancy by giving one months notice in writing.
The expulsion of a member for conduct detrimental to the association and or its members.
8.1Appeals process
If a member does not agree with the committee's decision to terminate the tenancy or expel, the member may resort to the appeals process. This will involve the circumstances resulting in the decision being heard by persons independent of the association such as town councillors or committee members from another association. The member will have the opportunity to put their point of view.
LIST OF MEMBERS
The committee of management shall allocate responsibility for the keeping of an alphabetical membership list (updated annually) to the association Secretary in which shall be entered the following:
Name, address and telephone number.
Date of joining and leaving.
Date of receipt of joining subscription and annual renewal subscription.
Any member may see the entry in respect of themselves recorded in the official list of members and in their own interest must notify any change of address.
GOVERNANCE AND DAY TO DAY MANAGEMENT
Governance of the association shall be vested in the General meetings.
Day to day management shall be delegated to the committee of management.
COMMITTEE OF MANAGEMENT AND OFFICERS
11.1 COMMITTEE OF MANAGEMENT
The committee of management must be made up of members of the association and shall consist of a Chairman, Vice Chairman, Secretary, Treasurer and at least six other members. Spring lane and Beehive hill sites must be represented by a minimum of one member from each site.
11.2 ELECTION
The committee of management will be elected 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.
11.3 MID–TERM VACANCIES
The committee of management may fill any vacancy arising during the year. Members appointed will be full voting members of the committee and count towards a quorum.
11.4 PRESIDENT AND HONORARY VICE PRESIDENTS
The Annual General Meeting may elect a President and/or Honorary life President as may be required. These offices will be honorary and nonvoting unless the office holder is a member with normal voting rights.
11.5 CO-OPTION
The committee of management may co-opt any member or non member to the committee to assist in its work. Such co-opted members will be nonvoting and not count towards a quorum.
11.6 POWERS OF COMMITTEE OF MANAGEMENT
The committee of management shall have full power to supervise and manage the day to day work of the association according to the rules for the purpose of accomplishing its objectives.
11.7 REMOVAL FROM COMMITTEE OF MANAGEMENT
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 opportunity for the individual member to put their point of view. If required the vote may be a secret vote but the voting numbers will be recorded in the minutes.
11.8 FREQUENCY OF MEETINGS
The committee of management will meet quarterly or more frequently if required.
11.9 QUORUM AT COMMITTEE MEETINGS
A quorum for meetings of committee of management shall be 6 or other such number as may be agreed at a General Meeting.
11.10 EMERGENCY ACTIONS
The Chairman and/either the Secretary or Treasurer 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.
11.11 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 the casting vote in addition to his/her vote as a member. In the absence of the Chairman, the Vice Chairman or an acting Chairman elected at the committee meeting shall preside for that meeting.
FINANCE
12.1 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, the total amount and the purpose for which payment was made. Receipts for membership fee income will be given, recording the date paid, duration of membership fee to 29th September and the name of member. This receipt will be proof of membership.
12.2 BANKING
The Treasurer will keep open a cheque book account with a bank or building society in the name of the association. Payments by cheque shall require 2 authorised signatures from - Chairman, Secretary, and Treasurer.
12.3 ANNUAL ACCOUNTS FORMAT
If no other activity is envisaged then a simple Income and Expenditure account and a balance sheet will suffice. In the event of other activities needing to be presented separately e.g. shows, trading activity then a separate simple sub account will be introduced with the agreement of the committee.
12.4 REPORT TO COMMITTEE
The Treasurer shall make a report at each meeting on income and expenditure and liabilities.
12.5 PRESENTATION OF ACCOUNTS
The Treasurer shall close the annual account on 29th September each year and prepare income and expenditure statements and a balance sheet for circulation at the association’s Annual General Meeting.
12.6 MEMBERSHIP FEE / RENT
The Treasurer will advise the Annual General Meeting of any changes required in membership fee/rent and the AGM will consider and decide on the membership fee/rent.
GENERAL MEETINGS
13.1 ANNUAL GENERAL MEETINGS
The annual general meetings shall be held at such times as the committee of management or a general meeting shall determine as soon after accounts are completed as is convenient.
13.2 SPECIAL GENERAL MEETING
A special general meeting shall be held at such times as the committee of management or general meeting thinks expedient or whenever a written requisition for such meeting by 5 members is delivered to the Secretary. A Special General Meeting shall be convened by the committee of management within 4 weeks of receipt of request.
13.3 NOTICE OF GENERAL MEETING
At least 1 month’s notice of every General meeting to be given by placing on all notice boards a notice stating the business to be transacted at such meeting.
13.4 AGENDA ITEMS
Agenda items must be notified in writing to the Secretary 14 days prior to the meeting.
13.5 NOTICES OF MOTIONS
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).
13.6 VOTING AT GENERAL MEETINGS
Every member present at General Meeting and not otherwise disqualified shall have one vote there will be one vote per tenancy in the case of joint tenants. Where the votes cast in any matter are equal then the Chairman shall have the casting vote in addition to his/her vote as a member.
13.7 PRESIDING OFFICER AT GENERAL MEETINGS
At all General meetings a Chairman elected at the meeting shall preside.
13.8 QUORUM AT GENERAL MEETING
A quorum shall consist of six members in addition to committee members.
RULES OF THE ASSOCIATION
14.1 COPIES OF RULES
Copies of rules of the association shall be delivered free to every member on joining and thereafter on demand subject to a payment of a sum not to exceed £1.00
14.2 AMENDING RULES
The rules may be amended by resolution of a three quarter majority of those attending a General Meeting called for that purpose.
DISSOLUTION OF THE ASSOCIATION
The Association may at any time be dissolved by the consent of three quarters of the members, testified by their signatures to an instrument of dissolution. An EGM will be called to decide what is to happen to any assets and residual cash after the payment of expenses. The Instrument of dissolution will clearly set out what is to happen to any assets and residual cash after payment of expenses. Cash may be lodged with the National Society of Allotment and Leisure Gardeners H/Q office and held against any reformation of a successor association.
SIGNED AT THE GENERAL MEETING DATED: 17th October 2019 ___________________________
CHAIRMAN VICE CHAIRMAN
Chris Coton Peter Hayes
SECRETARY TREASURER
Lily Brownjohn Phil Jordan
