TAA Constitution
(superseded by TAL Company Rules)

1. Aims/ Purpose.
The name of The Association shall be “Tugmutton Allotments Association”. The object for which the Association is hereby established is to provide its members with the opportunity to exercise good horticultural practice in the cultivation of vegetables, fruit and flowers within the grounds (allotments and leisure gardens), herein referred to as “allotments” while respecting the biodiversity of the sites. (see 7.1 below) These allotments are rented from the Association.

2. Membership.
2.1 Membership of The Association shall be open to anyone interested in gardening and the practice of maintaining allotments.
2.2 Members will be defined as: Those plot holders who have paid the Membership Fee by the due date and have signed and dated the agreed Terms and Conditions for that year.
2.3 Honorary Members will be those persons who have had Honorary Membership conferred on them by The Association Committee. They are non-voting.
2.4 The amount of the Tenancy Fee (Rent, Membership fee, Water fee and Work party bond) will be set by the Association Committee, voted on and agreed at the AGM.
2.5 Non-payment of the Tenancy fee, Membership fee or non compliance with the agreed terms and conditions will be grounds for termination of tenancy and membership. Decision to be made by The Association Committee.

3. Officers.
3.1 The officers of The Association shall be: Chairman, Treasurer, Secretary and Membership Secretary.
3.2 The Officers shall be elected by the members at the Annual General Meeting of the Association (AGM see 5. below) by a show of hands or ballot if required by the Chairman or Committee.
3.3 The officers shall serve for one year from the conclusion of one AGM to the conclusion of the following AGM.
3.4 All association records, both electronic and paper, remain the property of the Association and must be placed in possession of the Committee when an officer ceases in post.

4. The Association Committee (the Committee)
4.1 The Committee shall compose of all officers plus a minimum of two members.
4.2 The maximum size of the Committee, including the officers, shall be nine members.
4.3 The Committee shall be elected by a show of hands at the AGM. Candidates for the Committee, including Officers, will be nominated and seconded by members. A list of nominations will be circulated 14 days prior to the AGM.
4.4 The Committee may co-opt up to two members. The membership is to be advised of any co- opts.
4.5 No two members of a household may serve concurrently on the Committee.
4.6 No person can hold two offices concurrently.
4.7 Committee meetings are to be held once a month.
4.8 A Quorum at any Committee meeting shall be 4 members of the current Committee of which two must be officers.(see 3.1)
4.9 Any vote taken at Committee meeting is to be recorded in the minutes.
4.10 In the event of a tie, the chair at the meeting shall have the casting vote.
4.11 A person can be suspended as a Committee Member by a quorum of the Committee but an Extraordinary Meeting must be called to remove the Committee Member giving the person the opportunity to defend themselves. Rules for Extraordinary meetings would apply. If this occurs within 6 weeks of the lead up to the AGM, the deliberations and vote would take place at the AGM.

5. Annual General Meeting (AGM)
5.1 The AGM will be held annually in April after due date for Tenancy fee.
5.2 The membership must have a minimum of 28 days notice of AGM.
5.3 Any motions for discussion at the AGM must be provided to the secretary a minimum of 14 days prior to AGM. They must be proposed and seconded by members.
5.4 Additional matters raised at the AGM are to be noted by the incoming Committee for discussion. To be recorded in the minutes.
5.5 A Quorum at any AGM will consist of no less than 20 members including Officers but excluding Honorary members.
5.6 The meeting shall proceed according to the distributed agenda.
5.7 The agenda to include as a minimum:
5.7.1 Approval of the minutes for the previous AGM minutes
5.7.2 Approval of Annual Report of the Association activities in the preceding year
5.7.3 Election of Officers and Committee Members for the coming year
5.7.4 Election of Auditor who shall not be a Committee Member
5.7.5 Presentation of the accounts for the preceding accounting year, report by the Auditor, and approval of accounts
5.7.6 Consideration of any motion submitted (see 5.3 above)
5.7.7 Noting matters raised under 5.4
5.7.8 There is no “Any Other Business” for AGM
5.8 Voting shall be by a show of hands or ballot if required by the Chairman or the Committee. In the event of a tie, the chair at the meeting shall have the casting vote. Voting to be recorded in the minutes.

