Draft Constitution

The association that was elected to represent Cole Park Allotments for one year.
1. Andrew expressed concern that no member of CIP was present. They had been informed of the date of the meeting. Minutes of the last meeting had not been put on the noticeboards.
2. Judy explained that the final version of the constitution had not been completed until that morning, hence she was unable to circulate this prior to the meeting. This was due to CIP not sending their version of the draft constitution until Friday 27th.
3. Time was spent defining why we should form an association. That as CIP seem not to be managing the site, and that we are effectively managing the site ourselves we should make this situation more formal. Once a fully constituted association was formed we would be able to apply for grant money, have more leverage with CIP and improve the site.
4. Reg informed the meeting that Chiswick and Snakey Lane had already become self managing.
5. The proposal to form an Allotment Association was put to the vote.

Those in favour
17 (of those present eligible to vote at the meeting), 25 by post

Those against
0 (of those present eligible to vote at the meeting), 3 by post

1 spoilt ballot paper and no abstentions
6. Lawrence re-iterated that we need to agree that this was a group.
7. Steve expressed concerns that the association would not be a “policing” organisation, enforcing the tenancy agreement to the letter. The meeting felt that the status quo should be maintained.
8. Martyn was concerned that only a minority of the plotholders had actually voted. Would this be enough to actually carry the vote. Judy explained that every plotholder had been given the opportunity to vote if they wanted to. Even if plotholders had not voted they would still be entitled to representation.
9. Lawrence talked through the constitution. The constitution on the website was an old version, and not what was passed around at the meeting. It was agreed that Martyns opening sentence was a good idea as it stated the ideals of the group.
10.
11. (Constitution para 5) Steve expressed concerns that the constitution could be interpreted as a license for the association committee to police the plots. Lawrence explained that the association would have no legal right to enforce the rules of the tenancy agreement and that the term “encouragement” was used especially in the draft constitution. Olwen said that our tenancy agreement is still with CIP. The association would be looking for funding and management of the site. Karen said that she would like to see people with disabilities, caring responsibilities etc expressly referred to in the document. The meeting reached consensus that para 5.4.3. should be removed, which removes any responsibility of enforcing the tenancy agreement from the association. Individuals remain able to contact CIP about specific tenancy issues.
12. (Constitution para 6) It was agreed to add “including applying for grants where appropriate”. Martyn queried whether or not the association should have policing power. Peter reminded the meeting that policing and rent is the responsibility of CIP.
13. (Constitution para 7) Janet expressed concern that there was no subscription, and asked what the expenses so far had been. She didn’t want anyone to be out of pocket. So far there had been very little expenditure.
14. (Constitution para 8 ) Karen suggested that members of the committee should be elected each year, with no member of the committee holding post for more than two consecutive years. The meeting agreed to this.
15. (Constitution para 9) Martyn suggested that para 9.5.5. was removed. The meeting agreed.
16. (Constitution para 10) Concern was expressed that a motion could be carried by as few as 7 members, if a quorum was 8 members at a meeting and 80% of them was needed to carry a motion. Any Special Meeting would need to be advertised with the agenda clearly stated with the notification. Martyn stated that fewer people would be able to attend at specific times of the year. Karen suggested that a box be put at the gate for copiers of the minutes. Alan O said that any constitutional issues should be raised at the AGM. Lawrence confirmed that any Special Meeting would have the same period of notification as an AGM. Sandra suggested that the wording be changed to “an AGM or Special General Meeting.”
17. (Constitution para 11) Janet asked what would happen to any money left in the account if the association was wound up. The meeting agreed that any money would be donated to charity.
18. It was agreed that all children would be welcomed to the site and that if there were any “policing” issues these would be referred to CIP.
19. A vote was taken to adopt the constitution with the amendments.
Those in favour 22
Those against 0
Abstain 1
20. Officers were elected
Chair
Steve nominated himself Robin 2nd
Alan L proposed Judy, Julia 2nd (Judy subsequently withdrew) Peter proposed Reg, Alan O 2nd
Martyn proposed Sandra, Judy 2nd

