Armley Ridge Road Allotment Association Constitution And Rules
A little bit more detail about what’s allowed and how we operate as an Association
As with any association of good standing and in order to preserve our status as self managed allotments we have to operate under certain constraints and obligations. These are spelled out below – they may look a little legalistic but they are there to ensure the best interests of all our members!
Armley Ridge Road Allotments Association – Constitution
1. The name of the association shall be ARMLEY RIDGE ROAD ALLOTMENTS
2. Aims of the Association
- To promote the interest of all members in their gardening activities and to take action for the benefit of members
- To adopt the principles of sustainable, ethical gardening where possible
- Management Committee
- The affairs of the Association shall be conducted by a committee of management of not less than 6 and not more than 12 members, to include a Chair, Secretary and Treasurer.
- They shall retire at the Annual General Meeting but shall be eligible for re-election.
- Casual vacancies shall be filled by agreement of the committee.
- Members appointed shall hold office until the next AGM.
- A quorum shall be four members of the committee.
- The Committee will assume that all members are prepared to comply with the Rules of the Association
- The Committee shall meet a minimum of 8 times/year to consider and give due attention to the business of the allotments site
- No party political or religious discussions shall be raised at any Association meeting
- Items can be submitted by non committee members for consideration/ discussion at committee meetings. These to be given to the chair in writing one week in advance of the meeting
- Committee members unable to attend meetings should send their apologies
- Minimum attendance at committee meetings to be;
- 75% (Annually)
- committee members not to miss 3 consecutive meetings
4. Membership – The Association shall consist of such persons whose application for membership is approved by the committee
5. Rents – every member shall pay on entering into the Association an annual subscription renewable on 31st October in each year.
6. Rent Arrears – any member who has not paid their rents by the 30th November shall be held to have ceased to be a member and shall have their plot reallocated.
7. Bank Account – the committee shall open a bank account in the name of the Association and all monies received on behalf of the Association shall be paid into that account. Cheques shall be signed by any two nominated members.
8. Self Administration
- The Association will need to nominate a minimum of two Trustees to hold the land on its behalf.
- The lease which will be entered into between the City Council and the Association will include the main provisions contained in the existing rules with respect to allotments gardens (edges, weeds nuisances).
- The main path is to be kept clear of all obstructions, plot holders to keep their plot and surroundings in good order.
- Application must be made to the committee for the construction of greenhouses, sheds and buildings etc.
9. Responsibilities – The Association will be responsible for:
- maintaining a waiting list
- letting of plots
- collecting rents
- site improvement
- serving notices to quit to tenants not complying with all the necessary rules
- Rents will become payable on 31st October each year. Any tenant who is 1 month in arrears shall be held to have ceased to be a plot holder unless explanation is given in writing to the committee.
- A maximum rent level will be agreed each year by the Allotment Working party. Each association will be free to determine its own rental below the maximum. 10 months notice will need to be given for any change
- There will continue to be a standard concession for all people on long term benefits and existing people over 60 (from March 2012 this will be 65), for one full plot only.
- Any change of address will be given to the Secretary
11. Water Rates – The Association is responsible for the water rates, which will be added to the rent. See rules re water usage.
ARMLEY RIDGE ROAD ALLOTMENTS ASSOCIATION – RULES
Rules with respect to Allotment Gardens, as they affect allotment tenants, being the rules referred to the Association’s allotment tenancy agreement.
- Payment of Rent
- The rent of an allotment shall, unless otherwise agreed in writing, be paid in advance on the 31st day of October in each year.
- If the rent is unpaid on 30th of November in any year, the tenancy shall terminate.
- The Association reserve the right to review at any time the yearly rent and to bring into effect the resultant revised charges after giving twelve months’ written notice thereof to the tenant.
- Termination of a Tenancy of an Allotment Garden
The tenancy of an allotment garden shall, unless otherwise agreed in writing, terminate on the yearly rent day next after the death of the tenant, and shall also terminate whenever the tenancy or right of occupation of the Association terminates.
The tenancy may also be terminated by the Association after a month’s notice:
- If the tenant is not duly observing the Rules affecting the allotment garden or any other term or condition of their tenancy.
