1. Name
The name of the group shall be Forest Farm Leisure Allotments Society
2. Aim
To improve the green space generally known as Forest Farm Allotments
3. Objectives
The group will fulfil the aim by:
* Promoting the enjoyment and well-being of the plot-holders of the allotments and working together as a community regardless of age, ethnic origin, ability, sex, belief or political affiliation.
* Involving plot-holders and the local authority in improving the area, and ensuring that the allotments are used effectively for the growing of vegetables, fruit and flowers.
* Carrying out and promoting both environmental improvement and practical conservation.
* Encouraging and supporting the plot-holders and the local authority in environmental practice by working with statutory and non-statutory agencies.
* Promoting community recreation facilities.
* Raising funds and receiving contributions where appropriate to finance the work.
* Publicising and promoting the work.
* Opening, closing and managing bank accounts.
* Establishing rules and rights for members, and assisting the local authority in the enforcement of their rules.
* Organising meetings and events.
* Working with similar groups and exchanging information and advice with them.
* Taking any action that is lawful and moral, which would help it to fulfil its aims.
4. Management
(a) Forest Farm Leisure Allotments Society shall be administered by a Management Committee (“the committee”) of not less than three (3) and not more than six(6) people elected at the group’s Annual General Meeting. Committee Members must be at least 18 years old.
The Committee may co-opt a person entitled to stand for election to the committee as a committee member to fill any casual vacancy arising. Any person so co-opted shall cease to be a member at the next Annual General Meeting (without prejudice to the election of that person as member).
(b) The officers of the committee shall be:
The Chairperson
The Secretary
The Treasurer
and such other officers the group shall deem necessary
at the meeting.
(c) Voting at committee meetings shall be by show of hands on a majority basis. If there is a tied vote then the chairperson shall have a second vote.
(d) The committee shall have the power to set up sub-groups and working parties as deemed necessary who shall be accountable to the committee.
5. Committee Membership
(a) Proposal for membership of the committee shall be open to any plot-holder who has a legitimate tenancy and who is interested in helping the group to achieve its aim and willing to abide by the rules of the group and the local authority. Committee members shall be elected by a general vote at the Annual General Meeting. The Committee may co-opt, as a committee member, a person entitled to stand for election to the committee to fill any casual vacancy arising. Any person so co-opted shall cease to be a member at the next Annual General Meeting (without prejudice to the election of that person as member in a subsequent term).
(b) Every committee member shall have one vote at committee meetings.
(c) Registration and termination of membership:
* Any member of the committee may resign his/her membership by giving to the secretary of the association written notice to that effect.
* The committee may, by resolution passed at a meeting thereof, terminate or suspend the membership of any member from the committee, if in its opinion his/her conduct is prejudicial to the interests and objects of the association, PROVIDED THAT the individual shall have the right to be heard by the committee before the final decision is made.
6. Finance
(a) Any money obtained by the group shall be used only for the group.
(b) Any bank accounts opened for the group shall be in the name of the group.
(c) Any cheque issued shall be signed by at least two of three nominated signatories.
(d) The committee will ensure that the group stays within the budget.
7. Committee Meetings
(a) The committee shall meet at least four (4) times each year.
(b) The quorum for a meeting shall be three (3).
(c) The committee shall be accountable to the plot-holders at all times.
(d) All committee meetings must be minuted and available to any interested plot-holder.
(e) All committee members shall be given at least seven (7) days’ notice of a committee meeting unless it is deemed an emergency meeting.
8. General Meetings
(a) The committee shall hold at least one General Meeting each year (including the Annual General Meeting), open to all plot-holders. The purpose of these meetings is for the group to account for its actions and consider the regeneration and development of Forest Farm Allotments according to the group’s objectives.
(b) The quorum for a General Meeting (other than the AGM) shall be at least six (6) persons of which no more than half should be committee members. At least two (2) committee members should attend the General Meeting.
(c) The Chair of the committee shall normally chair these meetings.
(d) At least fourteen (14) days’ notice of such a meeting must be given and advertised on the allotment notice board. Where possible, plot-holders will be notified personally.
(e) The committee shall hold an Annual General Meeting each year, open to all plot-holders.
(f) The business of the AGM shall include:
* Receiving a report from the Chairperson of the group’s activities over the year.
* Receiving a report and presentation of the last financial year’s accounts from the Treasurer on the finances of the group.
* Electing a new Management Committee and considering any other matter as may be appropriate at such a meeting. All committee members wishing to continue in their position shall be required to offer themselves for re-election.
(g) The quorum for the Annual General Meeting shall be at least ten (10) persons of which no more than half should be committee members. At least four (4) committee members should attend the AGM.
(h) All General Meetings must be minuted, and minutes must be made available to any interested plot-holder.
9. Alteration of the Constitution
(a) Proposals for amendments to this constitution or dissolution (see Clause 11) must be delivered to the secretary in writing. The secretary in conjunction with all other committee officers shall then decide on the date of a forum meeting to discuss such proposals, giving at least four weeks (28 days) clear notice.
(b) Any changes to this constitution must be agreed by at least two thirds of those members present and voting at any general meeting.
10. Dissolution
The group may be wound up at any time if agreed by two thirds of those 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 group with similar aims.
