SITE RULES
RODBOROUGH GLEBE ALLOTMENT ASSOCIATION
| 1 | Common parts |
| Entrance will be via the top gate or the bottom gate only. Both gates to be kept locked at all times. | |
| All members shall be responsible for keeping the paths and track ways surrounding their allotments clear and tidy, also hedges where applicable. Do not deposit stones from your allotment on common parts. The main pathway grass will be cut by a contractor during the growing season. | |
| The use of pesticides and herbicides on common areas or which may affect neighbouring allotments is strictly forbidden. | |
| Members should harvest as much rainwater as possible. In addition, five water troughs are available during the growing season. Watering cans only should be used when accessing water from these troughs, strictly no hosepipes. Do not wash tools or equipment in troughs. | |
| 2 | Visitors |
| Children visiting allotments must be accompanied by an adult member. | |
| Dogs must be on a lead and the member shall be responsible for the removal from the site of any dog mess. | |
| 3 | Structures |
| Permission to erect a small shed on the Rodborough Hill side of the site must be obtained from the Committee, who will advise a suitable location. | |
| No greenhouses or polytunnels are allowed. Netted fruit cages are permitted. | |
| 4 | Plot Maintenance |
| Plot inspections take place twice yearly to ensure all plots are being cultivated. Any plot failing the inspection will be deemed surplus to requirements and re- allocated on prior written notice to the member. | |
| The keeping of any livestock or poultry is not permitted. | |
| The burning of household waste is strictly forbidden. Members are encouraged to compost their green waste and materials should come only from the member’s plot/garden. Bonfires are totally banned between 1 May until 30 September. From October until April bonfires should be lit after 3.00pm only and should not be left to accumulate for more than 4 weeks. Bonfires should, in any event, be kept small and members should ensure that they are left in a safe condition. Consideration of neighbouring houses and adjacent plot holders should be made at all times. | |
| Trees should not be planted on the allotment except for fruit trees which must be on dwarf stock. | |
| 5 | Wildlife |
| Members are reminded that slow worms and snakes may take up residence in compost heaps and under weed suppressing materials. Please be careful not to harm these animals. | |
| The wildlife area and pond is available for all to enjoy but children must be closely monitored due to the deep water. | |
| 6 | Legal |
| There shall be no subletting or assignment of plots. | |
| Members shall not use their allotments for any trade or business | |
| The named plot holder is deemed responsible for the payment of rent and must ensure that the Secretary is provided with a current postal address and email for all communications. Additional copies of information/newsletters can be supplied on request to family members if an email address is provided. |
CONSTITUTION
of the
RODBOROUGH GLEBE ALLOTMENT ASSOCIATION
| 1 | Name |
| the name of the Association shall be : Rodborough Glebe Allotment Association | |
| 2 | Official Communications |
| Shall normally be received and signed on behalf of the Association by the Secretary or in the absence of the Secretary the Chair or the Treasurer | |
| 3 | Aims of the Association |
| To assist members and the local community in the pursuit of gardening as a recreation To promote health, education and community fellowship To promote the creation and preservation of local wildlife habitats | |
| 4 | Objects |
| 4.1 | to actively co-operate with groups and organisations with a view to increasing the provision of allotments and improving standards and facilities and promoting the aims of the Association. |
| 4.2 | to establish a working relationship with our landlord with the object of improving facilities, carrying out essential maintenance, preparation of allotment gardens for letting, producing publicity about allotments available, and early consultation on allotment matters e.g. proposed site changes, rent levels. |
| 4.3 | to administer any distribution service, communal maintenance machinery and equipment including any seed scheme for members |
| 4.4 | to help new gardeners on the site in whatever way is appropriate |
| 4.5 | To promote wildlife on the allotment site (consistent with the primary objective of growing fruit vegetables and flowers) |
| 5 | Powers |
| The Association shall have full power to do all things necessary or expedient for the achievement of its objects including, for the avoidance of doubt, raising funds and applying for grants and sponsorship for projects to promote the Association’s objectives. No sectarian or party political questions shall be introduced into any meeting and no action of the Association shall be directed towards the propagation of political or religious doctrines, gender or racial discrimination. | |
| 6 | Use of name |
| The name shall be mentioned in the business letters of the Association , notices, advertisements and other publications of the Association and payments, cheques and orders for money or goods purporting to be signed by or on behalf of the Association and in all bills, invoices, receipts and letters of credit of the Association. | |
| 7 | Members |
| The Association shall consist of gardeners of the allotment site of Rodborough, Butterow West, Stroud or such other persons as the Association may admit to membership | |
| 8 | Subscriptions |
