GAA Constitution

1.1 The name of the association is Growchapel Allotment Association (GAA).

2.1  Objective of the Association: Growchapel is a welcoming, inclusive site for the people to  enjoy, relax and grow; a place where everyone is included, where the only boxes are the ones growing plants and the only labels are used to identify what we are growing, where diversity and creativity are valued, encouraged and always respected.

3.1 The Association will consist of every person who has entered into an agreement with GAA for the letting of an Allotment plot and whose current rental is not in arrears. These members can be: i. The named plot-holder on the Growchapel site ii. The person who represents a group with a plot on the Growchapel site iii. An employee of a group with a plot on the Growchapel site 

3.2 A member of the Association will be entitled to one vote at Association meetings. 

3.3 A person who works a plot with a member will be entitled to Associate Membership of GAA provided they pay the annual NSALG membership subscription and insurance. An  associate member cannot vote at a general meeting save that a member who is not  present may authorise one associate member to vote on his/her behalf. An Associate  Member may sit as a general member on the committee of the Association. 

3.4 Membership will commence when the membership form and first annual payment has been received. 

3.5 Members must pay an annual membership fee (determined at the Annual General Meeting). 

3.6 Each member is expected to adhere to the Rules and Regulations of the GAA, including the code of conduct. 

3.7 The GAA reserves the right to terminate membership for violations of The Rules or  inappropriate behaviour.

4.1 Members may resign at any time in writing to the secretary.

4.2 Any member who has not paid their membership fee for 3 months of the renewal date will be contacted by the committee, who will then decide whether that member is deemed to have resigned.

5.1  Any offensive behaviour, including racist, sexist or inflammatory remarks, will not be  permitted. Anyone behaving in an offensive way or breaking the equal opportunities policy may be asked not to attend further meetings, or to resign from the group if an apology is not given or the behaviour is repeated. The individual concerned shall have the right to be heard by the management committee, accompanied by a friend, before a final decision  is made. 

6.1 The business of the group will be carried out by a committee elected at the Annual General Meeting. It shall consist of a Chairperson, Vice Chairperson, Treasurer, Secretary, and up to 2 other general members. All members of the Committee must be members or associate members of GAA. 

• i. Chair, who shall chair both general and committee meetings. Conducts negotiations with the Glasgow City Council for the use of Growchapel Allotments. 

• ii. Vice-chair, who shall assist and stand in for the chair where necessary. 

• iii. Secretary, who shall be responsible for meeting minutes and distribution of papers. iv. Treasurer who shall be responsible for maintaining accounts. 

6.2 All Committee members must retire at the Annual General Meeting and will be eligible for re-election. 

6.3 In the event of an officer standing down during the year, a replacement will be elected by the next AGM. 

6.4 The Committee may fill any casual vacancies when necessary and such members will hold office until the next AGM. 

6.5 Any committee member not attending a meeting without apology for three months will be contacted by the committee and asked if they wish to resign. 

6.6 A quorum will be 33% of the members. 

6.7 The Committee will meet as necessary, but no less than three times a year. These meetings are open to any members of GAA who wish to attend. 

6.8 The Committee may delegate tasks to a volunteer member of GAA, but any such delegate will not be a member of the committee. 

6.9 The Committee will be responsible for: 

• i. Conducting negotiations with the Glasgow City Council for the use of Growchapel Allotments land. 

• ii. Maintaining allotment site agreement with Glasgow City Council. 

• iii. Ensuring compliance with the terms of the agreement. 

• iv. The allocation of individual plots, the setting and collection of fees and any other levies which may be necessary from time to time. 

• v.  Ensuring compliance with the Membership Agreement, the Allotment Rules and Code of Conduct. 

6.10 The Committee may authorise payments for works or materials necessary for the  maintenance of the site, subject to obtaining approval at a General Meeting before incurring any major expenditure. Major expenditure means a sum of £30 or more, or such other figure as shall be agreed by the Association at a General meeting.

7.1 The Annual General Meeting will be held no later than 31st May each year. 

7.2 General meetings shall be held at least three times a year, open to all members. 

7.3 Members shall have three weeks notice, in writing, of all general meetings. 

7.4 A quorum shall be 10% of the membership or 10 members, whichever is the greater number for any general meeting. 

7.5 At the Annual General Meeting:
• The Chairpersons report for the previous finacial year ending 31st March shall be  submitted for approval.
• Accounts will be presented.
• The Officers and Committee for the next year will be elected.
• Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed. 

7.6 Special General Meetings may be called by the Committee or upon the request in writing to the Secretary (meeting commencing within twenty-one days) of at least five members.  

7.7 Committee Meetings may be called by the Chair or Secretary. Committee members must receive notice of meetings at least 7 days before the meeting. The quorum for Committee meetings is three Committee members

8.1 Committee business will be decided by a majority of those present. In the event of a tie, the Chairperson shall have the casting vote. 

8.2 At General meetings, resolutions will be passed by a majority of voting members present.  In the event of a tie, the Chairperson shall have the casting vote.  

8.3 Postal and Proxy votes will not be allowed unless there is a proposed major change to the Constitution of the Association.

9.1 The Committee shall open a bank account in the name of the Association. The signatories shall be the Treasurer, the Chairperson and the Secretary and all cheque signatories, bank transfers and cash withdrawals wi must be signed by at least two of the three signatories. 

• i.  For cheque payments, the signatories will sign the cheque,

• ii. For other payments (such as BACS payments, cash withdrawals, debit card payments or cash payments), it will be agreed by 3 parties if over £30. 

9.2 Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting. 

9.3 All money raised by or on behalf of Growchapel Association is only to be used to further the aims of the group, as specified in item two of this constitution.

10.1 The Rules are designed to enhance the gardening experience of all members of the  Association. It is a condition of the GAA Membership Agreement that they are complied with by the plot holders. Every member will be given a copy of the Constitution and the Rules together with the Membership Agreement.

11.1 The data that members provide on their application forms are kept in documents that are held and processed electronically. This means that the Association is subject to the Data Protection Act. Under the Act, the data that members provide are not classed as “sensitive data”, and  because we are a not-for-profit organisation that does not use CCTV, we do not have to  register with the ICO (Information Commissioner’s Office). Nevertheless, under the Act,  we have responsibilities of care to uphold. Our Data Protection document further  outlines our policies. For more information, the ICO website is here: https://ico.org.uk/

12.1 The Constitution and Rules may be varied from time to time by resolution of the members at a General Meeting. However, no change may be proposed for consideration which would be contrary to clause 6.9(ii) of the Constitution relating to compliance with the terms of the Agreement with Glasgow City Council.

13.1 If members request cessation of the Association a Special General Meeting will be held  be to dissolve the group. The decision to be made by a majority vote at the meeting.

 13.2 On cessation of the Association, for whatever reason, any monies remaining after  payment of all expenses, outstanding debts and claims, to a local charitable organisation. The recipient organisation will be decided at the meeting where dissolution takes place.