portchester allotment holders and gardeners...

April 2018 - Version 5.0

PORTCHESTER ALLOTMENT HOLDERS

AND GARDENERS ASSOCIATION

(PAHAGA)

CONSTITUTION

VERSION 5.0 (APR 2018)


CONTENTS

Para Title Page

Contents 2

Constitution Version Control 3

1. Name 4

2. Objectives 4

3. Membership 4

4. Association Subscriptions 5

5. Allotment Fees 5

6. The Committee 5

7. Trustees 6

8. Association Administration 6

9. Association Finance 6

10. Association Trading 7

11. General Meetings 8

12. Affiliations 8

13. Dissolution 8

14. Annual Show 9

15. Matters Not Provided For 9

16. Equality and Diversity 9

Annex A Committee Duties and Responsibilities

1A Chairperson 10

2A Vice Chairperson 10

3A General Secretary 10

4A Minutes Secretary 10

5A Treasurer 10

6A Trading Secretary 11

6B Assistant Trading Secretary 11

6C Shop Managers 11

7A Allotment Site Managers 12

8A Assistant Allotment Site Managers 13

19A Social Secretary 13

10A Gardeners Representatives 13


CONSTITUTION VERSION CONTROL

Version Number Date Details Chairpersons Signature

1.0 Feb 2012 As agreed at the 2011

AGM

Signed on Original

(Held by the Secretary)

2.0 Jan 2013 As agreed at the 2012

AGM

Signed on Original


3.0 Feb 2014 As agreed at the 2014

AGM

Signed on Original


4.0 Apr 2016 As agreed at the 2016

AGM

Signed on Original


5.0 Apr 2018 As agreed at the 2018

AGM

Signed on Original


Version

Number Summary of Changes Changes Made By

1.0

Updated to reflect changes in Stocktaking Policy and payment of Allotment

Fees and Association Subscriptions. Opportunity also taken to update the

Constitution and include a Equality and Diversity statement. Inclusion of

Allotment Manager Assistants and Assistant Trading Secretary as members

of the Committee.

Association

Committee

2.0

Version 2 reflects the changes to the agreed financial year (1 Jan to 31 Dec)

(Article 9.4) and subsequent changes to the stocktaking dates (Article 10.4)

and the month of the AGM (Rule 11.1). Other minor grammatical changes

have been included

Association

Committee

3.0 Version 3 incorporates Shop Mangers and their associated tasks into the

Constitution.

Association

Committee

4.0

Version 4 introduces the Trading Hut Managers to the Committee, extension

of periodicity of committee meetings in the Winter months, various

grammatical errors corrected,

Association

Committee

5.0 Aligns the Constitution with the new Allotment Lease and Tenancy

Agreement. Single Transaction Spending Limits.

Association

Committee


PORTCHESTER ALLOTMENT HOLDERS AND GARDENERS ASSOCIATION

CONSTITUTION

16. NAME

The name of the association shall be;

PORTCHESTER ALLOTMENT HOLDERS AND GARDENERS’ ASSOCIATION and shall be referred to as ‘the

Association’ hereafter.

2. OBJECTIVES

The objectives of the Association shall be;

2.1 To support the Fareham Borough Council Allotment Strategy and to take such steps as may be

required by Fareham Borough Council for the good management and cultivation of allotments under the

control and jurisdiction of both the council and the Association.

2.2 To promote the interests of Association Members and to take action for the benefit of all members

offering advice, help and assistance wherever it is deemed necessary in the interests of all plot holders.

2.3 To protect the allotments from damage, trespass and theft insofar as this is possible.

2.4 To liaise with other local Allotment and Gardening Associations, and cooperate with any committee

set up by Central Government, Local Authority, national or district body having as their objective the

legislation in the use of fertilisers, seeds and weed and pest control chemicals keeping Association Members

informed of relevant items of interest

2.5 To hold regular monthly meetings and lectures, talks and demonstrations for the interest of

Association Members.

