Rules
Revised rules and objectives agreed at the Society's Annual General Meeting on 15 November 2011
2. Objectives
3. Organisation
4. Membership
6. Rents, water and other charges
7. Conduct
- Cultivation of plots
- Behaviour
- Fires
- Parking
- Watering
- Hosepipes
- Theft
- Pathways
- Noise
- Speed of vehicles
- Use of chemicals
- Site security
- Unauthorised depositing of materials
- Notice boards
- Hedges
- Composting
- Trading
- Livestock
- Dogs
- Shooting
1.1 The Society shall be called the "Romford Smallholders Society ", hereinafter referred to as the Society.
1.2 The Society manages it's site between Pretoria Road and Jubilee Avenue, Romford which includes access roads to the two gates of the site, buildings used by the Society in connection with its business and the allotment field itself upon which plots are let to members of the Society.
1.3 The Society has produced this set of rules (hereinafter referred to as the Rules) in order to govern the conduct of it's members and so ensure the safe running of the site for the benefit of its collective membership and the local community. Agreement to abide by the Rules is a condition of membership of the Society. Failure to abide with the rules may result in membership of the Society being terminated.
2.1 To let land to its members for the purpose of allotments for cultivation and the quiet enjoyment of the allotment field.
2.2 To promote interest within the local community of allotment gardening.
2.3 To provide gardening opportunities for all persons.
2.4 To supply horticultural commodities to the Society's members, by means of a trading store
2.5 To promote bio-diversity on the allotment field
3.2 The Society will hold an annual general meeting in November of each year open to all its members each with an equal vote on attendance. No proxy or postal votes are allowed at the AGM.
3.3 The Society shall be governed by a management committee (hereafter referred to as the Committee) consisting of a maximum of 16 members. Of those committee members, half their number shall be elected to serve for two years at the AGM. A majority (i.e. at least 50% of members of the Committee plus one member) must be present at any meeting for it to be able to make decisions and pass resolutions. No postal or proxy votes are allowed at any meetings of the Committee or its sub-committees or any other committees of the Society. All existing committee members are required to give a detailed account in writing 28 days before the AGM of the activities they have carried out in support of the Society. This is so that ordinary members of the Society can assess the value of the committee member's contribution to the Society as a whole on an annual basis and before any re-elections are decided. Members of the Society will also gain a valuable insight into the work which has been done on their behalf throughout the year
3.4 The Society will maintain this set of rules and its objectives and make them available to its Members. A copy will be displayed in the trading store at all times.
3.5 Changes to the rules and objectives of the Society proposed by the management committee need to be ratified by a majority of the members voting at the AGM in order for them to come into effect
3.6 The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Society's committee meetings in all cases to which they are applicable and in which they are not inconsistent with these rules and any special rules of order the Society may adopt.
3.7 The principal officers of the Committee shall be President, Chairperson, Vice-Chairperson, General Secretary, Allotment Secretary, Site Supervisor and Treasurer each of whom are to be elected annually at the AGM. Nominations for membership of the Committee are to be submitted to the AGM.
3.8 Principal Officers of the Committee will have their responsibilities agreed by the Committee should they need to be varied. The Site Supervisor and Allotment Secretary have emergency powers in respect of immediate issues of health and safety on the allotment site without prior reference to the Committee.
3.9 Additional officers as are necessary to conduct the Society's business may be elected annually at the AGM. Such additional officers need not be members of the Committee.
3.10 All the members of Committee will be entitled to the refund of their reasonable out of pocket expenses in respect of their work on behalf of the Society subject to the approval of the Committee in each case. Additional refunds of monies spent by other persons on behalf of the Society may be made at the discretion of the Committee.
3.11 The Secretary and Treasurer shall keep the documents of the Society (minutes of meetings, accounts etc) and produce them at each meeting of the Committee and at the Annual General Meeting.
3.12 The Committee will meet on the evening of the third Tuesday of every month throughout the year at 8pm Any variations in the time or location of such meetings will be communicated in writing to all committee members at least two weeks in advance.
3.13 The monthly meetings of the Committee will be open to all paid up members of the Society by request and invitation and any persons making special representations (such as appealing against expulsion or over rents, water rates etc.) Non Committee members may participate in discussions but are not eligible to vote or propose motions at the monthly meetings.
3.14 The Secretary will call an extraordinary general meeting at any time if requested to do so by the Committee. In addition the Secretary must call an extraordinary general meeting within 28 days of receiving a written request signed by 25% of the members of the Society.
3.15 The Annual General Meeting and any Extraordinary General Meetings shall be publicised at least two weeks beforehand and be open,to all Members of the Society.
3.16 The Society's accounts shall be audited by two persons nominated by the Committee.
3.17 The Management Committee may appoint two committee members as trustees to act as on behalf of the Society in respect of the Council's lease.