The vote was Sandra 20 , Reg 2, Steve 0

Vice Chair
Judy nominated Julia, Olwen 2nd
Karen nominated Martyn, Steve 2nd
Martyn nominated Steve, Alan 2nd

The vote was Steve 2, Martyn 8, Julia 10

Secretary
Reg nominated Jim, Olwen 2nd
Jim nominated Ellie, Julia 2nd

The vote was Jim 2, Ellie 18

Treasurer
Julia nominated Olwen, Alan 2nd

The vote was Olwen 19

Andrew suggested the posts of Assistant Secretary and Assistant Treasurer. Lawrence suggested that these posts could be filled from the committee.

The following members were co-opted onto the committee. Reg, Andrew, Gideon(?), Jim, Alan, Karen. Olwen will put up notices asking for volunteers to join the committee.

21. Jims sign making has raised £36 for the association funds. A whip round was held to pay for the hall.
22. Time and date of the next meeting to be arranged

Initial Rules and Constitution ( to be agreed)

NAME
1.1 The name of the Association will be decided and voted upon at a meeting to be held two weeks after all plotholders have received a statement of intent by letter with the standard bills from CIP.

28th October in All Souls Church Hall, Northcote Rd. at 2.00 pm

OBJECTIVES
2.1 The provision of an association to aid all plotholders.
2.2 To provide facilities and aid all plotholders.

POWERS
3.1 To make provision on the above allotment site where practical for allotment holders to empower themselves to aid the smooth running of the said site.
3.2 Promote the general running of the allotments to all plotholders.
3.3 Encourage co-operation with national and local government in all matters appertaining to environmental planning and development and representations on appropriate committees, which are concerned with the provision of allotments.
3.4 Negotiate with the local authority and private landlords for the use of land and provision of amenities.
3.5 Encourage cultivation.
3.6 Represent or assist members at Public Inquiries for the purpose of protecting and advancing their interest in the objects of the Association.
3.7 Co-operate with, or affiliate to, other national or international organisation's having similar objectives.
3.8 Undertake any other legal/lawful activity calculated to further the objectives of the Association.
3.11 To assist, where possible, other allotment sites in upgrading their sites, particularly areas unused and overgrown which are unsuitable for allotment use, having been spoiled due to industrial or other activities, but can practically be put back into use by encouraging the good management of any wooded areas, wildlife areas, ponds and wetland areas, green waste management/recycling, e.g. composting and leaf mould production.

RULES
The "ASSOCIATION" in conjunction with the conditions applicable to Allotment Gardens set by the LONDON BOROUGH OF HOUNSLOW CIP provide hereafter the "RULES OF TENANCY" in accordance with the decisions agreed upon by members of the Cole Park Allotment Association at the AGM 28th October in All Souls Church Hall, Northcote Rd. at 2.00 pm

RULE 1 - THE ALLOTMENT ASSOCIATION ADMINISTRATION
For the purpose of administering the Rules and the running of the Association, the following OFFICERS and COMMITTEE shall be elected annually and be empowered to effect such decisions as may be required to maintain and uphold the conditions of the Tenancy Agreement held with the LONDON BOROUGH OF HOUNSLOW CIP and such Rules democratically prescribed by the membership.

· CHAIRMAN - To be elected annually at the Annual General Meeting. Nominations to be received by the Secretary prior to meeting and decided by ballot conducted at the AGM.
· SECRETARY - As for Chairman.
· TREASURER - As for Chairman.
· PRESIDENT - As for Chairman. (usually the incumbent CIP Representative.)
· In the event of a casual vacancy arising, the remaining Officers in consultation with the Management Committee shall be authorised to elect a successor for the unexpired period of office.
· AUDITORS - Two members shall be appointed to Audit the Accounts of the Association and report accordingly to the AGM.

DUTIES
CHAIRMAN
· To call and chair ALL MEETINGS - whose (The Chairman's) ruling on all matters must be accepted and obeyed by all concerned.
· Holds the Casting Vote.
· To ensure that the Association's Rules and Objectives are followed.
· To keep in mind the interests of the members and be prepared to initiate changes in policy to meet changing circumstances.
· In expecting 100% all-round support he/she should himself lead by example.
· Get things done by consensual majority and with the help of members.

