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April 2018 - Version 5.0 Page 1
PORTCHESTER ALLOTMENT HOLDERS
AND GARDENERS ASSOCIATION
(PAHAGA)
CONSTITUTION
VERSION 5.0 (APR 2018)
April 2018 - Version 5.0 Page 2
CONTENTS
Para Title Page
Contents 2
Constitution Version Control 3
1. Name 4
2. Objectives 4
3. Membership 4
4. Association Subscriptions 5
5. Allotment Fees 5
6. The Committee 5
7. Trustees 6
8. Association Administration 6
9. Association Finance 6
10. Association Trading 7
11. General Meetings 8
12. Affiliations 8
13. Dissolution 8
14. Annual Show 9
15. Matters Not Provided For 9
16. Equality and Diversity 9
Annex A Committee Duties and Responsibilities
1A Chairperson 10
2A Vice Chairperson 10
3A General Secretary 10
4A Minutes Secretary 10
5A Treasurer 10
6A Trading Secretary 11
6B Assistant Trading Secretary 11
6C Shop Managers 11
7A Allotment Site Managers 12
8A Assistant Allotment Site Managers 13
19A Social Secretary 13
10A Gardeners Representatives 13
April 2018 - Version 5.0 Page 3
CONSTITUTION VERSION CONTROL
Version Number Date Details Chairpersons Signature
1.0 Feb 2012 As agreed at the 2011
AGM
Signed on Original
(Held by the Secretary)
2.0 Jan 2013 As agreed at the 2012
AGM
Signed on Original
(Held by the Secretary)
3.0 Feb 2014 As agreed at the 2014
AGM
Signed on Original
(Held by the Secretary)
4.0 Apr 2016 As agreed at the 2016
AGM
Signed on Original
(Held by the Secretary)
5.0 Apr 2018 As agreed at the 2018
AGM
Signed on Original
(Held by the Secretary)
Version
Number Summary of Changes Changes Made By
1.0
Updated to reflect changes in Stocktaking Policy and payment of Allotment
Fees and Association Subscriptions. Opportunity also taken to update the
Constitution and include a Equality and Diversity statement. Inclusion of
Allotment Manager Assistants and Assistant Trading Secretary as members
of the Committee.
Association
Committee
2.0
Version 2 reflects the changes to the agreed financial year (1 Jan to 31 Dec)
(Article 9.4) and subsequent changes to the stocktaking dates (Article 10.4)
and the month of the AGM (Rule 11.1). Other minor grammatical changes
have been included
Association
Committee
3.0 Version 3 incorporates Shop Mangers and their associated tasks into the
Constitution.
Association
Committee
4.0
Version 4 introduces the Trading Hut Managers to the Committee, extension
of periodicity of committee meetings in the Winter months, various
grammatical errors corrected,
Association
Committee
5.0 Aligns the Constitution with the new Allotment Lease and Tenancy
Agreement. Single Transaction Spending Limits.
Association
Committee
April 2018 - Version 5.0 Page 4
PORTCHESTER ALLOTMENT HOLDERS AND GARDENERS ASSOCIATION
CONSTITUTION
16. NAME
The name of the association shall be;
PORTCHESTER ALLOTMENT HOLDERS AND GARDENERS’ ASSOCIATION and shall be referred to as ‘the
Association’ hereafter.
2. OBJECTIVES
The objectives of the Association shall be;
2.1 To support the Fareham Borough Council Allotment Strategy and to take such steps as may be
required by Fareham Borough Council for the good management and cultivation of allotments under the
control and jurisdiction of both the council and the Association.
2.2 To promote the interests of Association Members and to take action for the benefit of all members
offering advice, help and assistance wherever it is deemed necessary in the interests of all plot holders.
2.3 To protect the allotments from damage, trespass and theft insofar as this is possible.
2.4 To liaise with other local Allotment and Gardening Associations, and cooperate with any committee
set up by Central Government, Local Authority, national or district body having as their objective the
legislation in the use of fertilisers, seeds and weed and pest control chemicals keeping Association Members
informed of relevant items of interest
2.5 To hold regular monthly meetings and lectures, talks and demonstrations for the interest of
Association Members.
