1.     Name

1.1  The name of the Association shall be "The Chalfont St. Giles Back Lane Allotments Association" ("The Association"). For practical purposes, the acronym "BLAA" can be used.

2.    Objectives and purposes

The objectives and purpose of the Association shall be:

2.1   to promote the interests of all members in gardening activities and to take joint action for the benefit of members. 

2.2   to conduct negotiations with Local  Authorities and private landlords (where appropriate) for the use of gardening land and be a party to any lease, license or other agreement as appropriate.

2.3   to grant tenancy agreements in respect of the Back Lane allotments. Such agreements may be granted to joint tenants.

2.4   to assist or support members in protecting against damage, trespass and theft to on or from their allotment.

2.5   to assist with the supply of seeds, fertilisers, tools and other horticultural equipment on behalf of members. 

2.6   to arrange lectures, film shows, demonstrations, competitions and other social events.

2.7   to co-operate with other gardening associations and environmental organisations in matters of mutual interest. 

2.8   to investigate opportunities to seek and gain grants where available to augment the finances of the Association.

Membership

2.9   The Association shall consist of such persons whose applications for membership are approved by the Committee. Such approval shall be given in accordance with the generally accepted principles of equality and diversity. Membership is dependent on being named as a party to a tenancy agreement for an allotment at Back Lane.

2.10 Those with new tenancies of the Back Lane Allotments must become members of the Association.

2.11 Associate membership of BLAA shall be available to anyone who assists a tenant in working the plot, and is proposed by that tenant. Associate membership will incur the BLAA subscription but allow entitlement to a separate not in all BLAA matters, and will allow priority first-refusal in the event that the tenant gives up the shared plot.

3.    Subscriptions

3.1   In respect of each tenancy, members shall pay on entry into the Association an annual subscription renewable on 1st October and each year thereafter.

3.2   Such subscriptions may be increased from time to time (but not more often than once per annum) by a reasonable and minimal amount as the Committee so determines. For the avoidance of doubt the subscription is per tenancy, and shall be payable irrespective of whether such tenancy is a joint tenancy.

4.    Arrears

4.1  Any member who is 60 days in arrears with his/her subscription shall be held to have ceased to be a member, unless explanation of extenuating  circumstances is given in writing to the Committee.

4.2   Any plot renewal fees outstanding after 1st January will incur a £20 late fee. 

5.    Officers

5.1  The Officers of the Association shall consist of a Chairperson, a Secretary and a Treasurer. They  shall be elected after each Annual General Meeting. Retiring Officers will be eligible for re-election. They may be ex-officio members of the Committee.

6.    Committee

6.1   The affairs of the Association shall be conducted by a Committee of Management of not less than 5 members.

6.2  One third of the committee at least shall retire by rotation at the Annual General Meeting but shall be eligible for re-election. Casual vacancies shall be filled by the Committee and the members so appointed shall hold office until the next Annual General Meeting.

6.3   A quorum shall be 3 members.

6.4   No party political or sectarian discussions shall be raised or resolutions proposed at a Committee meeting. The affairs of the Association shall be conducted at all times in a non-discriminatory manner.

7.    General meetings

7.1   The Annual General Meeting shall be held at such times as the Committee or General Meeting shall decide. 10 members entitled to vote shall form a quorum. At the meeting the accounts and Secretary's Report shall be submitted and the officers and the Committee for the ensuing year elected.

7.2  Not less than 3 weeks notice of the meeting shall be given using the methods described under the section on communications to members, save in the case of an emergency when shorter notice may be given, as is reasonable in the circumstances. 10 members shall form a quorum for SGM's

7.3   No party political or sectarian discussions shall be raised or resolutions proposed at either Committee or General Meetings.

7.4   The affairs of the Association shall be conducted at all times in a non-discriminatory manner.

8.    Voting

8.1   There shall be allocated one vote per tenancy agreement (regardless of the number of allotments held under the tenancy), or one vote per associate membership.

8.2   Where appropriate and where reasonable arrangements have been put in place, a member may submit their vote in writing, by email, or by means of a secure password web page. A vote by proxy shall be allowed, where that members proxy attends the relevant meeting and provides the written signed and dated consent of the member, to vote on their behalf.

8.3   In the event of a tie the Chairman will have a casting vote.

9.    Bank account

9.1   The Committee shall open a bank account or building society account in the name of the Association and all monies received from any source on behalf of the Association shall be paid into such bank account. Two out of three  signatories determined by the Committee shall sign cheques and any other payment authorisation.

10.    Accounts 

10.1   The financial year of the Association will end on 31st  December in each year.

10.2  The Association shall keep proper books of account for all income and expenditure. The Treasurer, or other nominated committee member, shall prepare a receipts and payments account for each financial year, and a summary of bank account movements for the year. An independent accountant will be required to report on each receipts and payments accounts that it is in accordance with the Associations books and record, or report to the committee if this is not the case.

10.3   The receipts and payments account for each year should be presented to the members of the Association within nine months of the end of the end of each financial year.

10.4   Any member of the Association may, on request and giving at least 14 days notice, inspect the books and records of the Association.

11.    Membership of national societies

11.1   If membership of a national society (such as NSALG) is thought advantageous by the committee it shall be a condition of membership of the Association to agree to pay such annual affiliation contributions as may from time to time be prescribed. The cost shall be included in the subscription fee.

12.    Expulsion of members

12.1    Membership of the Association terminates immediately upon termination of an allotment tenancy.

13.    Amendments to the rules

13.1   Amendments to these Rules  require a two third majority of votes cast using the methods defined under voting.

13.2  Members must be notified of changes to the rules at least three weeks prior to the vote. Communication will be by those methods listed under communication with members.

14.    Communication with members

14.1   For the purposes of notification of any matter concerning the Association or these Rules the following methods are deemed proper:

• Communication to individual members by email, letters or other suitable means. It is the members responsibility to notify the Association of any change of postal or email address.
• Display a notice in a prominent position on the allotment noticeboards and website.