Rules of The Otterbourne Allotments and Gardens Association

1. Name of Society:

The Otterbourne Allotments and Gardens Association – (The Association)

2. Membership

The Association shall consist of such persons as the Committee may admit to membership living in the local area with priority given to Otterbourne residents.  The spouse/partner of any member shall have full membership rights.

3. Procedures for Joining/Leaving the Association

– Application to join shall be made to the Chairman. A payment of the current year’s subscription and a £4.00 joining fee shall be made to the Treasurer.

– Request to resign from the Association shall be made to the Chairman.

– Should an Allotment Holder be asked to give up tenancy the membership fee is not returnable.

– In the event of the death of a Member the tenancy shall remain in force for the benefit of their beneficiaries for a period of 2 months before the allotment is re-allocated.

4. Member’s Responsibilities

– Rents shall be paid on or before the 1st day of May each year.  Rent payment by bank transfer or by payment of cash to the committee.  Details from treasurer.

– Members who have not paid their annual subscription on or before the end of April will be deemed to have resigned.

– Members shall keep their allotment gardens clean, in a good state of cultivation and fertility, and in good condition. It is recommended that a minimum of 8 hours work per week throughout the year be required to achieve this.

– Members shall keep every hedge and path that form part of their allotment gardens properly cut and trimmed. Under no circumstances are Members allowed to make alterations to external fences and gates, without permission.

– Members shall not cause any nuisance or annoyance to the occupier of any other allotment garden or adjoining properties.  No abusive or aggresive behaviour will be accepted towards any tenant or visitor.  Offensive language towards any individual will lead to the termination of the Allotment holders tenants contract.

– Members shall not in any way obstruct any path set out by the Committee for use of occupiers of the Allotment Gardens.

– Allotment holders shall not bring any refuse/rubbish, of any kind, onto the Allotment site for any purposes.

– Members shall not use barbed wire for a fence adjoining any path on the Allotment Gardens.

– Bonfires are allowed on the Allotment Gardens but must be more than 15 metres from the public road. Due consideration shall be given to other allotment holders and occupiers of surrounding private residences when lighting bonfires.

– No livestock, including bees and caged birds, shall be kept on the Allotment Gardens.

– Dogs are allowed on the Allotment gardens but must be kept on a lead at all times. Dog owners shall always clean up after their dogs.

– Members shall only use bucket, can or other handheld container for the purpose of watering their allotments. Hose pipes are permitted to be directly connected to the mains taps but only to top up water containers and not to be used to water crops.

– Members shall not erect any building on the Allotment Gardens without the consent of the Committee.

– Members shall not underlet all or any part of their Allotments.

– Apart from long term sickness, members are to tend their own Allotment, and not to employ others.

5. Management Committee

To be elected at AGM and consist of: –

– Chairman

– Hon. Secretary

– Hon. Treasurer

– and three Committee Members

– All automatically retire after one years service but are eligible to seek re-election.

– Individual Management Commitee members can be elected at the quarterly committee meetings.

6. Powers of Committee

The Committee has the right to:-

Conduct the business of the Association, i.e. liaison with Parish Council etc.

Request members to keep allotments cultivated.

Terminate the membership of Members not observing the rules of the Association.

7. Meetings

– The AGM to be held annually, ideally in April, with 28 days notice given to members.

– Committee meetings to be held at least quarterly.

8. Financial Year

The financial year shall terminate on 31st March.

9. Auditing of Accounts

The Treasurer to present accounts at the AGM.

10. Banking and Signing of Cheques
– Appointed Bankers – HSBC Eastleigh , Signatories – Treasurer and Chairman.

11. Aims/Objects

To encourage an interest in horticulture by the cultivation of allotments, to the benefit of members, and to provide a service to the community.

12. Inspection of Accounts

Any member may inspect the accounts on written request to the Treasurer.

13. Purchases

– Members may only purchase goods for their own use.

– Members breaking this rule will automatically be expelled from the Association.

14. Amendment to Rules

Amendment to rules to be agreed by the Committee.

Effective date 29 November 2023