As with any society or club it is necessary to have rules that everyone adheres to for the benifit of everybody. Below are our Rules and constitution. Anyone wanting a copy of either is able to download pdf versions from the bottom of this page.
TENANCY AGREEMENT
Whereby SAA agree to let and the tenant member agrees to take on a yearly tenancy. (Subject to conditions of an Agreement between the SRAA and Elmbridge Borough Council.)
The Tenancy Agreement is subject to any Regulations endorsed on this Agreement and also the following conditions:
1 The rent shall be paid on the first day of January each year.
2 The tenant shall keep the allotment plot clean, free from weeds, in a good state of cultivation and fertility and in good condition as directed by the Committee. New tenants will undergo a probationary period of six months.
3 The tenant shall not cause any nuisance or annoyance to the occupier of any other allotment plot or obstruct any path set out by the SAA for the use of tenants.
4 The tenant shall not underlet, assign or part with possession of the allotment plot or any part thereof without the written consent of the Secretary to the SRAA.
5 The tenant shall not, without the written consent of the Secretary to the SRAA cut or prune any timber of other trees or take, sell or carry away any mineral or clay.
6 The tenant shall keep every hedge forming part of the boundary of their allotment plot properly cut and trimmed, all ditches properly cleansed and maintain and keep in good repair any fence, gate, path or shed on their allotment plot.
7 The tenant agrees not keep any livestock on their allotment plot and shall not plant any trees or bushes other than small fruiting varieties.
8 The tenant must obtain written permission of the Secretary to the SRAA to make any material changes or erect any structure on the allotment plot which, if granted, will be a shed or greenhouse not exceeding the dimensions agreed with the Committee.
9 The tenant shall not use barbed wire for a fence adjoining any path reserved by the SRAA for the use of allotment holders.
10 The tenant shall observe and perform all conditions contained in the Agreement between Elmbridge Borough Council and the SRAA.
11 The tenant accepts that the SRAA will not assume any liability in respect of the security of the tenants plot or any of their personal possessions.
12 An SRAA Committee Member or an Officer of Elmbridge Borough Council shall be entitled at any time to enter and inspect the allotment plots.
13 The tenant agrees to remove any non-biodegradeable materials from their plot.
14 The tenancy of the allotment plot shall terminate on the yearly rent day after the death of the tenant and shall also terminate whenever the tenancy or right of occupation by the SRAA terminates.
15 The tenant is required to give one months notice in writing to the Secretary of the SAA of their intention to quit their plot but no rental will be refunded.
16 The tenancy may also be terminated by the SRAA by one month's notice if the rent is in arrears for more than 30 days or if the tenant is not duly observing the conditions of their tenancy.
17 The tenant will observe and abide by any rules implemented by the Committee in connection with securing the plots against vandalism.
18 The tenant must go through the SRAA Committee to settle disputes and not approach Elmbridge Borough Council directly.
Sugden Road Allotment Association
Constitution and Rules
1. The Association shall be known as the Sugden Road Allotment Association ("SRAA") and the following definitions apply:
"The Agreement" - the document agreed between the Trustees of the SRAA and Elmbridge Borough Council transferring responsibility for the Sugden Road allotment site to the Association.
"A.G.M." - Annual General Meeting.
"Paid up Members - Those people who have paid their individual membership subscription for the current calendar year.
"EBC" - Elmbridge Borough Council.
2. Objects.
The objects of the SRAA are to manage and promote the Sugden Road allotment site to
the benefit of the members of the SRAA and in accordance with the Agreement between EBS and the SRAA.
3. Trustees.
The Chairman, Secretary and Treasurer of the SRAA, as recorded in the minutes of the most recent AGM shall perform the function of the Trustees for the purpose of dealing with the Agreement. In matters relating to the conformance with the Agreement their decision shall be binding on the SRAA.
4. Membership.
All plot holders on site, on payment of the individual member subscription, shall become members of the SRAA. Following self-management the individual member subscription shall be independent of the plot rental.
5. The Committee.
The Committee of the SRAA shall comprise seven members as follows:
Chairman (a Trustee)
Secretary (a Trustee)
Treasurer (a Trustee)
Four paid up members.
5.2 The Committee shall be appointed at the AGM and membership shall be for a period of three years. Two Committee members shall retire each year by rotation but shall be eligible for re-election.
5.3 The Committee may co-opt Paid up Members for specific purposes as they see fit but such co-opted members shall not have voting rights on the Committee.
5.4 The Committee shall be empowered to enact all business of the SAA on behalf of the members except for any change or amendment to the Constitution and Rules.
5.5 The Committee meeting quorum shall comprise two officers and one Committee member.
6. Meetings.
6.2 The AGM shall be held between 1st October and 31st December each year subject to two weeks notice being given to all paid up members.
6.3 Additional General Meetings may be called by written request to the Secretary of at least 25% of paid up members, or at the discretion of the Committee.
6.4 All paid up members may vote at any general meeting.
7. Duties of the Committee.
There shall include but not be limited to:
Maintaining a register of plot holders and a waiting list for plots.
Assigning vacant plots.
Administering the Agreement between EBS and SRAA to ensure compliance within the terms of the lease.
To set and collect plot rentals and to make payment of sums owed by the SRAA.
To terminate the lease of any plot holder who is in default or who has breached the terms of their Agreement with the SRAA.
To authorise site visits in conformance with the terms of the Agreement.
8. Changes to the Constitution and Rules.
Changes to the adopted Constitution and Rules of the SRAA may only be made at general meetings of the SRAA and only when supported by more than 50% of paid up members attending the meeting.
9. Resignation from the Committee.
Should a Trustee or Committee Member resign during their term of office the Committee shall take such steps to fill the vacancy until the next general meeting.
10. Winding Up.
In the event of the SRAA being disbanded the Treasurer shall collect all monies due and settle all outstanding debts so far as possible. Any remaining assets shall be realised and all funds disposed of as decided by the Committee.