DALBEATTIE COMMUNITY ALLOTMENTS ASSOCIATION CONSTITUTION.

(1) The Association shall be known as Dalbeattie Community Allotments’ Association and its legal status shall be that of ‘Unincorporated Body’.

(2) The purpose of the Association is to foster the interests and responsibilities of its members, and, through the Committee, represent them in meetings with officials and/or other agencies. The member shall be the individual whose name and address is recorded by DCAA as being the person responsible for payment of fees and maintenance of the plot.

(3) Membership of the Association shall, in the first instance, be residents of Dalbeattie and its immediate vicinity, with any available plots after that being issued in a strict consecutive manner to applicant’s out-with the town. A number of plots will be made available to individuals or agencies working with young people and/or vulnerable groups. Whether cultivating a whole or half plot, each member, and one other person actively involved in the plot, will be considered to have a vote in any decision making. Non plot-holding members of the Committee will be considered members of the Association and will be entitled to one vote.

(4) The annual membership fee shall be determined at the previous years AGM. Members will be notified of any proposed changes to the fee, at least four weeks prior to the AGM. The due date for payment of fees will be between the 1st January and 28th February. All fees must be paid by 28th February.

(5) The business of the Association shall be conducted by a Committee comprising Chairman, Vice Chairman, Secretary, Treasurer and a further five members. Ordinary Committee members shall hold office for a period of three years. The positions of Chairman, Vice Chairman, Secretary and Treasurer shall be confirmed/elected at the AGM. Initially, after the first year, one ordinary committee member will retire, after the second year, another two will retire. At the end of the third year, the last two will retire and be replaced. The cycle will then be operational. Retiring ordinary committee members will be eligible for re-election.

(6) Only Committee members may represent the Association at meetings with other officials or agencies.

(7) Committee meetings will take place monthly from February to October as agreed. The February meeting will be a ‘Members’ meeting and the October meeting shall incorporate the Annual General Meeting when the election of executive and ordinary Committee members shall take place, 14 plot-holders being a quorum. Apologies for absence from plot-holders would count towards a quorum, proxy voting would be permitted.

(8) Notice of Annual General Meetings together with the Agenda shall be intimated to members (normally by email but by post if necessary) at least two weeks prior to the meeting and also displayed on the Association notice board.

(9) All members of the Association, and any others with an interest in the allotments, shall be eligible for election.

(10) The Committee shall have the power to co-opt members.

(11) The Committee may consider the use of sub-committees in order to facilitate the efficient functioning of the Association.

(12) Extra-ordinary General Meetings may be called by 50% of the plot-holders signing a request to the Secretary for such a meeting. The Secretary will notify all members of the date of an EGM. An EGM must take place within four weeks of a request for an EGM being received by the Secretary.

(13) A procedure for Committee meetings will be determined by the current Committee.

(14) In the event of the dissolution of the Association all of its financial assets shall be given to Dalbeattie Community Initiative for use as a special fund for the benefit of the town.

(15) All monies raised by the Committee shall be applied to further the objects of the Association and for no other purpose. No member of the Committee shall receive any remuneration other than out-of-pocket expenses. The finances of the Association shall be administered by the Association Treasurer and all monies, not immediately required, shall be paid into a bank account in the name of the Association. The bank account shall be operated by three nominated officials of the Association. (two signatures being required on Association cheques) The Association accounts shall be passed to an independent examiner for accounting purposes prior to being issued to members at the

AGM,

(16) Proposals to alter the Constitution can only be made as Resolutions at an Annual General Meeting of the Association. Alterations will be made as a result of resolutionspassed by a simple majority of members present.