2.6 To purchase supplies of seeds, fertilisers and other horticultural materials and products on behalf of
the Association Members for sale to members in the Trading Huts.
3. MEMBERSHIP
3.1 The Association shall consist of such allotment holders and gardeners (who shall be affiliated
members) who apply for membership.
3.2 The Association reserves the right to refuse membership if the Committee deems that such a course
of action is in the best interests of the Association.
3.3 The Committee may terminate the membership of any member who does not conform to the
allotment rules set out in the Tenancy Agreement and does not abide by the Constitution of the association or
where conduct is proved to the satisfaction of the Committee to be detrimental to the interests of fellow
members. Any charge against a member must be communicated to the committee in writing. On receipt of
any such complaint, the General Secretary shall notify the member in writing, giving details of the complaint
and asking the member to attend a committee meeting at which the member must be given the right of
explanation for his/her actions.
3.4 Seven days’ notice of such a Committee meeting shall be given.
April 2018 - Version 5.0 Page 5
4. ASSOCIATION SUBSCRIPTIONS
Annual subscriptions shall be determined by the Committee; members will be notified of the amount at the
AGM. Each subscription shall cover the membership of up to two people at the same postal address and shall
be payable annually by 31 January.
5. ALLOTMENT FEES
5.1 Allotment fees shall be determined by the Committee in consultation with Fareham Borough Council.
Any change to the fees shall be notified to the members at the AGM or at the first opportunity thereafter but
at least 28 days prior to renewal of the said fees. Fees are payable in advance and shall be payable annually by
31 January.
5.2 In the event that allotment fees are not paid by the due date, the appropriate Allotment Manager
shall contact the allotment holder directly to ascertain the reasons for non-payment and then take the
appropriate action IAW the Tenancy Agreement keeping the Committee informed.
6. THE COMMITTEE
6.1 The administration and running of the Association affairs shall be carried out by a duly elected
Committee comprising of the following; associated Duties and responsibilities are listed at Annex A:
Chairperson
Vice-Chairperson
General Secretary
Minutes Secretary
Treasurer
Trading Secretary
Assistant Trading Secretary
Trading Hut Manager (Red Barn)
Trading Hut Manager (Roman Grove)
Allotment Site Manager – Roman Grove Site
Assistant Allotment Site Manager – Roman Grove Site
Allotment Site Manager – Red Barn Site
Assistant Allotment Site Manager – Red Barn Site
Social Secretary
2 Gardeners Representative
6.2 Each position on the Committee shall be taken up by volunteer Association Members. Each volunteer
must be proposed and seconded by two other Association Members. Nominations shall be forwarded to the
General Secretary 21 days prior to the AGM. The General Secretary will post the names of nominees,
proposers and seconders on the Nominations Board.
6.3 Each member of the Committee shall be elected to office at the AGM each year. Each Committee
member shall vacate office at the following AGM but are eligible for re-election (see 6.4 below). An exception
to this rule is the appointment of the Allotment Site Managers who shall be elected to serve for up to 5 years.
6.4 No Committee member shall hold office for longer than 3 years in succession unless there is no other
volunteer Association Member to fill the post. In any case the candidate is to be nominated and elected to
that office as described at 6.2 above.
April 2018 - Version 5.0 Page 6
6.5 Any Committee member absent for 3 consecutive meetings will be considered resigned unless
satisfactory explanation has been received by the General Secretary.
6.6 A Committee Member who is unable to complete their term of office should submit his/her
resignation in writing to the Committee, giving notice of intention wherever possible. In the event of an early
resignation, the Committee shall have the power to fill any vacancy so caused and should inform the members
of their decision at the first opportunity.
7. TRUSTEES
7.1 The Trustees are responsible to Fareham Borough Council for ensuring the Allotment Sites adhere to
the conditions and requirements of the Allotment Lease Agreement.
