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Greenfingers Community Project Rules

Guidelines

The purpose for these rules is to ensure the positive use of GREENFINGERS Allotment Site for encouraging effective, enjoyable and community minded food growing.
  1. Application
     
    • These rules are made pursuant to Allotment Acts 1908 to 1950 and apply to all rented allotments.



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  2. Terms & Interpretation

    In these rules the words used are to have the following meaning:
     
    • PLOT: A plot of land that is let by the Association for the cultivation of herb, flower, fruit and vegetable crops or the keeping of approved livestock.
    • THE ASSOCIATION: The elected committee who self manage the Council owned allotment site.
    • THE COUNCIL: Lancaster City Council.
    • TENANT: A person who holds an agreement for the tenancy of an allotment including any and all members under Group tenancy.
    • SITE: The premises defined in section one of the lease agreement between the Council and Association.
    • RENT: The annual rent payable for the tenancy of an allotment.
    • TENANCY AGREEMENT: A legally binding written document which records the terms and conditions of letting, of a particular allotment(s), to an individual tenant or group.
    • HAULAGE WAY: A common route within the site for vehicular and pedestrian access to allotments.
    • HEADLAND: The area of land between an allotment plot and any haulage way or perimeter fence.
    • CULTIVATION: keeping the plot in good productive order by: the maintenance and improvement of soil; the control and prevention of flowering weeds, ornamental plants and herb, flower, fruit and vegetable crops.
    • PATHS: Dividing paths between allotments.



  3.  
  4. Assignment, Group Tenancies & Sub-letting
     
    • The tenancy of an allotment is personal to the tenant named in the agreement. In the case of group tenancies the tenancy belongs to the group itself, covering any and all members of the group, not only the individual named signatory of the tenancy.
    • The tenant may not assign, sublet or part with possession or control of all or any part of their allotment.



  5.  
  6. Plot Inspections
     
    • Tenants will be subject to plot inspections.
    • Inspections will be undertaken by at least two agreed persons together.
    • Conditions of the plot throughout shall be noted in the form of a check-list (photographs may be taken).
    • Inspection check-lists will be kept on record for an agreed period and any breaches will be discussed at the committee meeting following the inspection and any necessary action taken in line with the breach of resolution flowchart.



  7.  
  8. Cultivation & Weed Control
     
    • The cultivated area is defined as the area that is cultivated for crop or flower production. Cultivation requires the tenant to regularly dig, mulch, prune and weed 75% of the plot. Compost bins, glass houses, water butts, poly tunnels and fruit cages are also included within the cultivated area, as are ornamental flower crops.
    • Allotments must be kept clean, safe and maintained in a good state of cultivation and fertility throughout the year. An area that is cleared of weeds yet remains un-planted during one year will be considered as non-cultivated.
    • Tenants whose plots are found on inspection by the association not in a satisfactory condition for the time of year shall be issued with a notice as the beginning of the breach of resolution. If no successful conclusion has been reached the association reserves the right to cut down excessive and seeding growth or overgrown grass and charge the cost to the tenant.



  9.  
  10. Trees & Invasive Plants
     
    • All trees, bushes on rented or vacant plots over the absolute height of 2 metres or 6 feet in height are in breach of allotment rules. Tenants must not, without consent of the Association cut or prune trees outside of their own allotment or plant any trees which will exceed an absolute height of 2 metres or 6 feet and/or allow self-seeded trees to grow on their allotment, including any that are growing through perimeter fencing.
    • Fruit trees are permitted but will normally be included within the 25% of non-cultivated area. Max of three trees.
    • Tenants who have fruit trees that have grown above 2 metres will be served a notice instructing them to prune trees to an acceptable height. Following the completion of the Breach Resolution Flowchart. If no successful conclusion has been reached the Association reserves the right to prune back trees and charge the cost to the tenant.
    • All fruit trees must be selected so as to avoid breaching the height rule, with trees being selected to grow around 2 metres. Trees should be grown on dwarfing or semi-dwarfing rootstocks and pruned so as not to exceed 2 metres in height. For further advice on suitable rootstocks for your allotment soil and site please refer to the advice posted on the Council website (www.lancaster.gov.uk/allotments).
    • Invasive plants such as Bamboo, all types of willow and fast growing conifers (including Christmas trees) are not permitted.



