The name of the group shall be Broadway Allotments & Community Garden Association. Referred to as “association”elsewhere in this document.
Working in partnership with the community create an accessible green space for all which protects and enhances the ecology and biodiversity of the site.
Create an active green space where people of all ages can come and enjoy the natural environment, learn to appreciate wildlife and grow food.
Provide an opportunity to build a resilient community which is fit to cope with the challenges of climate change.
Create an invaluable asset and amenity for the town and it’s citizens.
Membership is open to anyone who:
Live in the surrounding area of the former allotment site or other areas of Frome.
Supports the aims of the association.
A list of those individuals who have provided their email address will be held by the secretary, adhering to GDPR regulations.
4. Equal Opportunities
The association will not discriminate on the grounds of gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status or age.
5. Officers and committee
The business of the group will be carried out by a Committee elected at the Annual General Meeting. The Committee will meet as necessary and not less than four times a year.
The Committee will consist of 10 members, and be composed of 4 officers and 6 committee members. Up to 2 additional members may be co-opted onto the committee at the discretion of the committee. As far as possible committee members to be representative of the area surrounding the former allotment site.
The officers’ roles are as follows:
♦ Chair, who shall chair both general and committee meetings
♦ Secretary, who shall be responsible for the taking of minutes and the distribution of all papers
♦ Treasurer who shall be responsible for maintaining accounts
In the event of an officer standing down during the year a replacement will be elected by the next General Meeting of members. Any committee member not attending a meeting without apology for three months will be contacted by the committee and asked if they wish to resign. The Committee meetings will be open to any individuals wishing to attend, who may speak but in the event a need for a vote is identified they will not be able to vote.
Committee members who have a financial or other interest in any decisions regarding the site which may require a vote will not be able to participate in such a vote.
6.1. Annual General Meetings
An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM.
All members registered with the association through the list held by the secretary will be notified at least 2 weeks before the date of the meeting, giving the venue, date and time.
Nominations for the committee may be made to the Secretary before the meeting, or at the meeting.
At the AGM:-
♦ The Committee will present a report of the work of BA&CGA over the year.
♦ The Committee will present the accounts of BA&CGA for the previous year.
♦ The officers and Committee for the next year will be elected.
♦ Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed.
6.2 Committee Meetings
Committee meetings may be called by the Chair or Secretary.
Committee members must receive notice of meetings at least 7 days before the meeting. The quorum for Committee meetings is six Committee members.
6.3 General Meetings
General Meetings are open to all members and will be held as often as necessary. All members will be given two weeks’ notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post.
7. Rules of Procedure for meetings
All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to. If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote.
An account will be maintained on behalf of the Association at a bank agreed by the committee. Three cheque signatories will be nominated by the Committee (one to be the Treasurer). The signatories must not be related nor members of the same household. All payments will be signed by two of the signatories.
♦ For cheque payments, the signatories will sign the cheque.
♦ For other payments (such as BACS payments, cash withdrawals, debit card payments or cash payments), a requisition note will be signed by two signatories, and held by the treasurer.
♦ The treasurer will present a report of the association accounts at the AGM the accounts having been checked by a member and signed to that effect before the report is presented to the AGM.
Records of income and expenditure will be maintained by the Treasurer and a financial statement given at committee meeting if requested.
All money raised by or on behalf of the association is only to be used to further the aims of the group, as specified in item 2 of this constitution.
9. Amendments to the Constitution
Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting. Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting. Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.
If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the group. If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation. The organisation will be agreed at the meeting which agrees the dissolution
10.1. All formal meetings such as Executive Committee Meetings, Special General meetings and Annual General Meetings must be minuted and the minutes formally by the next meeting of the Committee or General Meeting respectively.
This constitution was agreed by the officers of the association.
Date …15……/ 04…/…2020…
Name and position in group
Signed John Clarke Chair
Name and position in group
Signed Alice Nelson Secretary
Name and position in group
Signed Julian Wilkinson Treasurer