1. Name
1.1 The name of the Association shall be the Leapool Allotment Association (hereinafter referred to as “the Association”).
2. Aims and objectives
2.1 To ensure that the objectives of the Association are met and procedures / policies are implemented for the benefit of all, irrespective of their Age, Disability, Race Colour, Religion or Gender.
2.2 To promote the interests of all members in their gardening activities, including co-operating with other gardening associations in matters of mutual interest.
2.3 To use the allotments as an educational tool by encouraging young people to garden and forming active links with local schools/youth clubs.
2.4 To conduct negotiations with the land owner on all matters relating to the allotments.
2.5 To take action to protect members and their plots against damage, trespass and theft.
2.6 To take such steps as might be required by the local authority for the good management and cultivation of the allotments.
2.7 To promote environmentally friendly practice by encouraging sustainable gardening.
3. Locality
3.1 The locality shall be the allotment land at Leapool, Arnold in the Borough Council of Gedling and in the County of Nottinghamshire.
4. Membership
4.1 All persons leasing gardens in the locality shall be admitted to membership provided they agree to abide by this constitution and any conditions of membership imposed by the Association on payment of an annual subscription.
4.2 The annual subscription shall be agreed by members at a general meeting.
4.3 A member shall automatically cease to be a member in the event of his failing to pay the full subscription by the due date.
4.4 However, any such member shall be re-admitted to membership on payment by him/her of any arrears and the subscription due.
4.5 All members shall be resident within the boundaries of Gedling Borough Council; however tenants already on site who live outside the Borough boundaries at the signing of this Constitution shall remain as tenants but shall not be able to take advantage of any concessions made by the Borough Council.
4.6 Associate members shall be those persons who are not named as members of Leapool Allotment Association (or their family) but who work with the Plot holder. There shall be no more than one Associate member nominated for each plot although this may be varied by the Committee in exceptional circumstances. Associate Members will pay the same annual subscription as Full members and be entitled to the same benefits such as discount schemes and insurance protection. An associate member cannot vote at the Annual General Meeting but may sit as a general member on the Committee of the Association.
4.7 The committee shall have the right for good and sufficient reason to terminate the membership of a member provided that the member shall have the right to be heard by the committee before the decision is made.
5. Management
5.1 The Management of the Association shall be invested in a Committee consisting of members whose duty it shall be to carry out its general policy and to provide for the administration, management and control of arrears of the Association. The committee shall consist of the following:
- At least eight and not more than twelve persons excluding those who are co-opted
- Not more than two members co-opted by the Committee.
5.2 The election of members of the Committee and the officers shall be held at the Annual General Meeting of the Association.
5.3 Nominations shall be in writing to the Secretary and shall state the position to be held on the Committee. Nominations shall close at a time decided by the Committee and previously announced by the Secretary.
5.4 The officers of the Association, that is the Chair, Treasurer, Secretary shall be elected before the election of the Committee members.
5.5 Members of the Committee shall take office at the first meeting of the Committee after the Annual General Meeting and there shall be at least three committee meetings a year.
5.6 Special Committee meetings shall be called at any time by the Chair or by any two members of the Committee upon seven clear days notice being given to all the other Committee members and of all matters to be discussed.
5.7 At Committee meetings matters shall be decided by a simple majority of votes by the Committee members present. In a case of equality of votes, the Chair shall have a casting vote. The quorum of any Committee meeting shall be three or one third of the Committee whichever is the greatest.
5.8 The proceedings of the Committee shall not be invalidated by any defect in the appointment, election or co-option of a Committee member.
5.9 Any casual vacancy on the Committee may be filled by a member appointed by the Committee.
5.10 The members of the Committee, members co-opted by the Committee and any member appointed by the Committee to fill casual vacancies shall hold office until the next meeting of the Committee after the Annual General Meeting.
5.11 The Secretary shall take minutes of the Committee meetings and ensure they are kept and circulated.
5.12 The Borough Council shall have the right to nominate one of their officers to serve on the Committee of the Association.
