Quarry Road Allotments
 Eaglescliffe 


Quarry Road Allotments Constitution & Rules

A. Constitution

1. Name
2.
Objects
3. 
Powers
4.
Membership
5.
General Meetings
6.
Committee Composition
7.
Committee Procedures
8.
Committee Nominations
9.
Finance
10.
Amendments to Constitution
11.
Dissolution

1
NAME

The name of the Association is the Quarry Road Allotments Association simply referred to as ("The Association")

2. OBJECTS 

The Objects of the Association ("the Objects") are to:
i) Advance education relating to the benefits of gardening. 
ii) Provide an association where gardeners and allotment holders can work together and take joint action for common benefit.
iii) Provide and improve the overall environment of the allotments for the benefit and the enjoyment of the
plot holders and the residents of the Parish of Preston on Tees.

3. POWERS      

In furtherance of the Objects but not otherwise, the Association may:
i) Raise funds by any lawful means except permanent trading.
ii) Accept gifts either for the general purposes of the Association or for a specific purpose within or connected with the Objects.
iii) Co-operate with other voluntary bodies, charities and statutory authorities and exchange information and advice with them.
iv) Take such steps as has been agreed with the local authority are necessary for the good management and cultivation of the allotments.
v) Do anything else within the law, which is necessary in carrying out the Objects.

4. MEMBERSHIP

i) Membership of the Association is open to any residents of the Borough of Stockton-on-Tees, with the priority given to the residents of the Parish of Preston on Tees,who are interested in furthering the Objects.
ii) Members shall pay an annual membership fee of such amount as the AGM decides at its meeting. The annual membership is due following the AGM.
iii) Every individual member has one vote at General Meetings of the Association.
iv) A member may resign their membership at any time and a member who is three months in arrears with their subscription is deemed to have resigned but may rejoin on immediate payment of the arrears.
v) If the Committee consider that a member's conduct is harmful to the Association it may by resolution require the member concerned either to resign or to put their case to a meeting of the Committee.
vi) Where the Committee is satisfied after hearing the case put by or on behalf of the member concerned that the member should leave the Association it may terminate that membership by written notice and that notice is final.
vii)The Committee must keep a list of members.

5. GENERAL MEETINGS

i) There must be an Annual General Meeting of the members of the Association once in every calendar year.

ii) At the Annual General Meeting the members will:
a) Receive the Committee's report for the previous year.
b) Receive the Treasurer's report and accounts for the previous year;
c) Elect the Committee for the following year.
d) Elect a Chairman, Secretary and Treasurer for the following year.
e) Appoint a person who shall act as auditor by undertaking an independent review of the financial records of the Association.
f) Determine any other matter of which notice has been given.

ii) An Extraordinary General Meeting of the members of the Association may be held at any time if called by the Committee or if at least 10 members of the Association make a request to the Committee.

iv) An Extraordinary General Meeting must be called within two weeks of such a request.

iii) A General Meeting requires 10 days notice to be given to the members specifying the matters to be dealt with. 

iv) A quorum at a General/Extraordinary General Meeting is 10 members present in person or a minimum of one third of the membership, whichever is the smaller number.  If there is no quorum the meeting may be adjourned for at least 14 days and the number present at the adjourned meeting, if at least five will constitute a quorum for that meeting.

v) The Chairman of the Committee or in their absence some other person elected by the meeting takes the chair at General Meetings.

vi) No party political or sectarian discussion shall be raised or resolutions proposed at any meeting.

vii) Every question is decided by a majority of the votes cast. In the case of equality of votes the Chairman has a second or casting vote.

6. COMMITTEE: COMPOSITION

i) The Committee is the body responsible for the management of the Association.

ii) The Committee has the power to make rules for the administration of the Association.

iii) The Committee consists of a 
minimum of three and a maximum of seven members.


iv) The members of the Committee are elected annually at the Annual General Meeting and normally hold office until the end of the Annual General Meeting the following year.

v) A member of the Committee who resigns by written notice to the Committee or who is absent without notice from three consecutive meetings of the Committee ceases automatically to be a member of the Committee.

vi) Extra positions in the Committee may be filled by the Committee by co-option, and a co-opted member will have the same voting powers and hold office for the same period as the Committee member he or she replaces.

7. COMMITTEE: PROCEDURES

i) The Committee must meet at least ten times in every calendar year.  A special meeting of the Committee may be called at any time on seven days' notice.  A quorum at Committee meetings is four.

ii) Every question is decided by a simple majority of the Committee members present and voting at a meeting. In the case of equality of votes the Chairman of the meeting has a second or casting vote.

iii) The Committee must keep minutes of its meetings and proceedings and keep safe all records relating to the Association.

iv) No party political or sectarian discussion shall be raised or resolutions proposed at any meeting.

v) The Committee may make rules to govern its own proceedings so long as they are not inconsistent with the provisions of this Constitution.

