1. The Association shall consist of members only. All the Associations plot holders must be members in order that the Association may comply with the terms of its lease from the Torbay Borough Council. Only the fully paid up named plot holding invoiced member(s) has the right to vote at meetings.
2. Every member is on equal terms with all other members and is expected to assist the field stewards and Committee as much as possible for the welfare of all members.
3. All members are expected to exercise their rights by attending the Annual General Meeting and to share in the Administration of the Association.
4. The Committee shall comprise a Chairman, Secretary, and Treasurer, and at least one steward from Beechfield, Quinta and Stantaway. South Parks to have at least one steward from each section, all to be elected individually at the AGM.
5. In order that the Association may comply with the terms of its lease with the Torbay Borough Council the Secretary shall a) Maintain a list of applications to become plot holders and shall let any vacant plot in strict date order that they were received. All such applications must be in writing and will be date stamped by the Secretary on receipt. b) Maintain a plot register containing the name, address, contact phone no. and plot number for each plot holder.
6. The Annual General Meeting of the Association shall be held at the beginning of February in each year at which reports of the Association Officers shall be received, accounts presented and the Committee elected. The Secretary shall give not less than 14 days notice of the meeting. Voting on resolutions/proposals at all meetings shall be by a show of hands. Simple majority to decide, where a vote is tied the proposal is deemed to have been defeated. Any rent increase must be voted on at the AGM.
7. Rent is due on the 1st January and is payable in advance. If not paid by 31st January, membership will lapse with immediate effect. Payment must be made to the Treasurer only who will Issue an official receipt on request.
8. All new members will be issued with one gate key by the Steward, at the cost of five pounds. Gate key deposit refunded on vacation of plot and return of key. No keys are to be copied without the permission of the Committee.
9. The Committee will determine whether an individual member may cultivate two individual plots.
New members are only allowed to cultivate a single plot in their first season.
10. All members are expected to keep their respective plots cultivated at all times to the satisfaction of the Committee and to keep their portion of footpath and cart path clear of weeds and rubbish. Footpaths will be trimmed and kept to the boundary lines. All footpaths shall be a minimum of 30 Inches wide.
11. All members must ensure not to injure or deteriorate the land in any way but to keep it in good heart and condition to the satisfaction of the Committee.
12. In the event of a member failing to maintain their plot to a satisfactory state of cultivation the member will receive a “Non Cultivation Letter”. Provided that the weather is reasonable the member will have a period of six weeks in which to bring the plot back to a reasonable state of cultivation. Failure to do so will lead to eviction. The committee have the right to review a plot holder’s membership if they fail to make “good use” of their plot in a twelve month period.
13. Members must give notice of any change of contact details either to the Field Steward or the Secretary within fourteen days of such changes.
14. The Committee reserves the right to inspect any plot at any time without prior notice of such a visit.
15. The use of a hosepipe is permitted solely for the filling of water butts. On no account must water be removed from the site.
16. No member is allowed to keep poultry or livestock on any allotment plot.
17. Tool sheds must not be erected without prior permission of the Committee. Sheds must not measure more than 8ft by 6ft or the metric equivalent Where a shed exists on any given plot it Is the member's responsibility to ensure the ongoing maintenance or replacement of the shed. Sheds must be left on site when a member vacates their plot and cannot be removed without the prior written consent of the Committee.
18. Greenhouses must not be erected without prior permission of the Committee and must not measure more than 8ft by 6ft or the metric equivalent Greenhouses must not be erected against any other structure.
19. Polytunnels must not be erected without the written permission of the Committee. Only one tunnel per plot holder who must inform the Committee of the position on plot and the manufactuers name of the tunnel.
20. No member will transfer sub-let or part sub-let assign or part with the possession of the allotment plot or any part thereof, without the written consent of the Committee.
21. Any member, or any person being a guest of that member, found removing produce, or other items from another members plot or vacant plot without the consent of that plot holder or the Secretary will have their tenancy terminated immediately and may also face prosecution.
22. All members must ensure that they do not demonstrate rowdy or unacceptable behaviour, disturb the peace, intimidate, or offend other members of the Association. Members are responsible for their guests at all times.
23. Members wishing to vacate their plots must notify the Secretary in writing. Upon vacating or terminating an allotment plot, all property belonging to the member shall be removed by the member on an agreed date. Any property remaining on the allotment after this date shall be deemed as abandoned. No refunds of rent paid will be given and the plot will be immediately re-let. The Association reserves the right to charge the member the cost of removal of any property or unwanted rubbish.
24. No member shall use their allotment plot or any part thereof as a Market Garden, or for the purpose of a trade or business.
25. No member must light a bonfire at any time from 1st May to 30th September inclusive and must not create a nuisance to members of the public or any existing plot holder at any other time. Bonfires must not be left lit and unattended at any time.
26. Security - All members are requested to lock the access gates when leaving or entering the allotment site.
27. Members must not bring dogs on to the allotment site at any time with the exception of guide dogs for those members who are registered blind.
28. The permission of the Committee must be obtained prior to the planting of trees. Any such trees must be of a dwarf variety and maintained accordingly.
29. The Committee shall have the power to implement the dismissal procedure regarding any member who breaks any of these rules following due warning in writing from the Secretary.
30. All new plot members will be on probation for a twelve month period. Pending plot inspections it will be the Committees discretion if the application is extended.
31. At the AGM held on 21/2/2005, the meeting adopted a proposal that the Association should no longer require that the accounts be subject to a full audit. Carried unanimously.
32. Any matters not provided for in these rules shall be resolved by the Committee.
33. These rules shall remain in force until amended by a majority vote at an Annual General Meeting of the Association.
Rules - Version 1.0
