Our Constitution
1. The name of the Association shall be Barnstaple Allotment Association (herinafter referred to as the Association).
2. The objectives of the Association shall be:
a) To promote the interests of the Members and Barnstaple Town Council (as landlord) with the regard to proper cultivation, good management and enjoyment of the Allotments.
b) To maintain and improve the condition of the site as a whole and to encourage and educate others to do the same.
c) To conduct negotiations with Barnstaple Town Council (BTC) and others.
3. Constitution
a) Every member shall be provided with a copy of the Constitution upon their acceptance of membership by the Committee.
b) Every member undertakes to abide by this Constitution and any alterations that may be made in accordance with the rules.
4. Membership of the Association
a) The Association shall consist of such Allotment holders whose application for membership has been approved by the Committee and have paid the appropriate annual subscription.
b) The Association shall keep records of its members to include name, address and telephone number.
5. Committee of Management
a) The affairs of the Association shall be conducted by a Committee of Management comprising of a minimum of a Secretary, Treasurer, Chairperson and Vice Chairperson though other officers may be elected, if considered appropriate by the General Meeting. (Any member may attend as a non - voting observer without the right to speak).
b) The tenure of any post on the Committee and of all other officers voted for at the Annual General Meeting whether permanent or temporary shall be voluntary, unpaid and open only to members of the Association.
c) The officers shall be elected for the ensuing year at the Annual General meeting by majority vote.
d) Officers shall be eligible for re-election each year.
e) Casual vacancies shall be filled by Committee and those appointed shall hold office until the next Annual General Meeting.
f) The Secretary, Treasurer, Chairperson and other elected members of the Committee shall keep accurate records of their dealing on behalf of the Association, which shall be available for inspection by members.
6. Association Meetings
a) Members of the Association shall be eleigable to vote at General meetings, Annual General Meetings and Extraordinary Meetings.
b) The Annual General Meeting shall be held each year at a time and place chosen by the Committee, at least 21 days notice shall be given to members.
c) The Treasurer shall at this meeting submit accounts for the year.
d) The Secretary's report shall be submitted at the AGM.
e) Resolutions for discussion at the AGM must be submitted to the Secretary at least 7 working days before the meeting to allow preparation for the meeting.
7. Extraordinary General Meetings
a) An AGM may be called on the direction of the Committee, or by 10 of the members, and delivered to the Secretary.
b) All members shall be given at least 21 days notice of such a meeting.
c) Only the matter raised for the EGM will be discussed.
d) No other business shall be taken at the meeting.
8. Bank Account
a) The Committee shall maintain a bank account in the name of the Association and all monies received from any source on behalf of the Association shall be paid into that account.
b) Records and accounts of all transactions shall be kept by the Treasurer.
c) Cheques shall be signed by a minimum of two signatories.