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Honorary Secretary: Mr CT Brumby |
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The Hull And East Riding Allotment And Garden Council represents seventeen allotment sites within the Kingston Upon Hull and District Area. Membership fees for the Council are £10.00 per annum. The Council's affiliates include the New Marfleet Allotment and Garden Association, which contributed evidence to the recent parliamentary enquity into the Future for Allotments.
The Council is actively engaged in assisting its affiliates to upgrade their facilities after a period of decline, and would be pleased to receive any advice on key areas such as ...
1. The name of the Council shall be 'The Hull and East Riding Allotments and Gardens Council'. 2. The Objects of the Council shall be - a) To promote the creation of Allotments and House Gardens and to encourage their proper cultivation. b) To secure representation within the structure of the Kingston upon Hull City Council and other local Authorities in order to deal with all matters appertaining to Allotment and Gardening matters. c) To assist all Affiliated organisations if requested on all matters regarding tenancy and the security of such tenancy. d) To assist Affiliated organisations if requested to secure the most competitive costs for items to resale to their members e) To encourage by exhibitions within the Calendar of events that are organised by Kingston upon Hull City Council and other authorities that would bring further interest in Allotment holding and Home gardening. f) To represent all persons within the boundaries of Kingston upon Hull and those affiliated organisations outside the administration of the Hull City Council. 3. Membership (a) the Council shall consist of representatives from Allotment Associations or Societies who are affiliated to the Council. (b) Membership shall be open to all covered by rule 3(a). All membership applications must be submitted to the Council Secretary at least seven days prior to the Annual Meeting. An item for new membership applications and endorsements will be included on the agenda of every Annual Meeting and voted upon, with only a simple majority required for acceptance. Provisional membership can be accepted by the Council for ratification at the following Annual Meeting, such provisional members shall receive full benefit pending ratification of the application. (c) Each Affiliated organisation shall be entitled to representation at the Councils General Meetings by two delegates. Additional delegates shall be on the basis of one further delegate per affiliated Association or Society with more than 100 members with a maximum of four delegates, any increase in the number of delegates must be considered and agreed by the Executive Committee. 4. Officers - (a) - The Officers of the Council shall consist of President - who shall be a full Executive Committee member. Vice-president - also a full Executive Committee member. Chairman -who will take the chair at all meetings of the Council and shall by Office be ex-officio to any subcommittee appointed by the Council. In the case of a tied vote the Chairman will carry a casting vote. In the Chairman's absence from any meeting at the starting time the President or Vice-president shall chair the meeting in full. Hon. Secretary - who shall be responsible for the day to day running of the Council and will receive and forward all correspondence appertaining to the Councils business and will report all actions taken at the next Executive meeting. Hon. Treasurer - who shall keep a record of all financial transactions of the Council and produce an audited, duly signed by the appointed Trustees/Auditors, balance sheet for acceptance by the membership at each Annual Meeting. All moneys shall be banked in the name of the Council at a bank agreed by the Executive Committee. All withdrawals and cheques shall be made by any two of three signatories named by the Executive. Executive Officers - Six posts to serve on the Executive Committee. Two Trustee's/Auditors to be appointed and named each Annual Meeting. b) All posts to be elected each Annual Meeting. c) Vacancies shall be filled by the Executive Committee to serve during their term of office. 5. Executive Committee -The Executive Committee shall consist of President, Vice-President, Chairman, Hon.Secretary, Hon.Treasurer, and Six Executive Officers. 6. Subcommittees - The business of the Council shall be conducted through an Executive Committee of eleven members, subcommittee's may only be appointed to deal with specific tasks by the Executive Committee. All minutes of such subcommittee's shall be submitted to the Executive Committee for ratification and approval. 7. Meetings - a) - Meetings shall be called at the discretion of the Executive Committee. b) -extraordinary General Meetings shall be convened at the discretion of the Executive Committee or by request from at least four affiliated organisations forwarded in writing to the Council Secretary.. c) - Requests for extraordinary General Meeting must be dealt with by the Executive Committee within Twenty-one (21) days of being received by the Hon. Secretary d) - The Council shall affiliate to other organisations as the Executive Committee deem appropriate. e) - At least seven days notice shall be given for Executive meetings and fourteen days notice to all affiliated organisations and Officers for the Annual General Meeting. f) - A Quorum at Executive Committee Meetings shall be Five and for Annual Meetings Seven (including Officers). 8. Finance 1(a). The expenses of the Council shall be met by Annual subscriptions from affiliated Organisations. The level of such subscription being set each Annual Meeting and becomes due February of that year. Any organisation that is three months in arrears of their affiliation fee will be suspended from the Council until such time such arrears are cleared 2. - by subscription from affiliated organisations with more than 100 members who are claiming extra delegation, this cost to be set at each Annual Meeting. 3. - by sponsorship gained by the Executive Committee or any income derived from any fund-raising activities that may be organised by the Executive Committee. 