The Federation of Edinburgh and DistrictAllotments and Gardens Associations

CONSTITUTION

As amended at the Annual General Meeting on 21st October 2003

1. The Society shall be known as The Federation of Edinburgh and District Allotments and Gardens Associations.

2. The Federation shall be non-party political and non-sectarian.

3. The objectives of the Federation shall be:-

a. The co-ordination of Allotment and Garden Associations and their work in all its branches.

b. The protection of their interests (especially of their security of tenure in the case of Allotments Associations).

c. The improvement of their conditions.

d. To stimulate interest in and to encourage a commitment towards horticulture in allotments and gardens.

e. To purchase, on a co-operative basis, supplies for the use of the members of the Federation.

4. The Federation shall consist of affiliated Allotments and Garden Associations, including Housing Scheme Associations or Societies operating within the Lothians.

5. Each affiliated Association shall pay an annual fee per member of its Association, of an amount which shall be decided at the Annual General Meeting each year. No Association shall be represented at any meeting until such fees are paid. Subscriptions become due on the 1st January. The Management Committee shall have power to remove affiliated Associations from membership of the Federation by reason of non-payment of affiliation fees.

6. Individuals and small groups of allotment holders not able to join an affiliated Association will be accepted as associate members at an annual fee for each individual, the amount shall be decided by the Management Committee, payable on 1st January.

7. The Office-bearers of the Federation shall consist of a President, Secretary and Treasurer, Show Secretary and two Auditors, and these with twelve members of committee shall form the Management Committee; and seven of these shall form a Quorum at a meeting of the Management Committee. Additional members, with special qualifications may be co- opted to the Management Committee, but shall not be entitled to vote. The Office Bearers and members of the Management Committee shall be elected for one year at the Annual General Meeting but shall be eligible for re-election. Sub-committees may be elected for special purposes.

8. The Management Committee shall meet at regular intervals no less frequently than four times per year.

9. Annual and Special General Meetings

a.The Annual General Meeting of the Federation shall be held in October of each year. Notification of the Annual General Meeting will be sent to affiliated Associations two calendar months before the meeting date, inviting nominations for Committee and any resolutions. Amendments to the Constitution or other resolutions, together with nominations for Office Bearers and Members of the Management Committee must be submitted to the Federation Secretary twenty one days prior to the meeting date. Notice of Constitution amendments and resolutions will be advised to affiliated Associations fourteen days prior to the Annual General Meeting.

b. At each AGM the business shall include the consideration of the previous AGM minutes, the annual report of the work of the Federation, the approval of the audited accounts, the election of officers and members of the Management Committee, the appointment of auditors, motions submitted in line with a) above, and the transaction of such other matters as may from time to time be appropriate.

c. Special General Meetings may be held as the Management Committee or a General Meeting may determine, or on a requisition in writing to the Secretary by seven affiliated Associations. Fourteen days notice shall be given of a Special General Meeting.

d. Each affiliated Association will be entitled to be represented by its Secretary, as its first Delegate and one further Delegate for every fifty members. (i.e. the smallest Association may be represented at an AGM or SGM by two delegates, the Secretary and one Delegate). The names of Delegates must be advised to the Secretary twenty one days prior to the Annual General Meeting. Substitutions are allowed and these should be advised to the Secretary no later than two days prior to the meeting.

e.Each delegate attending shall have one vote on a show of hands. If a poll is called for, the Secretary, or other single representative of each Association shall have one vote for each member represented, as shown by the last payment of affiliation fees. Each associate member shall have one vote in a show of hands or a poll. In a show of hands the President shall also have a casting vote in addition to the delegate vote. In a poll the President will have a casting vote if necessary.

10. The accounts shall be audited by two auditors before the Annual General Meeting.

11. The Cups given for competition shall be returned by the holder fourteen days prior to the date of next competition.

12. The Management Committee alone shall give authority to issue statements to the Press and other bodies, regarding the activities of the Federation.

13. If the Management Committee by a simple majority decide at any time that it is necessary to dissolve the Federation, it shall call a Special General Meeting of affiliated Associations, of which meeting not less than 21 days notice (stating the terms of the resolution to be proposed at the meeting) shall be given. If such decision is confirmed by a two thirds majority on a poll vote in relation to the resolution at such meeting, the Management Committee shall sell such of the assets as appropriate and settle the debts and liabilities of the Federation. Any assets remaining after the satisfaction of such debts and liabilities shall be given or transferred to such other charitable organisation or organisations having objects similar to the objects of the Federation as the Management Committee may determine. No member or affiliated Association will receive any of the funds, property or assets by virtue of membership of the Federation.

14. No alteration or amendment of the foregoing rules shall be made except at the Annual General Meeting, or at a Special General Meeting called for the purpose, and by two thirds of hose present and voting, subject to the rules laid down in paragraph 9d above.

1 November 2003