Constitution

1. NAME
The Society shall be known as "Falkirk Allotment Society" (hereafter referred to as the Society).

2. OBJECTIVES
The society's objectives are:
i. To promote the provision of allotments in the Falkirk Council area.
ii. To represent and promote the interests of plot-holders in the Falkirk Council area.
iii. To provide, by whatever means agreed by the membership, support for plot-holders and opportunities for the public to learn about allotments and their cultivation.

3. POWERS
To achieve the objectives above, the Society shall:
i. Contact Falkirk Council on behalf of potential plot-holders
ii. Contact other appropriate bodies for assistance and sponsorship
iii. Make agreements with potential plot providers
iv. Undertake any activities which are incidental or conducive to the furtherance of any of the Society's objectives

4. GENERAL STRUCTURE
i. The MEMBERS - have the right to attend the annual general meeting and any special general meeting. Under the constitution, members shall elect representatives to serve on the management committee and take decisions in relation to changes to the constitution itself.
ii. The MANAGEMENT COMMITTEE - shall hold regular meetings during the period between annual general meetings and direct and supervise the activities of the Society.

5. MEMBERSHIP & FEES
i. Membership shall be confined to persons who are resident in the Falkirk Council Area, aged over 18 years and whose membership fees are fully paid.
ii. In addition to the Society membership Fee, members who have accepted an allotment will be liable for an Annual Rent paid either to the Allotment Society.
iii. A waiting list for plots will be maintained by the secretary on behalf of the Society. The waiting list will operate on a simple first come first served basis. As long as there are members on the waiting list, membership will be restricted to one plot per household.

6. MEETINGS
i. The Committee shall meet at a minimum monthly, or at the discretion of the Chair or secretary.
ii. The Annual General Meeting shall be held in November of each year. An Extraordinary General Meeting may be summoned on the request, in writing, of 50% of members.
iii. Written notice of motions or business to be brought forward at an AGM shall be given at least 4 weeks prior to the AGM.
iv. At the discretion of the Chair, relevant business may be discussed at the AGM without prior notice.
v. Any guest speaker invited to address the meeting will do so before the business of the AGM.


7. RULES AND PROCEDURES AT MEETINGS
i. Chair: All meetings will be chaired by the Chairperson, or by another Society Member, as agreed by those present.
ii. Voting: All votes will be decided by a simple majority of the members present. In the event of a tied vote, the Chair has a casting vote.
iii. Quorum: The quorum for committee meetings is 3 elected members, for other meetings, 10 members or 25% of the membership, whichever is greater.
iv. Attendance at meetings: persons not attending meetings of the Committee without apologies on three consecutive occasions will be deemed to have forfeited their right to be informed of future meetings, and will be removed from the Committee.
v. Disputes: In the event of any dispute over the conduct of a meeting, the Chair's decision shall be final.
vi. Resolutions: Any member may propose a resolution for discussion at a General Meeting. To ensure that a resolution is discussed, it should be submitted, in writing to the Secretary, along with the names of the Proposer and a Seconder, in time for it to be circulated to the members 4 weeks in advance of the relevant meeting. Any member may propose a resolution at a General Meeting, but in this case, it will be the Chair's decision whether or not it will be put to the Meeting.

8. FINANCE
i. All monies raised by the Committee shall be applied to further the objects of the Society stated above and for no other purpose.
ii. No member of the Committee shall normally be paid fees or receive any remuneration other than out-of-pocket expenses.
iii. The Treasurer shall keep proper accounts of the finances of the Society.
iv. The accounts shall be passed to an independent examiner agreed by the committee. The accounts shall be passed to the independent examiner two months before the AGM, so that they can be circulated to the members with the AGM papers.

9. AMENDMENTS TO THE CONSTITUTION
Amendments to the Constitution can only take place at the AGM or at an Extraordinary General Meeting called for this purpose. Amendments to the Constitution can only be made if 60% of voting members attending the AGM or EGM are in agreement. Amendments to the Constitution must be submitted to the Secretary in writing no later than seven days prior to the date of the AGM or EGM called for this purpose.

10. DISSOLUTION OF THE ORGANISATION
If the management committee by a simple majority decides at any time that, on the grounds of expense or otherwise, that it is necessary or advisable to dissolve the group, it will call a special meeting of the group. Not less than seven clear days' notice (stating the terms of the resolution to be proposed at the meeting) shall be given. If such decision is confirmed by a two-thirds majority of the votes cast in relation to the resolution at such meeting, the management committee shall sell such of the assets of the group as they may consider appropriate for the best price reasonably attainable and settle the debts and liabilities of the group.

Any assets remaining after the satisfaction of all debts and liabilities, including the return of those items and assets advanced or on loan to, shall not be paid to or distributed among the members of the organisation, but shall be given or transferred to a recognised charitable body with similar purposes.