4. - by rebates from any organisation benefiting from the activities of the Council. (b) 2.(a) - The Council shall meet out of pocket expenses of all persons who are acting on behalf of the Council, all claims shall be supported by receipts. (b) - All moneys must be handed to the Hon. Treasurer as soon as possible. (c) - The Hon. Treasurer shall produce a balance sheet for presentation at the Annual General Meeting, duly audited by the appointed Trustees/Auditors. (d) - The Financial year of the Council will end on November 30th of each year. 9. Annual Audit - The two appointed Trustee's/Auditors shall carry out a full audit of the income and expenditure transactions for the full year ending November 30th, they shall have access to all the books and accounts etc., of the Council held by the Hon. Treasurer and other officers. The signed balance sheet being circularised to all affiliated organisations and Officers. 10. Annual General Meeting. - (a) - The Annual General Meeting will take place on the last Tuesday in January each year. (b) - The Annual Meeting Agenda to read - l. Confirmation that the notice of meeting had been given to affiliated organisations. 2. New Membership applications and Endorsements. 3. Minutes of the previous years Annual Meeting. 4. Business Arising from the minutes. 5. Secretary's report and correspondence relevant to the Annual meeting. 6. Treasurers Report and adoption of the balance sheet. 7. Chairman's Address. 8. Rules & 9. Standing Order amendments (if any received as per rule 10(C)) 9. Election of Officers. 10. Level of subscriptions. 11. Any Other Business (if received as per rule 10(c)) No business will be included unless forwarded to the Council Secretary in writing at least seven days prior to the meeting date. Council Strategy (a) - The Council shall oppose any proposed decrease in Allotment sites within the boundaries of Kingston upon Hull and will fight against closures outside the City boundaries which are identified as Allotment sites. (b) - All affiliated organisations have the right to seek this Councils assistance in fighting any circumstances that endanger their future. (c) - The Council Secretary must within fourteen (14) days of receiving a request for support from an affiliated organisation, bring the matter for attention by the Executive Committee. (d) - The affiliated Organisation shall be kept fully informed of the Councils actions and will be forwarded copies of correspondence. (e) - Affiliated organisations should forward copies of all correspondence with Kingston upon Hull City Council or other controlling bodies (appertaining to rules 11c / 11d ) to this Councils Hon Secretary. Winding up of Council In the event of this Council deciding to wind up its affairs the Trustees/Auditors shall arrange and oversee a meeting to administrate and distribute the assets and financial matters that such action raises. 13. Standing Orders -A List of standing orders shall be drawn up and strictly adhered to. TheStanding orders shall be published along with the rules of the Council and supplied to all the affiliated organisations. 14. These rules and standing orders shall only be amended or deleted at a Annual General Meeting. Notice of any amendments or deletions must be forwarded in writing to the Council Secretary no less than one month prior to the date of the next Annual Meeting. All proposed changes to the rules or standing orders shall be included with the notice of the Annual Meeting when circularised to affiliated organisations and Officers. 15. All changes to these rules and standing orders placed to the Annual General Meeting must gain a two thirds majority of delegates present at the meeting before being adopted all of whom holding voting rights. 16. Matters not provided for in these rules Any matter not provided for within these rules shall be dealt with by the Executive Committee. Standing Orders l. All meetings of the Council shall commence promptly at the appointed time, if the Chairman is not present the President on vice-president shall chair the meeting in full, if none of these Officers are present the meeting shall nominate from those present. 2. Delegates at the Annual Meeting shall at all times address all comments through the chair and give their name and the organisation they represent. 3. No motion will be discussed until it has received a seconder. 4. No delegate shall interrupt a speaker, except to call the Chairman's attention to a point of order or correction. 5. A delegate after moving a proposal may alter or withdraw the proposal whilst being debated. 6. Only one amendment shall be allowed at one time, notice of further amendments may be given and will be dealt with in the order they were given after the disposal of the previous amendments. 7. Any amendment that is an opposite view will not be accepted by the chair. 8. Any motion that requests closure of discussion and is to request the Chair 'that the question is now put and if after gaining a seconder is carried - rule 9 shall apply. 9. In the event of rule 8 being carried the Chairman shall consider the action required on the future of the motion in debate that brought about the closure. The Chairman's decision is final and binding. 10. No motion to rescind a minute will be accepted unless notice of such actions has been given at a previous meeting. 11. The Chairman's ruling on any point of order shall be final unless it is in breach of these rules and standing orders. 12. In the event of there being equal number of votes cast on any motion, the Chairman shall have the casting vote, except when an election of an Officer is taking place at the Annual Meeting when if a tie a further ballot will take place, when there is more than one nomination for a post the ballot shall be secret. 13. Any of the standing orders may be suspended at the discretion of the meeting for the purpose of allowing the Councils business to continue. Council Structure 1998 - Kingston upon Hull City Council & Other Authorities. Hull City Council Leisure Services Hull City Council Allotments sub-committee Hull & East Riding Allotment and Garden Council Executive Committee Affiliated Organisations
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