- 1. NAME
- 2. OBJECTIVES
- 3. MEMBERS
- 4. MANAGEMENT GROUP AND OFFICERS
- 5. MEETINGS
- 6. FINANCE
- 7. ADOPTION OF THE CONSTITUTION
Published: 20 July 2009
This constitution was adopted at a Special General Meeting held on 19 July 2009
1.1. The name of the Society will be the Jubilee Road Leisure Gardens Society.
2.1. To promote the interests of all members in their allotment and gardening activities.
2.2. To help generate allotment community involvement in the management and promotion of Jubilee Road Allotments. The Society will be responsible for the organisation of supporting activities for the benefit of all plot holders, including manure collection; improvements to site conditions and facilities; fund raising; and social events.
2.3. To co-operate with Ealing Council and the Council approved Site Manager in the maintenance and development of Jubilee Road Allotments. The actual management of the site, including the issuing of tenancies, prevention of trespass, enforcement of tenancy agreements and maintenance of the infrastructure (fences, gates, and water supply etc.), is the responsibility of Ealing Council.
3.1. Membership of the Society is open to all persons who are named, current, legal and paid-up holders of allotment and gardens on Jubilee Road Allotments, to their family members and interested local residents.
3.2. Only members registered with the council as a tenant of a plot at Jubilee Road Allotment Gardens have voting rights. They are entitled to one vote at meetings, irrespective of the number of plots they cultivate. Other family members, and interested local residents, may join the Society but will not be accorded voting rights
3.3. Anyone who deliberately flouts the Objectives of the Constitution shall forfeit their membership of the Society.
4. MANAGEMENT GROUP AND OFFICERS
4.1. The policy and general management of the affairs of the Society shall be conducted by a Management Group, which shall be responsible to the Annual General Meeting of the Society.
4.2. The Management Group shall consist of three Officers – Chair, Treasurer and Secretary - together with up to five other members elected under clauses 4.3 - 4.4. A quorum at Management Group meetings shall be not less than four members. The will be appointed from within the Management Group by its members. The Council approved Site Manager will be invited to become an ex-officio member if he/she so desires.
4.3. Candidates for Officers and other Management Group members are required to be members of the Society but need not be voting members. They must be nominated by a member of the Society, and seconded by one other Society member.
4.4. Officers shall serve for a period of one year and shall hold office until the following Annual General Meeting. Retiring Officers are eligible for re-election to the vacated office.
4.5. In the event of an office unexpectedly becoming vacant, the Management Group shall have the power to appoint a replacement from the paid-up members of the Society, to serve until the next Annual General meeting.
4.6. The Management Group can also co-opt up to two extra members if this is felt to be in the interest of the Society as a whole (e.g. representation of a special interest group). Such members would serve until the next Annual General Meeting when they could stand for election if they desired.
5.1. There will be an Annual General Meeting in May of each year at which the audited accounts and Secretary’s report will be given and the election of the Management Committee for the ensuing year will take place. At least 21 days prior notice shall be given by means of notice affixed to the notice board outside the Trading Hut. This notice will state the time, place and subjects intended to be resolved at the meeting. Prior notification of any substantive motion that involves changes in the Society Constitution must be submitted in writing to the Chair at least 14 days before the meeting. Eight members eligible to vote being in attendance shall constitute a quorum. Voting Members wishing to have their views heard in their absence may submit these in writing to the Chairperson prior to the meeting. Subject to the quorum being met, decisions will be resolved by simple majority of the votes cast, by the eligible voting members present at the meeting. In the event of equal voting the Chair will have the casting vote.
5.2. If for any reason a Special General Meeting is deemed necessary, a request needs to be submitted in writing to the Chair by a minimum of ten voting members. This meeting must be called within 21 days of receipt of the request, with 21 days notice being given. The procedure governing the publication of notice and voting procedure will be the same as that described above for the Annual General Meeting.
6.1. All monies raised by or on behalf of the Society shall be applied to further the objects of the Society and for no other purpose.
6.2. The Treasurer shall keep proper account of the finances of the Society and shall open a bank account in the name of the Society.
6.3 The accounts shall be audited or independently examined annually by auditors/independent examiners appointed by the Annual General Meeting.
6.4. The accounting year for the Society shall run from 1st May until the 30th April the following year.
7. ADOPTION OF THE CONSTITUTION
7.1. This constitution was adopted at a Special General Meeting held on 19 July 2009