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Rules

The rules of the society are in place to ensure the continued enjoyment and minimum inconvenience to all plot holders and local residents. Any resident over the age of 18 in Falkirk District Council area is eligible to become a member, irrespective of sex, religion, colour, race or physical ability. Each new plotholder will be required to sign a lease on their plot at the beginning of their tenancy outlining the rules of the site and the details of the lease of their plot. This plot lease will be ongoing while the Falkirk Allotment Society holds the lease of the site. The lease will be terminated if the plotholder fails to obey the rules of the Society. Please be aware that this is your site so take pride in your site, help others where you can, attend meetings where possible and enjoy!

Rule 1 - Allocation of an allotment
A waiting list of potential plotholders will be held by the Society. The list will be drawn from the paid up members of the society in order of the date of payment of a one-off membership fee.
When a plot becomes available, the secretary will offer an allotment to a member in list order. This is restricted to one plot per household. Tenancy of the plot will commence on the signature of a binding lease and payment of the annual plot rent within 30 days of signing the lease. Tenancy of the plot will cease if payment of annual fees does not take place on time annually.
Keys to the access gate to the site will be issued on receipt of a key deposit.
Only the tenant or a person authorised and accompanied by the tenant is allowed on the site. Children are encouraged to garden, but please keep them on your plot for their own safety.
If a plot becomes available on another allotment site, a member may request to change site and this will be decided at the discretion of the committee.

Rule 2 - Maintenance of the allotment
Each plot holder must keep his or her plot in a condition which meets the standards set by the committee.
This means that the ground will be cultivated, seeds or plants will be established and paths and structures will be maintained. It is the responsibility of the plot-holder to maintain sheds in a tidy, useable condition.
Each plot holder will be expected to contribute to the general upkeep of the whole site. The committee will decide annually on works to be carried out. Plot holders are unlikely to be unfit for these tasks but an individual may opt, at the discretion of the committee, to have a friend or relative carry out their portion of a group activity.
All plots and allotment areas are to be maintained following organic principles, including weed and pest control.
Any organic weed or pest controls must be treated with due care at all times and may not be stored on the allotment.

Rule 3 - Inspection of Allotments
One committee member and one plot-holder will inspect all allotments twice a year. The purpose of the inspections is to ensure that the allotments are kept tidy, in a safe condition and are cultivated to an acceptable standard. The term "acceptable standard" means that the allotment must be kept free of invasive weeds and be under obvious cultivation.
The holders of allotments who do not meet the standard expected will be notified immediately in writing and verbally of any defects. They will be given 3 weeks to correct matters. If the points notified are not corrected within three weeks, and no acceptable reason or future assurance is given, then the Secretary of the society will write to the allotment holder advising them that if matters are not corrected within 2 weeks of the date of the letter then the Committee of the Society will proceed to invoke termination of the Lease.

Rule 4 - Refuse
The allotment holders should compost all soft vegetative material on the allotments. Plot-holders are responsible for providing and maintaining their own composting facilities which will be subject to the same conditions as the rest of the plot. Bonfires are not permitted at any time.
All hard waste must be removed from the site. No waste should be brought from outside and left in the allotment area (Falkirk District Council provides refuse facilities at Kinneil and Roughmute free of charge to district residents).

Rule 5 - Meetings
The committee will call at least one meeting of plot-holders between 1st April and 30th October to deal with any general points needing discussion or problems which have arisen, and also to arrange for any work which needs to be done by the members on the allotment site.

Rule 6 - Sheds and Other Structures
Any structure on the allotment must be temporary and maintained in safe order, with a neat external appearance and condition. Sheds must be of the normal commercial type and be maintained to a reasonable standard by the plot-holder. Sheds should be a maximum of 1.8 by 1.2 m. In the interests of safety, no greenhouses, polytunnels or glass structures are permitted. For security, all allowable structures must be placed 2 m away from the perimeter and no items may be attached to the boundary wall or fence.

Rule 7 - Trees, Training and Windbreaks
No trees or trellises which overshadow another plot are allowed on the site.
Windbreaks between plots may not exceed 1 m in height.

Rule 8 - Pets, livestock and bees
Pets may not be brought on site, for the comfort and safety of all plot-holders and pets. Livestock and bees may not be kept on the allotment.

Rule 9 - Sale of produce
Produce from the allotment is for the primary use of the household of the plot-holder. No excess allotment produce may be sold to a third party unless as the result of a communal sale to generate funds and income for the Allotment Society during an open day.

Rule 10 - Tenant Vacating their Allotment
If a member decides to give up his or her allotment for any reason other than extenuating circumstances (e.g. illness, death) then that member must leave the allotment in clean and tidy condition. Within 2 weeks of the tenancy ceasing the shed must be emptied and left in an acceptable condition for the use of the next tenant.
If tenancy ceases, the rent is non-refundable as it is calculated to ensure that all running costs for the site are met annually.
All keys issued for the access gate must be returned to the Secretary on termination of the plot lease. If this does not occur, the plot holder will forfeit their initial key deposit.

Rule 11 - Committee Decisions
The decision of the committee is final.

November 2009