- Service of Notices
Any notice may be served on a tenant either personally or by leaving it at their last known place of abode, or by registered letter addressed to them there, or by fixing the same in some conspicuous manner on the allotment garden.
- Power to inspect Allotment Gardens
Any member or Authorised officer of the Association shall be entitled at any time to enter and inspect an allotment garden.
- General Conditions under which the Allotment Gardens are to be cultivated
The tenant of an allotment garden shall comply with the following conditions:
- keep the allotment garden clean, free from weeds and well fertilised and otherwise maintain it in a good state of cultivation and fertility, to the reasonable satisfaction of the Association.
- cultivate 60% of the plot for the growing of flowers, vegetables or fruit
- cultivate the whole of the allotment garden personally and shall not underlet, assign exchange or part with the possession of the allotment garden or any part of it without written consent of the Association
- keep any hedge on the allotment garden properly cut and trimmed, keep all ditches properly cleansed, and shall keep in repair any other fences and any gates on the allotment garden.
- as regards the allotment garden, observe and perform all conditions and covenants contained in the conveyance on sale or in the lease or other agreement (if any) under which the Association hold the land.
- observe and perform every other special condition which the Association consider necessary to preserve the allotment garden from deterioration.
- not cause any nuisance or annoyance to the occupier of any other allotment garden, nor to the owners or occupiers of any neighbouring property nor obstruct nor encroach upon any path set out for the use of the occupiers of the allotment gardens.
- not without the written consent of the Association cut or prune any timber or other trees or take sell or carry away any turf, mineral, gravel, sand or clay.
- not, without the written consent of the Association, erect or place or permit on the allotment garden any tool-house, greenhouse, shed, fowl-house, pigsty, kennel or other building or erection of unsightly fences. (Guidance for the erection of an acceptable shed or greenhouse can be obtained from the Association secretary – please complete a form and return it so that permission can be sought.) One cold frame and one tool box or garden seat not exceeding respectively twelve feet by four feet and six feet by four feet, and not exceeding a maximum height of eighteen inches above the ground shall be permitted on the allotment garden.
- Not use hose pipes to directly water the plot. Water butts may be filled by hose however watering cans must then transfer it to the plot.
- not use barbed wire for a fence adjoining any path set out for the use of the occupiers of the allotment gardens
- not plant any trees or shrubs so as to overhang or interfere with any other allotment garden, path or roadway.
- not bring or keep on the allotment garden any dogs, pigs, poultry or other animals or creatures without the previous consent in writing of the Association. Any dog accompanying its owner must be kept on a lead or tied up at all times.
- not upon any part of the allotment garden light any fire such as to cause annoyance to any person or so as to do injury to any allotment garden, or so as to
contravene Section 16 of the Clean Air Act 1965, as it may affect the area in which the allotment is situated. (The site as a whole has organised bonfire around bonfire night with permission from local residents. Individual plot holders may not light fires)
(xiii) indicate the number of their plot by a number peg or board, not exceeding one foot square, placed in a prominent position on the allotment.
6. Insurance and site safety
i) The Association has public liability insurance only. The allotment is managed with all reasonable care in respect of tenants personal safety and that of their property: however whilst all equipment on the site is inspected and maintained to a reasonable standard, individual plotholders are advised that they use all such equipment at their own risk and should seek the assistance/ advice of a suitably experienced committee member if using it for the first time. All equipment stored on the site is similarly considered to be at plotholders’ own risk.
ii) Parents should be alert to hazards to children and supervise their children at all times.
- Allocation of Plots
- If someone is on a half a plot and the other half of the plot becomes free they can be allocated the second half at the discretion of the committee.
- If a plot holder on half a plot wants to move to a full plot and one becomes available they will be given priority over the waiting list at the discretion of the committee.
- *If an existing plot holder wishes to move to a different plot, or half plot, they should submit a written request to the committee. In assessing such claims the committee shall consider length of previous tenure, record of the plot holder and any extenuating factors that are drawn to their attention. The decision remains at the discretion of the committee.