BRGL CONSTITUTION

Key Definitions

BRGL – Beauchamp Road and Green Lane Allotment Association

AGM - Annual General Meeting

EBC - Elmbridge Borough Council

Tenant - Tenancy Signatory & Member (Plot Holder)

Member - Associate plot Member (Plot Helper)

Officers - Chairperson, Treasurer, Secretary and Membership Secretary, Committee members.

1. Adoption of this Constitution
   The Association and its property will be administered and managed in accordance with the provisions in this Constitution.

1. Name
   The name of the Association is ‘Beauchamp Road and Green Lane Allotment Association”, referred to as BRGL throughout this Document.

1. Official Communications
   Official communications will normally be received and signed on behalf of the BRGL by the Secretary, or in the absence of the Secretary by the Chair or Treasurer.

1. Aims and Objectives

   1. Aims – To promote, protect and preserve a thriving allotment community and to support and encourage the pursuit of gardening as a healthy recreation for the social welfare of members and the community.

   2. Objectives

      1. To manage and maintain the site, communal buildings and equipment and seek on-going improvements in their standards and facilities.

      2. To work with EBC, the landlords and comply with the Lease.

      3. Administer a waiting list and let plots on a first come first served basis.

      4. Promote allotments and good gardening practice to Members and in the community.

      5. Promote community fellowship and education on site including the provision of reasonable support to new gardeners on the site.

      6. To actively cooperate with groups and organisations in support of our aims and objectives. 

1. Powers
   BRGL shall have full powers to do all lawful things necessary or expedient for the accomplishment of its objectives. No sectarian or party political questions shall be introduced into any meeting and no action of the BRGL shall be directed toward the propagation or political or religious doctrines, or take part in any party political or religious denominational activities. 

1. Income and property

   1. The income and property of the BRGL can only be used in pursuit of its objectives.

   2. A Member can be reimbursed for expenses incurred when acting for the BRGL on approval of the Committee.

   3. Committee members will be covered by indemnity insurance purchased on their behalf.

   4. All expenditure must be approved, normally in advance, by the Committee.

1. Equality and Diversity
   BRGL complies with equal opportunities for all existing Members, and for those wishing to become Members and will avoid discrimination on the grounds of Age, Disability, Gender reassignment, Marriage and Civil Partnership, Race, Religion and Belief, Sex and Sexual orientation in accordance with the UK Equality Act of 2010.

1. Use of name

The name shall be mentioned in all business letters of the BRGL, notices, advertisements and other official publications of the BRGL, and payments, cheques, orders for money or goods that are signed on behalf of BRGL and in all bills, invoices, receipts and letters of credit of the BRGL. The name of the BRGL may only be used with the consent of the Committee.

1. Tenants / Membership

1. The BRGL shall consist of Tenant members and Associated members at the BRGL site and individuals over eighteen or those who support our objectives and who the Committee admit to membership.

2. Tenancy / Membership cannot be transferred to anyone else. 

3. Tenants / Members are required to pay full membership, unless within 2 months of the next renewal date. 

Termination of Tenancy / Membership 

A Tenancy / Membership shall cease if:

1. The Tenant dies

2. The Tenant resigns by written notice to BRGL.

3. The annual subscription is not paid within 60 days of it falling due.

4. The Tenant / Member is removed by a resolution of the Committee and the Tenant / Member has been given 30 days written notice following adopted appeals procedures.

    10. List of Members / Data

The Treasurer, Chairperson, Secretary and Membership Secretary will keep a register of Members names and contact details. BRGL is bound by the UK General Data Protection Regulation 2018 (UK GDPR) act and will not share data with third parties without the consent of its Members. Members may see their entry. Members must inform the BRGL of changes to their contact details.

11. Governance and Day to Day Management

1. Governance shall be vested in the General Meeting. 

2. Day to day management is delegated to the Committee.

12. Committee and Officers

1. The Committee

1. The Committee must be Members of the BRGL.

2. The Committee will consist of a Chair, Secretary, Treasurer (Officers) with a minimum of 5 and a maximum of 10 Committee members or such number as may be determined at an AGM. 