2.6 To purchase supplies of seeds, fertilisers and other horticultural materials and products on behalf of

the Association Members for sale to members in the Trading Huts.

3. MEMBERSHIP

3.1 The Association shall consist of such allotment holders and gardeners (who shall be affiliated

members) who apply for membership.

3.2 The Association reserves the right to refuse membership if the Committee deems that such a course

of action is in the best interests of the Association.

3.3 The Committee may terminate the membership of any member who does not conform to the

allotment rules set out in the Tenancy Agreement and does not abide by the Constitution of the association or

where conduct is proved to the satisfaction of the Committee to be detrimental to the interests of fellow

members. Any charge against a member must be communicated to the committee in writing. On receipt of

any such complaint, the General Secretary shall notify the member in writing, giving details of the complaint

and asking the member to attend a committee meeting at which the member must be given the right of

explanation for his/her actions.

3.4 Seven days’ notice of such a Committee meeting shall be given.


4. ASSOCIATION SUBSCRIPTIONS

Annual subscriptions shall be determined by the Committee; members will be notified of the amount at the

AGM. Each subscription shall cover the membership of up to two people at the same postal address and shall

be payable annually by 31 January.

5. ALLOTMENT FEES

5.1 Allotment fees shall be determined by the Committee in consultation with Fareham Borough Council.

Any change to the fees shall be notified to the members at the AGM or at the first opportunity thereafter but

at least 28 days prior to renewal of the said fees. Fees are payable in advance and shall be payable annually by

31 January.

5.2 In the event that allotment fees are not paid by the due date, the appropriate Allotment Manager

shall contact the allotment holder directly to ascertain the reasons for non-payment and then take the

appropriate action IAW the Tenancy Agreement keeping the Committee informed.

6. THE COMMITTEE

6.1 The administration and running of the Association affairs shall be carried out by a duly elected

Committee comprising of the following; associated Duties and responsibilities are listed at Annex A:

Chairperson

Vice-Chairperson

General Secretary

Minutes Secretary

Treasurer

Trading Secretary

Assistant Trading Secretary

Trading Hut Manager (Red Barn)

Trading Hut Manager (Roman Grove)

Allotment Site Manager – Roman Grove Site

Assistant Allotment Site Manager – Roman Grove Site

Allotment Site Manager – Red Barn Site

Assistant Allotment Site Manager – Red Barn Site

Social Secretary

2 Gardeners Representative

6.2 Each position on the Committee shall be taken up by volunteer Association Members. Each volunteer

must be proposed and seconded by two other Association Members. Nominations shall be forwarded to the

General Secretary 21 days prior to the AGM. The General Secretary will post the names of nominees,

proposers and seconders on the Nominations Board.

6.3 Each member of the Committee shall be elected to office at the AGM each year. Each Committee

member shall vacate office at the following AGM but are eligible for re-election (see 6.4 below). An exception

to this rule is the appointment of the Allotment Site Managers who shall be elected to serve for up to 5 years.

6.4 No Committee member shall hold office for longer than 3 years in succession unless there is no other

volunteer Association Member to fill the post. In any case the candidate is to be nominated and elected to

that office as described at 6.2 above.


6.5 Any Committee member absent for 3 consecutive meetings will be considered resigned unless

satisfactory explanation has been received by the General Secretary.

6.6 A Committee Member who is unable to complete their term of office should submit his/her

resignation in writing to the Committee, giving notice of intention wherever possible. In the event of an early

resignation, the Committee shall have the power to fill any vacancy so caused and should inform the members

of their decision at the first opportunity.

7. TRUSTEES

7.1 The Trustees are responsible to Fareham Borough Council for ensuring the Allotment Sites adhere to

the conditions and requirements of the Allotment Lease Agreement.

