About us

Hurley Allotment Association was formed in 2010 with the intention of setting up a self managed allotment site in Hurley Warwickshire. With the help of Warwickshire Borough Council, who provided the funding, and Warwickshire County Council, who made available a suitable piece of land, the site opened in April 2011.

Constitution


Name
The name of the association shall be the ‘Hurley Allotment Association’.

Association Responsibilities
Hurley Allotment Association is wholly responsible for managing Hurley Allotment Site taking into account the interests of the Landlord, Association Members and the neighbouring community. The Association members are responsible for
  • Electing a committee to oversee the management of the  site
  • Abiding by the Association Constitution and tenancy agreement
  • Maintaining the site and their individual allotment

The Association Aims
  • To manage the allotments for the benefit of the community.
  • To encourage allotment keeping & community gardening as a means towards health, fitness and well-being, including the promotion of fresh produce, recycling and saving resource.
  • To promote the highest standards of cultivation, layout, landscaping, good management and enjoyment of the Allotments and any other facilities provided on the Association site.
  • To enhance links with the surrounding community

In pursuit of these aims, the Association shall be non –political, non-sectarian and non-racial and shall not discriminate against any group or individual.

Membership
  • Membership is open to anyone over the age of 18 with priority given to those resident in the Parish of Kingsbury.
  • Full Members are the plot holders (tenants) of the Association who have paid their annual rent.
  • Associate membership may be conferred by the Association Committee on an annual basis to individuals who are supportive of the groups’ aims.

The Association Committee shall keep a register of its members.

The rights and privileges of a full member are non-transferable and cease on termination of tenancy. In the event of the unfortunate death of a tenant the tenancy will cease on the yearly rent date with at the discretion of the Committee, first refusal offered to a spouse, partner or close relative or friend that has been involved with the cultivation of the plot.

Associate membership can be terminated at any time by the Committee

The Association Committee may refuse membership or terminate membership for behaviour contrary to the interest of the group. This includes but is not limited to:-

·         The non-payment of rent by 31st March
·         The tenant not observing the conditions of the tenancy agreement or conforming to the decisions of the Committee

Membership can also be terminated by the Land Owner or Association terminating the lease.

If the Committee considers a tenant is not complying with their tenancy agreement or the decisions of the committee the following procedure will be followed:

  1. The member will be notified in writing of the issue(s) to be addressed. The tenant will be given a maximum of 28 days to rectify the issue(s). 
  2. If the association is not satisfied with the action taken or has not received a response within 28 days the tenancy may be terminated with immediate effect by means of a second letter.
  3. If tenancy is terminated the plot holder will, at the discretion of the Committee, be given up to 28 days to remove any personal property. Any property not removed in this time period becomes the property of the Association.

Committee
The Association will be managed by an elected committee of up to 10 persons.
Committee vacancies are filled at the AGM by formal elections. Vacant committee positions can be filled on a temporary basis by the committee co-opting members. Co-opted members will stand for election at the next AGM.
Full and Associate members are eligible for election to the committee.
Committee members are elected for a three year period after which they are eligible for re-election
Committee members are expected to attend at least 50% of meetings and must take on an office or lead on other tasks such as working parties, web site management or social events.
The officers of the committee are elected by the committee at the first committee meeting after the AGM. The officers of the Committee are:
  • Chair,
  • Vice Chair,
  • Secretary
  • Treasurer
The committee may also choose to appoint or invite an advisor or advisers (person(s). Advisors have no voting rights but may attend committee meetings to help advise the group in a non directive way. At any time the committee can choose to dissolve the post of adviser, or choose other adviser/advisers.

The quorum for committee meetings shall be three full members.

The committee shall meet as necessary; but no less than three times a year.  At least two meetings per year will be open to all members. Agenda items for open meetings must be submitted to the committee at least 7 days before the meeting. Members will be given at least 2 weeks’ notice of an open committee meeting.

Guarantors
The Association will provide two guarantors who will be named in the Lease. The guarantors will attend committee meeting in order to fulfil their duties as guarantor. The Association will cover the financial liabilities of the guarantors and from 1st February 2014 the Association will maintain separate funds to a value of £1700 for this purpose.
 
Guarantors are a condition of the Associations lease with the landlord Warwickshire County Council and are named in the lease. The committee will have the right to take out any insurance necessary to cover trustees’ liability, as required.