   2. Election of Committee members

1. The Committee shall be elected from Members of the BRGL at the AGM by ballot. There will be a separate proposal for each nominee.

 ii. Each of the Committee members shall retire with effect every two years, subject to the proviso that three of the Committee shall retire by rotation each year. Retiring members will be eligible for re-election. 

1.  Nominees must give the BRGL notice in writing 21 days before the AGM meeting that:

   1. State the name of the nominee

   2. State the name of a proposer and seconder

   3. Provide a brief statement on the nominee’s experience and suitability for the role.

2. In the event of no one being elected to one of the Officer roles, nominations will be made from the elected Members at the first Committee meeting

3. Trustees  

There will be two Trustees with powers of administration over property held in trust for BRGL. They must be Members of BRGL. Trustees may only exercise their powers under the direction of the Committee and are to comply with decisions made by a majority vote of the Committee. The appointment of Trustees will be proposed by the Committee. The Officers of BRGL are eligible while they are in office and for five years following their resignation. Trustees may be removed by a majority vote at an AGM. Trustees may resign by written notice to the BRGL. If there are fewer than two Trustees, the current standing Committee may co-opt a Member to act as Trustee.

1. Mid-term Vacancies
   The Committee may appoint Members to fill any vacancy arising during the year. Members appointed will be full voting Members and count towards a quorum. 

2. Co-opted Committee Members
   The Committee may co-opt anyone from the membership to assist in its work. Such co-opted Members are non-voting and do not count toward a quorum. 

3. Powers of the Committee
   The Committee shall have the full power to supervise and manage the day-to-day work of the BRGL according to the rules for the purpose of accomplishing the objectives. 

4. Attendance
   Any Committee member who has failed to attend two meetings in any year for any reasons unacceptable to the Committee will cease to be a Committee member. 

1. Removal from Committee
   The Committee may remove any Committee member by a simple majority following an open discussion of the issues that includes the individual Member’s opportunity to put forward their point of view. The vote may be by secret ballot and the number of votes will be recorded in the minutes.

13. Committee Meetings

1. Frequency of Meetings
   The Committee will meet monthly. A regular meeting day, time and venue will be decided at the first Committee meeting of the year. Each meeting will confirm the date of the next meeting.

2. Quorum for Committee Meetings
   The quorum for Committee meetings is 4 Committee members

3. Emergency Actions
   The Chair and either the Secretary or Treasurer may take any emergency actions required where it is not practicable for the business to be decided upon at a regular or special Committee meeting. Details of the action will be reported and recorded in the minutes of the next Committee meeting. 

4. Conduct of Meetings

   1. At all Committee meetings every question shall be decided by a majority vote. If the vote is tied the Chair will have an extra, deciding vote. 

1. If the Chair is absent the Secretary or Treasurer will chair the meeting and will have the extra deciding vote.

1. BRGL Members attendance at Committee meetings
   The Committee may invite Members to participate in discussions where the Member has expertise or interest, but not vote on a proposal. 

14. Rules

The Committee may from time to time make rules for the conduct of their business including but not limited to:

i. The admission of Members.

ii.   The conduct of Members.

1. Keeping and authenticating records.

1. Procedure at meetings, where it is not already regulated by this Constitution.

BRGL has the power to repeal, alter or add to the rules at any time deemed necessary to comply with the EBC lease and NSALG guidelines. The rules shall be binding on all Members. No rule shall be inconsistent with or affect anything included in this Constitution.

15. Finance

1. Financial Records
The Treasurer shall keep an up to date and accurate record of all income and expenditure related to the BRGL’s financial transactions. All expenditure must be supported by a receipt or voucher showing: the date of expenditure, the total amount, the purpose for which payment was made. 

