Rule Book

Site hazards and the Committee's recommendations:

1. Long grass can cause slips or tripping. Keep all paths mowed and clear of obstacles.
2. Jagged edges, including corrugated iron around manure heaps, must not have sharp, pointed or jagged edges exposed.
3. Low stakes, metal or wood, especially beside paths, must have all exposed ends capped or covered.
4. Loose or sharp wire overhanging paths must be removed or secured.
5. Broken glass or old frames must be removed from the site.
6. Bonfires must never be left unattended and accelerants must not be used.
7. Paths must be kept level and free from potholes and other hazards.
8. Unused plots must not be used as rubbish dumps.
9. Mowers, strimmers and other equipment must be used in accordance with the manufacturer's instructions.
10. Be aware of vehicle movements and observe the site speed limit of 5mph.

1. Annual General Meeting

The AGM shall be held during October and advised on the website, notice boards, email and the allotment Facebook page.

At the AGM the Chair, Lettings Manager and Treasurer will submit their reports and Officers and Committee members will be elected for the following year.

A Special General Meeting may be requested in writing by at least ten members.

2. Officers & Committee

The affairs of EWAA shall be conducted by a Committee of twelve members including:

• Chair
• Lettings Manager / Vice-Chair
• Secretary
• Treasurer

Unless otherwise determined, a quorum shall be no fewer than five members.

Officer responsibilities

• Chair or Vice-Chair: oversees meetings, ensures matters are considered in accordance with the rules and that agreed actions are progressed.
• Treasurer: receives members' rent, maintains proper records of income and expenditure and reports the Association's financial position.
• Lettings Manager: issues plots, deals with minor rule infringements and reports vacancies, waiting lists and relevant matters to the Committee.
• Secretary: sends and receives correspondence, prepares meetings and advises the Committee and Chair on the rules.

3. Committee Members

Committee members are expected to be involved in the running, care and management of the allotments.

A committee member who does not attend or send apologies for three consecutive meetings will be deemed no longer to be a member of the Committee and will not be permitted to stand for the following year.

4. Committee Vacancies

The Committee may co-opt new members to fill vacancies until the next AGM.

5. Meetings

The Committee shall meet at least once a quarter. Special meetings may be called by the Chair, Lettings Manager / Vice-Chair or Treasurer.

6. Bank Account

Online banking is the preferred method of payment for rent, although payment by cheque and cash remains acceptable.

7. Membership

Any person living within a two-mile radius of the allotments who is interested in domestic food and flower production is eligible for membership.

If there is a waiting list, residents of Eton Wick will have priority.

Conduct

EWAA operates a zero-tolerance policy regarding violence and aggression.

The Committee may terminate membership where conduct is proved to be unacceptable or detrimental to fellow members.

Members are expected to be kind and respectful to all.

Minors

Persons under 16 are only permitted on site with parents or guardians and should remain under appropriate supervision.

Dogs

Dogs must remain under close control and must not stray uninvited onto other plots or become an ongoing annoyance.

Dog mess must be picked up.

Nuisance

Members must not cause nuisance or annoyance to other tenants, including through music, smoke or obstruction.

Disputes

Matters not specifically covered by the Rules shall be dealt with by the Committee at its discretion. In disputes, the Committee's decision is final.

Plot warnings

If a plot becomes unkempt, the plot holder will be invited to discuss the issue with the Lettings Manager.

If there is no improvement, a warning letter may be issued giving one month to tidy and cultivate the plot.

Termination

Within one month of ending an agreement, personal equipment and property must be removed. Items left behind may become the property of the Association.

Gates

Keys to the gate lock are available at cost by contacting a Committee member.

Gates should remain closed to help prevent trespassers and unwanted animals entering the allotments.

The vehicle access gate may remain open between 9am and 5pm.

The gate must be locked when the last vehicle leaves the site.

Vehicles

Only cars and light vans up to 3.5 tonnes are permitted onto the allotments without prior Committee permission.

Vehicles must remain on roadways or on the plot holder's own plot.

Anyone driving onto the allotments must have a gate key to avoid being locked in.

1. Plot Rental Agreement

When a plot becomes available, the plot holder completes the application process, pays the rent and receives the Rule Book.

Work on the plot is expected to commence within two weeks. If cultivation has not started within one month, the agreement may be terminated and the plot returned to EWAA.

2. Plot Rents

Annual plot rent is proposed by the Committee and ratified or amended by the membership at the AGM.

Rent is payable in advance each year by 31 October and reviewed annually.

No full or partial refund is payable where a Plot Rental Agreement is terminated.

3. Sub-letting

No allotment or part of an allotment may be sub-let without Committee permission.

4. Plot Use

Plots are for cultivation of food and flowers and must be kept in a proper state of cultivation.

Up to 10% of a plot may be left for wildlife, provided that the area is at least one metre from neighbouring plots.

Household or commercial goods and construction materials not intended for use on the allotment must not be stored on plots.

5. Plot Boundaries

Traditional paths between plots are approximately 46cm / 18 inches wide, with responsibility shared between neighbouring plot holders.

Paths needed for access must be retained and maintained.

Fences and hedges must be maintained in good order and must not restrict access or encroach onto another plot.

6. Bonfires

Bonfires must not be lit when the wind would cause smoke to drift towards houses on the western boundary.

Bonfires must never be left unattended. Household or commercial rubbish must not be burned.

No bonfires should be lit during periods of dry weather.

7. Rubbish

Plot holders are responsible for legally and responsibly disposing of unwanted goods and materials.

Nothing may be dumped outside the area of a plot.

8. Sheds, Greenhouses, Polytunnels & Manure

Structures and stored manure must be positioned so they do not create unreasonable shading on neighbouring plots.

9. Permanent Structures

Permanent structures and hardstanding are not permitted unless the required permission has been granted by Eton Town Council.

10. Livestock

Only poultry, rabbits, pigeons or bees may be kept on plots and written Committee permission must be obtained first.

Livestock must not encroach onto other allotments.

11. Chemicals

Members should consider wind direction and the effect on neighbouring plots and people when spraying chemicals.

12. Trees

Established trees must not be damaged or removed without Committee consent.

New trees must not be planted where they will shade neighbouring plots and should be restricted to no more than 3 metres.

Only fruit and nut trees are permitted, unless specific permission has been granted for other planting.

Trees must be regularly pruned to prevent shading neighbouring plots.

13. Site Inspections

Quarterly inspections will be carried out by the Lettings Manager and at least one other Committee member to ensure appropriate upkeep of plots.

EWAA is an Allotment Association and is therefore self-run and self-governing.

Every plot holder is also an Association member.

EWAA is not run or controlled by a council or outside body and is responsible for the running and maintenance of the site.

The Committee is elected annually at the AGM and any member may stand for election.

Members can have their say by standing for Committee or raising matters for the AGM.