Broomhill Constitution

NAME

The association shall be called Broomhill Gardens Association.

AIMS

1. The promotion of gardening among the plot holders and members of the community garden.

2. To manage, maintain and improve Broomhill Gardens.

3. To work in partnership with the council to manage the waiting lists, plot allocation and any matter relating to the lease of the land.

4.  To work with other gardening associations, community groups and institutions in the promotion of gardening and matters of mutual interest.

OFFICE BEARERS AND COMMITTEE

The business of the association shall be under the management of:

Committee Secretary

Committee Treasurer

Committee Chairperson

______  Committee Members

The office bearers will be elected by the members at an AGM and will retire after 3 years. All retiring members will be available for re-election. The committee shall have the power to fill any casual vacancy occurring in their members, including office bearers but any person chosen shall only hold office for as long as the vacating member would have done, if no vacancy had occurred.

MEETINGS

The committee shall meet at least 5 times a year. At management committee meetings 3 shall form a quorum.

The management committee shall convene an annual general meeting of all the members, not more than 15 months shall elapse between annual general meetings. As with all special meetings AGMs will be called with at least 14 days notice and at such meetings 5 members shall form a quorum. The business of an Annual General Meeting shall include but not be limited to: A report by the chair of the years activities, a review of the annual accounts,  the election/re-election of officer bearers and members of the management committee.

Decisions will be made through discussion and the agreement of a consensus. In the case that the management committee is unable to find a consensus the issue will be presented to the members and voting may be used where it is thought necessary. Each member has one vote.

FINANCE

The annual subscription and rent for plot holders will be agreed annually by the committee.

The annual subscription for the community garden will be agreed annually by the management committee.

A bank account shall be opened in the name of the Association. The management committee shall authorise in writing three members of the management committee (one of whom. shall be the treasurer) to sign cheques on behalf of the Association

DISSOLUTION

In the event of the dissolution of the Association, all out standing debts and liabilities will be cleared. The balance of any assets remaining will go to a similar organisation or charity as decided by a SGM. No member will gain from the dissolution of the Association.

MEMBERSHIP

Membership of the association shall be either by subscription as a plot holder or as a community garden member.

Plot holders will sign up to a conditions of tenancy. (see below)

SECRETARY

The Secretary shall keep minutes of the meetings of the association and of any committee business and shall conduct the correspondence of the association. He/she shall be bound to convene any meeting of the committee.  He/she shall keep an au-to-date record of members.

The Constitution, declaration of membership, and guidelines can only be altered and or amended at the AGM or at a special meeting of the members and convened by the secretary for that purpose. All proposed alterations and/or amendments must be given, in writing to the Secretary at least 7 days before the meeting.