7.2 No less than two Trustees shall be appointed by the Association Members. Each shall be nominated
and seconded and duly elected at the AGM. The term of office for each Trustee shall be a maximum of three
years after which they may be re-elected in the same way as members of the Committee.
7.3 Notwithstanding anything else in the Constitution, the Trustees are empowered to take such action as
necessary to ensure compliancy with the terms of the Allotment Lease Agreement with Fareham Borough
Council. The Trustees will inform the Committee (the Chairperson in the first instance) at the first opportunity
any occurrence of non-conformity of either or both Allotment sites or changes to the lease or the conditions
therein.
8. ASSOCIATION ADMINISTRATION
8.1 The administration of the Associations affairs shall be carried out by the elected Committee on behalf
of the members.
8.2 A Committee meeting shall be held once a month prior to the general meeting, all Committee
members being informed of the time and date of each meeting. The periodicity of the meetings may be
altered in the winter months (Oct to Mar) to every 6 weeks as agreed by the Committee.
8.3 The minutes of the proceedings of a Committee meeting shall be drawn up and entered into books or
other permanent records kept for that purpose and at the next meeting be submitted for approval as a correct
record and duly signed by the person presiding over that meeting. Copies of the minutes of each meeting
shall be posted at each of the Trading Huts and on the website for the information of Association Members.
8.4 No business shall be transacted unless five Committee members are present at the meetings; any five
members shall constitute a quorum provided the Chairperson or General Secretary is present.
8.5 The day-to-day administration and trading at the various allotment sites shall be carried out in
accordance with arrangements approved by the Committee.
8.6 All major matters of administration and trading policy remain the responsibility of the main
Committee.
8.7 Inspection of each allotment site shall be carried out by the appropriate Allotment Site Manager who
is to take any appropriate action on behalf of the Committee.
April 2018 - Version 5.0 Page 7
8.8 The Chairperson, General Secretary and Treasurer shall be empowered jointly to deal with any urgent
matters that may arise between Committee meetings but every effort must be made to contact other
members of the committee by phone or email. Any resultant decisions must be communicated to all members
of the Committee as soon as possible after the event.
9. ASSOCIATION FINANCE
9.1 The Committee shall operate banking accounts in the name of the Association with such banks as the
Committee select and all monies received from any source shall be paid into such accounts.
9.2 Cheques shall be signed by any two of three nominees one of which shall be the Treasurer.
9.3 The Treasurer shall provide the Committee with a Statement of Account monthly, the books being
made available for inspection at any time.
9.4 An end of year Statement of Accounts shall be prepared by the auditor and presented to Association
Members at the AGM. The Statement of Accounts shall reflect the financial accounts for the current year (1
Jan to 31 Dec) being audited and the previous year’s accounts.
9.5 Prior to the AGM, the Committee shall examine the accounts and where necessary make
recommendations to the Association Members at the AGM to increase prices or subscriptions if appropriate.
9.6 No expenditure of funds, both Association funds and/or Allotment fees, is to take place without the
prior approval of the Committee (but see para 9.7). In cases where there is an urgent need for expenditure,
approval of the committee may be sought using email or other recordable means. Approval is by majority as
described at para 8.4. All purchases must be receipted and the receipt provided to the Treasurer
9.7 Site Managers are permitted to purchase items to the value of £50 per month without the need to
obtain the approvals as described at para 9.6. Items purchased must be those required for the upkeep or
maintenance of the sites or machinery used to maintain the grounds. The Treasurer and Committee are to be
informed of such purchases and receipts are to be provided. The amount is a limit and not a target and
cannot be accrued or carried over from month to month.
10. ASSOCIATION TRADING
10.1 Association Trading shall be carried out in the Trading Huts on both the Roman Grove and the Red
Barn Allotment sites.
10.2 Trading policy shall be determined by the Committee and this policy carried out by the Trading
Secretary, the Shop Managers and volunteer assistants.