Guarantors may be full or associate members and may be elected committee members,

Annual General Meetings
The Association Committee shall convene an Annual General Meeting to which all members are invited. Not more than 15 months shall elapse between these meetings.
The quorum for the AGM will be 5 committee members.

The business of the annual general meeting shall include but not be limited to:

  • A report of the years activities
  • A review of the years accounts which have been approved by the Committee
  • The election/re-election of committee members
  • Any other business or resolutions notified to the committee at least 14 days before the meeting

Nominations for committee must be submitted to the Secretary 14 days prior to the meeting.

Voting at the AGM will be restricted to those who have been full members and Associate member for a minimum of six weeks.

Alterations to the Constitution
Alterations to the Constitution shall require approval by the quorum for the Committee meeting at which it is discussed. Any changes to the constitution within year must be put to the next AGM for ratification.  Ratification will be a majority vote.

Tenancy Agreement
The tenancy agreement sets out the rules of the allotment site. The agreement will be reviewed annually taking into account the views of the members, our Landlord and the local community impacted by the site. Changes to the tenancy agreement will be made at the Annual General Meeting or at an Extraordinary Meeting.

Extraordinary Meetings
14 days’ notice shall be given of any extraordinary meeting
The Association Committee can call an extraordinary meeting at any time.
An extraordinary meeting can be called by Full Members if 25% or more of members sign a letter requesting such a meeting. The letter must be received by the Committee Secretary no less than one calendar month prior to the requested meeting date.
The business at the extraordinary meeting shall be confined to the issues raised in the request.

Rules of Procedure
Elections will be by secret ballot.
Voting will be by a show of hands or secret ballot at the discretion of the Chair.
Voting is one vote per tenancy agreement
Associate members are eligible to vote at committee meetings and at the AGM and extraordinary meetings.
Vote shall be decided by a simple majority of those entitled to vote, but in the case of an equality of votes the chair shall have a second and casting vote.

Minutes/Records
Minutes shall be kept by the committee and the Minute Secretary shall enter therein a record of proceedings and resolutions. The minute secretary need not be an elected committee member.

Finance
  • All money received and deposited by the group shall be for the purposes and aims of the group.
  • From the 1st February 2014 the Association will reserve £1700 of Association funds to cover the financial liabilities of the Guarantors. It is the responsibility of the committee to ensure this money is permanently set aside from the day to days funds.  
  • The Treasurer, assisted as necessary, shall keep proper accounts of the finance of the group. The accounts will be prepared annually and at such intervals as directed by the Committee.
  • The Treasurer shall maintain a bank account in the name of the association and all monies received from any sources on behalf of the association shall be deposited into the account. Small amounts may be kept as petty cash.
  • Records and accounts of all transactions shall be kept by the Treasurer and shall be available for inspection by members at the AGM or by request.
  • The accounts will run from Jan 1st until Dec 31st and will be signed off by the Committee. A summary of the accounts for the year shall be presented at the AGM.
  • The bank or building society account shall have at least two signatories (the treasurer and 2 other committee members) .Only two signatories will be required at any one time.
  • The committee shall have the right to take out any appropriate insurance, if required.
  • Fees will be due on the 31st March each year. Any changes to fees will be announced a minimum of 31 days prior to changes being enforced.
  • Any monies (such that remaining from annual rent) not required for Association use shall on agreement by the committee be placed in the Association savings account until required. Surplus monies arising from the general business of the association and all contributions received shall be used only for the accomplishment of the objects of the association.
  • The income and the assets of the Hurley Allotment Association can be used only for the furtherance of the groups’ aims and objectives and no part of its income or property shall be transferred directly or indirectly by way of bonus or other distribution to its members.

Dissolution
If it is decided by the Committee to wind-up and formally dissolve the Group, then all members will be notified, within at least 21 days notice, of a General Meeting which can wind-up the Group by a two thirds majority. The meeting shall have power to realise any assets held by or on behalf of the organisation.
Any assets remaining after all proper debts and liabilities have been satisfied shall be given or transferred to another charitable organisation or organisations with similar aims and objectives or, if this cannot be done, shall be applied for some other charitable purpose. No assets shall be paid or distributed amongst the members and no part of the groups’ income or property shall be paid or transferred directly or indirectly by way of bonus or other distribution to the members of the organisation.
Hurley Allotment Association (including all members) aims to ensure that the site is well kept, well managed, unobtrusive and should the allotments prove unsuccessful the land will be returned to the owner subject to any conditions in the lease.