  11.  
  12. Hedges & Ponds
     
    • Tenants are responsible for maintaining any hedge on or abutting their plot. They should kept to a height no greater than 2 metres or 6 feet. Hedge sides shall be trimmed at least once per year so as not to obstruct pedestrian or vehicular access.
    • Hedges should not be cut back during the bird nesting season, which runs from 1st March - 1st September.
    • The maximum surface area for a pond is 3 square metres and will be no deeper than 50cm deep. The pond area will be included as part of the non-cultivated area, and MUST be covered with netting.
    • Ponds must be temporary and should not be constructed out of concrete or any other hard landscape material. All ponds should be sited at least 2 metres from any haulage way or path.
    • The use of sunken baths as ponds or for water storage is permitted.



  13.  
  14. Plot Use & Storage
     
    • Tenants must use their allotment and any structures on it for their own personal use and must not carry out any business or sell produce from it (unless sold for the benefit of charity or the Association). Tenants may not use their allotment as a place of residence and/or sleep overnight.
    • The allotment is rented to the tenant for the purpose of cultivation of herb, flower, fruit and vegetable crops or livestock management, where permitted.
    • Only materials for use on the plot may be stored there, such as beanpoles, cloches, pots and netting for seasonal use.
    • Construction materials, paving and timber for infrastructure work must be used within 12 months.



  15.  
  16. Water, Bonfires & Other Restrictions

    There is no mains water
     
    • Bonfires are permitted for the burning of un-treated or un-painted woody waste only. The burning of any other materials - such as plastics, tyres, carpets, MDF, laminated wood - is strictly prohibited.
    • Smoke from a bonfire, which could be a nuisance to neighbours by interfering with the use and enjoyment of their garden or property, or could affect the comfort or quality of life of the public, could result in action under the Environment Protection Act of 1990. Tenants who light a fire within 50ft (15.24m) of the centre of the highway may be guilty of an offence under the Highways Act 1980.
    • Fires must be attended at all times until all material has burnt and the fire extinguished. Fires must be kept to a manageable size to ensure safe burning and a minimum of smoke production, and must be contained in an incinerator/cage.
    • All potentially toxic materials should be removed from the allotment site and disposed of appropriately.
    • The Association, with good reason and publicised to all plot holders, reserves the right to prohibit bonfires on a specific plot and/or group of plots. No bonfire to be started before 6pm.
    • Tenants may not remove any material, sand, gravel, earth or clay from the allotment gardens without the written permission from the Association and with notification to the Council.



  17.  
  18. Waste Materials & Pollutants
     
    • Waste regulations apply to materials brought on site by existing tenants.
    • Waste from external sources, including green waste, may not be deposited on the allotment or any part of the site. The bringing on site of waste materials, such as tyres, carpet, are only permitted for gardening purposes. Quantities and length of storage is at the discretion of the Association.
    • The bringing on site and use of rubble and hardcore for paths and other forms of construction is prohibited. The creation of concrete pad footings for sheds or greenhouses, is permitted, or concrete pads for paving. Any solid brick and cement structures are prohibited. Narrow concrete and brick footings will be allowed for a glasshouse.
    • The use of glass bottles for any form of construction or raised bed is forbidden.
    • All non-diseased vegetative matter shall be composted and used on the tenant's allotment. Diseased plants and perennial weeds can be burned as laid out previously.
    • In the event that a tenant is put on notice for excessive materials such as timber, metal, carpet or tyres being left on plot, and if the tenant does not clear such materials, then the Association reserves the right to clear materials and claim costs from the tenant in line with notice procedures.
    • If tenants witness someone illegally fly tipping rubbish onto allotment land they should contact the Council's Enforcement Team on 01524 582491.