SECRETARY
· Carry out the decisions of the Committee. Be responsible ONLY to the Committee. Act always in accordance with the decisions taken or where an emergency arises, between Committee meetings, then with the Chairman's agreement.
· Deal with all correspondence and other matters promptly.
· Keep an up to date list of the names and addresses of all members.
· Keep a register in strict rotation of all applicants for plots.
· Keep a register, separate from above, of Associate Members.
· Prepare Agenda in consultation with the Chairman.
· Maintain an up to date Minute Book and Attendance Record.
· Keep the Chairman and Committee informed and up to date on all matters.

TREASURER
· Take charge of all monies paid to the Association.
· Pay all bills by cheques.
· Open a Bank Account in the Association's name. 2 officers of the Association to sign from Chair / Sec / Tres
· All cash collections to be suitably recorded by the giving and taking of receipts.
· All transactions must be recorded and traceable to the person responsible.
· Keep proper accounts.
· Produce a Statement of Income and Expenditure for Auditors to approve for AGM.

PRESIDENT
· Liaise with CIP and Cole Park Allotment Association. Attend AGM and all other meetings where possible.

RULE 2 - MEMBERSHIP OF THE ASSOCIATION
(a) All paid up Tenants of plots shall be known as FULL MEMBERS of the Cole Park Association and become eligible for appointment to any office within the Association and entitled to vote at all General Meetings called by the Chairman.
Service of Notice
Non FULL MEMBERS ie shared plotholders can be Associate Members paying Membership Fees or such fees as agreed at AGM.

(b) General Meeting
The Annual General Meeting of Full Members shall be held in the month of October in each year on a date to be fixed by the Committee, of which at least THIRTY DAYS NOTICE, with an Agenda of the business to be conducted at such meetings, shall be posted to each fully paid up FULL MEMBER.
The business of such meeting shall be to receive a report by the Committee for the previous financial year, to receive a Statement of Accounts from the Treasurer and the Report of the Auditors for the previous twelve months, and any other business as may be submitted by the Committee.
To appoint for the ensuing twelve months and in the following order:
(1) CHAIRMAN; (2) SECRETARY; (3) TREASURER; (4) PRESIDENT; 5) TWO INDEPENDENT AUDITORS.
Nominations to be submitted to the Secretary FIVE DAYS prior to the meeting. All nominees' permission to be sought by the proposer before submission. Volunteers may be required. (Please see the noticeboard at Twickenham Road Gate) All proposed appointments will be submitted to the General Meeting and decided by ballot.
Any Other Business
Should any FULL MEMBER wish to raise any other subject, written NOTICE of his or her intention to do so together with the subject matter to be submitted to the Secretary at least FIVE DAYS as far as possible before the date of such a meeting and it shall be added to the Agenda by the Secretary.

(c) Special and General Meetings
Special and General Meetings shall be called by the Chairman
(1) In consultation with the Committee supported by an Agenda;
(2) On a requisition signed by ONE SIXTH of the FULL MEMBERS supported by the reasons in writing for which it is called and submitted to the Secretary FIFTEEN DAYS prior to the date of holding such a meeting.
NO OTHER BUSINESS other than that named in the requisition shall be brought before a Special General Meeting.

RULE 3 - TENANCY
Rent - The Tenant shall pay the Rent for the allotment, which he has agreed to Hire as a Yearly Tenant, YEARLY in accordance with the Conditions prescribed by LONDON BOROUGH OF HOUNSLOW CIP.
The Tenant shall not without the written consent of the LONDON BOROUGH OF HOUNSLOW CIP under let, assign or part with any land or part thereof.
Tenancy may be terminated if the Tenant is not duly observing the Rules affecting the Allotment or any other term or condition of his tenancy.