7.2 No less than two Trustees shall be appointed by the Association Members. Each shall be nominated

and seconded and duly elected at the AGM. The term of office for each Trustee shall be a maximum of three

years after which they may be re-elected in the same way as members of the Committee.

7.3 Notwithstanding anything else in the Constitution, the Trustees are empowered to take such action as

necessary to ensure compliancy with the terms of the Allotment Lease Agreement with Fareham Borough

Council. The Trustees will inform the Committee (the Chairperson in the first instance) at the first opportunity

any occurrence of non-conformity of either or both Allotment sites or changes to the lease or the conditions

therein.

8. ASSOCIATION ADMINISTRATION

8.1 The administration of the Associations affairs shall be carried out by the elected Committee on behalf

of the members.

8.2 A Committee meeting shall be held once a month prior to the general meeting, all Committee

members being informed of the time and date of each meeting. The periodicity of the meetings may be

altered in the winter months (Oct to Mar) to every 6 weeks as agreed by the Committee.

8.3 The minutes of the proceedings of a Committee meeting shall be drawn up and entered into books or

other permanent records kept for that purpose and at the next meeting be submitted for approval as a correct

record and duly signed by the person presiding over that meeting. Copies of the minutes of each meeting

shall be posted at each of the Trading Huts and on the website for the information of Association Members.

8.4 No business shall be transacted unless five Committee members are present at the meetings; any five

members shall constitute a quorum provided the Chairperson or General Secretary is present.

8.5 The day-to-day administration and trading at the various allotment sites shall be carried out in

accordance with arrangements approved by the Committee.

8.6 All major matters of administration and trading policy remain the responsibility of the main

Committee.

8.7 Inspection of each allotment site shall be carried out by the appropriate Allotment Site Manager who

is to take any appropriate action on behalf of the Committee.


8.8 The Chairperson, General Secretary and Treasurer shall be empowered jointly to deal with any urgent

matters that may arise between Committee meetings but every effort must be made to contact other

members of the committee by phone or email. Any resultant decisions must be communicated to all members

of the Committee as soon as possible after the event.

9. ASSOCIATION FINANCE

9.1 The Committee shall operate banking accounts in the name of the Association with such banks as the

Committee select and all monies received from any source shall be paid into such accounts.

9.2 Cheques shall be signed by any two of three nominees one of which shall be the Treasurer.

9.3 The Treasurer shall provide the Committee with a Statement of Account monthly, the books being

made available for inspection at any time.

9.4 An end of year Statement of Accounts shall be prepared by the auditor and presented to Association

Members at the AGM. The Statement of Accounts shall reflect the financial accounts for the current year (1

Jan to 31 Dec) being audited and the previous year’s accounts.

9.5 Prior to the AGM, the Committee shall examine the accounts and where necessary make

recommendations to the Association Members at the AGM to increase prices or subscriptions if appropriate.

9.6 No expenditure of funds, both Association funds and/or Allotment fees, is to take place without the

prior approval of the Committee (but see para 9.7). In cases where there is an urgent need for expenditure,

approval of the committee may be sought using email or other recordable means. Approval is by majority as

described at para 8.4. All purchases must be receipted and the receipt provided to the Treasurer

9.7 Site Managers are permitted to purchase items to the value of £50 per month without the need to

obtain the approvals as described at para 9.6. Items purchased must be those required for the upkeep or

maintenance of the sites or machinery used to maintain the grounds. The Treasurer and Committee are to be

informed of such purchases and receipts are to be provided. The amount is a limit and not a target and

cannot be accrued or carried over from month to month.

10. ASSOCIATION TRADING

10.1 Association Trading shall be carried out in the Trading Huts on both the Roman Grove and the Red

Barn Allotment sites.

10.2 Trading policy shall be determined by the Committee and this policy carried out by the Trading

Secretary, the Shop Managers and volunteer assistants.

10.3 The retail price of goods sold at each Trading Hut shall be cost price from the wholesalers plus 20%.

No goods are to be sold to individuals for onward resale to organisations or persons outside of the Association

for profit.