  19.  
  20. Structures & Fences
     
    • Sheds and sided structures shall be included with the 25% area allowed for non-cultivation. Poly tunnels, glasshouses and fruit cages will be included within the cultivated area. Any structure on the allotment must be temporary and maintained in safe order with an appropriate external appearance and condition. If the Association is not satisfied with the state of the structure, this will be subject to the Breach Resolution Flowchart. If no successful conclusion has been reached the Association reserves the right to remove the structure and charge the cost to the tenant.
    • Tenants may put up one shed and no more than one greenhouse (including poly tunnels) on their plot. Permission from the Association is required for poly tunnels, with tunnel size and layout agreed. No tunnel or glasshouse should exceed 2.13 metres in height. The maximum size of a shed or greenhouse, (8ft x 6ft x 7ft high).
    • Any structures erected on the allotment shall not be made from hazardous materials (eg. asbestos) and the colour shall be in keeping with the natural environment.
    • All structures must be adequately secured to the ground to prevent uplift with sheds and glass houses requiring a footing on slabs bedded on sand.
    • Solid fences adjacent to neighbours plots should not exceed 1 metre in height and wire and trellis fences should not exceed 1.5 metres in height.



  21.  
  22. Paths & Haulage Ways
     
    • Paths within allotments must be kept free from flowering weeds and long overgrown grass that exceeds 15cm (over 6 inches high).
    • A single main path no wider than 75cm, as well as narrow internal paths (being spurs from the main path and being no wider than 50cm) will also be included within the cultivated area. Wider paths will be allowed on steeply sloping plots where raised beds require access.
    • Paths that exceed the dimensions stated above shall be included within the non cultivated area.
    • Shared paths between two allotments must be maintained, and kept cut and clipped up to the nearest half width by each adjoining tenant; paths must be kept clear of obstructions at all times.
    • All paths should be wide enough for easy pedestrian access to neighbouring tenant's plots.
    • Where car parking or vehicle access is permitted on an allotment site, the tenant must ensure that all haulage ways have free access for other users.
    • Haulage ways must not be obstructed - or parked on - by vehicles. haulage ways may be parked upon for loading and unloading only. Vehicles which frequently and persistently block haulage ways may be barred from the allotment site, at the discretion of the Association.



  23.  
  24. Dogs
     
    • Dogs must not be brought onto allotments or any part of the site unless they are kept on a short lead or otherwise restrained at all times.
    • Tenants will ensure their dogs do not persistently bark or harass allotment tenants, and MUST clean up after and remove from site.
    • The burial of any pets or animals on any allotment land is strictly forbidden.



  25.  
  26. Livestock - ONLY - Bees to be kept on site
     
    • If plots are used for both growing and bee keeping no more than 50% of the plot may be used for bees and cultivation rates apply to the remaining.
    • No Livestock can be kept on plots except bees with agreement of the Association. It is at the Associations discretion, and only with properly trained plot holders.
    • The tenant shall ensure that a suitably alternatively and knowledgeable person is available to look after the bees.
    • The placing of beehives on an allotment is subject to acceptance by the tenant of direct responsibility for insurance and development of a bee agreement. Best practice guidance for bee keeping can be found at www.lancaster.gov.uk/allotments.
    • The placement of bees on site without a bee agreement will be subject to immediate removal at cost to the tenant and a bee agreement will not be agreed retrospectively.



  27.  
  28. Rent
     
    • The tenant must pay the invoiced rent within 40 days of the due date. The rent year runs from 1st April to 31st March. Tenants taking up an allotment within the rent year will normally be invoiced for the remainder of the year with a pro rata amount.
    • A tenant may voluntarily relinquish their allotment at any time giving 1 month notice, or have their tenancy terminated for breach of the tenancy agreement before year end but no rebate will be payable.
    • The departing tenant shall remove any items or derelict structures from their plot before the end of the tenancy. The Association will dispose of any such material not removed by the tenant. The full cost of disposal shall be charged to the outgoing tenant.
    • Rent may be increased annually to coincide with the beginning of each new allotment year, provided that the Association takes reasonable steps to give at least 28 days notice. This notice may be in writing to individual tenants and/or displayed prominently at notice boards. Failure to give written notice to any individual tenant or failure on the tenant's part to read any information left on notice boards will not invalidate that, or any other, tenant's rent increase.



  29.  
  30. Observance of Rules
     
    • A breach of any of these Rules will result in use of the Breach Resolution Flowchart and may lead to the Notice to Quit procedures agreed by this Association and attached to these Rules in Appendices 1 and 2.
    • Tenants must comply with any reasonable or legitimate directions given by the Association in relation to the allotment site.