RULE 4 - CULTIVATION
The Tenant shall use the said land for allotment purposes.
The Tenant shall keep the said land looked after, and shall otherwise maintain it in a proper state to be decided.
No undesirable refuse shall be brought onto the Allotment site.
The Tenant shall cultivate the land and use it for any purpose such as agriculture, horticulture, and the growth of fruit, vegetables or the like.
The Tenant shall not take, sell or carry away or permit to be taken away gravel, mineral, sand, clay, turf or soil from the said land.
The Tenant shall burn, bury or otherwise dispose of his own vegetable refuse on the said land and shall not cause or permit any nuisance or annoyance to the occupier of any other piece of land or premises or obstruct any path or road set out by the Council for the use of the occupiers of the adjoining land.
The Tenant shall at all times park his transport with due consideration for other car owners and the full and wise use of the space available.

RULE 5 - BUILDINGS, FENCING, PATHWAYS, ETC

The Tenant shall not cause or permit any nuisance or annoyance by obstructing any path or road set out by the LONDON BOROUGH OF HOUNSLOW CIP for the use of the occupiers of the adjoining land.
Access to the Allotment site shall be by the recognised entrance(s) only. Each Tenant shall be required to purchase ONE key only - further requirements can be purchased by the Tenant if required.
THE GATES ARE TO BE CLOSED AND LOCKED ON TENANTS LEAVING AND ENTERING THE SITE.

RULE 7 - ASSOCIATED MEMBERSHIP
On application to the Management Committee, persons other than Plot Holders (FULL MEMBERS) can be voted into Special Membership, to be known as ASSOCIATED MEMBERS, of the Association on payment of the Membership Fees, if any,to be decided at AGM, prevailing at the time of acceptance and Yearly thereafter.
Such ASSOCIATED MEMBER will/will not have voting rights at any General Meeting or the AGM. To be decided at AGM.

EQUAL OPPORTUNITIES POLICY
Cole Park Allotment 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.

DISSOLUTION OR TERMINATION
If the General Committee, by a simple majority, decides at any time that on the ground of expense or otherwise it is necessary or advisable to dissolve the Association it shall call a meeting of all members of the Association who have the power to vote, of which meeting not less than 21 days notice stating the terms of the resolution to be proposed thereat shall be posted to all local Association Secretaries and any national body to which the Association is affiliated. If such resolution shall be confirmed by a simple majority of those present and voting at such meeting of the General Committee shall have power to dispose of any assets held by or in the name of the Association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be applied towards a registered charitable organisation of the Management Committee's choice or in the case of funds that originated from the National Lottery, these shall be returned to the funding body.

ENVIRONMENTAL POLICY
Cole Park Allotment Association has an important role to play in promoting sustainable lifestyles. 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 valuable pockets of greenspace for individuals and wildlife in urban areas.

In doing the above Cole Park Allotment Association is supporting a range of national and local initiatives aimed at improving the quality of life and the environment.
Cole Park Allotment Association is committed to reducing the impact of its operations on the environment and promoting sustainable allotment practice by:
· Encouraging members to undertake a programme of self-help projects aimed at upgrading of their sites and, where practicable, bring vacant and overgrown areas back into sustainable use.
· To encourage good management of any wooded areas, support the creation of wildlife havens, ponds, wetland and bog areas 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 plotholders.
· Green waste management, recycling, e.g. composting and leafmould production. Reducing the amount of waste generated by day-to-day running of plots, and encouraging and exploring new ways to reduce waste and encourage re-use and recycling on allotments.
· Promoting the efficient use of water on allotments by storing water in tanks or water butts, and non-wasteful use of tap water.
· To make provision on all allotment sites where practical for disabled and older gardeners to be able to pursue their recreational therapy.
Cole Park Allotment Association intends to continue promoting awareness of environmental issues to plotholding members.

Adoption of the updated Constitution
This Constitution was adopted at an Annual General Meeting held on 28th October in All Souls Church Hall, Northcote Rd. at 2.00 pm

Signed: ___________________________
Chairman (Name: …………..….)

Signed: ___________________________
Secretary (Name: ………………)
For Cole Park Allotment Association. www.coleparkallotments.org.uk