10.3 The retail price of goods sold at each Trading Hut shall be cost price from the wholesalers plus 20%.
No goods are to be sold to individuals for onward resale to organisations or persons outside of the Association
for profit.
10.4 A complete and full stocktake is to take place twice annually (30 Jun and 31 Dec) and is to be
conducted by a minimum of two persons at each Trading Hut. The two teams should consist of the Trading
Secretary and the appropriate Shop Manager; the results of each of the stocktakes is to be doubled checked
by opposite stocktake pairs to eliminate any potential errors.
April 2018 - Version 5.0 Page 8
10.5 The results of the stocktakes are to be presented to the Committee on both occasions and the
Committee will present the results to the Associations Members by publication at each of the Trading Huts
and at the AGM. Any discrepancies in the stocktake must be brought to the attention of the Trading Secretary
immediately. The Trading Secretary will then investigate the discrepancy and report to the Committee. The
Committee shall then act appropriate to the cause of the discrepancy.
11. GENERAL MEETINGS
11.1 The Annual General Meeting shall be held in March at a place to be decided by the Committee. At this
meeting, the audited Statement of Accounts, results of the Trading Hut Stocktakes, update Constitution and
any Committee reports shall be submitted to the members and officers for the following year elected.
11.2 A Special General Meeting shall be called by the committee when deemed necessary or on the
requisition in writing of at least 10 Association Members.
11.3 Notices of motion to be raised at the AGM shall be conveyed in writing to the General Secretary at
least 14 days prior to the meeting. All motions shall have a proposer and seconder before it can be voted on.
All questions or motions that arise at any meeting shall be decided by a simple majority vote of those present
and entitled to vote. Where the numbers of votes cast on each side are equal the chair of the meeting shall
have the casting vote.
11.4 Amendments to the Constitution or rules may only be made at the AGM or at an EGM convened for
that reason. Any proposal to amend the constitution or rules shall be given to the General Secretary in writing
14 days prior to the AGM or as described at 11.2 for an EGM.
11.5 Only members of the Association are entitled to speak and vote on any matter. Affiliated members
(i.e. Gardener Members) shall not be entitled to vote on any matter solely concerning the administration of
Allotment Sites and business.
11.6 Ten members shall form a quorum at all General Meetings and in the case of equal voting, the
presiding Chairperson shall have a casting vote.
11.7 In addition to Committee Meetings, regular monthly meetings for Association Members shall be
arranged primarily for lectures, talks and demonstrations for the interest of members. These meetings may
also be used to inform members of proceedings of the Committee and when the Committee deem this
desirable. The Social Secretary shall make such announcements as necessary to inform members of
forthcoming events. No other motions affecting the Association shall be decided at these meetings; these
matters shall be raised as described at 11.2 and 11.4 above.
11.8 Any Members questions which cannot be answered immediately, will be referred to the committee by
the General Secretary so that considered answers may be given at the next regular monthly meeting.
12 AFFILIATIONS
The Association shall be affiliated to such societies, associations etc. which the Committee deem to be
advantageous in providing a service to the members.
13. DISSOLUTION
13.1 In the event it is necessary to dissolve the Association an EGM shall be convened by the Chairperson.
At least 28 days’ notice shall be given to ALL members and the meeting shall be advertised in an open and
transparent manner.
April 2018 - Version 5.0 Page 9
13.2 In the event that the Association is dissolved all remaining monies, after all outstanding debts have
been settled, shall be donated to a local charity as agreed by the Association Members at the same meeting
that agreed the dissolution.
14. ANNUAL SHOW
14.1 The Association shall organise an Annual Show depending upon demand from the Association
Members. The show is normally to be held in the month of August.
14.2 The annual show shall be organised and managed by a Show Committee who shall be elected at the
AGM immediately prior to the programmed Annual Show.
14.3 The Show Committee will comprise of a Secretary, Senior Steward, Publicity Officer and three other
persons. The Show Committee will hold office for one year and are responsible for the Annual Show and do
not have influence or voting rights on other PAHAGA matters.