  31.  
  32. Disputes & Harassment
     
    • Disputes with the Association or another tenant should follow the procedures laid out in Appendix 3.
    • In the case of two tenants having an unresolved dispute and no one party can be proven as being in breach of any site rules then the Association reserves the right to end the tenancy of both parties.
    • The Association and tenants are expected to comply with the Council's policies in respect of harassment and discrimination.
    • Tenants must not discriminate against, harass, bully or victimise any other person/s on the grounds of race, colour, ethnic or national origin, social origin, language, religion, political or other opinion, belief, gender, marital status, age, sexual orientation, sexuality, medical condition, disability, or disadvantaged by any condition which cannot be shown to be justified.
    • No tenant must cause another tenant harassment, alarm or distress. Any use of violence or threats of violence or damage to an others property will be grounds for immediate termination of tenancy as per paragraph 23.iv and possible prosecution.
    • Complaints about harassment are, in the first instance, to be referred to the Association which will investigate the matter. If the complaint is satisfied at that point then the matter will end there. The complainant will be able to respond within one month of the decision with reasons. If the complainant is not satisfied then both parties within one month of the decision may lodge all papers and evidence relating to the matter with the Council for a decision.



  33.  
  34. Site Safety, Security & Duty of Care
     
    • Tenant's plots, the allotment site or any structures thereon may not be used for any illegal, immoral or anti-social purpose. Tenants found to have committed an illegal or immoral act will be subject to immediate tenancy termination.
    • Tenants, even when not on site, have a duty of care to others on the allotment site or adjacent to it. This includes visitors, trespassers , other tenants, themselves and wildlife. This is particularly relevant in relation to:
      • The timing and usage of mechanical equipment such as trimmers and rotavators, and the means to power them use as petrol, oil and gas. Tenants should only bring sufficient fuel onto the plot for their requirements and take away any fuel left over.
      • The prevention of obstruction of paths and haulage ways.
      • The sturdy construction of any structures or features on the plot.
      • The safe application and storage of pesticides (including weed killers and fertilisers), where manufacturer's recommend application and storage methods, rates and precautions must be adhered to and containers disposed of safely.
      • The safe storage and usage of tools.
      • Removal of broken glass and other hazardous materials, such as asbestos, in a safe and timely manner.
      • Security and maintenance of structures on your plot.
      • No propane canisters larger than 12kg to be kept on site.
    • It is the tenant's duty to inform the Association of any accelerants stored on their plot. In case of fire, this information will be supplied to the Fire Brigade before they tackle the fire in question.
    • Unsafe working will be seen as a breach of these rules, and may result in immediate termination of tenancy as per paragraph 23.4. The tenant shall be liable for any damage or injury caused by unsafe working practices.
    • Tenants may not bring, use or allow the use of barbed or razor wire on the allotment.
    • All tenants and authorised persons must lock gates on entry and departure to prevent access by unauthorised persons or animals. This applies even if the gate is found to be already unlocked on arrival/departure.
    • The Association is not liable for loss by accident, fire, theft or damage of any structures, tools, plants or contents on allotment. Tenants are advised not to store any items of value on the allotment, and to insure and mark any items kept at the allotment. Tenants should report incidents of theft and vandalism to the Association and the police.



  35.  
  36. Unauthorised Persons & Visitors
     
    • Only the tenant, or a person authorised or accompanied by the tenant, is allowed on the site.
    • The Association may order any unauthorised person on the site in breach of these rules to leave immediately.
    • The tenant is responsible for the behaviour of pets, children and adults visiting the allotment. In an instance where a visitor breaches site rules then the tenant will be held equally responsible.
    • A tenant's plot(s) are not suitable for large private gatherings of 12 people or more. The playing of amplified music by tenants is forbidden.



  37.  
  38. Vehicles, Tents & Caravans
     
    • Motor vehicles may not be parked overnight or deposited on the allotment. Caravans and live-in vehicles are not permitted on any allotment land.
    • Overnight erection of tents, yurts and other temporary structures, as well as overnight camping, are not allowed on allotment land.



  39.  
  40. Plot Numbering & Notices of Information
     
    • The Association will mark the allotment number on a post, plot holders are responsible to keep it clean and legible to be visible from the haulage way or main access path.
    • Association and Council information may be displayed on notice boards where provided. If tenants wish to display a notice relating to the allotment site, they must seek authorisation by the Association. Commercial notices are not permitted.
    • Responsibility for referring to the notice boards regularly lies with the tenant.