3.18 Any such trustees appointed by the Committee shall not in anyway be personally liable for any debts or costs incurred on behalf of the Society or by the Society as a whole; nor will any Committee members be individually liable for any debts or costs incurred on behalf of Society or by the Society as a whole.
4.1 Only members of the Society may rent plots on the allotment field and those plots may not be sub-let. No plots can be transferred without the express permission of the committee.
4.2 The annual subscription for members shall be agreed by the AGM. The subscription entitles members to rent plots and to purchase items from the Society's trading store
4.3 The subscription must be paid by 31 October each year. Because the Society is required to supply information about its members to the Council (such as age, ethnicity and gender) members should also complete and return the request for such information with their subscription.
4.4 A member shall cease to be a member in any of the following eventualities:
(a) failure to pay their subscription by the 31 October of any year
(b) their resignation
(c) their expulsion
4.5 The Society has a general duty of care to its members and so it reserves the right to exclude persons from membership of the Society who have previously, are currently, or are likely to, engage in anti-social or criminal behaviour on the allotment field to the detriment of the safety or enjoyment of the site by other members.
5.1 The Committee may expel any member who it agrees, by majority vote, has so seriously breached the rules of the Society that they should no longer be allowed to be a member provided that at least 30 clear days' notice is given in writing to the member concerned of the intention to expel them and an opportunity given for the member's case to be stated in person before the next available Committee of the Society
5.2 A member aggrieved by any action of the Committee (including expulsion, but not termination as a result of their failure to clear or cultivate their plot) may appeal in person to the next Annual General Meeting, whose decision in the matter shall be final.
5.3 Any member who withdraws their membership is not entitled to a refund.
6. Rents, water and other charges
6.1 The rents for individual plots will be based on plot size The overall rate per rod will be agreed annually by the Committee.
6.2 Rents are payable from 1 October each year and must be paid by 31 October in the same year.
6.3 Disputes over rents will be decided by the Committee whose decision is final.
6.4 Any person who terminates the rental of their plot shall not be entitled to a refund.
6.5 All rent arrears shall be recoverable from the defaulting member.
6.7 The Society reserves the right to re-let the allotment of any member who is in rent arrears after 1 November in any year.
6.8 Charges for tap water are included in the rent for each plot and the committee has the right to levy additional charges. Charges for the use of hosepipes and sprinklers are the subject of an additional charge to be set each year and agreed by the Committee. The charges will be publicised to members as soon as possible after they are determined.
6.9 Charges for the use of hosepipes and sprinklers are payable upon first use of such equipment. Upon first use, the full charge for the full year must be paid even where that would amount to a retrospective payment. This is with the exception of new Members who may have joined the Society part-way through the year and only be paying part-rent in which case the hosepipe / sprinkler charge may be reduced at the discretion of the Membership Secretary. Only one hose pipe (and associated sprinkler) may be in use on each plot at any one time. Members must not use more than one hose on their plot nor may they use a hose pipe while at the same time as using another hose pipe and sprinkler. In respect of this rule, using a hosepipe by laying it on the ground or supporting it by any means other than being held by a person will be considered as use of a sprinkler. The use of a hosepipe to fill up containers of any sort will require the payment of the hosepipe fee pertaining to that plot .
6.9.1 Use of a hosepipe or the use of a sprinkler without payment of the appropriate charge as soon as is reasonably practicable will constitute a breach of the Rules. Continued use of a hosepipe or sprinkler without payment of the appropriate fee will be considered a serious breach of the Rules and will result in the termination of membership of the Member(s) concerned.
7.1 Cultivation of plots. Members who allow their plots to become overgrown or uncultivated without good cause (such as illness or injury) may be given written notice to clear their plots and /or bring their plots back into cultivation during the growing season within a reasonable time limit, ( a minimum of 28 days) Failure to comply with such a notice can result in termination of their rental agreement and the re-letting of their plot.
7.1.1 Plots must be used for the purpose of cultivation of flowers, fruit and vegetables. They shall not be used for storage of materials which not associated with the cultivation of the plot. Plots are not to be used for the large scale cultivation of trees or for trees intended to be harvested as a timber or fuel crop.
7.2 Behaviour. Members must not physically or verbally assault other persons on the site , or otherwise use abusive, derogatory or threatening language or behaviour to other persons while on the site. Such behaviour is to be considered to be a serious breach of the Rules and is likely to result in the termination of membership of the Member(s) concerned. Members affected by such a decision of the Committee have the right to appeal to the Annual General Meeting of the Society as set out in Rule 5.2
7.3 Fires. Under the terms of our lease no fires are allowed on the site except on or close to November 5th subject to the Council's final permission.
