The Constitution of Kettering Allotments Association


1.      Name
Kettering Allotments Association

2.    Aims and Objectives

a.    To promote the interests of all members in their gardening activities including co-operating with other gardening associations in matters of mutual interest.
b.    To enable all groups within the community to participate in gardening activities as part of their healthy lifestyle management.
c.    To conduct negotiations with the local authority on all matters relating to the allotments.
d.    To take action to protect members and their plots against damage, trespass and theft.
e.    To secure the sites from vandals, dog fouling and other anti-social activities.

3.    Membership

Membership of the Association shall be open to:-
a.    All allotment holders on the four sites.
b.     Well wishers anywhere, who shall be called associate members. Associate members shall not have the right to vote at members meetings.

4.    Termination of Membership

The General Committee shall have the right, for good and sufficient reason which, includes non payment of rent or any subscription, to exclude from meetings an individual member, provided that the member shall have the right to be heard by the disciplinary committee before a decision is made. The Disciplinary and Grievance Code exists to protect tenants rights in matters of termination of membership.

5.    Subscriptions / Rent

All individual members and affiliated groups shall pay such subscriptions / rents as the general Committee may from time to time determine.

6.    General Committee

The General Committee may determine the powers and terms of reference of any sub-committee and duration of its activities.
The policy and general management of the affairs of the Association shall be conducted by a General Committee, which shall be responsible to the Annual General Meeting of the Association.
The General Committee shall consist of the Honorary Officers elected under clause 7 and up to 10 representatives of fields / members elected by and at the Annual General meeting. Representatives should stand for a period of two years before seeking re-election.
In addition, the general Committee may co-opt further members, who shall not exceed one third of the total membership of the committee as defined above.
If vacancies occur among members, the general Committee shall have the power to fill these from amongst the members of the Association.

7.    Honorary Officers

The Annual General Meeting shall elect the following Honorary Officers of the association from amongst those eligible for election to the general Committee.
The  Secretary and a Treasurer. The Honorary Officers shall serve in their respective capacities as Officers of the General Committee until the following Annual General Meeting.  The Chair shall be elected from amongst the committee membership at the first committee meeting in April. In the event of a vacancy occurring among the Honorary Officers, the General Committee shall have the power to fill such a vacancy from its own members or those of the association.

8.    Annual General Meeting

Once in each year, on the third Tuesday of March, the General Committee shall convene an Annual General Meeting of the Association for the purpose of receiving the Annual report of the General Committee and the audited Statement of Accounts; of electing the Honorary Officers ; of electing the representatives of individual members to serve on the General Committee; of appointing auditors; of appointing solicitors; proposals to amend the Constitution and other business of which due notice has been received. 14 days notice of this meeting will be posted in all sites.

9.    Special General Meeting

The Chair of the Association or the Secretary may at any time at their discretion, and shall within 21 days of receiving a written request to do so, signed by not less than 20 members having the power to vote and giving reasons for the request, call a Special general Meeting of the Association for the purposes of altering the Constitution in accordance with Clause 13 hereof or of considering any other matter which may be referred to it by the General Committee or for any other purpose.

10.    Rules of Procedure

Voting: Subject to the provisions of clause 13, all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote thereat. No member shall exercise more than one vote, but in the case of an equality of votes the chair shall have a second and casting vote.
Quorum: One third of the members shall form a quorum at meetings of the General Committee and all other committee’s. Ten members or one third of the members, which ever is the less, shall form a quorum at the Annual General Meetings of the Association.
Minutes: Minutes shall be kept by the general Committee and any sub committees which may have been established, and the secretary shall enter therein a record of all proceedings and resolutions.



11.    Finance

All monies raised by or on behalf of the Association shall be applied to further the objects of the association and for no other purpose.
The Treasurer shall keep proper account of the finances of the Association and shall open a bank account in the name of the Association.
The accounts shall be audited at least once a year by auditors appointed by the Annual General meeting.

12.    Dissolution

If the General Committee, by a simple majority, decides at any time on the ground of expense or otherwise that it is necessary or advisable to dissolve the Association, it shall call a meeting of all members of the Association who have the power to vote, of which meeting  not less than 21 days notice stating the terms of the resolution to be proposed thereat, shall be posted in a conspicuous place or places in the area and given in writing to the Charity Commissioners for England and Wales and any National Body to which the Association is Affiliated. If such a resolution shall be confirmed by a simple majority of those present and voting at such meeting the general Committee shall have the power to dispose of any assets held by or in the name of the Association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be applied towards charitable purposes for the benefit of the tenants of Kettering Allotment Association as the General Committee may decide and, if relevant, as may be approved the Charity Commissioners for England and Wales.

13    Alterations to the constitution
 
Any proposal to alter the constitution must be delivered in writing to the secretary of the Association not less than 28 days before the date of the Annual General Meeting.

Any alteration will require the approval of two/thirds majority of individual members of the Association present and voting at a General Meeting. Notice of each such meeting must have been given in accordance with normal procedure, but not less than 14 days prior to the meeting in question and giving the wording of the proposed alteration.

THIS CONSTITUTION was adopted as the constitution of the Kettering Allotment Association at a public meeting held at

Corn Market Hall, Kettering on 18 March 2008