Petershill Allotments Rules
The intention of the Rules is that the allotments be worked to a high standard. Members of the Allotments are encouraged to take responsibility for the overall maintenance of the Allotment area, and to take part in any general tasks which may be required.
If you are finding it difficult to maintain your plot, please consult with admin so that a solution to the problem can be found.
Plot and Allotments maintenance
Plot-holders must maintain their plots and cultivate them fully.
Plot-holders must maintain the shed on the plot.
There must be no covered beds in the growing season.
Paths must be kept clean and weed-free. Plot-holders are responsible for their paths between plots, and half of that portion of the main path which adjoins their plot.
Plots must be clearly numbered.
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 the period of absence. If a plot-holder has problems in arranging cover, they should contact admin.
Each plot should have an area for the composting, etc of vegetation-rubbish.
Plot-holders must ensure that plastic,paper,metal,glass,wood waste etc does not accumulate on their plots.
Rubbish should be removed, not left in common areas,or along the fences.
All the members are expected to help with the maintenance of common areas.
Permission required
Trees, huts, erecting or demolishing,
Cultivation of trees is not permitted without consent.
Plot-holders wishing to erect or take down a hut or greenhouse must apply to admin.
Behaviour
Pets, children, other plot-holders
No Fires, No dumping inside or around the plots, No pets may be kept at the Allotments. Any plot-holder who brings a dog to the Allotments must ensure that the dog is kept on a leash within the confines of the member's plot.
Plot-holders who bring children to the Allotments are responsible for their safety and behaviour.
Plot-Holders are responsible for the behaviour of any guests they bring on to the site.
If any plot-holder has occasion to complain about the behaviour of any other plot-holder, the complaint should be made, in writing to admin.
Plot inspections
We will carry out Inspections regularly throughout the growing season, starting in March, to ensure plots are being cultivated to the required standard.
Miscellaneous
Allotments are provided for the personal use of plot-holders. Plot-holders may not sell their produce for commercial gain.
No person is permitted to hold more than one plot until first plot is fully cultivated
Termination of Lease/Expulsion of Members
All members should be aware that when they sign their Missive, they are signing a Legal Document and are required to keep to the Rules of the Allotments. Admin have the power to Terminate a Lease after due process on grounds of inadequate plot maintenance, at any time.
If a plot falls below the required standard of maintenance, an initial warning will be sent to the plot-holder by admin giving 14 days in which to rectify matters. If there is no improvement after this time, this will be followed by a second warning giving a further 7 days. If there is still no improvement, a FINAL WARNING giving a further 3 days will be issued. Following the expiry of this time, the plotholder will be notified to vacate their plot.
A lease will automatically be terminated for non-payment of Rent by the due date.
Any member who wishes to terminate their membership, or who has it terminated, has the right to remove from the plot before a new plot-holder takes over any produce still to be harvested from the plot.
Admin responsibilities/Changes in Rules etc
It is the responsibility of the Administration to revise these Rules and Information points as required, and to ensure that all plot-holders are aware of them.
The Administration undertakes to keep plot-holders well informed about the Allotments, in particular by means of a Newsletter on this board
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Constitution of Petershill Allotment Association
Approved at Inaugural AGM on 13/05/07
The name of the organisation shall be the Petershill Allotment Association, known in
this document as the Association.
Objects of the Association.
To manage and supervise the Associations’ Allotment Gardens for the benefit of the
Members, in accordance with the Association's General Rules and Conditions of Let.
To preserve the existing allotment gardens.
To promote new allotment gardens.
To educate allotment gardeners and the preserving of skills.
To advocate the benefits of environmentally sustainable allotment gardening.
To foster good relations with residential neighbours, and local statutory & non statutory
bodies.
In pursuit of these Objects, the Association shall be non-political, non-sectarian and
non-racial.
Powers of the Association
To carry out any activity in furtherance of the objects
To improve, develop, manage or other wise deal with the property and/or rights of the
Association.
To do anything which may be incidental or conducive to the furtherance of the
Associations Objects.
Membership of the Association.
Membership shall be open, irrespective of sex, class, ethnic origin, nationality,
disability or political, religious or other opinion, sexual orientation, to:
Full Members shall be plot holders of the Associations allotment gardens, who have
signed e missive of let and paid their annual rent. (See various definitions for half plots and sharing).
Waiting members will be those on the waiting list.