  41.  
  42. Change of Address & Notices
     
    • Tenants must immediately inform the Association, in writing, of changes of address or status.
    • Notices to be served by the Association on the tenant may be:
      • Sent to the tenant's address in the Tenancy Agreement (or as notified to the Association under these rules) by post, registered letter, recorded delivery or hand delivery; or
      • Served on the tenant personally.
    • Notices served under paragraph 22.2 will be treated as properly served even if not received.
    • Written information for the Association should be sent to the secretary.



  43.  
  44. Tenancy Termination
     
    • The Association may terminate plot tenancies in line with agreed notice periods.
    • Greenfingers will accept verbal resignation from plot holders.
    • In exceptional circumstances, under the lease agreement package signed by this Association, Lancaster City Council may terminate a plot tenancy, in line with the above agreed notice periods.
Greenfingers Community Project Constitution

  1. Name, Objects & Powers
     
    • Name
      The name of the Association shall be Greenfingers Community Project
    • Official Communications
      Shall normally be received and signed on behalf of the Association by the Secretary or in the absence of the Secretary by the Chairman or Treasurer.
    • Aim of Association
      To assist all members in the recreational pursuit of gardening or livestock husbandry and to promote health, education and community fellowship.
    • Objects
      • To actively cooperate with groups and organisations with a view to increasing the provision of allotments and improving standards and facilities.
      • To establish a working relationship with Lancaster City Council as landlords with the object of delivering the Lease Agreement Package for Allotment Self-Management.
      • To administer communal services for the benefit of the site, such as arranging payment of rates and promoting relevant seed schemes and other such opportunities.
      • To help new gardeners on the site in whatever way is appropriate including providing, where possible, introduction to a nearby experienced gardener with the view to special help during early months of tenancy.
    • Powers
      The Association shall have full power to do all things necessary or expedient for the accomplishment of its objects. No sectarian or party political questions shall be introduced into any meeting and no action of the Association shall be directed towards the propagation of political or religious doctrines, racial or gender discrimination or take part in any political party or religious denominational activities.



  2.  
  3. Use of Name
     
    • The name shall be mentioned in all business letters of the Association, notices, advertisements, and other official publications of the Association and payments, cheques, and orders for money or goods, purporting to be signed by or on behalf of the Association, and in all bills, invoices, receipts and letters of credit of the Association.



  4.  
  5. Membership
     
    • Members
      The allotment site shall consist of members who live within the boundaries of Lancaster District or of such other persons as the Committee may admit to membership.
    • Rent
      Members will be required to pay such annual rent, the level of which is determined by the Committee, as per the Allotment Association Rules. Members joining part way through a financial year will pay rent on a pro rata basis.
    • Cessation of Membership
      A member shall cease to be a member of the Association if their tenancy is revoked, as per the Association's Rules.
    • Expulsion of Members
      A General Meeting may, by a vote of two thirds of the members present and entitled to vote, expel any member for conduct detrimental to the Association, provided that a notice specifying the conduct for which it is intended to expel, is sent to the member at the address given in the List of Members at least one calendar month prior to the date of the meeting.



  6.  
  7. List of Members
     
    • The Committee shall allocate the keeping of an alphabetical membership list updated annually by the Secretary in which shall be entered the following:
      • Name, address and telephone number of member.
      • Date of receipt of approved Tenancy Agreement and Rules.
      Any member may see the entry in respect of themselves recorded in the official list of members and in their own interest must notify any change of address to the Secretary.



  8.  
  9. Governance & Day to Day Management
     
    • Governance of the Association shall be vested in the General Meetings.
    • Day to Day Management shall be delegated to the Association Committee.