6. Extraordinary General Meetings
6.1 The Committee has the power to call an extraordinary General meeting at any time.
6.2 The Committee must call an Extraordinary General meeting within 20 days of receiving a written request signed by ten members. The request must detail the business of the meeting.
6.3 All members must be notified of all details of the meeting, including the business of the meeting, at least 14 days before the date of the meeting.
6.4 No business, other than that previously defined, is to be discussed at an Extraordinary General Meeting.
6.5 Paragraph 5.5 and 5.8 shall apply.

7. Powers and Duties of Officers
7.1 Chairman
To promote the aims and objectives of the association.
To oversee the running of the association.
To ensure fairness and honesty in dealings between members and the Committee.
To chair Committee Meetings, AGM, and Extraordinary Meetings.
To ensure and promote good sustainable practices, to support the
stewardship of the allotments/land and the biodiversity of the allotments.
To act as representative on behalf of the Committee and its members
between the council, BALGF and other outside bodies.
To present awards and prizes at allotment competitions.
To provide a yearly report for presenting at the AGM (Chairman’s Report).

7.2 Secretary
Arrange the agenda for Committee meetings and keep minutes of meetings.
Arrange the agenda for the Annual General Meeting and keep minutes of the meeting.
Act as Liaison point with Bromley Allotments and Leisure Gardens Federation.

7.3 Treasurer
Issue invoices to all members by 1 March each year, with help of 2 other members of Committee.
Prepare accounts for AGM and have them approved by auditor agreed at AGM
Keep monthly record of both current and deposit accounts
Keep cheque books and paying-in books.
Keep record of all petty cash paid and invoices paid by cheque.
Treasurer to inform Membership Secretary of transfers for rent, direct to bank account.
Keep list of members attending work parties.

7.4 Membership Secretary
Receive all monies for rents of plots and pass these monies to Treasurer
Keep an up-to-date list of contact details of all members
Keep an up-to-date waiting list for plots
Respond to all requests for plots which arrive via the website or by other means
Show plots to new tenants
Keep all spare keys for both sites

7.5 Site Manager (S)
Monitor the condition of all plots against the General Terms and Conditions of the Association.
Report concerns to the Association Committee
Make recommendations for work party activities
Monitor the condition of common paths and areas
Monitor the condition of Association equipment and arrange any maintenance/replacement activity.
Arrange emergency activity with respect to locks and water supply.
Provide an “out of hours” contact number for use in emergencies.

8. Powers and duties of the Committee
8.1 The Committee is responsible for setting the Association General Terms and Conditions.
8.2 Any amendment to the General Terms and Conditions must be approved by a quorum of the Association Committee.

9. Financial Provisions
9.1 The Association will have a bank account .
9.2 All cheques drawn on the bank account shall be signed by two signatories, one of whom must be the Treasurer.
9.3 A Committee member may commit expenditure up to a maximum of £50 solely for the benefit of the Association.
9.4 Any single expenditure by the Association above the sum of £50 to be approved at Committee meeting.
9.5 All rents and other monies shall be passed to the Treasurer, or transfers notified to the Treasurer, for keeping accounting records thereof and presenting accounts for audit at the end of the financial year.
9.6 The financial year will be from 1 January to 31 December each year.
9.7 Annual accounts will be prepared and made available to the Auditor in due time for reporting to the AGM(see 5.7.4)
9.8 Auditor to be appointed at AGM by the membership.

10. Provisions in the event of dissolution of the Association.
10.1 In the event that Tugmutton Allotments Association has to be wound up and disband,
a Special General Meeting will be required to confirm this. A two Thirds majority of members present will be required to confirm this.
10.2 The membership must have a minimum of 28 days notice.
10.3 All buildings and land owned by the association would revert to the relevant landlord e.g. Council of the London Borough of Bromley or Mr Marks. All the equipment that the Association holds at the sites will be offered to BALGF.
10.4 Any money held in the Association’s bank account, after provisions of wind up expenses will be directed to the British Legion or some other worthwhile Charity.

11. Conduct of Tenants
All matters of conduct of tenants are covered under the Terms and Conditions of the tenancy.

12. Other Matters.
Any matters for which provision is not made in this Constitution shall be dealt with by the Association Committee (see 4. above)