Birmingham And District Allotments Confederation
Representing Allotment Gardeners & Associations Across Birmingham


BIRMINGHAM AND DISTRICT ALLOTMENTS CONFEDERATION 

CONSTITUTION

At the AGM of BDAC held on 8th March 2014 the following constitution and rules were adopted:

1) It shall be the policy of BDAC to represent all allotment tenants and allotment associations, on sites under BCC control, in accordance with this Constitution and any Agreement between the BDAC and BCC.

2) BDAC is the district Body of NSALG.

NOTE:
The following definitions should be noted:

i] BDAC – Birmingham and District Allotments Confederation  ii]BCC – Birmingham City Council

iii] NSALG – National Society of Allotment and Leisure Gardens Limited

These revised Constitution and Rules are effective on and from 9th March 2014.

OBJECTS

 1)  To promote the creation and maintenance of allotments and to encourage proper cultivation.

 2)  To secure direct representation through co-opted members on the BCC body responsible for the administration of allotments or which is interested in the allotment movement

 3)  To carry out any other schemes which are considered to be in the interests of BDAC members.

 4)  To endeavour to obtain, by representation to the authorities, an agreement that all allotments shall be statutory or have a reasonable security of tenure.

 5)  To watch over and protect the interests of all allotment plot holders.

 6)  To give advice to all members on all matters relating to management and control of allotments

 7)  To encourage and help secure “management” control by local associations on allotment sites.

 8)  To advise on the promotion of horticultural shows and competitions.

 9)  To foster the education of school children in the cultivation of gardens.

10) To function as the District Body of NSALG as defined in its constitution. 

RULES 

Membership

1. BDAC shall consist of:

a] allotment tenants and allotment associations under BCC

b] honorary members.

Executive Members

2. The business of BDAC shall be conducted by the executive committee which will consist of:

President, Life Vice Presidents, Chairman, Vice Chairman, Secretary, Assistant Secretary, Treasurer and 15 committee members , 5 of whom shall retire annually but shall be eligible for re-election. [see appendix A for roles other than officers defined in rules 6-8]

On election all members of the Executive shall cease to just represent his/her Allotment Association at all BDAC meetings.

3. Should a member of the executive fail to attend half of the meetings of the Executive, without adequate explanation, he/she shall vacate his/her place before or at the next AGM.

4. The Executive shall have the power to co-opt if there is a vacancy on the Executive Committee.

5. All members of the Executive shall be elected at an AGM of the BDAC

Officers of BDAC

6. The Chairman will chair all executive meetings. In the absence of the Chairman, the Vice Chairman will chair the meeting. In the absence of both, the meeting will elect a chairman from the Executive Members, present at that meeting.

7. The Secretary will ensure papers and correspondence for meetings are available.

8. The Treasurer shall receive all monies, pay necessary accounts and furnish audited accounts to the membership at each AGM.

Observers

9. May attend Executive Meetings provided prior notice is given to Chairman or Secretary. An observer may be invited to speak with the assent of the meeting. An observer is restricted to attendance at 3 meetings, an invitation to be co-opted may be made.

Nominations for Executive Committee

10. President and Life Vice Presidents - to be made in writing to the Secretary at least 28 days prior to AGM.

11. Officers and executive members – to be made before or at the AGM by members present at the meeting. Executive members will serve for 3 years.

Meetings

12. Executive Meetings will be held monthly or as required – quorate 7 members [exclude officers]

The AGM will be held on or before 31st March with at least 28 days’ notice .

13. All members of the Executive and Allotment Associations shall have the right to attend AGM together with invited guests.

14. Motions for discussions should be with the Secretary, in writing, at least 14 days prior to the AGM.

15. EGM’s may be held as the Executive Committee determine or on the written requisition by at least 15 associations, not less than 14 days’ notice shall be given for such meetings.

16. Special Executive Committee Meetings may be called by a written request by at least 5 members.

Voting at Meetings

17. At all General Meetings a vote will be held by each member of the executive and BDAC members present at the meeting.

18. All voting will be one vote per BDAC member present. In the event of an equal vote, the Chairman will have a casting vote. There will be NO proxy votes.

Finance

19.The monies of the BDAC shall be deposited in a bank and/or a Building Society in the name of Birmingham and District Allotments Confederation.

20.i) Authority to sign BDAC cheques shall be invested in the Treasurer, Secretary and Chairman – ALL cheques will be signed by two of the signatories.

ii)Show Account cheques will be signed by Show Secretary and one out of two authorised signatories from the Executive Committee

21. Funds not immediately required may be invested on behalf of BDAC by the Executive Committee.

22. Two auditors will be appointed to audit BDAC’s accounts. Auditors will not be Executive members.

23. The expenses of the BDAC shall be met by:
i) payment of 1% of all allotment rents paid to BCC

ii) by means agreed by the Executive Committee iii) voluntary contributions

24. Honoraria and approved expenses may be paid with the agreement of the AGM.

Removal of Executive Committee Members

25. An officer or Executive Member may be removed by a majority resolution of voting representatives at a Special Meeting called for such a purpose. An Officer or Executive Member shall have the right of appeal at an AGM

Co-opted Members for BCC’s Body Administering Allotments and Other Bodies.

26. Nominations of co-opted members or representatives will be made by the Executive Committee. BDAC Officers will be part of these nominations.

Sub-Committees

27. The Executive Committee shall:
i) set up a complaints committee and complaints procedure

ii) be empowered to establish sub-committees as necessary
iii) define the purpose of all sub committees [see appendix B below].

The sub-committee will have the power to co-opt and make recommendations to the Executive.

Officers of the Executive will be ex-officio members of any sub-committee appointed other than the Complaints Committee of which they will be members.

Local Advisors

28. These will be appointed by BDAC Executive but will not be members of BDAC Executive. The role of Local Advisors is in accordance with Appendix C

Winding Up

29. The Birmingham and District Allotments Confederation will continue in existence until a resolution of a Special General Meeting called for such a purpose. A minimum of 3 months’ notice shall be necessary for such a meeting. A motion for dissolution will only be carried on a minimum two thirds (2/3rds) majority of votes cast. This Special General Meeting must be attended by voting representatives (Rule 18) of at least 60% of Allotment Associations.

In the event of a “winding up” motion being passed, all monies, after full payment of outstanding debts and liabilities, shall be paid to the Robins Fund {as defined in Management Agreements}.

Alteration to Rules

30. Any alteration to these rules can only take place at an Annual General Meeting provided that:

i] notice of any alteration of rules is made in writing to the Secretary at least 21 days prior to the AGM.

ii] a motion to amend or change any rule must be passed by a two thirds (2/3rds) majority of the voting members present at the AGM.

These rules are effective on and from the 8th March 2014.