10.4 A complete and full stocktake is to take place twice annually (30 Jun and 31 Dec) and is to be

conducted by a minimum of two persons at each Trading Hut. The two teams should consist of the Trading

Secretary and the appropriate Shop Manager; the results of each of the stocktakes is to be doubled checked

by opposite stocktake pairs to eliminate any potential errors.


10.5 The results of the stocktakes are to be presented to the Committee on both occasions and the

Committee will present the results to the Associations Members by publication at each of the Trading Huts

and at the AGM. Any discrepancies in the stocktake must be brought to the attention of the Trading Secretary

immediately. The Trading Secretary will then investigate the discrepancy and report to the Committee. The

Committee shall then act appropriate to the cause of the discrepancy.

11. GENERAL MEETINGS

11.1 The Annual General Meeting shall be held in March at a place to be decided by the Committee. At this

meeting, the audited Statement of Accounts, results of the Trading Hut Stocktakes, update Constitution and

any Committee reports shall be submitted to the members and officers for the following year elected.

11.2 A Special General Meeting shall be called by the committee when deemed necessary or on the

requisition in writing of at least 10 Association Members.

11.3 Notices of motion to be raised at the AGM shall be conveyed in writing to the General Secretary at

least 14 days prior to the meeting. All motions shall have a proposer and seconder before it can be voted on.

All questions or motions that arise at any meeting shall be decided by a simple majority vote of those present

and entitled to vote. Where the numbers of votes cast on each side are equal the chair of the meeting shall

have the casting vote.

11.4 Amendments to the Constitution or rules may only be made at the AGM or at an EGM convened for

that reason. Any proposal to amend the constitution or rules shall be given to the General Secretary in writing

14 days prior to the AGM or as described at 11.2 for an EGM.

11.5 Only members of the Association are entitled to speak and vote on any matter. Affiliated members

(i.e. Gardener Members) shall not be entitled to vote on any matter solely concerning the administration of

Allotment Sites and business.

11.6 Ten members shall form a quorum at all General Meetings and in the case of equal voting, the

presiding Chairperson shall have a casting vote.

11.7 In addition to Committee Meetings, regular monthly meetings for Association Members shall be

arranged primarily for lectures, talks and demonstrations for the interest of members. These meetings may

also be used to inform members of proceedings of the Committee and when the Committee deem this

desirable. The Social Secretary shall make such announcements as necessary to inform members of

forthcoming events. No other motions affecting the Association shall be decided at these meetings; these

matters shall be raised as described at 11.2 and 11.4 above.

11.8 Any Members questions which cannot be answered immediately, will be referred to the committee by

the General Secretary so that considered answers may be given at the next regular monthly meeting.

12 AFFILIATIONS

The Association shall be affiliated to such societies, associations etc. which the Committee deem to be

advantageous in providing a service to the members.

13. DISSOLUTION

13.1 In the event it is necessary to dissolve the Association an EGM shall be convened by the Chairperson.

At least 28 days’ notice shall be given to ALL members and the meeting shall be advertised in an open and

transparent manner.


13.2 In the event that the Association is dissolved all remaining monies, after all outstanding debts have

been settled, shall be donated to a local charity as agreed by the Association Members at the same meeting

that agreed the dissolution.

14. ANNUAL SHOW

14.1 The Association shall organise an Annual Show depending upon demand from the Association

Members. The show is normally to be held in the month of August.

14.2 The annual show shall be organised and managed by a Show Committee who shall be elected at the

AGM immediately prior to the programmed Annual Show.

14.3 The Show Committee will comprise of a Secretary, Senior Steward, Publicity Officer and three other

persons. The Show Committee will hold office for one year and are responsible for the Annual Show and do

not have influence or voting rights on other PAHAGA matters.

