GAA constitution

Glebe Allotment Association (Barrow)
Constitution

The constitution was adopted by 12 members, this being the minimum number required for the formation of the Association, on 14th January 2015.

1. Name.

The name of the Association shall be the Glebe Allotment Association (Barrow).

2.Membership.

The members shall all be tenants and co-workers who garden at the
Glebe allotment site or such other persons as the committee may admit to
membership.

3. Association Aims

a. To discuss matters relevant to the members.
b. To agree ways to improve the gardening experience.
c. To encourage new membership where plot vacancies allow.
e. To welcome and assist new members.
f. To form a Committee to run the day to day affairs of the Association.

4. Official Communications

Shall normally be received and signed on behalf of the Association by
Secretary or in the absence of the Secretary by the Chairman or Treasurer.

5.Governance.

Governance of the Association shall be vested in the General Meetings.
General meetings will be notified by e-mail at least one month prior
to the meeting. Ten members shall form a quorum.

6. Committee of Management.

The Committee of Management must be members of the Association and shall consist of a Chairman, Secretary, Treasurer and such others as determined at a general meeting.

7. Election.
Committee of Management will be elected from members of the association at the Annual General Meeting and take office until the next Annual General Meeting

8. Co-option.

The Committee of Management may co-opt any member to the Committee for special projects. Such opted members will be non voting
and not count towards a quorum.

9. Powers of Committee

The Committee of Management shall have full power to supervise and manage the day to day affairs of the Association according to the rules
for the purpose of accomplishing its objectives.

10. Removal from Committee.

The Committee of Management may remove any officer or Committee member from the Committee by simple majority vote following an open discussion of the issues which includes the individual members opportunity to put their point of view.

11. Frequency of Meetings.

The Committee of Management will meet at least quarterly or more frequently if required.

12. Conduct at Meetings.

At all meetings every issue shall be decided by a majority of votes and if
the votes are equal the Chairman shall have a casting vote in addition
to his/her vote as a member.

13. Financial Records.

The Treasurer will keep in date order a record of all income and expenditure related to the Associations financial transactions and all
expenditure must be supported by a supplier's receipt which shows the
date of transaction, the total amount and the purpose for payment made.
Receipts must also be given for membership fees.

14. Quorum at Committee Meetings.

A quorum for meetings of the Committee of Management shall be 4 or such other number as may be agreed at a General Meeting.

15. Banking.

The treasurer shall open a cheque book account with a bank or building society.
Payments by cheque shall require any 2 of 3 authorised signatures - Chairperson, Secretary or Treasurer.

16. Accounts Format.

A simple Income and Expenditure account and balance sheet will suffice.
In the event of other activities a simple sub-account should be introduced.

17. Presentation of Accounts for Inspection.

The Treasurer shall close the annual account on the 31st of December
each year and prepare income and expenditure statements and a balance sheet for presentation to the and Inspector by the 2nd Monday in the following month.

18. Appointment of Accounts Inspectors.

An Honorary Inspector or Inspectors shall be appointed at 1st annual meeting and shall hold office until the close of the following
annual meeting.

19. Accounts Inspection Procedure.

The Inspectors shall receive a draft accounts, payments, receipts files, bank statements and bank book from the Treasurer by the 2nd Monday in January each year. He/she will examine them and agree final accounts as an accurate and fair record based on the documents of the Associations financial transactions for the year.
The Annual General Meeting will consider the annual accounts as presented by the Treasurer and/or Inspector.
Adoption of the accounts will be proposed by a non Committee member and a vote taken.

20. Voting at Meetings.

Every tenant present at a General meeting and not otherwise disqualified shall have one vote and where the votes cast are equal the Chairman shall have an additional vote to his/her vote as a member.
Members who are not tenants shall not have the right to vote on questions affecting allotment tenant members.
However, voting rights may be transferred to 1 person elected by the
tenant. Notification of the tenants intention to allow another person to vote on there behalf must be received in writing by the Association Secretary before the vote can be exercised.

21. Agenda Items.

Agenda items must be notified in writing to the Secretary 14 days prior to the meeting.

22. Membership Fee.

The Treasurer shall advise the Annual General Meeting of any changes required in the membership fee for the current financial year and the Annual General Meeting shall consider the proposal and decide on the fee.
The membership fee shall be payable by the tenants only and not co-workers.

23. Dissolution.

Should the Committee for any reason decide that the Association is no longer useful or required an extra ordinary meeting
will be called in order that the members may vote on the issue.
Following a positive vote for dissolution of the Association, any
funds in the Associations bank account shall be donated to a charity
decided on by the members.

24. Membership of NSALG.

The adoption of this constitution implies an agreement to apply for:
(a) One fully paid 10p share in the National Society of Allotment & Leisure Gardeners Ltd and an agreement to pay such annual membership fees as may be prescribed by the rules of the National Society.

(b) Admission as members of a local Federation /County Group
On payment of an annually agreed affiliation fee determined at the Annual General Meeting of the group.

25. List of Members

The Committee of Management shall allocate the keeping of an alphabetical list updated annually to one of its members in which
shall be listed the following:

(a) Name, address, telephone number and e-mail address of member.
(b) Date of joining and leaving.

26. Reports to the Committee.

The Treasurer shall make a verbal report at each meeting on the income and expenditure and any liabilities up to the end of the current month.
The most recent bank statement must be available for inspection.
The treasurers financial report must be entered in the meeting minutes.

27. Change of Constitution.

The constitution may be amended or extended by a general meeting of the Association provided notice of a Change of Constitution has been
advertised as per rule 5.