Belmont Allotment Association Constitution

1. DESIGNATION The name of the Association shall be: "Belmont Allotment Association" (BAA). 2. MEMBERSHIP Membership of the "Belmont Allotment Association" is open to all current registered plot holders 3. AIMS i. ii. iii. iv. To encourage vegetable, fruit and flower growing, as a rewarding and health giving activity for all. To lend support to like minded bodies. To promote and maintain best use of the Belmont site for the benefit of all members. To encourage discourse between members and to become a source of advice in dealing with plant growing problems.

4. WAYS AND MEANS i. ii. iii. Instigate an annual membership fee, providing funds, to be determined at the AGM; and payable from April 1st. - being valid until March 31st. the following year. Seek assistance, including financial assistance, from our own relevant Council Committees. Also from outside sources where aims and interests are deemed to be compatible. Co-operate with other Allotment Associations.

5. STRUCTURE OF MANAGEMENT COMMITEE i. The membership to elect a Committee of Management of not less than six at the AGM to oversee the general business of the Association. This Committee to elect 3 officers with specific tasks: Chairperson, Secretary, and Treasurer Unless otherwise determined, a quorum at Committee meetings shall be not less than 4 members. The Committee shall be empowered to co-opt additional members to perform specific tasks between AGMs if appropriate. The Committee shall determine the date of the AGM. A clear 21 days notice must be given to members. From time to time the Committee will produce a newsletter on issues affecting the Association and to facilitate members participation in making decisions. Before completion of the formal business of the AGM the committee will be deemed to have resigned en bloc, however, any outgoing committee member will be eligible for re-election.

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6. VOTING DICIPLINE i. ii. At AGM and Committee meetings, each member shall be entitled to one vote. In the case of equality of votes, the Chairman of the meeting shall be entitled to a second or casting vote.

7. TERMINATION OF MEMBERSHIP The Management Committee shall have, by a majority vote of two thirds or more, the power to disqualify any member who does not act in the best interest of the Association. 8. EXPENSES The Management Committee shall have power to reimburse members in respect of their reasonable expenses incurred in connection with the business of the Association. 9. MINUTES The Management Committee shall ensure that proper minutes be kept at meetings and a yearly report presented at the AGM. 10. ACCOUNTS / FINANCE i. The Management Committee shall cause proper books of accounts to be kept with respect to: All sums received and expended by the Association. All sales and purchases by the Association. All assets and liabilities of the Association. The books of accounts are to be kept by the Treasurer and open to inspection on reasonable request. At every AGM, the Management Committee shall present an audited Income and Expenditure Balance Sheet in respect of the last financial year. The assets of the Association shall be applied solely towards the promotion and aims of the Association. No portion of the above shall be paid directly or indirectly to any member unless it is for re-imbursement of out of pocket expenses.

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11. AUDIT Once a year the Management Committee shall appoint an Independent Examiner to audit the books and accounts of the Association and report thereon in writing to the Management Committee. 12. WINDING UP i. The Association may be wound up by a formal expression of members, passed at a Special Management Committee Meeting. A notice, visible to all members, shall be displayed 21 days in advance of the meeting. Upon dissolution, any property and assets belonging to the Association, shall not be paid to or distributed among members, but shall be applied to such purposes as the Management Committee shall determine. Except that any capital assets which have been funded by outside bodies shall become the property of the local authority.

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13. ALTERATIONS TO THE CONSTITUTION i. The constitution may be amended only on a two thirds majority vote at any meeting of the AGM.

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Notice of the proposed amendments to the constitution shall be given to all members, not less than 14 days before the meeting at which they are discussed. Details of Changes to the constitution may be sent to any funding bodies if required.