| The members shall be required to pay such annual subscription as may be determined by the Committee. Members joining part way through the subscription year shall pay one twelfth for each month or part of month remaining in the current subscription year i.e. 1st September | |
| 9 | Cessation of membership |
| A member shall cease to be a member on : Member’s death; Member’s resignation; The non-payment of annual subscription for a period of more than 3 months after the same became due; Expulsion by the a majority of the Committee for serious and/or repeated breach of Site Rules; provided that notice of the breach has been notified in writing to the Member at least one month before the Committee meeting | |
| 10 | List of members |
| The Committee shall keep a list of members updated annually including name, address, telephone number, email address (where provided), date of joining and leaving, date of receipt of subscriptions. Any member can see their details and notify any change of address/errors | |
| 11 | Governance and day to day management |
| Governance of the Association shall be vested in the General Meeting | |
| Day to day management shall be vested in the Committee | |
| 12 | Committee of management |
| The committee of management shall be members of the Association and shall consist of the Chair, Secretary Treasurer and 2 other committee members or such other number as shall be agreed in General Meeting. | |
| 13 | Election |
| The Committee shall be elected from members of the Association at the AGM and will take office at the end of the AGM at which elected until the end of the next AGM | |
| 14 | Vacancies and co-opted members |
| The Committee may fill any vacancy arising during the year and/or co-opt additional committee members. Members appointed shall have full voting rights and count towards quorum. | |
| 15 | Powers of Committee |
| The Committee shall have full power to supervise and manage the day to day work of the Association according to the Rules for the purpose of accomplishing its objectives. | |
| 16 | Removal from Committee |
| The members may remove any officer or committee member from the Committee by a simple majority at General Meeting following an open discussion of the issues which includes the individual member’s opportunity to put his/her point of view. If required the vote may be a secret vote. | |
| 17 | Meetings |
| The Committee will meet as required by a decision of the committee. A quorum for the Committee shall be 3 or such other number as may be agreed at General Meeting. | |
| The Chair and either the Secretary or Treasurer may take any executive emergency actions required where it is not practical for the business to be decided at a Committee meeting. Details of the action will be reported and recorded at the next Committee meeting. | |
| At all Committee meetings every question shall be decided by a majority of votes and, if the votes are even, the Chair shall have a casting vote. | |
| 18 | Finance |
| The Treasurer will keep an up to date record of all expenditure and income relating to the Association’s financial transactions and all expenditure will be supported by a supplier’s receipt or appropriate voucher which shows the date of expenditure, the total amount and the purpose for which payment was made. Receipts for membership fee income will be given on written request, recording the date paid, the duration of the membership fee e.g. to 31 December 200x, and the name of the member. This receipt will be proof of membership. | |
| 19 | Banking |
| The Treasurer shall open a cheque book account with a Bank or Building Association in the name of the Association. Payments by cheque will require any 2 of 3 authorised signatures – Chair, Secretary, Treasurer. | |
| 20 | Annual Accounts |
| A simple Income and Expenditure account and a Balance sheet shall suffice unless the Committee decides otherwise. The Account shall normally be closed on 31st August each year and will be circulated at the AGM. The Accounts will be audited by an appropriate person who is not a member of the Committee. | |
| 21 | Loans and Borrowing |
| Loans, borrowing or other credit arrangements will require a specific decision of the Committee or general meeting. | |
| 22 | AGM |
| The AGM shall be held at such times as the Committee or a General Meetings shall decide. Notice of any General Meeting shall be given to all members at the addresses entered in the list of members. | |
| 23 | Special General Meeting |
| A Special General Meeting shall be held whenever the Committee thinks expedient or whenever a written request for such a meeting by 7 members is delivered to the Secretary. A Special General Meeting shall be convened by the Committee within 4 weeks of receipt of request. | |
| 24 | Voting |
| Every member present at a General Meeting shall have one vote and where the votes cast are equal the Chair shall have a casting vote. The quorum for General Meetings shall be 7 members. | |
| 25 | Dissolution |
| The Association may at any time be dissolved by consent of 75% of the members testified by their signature, following a General Meeting, to an instrument of dissolution. Instructions for dissolution must clearly set out what is to happen to any asset and residual cash after payment of expenses. | |
| 26 | Rules |
| Copies of the Rules shall be provided on request to every member joining the Association or otherwise on written request. | |
| 27 | Amending Rules |
| The rules may be amended by resolution of 75% of those attending the AGM | |
| Signed (Chair following approval at AGM 19th October 2011) |
RODBOROUGH GLEBE ALLOTMENTS 