our constitution - the exeter community garden

The Garden is a long-term initiative, established by members of the Students’ Guild, the University of Exeter and members of the community. The Students' Guild has withdrawn from the Garden, but the members have taken the project forward as a free standing Unincorporated Association.

We are proud of our Devon location and believe passionately in promoting its unique culture. By harnessing our individual skills, we endeavour to educate and equip our members with knowledge and skills necessary to enhance both our understanding of the natural environment and our ability to engage with it.

We believe that the issues of food security and sustainability, habitat protection and enhancement and the promotion of biodiversity are fundamentally interlinked and are essential components for tackling major challenges, both locally and globally. The Garden is not just a physical space in which to tend plants, grow food and improve habitats, but an area that allows and encourages an interchange of knowledge and ideas. It is a green space for our members and the wider community to use for the promotion of wellbeing, mindfulness and enjoyment through shared endeavour which we seek to harness for the good of our members and the wider community.

Aims

In order to further the causes of sustainability and biodiversity in Exeter, the aims of the Garden shall be:

1. to provide a physical space to grow a wide range of plants,
2. to encourage biodiversity through conservation,
3. to educate about food production, the natural environment, local culture and      customs in a dynamic learning environment,
4. to facilitate the exchange and development of ideas and skills between members,
5. to promote the sustainable values of the Garden within other associate member organisations,
6. to enhance well-being through the shared endeavour and enjoyment of gardening as well as providing a welcoming green space for the benefit of others,
7. to encourage maximum member and community engagement, and
8. to promote social opportunities for members of all interests.

Powers  

To facilitate these aims, the committee shall have powers to:

1. obtain, collect and receive money or funds directed towards the aims of the Garden,
2. engage the various organisations and members in a common effort to further the aims of the Garden, and
3. do all such lawful things as will further the aims of the Garden.

All financial transactions of the Garden will be operated through an account managed by the Committee Treasurer on behalf of the Garden and will be:

1. directed towards furthering the aims of the Garden,
2. on the basis that all expenditure must have the consent of the Treasurer and      be agreed by the Committee,
3. on the basis that any cheques drawn on the account shall have the signatures of at least two members of the management committee,
4. on the basis that the accounts will comprise a full record of all income,      funding and expenditure in relation to the Garden, and 
5. audited by a person or associate organisation every third financial year.

The membership of the Garden is:

1. open to all University students, University and Guild staff and members of the Exeter and wider community. Members join by giving their contact details to the Committee Secretary.  Currently there is no joining fee (though this is kept under review) and membership continues annually until the member cancels,
2. on an active or passive basis depending on their level of engagement. Active members are those who participate or support the day-to-day management and operation of the Garden. Other members who are unable to      participate are considered as 'passive members' until such time as they can      participate again. All members can      move seamlessly between active and passive membership over time,
3. on the basis that the Secretary agrees to hold all members' data in      compliance with the General Data Protection Regulations as detailed in the Data Protection Act 2018, and
4. on the understanding that all members agree and abide by the Constitution.

For effective management, a committee shall be elected to carry out the business of the Garden. At the inaugural Committee meeting it was agreed by the original members of the Garden that an Annual General Meeting (AGM) should be held to decide all outstanding issues as listed below:

1. the Committee must include a Chair, Treasurer and Secretary. Other positions will expand/contract as required.  The Committee may temporarily fill officer vacancies should they arise until the next AGM,
2. the Committee will be elected at the AGM and serve for a period of 12 months,
3. the Committee will meet at least once a term during the Academic year,
4. minutes of Committee meetings will be taken and  will be made available with any other relevant information to all members, and
5. The committee will encourage ideas and participation from all members.

The Annual General Meeting

1. must be held every 12 months,
2. will hear committee reports on progress, present the accounts and be open to questions from members,
3. will elect Committee members for a one year term,
4. will vote on any changes to the Constitution,
5. will be notified by the Secretary at least 14 days before the date of the meeting, and
6. will give all members an opportunity to discuss proposals for action.

General Committee Meetings

General meetings may be called by a majority vote of the Committee, or, if requested, by at least 10 of the membership.  Meetings can be attended by all members who can also contribute agenda items by notifying the Secretary who will publicise the date of the meeting. Meetings can be called to address any issue if 10 or more members submit a request to the Secretary, and the meeting will take place within 21 days of receipt of the request.

When voting:

1. every member is entitled to a single vote,
2. proposals will be passed if a simple majority is achieved,
3. in the event of an equal vote, the Chair shall have the casting vote,
4. members may send a vote by proxy with prior notification to the Secretary, 
5. any proposal or amendment must be seconded by a member before voting, and 
6. if no consensus is achieved during discussions and a vote is needed, it shall be recorded with a simple show of hands.

Quorum

No  Meeting or AGM can take place without at least four of the Committee being present.

Changes to the Constitution may be proposed by any member at any time; but will be voted on at the following AGM if handed to the Secretary at least 21 days before the meeting, or before a Special General Meeting if called for that purpose. The proposals must be seconded by a different member and be voted on by the Committee and members at the AGM. In order to be carried, the proposals must be agreed by a voting majority of those present at the AGM, and the proposals will be recorded in the minutes which will be available for inspection by members.

The duties of the officers shall be:

1. to ensure the Chair conducts the meetings; in the absence of the Chair, the Secretary will conduct meetings of the Committee; in their absence,      another Committee member shall assume the duties of Chair,
2. to ensure the Secretary's responsibility for convening meetings, notifying      members and taking responsibility for recording key action points during      meetings,
3. to ensure the Treasurer's responsibility for payment and receipt of finances      and keeping a record of all transactions, and
4. ensuring any change in the size of the Committee and/or the roles of its officers is passed by a majority vote of the Committee.

The Organisation may only be dissolved at a Special General Meeting called expressly for that purpose, which must be advertised at least 28 days before the meeting.

A proposal for dissolution shall take effect only if agreed by the majority of the membership present at the meeting and including those voting by proxy, and if agreed by the Committee.

Sale of any assets will first cover the cost of the start-up investment from associate organisations. Any remaining value will be donated towards an environmental charity, or charities, as decided by the Committee.

This document was adopted on 9th October 2019