About Us > Aims and Constitution of the Barlaston Allotments Association.

Aims and Constitution
of the
Barlaston Allotments Association.

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Aims and Constitution of the Barlaston Allotments Association.

Aims

The Association shall be known as the Barlaston Allotments Association and its aims are:-

• provide allotments for all the local community, for people of all backgrounds and abilities.
  
  
• to control, manage and maintain the allotment sites leased or entrusted to it by Barlaston Parish Council within the terms and conditions of the lease, and to promote the good cultivation of its members' allotments and gardens.
  
  
• to promote and encourage the cultivation and enjoyment of allotment gardening and develop gardening skills and knowledge.
  
  
• to undertake projects to improve the facilities and of the Allotments Association, which shall be discussed and agreed at a properly convened general meeting.
  
  
• to maintain good communications by means of notice-boards, newsletters, web site and any other suitable means to encourage the Committee to be representative of the diversity of the gardeners.

Constitution

1. The committee shall comprise a Chairman, Secretary and Treasurer, to be elected at the AGM, and up to four other members elected at the AGM. The Committee shall have the power to co-opt such other Members as may be necessary, to appoint any of its Members for special duties and to elect sub-committees for special purposes. Out-of-pocket expenses will be recompensed.

2. The Annual General Meeting of the Association shall be held in January of each year at which reports of the Association Officers shall be received all accounts presented and, the Association's Committee elected. The Secretary shall give not less than 7 days' notice of the meeting in writing, and all resolutions for the Agenda must be received by the Secretary prior to the meeting and included on an Agenda, to be issued to the meeting. The quorum for an AGM is to be 10 members, present at the opening of the meeting. In the event the AGM is inquorate the meeting to be closed and an Extra-Ordinary Meeting to be convened. The Agenda for such an Extra-ordinary meeting will be as for the AGM.

3. The Committee of the Association shall meet as required in open forum, and four Committee Members shall constitute a quorum. The Committee meeting dates are to be published in advance. The Committee may invite other Members to attend regularly or to attend specific meetings, and any Member may attend as an observer. Committee Members only shall be entitled to vote at Committee meetings.

4. An Extra-Ordinary General Meeting of the Association may be convened by ten members signing such a request with a resolution, which must be received by the Secretary who shall give not less than 7 days notice of the meeting in writing to all Members. The meeting shall be presided over by the Chairman, and the aforementioned resolution shall be the only one discussed. A General Meeting may also be convened by the Committee of the Association given 14 days' notice to discuss a matter of particular importance and urgency. The quorum for an Extra-Ordinary General Meeting shall be 20 Members.

5. Voting on resolutions at all meeting s shall be by show of hands. A simple majority will decide, with the Chair to have the casting vote if required.

6. The annual Membership rent shall be as determined at a Committee meeting and shall be payable by all of the Association's tenants, at such time as those rents are payable. Failure to pay these monies within 40 days of their being due in accordance with the Conditions of Tenancy shall render the Member liable to termination of the tenancy.

7. The Committee of the Association shall have the power to refuse the granting of membership and/or a tenancy to any applicant. Any Member who acts in a manner which is, or likely to be, detrimental to the well-being or efficient management of the Association, may have their membership and/or tenancy terminated. The Member shall have the right of appeal to the Committee at a meeting convened for that purpose, and the decision of the Committee shall be final.

8. All monies received by the Association shall be banked by the Treasurer or the Secretary in accounts which shall be maintained in the name of the Association and shall be withdrawn by the Treasurer and the Secretary or one approved committee member conjointly (any two from three).

9. The Committee shall act as managing agents of the Association by undertaking the following.

• the letting of plots.
• the issue of rent demands, the collection of rents and other payments properly due from tenants.
• the day to day maintenance and management of the site improvements.

10. The Secretary of the Association shall remain the main contact with the Barlaston Parish Council.

11. Before signing a Tenancy Agreement every prospective tenant shall have received a copy of the Association Rules and shall sign a declaration that the tenant agrees to abide by them.