The Constitution

1. The Name of the Association shall be the “TUDORVILLE ALLOTMENT ASSOCIATION” (hereinafter called the ASSOCIATION)
2. The Aim of the Association shall be: To promote horticultural education and advancement and to assist all members in the pursuance of those aims.
3. The Objectives of the Association shall be:
   1. To promote the interests of the members about the proper cultivation, good management and enjoyment of allotments.
   2. To manage, maintain and improve facilities which help members pursue these activities.
   3. To lease plots to Ross-on-Wye residents who wish to have an allotment.
   4. To take measures to protect members and any site against damage, trespass and theft.
   5. To conduct negotiations with the Ross Town Council, or any other organisation and where appropriate to co-operate in furtherance of the above objectives.
4. Membership of the Association shall consist only of tenants who have paid their annual subscription.  Membership ceases with the end of a member’s tenancy agreement.
5. Committee of Management
   1. The affairs of the Association shall be conducted by a Committee comprising of: Chair, Secretary, Treasurer, and at least three other members.
   2. Tenure of any post on the Committee, whether permanent or temporary shall be voluntary, unpaid and open to all members of the Association.
   3. All officers and committee members shall be elected by a simple majority vote at the Association’s Annual General Meeting, or by paper ballot conducted before the Annual General Meeting.  Officers shall be elected for a term of two years and shall be eligible for re-election when their term ends.
   4. Any member of the Committee who wilfully breaks the rules of the Association shall be immediately removed from the committee.
   5. In exceptional circumstances, following tabling of a specific agenda item, officers may be dismissed by a simple majority vote.
   6. The committee shall meet to discuss allotment issues not less than quarterly and shall consist of a quorum of four.
   7. The committee shall have power to co-opt other members.
   8. The Chair, Secretary and Treasurer shall keep accurate records of their dealings on behalf of the Association, which shall be available for inspection by members.
   9. The committee is empowered to conduct the day-to-day business of the Association, including financial, leasing of plots and enforcing site and tenancy rules, but any changes to rules or policy must be approved by a meeting of the members.
   10. In the event of any tied vote on any matter at any meeting, the Chair of the Association shall have the deciding vote.
6. Association meetings
   1. Only members of the Association who have paid their annual rent shall be eligible to vote at meetings.
   2. An Annual General Meeting shall normally be held during September but should not be less than 10 months, or more than 14 months after the last AGM.
   3. Extraordinary meetings may be called if considered desirable by a minimum of five members, and the secretary shall advertise time date and locations at least seven days in advance.
   4. At least seven days advance notification of the date and agenda of any ordinary meeting must be given.
   5. Items for inclusion on the agenda of the next ordinary meeting shall be given to the Secretary at least 7 days in advance of that meeting.
   6. The Chair, Secretary and Treasurer shall each submit a report and accounts at the Annual General Meeting.
   7. No discussions shall be raised, or resolutions proposed at any meeting which are political, religious or sectarian or which are illegal, discriminatory in purpose or effect.
7. Bank Account
   1. The Association shall maintain a bank account in the name of Tudorville Allotment Association and all monies received from any source on behalf of the Association shall be paid into that account.
   2. Records and accounts of all transactions and supporting documents shall be kept by the Treasurer and shall be available for inspection by members.
   3. A statement of account for the preceding year shall be presented to the Annual General Meeting.  The Association’s accounting period is 1 September to 31 August.
8. Dissolution of the Association.  The Association may at any time be dissolved by consent of three quarters of the members.  After the payments of any debts, bills or other liabilities of the Association, the assets of the Association shall be transferred to any other Allotment Association in Herefordshire or to another gardening organisation chosen by a majority of members of the Association.
9. Members Code of Conduct.  Every member must treat fellow plot holders, visitors, and committee members with courtesy, kindness, and respect; this applies in all situations including email and WhatsApp.  Disruption, harassment, or violation of our Site Rules or Tenancy Agreement will not be tolerated and may lead to the termination of the member’s tenancy.
10. Dispute Resolution Procedure: there may be occasions when there is a difference of opinion between a member of the Association and the Committee or such member is in breach of the Rules or their Tenancy Agreement.  In such situations the Tudorville Allotments Association will endeavour to act reasonably to resolve such disputes.  
    1. If after discussion with the member concerned the matter remains unresolved then the Association will issue a letter to the member setting out the circumstances and details of the dispute giving them 28 days to comply with the wishes of the Committee.
    2. If however, the member considers he /she has been unfairly treated then they may appeal in writing to the Chairman who will hold a meeting with the member and such other members of the Committee as he thinks fit or any other member or person if they have information material to the dispute, within a period of 28 days to hear the appeal.  The member may ask another member of the Association to accompany them to the appeal for moral support, but such accompanying member may not play an active part in the meeting.  The chairman may uphold or dismiss the appeal and the decision shall be final and binding.  The chairman shall set out in writing the reasons for upholding or dismissing the appeal.
    3. If following the period of 28 days under (a) above or there has been no appeal under (b) above the member has not complied with the wishes of the Committee then the member shall be given written notice terminating membership of the Tudorville Allotments Association.  Such written notice shall contain the termination date which shall not be the earlier of 14 days from the date of the Termination Notice.  The member shall remove all his chattels from the allotments on or before the date of Termination.  After the termination date any chattels remaining on the allotment will be removed and sold by the Tudorville Allotments Association.  Such monies raised shall be paid into Tudorville Allotments Association funds for the benefit of the Association.
11. Amendments to this Constitution.  The constitution may be amended by resolution of the majority of those attending a General Meeting called for that purpose, or at the AGM.

Last Revised: September 2026