Below we have set out the Constitution for the Hatfield Peverel Allotment Association
The name of the association is The Hatfield Peverel Allotment Association (“the Association”).
The objects of the Association are:
- To promote the interests of allotment holders and gardeners and to take action, as an association or in conjunction with other parties, on behalf of members
- To promote the pursuit of allotment gardening as a leisure activity
- To co-operate with any committees established by Government, Local Authorities and other bodies, to further the interests of members.
- To conduct negotiations in respect of land in conjunction with Hatfield Peverel Parish Council.
- To take such steps as may be required for the good management and cultivation of the allotments.
- To inform the Police of any damage, trespass or theft relating to the allotments.
OFFICERS AND COMMITTEE
The Committee shall consist of not less than eight members including the Officers (Chairperson, Secretary and Treasurer). A quorum will be not less than five Committee members. Other members of the Association can be co-opted onto the Committee at any time and will serve until the next AGM. The Officers and all other Committee members will be elected at the AGM and will serve until the following AGM at which time all will be eligible for re-election.
- all allotment holders resident in the Parish, or outside of the Parish if membership is approved by the Committee
- Persons conferred as Life Members of the Association.
The Committee can delegate membership approvals to a sub-group comprising the Officers. Nominations for Life Members must be submitted to, and approved by, the members at an AGM.
The list of members will be maintained in accordance with the Data Protection Act
The Committee may terminate the membership of any member who is, and remains, in breach of the “Membership and Rules” of the Association and/or whose conduct is, in the opinion of Committee, detrimental to the interests of fellow members. Any charge against a member must be communicated to both the Committee and to the member concerned, in writing. Any decision by the Committee to terminate membership may be appealed by the member concerned to be voted on at the AGM.
The Annual General Meeting (“AGM”) will be held at such times as determined by the Committee subject to there being no more than fifteen months between each AGM. The date of the AGM must be advised to all members not less than 60 days prior to the date thereof. Ten members, who must include not less than five Committee members, will form a quorum for the AGM. Matters covered by the AGM will include reports by each of the Officers (if necessary or appropriate), presentation of audited accounts and the election of Officers, Committee members and an Auditor for the following year.
Special General Meetings will be called at the written request, to the Secretary, of at least ten members. Not less than fourteen days notice of a Special General Meeting will be given to members.
Other than in the case of a vote on conversion or dissolution of the Association, a simple majority vote of those members present will represent the decision of the Association.
Changes to this Constitution must be submitted for approval at the AGM. All such proposals, and any other item to be placed on the agenda for the AGM, must be submitted in writing to the Secretary not less than 28 days prior to the AGM.
The level of membership subscriptions will be reviewed annually by the Committee and recommendations will be put to the AGM for approval. The annual subscription includes the cost of affiliated membership of the National Society of Allotment & Leisure Gardeners Ltd (“NAS”) and of third party insurance cover. Life Members will not be required to pay an annual subscription. A reduced annual subscription is available where a named plot holder is of State Pension age.
Rents will be reviewed annually by the Committee and recommendations, if required, will be put to the AGM for approval.
The collection of annual rents and subscriptions will be undertaken by members of the Committee. All money received in respect of these items will be deposited into the Association’s bank account as soon as possible after collection (and in any event within 15 days of collection). All other money due to, and owed by, the Association will be passed through the Association’s bank account. All cheques or other instructions to the bank must be signed by any two of the Officers.
Rent due under the Association’s lease from Strutt and Parker (Farms) Limited, or its successors, and a payment in respect of water rates will be paid annually to Hatfield Peverel Parish Council (“HPPC”) upon receipt of a detailed request from the Council.
The extent to which the Association insures its property and liability of members (including third party liability) will be reviewed annually by the Committee and recommendations, if required, will be put to the AGM for approval.
An auditor will be appointed each year at the AGM, to audit the accounts of the Association. A member of the Committee may not act as auditor. The Treasurer will submit the audited accounts to the AGM for approval.
The Association will be a member of the NAS (National Society of Allotment & Leisure Gardeners Ltd) until such time as determined by the Committee or by an AGM or a Special General Meeting.
The Association may be dissolved or converted into a charity following approval by a two thirds majority at an AGM or a Special General Meeting. Prior notice of such intention must be given to HPPC. In the case of dissolution, the disposal of any surplus funds and/or other assets, after payment of all debts, must be agreed with HPPC. The distribution of any of the assets of the Association among the members is expressly forbidden.
MATTERS NOT PROVIDED FOR
Any matter not provided for in this Constitution will be dealt with by the Committee at their discretion