  10.  
  11. Association Committee & Officers
     
    • Association Committee
      The Committee must be members of the Association and shall consist of a Chairman, Secretary, Treasurer and at least 3 Committee Members or such number as may be determined at a General Meeting.
    • Election
      The Committee will be elected from members of the Association at the Annual General Meeting and will take office at the end of the next Annual General Meeting.
    • Mid-Term Vacancies
      The Committee may fill any vacancy arising during the year. Members appointed will be voting members of the Committee and count towards a quorum.
    • President & Honorary Vice Presidents
      The Annual General Meeting may elect a President and/or Honorary Life Presidents as may be required. These offices will be honorary and non-voting unless the office holder is a member with normal voting rights.
    • Co-option
      The Committee may co-opt any member to the Committee to assist in its work.
    • Powers of Committee
      The Committee shall have full power to supervise and manage the day to day work of the Association according to the Rules and for the purpose of accomplishing its objects.
    • Attendances
      Any Committee member who has failed to attend two meetings in a year for any reasons unacceptable to the Committee, will cease to be a Committee member.
    • Removal from Committee
      The Committee may remove any officer or Committee member from the Committee by a simple majority following an open discussion of the issues which includes the individual members opportunity to put his/her point of view. If required the vote may be a secret vote but the voting numbers will be recorded in the minutes.



  12.  
  13. Meetings of the Committee
     
    • Frequency of Meetings
      The Committee will meet quarterly or more frequently if required by decision of the Committee.
    • Attendances
      Hedges should not be cut back during the bird nesting season, which runs from 1st March - 1st September.
    • Emergency Actions
      The Chairman and/either the Secretary or Treasurer may take any executive emergency actions required where it is not practicable for the business to be decided upon at a regular or special Committee meeting. Details of the action will be reported and recorded at the next meeting of the Committee.
    • Conduct of Meetings
      At all meetings of the Committee every question shall be decided by a majority of votes and if the votes are equal the Chairman shall have a casting vote in addition to his/her vote as a member. In the absence of the Chairman, an acting Chairman elected at the Committee meeting shall preside for that meeting.



  14.  
  15. Finance
     
    • Financial Records
      The Treasurer will keep in date order a record of all income and expenditure related to the Association's financial transactions and all expenditure must be supported by a supplier's receipt or appropriate voucher which shows the date of expenditure, the total amount of the purpose for which payment was made. All records must be kept by the Committee for 7 years. Receipts for rental income will be given, recording the date paid, the duration of the rental fee and the name of the member. The receipt will be proof of membership.
    • Banking
      The Treasurer shall open a cheque book account with a bank or building society in the name of the Association. Payments by cheque shall require any 2 of 3 authorised signatures - Chairman, Secretary, Treasurer.
    • Annual Accounts Format
      If no other activity is envisaged then a simple Income and Expenditure Account and a balance sheet will suffice. In the event of other activities needing to be presented separately e.g. shows, trading, then a separate simple sub account will be introduced with agreement of the Committee.
    • Loans, Borrowing & Grants
      Loans, borrowing or other credit arrangements and grants will require a specific decision at a Committee meeting or general meeting before any contractual transaction is entered into.
    • Reports to Committee
      The Treasurer shall make a verbal report at each meeting on income and expenditure and liabilities up to the Friday before the meeting, and make available at the meeting the most recent bank statement. The Treasurer's verbal financial report shall be recorded in the minutes.
    • Special Expenditure
      When special projects are considered they will be costed as far as possible and the Treasurer will advise the Committee on possible ways of funding.
    • Financial Advice
      Where the Association requires financial advice outside the normal experience, the Treasurer shall seek what professional advice is required and advise the Committee.
    • Presentation of Accounts for Audit
      The Treasurer shall close the annual account on 31st March each year and prepare income and expenditure statements and a balance sheet for presentation to the Honorary Auditor by the 2nd Monday in the following month. The audited accounts shall be circulated as part of the agenda for the Association's Annual General Meeting signed by the Honorary Auditor and Treasurer. All accounts must be retained for 7 years.
    • Mid Term Vacancy
      Where for any reason the Treasurer ceases to hold office the Committee will appoint an Acting Treasurer and ask the Honorary Auditor to carry out an interim audit in preparation for the new Treasurer taking up office.
    • Membership Fee
      The Treasurer shall advise the Annual General Meeting of any changes required in the membership fee for the current financial year and the Annual General Meeting will consider and decide on the membership fee.



  16.  
  17. Auditor
     
    • Appointment of Auditor
      The Honorary Auditor or Auditors shall be appointed at each Annual General Meeting and shall hold office until the close of the following Annual General Meeting.
    • Qualifications
      The Auditor must not be an officer/member of the Association.
    • Mid Term Vacancy
      Where for any reason the auditor(s) ceases to hold office the Committee will appoint a replacement auditor as soon as is practicable and record the action in the minutes.



