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Garnock Valley Allotment Association - Constitution

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GV AA GARNOCK VALLEY ALLOTMENT ASSOCIATION - CONSTITUTION NAME: The Organisation shall be known as Garnock Valley Allotment Association (hereinafter “the Association”). MEMBERSHIP: Membership is open to all groups and individuals residing in the Garnock Valley area defined as Kilbirnie, Beith, Glengarnock, Dalry, Longbar, Gateside, Barrmill and Lochwinnoch without distinction of political, religious or other opinions. Membership shall be confined to persons who are resident in the Garnock Valley area and whose fees are fully paid by the due date, and who undertake to cultivate their allotment. The Annual Association membership fee shall be determined at the previous year’s Annual general meeting (AGM). Applications for membership must be in writing and approved by the Executive Committee. The Executive Committee shall have the power to offer honorary membership to any person it considers to be worthy. The honorary officers may suspend a member on the grounds of action prejudicial to the interests of the organisation. The notification of suspension must be made in writing together with details of the member’s right to be heard by the Executive Committee prior to any final decision. The Executive Committee may by unanimous vote and for good reason, terminate the membership of any individual, provided that the individual concerned shall have a right to be heard by the Executive Committee, accompanied by a friend, before a final decision is made. The meeting must be held within 28 days. V5 04.04.16 1 GV AA OBJECTS: To manage and supervise Allotments (within the Garnock Valley area) for the benefit of the members of the organisation, in accordance with the organisation’s rules and conditions of let. To promote by whatever means agreed by the membership, the suitable provision of Allotments in the Garnock Valley area. To promote the opportunity for physical activity and mental health and well being. To promote a culture of health and well being, which will increase others’ interest and awareness of healthy living activities. To encourage healthy living throughout the production of fresh fruit, flowers and vegetables and help adults and young people to share and learn about growing fruit and vegetables using environmentally friendly methods. MANAGEMENT COMMITTEE: a) At the AGM of the organisation the members shall elect from amongst themselves a Chairperson, a Vice Chairperson, a Secretary, a Treasurer and up to 3 additional members who shall hold office from the conclusion of that meeting for a period of 1 year. Other members can be co-opted as required but do not have voting rights. The Chairperson who shall hold office for 2 years. All other executive officers shall retire at the AGM of the organisation annually but shall be eligible for re-election. b) The quorum for the committee meetings is 4 elected members; for other meetings including the AGM the quorum shall be 15 members. c) Any member may propose a resolution for discussion at an AGM. To ensure that a resolution is discussed it should be submitted in writing to the Secretary, along with the names of the Proposer and a Seconder, 21 days before the date of the AGM for it to be included in the agenda. Resolutions proposing alterations to the Constitution may only be put to an AGM. V5 04.04.16 2 GV AA POWERS: The structure of the organisation consists of the Executive Committee who hold regular meetings and control the activities of the organisation. The Executive is responsible for monitoring and controlling the financial position of the organisation and its overall policy development. FINANCE: a) All monies raised by or on behalf of the organisation shall be applied to further the objects of the organisation and for no other purposes. b) Monies received from funding bodies or other organisations will only be used for the purpose for which they were awarded. c) No member of the Committee shall normally be paid fees or receive any remuneration other than out-of-pocket expenses. The Treasurer shall, on behalf of the Executive Committee, ensure the Maintenance of accounting records Preparation of annual statements of account Auditing or independent examination of the statements of account The Financial year of the Association shall be from 1st April to 31st December for 2014 only and thereafter from 1st January to 31st December. All monies not immediately required by the Association shall be put into the bank account held in the name of the Association. The funds of the Association shall be held in a bank account operated by the Executive Committee. Cheques will require to be signed by two signatories of the Executive Committee. V5 04.04.16 3 GV AA ANNUAL GENERAL MEETING: There shall be an Annual General Meeting (AGM) of the organisation, which will be held no later than the 31st November of each year. The Executive Committee shall call every AGM. The Secretary shall give at least 21 days notice of the AGM to all members of the organisation. All members of the group shall be entitled to attend and vote at the meeting. The Executive Committee shall present to each AGM the report and accounts for the preceding financial year. PROCEDURES AT ALL MEETINGS: The Secretary or other person specially appointed by the Executive Committee shall keep a full record of proceedings at every meeting of the organisation. DISSOLUTION OF THE ASSOCIATION: If the Executive Committee decides that it is necessary or advisable to dissolve the Association it shall call a meeting of all the members of the Association, for which no less than 21 days notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting, the Executive Committee shall have the power to realise assets held by or on behalf of the Association. Any assets remaining after satisfaction of any proper debts and liabilities shall be given or transferred to a charitable organisation or institutions having objects similar to the objects of the Association, as the members of the Association may determine, or failing that, be applied for some other charitable purposes. A copy of the statement of accounts for the final accounting period must be provided to all Association members. V5 04.04.16 4 GV AA ALTERATIONS TO THE CONSTITUTION: Any proposals to alter the Constitution must be delivered in writing with a Proposer and a Seconder to the Secretary of the Association not less than 21 days before the date of the AGM at which it is to be first considered. Not less than 14 days notice of a meeting giving written particulars of proposals shall be given to the members of the organisation. APPROVAL AND ADOPTION OF THE CONSTITUTION: This Constitution shall take effect from the date shown below and was adopted by Garnock Valley Allotment Association by: 1 Signed................................................................ Date.............................. Print Name.......................................................... Position.............................................................. 2 Signed................................................................ Date................................. Print Name....................................................... Position............................................................... 3 Signed................................................................ Date.............................. Print Name.......................................................... Position.............................................................. V5 04.04.16 5 .
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