15. MATTERS NOT PROVIDED FOR

Any matters not provided for in this Constitution shall be dealt with by the Committee at their discretion and

members informed of their decision at the first opportunity.

16. EQUALITY AND DIVERSITY

The Association shall aim to ensure that no one associated with the Portchester Allotment Holders and

Gardeners Association is discriminated against on the grounds of age, impairment, colour, ethnic or national

origin, nationality, race, religious belief or faith, social class, gender, sexuality, gender reassignment, marital

status or political views or activity.


ANNEX A

OUTLINE COMMITTEE DUTIES AND RESPONSIBILITIES

1A. CHAIRPERSON

1A.1 To call and chair all meetings and to manage those meetings to conclusion. The Chairpersons ruling on

all matters relating to the running of the meeting must be accepted and adhered to by all concerned.

1A.2 Hold the casting vote. The Chair shall not vote unless the vote is tied.

1A.3 To ensure that the Association Rules and Constitution are adhered to.

1A.4 To keep in mind the interests of the members and be prepared to initiate changes in policy to meet

changing circumstances.

2A. VICE CHAIRPERSON

2A.1 In the absence of the Chairperson, undertake the duties of the Chair.

2A.2 Take responsibility for specific projects as directed by the Committee.

3A. GENERAL SECRETARY

3A.1 To maintain proper and accurate records of all correspondence and to initiate such actions that may

arise.

3A.2 To receive notices of motions and prepare the agenda in conjunction with the Chairperson for those

meetings as described in the Constitution.

3A.3 To receive nominations within the stated timescales (see Constitution 6.2) for positions on the

Committee and to post those nominations with the proposer and seconder on the Nominations Board at each

Trading Hut.

3A.4 To ensure all necessary reports are made available to Association Members for the AGM.

4A. MINUTES SECRETARY

4A.1 To maintain proper records of the proceedings of all Association Meetings and to prepare the minutes

of those meetings.

4A.2 Present completed minutes for signature by the Chairperson within 5 working days of the relevant

meeting for signature by the Chairperson.

4A.3 To assist the General Secretary as deemed necessary.

5A. TREASURER

5A.1 To receive all monies on behalf of the Association from sales at each of the Trading Huts, membership

subscriptions and any other source and to pay such monies into the Association bank account.


5A.2 To pay bills to creditors promptly from the Association bank accounts by cheque. Cheques are to be

countersigned by two persons one of which shall be the Treasurer.

5A.3 To keep and maintain appropriate records of all transactions on behalf of the Association.

5A.4 To provide the Committee with a monthly Statement of Accounts at the monthly Committee Meeting.

5A.5 Ensure that the end of year Statement of Accounts is prepared correctly and accurately for

presentation to the Association Members at the AGM.

6A. TRADING SECRETARY

6A.1 To carry out the trading policy of the Association Committee as described in the Constitution (10.2).

6A.2 To order stock from suppliers and maintain stocks of such items as may be considered saleable to

members in consultation with the Shop Managers, Allotment Managers and Gardeners Representatives.

6A.3 Receiving and checking orders on receipt assisted by Shop Managers as appropriate.

6A.4 Liaise with the Treasurer to ensure prompt and accurate payment of invoices.

6A.5 To provide a retail price list at each Trading Hut with prices as described in the Constitution (10.3).

6A.6 To conduct full and accurate stocktakes assisted by Shop Managers as described in the Constitution

(10.4 & 10.5).

6A.7 Liaising with other local allotment trading operations as appropriate to achieve economy of scale in

purchasing where appropriate.

6A.8 Reporting purchases and value of sales at monthly committee meetings.

6A.9 Hold regular update sessions with Shop Managers.

6A.10 To remain up to date with current legislation regarding use of chemicals on allotment sites.

6A.11 To ensure that all volunteer helpers in both shops are aware of health and safety issues associated

with handling chemicals or other equipment and that appropriate protective clothing (e.g. gloves, masks,

goggle) is worn when handling fertilisers especially when making up fertiliser mixes.

