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Moor Green Allotments

An Oasis in the Centre of Birmingham, England

COMMITTEE AND MANAGEMENT

Moseley and District Allotment Holders Association Limited,Moor Green Allotments Association Proposed Constitution for discussion at the AGM, 25 April


1. The name of the Association shall be Moseley and District Allotment Holders Association Limited (MaDAHAL): Moor Green Allotment Association.


2. The aim of the Association shall be to further the interests of allotment and leisure gardening on the site known as Moor Green Allotments.


3. The objectives of the Association shall be to:

3.1 Promote the interests of allotment plot holders and  take joint action for the benefit of members

3.2 Effectively manage the Moor Green Allotment site in accordance with the City Council rules, as stated in the Management Agreement 2014

3.3 Cooperate with  relevant organisations, both locally and nationally, to further the interests of allotment plot holders

3.4 Provide basic horticultural services such as a seed store, tools and miscellaneous garden equipment to enable the effective management and cultivation of allotment plots

3.5 Commit to maintaining a pleasant environment in which to enjoy allotment and leisure gardening

3.6 Arrange events such as master classes, open days, forums, demonstrations, competitions and social functions


4. The Association shall comprise:

4.1 All persons who are current, legal and paid-up tenants of allotment plots on the Moor Green Allotment site, together with their partners.

4.2 Paid up social members, either individuals or those holding family membership (parents / guardians and children)


5. The Association Committee shall comprise:

5.1: Four executive officers to include a Chairperson, Treasurer, Site Secretary and Pavilion Manager, together with up to eleven other nominated members.

5.2 Executive officers should have served on the Committee for at least twelve months and shall be elected by the Committee at their first meeting and notified to Association members before the following meeting.

5.3 Plot holders and their partners and individual / family social members shall be eligible for nomination onto the Association Committee. Nominations for Committee membership will be received at the Annual General Meeting.

5.4 The affairs of the Association shall be conducted by an Association Committee of not less than two thirds (10 / 15) of full members including at least 1 executive officer.

5.5 The Association Committee shall retire at the Annual General Meeting but will be eligible for re-selection.

5.6 Plot holders shall have been tenants for a minimum of twelve months to be eligible for election to the Association Committee. Social members must have held membership for twelve months to be eligible for election to the Association Committee.

5.5 Nominations for the Association Committee shall be opened at least 42 days ahead of the Annual General Meeting and closed 14 days before the Annual General meeting, to enable an election if required.

5.6 All nominees must be proposed, seconded and approved by association members by the end of the nominations period.

5.7 Casual vacancies may be filled by the Committee and deemed to be co-opted for to provide expertise in specific area, for defined tasks or in an advisory capacity. They shall join the Committee until the next Annual General Meeting, but not have voting rights.

5.8 A quorum at Committee meetings shall be not less than two thirds of full members. All full members of the Committee shall have voting rights, with the Chairperson having the casting vote if required. No members shall have more than one vote, irrespective of the number of plots tenanted.

5.9 Any member of the Association Committee missing three consecutive meetings, without submitting a prior apology to the secretary will be deemed to have resigned.

5.10 Association Committee members shall also be members of the National Society of Allotment and Leisure Gardens (NSALG) by virtue of the Association’s corporate membership.


6. The Annual General Meeting shall be held with a minimum of 14 days notice:

6.1 The audited accounts, Chairperson’s, Treasurer’s and Site Secretary’s and other relevant reports shall be submitted for the Annual General Meeting.

6.2 Membership of the Association Committee shall be approved at the Annual General Meeting.

6.3 All nominated and approved members shall have voting rights at the Annual General Meeting, with the Chair having the casting vote if required. No members shall have more than one vote, irrespective of the number of plots tenanted.

6.4 Members will be notified, in advance, of any proposed changes to the constitution, which will be discussed and agreed, by vote, at a General Meeting


7. If an Extraordinary General Meeting is deemed necessary, it must be called by a minimum of 20 association members attending a Committee or General Meeting.

7.1 Any such meeting will consider a single issue. The issue for discussion at any EGM must have been considered at a regular committee meeting, either as an agenda or AOB item.


8. The Association Committee shall manage a bank account(s) in the name of the Association and all monies received  must be paid into the account(s):

8.1 Cheques must be signed by two signatories one of whom is to be the treasurer.

8.2 Association funds shall not be spent by the Committee unless it directly benefits allotment plot holders on the site and/or social members. except under clause 8.3

8.3 From time to time the Association may make small charitable donations following Committee discussion and approval.

8.4 There shall be appointed an Auditor, who is not a member of the Committee, to audit the accounts and submit a report to the Annual General Meeting.

8.5 Conflicts of, or vested, interests must be notified prior to discussion of relevant matters at committee. There may be instances, following a motion passed by the committee, where voting rights of those with such interests are suspended for that proposal.


9. Moseley and District Allotment Holders Association Ltd is committed to upholding the Equality Act 2010 which protects people with different protected characteristics from discrimination when they use services. The protected characteristics are:

disability,    age,    gender reassignment, marriage and civil partnership, pregnancy and maternity, race,
religion or belief,   sex,    sexual orientation.

9.1 MaDAHAL committee may take action against, up to withdrawing membership (and notifying the police), against any individual found to be directly discriminating or causing alarm fear or distress to another individual based on the above protected characteristics.

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