8. COMMITTEE: NOMINATIONS

i) Candidates who wish to
stand for election to the Committee shall make themselves known to the secretary at least three days prior to the AGM.

ii) Nominations may also be accepted at the relevant point in the meeting provided the person named is willing to accept the nomination.

9. FINANCE

i) All funds belonging to or raised for the Association must be used in furthering the Objects.

ii) No member of the Committee may  receive any payment or other benefit from its funds except for reasonable out of pocket expenses properly incurred for the purposes of the Association.

iii) The Committee is responsible for the keeping of books of accounts and for the preparation of an annual report and annual statement of accounts for the Association.

iv) The Committee is responsible for setting the appropriate annual allotment rent.    

v) The Committee shall maintain an account for the Association at a bank or building society and make regulations governing the signatories (of whom there must be at least two) on such accounts. All monies received by the Association shall be held in this account.

10. AMENDMENT OF CONSTITUTION
         
i) The provisions of this Constitution may be amended at a General Meeting or Extraordinary General Meeting by resolution passed by a simple majority of the members present but:

ii) Notice of the terms of the proposed amendment must be given with the notice calling the meeting.

11 . DISSOLUTION

i) The Association may be dissolved at a General Meeting or Extraordinary General Meeting by resolution passed by a simple majority of the members present.

ii) In the event of dissolution, the members of the Committee holding office will remain responsible for the orderly winding up of the affairs of the Association.

iii) After paying or making provision for all debts and liabilities of the Association the Committee shall transfer any remaining assets to one or more voluntary organisations or registered charities having objects similar to the Objects of the Association.
This Constitution was adopted at a Meeting held at Eaglescliffe Golf Club on 21st October 2008.


Signed:

Chair of Meeting:  Unal Metti              ............................................

Secretary of Meeting:   Helen Wright   .........................….................


B. Allotment Rules

To function effectively, and for the benefit and enjoyment of the majority every democratic society or organisation needs some rules. Ours is no exception. Our allotment rules are what the majority of our members have drawn up and approved at our AGM. Any amendments to these rules are strictly governed by our constitution.


(To download a copy of the rules click Allotment rules 27.9.09.doc)

Interpretation


The ‘Committee’ means the elected committee of the Quarry Road Allotments Association (QRAA) operating under the procedures stated in the QRAA Constitution (copy available on request).

1. Tenancy and Lettings

a)  The tenancy period for all allotments shall be an annual one commencing on the first day of October in any year. An allotment plot may be worked by one or more individuals, all of whom must be registered as tenants with the Secretary (QRAA). Tenants are responsible for paying the rent due on time, abiding by the Allotment Rules and also behaving in a generally sensible manner.

b)  Tenants must also ensure that any person whom they invite onto the allotment site is aware of and abides by these rules. In particular tenants and their guests are responsible for the proper supervision of their children and for ensuring that dogs are suitably controlled and poop-scooped.

 Children under 7 years of age must be accompanied by an adult on the communal areas.

c)  Should a tenant become unable to cultivate their plot tenancy may be passed to a close relative (spouse,
partner, son, daughter) who lives in the area, provided that the inheritee  does not already have a plot on site, to avoid multi-tenancy.

d)  Allotment tenancies are granted on the understanding that tenants regard themselves capable of carrying out necessary works without causing themselves personal injury, taking into account all the possible risks of the site.

e)  To allow allotments to be inspected,reasonable access may be required by members of the Committee. Notice of inspections will be posted on the site notice board.

f)  The amount of annual rent required will be suggested by the Committee to the QRAA membership at the AGM for it to be agreed or modified. To maintain tenancy the tenant agrees to pay the appropriate rent in person on the date (or dates) notified on the site notice board and by no later than the final rent day. Alternatively, the rent may be posted to the Secretary. Cheques should be made payable to Quarry Road Allotment Association. If a receipt is required, a stamped addressed envelope must be sent with the payment. Failure to pay by final rent day will result in a fine being charged and eviction notice served.

g)  The size and location of each allotment is shown on a plan maintained by the Committee. The Committee may make amendments to this plan when allotment plots become vacant.

h)  All allotments are let solely for the purpose of the cultivation of vegetables or fruit for consumption by the tenant and their family and also for the growing of flowers, the keeping of bees and hens and no other purpose whatsoever. Any building or construction on an allotment is regarded as the property of the tenant. Vacating tenants are responsible either for their removal or transfer to the incoming tenant.

i)  Existing tenants may apply to the Committee to move to a vacant plot.

j)  The Committee has the right to turn off the water supply to the allotment gardens at its absolute discretion. Where possible reasonable notice will be
given.

2. General Conditions

The tenant shall:

a) Keep the allotment plot tidy, free from weeds, properly cultivated, fertile and in a good condition.

b) Not cause or permit any nuisance or annoyance of any nature to other tenants or owner or occupier of any adjoining land or dwelling house. (Note that tenants should only burn material from 1st April to 30th September, before 9 am and after 6 pm in accordance with the rules below. if there is no other way for disposal (eg composting, council green bags, skip) and must take care that smoke does not cause a nuisance to other allotment holders or adjacent property).

