Framfield Allotments Association Constitution

1. Name
1.1.The name of the association will be the Framfield Allotments Association (hereafter referred to as the Association).

2. Objectives
To promote the interests of all members in their gardening activities, within the framework of the various Allotment Acts.
2.2 To help generate allotment community involvement in the management and promotion of Framfield Allotments. The Association will be responsible for the organisation of supporting activities for the benefit of all plotholders, including manure collection, improvements to site conditions and facilities, fundraising, social events, support of new and less able plot holders.
2.3 To take action to protect members and their plots against damage, trespass and theft and to secure the site from vandals and other antisocial activities.
2.4 To work with Ealing Council to maintain and develop Framfield Allotments.
2.5 To co-operate with other local gardening associations in matters of mutual interest.
2.6 To develop and strengthen links with the local community.

3. Members
3.1. Membership of the Association will consist of all persons who are named, current, legal and paid-up holders of allotment gardens on Framfield Allotments
3.2. Every member shall have one vote at meetings, irrespective of the number of plots they cultivate.
3.3. Each member shall pay an annual subscription of £5, which shall become due on 1 January each year and be payable in advance. This will be used for administrative expenses of the Association, to include postage, posters, newsletters, hire of meeting rooms.
3.4. Arrears – any member who is two months in arrears with their subscriptions shall forfeit all rights and benefits until arrears are paid in full.

4. Rental and tenancy arrangements
4.1. Management (including tenancies) and maintenance of the infrastructure (fences, gates, water supply) are the responsibility of Ealing Council. The Association will work with the Council’s site manager in the pursuit of the Objectives.

5. Management Group and Officers
5.1. The policy and general management of the affairs of the Association shall be conducted by a Management Group, which shall be responsible to the General Meeting of the Association.
5.2. The Management Group shall consist of the Officers elected under clause 5.4 and up to five representatives of individual members elected by and at the Annual General Meeting. A quorum at Management Group meetings shall be not less than four members.
5.3. The Annual General Meeting shall elect the following Officers of the Association from among those eligible for election to the Management Group: Chair, Treasurer and Secretary. The Officers shall serve in their respective capacities as Officers of the Management Group until the following Annual General Meeting.
5.4. Officers will be nominated by a member of the association, and seconded by two other Association members.
5.5. Officers shall serve for a period of 1 year and shall hold office until the conclusion of the following Annual General Meeting. Retiring Officers are eligible for re-election.
5.6. In the event of a vacancy occurring among the Officers, the Management Group shall have the power to fill such a vacancy from its own members or those of the Association until the next Annual General Meeting.
5.7. The Council-appointed Site Manager will be co-opted onto the Management Group.

6. Annual General Meeting
6.1. A minimum of seven days’ notice shall be given of the Annual General Meeting at which the audited accounts and Secretary’s report will be given.
6.2. The officers for the ensuing year will be elected at the Annual General Meeting.
6.3. Ten members shall form a quorum and in the event of equal voting the Chair will have the casting vote.
6.4. If a Special General Meeting is necessary the request needs to be submitted in writing to the Chair by a minimum of ten members. The Special General Meeting must be called within 21 days of receipt of the request, with seven days’ notice given.
6.5. Members will be notified in advance of any proposed changes to the constitution, which will be discussed and voted on at a General Meeting.

7. Rules
7.1. Rules of tenancy of Framfield Allotments are to remain distinct from the constitution.
7.2. Anyone who deliberately flouts the Objectives or any of the Policies laid down in the constitution will be ejected from the Association.

8. Finance
8.1. All monies raised by or on behalf of the Association shall be applied to further the objects of the Association and for no other purpose.
8.2. The Treasurer shall keep proper account of the finances of the Association and shall open a bank account in the name of the Association.
8.3 The accounts shall be audited or independently examined at least once a year by auditors/independent examiners appointed by the Annual General Meeting.
8.4 If, for any reason, the Association should dissolve, any monies held by the Association will be distributed to other local Associations for the benefit of allotments.

9. Environmental and social policy
9.1. Framfield Allotments has an important role to play in promoting healthy and sustainable lifestyles within the local community. Access to healthy food produced locally using environmentally sensitive methods has implications for both the health of individuals and communities and the environment. Allotments also provide green spaces for individuals and wildlife in urban areas
9.2 In order to minimise the impact upon the local environment the Association will promote the following:
– waste management, recycling and composting; encouraging and exploring new ways to reduce waste and encourage re-use and recycling on allotments
– efficient use of water on allotments by storing water in tanks or water butts, and non-wasteful use of tap water
– develop a programme of self-help projects aimed at upgrading the site and, where practical, bring vacant and overgrown areas back into sustainable use
– good management of any wooded areas, support the creation of wildlife havens and ponds, and provide a focal point for the local community interested in their local environment.
– encourage biodiversity/wildlife-friendly practices on allotment plots through the provision of information and support to plot holders.
9.3 The Association will promote a policy of good neighbours with the local community, and will establish and develop links with the surrounding community.

10. Equal opportunities policy
10.1. The Association recognises that everyone has a contribution to make to our society, and a right to equal treatment. We aim to ensure that no one will be discriminated against by us on the grounds of age, class, employment status, physical or mental disability or mental health, political belief, race, religion, sex, marital status or caring responsibilities, sexuality, unrelated criminal convictions.
10.2. The Association shall be non-party political and non-partisan.

11. Adoption of the constitution
This constitution was adopted at an Annual General Meeting  on 15 November 2007.