Rules
Stanley Gardeners’ Association
RULES
These rules are effective from September 2020 and supersede any previous versions
The Committee
Plot holders are members of the Association and elect the Committee, comprising committee members (minimum 7, maximum 9), including a Chairman, Secretary and Treasurer to run the allotment. The Committee has a shared commitment to the management of the allotment to enable plot holders to peacefully benefit from the best possible experience and enjoyment of their plot. It aims to preserve a well kept site, give help and advice to individuals and promote a pleasant and respectful environment. The Committee will:
- operate as a team to make collective decisions, serving the best interests of the Association
- devise Rules, and a code of conduct, to define the responsibilities of all plot holders, thus aiming to avoid any misunderstandings which arise from differing expectations. Rules will be reviewed from time to time to ensure they are fair and appropriate
- manage disagreements resulting from any misunderstandings (final resolution of complaints, disputes and conflicts of interest rest with the Chairman)
- give strategic direction to the continued and sound running of the allotment
- appoint its officers and other people who deliver the Association’s objectives, ensuring an appropriate set of skills are available or developed
- protect the assets of the Association, including its reputation
- ensure sufficient resources to deliver its role
- conduct effective and efficient administration, including finances
New Members
Application for a plot must be made in writing to the Secretary.
When a plot becomes vacant, it is the Committee’s decision on reallocation.
New members will be charged a joining fee for the upkeep of gates and locks. There is also a one off charge for insurance.
New members will be on a 12 month probationary period.
Written permission from the Committee must be obtained for allotments to be in shared ownership.
Termination of a plot
By the plot holder
Termination of a plot must be notified in writing to the Secretary.
By the Committee
Termination by the Committee is detailed under ‘rent payment’, ‘conduct’ and ‘plot maintenance’ below.
Rent payment and Financial Responsibilities
Rents shall be paid on or before the Annual General Meeting (AGM). Rents not paid two weeks after the AGM will incur a £3 levy. If payment is not received four weeks after the AGM, without good and cogent reason, the tenancy will be deemed terminated and the plot will be made available for re-letting. The outgoing plot holder will then have 14 days in which to remove personal property (eg tools) from the plot.
Stanley Gardeners Association monies will be managed by the Committee and the Treasurer will oversee and keep the accounts and financial records.
Plot holders shall be jointly responsible for payment of any debts incurred by the Association, to be paid in equal shares, one share per plot holder. Likewise, any monies arising out of Association activities and deemed to be surplus to the requirements of the Association may, at the discretion of the Committee, be distributed to plot holders on the same basis. Where a plot is registered in joint names, the share will be allocated to the first named holder.
Conduct
Consistent with, but not restricted by these Rules, if the Committee consider that the actions of any plot holder run counter to the interests of the Association, the Committee may request the offending plot holder to desist, or make recompense. If the plot holder does not comply, the Committee reserve the right to terminate the tenancy by written notice. In such a case, no refunds of rent will be made. If the tenancy has been terminated, the plot will be made available for re-letting. The outgoing plot holder will then have 14 days in which to remove personal property (eg tools) from the plot.
Plot and Site Maintenance
Plots must be kept in a reasonable state of cultivation. The Committee will inspect the site and every plot at regular intervals and plot holders will be notified if their plot is not satisfactory. If the plot is not then bought up to a satisfactory standard, the tenancy may be terminated. If the tenancy has been terminated, the plot will be made available for re-letting. The outgoing plot holder will then have 14 days in which to remove personal property (eg tools) from the plot.
Water
Hosepipes are provided for use in the summer months and may be used only for filling storage containers . IBC tanks must be filled via shed or greenhouse guttering. The hosepipe must not be used for direct watering of the plot. Users must ensure that the hosepipe tap is turned off after use and the hosepipe stored as found.
All sheds and greenhouses must be fitted with guttering. This will enable rain water to be collected in appropriate containers.
Access
Only plot holders have the right of access to the allotments, although others may be allowed access by writing a note to the Secretary.
Pets
Dogs and other pets must be kept under control.
Livestock
The keeping of livestock is not permitted.
Bees
Gardeners may keep no more than three bee hives/colonies after obtaining the written permission of the committee. Care and maintenance of hives must be maintained, which must be suitably sited, respecting neighbouring gardeners’ perspectives. The Committee reserve the right to rescind this permission if the bees become a nuisance to other gardeners or following a complaint that cannot be resolved.
Firearms
Guns are not allowed on the allotment, except by prior permission from the Committee.
Greenhouses, sheds, shelters
The maximum area to be covered by greenhouses and/or polytunnels is 10ft by 12ft for each plot holder, regardless of the number of plots tenanted.
All structures must be kept in good condition.
Cart Tracks, Paths and Boundary Edges
Cart tracks and paths are to be maintained at the following widths:
- Main cart tracks - 10ft, with a turn around at each end
- Path from wicket gate at western end – 4ft
- Paths between plots – 2ft minimum
Vehicles are not to be taken onto the cart tracks, except for deliveries.
It is the plot holder’s responsibility to maintain the dividing paths and boundary hedges.The Committee will arrange maintenance of the road side southern boundary hedge.
Plot holders must stick to the paths and not use other plots as a short cut, unless permission has been given.
Trees
Plot holders must obtain written permission from the Committee before removal of any trees on their plot and a replacement may be required. Reasonable pruning is permitted. New trees should be planted at least 6ft from the plot boundary.
General
Plot holders must ensure the gates are locked when leaving the allotment.
Plot holders must not place carpets, floor coverings, polythene sheeting or cardboard over their plots to suppress weeds. Correct weed control fabric may be used to plant through, but not over large areas that are not being cultivated.
Children are welcome on the allotments under supervision, their safety is the responsibility of their parents or family members.
Plastic bottles are not to be used on the plots on top of canes etc as they end up in the hedge bottoms.