  18.  
  19. Audit of Accounts
     
    • Audit Procedure
      The Auditor shall receive the draft accounts, payments, receipts files, bank statements and bank book from the Treasurer by the 2nd Monday in January each year, and will examine them and agree final accounts as an accurate and fair record based on the documents of the Association's financial transactions for the year.
    • Tax Liability
      The Association is liable to corporation tax on any investment interest accruing during the year and these matters must be addressed with VAT Inspectors by the Treasurer and Auditor.
    • Approval of Audit Accounts
      The Annual General Meeting will consider the annual accounts presented by the Treasurer and/or the Auditor. Adoptions of the audited accounts will be proposed by a member other than the Treasurer and Auditor. The Auditor may raise at the Annual General Meeting any financial matters which require the attention of the Association.
    • Availability of Audited Accounts
      Any member has the right to request a copy of the adopted audited accounts from the Secretary who will provide a copy within 2 weeks of the request.



  20.  
  21. General Meetings
     
    • Annual General Meetings (AGM)
      The Annual General Meetings shall be held at such times as the Committee or a General Meeting shall determine as soon after the audit of accounts is completed as is convenient.
    • Special General Meeting (SGM)
      A Special General Meeting shall be held whenever the Committee thinks expedient or whenever a written requisition for such a meeting by 5 member is delivered to the Secretary. A Special General Meeting shall be convened by Committee within 4 weeks of receipt of request. Should the Secretary fail to convene the meeting the members signing the requisition may convene such meeting by giving such notice themselves.
    • Notice of General Meeting
      At least 7 days notice in writing to be given of every General Meeting, stating the business to be transacted at such meeting (see appendix - Sample Annual General Meeting Agenda). The notice shall be sent to every member at the address entered in the List of Members, provided to every member by hand or publicised on the site notice board, and no other business than that stated in the notice shall be transacted at such meeting.
    • Agenda Items
      Agenda items must be notified in writing to the Secretary 14 days prior to the meeting. See notes appended.
    • Notices of Motions
      Motion or motions must be notified in writing to the Secretary 14 days prior to the meeting signed by the proposer(s) and seconder(s).
    • Changes in Rules
      Changes in rules must be notified in writing to the Secretary 14 days prior to the meeting signed by the proposer(s) and seconder(s).
    • Voting at General Meetings
      Every member present at a General Meeting and not otherwise disqualified shall have one vote and where the votes cast in any matter are equal then the Chairman shall have the casting vote in addition to his/her vote as member. Members who are not allotment tenants shall not have the right to vote on questions affecting allotment tenant members only.
    • Presiding Officer at General Meetings
      At all General Meetings a Chairman elected at the meeting shall preside.
    • Quorum at General Meetings
      A quorum at General Meetings shall consist of 5 members or 25% of membership whichever is the greater.
    • Discussions at Meetings
      No political or sectarian issue shall be raised or discussed at General Meetings.



  22.  
  23. Allotment Association Rules
     
    • Application of this Constitution
      This constitution shall be applied in line with the agreed Allotment Association Rules.
    • Disputes
      In case any dispute arises between the Association or any of its officers and any member or persons claiming on behalf of a member or under the Rules, or in case of any complaint against any member, disputes shall be dealt with under the Lease Agreement Package and Allotment Association Rules.



  24.  
  25. Dissolution of the Association
     
    • Dissolution
      The Association may at any time be dissolved by consent of three fourths of the members, testified by their signatures to an instrument of dissolution. Instructions for dissolutions will clearly set out what is to happen to any assets and residual cash after payment of expenses. Lancaster City Council must be informed of any dissolution and notice of a new Allotment Association, as per the Lease Agreement Package.



  26.  
  27. Copies of Rules
     
    • Copies of Rules
      A copy of the Allotment Association Rules shall be provided free by the Secretary to every member on signing of the Tenancy Agreement and on demand thereafter. The Committee shall provide the Secretary with sufficient copies of the said Rules for this purpose.



  28.  
  29. Amendment of Rules
     
    • Mode for Amending Rules
      The Rules may be amended by resolution of a three fourths majority of those attending a General Meeting called for that purpose.
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