As adopted by the Annual General Meeting of the Society on June 10 2007
1. NAME
The name of the Society should be Childshill Allotment Society.
2. OBJECTS
The objects of the Society shall be:-
- a) To manage the Childs Hill Allotment site where delegated by London Borough of Barnet.
b) The promotion and advancement of the science and practice of horticulture.
c) To promote the interests of all members in their gardening activities and to take joint action for the benefit of members.
d) To take action to protect members against damage, trespass and theft.
e) To obtain a supply of seeds, fertilisers, and other horticultural equipment on behalf of members, and to operate a trading hut.
f) To co-operate with any committee set up by allotment holders, local authority, government and other bodies to further any matter of mutual interest.
g) Arrange lectures, film shows, demonstrations, competitions and other social events.
h) Hold horticultural shows and enter outside competitions.
i) Hold and invest money as approved by the members.
3. MEMBERSHIP
All plot-holders shall be Members of the Society, subject to payment of a subscription annually on 1st April. The subscription shall be as fixed by the members from time to time, and non payment will result in cessation of membership. Other applicants for membership may be approved by the Committee.
4. COMMITTEE
The affairs of the Society shall be run by a committee which shall consist of six officers and up to 12 non-executive members. No one individual shall hold more than one office at a time. The officers are as follows:
- a) CHAIRPERSON.
b) VICE CHAIRPERSON
c) SECRETARY
d) TREASURER
e) MAINTENANCE OFFICER
f) LETTINGS OFFICER
g) OTHER OFFICERS
Officers shall be ex-officio members of the Committee.
5. RIGHTS AND DUTIES OF THE COMMITTEE
- a) The committee shall have overall responsibility for the running of the site to the extent that this power is delegated by London Borough of Barnet, and in particular shall ensure the plots are let in accordance with the Boroughs regulations; plots are maintained as required by the leases; rents are collected when due; and routing maintenance is either performed or the Borough is requested to act. All matters involving expenditure, new projects, and the eviction of members shall require the prior approval of the committee.
b) Any proposal to spend a sum in excess of 10% of the societies funds (excluding the value of the trading stock held) shall require approval of the members in general meeting. There is an exception to this for normal recurrent purchases for resale in the trading shop.
c) The Committee may appoint subcommittees to perform specific tasks, e.g. the works committee and the running of the Trading Hut. Any member of the society is eligible for co-option to subcommittees.
d) This Committee may appoint individuals to perform specific tasks such as liaison with the Barnet Federation of Allotments or the procuring of finance for a new construction.
e) The Committee shall meet a minimum of six times a year. Notice of meetings is to be given in advance by notice on the minutes of the last meeting. The Chairperson may call additional committee meetings to deal with urgent business with seven days notice. If it is not possible to call a committee meeting at short notice then a meeting of officers may take urgent decisions, such decisions to be reported to the next committee meeting for ratification.
f) The Committee shall have the power to fill casual vacancies arising from resignation or death and the members so appointed shall hold office until the next Annual General Meeting. A Member of the Committee being absent from three consecutive meetings shall be deemed to have resigned unless satisfactory written reason is given.
g) The quorum of a Committee meeting shall consist of 8 members present and voting. The Chairman may not participate in the initial voting at any meeting but, in the event of a tie, shall have the casting vote. The Committee shall decide the quorum of any subcommittee when appointing it.
h) A central record of the minutes of all meetings is required to be kept. A Full record of the minutes of the previous meeting is to be issued to all Committee Members fourteen days prior to the next meeting. An abridged version to be displayed on allotment notice
6. ANNUAL GENERAL MEETING
An Annual General Meeting of the Society shall be held each year within three calendar months of the Societies year end of 31st March, for the purpose of:
- a) Approving the Committees Annual Report on the work of the Society during the preceding year.
b) Electing Officers and Committee Members for the forthcoming year.
c) Approving financial statements signed by an Auditor.
d) Electing an Auditor for the next year.
e) Considering any motion which has been notified to the Secretary of the Society at least 28 days prior to the Annual General Meeting and which has been circulated to Members.
f) Noting any other matters for consideration by the Committee.
g) No party political or sectarian discussions shall be raised or resolutions proposed at either Committee or General Meetings.
7. ELECTION OF OFFICERS AND MEMBERS OF THE COMMITTEE
- a) All non executive members of the Committee and all officers shall retire at the Annual General Meeting and shall be eligible for re-election
b) Nominations for officers and Committee members, proposed and seconded, must be received in writing by the Secretary twenty one days before the meeting. Nominations must be countersigned by the nominee indicating their willingness to stand
c) Nominations for Officers must also be nominations for Committee Members and have agreed the nomination; nominations must be seconded at the Annual General Meeting.
d) Elections for Officers and Committee shall be conducted at the Annual General Meeting. The Chairperson of the Society shall act as Returning Officer.
e) If there are more nominations than posts, the Secretary shall prepare a ballot paper. Elections shall be by secret ballot. The count shall be conducted by the Chairperson assisted by a minimum of two scrutineers. Scrutineers shall be appointed by the meeting and must not be candidates in the election nor members of the resigning committee.
f) If there are no nominations for any of the officers posts, these shall be filled by vote of the newly elected committee from its members.
8. QUORUM
An Annual General Meeting or Extraordinary General Meeting or a Committee Meeting shall not be deemed to be validly held unless a quorum is present. The quorum of a General Meeting shall consist of 20% of the membership. The Chairman may not participate in the initial voting at any meeting but, in the event of a tie, shall have the casting vote.
9. ORDINARY MEETINGS
In addition to the Annual General Meeting of the Society at least one further ordinary meeting of the Society shall be held in accordance with a programme for the year, which shall be drawn up by the Committee and issued to all members of the Society at or before the Annual General Meeting.
10. EXTRAORDINARY GENERAL MEETING
The Committee has the power to convene an Extraordinary General Meeting of the Society at any time and must do so within 28 days of receiving a written request signed by ten members, Notice in writing must be sent to members not less than twenty eight days before such a meeting informing them of the date, time, venue and purpose of the meeting. No business other than that detailed in the notice shall be transacted at an Extraordinary General Meeting.
11. AUDITOR
An Auditor shall be elected at every Annual General Meeting to serve until the next Annual General Meeting and shall be eligible for re-election. No member of the Childs Hill Allotment Society shall be eligible as Auditor.
12. ALTERATION OF CONSTITUTION
This constitution may only be amended at an Annual or Extraordinary General Meeting by a vote of 2/3rds of the members present and then only if notice of the proposed amendments have been notified to all members not less than twenty eight days before the meeting.
13. WINDING-UP THE SOCIETY
A decision to wind-up the Society shall only be taken at an Annual or Extraordinary General meeting which is attended by a minimum of 50% of the total membership and must be approved by a vote of 3/4 of the members present. There must be a majority vote in favour of the proposal by those attending the meeting.
14. REMUNERATION
No member of the committee shall receive payment for his/her services, except the reimbursement of legitimate expenses incurred in the execution of his/her duties.