Constitution: approved by Uppingham Town Council

1. Name
1.1The name of the association is the Leicester Road Allotment Association (LRAA). 


2. Overall aim
2.1    The overall aim of the Association is to proactively protect and promote the interests of all members.


3. Objectives 
3.1To seek to enhance the all-round gardening experience of member allotment holders.
3.2Take appropriate actions to protect members against damage, trespass, and theft. 
3.3Foster good relations with residential neighbours and others using areas adjacent to our site. 
3.4Conduct negotiations on behalf of member allotment holders with Uppingham Town Council, ‘UTC’ the landlord, and work in partnership with UTC in support of their overall site management responsibilities. 
3.5To act as a regular and informal forum for the sharing of help and advice on gardening matters amongst members. 
3.6To promote social events amongst members including where appropriate the local community. 
3.7To communicate regularly with members on LRAA activities using various channels, e.g., noticeboard, social media, newsletters, e-mail etc.


4. Membership
Membership of the Association shall be open to:
4.1All persons 18 years old and over who are fully paid up allotment holders on the Leicester Road Allotment Site.
4.2A Member of the Association will be entitled to vote at Association meetings. A member who rents more than one plot will not be entitled to more than one vote.
4.3A person who works a plot with a member will be entitled to Associate Membership of LRAA.  An Associate Member cannot vote at a general meeting save that a member who is not present may authorise one Associate Member to vote on his/her behalf.  An Associate Member may sit as a general member on the committee of the Association.


5. Powers and Duties of the Committee
5.1A General Committee shall conduct the policy and general affairs of the Association, which shall be responsible to the General Meeting of the Association.
5.2The business of the Association shall be administered by a Committee consisting of minimum of four (4) and up to a maximum of ten (10) Members of the Association and shall comprise of: Chairperson, Treasurer, Secretary, Fundraiser Lead, IT and Communication Lead and up to five other general members, all of whom shall be elected annually at the Annual General Meeting. All members of the Committee must be Members or Associate Members of LRAA.    
5.3The Committee may fill any casual vacancies by co-opting additional members when necessary and such members will hold office until the next AGM.
5.4The Committee must retire at the Annual General Meeting and will be eligible for re-election.
5.5The Committee shall meet as frequently as it may consider necessary for the conduct of the business of the Association. It is expected that the committee will meet not less than three times between 1st January and 31st December. Three (3) members at a Committee Meeting, of which two (2) must be officers, shall constitute a quorum.
5.6The Secretary shall make a record of all committee meetings; if the secretary is not present, a record of the meeting shall be forwarded/reported back to the Secretary so that a proper record of all meetings and decisions can be maintained.
5.7The Committee may delegate tasks to a volunteer member of LRAA, but any such delegate will not be a member of the committee.
5.8The Committee will be responsible for:
i.Conducting negotiations with UTC on behalf of member plot holders. 
ii.Working in partnership with UTC in support of their overall site management responsibilities.


6. Annual General Meetings
566.1The Annual General Meeting will be held no later than 31st May each year.
6.2A quorum shall be ten (10) members for any general meeting.
6.3At the Annual General Meeting. 
i.The Chairpersons report for the previous year ending 31st December shall be submitted for approval.
ii.Internally prepared annual financial statements will be presented. 
6.4 Special General Meetings may be called by the Committee, or upon the request, in writing to the Secretary, of at least seven members.
6.5Members shall have fourteen days’ notice, in writing, of all general meetings.


7. Rules of Procedure Decisions at Committee and General Meetings
7.1Committee business will be decided by a majority of those present.  In the event of a tie, the Chairperson shall have the casting vote.
7.2At General meetings, resolutions will be passed by a majority of voting members present.  In the event of a tie, the Chairperson shall have the casting vote.  
7.3Postal and Proxy votes will not be allowed unless there is a proposed major change to the Constitution of the Association.


8.  Finance
8.1All monies raised by or on behalf of the Association shall be applied to further the objectives of the association and for no other means. The only exceptions are for those events that are specifically approved, designated and promoted by the LRAA committee as in aid of named charities.
8.2The Association shall maintain an account with a properly authorised bank which shall be required to honour cheques or other instructions signed on behalf of the Association by any two of the following: Chairperson, Treasurer, Secretary, or other named officer. 
8.3Financial accounts covering the year ending 31 December, shall be prepared by the Treasurer for independent scrutiny by an appropriate person appointed by the committee, at least annually. The independent scrutiniser should be neither a committee member or related to a committee member.
8.4New Financial accounts for the previous year are to be submitted to the AGM for approval.


9.  Amendment to the Constitution and Rules
9.1The Constitution may be varied from time to time by resolution of the members at a General Meeting.  


10. Termination of the Association.
10.1    On cessation of the Association, for whatever reason, any monies remaining after payment of all expenses, outstanding debts, and claims, shall be distributed equally amongst the current Members who have been Members of the Association for at least one year.


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Adoption of constitution
This constitution was agreed and adopted at the 2nd General Meeting of the Leicester Road Allotment Association held virtually via Zoom at 6.30 pm on  Thursday 4th March 2021. 

Present were:   Trevor Colbourne (Chairperson), Deborah Martin (Secretary), Debbie Smith-Wilds (Treasurer), Ric Ellis (Fundraiser Lead), Dave Johnson (IT and Communication Lead), Terry Langley (Committee Member).