Constitution of Gledhow Valley Allotments Association

Name: This shall be the Gledhow Valley Allotments Association (GVAA)

Purpose: The GVAA's activities shall be devoted to :

	The management and maintenance of the Gledhow Valley Allotment site, formerly known as the Northbrook Street allotment site, in accordance with the lease made between the Leeds City Council and the GVAA Trustees.
	Supporting the aims and objectives of the Chapel Allerton Allotments and Gardens Association.

Membership

This shall comprise all paid up tenants.

Officers And Committee

The Membership Committee shall comprise members elected at the Annual General Meeting (AGM) to the positions of Chairman, Secretary, Treasurer and Committee Members together with the Trustees (2,3 or 4 in number) who shall together be responsible to and represent the membership.

The Committee shall manage the affairs of the GVAA and report annually to the membership at the AGM.

Duties

It shall be the duty of the Committee to follow the instructions of the AGM or any Special General Meeting and to conduct the Association's business in the interest of the members. It shall submit to each AGM its considered proposals for the following year's programme.

It shall be the duty of the Secretary to follow the instructions of the Committee to conduct correspondence or to call meetings. He/she may receive and pay money on behalf of the Association and shall make a monthly settlement with the Treasurer.

It shall be the duty of the Treasurer to keep proper accounts of the Association's funds, assets and monetary transactions, to receive all monies due and to make proper disbursements.

He/she shall give an interim financial statement to each meeting of the Committee and shall produce his books for inspection by the Committee at any reasonable time and place, if required.

	He/she shall make periodic settlements with the Secretary and shall bank all monies not required for current use.
	Cheques shall be signed by 2 of the following: Chairman, Secretary, Treasurer.
	On or before November 17^th he/she shall submit to the appointed auditor his/her books, vouchers, records and a draft statement of account for the year ending October 31^st, and shall present a duly audited statement to the AGM.

It shall be the duty of the Auditor to scrutinise the Treasurer's records and report his findings to the AGM.

Meetings

	The AGM shall be held within the first 2 weeks of December. The Secretary shall send 14 days notice of a General Meeting to every paid-up member for the year ending October 31s^tprior to the AGM. The quorum at any General Meeting shall be 12.
	The Committee may call a Special General Meeting (SGM) at any time; the Secretary shall call a SGM on the signed requisition of 12 members.
	The Committee shall meet as and when necessary, but not less than once per quarter. The quorum shall be 5.
	The Secretary may call a Special Meeting of the Committee at any time and shall do so on the signed requisition of 4 members of the Committee.
	An aggrieved member must present his/her complaint in writing to the Secretary. He/she will then be invited to attend a Committee meeting in person. If subsequently a member is still dissatisfied he/she may appeal to one General Meeting.
	The rules operate from 1^st January 1986. No new rule may be made, or existing rule altered or rescinded without the consent of two thirds of the members present and voting at an AGM or General Meeting called for the specific purpose of altering the Rules.

Management And Maintenance

The Chairman, Officers and Committee Members shall meet from time to time to manage the GVAA affairs as follows :

Management:

	Allocation of plots with registration and oversight of a waiting list
	Invoicing for rent, rates and membership subscriptions
	Collection of rent, rates and membership subscriptions, and keeping of accounts
	Investment of capital and of income temporarily not required for use
	Payment of bills, water rates, taxes, etc.

Maintenance of Allotments site

	Repairs to internal roadway, paths, etc.
	Provision of water and water supply maintenance
	Equipment purchase, hire, oversight, maintenance etc.

Addendum 1

Summary of lease made between Leeds City Council (LCC) and GVAA Trustees.

The LCC would lease to Trustees the allotment site for a period of 7 years from 1 April 2001.

The Trustees would covenant with the LCC

	to pay one third of the allotment plots sub-letting income to the LCC and to pay all general and water rates, taxes, assessments and outgoings.. payment being made in arrear on 31 March each year.
	after paying of due rent, rates, etc., to utilise the balance of income for management and maintenance.
	to arrange for the letting of all allotment plots and to keep a register of names and addresses of plotholders.
	to charge plot tenants such rents as fixed by the LCC and to keep account of the same.
	to endeavour to keep the allotments in good condition, clean and fertile.
	to keep down vermin, to limit buildings/shed erections as required.
	not to permit bees or livestock.
	not to permit trade or business, excluding seed and fertiliser etc. sale to members.
	to keep internal pathways, roadway and fences in good repair.
	at the end of the lease, to pay to the LCC compensation for any deterioration of the site.

(A detailed list of these and addition items is available for reference)

Addendum 2

Matters related to the tenancy agreement.