It is a condition of the public liability insurance that the following precautions are observed when burning debris:

· Fires are to be in a cleared area at a distance of at least 10 metres from any property.
· Fires are not to be left unattended at any time.
· A suitable fire extinguishing appliance to be kept available for immediate use.
· Fires to be extinguished at least one hour prior to leaving the site.

Further guidelines are displayed on the notice boards.

c) Not encroach upon or obstruct any path or roadway set out for the use of tenants generally nor take any vehicle on to the roads or paths during adverse weather conditions when damage might be caused to the roads or paths. (Vehicles must not be parked  on the roads or paths other than for short periods whilst loading or unloading heavy items e.g. Plant and machinery, bulky produce, manure, after which the vehicle must be immediately removed).

d) Not sublet, assign or part with the possession of the allotment plot or any portion of it.

e)  Not take away any existing mineral, gravel, sand, clay or soil without the prior and written consent of the Committee.

f) Not carry out any trade or business on the allotment site nor sell any produce grown there.

g) Enter and leave the allotment site only by the gate/s provided and lock gates after 6pm, bolt at all other times.

h) Not to erect any building without the written consent of the Committee. Decisions made by the Committee not to be unreasonably delayed.

i) Not keep any animals, livestock or poultry on the plot. However beekeeping is permitted (rules available from the Committee on request).

j) Not plant any tree, bush or any crop which requires more than 12 months to mature without the prior and written consent of the Committee.

k) Not use any barbed wire (or other detrimental material) for any purpose adjoining any path, roadway or adjoining allotment nor cause adjacent plots to be shaded from the sun.

l) Not use any sprinkler or other unattended/automatic watering system. A hand-held hosepipe may be used. Tenants are expected to use water sparingly and responsibly and to fit water barrels to sheds and greenhouseswhere possible. Tenants must not make changes to the site water distribution system without the prior and written consent of the Committee.

m) Not deposit (or allow others to deposit) any refuse or decaying matter (except manure and compost in such quantities as may reasonably be required for use in cultivation) or place any matter in the hedges, ditches, paths and roadways on the allotment site.

n) Not cause or allow materials to be brought onto the allotment plot for burning or burn any toxic materials e.g. rubber, roofing felt, plastics, etc.

o) Comply fully with manufacturer’s instructions when using any weed killer and ensure that spray drift is prevented from reaching other plots.
p) Plot holders are responsible to Keep the outside of their plot tidy.


3. Termination

The tenant may relinquish tenancy by giving notice in writing to the Secretary stating plot number, name and address and end date within the tenancy year, and signed by the tenant. In giving (or being given) notice the tenant loses any right to claim from the Committee a refund of any part of the rent paid or to claim compensation for any produce or structure left on the plot. The incoming tenant may take over the plot on the day following the end date.

On termination of the tenancy the outgoing tenant must leave the plot in a clean and tidy condition.

The tenancy may also be terminated by the Committee if:

a) The rent is in arrears by more than twenty eight days from the first annual rent collection date.

b)  The tenant is not duly observing these rules or any other of the terms of the tenancy unless the Committee consider extenuating circumstances to apply.

c) Joint tenants are jointly responsible for any activity causing the committee to evict.

Where reason (b) applies the Committee will first discuss the problem with the tenant to see if a mutually acceptable solution (agreed in writing should either party request it) can be reached. If this is not possible the following process will be invoked:

i)  A Notice will be served upon the tenant by the Committee which will state the problem and request that they attend the next committee meeting. The tenant may bring another person with them to that meeting.

ii)  After all points have been discussed, the Committee will ask him/her to leave and will vote on what course of action to take. A specified period of time may be given, in writing, to the tenant to bring the allotment into cultivation or to make other necessary improvements. After that period has elapsed the Committee will reconvene and once again vote on the course of action to be taken.

iii)  If little or no progress has been made the Committee may decide to evict the tenant, in which case 30 day’s notice will be given, in writing, during which time the tenant will remove their personal effects. After that time anything left on the allotment will be forfeit.

The Committee will be quorate at all meetings and the chair will have the casting vote. For the purposes of this document ‘cultivation’ means that a minimum of 60% of the total growing space of the allotment is dug over for planting.

Notice may be served upon any tenant personally, or by leaving it at their last known address, or by Recorded Delivery or by affixing such Notice in some conspicuous place in the allotment plot.

Tenancies may also be terminated specifically or generally by Stockton Borough Council giving
twelve months notice in writing expiring on or before 6th April or on or after 29th September in any year.

I agree to accept the tenancy of Plot/s No..................on the conditions set out in the above rules.

 

Signed     :                                                                                                   
Dated      :




(To download a copy of the rules click Allotment rules 27.9.09.doc) Amended at 2/10/2011 AGM







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