South Ward Allotments

At Kennington, Oxford

Rules & Regulations

SOUTH WARD ALLOTMENTS (KENNINGTON) ASSOCIATION
CONSTITUTION AND RULES
Revised 31 October 2013

CONSTITUTION

  1. The Association shall be called the South Ward Allotments Association and each allottee joining shall be deemed to be a member and to accept and adhere to the rules of the Association issued to him or her. No person may become a plot holder except as a member of the Association. Due to the geographical location of the allotments the name ‘Kennington’ may be additionally used for any marketing purposes.
  2. The interest in land held by the Association shall vest in not less than two Trustees. On the death or retirement of a Trustee the vacancy shall be filled by recommendation of the remaining Trustees and Association Secretary at the next Annual General Meeting.
  3. The Association shall be managed by a Committee consisting of a Chair, Secretary, Lettings Secretary, Treasurer and not less than three other members. Five members drawn from the above will form a quorum for the transaction of business. In the event of any vacancy occurring in the committee during the year the Committee shall have the power to co-opt until the following Annual General Meeting.
  4. The Annual General Meeting of the Association will be held not later than 30th May in any year. An Extraordinary General Meeting may be called by the Committee or at the request of not less than five members at fourteen days notice.
  5.  The powers and duties of the Committee shall be:-
    1.  To recommend to the Annual General Meeting the plot fees for the right to occupy plots for the year 1 April to 31 March and such other levies as may be necessary to meet the needs of the Association. The right to occupy a plot shall be effective for the whole or any part of the year commencing 1 April so long as the fee is paid, these rules observed in all respects and the Association’s tenancy of the allotment site continues. The right to occupy a plot shall not confer a tenancy of the plot upon the plot holder.
    2.  To present the statement of accounts and a balance sheet to the Annual General Meeting in each year.
    3.  The ordering of work and/or materials necessary for the day-to-day maintenance and upkeep of the Associations property.
    4.  The management of the Association’s business including the allocation of plots, collection of fees, payment of rents and other costs giving of notices and the like. The appointed officers shall undertake their respective duties under the Committee’s direction and authority.
    5.  The safety of the site in respect of the members and any visitors (invited and or uninvited).
    6.  The training of members in the use of machinery or any other equipment owned by the Association.
    7. The maximization of the use of the plots through publicity, advertising and the maintenance of the web site. Applications to join the association are made to the secretary who will administer their allocation of a plot and their joining instructions. The Association does not discriminate in any way as to membership.
  6. Officers of the Committee (Chair, Secretary and Treasurer) will be elected for a term of three years. Prior to the AGM the secretary will notify all Association members of any forthcoming vacancies and invite nominations for these posts at least three weeks prior to the AGM. At the AGM members will be asked to vote for any nominations which may include those officers who retire by rotation. Any vacancy arising on the Committee for non-officer posts will be elected by the Chair, Secretary and Treasurer at any time of the year. Nominations will be sought by notification of such a vacancy to all members at least three weeks before the election is made by the Committee’s officers.
  7.  All fees shall be paid by no later than 1st April each year. The committee shall have the power to take possession, after fourteen days written notice, of a plot for which the fees remain outstanding after the 1st May in any year.
  8. In the event of any divergence between the Associations rules and the allotment rules laid down by the Landlord (Oxford City Council (the latter shall prevail. (A copy of the council’s rules may be obtained from the Association Secretary).
  9.  The assets of the association are listed and checked once a year by the secretary and chair. In the event of the Association discontinuing for any reason the assets will either be distributed equally and fairly amongst the members at the time or would be transferred to the Oxford Federation of Allotments for them to utilise as their committee might see fit.