15. MATTERS NOT PROVIDED FOR
Any matters not provided for in this Constitution shall be dealt with by the Committee at their discretion and
members informed of their decision at the first opportunity.
16. EQUALITY AND DIVERSITY
The Association shall aim to ensure that no one associated with the Portchester Allotment Holders and
Gardeners Association is discriminated against on the grounds of age, impairment, colour, ethnic or national
origin, nationality, race, religious belief or faith, social class, gender, sexuality, gender reassignment, marital
status or political views or activity.
April 2018 - Version 5.0 Page 10
ANNEX A
OUTLINE COMMITTEE DUTIES AND RESPONSIBILITIES
1A. CHAIRPERSON
1A.1 To call and chair all meetings and to manage those meetings to conclusion. The Chairpersons ruling on
all matters relating to the running of the meeting must be accepted and adhered to by all concerned.
1A.2 Hold the casting vote. The Chair shall not vote unless the vote is tied.
1A.3 To ensure that the Association Rules and Constitution are adhered to.
1A.4 To keep in mind the interests of the members and be prepared to initiate changes in policy to meet
changing circumstances.
2A. VICE CHAIRPERSON
2A.1 In the absence of the Chairperson, undertake the duties of the Chair.
2A.2 Take responsibility for specific projects as directed by the Committee.
3A. GENERAL SECRETARY
3A.1 To maintain proper and accurate records of all correspondence and to initiate such actions that may
arise.
3A.2 To receive notices of motions and prepare the agenda in conjunction with the Chairperson for those
meetings as described in the Constitution.
3A.3 To receive nominations within the stated timescales (see Constitution 6.2) for positions on the
Committee and to post those nominations with the proposer and seconder on the Nominations Board at each
Trading Hut.
3A.4 To ensure all necessary reports are made available to Association Members for the AGM.
4A. MINUTES SECRETARY
4A.1 To maintain proper records of the proceedings of all Association Meetings and to prepare the minutes
of those meetings.
4A.2 Present completed minutes for signature by the Chairperson within 5 working days of the relevant
meeting for signature by the Chairperson.
4A.3 To assist the General Secretary as deemed necessary.
5A. TREASURER
5A.1 To receive all monies on behalf of the Association from sales at each of the Trading Huts, membership
subscriptions and any other source and to pay such monies into the Association bank account.
April 2018 - Version 5.0 Page 11
5A.2 To pay bills to creditors promptly from the Association bank accounts by cheque. Cheques are to be
countersigned by two persons one of which shall be the Treasurer.
5A.3 To keep and maintain appropriate records of all transactions on behalf of the Association.
5A.4 To provide the Committee with a monthly Statement of Accounts at the monthly Committee Meeting.
5A.5 Ensure that the end of year Statement of Accounts is prepared correctly and accurately for
presentation to the Association Members at the AGM.
6A. TRADING SECRETARY
6A.1 To carry out the trading policy of the Association Committee as described in the Constitution (10.2).
6A.2 To order stock from suppliers and maintain stocks of such items as may be considered saleable to
members in consultation with the Shop Managers, Allotment Managers and Gardeners Representatives.
6A.3 Receiving and checking orders on receipt assisted by Shop Managers as appropriate.
6A.4 Liaise with the Treasurer to ensure prompt and accurate payment of invoices.
6A.5 To provide a retail price list at each Trading Hut with prices as described in the Constitution (10.3).
6A.6 To conduct full and accurate stocktakes assisted by Shop Managers as described in the Constitution
(10.4 & 10.5).
6A.7 Liaising with other local allotment trading operations as appropriate to achieve economy of scale in
purchasing where appropriate.
6A.8 Reporting purchases and value of sales at monthly committee meetings.
6A.9 Hold regular update sessions with Shop Managers.
6A.10 To remain up to date with current legislation regarding use of chemicals on allotment sites.
6A.11 To ensure that all volunteer helpers in both shops are aware of health and safety issues associated
with handling chemicals or other equipment and that appropriate protective clothing (e.g. gloves, masks,
goggle) is worn when handling fertilisers especially when making up fertiliser mixes.
