1.1 The organisation shall be called the 'Herne Bay Allotments & Gardens Association'.
1.2 The Association will operate within the terms of the lease agreement between
Canterbury City Council and the Association's Trustees.
1.3 The Association Financial Year shall run from 1st October to 30th September the
1.4 The aim of the Association shall be to promote interest in and the use and development
of allotments and gardens, to acquire and let plots to local residents on application and to
play a role with the local, regional and national bodies associated with allotments. The
Association shall have no involvement in any political or religious activities.
2.1 The Association shall have three types of member: -
Life Members: Such persons shall have the same rights and responsibilities as Members
except that they do not pay the annual subscription.
Members: Such persons whose applications for allotment plots have been approved by the
Associate Members: Local residents who are not plot holders but are allowed with the
approval of the Committee to use facilities provided by the Association.
3. Association Structure
3.1 An elected Committee shall govern the Association. All members are eligible for
nomination for the Committee. Trustees shall be appointed by the Committee to ensure
that the terms of the lease agreement are met. Trustees may attend any Committee or
General Meeting and will be provided with copies of the Agendas and other related
documents. The Trustees can speak at such meetings but do not have a vote. The
Committee shall also appoint the President.
3.2 The Committee shall comprise the President, Chairman, Vice Chairman, Secretary and
Treasurer, who will be the Officers of the Association, plus the Site Managers, Stores
Manager, Social Secretary, Show Secretary, H&S Representative, Publicity Officer and
Projects Manager together with one other representative from each site. No member may
hold more than one post on the Committee other than in exceptional circumstances.
3.3 With the exception of the President, Site Representatives and Site Managers all other
members of the Committee shall be elected at the AGM. Existing Committee members may
stand for re-
An annual ballot taken for each site shall elect Site Representatives and Managers.
3.4 Membership of the Committee may be suspended until the next AGM following gross
misconduct. Such a decision will require a 3/4 vote of the full Committee.
3.5 Committee vacancies may be filled during the year (giving full Committee status) on a
unanimous vote by the existing Committee members.
3.6 The Committee shall have power to co-
structure to assist it in the administration of the Association. Such co-
attend all or part of Committee meetings when invited to do so but shall not have a vote.
4. Annual General Meeting (AGM)
4.1 An AGM shall be held during each calendar year within six weeks of the end of the
financial year. Advanced notice of the AGM will be given to members at least six weeks
4.2 All members shall be notified of such an AGM by public notice at least fourteen days
before the meeting. This notification shall specify any motions to be debated and
nominations for the Committee.
4.3 Nominations for the Committee (including any members standing for re-
be submitted to the Secretary at least twenty-
that nominations and ballots for Site Manager and Representatives will have been
concluded on each site within this timeframe.
4.4 Motions for the AGM are to be submitted at least twenty-
together with names of those Proposing and Seconding the Motion.
4.5 The AGM shall include an "Any Other Business" item for members to raise general
matters for discussion. Any decisions taken will not be binding.
4.6 At the AGM there shall be presented audited accounts and the auditor's report. The
appointment of an auditor shall be agreed at the AGM.
4.7 Proxy voting shall be permitted where the member is prevented from attending an AGM
for a serious reason such as illness or holidays, provided they have previously agreed this
with the Committee. Applications shall be made to the Secretary at least twenty-
prior to the AGM. Proxy voting forms shall be issued fourteen days prior to the AGM.
5. Extraordinary General Meeting (EGM)
5.1 The Secretary on a request in writing from ten or more members shall convene an
extraordinary general meeting at the earliest convenient time. The Secretary shall give
members at least seven days warning of such a meeting, stating its purpose by public notice
No business other than that specified in the notice shall be transacted at the meeting.
6. General Meetings (AGMs and EGMs)
6.1 The quorum for any general meeting shall be fifteen voting members and two officers.
There is only one vote per Member holding a tenancy agreement. For tenancies with more
than one signatory each signatory shall have one vote. Life Members shall have one vote
each. No person shall have more than one vote, regardless of the number of membership
types or plot tenancies they may hold.
6.2 Associate Members may attend general meetings but shall not have a vote unless they
currently serve on the Committee.
6.3 The Rules and Constitution of the Association can be altered only at a general meeting
and the proposed alteration(s) shall be fully specified in the notice convening the meeting.
No alteration shall be adopted unless at least two thirds of the votes cast are in favour.
6.4 The meeting chairman shall only have a casting vote.
7. Committee Meetings
7.1 The Committee shall meet as deemed necessary by the Secretary and Chairman -
shall be at least six times each year.
7.2 All Committee members shall receive, in writing, at least seven days’ notice of such a
meeting, giving details of the Agenda.
7.3 The quorum for Committee meetings shall be six members including two officers.
7.4 The Chairman shall only have a casting vote.
8. Members' Responsibilities
8.1 All Members and Associates are expected to show a "Duty of Care" to others whilst on
the Association's sites. This includes, but is not limited to, following Committee issued
Health & Safety rules as well as driving with care and obeying site speed limits.
8.2 All Members and Associates are expected to treat all others they meet with respect and
courtesy. Bad language, insulting or threatening behaviour of any sort and in any medium is
completely unacceptable and will result in the withdrawal of membership of the
8.3 Any Member or Associate whose membership has been terminated will not be accepted
as a future member in any capacity other than in exceptional circumstances and with the
express agreement of the Committee.
8.4 The interpretation of the Constitution and Plot Holder rules is the responsibility of the
Committee with the aim of looking after the interests of the Association and its members as
a whole, while at the same time being fair to individual members. Other than in
exceptionally serious situations attempts will be made by the appropriate Committee
member to sort out any problem informally with the member(s) involved. Should this
attempt not succeed the matter will be referred to the Committee and the Secretary will
write formally should further action be necessary.
If the matter is not resolved satisfactorily the Committee may impose a penalty that may
include the termination of a tenancy and/or Association membership. At each stage actions
will be taken promptly while allowing the member(s) involved reasonable time to respond.
The member has a right to appeal to an independent panel, at no cost, against the
Committee decision. The Committee will abide by the decision of this panel.
There is a final right which permits the member to take the matter to an independent
dispute resolution service. The costs of any such referral shall be borne jointly by the
Association and the member, although the Association may, at the discretion of the
Committee, agree to bear the whole cost.
The Committee will determine whether a penalty applied to a plot holder will also apply to
8.5 It is the responsibility of every Member to a pay an annual rent for each plot tenancy
held. With the exception of Life Members, all members must pay an annual subscription.
The amount of rents and subscriptions will be decided at the AGM and be payable on the
8.6 If a Member has failed to make their rent payment within four weeks of the due date,
and there being no justifiable reason for this delay, they would have been deemed to have
relinquished their tenancy.
9.1 Bank accounts shall be maintained in the name of the Association as determined by the
Committee and all monies received by the Association shall be held in such accounts. All
payments shall be authorised by two out of the signatories determined by a general
9.2 Expenses incurred when carrying out actions on behalf of the Association may be
reimbursed on the agreement of the Committee.
9.3 On recommendation from the Committee Life Membership may be awarded at the AGM
in recognition of services rendered.
9.4 In the event of the Association winding up, any remaining funds and assets shall be
donated to charities or other non-
9.5 The Association holds a limited amount of personal information about its members. It
complies with GDPR (the General Data Protection Regulations) 2018 and its updates as
detailed in the Association’s Data Management documentation.
Updated following AGM 18/11/18