6A.12 To hold keys for each site to enable access to both shops outside of normal opening hours.

6B. ASSISTANT TRADING SECRETARY

6B.1 To assist the Trading Secretary in the duties at para 6A and to deputise in the absence of the Trading

Secretary.

6C. TRADING HUT MANAGERS

There will be a Manager for each Trading Hut on each site. Each manager will be responsible for the following:

6C.1 To open the site shop during trading hours.


6C.2 Ensuring each shop is staffed appropriately with volunteers and producing an agreed roster of

volunteer helpers to serve in the Trading Huts.

6C.3 Supervising staff as appropriate (e.g. operating the till, health and safety (see 6C.12))

6C.4 Be responsible for cashing up after each trading session.

6C.5 Be responsible for informing the Trading Secretary of value of sales after each trading session.

6C.6 Be responsible for passing the days’ takings to the Treasurer (or banking as agreed).

6C.7 Informing the Trading Secretary of required stock replenishment as and when the need arises.

6C.8 Advising the Trading Secretary of any issues arising around stock orders, e.g. poor quality,

shortfalls.

6C.9 Advising the Trading Secretary of customer requests for stock not held.

6C.10 In association with the Trading Secretary, conduct stocktakes as described in the Constitution

(10.4 and 10.5).

6C.11 Maintaining an order book at each site shop for seed potatoes and onion setts or any other named

bulk order.

6C.12 Ensuring that Health and Safety requirements for the handling of chemicals and fertilisers is

adhered to by managers and volunteers alike.

Note. This applies when measuring out fertilisers for sale or when making up fertiliser mixes. Making up fertiliser mixes is a voluntary, but appreciated task.

6C.13 Holding regular update sessions with the Trading Secretary.

6C.14 Liaising directly with Trading Hut Manager at Roman Grove/Red Barn as appropriate to ensure

stock levels are evenly maintained.

6C.15 Ensuring scales are accurate and if electronic tested regularly.

7A. ALLOTMENT SITE MANAGERS

7A.1 To maintain a complete and accurate record of all Allotment Holders for their area showing the size of

each allotment held, its position (number) and the annual Allotment Fee payable.

7A.2 To maintain a register of all members of the Association from their area.

7A.3 To maintain a waiting list for their site and to allocate vacant plots in accordance with the

requirements of the Fareham Borough Council Allotment Strategy and the current lease.

7A.4 Enforce the rules and regulations detailed in the Allotment Lease Agreement and the Tenancy

Agreement ensuring that good order and regularity is maintained on each allotment site.

7A.5 To be responsible to the Committee for the safety of structures on their site and to report any areas of

concern to the Committee at the first opportunity.


7A.6 To act as site surveyor for the area of responsibility.

7A.7 With the assistance of volunteer Allotment holders, maintain the common areas and tracks on the site

of responsibility and to keep empty allotments free from weeds and overgrowth in preparation for

reallocation.

8A. ASSISTANT ALLOTMENT SITE MANAGERS

8A.1 To assist the Allotment Site Manager of the appropriate site in the duties outlined at para 8A and to

deputise in the absence of the Allotment Site Manager.

9A. SOCIAL SECRETARY

9A.1 To organise and arrange the programme for monthly General Meetings for each year engaging

appropriate speakers or providing other events considered suitable for the interest of Association Members.

9A.2 Offer suitable outings and other social events of interest to Association Members.

9A.3 To inform the association Members of the forthcoming events at each General Meeting.

9A.4 To maintain true and accurate records of the Social Committee funds keeping the Association

Treasurer informed.

9A.5 To arrange representation of the Association at local functions and events where deemed appropriate

(eg. Portchester Gala).

10A. GARDENERS REPRESENTATIVE

10A.1 To represent the interests of Association Gardeners Affiliated members.

10A.2 To actively participate in the sub-committees for social events or for the Annual Show.

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