ROEHAMPTON GARDEN SOCIETY
Rules of the Society
The overarching Rules of the Society mirror the Constitution of the Society as agreed at the AGM in November 2009. In addition:
1. Every tenant of an allotment plot must be a fully paid-up member of the Society, and will be required to sign a tenancy agreement drawn up by the Leisure and Amenity Services Department (LASD) of Wandsworth Borough Council (WBC). In so doing, each tenant also agrees to abide by the Rules of the Society.
2. The Society will manage the sites in accordance with the terms of the lease granted to the Society by the LASD of WBC.
3. Where necessary, due to the unique configuration of the two sites, the Society has defined rules regarding common areas. These rules are binding.
Rules for plotholders
RULES for Allotment Site 2 (The Pleasance) and Site 3 (Dover House Road) managed by Roehampton Garden Society (the Society) on behalf of the LASD of WBC.
1. The Executive Committee of the Society will appoint a Sub-Committee for each site to manage the administration of each site. A member of the appropriate sub-committee will prominently display a notice on each site with the names and plot numbers of each member of the relevant Sub-Committee.
2. The annual rent, which is based on the size of the plot tenanted, will become due on the first day of April in each year [see Section 3 of the Tenancy Agreement]. The rent will be reviewed annually in November by the LASD of WBC, the revised rent becoming due in the following April.
3. Plot size will be limited to 5 rods per household. An existing plotholder who requires a larger plot (up to the maximum permitted size) or who wishes to swop an existing plot must be added to the bottom of the waiting list. Additionally, should an existing plotholder wish to swop his/her plot for another it must be like for like in terms of size. New plotholders will have the option, on being offered a plot for the first time, of waiting (on a secondary waiting list) for a particular plot or a larger plot. Should they choose not to exercise that option and then decide they wish to change or increase the size of their plot they will go to the bottom of the waiting list.
4. The rents collected from allotment tenants will be kept in a subsidiary account within the RGS accounting system. All expenses relating to allotments, including payments due to LASD of WBC under the terms of Section 3 of the leasing agreement with WBC, will be paid from this subsidiary account. Evidence of outgoing expenses must be available for inspection by the Director of Leisure and Amenity Services in accordance with Section 2 of the afore-mentioned leasing agreement.
5. The Committee will nominate a team to carry out 4-monthly inspections of both Sites. The appropriate Allotment Sub-Committee, plus the Chairman of the Society or nominated deputy, will be responsible for monitoring allotments on each site between these inspections. In addition, there will be a benchmark inspection of all plots annually in March. Breaches of the Tenancy Agreement will be brought to the notice of the offending tenant in writing. If any tenant has to be warned in writing of a breach of the Tenancy Agreement more than twice during a 12-month tenancy, the LASD of WBC will be asked to terminate the tenancy in accordance with Section 3 of the Tenancy Agreement.
6. No permanent structure such as greenhouses, sheds and cold frames may be erected without first seeking permission from the Site Manager (see Tenancy Agreement Section 4). Appeal against the decision of the site manager may be made to the LASD of WBC.
7. Where a plot borders the fence of a residence, a space no less than 0.5 metre must be left free to allow access to the fence by the householder.
8. Tenants will be responsible for the proper disposal of their own rubbish. The burning of rubbish is not permitted (see Section 4 of WBC [LASD] Tenancy Agreement). Tenants are to dissuade local residents from dumping rubbish on the allotment sites, and if this is observed, to report the matter to a member of the appropriate Sub-Committee.
9. Water is available to all tenants through standpipes on each site. At each standpipe at least one tap must always be available for tenants who wish to obtain water using a watering can, hose pipes giving way to watering cans where necessary. See also Section 4 of WBC (LASD) Tenancy Agreement.
10. All persons entering or leaving the sites must ensure that the gates are locked behind them at all times. The exception to this rule will be on Sunday mornings between 10 am and 12 noon when the gates to Site 2 will be left open to allow members of the Society access to the Store for the purchase of goods or payment of dues.
11. A flush toilet and wash-hand basin with disabled access is provided on each site. Users must leave the toilets in a clean and wholesome condition. This applies to visitors brought in by tenants as well as to tenants themselves. Tenants will be responsible for any breaches of this rule by their visitors.
12. In the event of a dispute arising between tenants, the appropriate Allotment Sub-Committee will endeavour to resolve the matter to the satisfaction of all parties to the dispute. If the Allotment Sub-Committee is unable to resolve the dispute, it will be referred to the Committee and from thence, if necessary, to LASD of WBC for a decision which will be binding on the tenants involved. Similarly, if a tenant is in dispute with the Allotment Sub-Committee, the matter will be referred to the LASD of WBC for a binding decision.
13. The Society reserves the right to prosecute in the event of trespass, pilfering or the causing of damage.
14. The tenant is entirely responsible for the safety of himself/herself, or members of his/her family, and all other persons who may accompany him/her on either site and the Society cannot accept any liability whatsoever in the event of any loss, expense, damage, or any injury or accident arising from their presence on the site.
November 2009