USE OF PLOTS AND MEMBERS RESPONSIBILITIES

  1. The plots will be inspected by a sub committee four times a year to monitor cultivation level and general maintenance as well as noting any non conformance of any of these rules or regulations. Any officer or member of the committee may any enter and inspect any plot at any time. All plots must be cultivated and maintained in a proper and husband-like manner. Plots should be cultivated to at least 90% of their potential. This is taken to mean that the plot is either in readiness for growing, well stocked with produce (relevant to the time of the year) or being prepared for following crops or season. Particular attention must be paid to adjoining paths and to the control of weeds which might set seed and as a result cause nuisance for other plot allottees. The holder of a plot falling below a standard acceptable to the Committee shall be notified in writing that his or her plot must be brought up to standard within a specific period of time. If no acceptable improvement has been made at the time of the next inspection the plot holder may be notified that his or her right to occupy the plot has been terminated. In such instances the Committee shall decide whether or not the current year’s fees are forfeited. In making this decision consideration will be given to the individual’s circumstances as well as the needs of fellow allottees.
  2. Except where rule 9 is applied the right to occupy an allotment plot shall be subject to three month’s notice to be given in writing by the Committee to the plot holder.
  3. Each allottee shall hold his or her plot only through the Association and allottees may not transfer his or her plot to anyone without prior consent from the Secretary. If such consent is given the new plot holder must forthwith become a member of the Association. Any change of address must be notified to the Secretary.
  4.  Any dispute that may arise from any cause whatsoever between allottees or between allottees and the Association shall be referred to the Committee whose decision shall be final and binding.
  5.  Any allottee shall not act in any way that could reasonably be held to cause annoyance or inconvenience to any other allottee or allottees. Regardless of rule 9 the Committee may serve notice of immediate termination of membership on any allottee deemed to be guilty of misconduct. It will also decide whether or not the current year’s fees are forfeited.
  6. All dogs taken on to the allotment must be kept under strict control at all times.
  7. Allottees may grow any kind of vegetables, flowers, soft fruit or herbs but the plot may not be used otherwise than as an allotment or leisure garden.  Trees may be planted provided they are only of dwarf root stock and with the agreement of the Secretary. Bushes and plants must not be allowed to encroach upon pathways or neighbouring plots. The keeping of rabbits and poultry is permitted in compliance with the Allotments Act 1950, section 12. Beekeeping is allowed with the agreement of the Secretary and provided that the allottee has carried out appropriate training and presents a risk assessment to the Secretary. No other animals or birds may be kept on any plot.
  8.  Tool sheds and contents must be maintained in order that they do not present any safety risk. It is the responsibility of allottees to adhere to the instructions laid down in the Association’s risk assessment for sheds.
  9. Each allottee shall be responsible for and must keep his or her half of the roadway and pathway clear, level and free from weeds, long grass or any obstruction whatsoever. Adjoining foot paths (where relevant) should be maintained at a width of 450mm (18 inches).
  10. Each allottee must display the plot number visibly on his or her plot at the roadway end.
  11. Each allottee shall upon being issued with an entrance key pay a deposit as determined by the Committee. It is incumbent upon allottees to keep the key safely and to be scrupulous in using it to unlock the entrance gates upon arrival, to relock and to lock it again on departure, following any instructions provided on the gate. (Common sense must prevail if the allottee is closely followed by another allottee upon arrival at the gate). Observance of this requirement is vital to the security of the allotments to preserve them from unauthorized entrance, vandalism, pilfering or damage from straying animals.
  12.  All cases of vandalism, pilfering or observed safety risks should be referred to the Secretary or any Committee member and where appropriate to the police.
  13. Cars must not be parked on roadways in a position which could cause obstruction. All persons using cars or other vehicle anywhere upon the allotment do so at their own risk. Individual parking bays on or near plots must be properly constructed and maintained in good and safe condition by the allottee.
  14.  The cleaning of boots, tools and produce in water tanks is prohibited.
  15. The dumping of rubbish, scrap or weeds on any part of the allotment, except where designated, is prohibited.
  16. On vacating a plot the outgoing tenant must remove all non vegetation materials such as glass, plastic bags, metal, building materials unless agreed by the secretary. Failure to do so could result in the key deposit not being refunded.
  17. Members are welcome to bring children on to their plots but must accept full responsibility for their safety. They should not be allowed to roam on other areas of the allotment and in particular not on the roadways, including the entrance road and also the Hinksey border stream.

Agreed by the Committee
24 October 2013