RULES & CONDITIONS

Rules & Conditions of Membership

1. The Allotment Association shall be managed by a Committee consisting of a Chairman, Secretary, Treasurer and three other Association members who will be elected at the Annual General Meeting of the Association.  The two Trustees referred to in the Lease of the allotment site from Elmbridge Borough Council shall be the Chairman for the time being together with one other member of the Association who will be appointed by the Committee.  The Committee shall have the power to co-opt not more than two additional members.  A minimum of four members present shall constitute a quorum.


2. (a)  Meetings of the committee shall be held at intervals of not more than three months.  The Secretary shall call a meeting of the Committee at any time if so, required by the Chairman or by a requisition signed by not less than two Committee members.   

(b)  The Committee may, whenever it deems fit and shall on receipt of a requisition signed by not less than ten members, call an Extraordinary General Meeting of the association.  Any such requisition shall specify the object of the proposed General Meeting and shall be delivered to the Secretary.       

(c)  The period of office for all members of the Committee shall be two years.  They will retire at the Annual General Meeting at the end of their period of office but may offer themselves for re-election.


3. The Officers and Committee members shall be elected by majority vote of a properly convened meeting of the allotment Association members to be held in the autumn of each year.  (The Annual General Meeting).  At the meeting one member of the Association shall be appointed as Auditor for the ensuing year.


4. Plot rents will be charged for the year commencing 1st April to 31st March.  The Committee must keep proper accounts of all monies received and paid and such accounts shall be audited at the end of each financial year (ending 30th April) and shall be available for inspection by any member at any reasonable time thereafter.


5. The Committee shall have the authority to enforce the terms of the Lease (Tenancy Agreement) between the Association and the individual Allotment holders, together with the Rules.  If any member of the Association shall fail in their observance, or any Regulation or Order of the association, or shall in the judgement of a majority of the committee present and voting, have been guilty of any improper conduct, they may be expelled from the association or suffer such alternative penalty as the Committee shall decide.

5(i)  Should any member be guilty of improper conduct a written warning will be issued.  Should the member offend again his/her lease will be terminated with immediate effect.  (Rule Amendment passed AGM 2010)


6.  Payment of rent and membership subscription for any year shall be deemed to be acceptance of these Rules and Tenancy Agreement of the Association.  AGM 2010 agreed that Guidance re cultivation should be – plots need to be fully cultivated with any grass paths over plots being no more that ½ m wide.   Plot holders are responsible for all perimeter paths and must keep them in good order.

In particular members are required:

I. to use the allotment for cultivation of fruit, vegetables and/or flowers, keep it free from weeds and maintain pathways – safe and tidy

II. to close and lock the entrance gate on entering and leaving the Allotment Site

III. to keep to speed limit of 5mph (Rule Amendment passed AGM 2010)

IV.  not to connect water sprinklers to hoses; to use hoses for watering only when held in the hand and to exercise economy in the use of

     water at all times

V.  not to cause a nuisance with bonfire smoke and to refrain from lighting a fire between May and September inc.

VI. to refrain from bringing household rubbish and other debris on to the site

VII. not to feed or encourage the presence of foxes and other wild animals


7.  If following the vacating of a plot, unwanted items are left e.g. shed, greenhouse or tools etc. (other than by prior agreement) such items may be removed and sold or disposed of, at the discretion of the Committee.  Any net monies will be retained for a year after the date of the tenancy has ended and the amounts not claimed by that date will be absorbed into Association funds.


8.  These Rules may be altered, or new rules made by any General Meeting if passed by no less than two thirds of the members present and voting, providing that particulars of any proposed changes in the rules are specified in the notice convening the General Meeting.

 

RULES & CONDITIONS

Rules & Conditions of Membership

1. The Allotment Association shall be managed by a Committee consisting of a Chairman, Secretary, Treasurer and three other Association members who will be elected at the Annual General Meeting of the Association.  The two Trustees referred to in the Lease of the allotment site from Elmbridge Borough Council shall be the Chairman for the time being together with one other member of the Association who will be appointed by the Committee.  The Committee shall have the power to co-opt not more than two additional members.  A minimum of four members present shall constitute a quorum.


2. (a)  Meetings of the committee shall be held at intervals of not more than three months.  The Secretary shall call a meeting of the Committee at any time if so, required by the Chairman or by a requisition signed by not less than two Committee members.   

(b)  The Committee may, whenever it deems fit and shall on receipt of a requisition signed by not less than ten members, call an Extraordinary General Meeting of the association.  Any such requisition shall specify the object of the proposed General Meeting and shall be delivered to the Secretary.       

(c)  The period of office for all members of the Committee shall be two years.  They will retire at the Annual General Meeting at the end of their period of office but may offer themselves for re-election.


3. The Officers and Committee members shall be elected by majority vote of a properly convened meeting of the allotment Association members to be held in the autumn of each year.  (The Annual General Meeting).  At the meeting one member of the Association shall be appointed as Auditor for the ensuing year.


4. Plot rents will be charged for the year commencing 1st April to 31st March.  The Committee must keep proper accounts of all monies received and paid and such accounts shall be audited at the end of each financial year (ending 30th April) and shall be available for inspection by any member at any reasonable time thereafter.


5. The Committee shall have the authority to enforce the terms of the Lease (Tenancy Agreement) between the Association and the individual Allotment holders, together with the Rules.  If any member of the Association shall fail in their observance, or any Regulation or Order of the association, or shall in the judgement of a majority of the committee present and voting, have been guilty of any improper conduct, they may be expelled from the association or suffer such alternative penalty as the Committee shall decide.

5(i)  Should any member be guilty of improper conduct a written warning will be issued.  Should the member offend again his/her lease will be terminated with immediate effect.  (Rule Amendment passed AGM 2010)


6.  Payment of rent and membership subscription for any year shall be deemed to be acceptance of these Rules and Tenancy Agreement of the Association.  AGM 2010 agreed that Guidance re cultivation should be – plots need to be fully cultivated with any grass paths over plots being no more that ½ m wide.   Plot holders are responsible for all perimeter paths and must keep them in good order.

In particular members are required:

I. to use the allotment for cultivation of fruit, vegetables and/or flowers, keep it free from weeds and maintain pathways – safe and tidy

II. to close and lock the entrance gate on entering and leaving the Allotment Site

III. to keep to speed limit of 5mph (Rule Amendment passed AGM 2010)

IV.  not to connect water sprinklers to hoses; to use hoses for watering only when held in the hand and to exercise economy in the use of

     water at all times

V.  not to cause a nuisance with bonfire smoke and to refrain from lighting a fire between May and September inc.

VI. to refrain from bringing household rubbish and other debris on to the site

VII. not to feed or encourage the presence of foxes and other wild animals


7.  If following the vacating of a plot, unwanted items are left e.g. shed, greenhouse or tools etc. (other than by prior agreement) such items may be removed and sold or disposed of, at the discretion of the Committee.  Any net monies will be retained for a year after the date of the tenancy has ended and the amounts not claimed by that date will be absorbed into Association funds.


8.  These Rules may be altered, or new rules made by any General Meeting if passed by no less than two thirds of the members present and voting, providing that particulars of any proposed changes in the rules are specified in the notice convening the General Meeting.

 

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