CULTIVATION AND USE OF PLOTS

 

(a) The Member agrees to cultivate the allotment garden plot in such a manner as shall preserve its fertility, keep it tidy and free from weeds and rubbish and maintain it in a state of cultivation to the satisfaction of the Association. No less than 66% of the allotment plot shall be cultivated at any time. Only tenants and associated members can work on the allotment plot and must be a resident in Ellington.

 

If the plot is left uncultivated this may lead to a termination of the tenancy as set out in the Tenancy Agreement and in the following manner:

 

i. The Association will first write to the tenant giving him 28 days notice to improve it or risk the tenancy being terminated and inviting him to offer reasons for the condition of his plot.

 

ii. The tenant may appeal in writing to the Association Secretary within 14 days of the date of the warning letter. The Association may in exceptional circumstances extend the period allowed for the plot to be brought up to standard.iii. At the end of the notice period if, in the view of the Association Committee, the plot is not up to a reasonable standard the tenancy will be terminated.iv. As a guide to what constitutes a reasonable standard the Association considers that 66% of the plot should be properly cultivated.

 

(b) The Member agrees:

 

i. To use the allotment garden plot for the private and non-commercial cultivation of primarily vegetables, flowers and fruit.

 

ii. To use the allotment garden plot in a responsible manner and to take such precautions as will prevent any annoyance of or disturbance to tenants of adjoining allotment gardens or the owners or residents of adjacent houses.

 

iii. To keep that portion of the allotment garden path and any roadway that is adjacent to the allotment garden free of any obstruction, and to cut the grass and trim back any shrubs or bushes.

 

iv. To permit any officer of the Association or any person permitted by the Association to enter upon the Allotment garden at all reasonable times for the purpose of inspecting same.

 

v. To obtain mains water only to fill water butts and to use hand held hoses, no sprinklers to be used.

 

vi. Not to light any garden bonfires.

 

vii. Not to store manure or other materials against the external boundary fence.   

 

viii To remove all rubbish generated on the site and not to dispose of it on adjacent land.

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viiii To use only use appropriate heaters for greenhouses, no fires

 

2. ERECTION OF SHEDS, GREENHOUSES AND OTHER STRUCTURES

 

(a) The Member agrees not to erect any fence, shed or other structure on or near the allotment garden without the approval of the Association and subject to its Rules, and if requested by the Association at the termination of the tenancy, to remove any such structure without cost to the Association.

 

(b) The Association gives its general approval to the erection of any shed/greenhouse providing it is in accordance with these guidelines and that it does not in any way obstruct or cause detriment to members on neighboring plots or to the Association in pursuance of their general site maintenance responsibilities. Any such structure must not cross any path between allotment plots, even if the member has a tenancy of each plot. In any event, the structure must be sited at least 300mm (1ft) from any adjacent path.

 

(c) Where there is any dispute between plot holders in relation to this Rule the Committee's decision will be final. The Association has the power to require a member to move or dismantle a building if these Rules are not complied with.

 

3. CUTTING AND PRUNING OF TREES

 

(a) The Member agrees not to cut or prune trees or hedges which are on communal areas of the site or which form the perimeter of the allotment site and which do not cover part of their plot without the written approval of the Association.

 

(b) Fruit trees must be pruned to keep their maximum height at no more than 2.8m

 

4. KEEPING OF LIVESTOCK, INSECTS AND OTHER ANIMALS

 

The Member agrees:(a) Not to keep livestock or poultry of any sort or bees on their plots. (b) Not to bring any dogs onto the allotment site unless they are kept on a lead or properly tethered at all times. Dogs must not be left unattended on the site.(c) All dogs mess to be picked up by owner and disposed away from the site.

 

5. CHILDREN

 

Children are welcome on the allotments but must be carefully supervised by a responsible adult, ensuring that their conduct, wellbeing and safety are maintained at all times.

 

 

 

 

 

                                                        CONSTITUTION

 

 

1. Name

1.1 The name of the association is the Ellington Allotment Association (EAA).

 

2. Aim

2.1 The aim of the Association is to:

Promote and manage the use of Ellington Allotments in order to enhance the all-round gardening experience of plot holders.

