Membership Rules agreed at the AGM
on 9 May 2021
All plot holders must read this carefully.
Failure to abide by the rules and the constitution could result in eviction.
There is a demand for plots, if any plotters are finding it difficult to maintain their plot consult the president for a solution.
You may be requested to take part in general maintenance duties from time to time (known locally as work parties).
1.
Plot and Allotment Maintenance
a) Plot holders must maintain their plot and cultivate them fully.
b) Paths must be kept clean and weed free; you are responsible for the paths and hedging between plots. Do not leave hedge trimmings on paths. Take them to your plot for disposal.
c) Plots must be clearly numbered.
d) If a plot holder is absent for a significant part of the growing season, they must arrange for someone to look after the plot during their absence. This arrangement is only applicable for one month after which they must contact the president.
e) Each plot should have an area for composting organic waste.
f) Plot holders must ensure that non bio degradable waste such as glass, plastic and metal does not accumulate on their plot.
g) Such waste should be taken to the nearest coup, at Dawseholm, not left in communal areas.
h) All members are expected from time to time to help with the maintenance of communal areas.
i) Wood which is in a reusable condition together with plants or gardening equipment can be left in the car park near the gate (in the designated area) for use by other plot holders.
j)
Cultivation
of trees is not permitted without the consent of the committee.
k)
The
growing of cannabis or dealing in other illegal drugs will lead to an automatic
and immediate expulsion.
l)
Owners of
cars and other motor vehicles which are brought onto the allotments do so at
their owner’s risk. The association shall not be held liable for theft or
damage.
m)
Plot
holders who store tools and other valuable equipment in their huts, do so at
their own risk the association cannot be held responsible for break ins or
theft.
2.
Behavior: Pets, Children &
Visitors
a) Dogs must be kept within the confines of your plot, and not make undue noise.
b) Dogs must be kept on the lead in communal areas.
c) Dog owners are responsible for picking up their dog’s mess.
d) If you bring children to the allotments, you are responsible for their safety and behavior.
e) If you have occasion to complain about the behavior of another plot holder the complaint should be made to the secretary in writing or email.
f) Plot holders are responsible for the safety and behavior of their own visitors.
g)
Please
note aggression and abusive behavior could compromise your lease agreement and
could see you expelled.
3.
Facilities
a) There are three taps on site. The water supply is turned off during winter months to protect the pipe work.
b) A skip is provided twice a year for the disposal of rubbish (April & October).
c) Manure is provided from time to time. Please ensure the heap is kept tidy and take no more than a maximum of 10 barrow loads per plot.
d) Wood chipping and logs are delivered regularly to the car park areas for use by all plot holders.
e) Notice boards are in various sites around the allotments please check them regularly.
f) It is very important that the main gate is closed at all times, due to the threat of vandalism, theft and fly tipping.
g) Plot inspections are carried out regularly throughout the growing season, starting in April to ensure the plots are being maintained to the required standard. A standardized plot inspection checklist (appendix 1) is used to arrive at a grade for each plot. Four weeks’ notice will typically be given before any formal plot inspection.
3.1 The
Grading Structure
Good – (no action required by plotter)
Average – (no action required by plotter)
Poor – 6 Weeks’ notice to raise standard to at least average
Derelict – Automatic Expulsion
The plots officially close each evening at dusk; if you require to be there after this time, please ensure all bonfires have been extinguished and you are not causing undue noise.
4.
Expulsion of Plot Holders
The committee has the powers to expel any plot holder after due process for the following reasons:
a) If the plot maintenance falls below the required standard an initial warning communication will be issued by the secretary giving the plot holder 6 weeks to rectify matters.
b) If after that time sufficient improvement has not occurred, a notice of eviction will be issued to clear the plot within 14 days.
c) Tools of evicted plotters will be held in the shipping crate for a maximum period of 2 weeks after which time they will be available to new plot holders.
d) A plot holder will automatically be expelled for non-payment of rent, or failure to provide contact information.
e) If a serious complaint is made against a plot holder, the committee will investigate the complaint and if they are satisfied as to the validity of the complaint, the committee by way of a simple majority can expel the member.
f) At the committee’s discretion, plot holders issued with notice of eviction will have the option of attending a Committee meeting to discuss their circumstances and make any representations. A decision will be taken by simple majority and this decision shall be final.
5.
Notice of Expulsion
Any member who has been expelled is entitled to remove the following before the new plot holder takes over:
a) Any hut/greenhouse erected by themselves, (for which they can ask for £50 from the next lease holder).
b) Any plants/shrubs growing on the plot.
c) Any produce still to be harvested.
6.
Committee’s Responsibilities /Change
the Rules
a) Any member can propose changes to the constitution and rules.
b) Changes must be accepted by a majority of members present at an AGM.
c) It is the responsibility of the committee to ensure that all the members have an up to date copy of the rules.
d) It is the responsibility of the committee to ensure that all plot holders are aware of the association’s constitution.
e) It is the responsibility of the committee to organise meetings as required, in particular the AGM.
f) The committee must undertake to inform and keep plot holders well informed about the association.
g) The committee are expected to adopt a policy of non-disclosure concerning forthcoming disciplinary procedures and evictions. However, there may be circumstances where some or all of the membership should be aware of disciplinary issues (for example, where a plotter or ex-plotter presents a potential health and safety risk).
7.
New Zealand Flatworms
These are present in several allotments. Plot holders must be careful not to spread them to their home gardens.
8.
Misconduct
Anyone found guilty of misconduct or any such charge, cannot hold office for the rest of their time in the association.
APPENDIX ONE
Garscube Allotment Association
Plot Inspection Checklist Plot Number ______________ Date
________________
|
Area |
Score |
Notes |
|
CULTIVATION How much of the plot is used for cultivation of flowers, vegetables or fruit (or beekeeping) and/or is managed for the benefit of nature (e.g. small pond, wildflower meadow etc) Take into account that there needs to be space for paths in order to access beds etc. Therefore, it’s the % of possible area for cultivation rather than strictly a % of the total plot. Greenhouses, polytunnels, cold frames, and any composting systems can count towards ground used for cultivation. |
<10% = 0 10% - 20% = 2 30% – 40% = 4 50% - 60% = 6 70% - 80% = 8 90% - 100% = 10 |
|
|
WEED CONTROL Are weeds under control in the plot? Especially marestail and bindwind, which pose a risk to neighbouring plots |
Out of control (-1) Reasonably controlled (0) Well controlled (+1) |
|
|
COMPOSTING Is there a composting system? |
No (-1) Yes (+1) |
|
|
BOUNDARIES Are fences, hedges or other boundaries in a reasonable condition? |
None/poor/dangerous (-1) Reasonable (-0) Good (+1) |
|
|
SHARED PATHS (I.E. paths between plots Are the shared paths around the plot clear of weeds and overgrown bushes etc? |
Poor/unpassable (-1) Reasonable (0) Good (+1) |
|
|
OTHER Any other comments? |
A deduction or addition of one point can be made for another reasonable item, although this must be clearly explained. |
|
|
Score |
Action taken/required |
|
-5 – 0 = Derelict |
Automatic Eviction |
|
1 – 5 = Poor |
Plotter has 6 weeks until reinspection with eviction if score is not improved to 6 or above |
|
6 – 10 = Average |
No action required by plotter |
|
11 – 15 = Good |
No action required by plotter |
Inspectors ________________________________________________
Date _____________________