Notice of Annual General Meeting
2.00 pm 17th May 2025
Bordesley Green Allotments, Bordesley Green, Birmingham B9 5PD
“Vote for changes to the BDAC Constitution
The Annual General Meeting of the BDAC is taking place on Saturday 17th May, 2pm at Bordesley Green Allotments. It is open to any plotholder to attend as well as people on Committees of Associations.
Last year, the AGM approved a motion that narrowed BDAC membership from individual tenants (plotholders) and associations to just associations, on the basis that associations would consult with people on their site and BDAC would deal with association representatives.
Now, a year later, we are proposing to go back to having BOTH individuals and associations as members of the BDAC. This follows debate about how best to look after the interests of everyone on allotment sites and getting further level advice.
Here’s the reasons for the change:
• Only individuals and incorporated associations can be legal ‘entities’ with a right to a vote and a share in a Co-op. BDAC is getting incorporated into a Co-op so most Allotment Associations in Birmingham at the moment are not incorporated so cannot hold voting shares – so this model of only Associations being members cannot work.
• Site sizes range from 6 to 400 plots, so 1 vote per Association would not be very fair – even if every Association became incorporated overnight.
• Many plotholders – including those on sites with less active associations and those in 7 sites with no association would have fewer ways to express their views – if only associations had voting rights.
• With modern technology including on-line ways of consultation, communication and voting, it should now be possible for all tenants on any BCC site to express their views.
How to make your views known.
If every plotholder was interested and available, around 6000 or so people could turn up at the AGM! That is not going to happen but they can still find out what’s at stake and make sure their Association representatives do turn up OR VOTE ON-LINE through this website, for or against the proposed changes. On-line votes on these motions will be counted in the overall vote at the AGM.
As agreed at the last AGM in March 2024, it needs to be a vote of your Association, so you need to say who you are (eg Chair or Secretary) and which Association you represent. Ideally before casting your Association vote, you need to consult with your site’s plotholders and your Committee should decide how to do this in the limited time left before our AGM on 17th May. You could:
• Speak to people round the site face-to-face
• Email your plotholders with the information above
• Explain the change on a WhatsApp group (for example)
• Put up a poster on the site – if it is likely to be read. We can send you one you could print out.
There are 3 motions to vote on –
Motion 1 on the BDAC Objects and Powers
Motion 2 on Membership and who can vote (2 parts – 2a and 2b)
Motion 3 on the quorum for meetings where decisions are made (2 parts – 3a and 3b)
For more information on each of these motions, click here
Motion 1 is to change the BDAC’s Objects and Powers, which need to be aligned to the BDAC Management Agreement with BCC as that is what applies at the moment. These are listed below and will be voted on as Item 4 on the Agenda
1.1 “The Objects of the Society are to:
1.1.1 Present the views of those Allotments Associations and allotment tenants that it represents without hindrance on relevant allotment issues and to regularly advise the Council on matters that may arise
1.1.2 Facilitate and provide advice to Allotment Associations on the execution of their management responsibilities required under their agreement with Birmingham City Council
1.1.3 Coordinate representatives to provide support and guidance to Allotment Associations to enable them to undertake the functions and responsibilities required
1.1.4 Work with BCC officers to provide guidance and training in allotment management and committee procedures to the relevant officers of Allotment Associations through workshops, seminars or site visits
1.1.5 Provide Associations with advice on funding and assist Associations to gain grants for site improvements
1.1.6 Work with tenants on those sites not currently represented by Associations to form their own Association or to be administered by an existing Association.
1.1.7 By various means further the interests of Members and Affiliate Members with regard to the proper cultivation, good management and safe enjoyment of the allotments.
1.2 The Powers of the Society are to:
1.2.1 Take measures with BCC to protect Tenants, Associations and the sites against damage, trespass and theft.
1.2.2 To assess applications from Associations for major repairs and to make recommendations to the Council.”
Motion 2 is to change who the members are from:
“Allotment Associations under Birmingham City Council”
to: “Individual Tenants on BCC managed Allotment Sites
and Allotment Associations under Management Agreement with Birmingham City Council”
The proposed change (Clause 9 of proposed BDAC Rules) is that “Every Individual Tenant Member admitted under Rule 6.1 shall hold one non-withdrawable share, which is not transferable. The share shall have the nominal value of £1.00 payable in full on joining the Society.” And that
“Each Individual Tenant Shareholding member shall be entitled to one vote at Society meetings. Proxy voting is not allowed. Votes can be cast in person, on-line or by post on official BDAC paperwork.” (Clause 8.1 in Rules)
Motion 3 is about the quorum for Executive and General Meetings and how constitutional changes can be decided.
In the proposed BDAC Rules, the quorum for
• an Executive meeting will be “7 Committee Members including two of Chair, Secretary or Treasurer.”
• Any General Meeting will be 30 members including two of Chair, Secretary and Treasurer
• A General Meeting to change Constitutional Rules needs to have a majority present at the meeting approving the change” (and General Meetings need 28 days notice)
FOR A DEEPER LOOK AT THE ACTUAL MOTIONS CLICK HERE
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