Gunsite Allotments Terms of Reference

Terms of Reference of the Gunsite Section of the Camberwell & District Allotments Society (“Gunsite Allotments”)

  1. Membership of the Allotment Committee
    The Committee of the Gunsite section (the “Allotment Committee”) shall consist of up to 20 members in total or any greater number approved at the time by the Allotment Committee and ratified by Members of the Gunsite Section at a Section General Meeting
  2. Chair, Vice Chair, Treasurer and Secretary
    a) The Allotment Committee shall elect a Chair, Vice Chair, Treasurer and Secretary (“the Officers”) at the first meeting following the Section Annual General Meeting each year or at such other times as may be necessary
    b) The Allotment Committee may elect persons to any other post they agree is required to carry out the functions of the said Committee
  3. Conduct of Annual General Meetings
    a) The Annual General Meeting of the Gunsite section shall be held within two months of the financial year end
    b) The Annual General Meeting shall be advertised by poster on the Section notice board and the website and be open to attendance by plot holders of the Gunsite and by invitation members of the Camberwell & District Allotments Society (“CDAS”) committee
    c) A quorum shall consist of 20 members
    d) The meeting will be chaired by the Allotment Committee Chair or in his/her absence the Vice Chair or an Allotment Committee member as selected by the members of the Allotment Committee
    e) At each Annual General Meeting reports will be made by the Chair, Treasurer and other Allotment Committee members as that Committee sees fit
    f) The Treasurer shall present a set of accounts for the Section for the year just ended and a budget for the year in which the meeting is held
    g) Minutes of all Annual General Meetings shall be kept and presented to members at the following Annual General Meeting
  4. Conduct of Allotment Committee meetings
    a) Meetings of the Allotment Committee shall be convened at least every three months or at shorter intervals as required. Fourteen days’ notice shall be given of each meeting
    b) Minutes of all meetings of the Allotment Committee shall be kept and be made available to members on request in writing within six weeks of the Allotment Committee meeting in question. A charge can be made of one pound can be made for a copy of minutes.
    c) The quorum shall consist of three members, including at least one Officer
  5. Powers of the Allotment Committee
    a) The Allotment Committee will at all times act on behalf of and in the interests of the members of Gunsite Allotments
    b) The powers of the Allotment Committee shall be limited to the running of the allotments and the upkeep of its area, including the entrance, parking areas and the shop and the provision of other services for members
    c) The Allotment Committee may agree suggestions and recommendations for fundraising schemes for projects they consider beneficial to the allotments and which have an impact on the running of the allotments
  6. Responsibilities and Areas of Operation of the Allotment Committee
    The Allotment Committee shall:
    a) Promote the facilities of the Gunsite allotments and encourage their use for the benefit of members of the Gunsite Allotments
    b) Set plot rent and other fees on an annual basis
    c) Manage all aspects of allocating allotments
    d) Have the power to review each application for a plot and for renewals thereof and to refuse such application or renewal if to do so would be prejudicial to the interest of the Gunsite Allotments or cause the continuation of a breach of the rules of the Gunsite Allotments or of the CDAS
    e) Set rules of conduct for all users of the allotments and enforce those rules
    f) Set restrictions on the use of the allotments that they consider necessary for the good governance of the allotments
    g) Carry out a formal overall risk assessment and review the safe operation of the allotments at least annually
    h) Examine all possible sources of funding, including sponsorship and grants
    All decisions of the Allotment Committee shall be in accordance with the provisions of the Lease of the Gunsite from the Dulwich Estate.
  7. Control of Finances and Declaration of Interest by Committee Members
    a) All members of the Allotment Committee must declare an interest when financial issues are discussed that directly relate to the work of the Allotment Committee
    b) All members shall stand down from voting where they have a financial interest in any matter under discussion by the Allotment Committee
    c) The Allotment Committee Treasurer will maintain an up to date list of all income and expenditure and present an update at each Allotment Committee meeting
    d) All banking will be done via the Gunsite Section’s bank accounts
    e) The Allotment Committee shall prepare accounts from October 1st to September 30 th each year
    f) Any variation of the budget will be discussed and minuted by the Allotment Committee. Budget variation will be necessary if:
    • Expected costs exceed budget by more than 10% subject to a de minimis limit of £200 in any one area of expenditure due to changes in assumptions
    • A planned project has to be varied because the funding raised for it differs from the amount requested
    g) Budget variation will be referred to a General Meeting of Gunsite Allotments if: ·
    • Expected costs exceed budget by more than 20% subject to a de minimis limit of £1,000 in any one area of expenditure due to changes in assumptions
    • A planned project has to be varied because the funding raised for it differs from the amount requested by more than £1,000

    16 November 2014