6A.12 To hold keys for each site to enable access to both shops outside of normal opening hours.
6B. ASSISTANT TRADING SECRETARY
6B.1 To assist the Trading Secretary in the duties at para 6A and to deputise in the absence of the Trading
Secretary.
6C. TRADING HUT MANAGERS
There will be a Manager for each Trading Hut on each site. Each manager will be responsible for the following:
6C.1 To open the site shop during trading hours.
April 2018 - Version 5.0 Page 12
6C.2 Ensuring each shop is staffed appropriately with volunteers and producing an agreed roster of
volunteer helpers to serve in the Trading Huts.
6C.3 Supervising staff as appropriate (e.g. operating the till, health and safety (see 6C.12))
6C.4 Be responsible for cashing up after each trading session.
6C.5 Be responsible for informing the Trading Secretary of value of sales after each trading session.
6C.6 Be responsible for passing the days’ takings to the Treasurer (or banking as agreed).
6C.7 Informing the Trading Secretary of required stock replenishment as and when the need arises.
6C.8 Advising the Trading Secretary of any issues arising around stock orders, e.g. poor quality,
shortfalls.
6C.9 Advising the Trading Secretary of customer requests for stock not held.
6C.10 In association with the Trading Secretary, conduct stocktakes as described in the Constitution
(10.4 and 10.5).
6C.11 Maintaining an order book at each site shop for seed potatoes and onion setts or any other named
bulk order.
6C.12 Ensuring that Health and Safety requirements for the handling of chemicals and fertilisers is
adhered to by managers and volunteers alike.
Note. This applies when measuring out fertilisers for sale or when making up fertiliser mixes. Making up fertiliser mixes is a voluntary, but appreciated task.
6C.13 Holding regular update sessions with the Trading Secretary.
6C.14 Liaising directly with Trading Hut Manager at Roman Grove/Red Barn as appropriate to ensure
stock levels are evenly maintained.
6C.15 Ensuring scales are accurate and if electronic tested regularly.
7A. ALLOTMENT SITE MANAGERS
7A.1 To maintain a complete and accurate record of all Allotment Holders for their area showing the size of
each allotment held, its position (number) and the annual Allotment Fee payable.
7A.2 To maintain a register of all members of the Association from their area.
7A.3 To maintain a waiting list for their site and to allocate vacant plots in accordance with the
requirements of the Fareham Borough Council Allotment Strategy and the current lease.
7A.4 Enforce the rules and regulations detailed in the Allotment Lease Agreement and the Tenancy
Agreement ensuring that good order and regularity is maintained on each allotment site.
7A.5 To be responsible to the Committee for the safety of structures on their site and to report any areas of
concern to the Committee at the first opportunity.
April 2018 - Version 5.0 Page 13
7A.6 To act as site surveyor for the area of responsibility.
7A.7 With the assistance of volunteer Allotment holders, maintain the common areas and tracks on the site
of responsibility and to keep empty allotments free from weeds and overgrowth in preparation for
reallocation.
8A. ASSISTANT ALLOTMENT SITE MANAGERS
8A.1 To assist the Allotment Site Manager of the appropriate site in the duties outlined at para 8A and to
deputise in the absence of the Allotment Site Manager.
9A. SOCIAL SECRETARY
9A.1 To organise and arrange the programme for monthly General Meetings for each year engaging
appropriate speakers or providing other events considered suitable for the interest of Association Members.
9A.2 Offer suitable outings and other social events of interest to Association Members.
9A.3 To inform the association Members of the forthcoming events at each General Meeting.
9A.4 To maintain true and accurate records of the Social Committee funds keeping the Association
Treasurer informed.
9A.5 To arrange representation of the Association at local functions and events where deemed appropriate
(eg. Portchester Gala).
10A. GARDENERS REPRESENTATIVE
10A.1 To represent the interests of Association Gardeners Affiliated members.
10A.2 To actively participate in the sub-committees for social events or for the Annual Show.