Our Constitution

What we do, and what we stand for

By Melanie Matthews

The Brighton and Hove allotment Federation is run by allotment holders to promote allotments in Brighton and Hove.

The objects of the Federation are

1. To promote allotment gardening, the development and provision of allotments as an important, inclusive, informal, outdoor active recreation for residents of Brighton and Hove with particular emphasis to health benefits for the 45 and over age group.
2. To co-operate positively with Brighton and Hove Council in the administration of allotments and the provision of proper facilities for allotment gardening within budgetary provisions.
3. To promote adequate, appropriate provisions for gardeners with disabilities and special needs.
4. To promote shows, competitions, educational and other relevant activities to allotment gardening.
5. To participate in reviews of district planning and contribute to Council strategies relating to allotments.
6. To monitor the provision of allotments and resist any proposal to permanently reduce the current provision, subject to current and latent demands for allotments being met.
7. To promote the practices of organic cultivation and the conservation of allotments as open-air recreation land(an important element in the natural habitat) and wildlife corridors within the urban development.

Membership

All 37 sites whose tenants, formed as a site association or not, may nominate a site representative or contact to attend all committee meetings of the Federation and receive agenda, consultation papers and minutes.

Powers

The officers, namely the President, Chair, Secretary, Publicity Officer and Treasurer and Committee, shall have full powers as necessary to achieve the objects of the Federation. In the event of votes being equally divided, the Chair may exercise a casting vote.

Management

• Day to Day mnagaement - the day-to-day business of the Federation shall be conducted by the Officers. The Committee shall comprise of site representatives and an elected Councillor nominated by the City Council.
• Officer/Committee Appointment - the Officers shall be elected at the AGM and the Committee members(site representatives) will be nominated by site memebers or personally volunteer. The Committee shall have the power to co-opt additional members and fill any vacancies of either officer or site representative arising during the year. The Committee will meet quarterly or more frequently if required.
• Vice Presidents - Members can nominate persons as an Honorary Vice-President of the Federation in recognition of service given to the Federation or service given to a Society or Allotment Site. Nominations to be submitted to the Secretary by the 31st. January each year with a record of the nominees service including dates. Vice Presidents shall be re-elected annually
• Notice of Motions - Notice of all intended motions to be put to Committee meetings must be submitted to the Secretary 14 days before the date of the notified meeting

Finance

Sites with societies and/or associations and individuals may make donations towards the running of the Federation.

• Rent Funding - The Council will make a per capita grant, renewable biannually in Spetember, of approximately 0.025% of the annual rent paid by tenants subject to satisfactory annual audited accounts being agreed at the AGM.
• Special Projects - The Federation may raise special projects funding by applying for grants or obtaining sponsors.
• Equipment Funds - Any equipment fund provided by the Council from time to time shall be seperately administered and accounted for, as agreed with Council officers.
• Banking - All income received by the Federation shall be paid into a bank account in the name of the Federation. Signatories shall be the Chairman, Secretary and Treasuer who are authorised to pay any agreed running expenses or other expenditure. Cheques will require 2 of the 3 authorised signatories.
• Financial Year - The accounting year shall be 1st March to 28th/29th February. An independant auditor will audit the accounts.

Annual General Meeting (AGM)

The AGM of the Federation, for which 14 days notice in writing shall be given by agenda notices attached to each site gate, shall be called as soon as practicable after 1st March. Notice of all intended motions to be put to the AGM must be submitted to the Secretary by the 31st.January each year, or 28 days before the AGM if date of the AGM after end of March.

Special General Meeting (SGM)

A SGM shall be held whenever the committee think it expedient or whenever a written request for such a meeting is sent to the Federation Secretary and signed by 5 allotment tenants, 7 days notice of each SGM shall be given by notices affixed to each site gate.

Voting

All Brighton and Hove Allotment holders are entitled to attend the AGM and SGM and vote on the business to be transacted. Approval will be by a simple majority of those attending the meeting.

Quorum

The Quorum at all meetings shall be 4 voting members.

Dissolution

The decision to dissolve the federation shall be taken at an AGM or SGM. In the event of a quorum of 4 not being present, officers may take a decision. Any finance in the accounts shall be disbursements of debts and liabilities be either returned to the source or donated to local charitable and voluntary organisations with similar objects.

Alteration to the constitution

Alterations to this constitution shall be made at an Annual or Special General Meeting.

Last updated at the AGM on 28th March 2006

If you wish to contact the federation then the e-mail address is info@bhaf.org.uk