Burydell Lane Allotment Association
Constitution
1. The name of the Association shall be Burydell Lane Allotment Association (hereinafter referred to as the Association).
2. The objectives of the Association shall be:
a) To promote the interests of the Members and the St Albans City and District Council (hereinafter referred to as the Council) as Landlord with regard to the proper cultivation, good management and enjoyment of the Allotments. In particular
b) To maintain and improve the condition of the sites as a whole and to encourage and educate others to do the same.
c) To conduct negotiations with the Council as Landlord and others.
3. The Constitution of the Association shall be: -
a) Every member shall be provided with a copy of the Constitution upon his or her acceptance of membership by the Committee.
b) Every member undertakes to abide by this Constitution and any alterations that maybe made in accordance with the rules.
4. Membership of the Association
a) Members of the Association shall be those families or groups who are associated with plots whose application for membership has been approved by the Committee and have paid the appropriate annual subscription (the membership year being 1April - 31 March) and may include waiting-list members at a reduced fee.
b) The Association shall keep a record of its members to include name, address, telephone number and e-mail address.
c) A member may retire from the Association, or may be removed by the Committee.
d) A member family or group may only have one vote at a meeting notwithstanding the number of plots they hold. Votes will be counted by membership card.
e) Provided only that a clear reason is given to the member; and this reason and removal may be challenged by the member concerned at a General Meeting to be called at his/her request by normal notice from the Committee to all members of at least 21 days, and shall not then be operative until the expulsion is confirmed at that General Meeting of the Association.
5. Committee of Management
a) The affairs of the Association shall be conducted by a Committee of Management, to consist of no more than 10 members in total, comprising a minimum of the Secretary, Treasurer and Chairperson and Vice Chairperson. Other officers may be elected, if considered appropriate by General Meeting. Any member may attend Committee meetings as a non-voting observer.
b) The tenure of any post on the Committee and of all other officers voted for at The Annual General Meeting whether permanent or temporary shall be voluntary, unpaid and open only to members of the Association.
c) The officers shall be elected for the ensuing year at the Annual General Meeting by a majority vote.
d) Officers shall be eligible for re-election each year.
e) Casual vacancies shall be filled by the Committee and those so appointed shall hold office until the next Annual General Meeting.
f) The Committee may co-opt members to attend meetings on specific issues.
g) The Secretary, Treasurer, Chairperson and other elected members of the Committee shall keep accurate records of their dealing on behalf of the Association which shall be available for inspection by Members.
6. Association Meetings
a) Members of the Association shall be eligible to vote at General Meetings, Annual General Meetings and Extraordinary Meetings in accordance with Clause 4d) above.
b) The Annual General Meeting shall be held each year at a time and place chosen by the Committee, at least 21 days notice shall be given to Members.
c) The Treasurer shall at this meeting submit accounts for the year.
d) The Secretary’s report shall be submitted at the AGM.
e) Resolutions for discussion at the AGM must be submitted to the Secretary at least 7 working days in writing before the meeting to allow preparation for the meeting.
7. Extraordinary General Meetings
a) An EGM may be called on the direction of the Committee, or by 10% of the member families, and delivered to the Secretary.
b) All members shall be given at least 21 days notice of such a meeting.
c) Only the matters raised for calling the EGM will be discussed.
d) No other business shall be taken at the meeting.
8. Bank Account
a) The Committee shall maintain a bank account in the name of the Association and all monies received from any source on behalf of the Association shall be paid into that account.
b) Records and accounts of all transactions shall be kept by the Treasurer.
c) Cheques shall be signed by a minimum of two signatories which shall include the Chair and Treasurer and one other committee member.
9. Appointment of Auditor
a) The Association shall appoint an Auditor at its Annual General Meeting. Details of the proposed Auditor will be presented at the Annual General Meeting and the appointment confirmed by a vote of the Members.
b) The Auditor shall receive an appropriate Honorarium on an annual basis.
10. Dissolution
The Association can be dissolved at a General Meeting by an affirmative vote to this effect of three quarters of the member familiies present and voting. Any assets and records must then be transferred to a Charity or Association having similar aims to that of the Association, so that its work may be carried forward.
11 May 08
Revised 21 March 09
Approved by AGM 22 April 09