6. Meetings
6.1 The financial year of the Association shall end on the 31st March in each year.
6.2 A General Meeting of the Members of the Association shall be convened as soon thereafter as possible for the purpose of receiving the Annual report and the accounts of the Association and the election of the Committee for the ensuing year and to consider any business as might be necessary.
6.3 At least 14 days clear notice shall be given in writing by the Secretary to the members and such notice shall include the date, time and place of the meeting and the nature of the business to be transacted.
6.4 There shall be a quorum when one third of members or 33 members, whichever is the least, are present.
6.5 A Special General meeting of the Association shall be convened at any time by a Resolution of the Committee or upon a requisition signed by one quarter or more of the members of the Association, stating the object of the meeting.
6.6 A meeting held on such a requisition shall be called by the Secretary and the Secretary shall give to all the other members 14 days notice of such a meeting.
6.7 There shall be a quorum when one third of the members or 33 members, whichever is the least, is present.
6.8 The Chair of the Association shall be the Chair of the Committee or General Meeting at which s/he is present. In his/her absence the Committee shall elect a Chair.
6.9 The Chair of the meeting shall hold the casting vote.
6.10 The accidental failure to receive notice by any member shall not invalidate the proceedings of any General meeting.
6.11 All members shall be entitled to attend and speak at General meetings and each member shall have one vote.
7. Finance
7.1 The Committee shall open banking a banking account in the name of the Association and all monies received from any source, on behalf of the Association, shall be paid into such account. Cheques shall be signed by any two of three signatories.
7.2 All the income of the Association shall be applied solely towards its objects and no portion thereof shall be paid or transferred in any way to any Committee member or members.
7.3 Nothing shall prevent payment of out-of-pocket expenses to members or Committee members incurred in the course of the work of the Association.
7.4 All proper costs, charges and expenses incidental to the management of the Association may be defrayed out of funds of the Association.
7.5 The Treasurer shall keep account of all monies received and expended on account of the Association and shall present such accounts at its Annual General Meeting.
7.6 Two auditors shall be appointed who are not members of the Committee to examine the accounts and report thereon to the Annual General Meeting.
8. Powers of the committee
8.1 All matters not provided for in this constitution relating to the Association and not involving any amendments to this constitution may be dealt with by the Committee.
9. Appointment of trustees
9.1 The Association will have no fewer than two and no more than four Trustees at any given time.
9.2 The Trustees will be appointed by a quorate meeting of the committee. The membership will be informed of the names of the Trustees as soon as is reasonably possible and no more than one calendar month after the appointments are made.
9.3 All members are eligible to be appointed as Trustees.
9.4 The Trustees will be responsible for signing the lease for the allotment land on behalf of the Association. The Trustees will also be responsible for upholding the terms of the lease.
9.5 To confirm the terms of the lease are being followed, at least one Trustee must be in attendance at every committee meeting.
9.6 An individual may be removed from the role of Trustee in the following ways:
- Following the death of the individual.
- Where the Trustee voluntarily retires.
- By a two thirds majority vote by the members at an AGM or EGM.
- Following the dissolution of the Association.
10. Alteration to the constitution
10.1 Any proposed alterations to the constitution relating to matters affecting the objects, amendments and dissolution provision may be made only by a resolution of the members in a General meeting with a two thirds majority of the votes cast.
11. Dissolution
11.1 The Association may at any time be dissolved by a resolution passed by a three quarter majority of those present and voting at a meeting of the Association.
11.2 At least 21 clear days notice stating the intention to put forward such a resolution shall have been sent to all members of the Association.
11.3 If any assets remain after the satisfaction of all debts and liabilities, such assets held in the name of the Association shall be transferred to such other organization as shall be chosen by the members for that purpose, having objects similar to some or all of the objects of this Association.
This constitution was agreed and adopted by members at the general meeting held on 14th January 1993.