Associate members will be those who support the activities and objects of the
Association but do not have/want an allotment and includes Local Council Officers.
Honorary Members may be nominated from time to time.
Rentals and membership fees for the various categories of member will be determined
by the Management Committee as agreed at AGM.
Only Members having an Association Allotment Garden and having signed a missive and paid the rental and any membership fee will be allowed to vote at AGMs and SGMs.
Members must abide by their missives of rent and rules of the Association.
Any person over the age of 16 can apply to join the Association and must lodge an
application form with the organisation.
The management committee may at its discretion refuse to admit any person for
membership.
The management committee shall keep a register of members.
The rights and privileges of a member shall not be transferable nor transmissible, and
all such rights and privileges shall cease upon the member ceasing to be such. A
member shall cease to be a member on:
Resignation in writing to the Secretary; or
Failure to pay the annual subscription within three months after the date it became
due; or
Winding up of the Association, or
Expulsion by the Committee for conduct prejudicial to the Association, provided that
any member whose expulsion is proposed has the right to make representation to the
meeting at which the decision is to be made.
General Meetings
The Management Committee shall convene an annual general meeting of all the
members, not more than 15 months shall elapse between annual general meetings.
Notification of the Annual General Meeting will be sent to all members six weeks
before the meeting date, inviting nominations for Management Committee and any
resolutions. Amendments to the Constitution or other resolutions, together with
nominations for Office Bearers and Members of the Management Committee must be
submitted to the Association Secretary twenty eight days prior to the meeting date.
Notice of Constitution amendments and resolutions will be advised to all members
fourteen days prior to the Annual General Meeting
The business of an Annual General Meeting shall include but not be limited to
A report by the chair of the years activities
A review of the annual accounts.
The election/re-election of officer bearers and members of the management
Committee.
The election of two auditors who shall not be members of the Management
Committee but full members of the association.
Any other competent business.
14 days clear notice shall be given of any special general meeting.
The management committee may call a special general meeting at any time.
If 25% of the Full Members sign a letter requesting a special general meeting, the
management committee shall organise such a meeting within 21 days of receipt of the
letter.
A quorum for general meetings shall be 50% of the Full members.
Each plot (worked by a plot holder(s) who have paid their rent) whether it be half or
full, one plot holder or shared, shall carry one vote
Voting shall normally be by a show of hands, if a poll of all members is called for the
management committee will arrange a poll of all members within 14days.
General meetings shall governed by standing orders for AGMs and SGMs
Management Committee
The maximum numbers of member of the management committee shall be 4.
A person shall not be eligible for election unless he/she is a Full Member of the
Association.
The AGM shall elect officers and ordinary committee members.
The officers off the organisation shall be
Chairman
Vice-Chairman
Secretary
Treasurer
Officers shall be elected for three years and be eligible for a further three years after
the first period. Normally they would retire for a least one-year before being eligible
for re-election.
Ordinary members shall be elected for three years and be eligible for re-election.
Initially after the first AGM one third of the ordinary management committee
members shall retire, similarly at the end of the second year so that in time one third
of the ordinary management committee members retire each year.
A quorum for Management Committee meetings shall be five full members.
Management Committee meetings shall be governed by standing orders for use at
Management Committee Meeting
Finance
All funds raised by or on behalf of the Association shall be applied to further the
objects of the Association and for no other
The treasurer shall keep proper accounting records and shall prepare proper
accounts annually and at such other intervals as the management committee may
direct.
The auditors shall audit the accounts at least once a year.
An audited statement of the accounts for the last financial year shal1 be submitted by
the management committee to the annual general meeting.
A bank account shall be opened in the name of the Association.
The management committee shall authorise in writing three members of the
management committee (one of whom. shall be the treasurer) to sign cheques on
behalf of the Association
Dissolution
In the event of the dissolution of the Association, all out standing debts and liabilities
will be cleared. The balance of any assets remaining will go to a similar organisation
or to charity as decided by the SGM. No member will gain from the dissolution of the
Association.
Amendments to this Constitution.
Amendments can only be made at a correctly convened AGM or SGM.
Appendices
Association's General Rules.
Inspection termination and appeals procedure
Missive of Let.
Standing orders for AGMs and SGMs.
Standing orders for use at Management Committee Meetings
Chairman M.Sloan
Vice-Chairman
Secretary MS
Treasurer C.Brodie
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