1) The name of the company is ‘Tommy’s Field Allotments Ltd’ (hereinafter for the purposes of this document known as ‘the Company’).

 

2) The objectives of the Company shall be:

 

  1. To promote the interests of the Members with regard to the proper cultivation, good management and enjoyment of the Allotments in accordance with the allotment rules. 
  2. To maintain and improve facilities which will help Members to pursue these activities.
  3. To maintain and improve the condition of the site as a whole and to encourage and educate others to do the same.
  4. To take measures to protect Members and the site against damage, trespass and theft.
  5. To conduct negotiations with our landlord and, wherever possible, to co-operate with them, other allotment groups and other organisations and individuals in furtherance of our objectives.

 

3) Membership of the Company shall consist of: 

 

  1. i)     Tenants who have paid the appropriate annual subscription (‘paying tenants’).
  2. ii)    Tenants of Tommy’s Field Allotments who, by mutual agreement, share the use of a plot with a paying tenant, a maximum of two people per plot regardless of size.

                                                                                                                                                          

4)   Committee of Management

 

  1. i) The affairs of the Company shall be conducted by a Committee of Management, comprising a Chair, Secretary, Treasurer, 2 Assistant Secretaries plus a minimum of 6 and maximum of 10 committee members. Tenure of any post on the Committee, and of all other offices voted for at a General Meeting, whether permanent or temporary, shall be voluntary, unpaid and open only to Members of the Company. The Committee shall have the power to co-opt members to fill vacancies that arise between AGM’s. 

The Committee shall have the power to co-opt additional Members and non-voting Members for specific tasks up to a maximum of six. Any such co-opting shall automatically cease at the next AGM but can be renewed by agreement at the first Committee meeting following that AGM. A co-opted Member in this case will not have a vote at normal committee meetings.

  1. Officers shall be elected for the ensuing year by a majority vote at each Annual General Meeting of the Company
  2. Officers shall be eligible for re-election each year. 
  3. In exceptional circumstances, following the tabling of a specific agenda item to that effect, Officers may be dismissed by a majority vote at an Extraordinary General Meeting.
  4. The Committee shall meet to discuss issues relating to the Allotments, no less than four times per year or as necessary.
  5. The Committee shall be responsible for setting the Rents payable by Members to ensure the continuing financial viability of the Company.
  6. The Committee shall be responsible for setting the Rules (which shall be set out in a Members’ Handbook) and Policies. The handbook shall be sent electronically to all new members and be displayed on the website of the Company.
  7. The Committee shall be responsible for ensuring that the operation of the Company is consistent with the terms of the Lease with Morpeth Town Council
  8. The Chair, Secretary, Treasurer and other elected members of the Committee shall keep accurate records of their dealings on behalf of the Company which shall be available for inspection by Members. 
  9. The Committee may establish Sub-committees to deal with specific matters and the Committee shall determine the powers, membership, terms of reference and duration for the activity for any such Sub-committee which shall automatically cease at the next AGM. Members of Sub-committees will have no voting rights at normal committee meetings. Nor determine the powers and terms of reference of any sub-committee and the duration of its activities.   

 

5) Company meetings

 

  1. Only members of the Company shall be eligible to vote at General Meetings.
  2. An Annual General Meeting shall be held once a year on or about the 3rd Thursday in April.
  3. Special General Meetings may be called if considered desirable by a minimum of 30% or 25 members, whichever is the lesser of the two, and the Chair/Secretary shall advertise the date and agenda according to Article 5.v.
  4. At least 28 days’ advance notification of the date and agenda of any General Meeting shall be circulated to the Members by email and displayed on the Allotment Notice board,
  5. Items for the agenda of the next General Meeting shall be communicated to the Secretary by email at least 14 days in advance to allow preparation for the meeting.
  6. At the Annual General Meeting, the Accounts and Secretary’s report shall be submitted.
  7. No discussions shall be raised or resolutions proposed at General Meetings which are sectarian or illegally discriminatory in purpose or effect. 

 

6) Bank account

 

  1. The Committee shall maintain a bank account in the name of the Company and all monies received from any source on behalf of the Company shall be paid into that account. 
  2. All funds shall be kept in a bank account, which shall be in the name of Tommy’s Field Allotments Ltd. There shall be three signatories to the bank account – the Treasurer and a least one other officer – and all withdrawals must be signed by no less than two of the signatories. It should be noted that many transactions are now undertaken electronically, with 2 electronic signatures required to carry out any transactions.
  3. Records and accounts of all transactions shall be kept by the Treasurer and shall be available for inspection by Members.
  4. A summary of the accounts for the preceding year shall be presented at the Annual General Meeting.
  5. The accounts shall be audited at least once a year by auditors appointed by the Annual General Meeting.

 

7) Alterations to the constitution.

 

  1. i) Any proposal to alter this Constitution must be delivered in writing to the Secretary of the Company not less than 28 days before the date of the meeting at which it is first to be considered.
  1. An alteration will require the approval of at least two-thirds majority of individual members of the Company present and voting at a General Meeting.  Notice of each such meeting must have been given in accordance with normal procedure, but not less than 28 days prior to the meeting in question and giving the wording of the proposed alteration.
  2. If a general meeting decides to dissolve the Company, any assets which remain after all the liabilities have been met shall be used for charitable purposes within or close to the area of benefit.