2. Banking
The Treasurer shall open a cheque book account with a bank or building society in the name of the BRGL. Payments by bank transfer will be approved by the Chairman and Secretary in consultation with the Committee where deemed necessary.

3. Annual Accounts Format
If no other activity is envisaged then a simple Income and Expenditure account and a balance sheet is sufficient. 

4. Reports to Committee
The Treasurer will make a verbal report to each Committee meeting on income, expenditure and liabilities, and make available at the meeting the most recent bank statement. If the Treasurer is not available he/she will submit a written report. The Treasurer’s report will be recorded in the minutes.

5. Special Expenditure
When special projects are considered they will be costed as far as possible and the Treasurer will advise on possible ways of funding. 

6. Financial Advice
Where the BRGL needs financial advice the Treasurer shall seek the financial advice required and advise the Committee. 

7. Presentation of accounts
The Treasurer shall close the account on the 31st January each year and prepare income and expenditure statements and a balance sheet for presentation to the membership at the AGM.

8. Mid-term vacancy
Where for any reason the Treasurer ceases to hold office the Committee will appoint an Acting Treasurer to carry out an interim audit in preparation for the new Treasurer taking up office. 

9. Membership Fee
The Treasurer shall advise the AGM of any changes required in the rent and membership fees for the current financial year and the AGM will consider and decide on the recommendation. 

10. Insurance
The Committee must ensure that suitable public liability insurance is held. 

16. Accounts

1. Approval of Accounts
   The AGM will consider the annual accounts presented by the Treasurer. Adoption of the accounts will be proposed by someone other than the Treasurer. At the AGM the Treasurer may raise any financial matters which require the attention of the BRGL.

2. Availability of Approved Accounts
   Any Member has the right to request a copy of the adopted accounts from the Treasurer who will provide them within four weeks of the written request. 

17. General Meetings

1. AGM
   The AGM shall be held annually. On a date decided by the Chairperson.

2. Special General Meeting
   A Special General Meeting can be called by the Committee at any time, or when it is requested in writing by 25 Members to the Secretary. The request must state the general nature of the business to be discussed. The Committee must hold the meeting within 28 days of receiving the request. If the Committee fails to hold the meeting within 28 days the Members who signed the request can call the meeting themselves, but they must comply with this Constitution. 

3. Notice of General Meeting
   A minimum of 14 days’ notice must be given for general meetings. The notice must specify the date, time and place of the meeting and the general nature of the business to be conducted. The notice must be given in writing to all Members and Committee members using the primary method of communication recorded on the list of members. (i.e; Letter, email and Notice boards)

4. Agenda Items
   Agenda items must be received by the Secretary in writing 21 days prior to the meeting. 

5. Proposals for motions and changes of rules
   Proposals must be received in writing 21 days before the meeting. Proposals and nominations must be signed by the proposer and a seconder. 

6. Voting at General Meetings
   Each full Member shall have one vote. If the vote is tied then the person chairing the meeting shall have an extra deciding vote. 

7. Presiding Officer
   General Meetings shall be chaired by the BRGL Chairperson. If the Chairperson is not present within 15 minutes of the start time of the meeting an alternative Committee member shall chair the meeting.

8. Quorum
   No business shall be conducted at a general meeting unless a quorum is present. A quorum at an AGM is 15 members entitled to vote at the meeting.

18. Dissolution of the Society

The BRGL may be dissolved by an instrument of dissolution signed by 75% of the membership. The resolution may set out what is to happen to any assets and residual cash after payment of expenses in accordance with sub-clause (2).

1. The Committee members will remain in office and be responsible for winding up the affairs of the BRGL. The Committee members must collect all the assets and pay any debts.

2. Remaining property and funds must be spent in one or more of the following ways:

1. Directly for the objectives of the BRGL.

2. To be transferred to an organisation with the same or similar objectives.

3. To be lodged with the National Society of Allotment and Leisure Gardeners H/Q office and held against any reformation of a successor society. 

BRGL Constitution dated March 2023 

for presentation at the AGM 29 March 2023