Allotment rules

1. TITLE

Romsey Allotment Holders Association

2 OBJECTS

a) The promotion of the interests of the Members of the Association
b) The good horticultural and financial management of the Allotments at Southampton Road
c) To promote the local production of food within the Romsey area.

3. MEMBERSHIP

The Association shall consist of Allotment Holders and any other whose application has been approved by the Management Committee.

4. SUBSCRIPTIONS

Members will pay a Deposit when first joining the Association, or when taking on an additional plot, and an annual Subscription for Membership of the Association. The amounts will be decided at the Annual General Meeting of the Association. Deposit is returnable when the Member leaves the Association provided the plot is considered to be in a reasonable condition. The decision of the Committee on return of Deposits shall be final.

5. MANAGEMENT

The affairs of the Association will be conducted by a Management Committee which will consist of at least five Members and not more than twelve Members. Decisions will be made by a majority of those present at Management Committee meetings.

6. ANNUAL GENERAL MEETING

The Annual General Meeting shall be held in October. Decisions will be made by a majority of those present

7. SPECIAL GENERAL MEETING

A Special General Meeting shall be held at such times as the Management Committee decides or by a written request of fifteen Members of the Association submitted to the Management Committee. Fourteen days notice of any such Meeting will be given to all Members and twenty five Members will form a quorum

8. ALTERATION OF RULES

No rule shall be altered except at the Annual General Meeting or at a Special General Meeting of the Association.

9. RENTAL OF ALLOTMENTS

a) Rent Day will be notified to all Members. Rents should be paid on that day. If payment for any plot(s) is not received within one month after rent day, the plot(s) will be considered vacant and re-let.
b) Rent payable per plot will be determined at the Annual general Meeting
c) Any Member who does not properly cultivate his or her plot(s) or acts without consideration for other plot holders as determined by the Management Committee may be given one month’s notice to do so. Any plot which is still not cultivated properly as determined by the Management Committee will be recovered by the Association and re-let
d) Nothing may be brought on to or erected on Members plot(s) which will cause inconvenience to other Members e.g. size of shed, use of illegal substances or inappropriate materials such as asbestos
e) Waste not originating from the allotments must not be brought onto the site
f) Bonfires: Members must make every effort to compost allotment waste. Members may not burn any material other than dry allotment waste. Members burning waste must not cause any inconvenience to other plot holders, road users or neighbouring houses
g) Sub Letting: Members may not sublet any part of their plot
h) Members who leave the Association are responsible for leaving their plot(s) in a condition suitable for reletting as determined by the Management Committee. The Management Committee will have the right to retain a Member’s deposit if plots are not left in a lettable condition.
i) Rearing or keeping of livestock, such as chickens, are not allowed on the allotments
j) Road ways: These should be kept clear from obstructions; vehicles should be parked so as to allow other Members access to their plots
k) Visitors: Any visitor to the Allotments may be asked to produce authorisation from a Member before any produce is removed.

10. WINDING UP OF THE ASSOCIATION

If the Association is wound up, any assets remaining after debtors have been paid shall be divided equally between Members. Should assets fail to cover liabilities then Members will be liable for any debts not covered by assets. Benefits or liabilities will be assessed on the basis of one share per Member irrespective of the size of his or her plot.

11. OTHER MATTERS

Any matter not covered in these rules shall be decided by the Management Committee whose decision shall be final and published in the Association minutes.