 

3. Objects

3.1 The object of the Association is:

To establish a working relationship with Ellington & Linton Parish Council as landlords with the object of improving facilities, carrying out essential landlord maintenance, preparation of allotment gardens for letting, producing publicity regarding the availability of allotments and early consultation on allotment matters e.g. proposed site changes, rent levels and reviewing the tenancy agreement which sets out responsibilities of the landlord and the tenant.

 

4. Membership

4.1 The Association will consist of every person who has entered into an agreement with EAA for the letting of an Allotment plot and whose current rental is not in arrears. Members will join the NSALG and the annual subscription to this will be additional to the fees.

 

4.2 Membership is only open to permanent residents of Ellington and who are over the age of 18.

 

4.3 A person who works a plot with a member will be entitled to Associate Membership of EAA provided they are resident in Ellington and pay the annual NSALG membership subscription. An associate member cannot vote at a general meeting but may sit as a general member on the Committee of the Association.

 

4.4 An associate member working a plot with a member has no automatic right to assume tenancy of the plot in the event of the member surrendering their plot. Plot allocation is at the discretion of the committee who may allocate a plot to an associate member who has worked that plot for a minimum of three years.

 

4.5 A General Meeting may, by a vote of two thirds of the members present and entitled to vote, expel any member for conduct detrimental to the Society, provided that a notice specifying the conduct for which it is intended to expel, is sent to the member at the address entered in the register of members at least one calendar month prior to the date of the meeting.

 

5. Powers and Duties of the Committee

5.1 A Management Committee will conduct the affairs of the Association. It shall consist of a Chairperson, Treasurer and Secretary and up to six other general members. All members of the Committee must be members or associate members of EAA.

 

5.2 The Committee member must retire at the end of their office and will be eligible for re-election.

 

5.3 The Committee may fill any casual vacancies when necessary and such members will hold office until the next AGM.

 

5.4 A quorum will be six members.

 

5.5 The Committee will meet as necessary.

 

5.6 The Committee may delegate particular tasks to a volunteer member of EAA, but any such delegate will not be a member of the committee.

 

5.7 The Committee of Management may remove any officer or committee member from the Committee by a simple majority following an open discussion.

 

5.8 The Committee will be responsible for:

i. Conducting negotiations with Ellington and Linton Parish Council.

ii. The letting of individual plots, the setting and collection of rents and any other levies which may be necessary from time to time.

iii. Ensuring compliance with the Tenancy Agreement and the Allotment Rules.

 

6. General Meetings

6.1 The Annual General Meeting will be held no later than 30th September each year.

 

6.2 A quorum shall be twelve members for any general meeting.

 

6.3 At the Annual General Meeting:

- The Chairpersons report for the previous year ending 31st December shall be submitted for approval.

- Audited accounts will be presented. A person who is not a Committee member will be appointed to audit the accounts.

 

6.4 A Special General Meeting may be called by the Committee, or upon request in writing to the Secretary from at least seven members.

 

6.5 Members shall have fourteen days’ notice, in writing, of all general meetings.

 

7. Decisions at Committee and General Meetings

7.1 Committee business will be decided by a majority of those present. In the event of a tie, the Chairperson shall have the casting vote.

 

7.2 At General meetings, resolutions will be passed by a majority of voting members present.  An Associate Member may vote in the place of a principal plot holder at an AGM.  

 

7.3 Postal and Proxy votes will be allowed if there is a proposed major change to the Constitution of the Association.

 

8. Bank Account

8.1 The Committee shall open a bank account in the name of the Association. The signatories shall be the Treasurer, the Chairperson and the Secretary and all cheques must be signed by at least two of the three signatories.

 

9. Allotment Rules for members

9.1 The Rules are designed to enhance the gardening experience of all members of the Association. It is a condition of the Tenancy Agreement that they are complied with by the members. Every member will be given a copy of the Constitution and the Rules together with the Letting Agreement.

 

10.  Amendment to the Constitution and Rules

10.1 The Constitution and Rules may be varied from time to time by resolution of the members at a General Meeting.

 

11. Termination of the Association.

11.1 On cessation of the Association, for whatever reason, any monies remaining after payment of all expenses, outstanding debts and claims, shall be retained by Ellington and Linton Parish Council or distributed to similar organisations.

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