Our Constitution

Walkers Lane Allotment Association Constitution.




1.         Name

            The name of the association shall be Walkers Lane Allotment Association (hereinafter ‘the Association’).

2.         Aims and Objectives

(i)            To exist as a not for profit organisation.
(ii)          To assist all members in the pursuit of gardening as a recreation including the provision of reasonable support to new gardeners on the site.
(iii)         To foster community fellowship and social relationships between Members, irrespective of age, gender, faith, race, ethnic origin, disability or sexual orientation.
(iv)         To affiliate the association and its members with the National Society of Allotment and Leisure Gardeners (NSALG).
(v)          To arrange third party liability insurance cover as a group policy for the allotment garden/plot of the association’s members as required under 17.1 of St.Helens Borough Council (Allotment Acts 1908-1950) Allotment Rules.
(vi)         To co-operate with St.Helens Council and the Council appointed Site Manager in the maintenance and development of Walkers Lane Allotments. The actual management of the site, including the issuing of tenancies, prevention of trespass, enforcement of tenancy agreements, disputes between tenants and maintenance of the infrastructure (fences, gates, and water supply etc.), is the responsibility of St.Helens Council.
(vii)        To maintain communication with members of the Association through meetings and via newsletters displayed on the notice board as well as utilising social media and cost free internet resources.



           
3.         Membership

(i)      Membership to the Association is open to all allotment holders, co-workers and friends of the Walkers Lane Allotment site and subject to payment of membership fee to the National Society of Allotment and Leisure Gardeners and their proportions of the insurance premium as in 2(v) above and meeting room hire. The Association however is not obliged to accept as a member a person whom it considers his/her conduct is prejudicial to the interests and objectives of the Association.  
(ii)          Membership to the Association. The Association year runs 01 April to 31 March. The cost of membership is currently £10.00 per member per association year and is paid in full at whatever point of that year a person joins.
(iii)         The amount of the annual fee for membership to NSALG, compliant insurance premium and proportion of the meeting room hire shall be calculated by 1st February annually. The figures used to calculate said fee shall be made available to all members upon request. The due date for payment shall be 30th March to allow the committee time to forward these fees onward to NSALG and the appropriate insurance company.
(iv)         The use of the term member within this constitution shall mean a fully paid up member whose membership has been approved by the committee.
(v)          The Committee may terminate or suspend the membership of any member,
 if in its opinion his/her conduct is prejudicial to the interests and objectives of the Association, PROVIDED THAT the individual member shall have the right to be heard by the Committee before the final decision is made.  There shall be a right of appeal to an independent arbitrator appointed by mutual agreement.

4.         Management Committee and Committee Meetings



(i)            The affairs of the Association shall be conducted by a committee of members elected at the annual general meeting.
(ii)          The committee shall consist of a Chairman, Secretary and Treasurer.
(iii)         No member shall hold more than one post on the committee.
(iv)         Committee members shall serve for a period of one year and shall retire each year
(v)          All members of the committee shall be eligible for re-election each year if they so wish.
(vi)         In the event of an office unexpectedly becoming vacant, the committee shall have the power to appoint a replacement from the paid-up members of the Association, to serve until the next Annual General Meeting.
(vii)        The Chairman (in their absence, or other Committee member appointed for the purpose of the meeting) shall chair all meetings of the Association and its Committee.
(viii)       The Committee shall meet to discuss issues relating to the Association, no less than once each quarter.
(ix)         The Secretary shall record the minutes of each meeting which will be available to all members for inspection at reasonable notice.
(x)          The Committee can also co-opt up to six extra members if this is felt to be in the interest of the Association as a whole (e.g. representation of a special interest group). Such members would serve until the next Annual General Meeting when they could stand for election if they desired.
(xi)         The Committee shall be accountable to the members at all times.
(xii)        All meetings must be minuted and available to any interested party.
(xiii)       All committee members shall be given at least seven (7) days’ notice of a meeting unless it is deemed an emergency meeting.

5.         Finance
(i)        Any money obtained by the Association shall be used only for the Association.
(ii)     Any bank accounts opened for the Association shall be in the name of the Association.
(iii)       Any cheque issued shall be signed by at least two nominated signatures.

(iv)       The Committee will ensure that the Association stays within the budget.


6. Annual General Meeting

(i) There will be an Annual General Meeting held in November of each year.
(ii) The business of the AGM shall include receiving a report from the Chairperson of the Association’s activities over the year.  Receiving a report of the last financial year’s accounts from the Treasurer on the finances of the Association and the election of the Committee for the ensuing year will take place.
(iii) At least 21 days’ prior notice shall be given by means of notice affixed to the notice board. This notice will state the time, place and subjects intended to be resolved at the meeting. Prior notification of any substantive motion that involves changes in the Association’s Constitution must be submitted in writing to the Chair at least 14 days before the meeting. Five members eligible to vote being in attendance shall constitute a quorum.  Voting Members wishing to have their views heard in their absence may submit these in writing to the Chairperson prior to the meeting. Subject to the quorum being met, decisions will be resolved by simple majority of the votes cast, by the eligible voting members present at the meeting. In the event of equal voting the Chair will have the casting vote.

7. Alteration of the Constitution

(i) This Constitution revokes all previous constitutions that may have been created by groups calling themselves Walkers Lane Allotment Association. 
(ii) Proposals for amendments to this constitution, or dissolution (see Clause 8) must be delivered to the secretary in writing.  The secretary in conjunction with all other officers shall then decide on the date of a forum meeting to discuss such proposals, giving at least four weeks (28 days) clear notice.
(iii) Any changes to this constitution must be agreed by at least two thirds of those members present and voting at any general meeting.

8. Dissolution

The Association may be wound up at any time if agreed by two thirds of fully paid members present and voting at any general meeting.  Any assets shall be returned to their providers, if they require it, or shall be passed to another association with similar aims. If the Committee, by a majority, decides at any time that it is necessary or advisable to dissolve the Association, it shall call an EGM. Written notice of such a meeting shall be not less than four weeks, and shall state the terms proposed for the dissolution and the reasons for the proposal.  In the event of a dissolution of the Association, all outstanding debts and liabilities will be cleared. The balance of any assets will then go to a charity, as decided by a majority of members at the time. No member of the Association shall gain from the dissolution of the Association.

9.    Adoption of the Constitution

This Constitution has been adopted by the majority of fully paid up members as of December 31st 2015.
            10th March 2016

Signed:

Paul Cooper............................................................................................. (Chair)


Iain Campbell .........................................................................................  (Secretary)


Phil Howell.............................................................................................  (Treasurer)



Dave Traverse ........................................................................................  (Member)

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