7.4 Parking. Members may only park in the specifically designated parking areas within the site, on their own plots or on others with the express permission of the respective plot holder(s). Vehicles parked on plots must not protrude into the roadways; this is to ensure that the roadway is unobstructed at all times. Obstructing passing places or the roadway makes access difficult and may hinder emergency service vehicles. A plan showing the parking and passing places is on permanent display in the trading store.
7.5 Watering. Members using hose pipes will allow those persons using watering cans, buckets etc, to fill up those containers or, where there is a static water container by the standpipe, that container must be allowed to be refilled as soon as the water level within it reduced to the point that watering cans or buckets can no longer be used to collect water. This is to ensure that as many people as possible have access to water at all times; however this may mean that during periods of high water demand hosepipe and sprinkler use cannot be continuous.
7.6 Hosepipes. Members must not leave hosepipes extended across other person's plots when the hoses are not being used. Hoses must not be left connected to taps when not in use. This is because hosepipes are a trip hazard , and can siphon unclean water back into the mains if left connected. .
7.7 Theft. The unauthorised removal of any produce, plants or other materials from plots other than the plot holder's is a serious matter. . Such behaviour is to be considered a serious breach of the Rules and anyone found guilty of stealing is likely to have their membership terminated by the Committee.
7.8 Pathways. Paths between plots must be maintained in a generally level and safe condition and must not be eroded by cultivation or other means to a width less than 1/2 metre. Neither may objects be placed on or in the pathways which hinder their use. Trees and bushes must not be planted so that they obstruct paths or encroach into them or over neighbouring plots. Any open supports placed to grow beans, vine fruits etc. must be set in from boundary paths by at least ½ metre. This is because unobstructed access to plots is needed in order to allow the cultivation of the allotment field and to allow access by emergency services.
7.9 Noise. No amplified music may be played on the allotment field. This is to ensure that undue levels of noise are not experienced by other Members or the occupants of nearby residential properties. Members using their plots for recreational purposes must bear in mind that other plot holders nearby may wish to work on their land at the same time without undue interruption.
7.10 Speed of vehicles. Vehicle speed must not exceed 10 mph anywhere on the site and must slow to walking speed when passing over hose pipes lay on the roadway. Driving at speed over hose pipes laid on roadways can cause them to be forced off taps damaging the standpipes and resulting in a needless waste of water and expensive repairs to pipe-work.
7.11 Use of chemicals. Care must be exercised at all times when using chemical sprays (especially weed killers) to ensure that the spray does not drift onto neighbouring plots. All chemicals must be mixed up well clear of the static water containers by the stand pipes to avoid contamination of the water supply to non-hose pipe users.
7.12 Site security. The entrance gates to the site must not be left open or unlocked. All users of the site are responsible for locking the access gates immediately after their entry or departure from the site without exception; this is to ensure unauthorised persons are prevented from entering the site. Keys for the gates to the site must be returned to the Membership Secretary immediately upon resignation or expulsion from the Society.
7.13 Unauthorised depositing of materials. With the exception of the depositing of compostable material on member's own plots, no materials are to be deposited on the site without the Committee's permission. No materials associated with trade are allowed to be stored on plots. Any member who stores material for trading activities or who carries out dumping of waste material or who invites or facilitates the unauthorised depositing of material on the site will be responsible for removing the material or the cost to the Society for doing so. The carrying out of unauthorised storage, the invitation or facilitation of unauthorised depositing of materials or the failure to remove such materials or to pay the Society's costs in the matter will be considered to be a serious breach of the Rules and is likely to result in termination of membership of the person(s) concerned.
7.14 Notice boards. The site's notice boards are only for official notices of the Society which have been approved by the committee. Unauthorised notices will be removed.
7.15 Hedges. Where hedges already exist on the allotment field and abut any plot, they are to be respected by the adjacent plot holders and any ditches associated with them kept clear. Materials must not be deposited within the base of hedges. Existing hedges within the site may only be cut back with the express consent of the management committee.
7.16 Composting. Members must compost all their green waste on their own plots or dispose of it off site. Compost heaps should be managed so that they do not contain any putrescible material or any waste foodstuffs likely to attract vermin.
7.17 Trading. The privilege of the sale of goods on annual open days is restricted to the Society itself or to persons acting on its behalf and the profits of such sales are to be retained by the Society unless agreed otherwise.
7.18 Livestock. No livestock (including bees) except those statutorily exempt from prohibition, may be kept on the allotment field without the management committee's consent.
7.19 Dogs. Dogs must be kept on a leash at all times when on the allotment field. Dog handlers are responsible for cleaning up any fouling caused by their animals.
7.20 Shooting. The use of guns (including air weapons) is not allowed on the allotment except with the management committee's consent in exceptional circumstances (e.g. to control vermin)
End.