Rules & Regulations

RULES OF MEMBERSHIP

Welcome to the NADCAA. The following are the basic Rules of Membership based on the Tenancy Agreements between NADCAA, its members and the Landlords – PLEASE READ THEM, THEY APPLY TO YOU!

NADCAA is a Co-operative Ltd Company with limited liability guaranteed by £1.00 of your Registration fee. In the unlikely event of us being forced to close down whilst in debt, the most you could be asked to pay out is £1.00.

As long as you are a tenant you will be eligible to one vote at all General Meetings and can stand (if proposed) for a position on the Management Committee at A.G.M.’s.

As a non – profit making co-operative we pay no dividends – we are a community enterprise run by voluntary effort. Please help out if and when you can. Our Constitution, Tenancy Agreements, Health & Safety Policy & Risk Assessment are available on request for a payment of £5 towards postage, stationary, photocopying etc.

Whilst we establish our own rules for the Association, we are bound by the agreements we make with our Landlords regarding the “Terms of Tenancy”.  We currently run five fields: three (Bradley, Coach Road and Decoy) are classed as “Statutory” and are rented from the Town Council, whilst Cooke’s and Blake’s Fields are rented from Mr Rew.

The terms of Tenancy laid down by NADCAA & the Landlords are binding on every one of us.

All Members having completed the relevant application forms and paid rents, deposits or fees as agreed therein have agreed to the following –

1.    Probation – To abide by the 12 month Probationary Tenancy Period as per the Tenancy Agreement. Failure to cultivate to the level in the Tenancy Agreement during that time or breaking of any rules will result in eviction.

2.    Cultivation – To keep the Allotment clean, rubbish free, well cultivated and in a good condition, with good weed control.

3.    Bio Diversity – To be permitted to set aside 25% of their plot for the purposes of Bio Diversity. Members are also encouraged to refrain from using pesticides and slug pellets and to use peat free compost in line with the “Bio Diversity Guidelines” agreed at the 2012 AGM.

4.    Habitation – Not to sleep overnight in sheds or any other structure on the plot under any circumstances.

5.    Nuisance – Not cause nuisance or annoyance to any other member, or obstruct the paths set out by the Association on the Allotments. Members who harass or cause nuisance or annoyance to other members may face Eviction under Articles 7A and or 12A of the Articles of Association. NADCAA follow the policy regarding Social Interaction recommended by the National Society of Allotment & Leisure Gardeners adopted across the allotment fields in Newton Abbot and the complaints / disputes procedure laid down in the NADCAA Complaints & Disputes Policy.

6.    Sub Letting – Not to sublet, assign or part with possession of the allotment or any part of it, without the written consent of the Committee.

7.    Paths – To maintain the layout of the path to the right of their plot when standing at the track end facing it, plus the paths at the foot and head of the plot. Share the task of keeping “common areas” and paths around vacant plots in good order.

8.    Timber – Not cut or prune timber (other than fruit trees), nor take, sell or carry away any mineral, gravel, sand or clay. For resolution of dispute Quickset and Underwood are not timber.

9.    Hedges – To keep any hedge bordering the top, bottom or side of their Allotment properly trimmed at least annually, keep all ditches open and properly cleaned.

10. Sheds/Greenhouses – Not erect sheds or greenhouses with dimensions greater than 10ft D X 12ft W, with an internal height no greater than eight feet. Positioning must be agreed with the Field Manager and every effort made to ensure that the shade thrown across any adjoining plot/s is minimal. Any other construction whether it be – a greenhouse or shed larger than 10 feet X 12 Feet or a poly tunnel etc; may not be erected without the written consent of the Association, provided that consent is also given by the Landlords.

11. Wire – Not use barbed or razor wire as a fence adjoining any path set out by the Association on the Allotments but it may be used on boundary fences.

12. Rubbish – Not to deposit or allow other persons to deposit any refuse on the Allotments, or place any matter in the hedges, ditches or dykes situate on the Allotments or on the adjoining land.

13. Dogs – Not to bring any dog, or cause any dog to be brought, onto the Allotment fields unless the dog is on a leash and under control of the owner at all times. All faeces deposited by any dog must be removed by the owner. Should a dog attack or cause injury to any other Member, the Member bringing the dog or allowing the dog to be on the land understands that the dog will be banned from entry onto the Allotment field.

14. Landlords – To observe and perform all conditions and covenants contained in any lease under which the Association or the Newton Abbot Town Council holds the land on which the Allotment is situate.

15. Sprays – When using any sprays or fertilizers, take all reasonable care to ensure that adjoining hedges, trees and other members’ crops are not adversely affected. Should any damage occur the member must compensate or replant. Any chemicals used must be approved for garden use only, whether for spraying, seed dressing or any other purpose whatsoever and must cause the least harm to members of the public, game birds and other wildlife, other than vermin or pests.

16. Regulations – Comply at all times with current regulations.

17. Crops – Not to cultivate genetically modified crops, in accordance with a resolution passed by the Members of the Association at its 2000 Annual General Meeting.

18. Fields – To observe and perform any other special condition/s the Council considers necessary to preserve the Allotment from deterioration of which notice is given to applicants for the Allotment in accordance with these rules.

19. Termination – To make arrangements for removal/sale of sheds, greenhouses, tools and crops within 14 days of the termination of the Tenancy Agreement between the Association and the Member. If the items are not so removed the Association may dispose of them as it sees fit. At no time is their safekeeping the responsibility of the Association. To return all keys for allotment gates, sheds or other allotment facilities upon resignation or eviction from his / her allotment plot.

20. Illegal Substances – Not to cultivate illegal substances. Breach of this rule will lead to immediate eviction and the member’s name being given to the local Constabulary.

21. Failure To Cultivate – That in the event of a failure to cultivate the allotment to a satisfactory level, and on receipt of a “Lapse in Cultivation Letter”, provided that the weather is reasonable the member will have a period of 14 Days in which to bring the allotment back to a reasonable state of cultivation. Failure to do so may lead to eviction in accordance with current legislation.

22. Breach Of Rules – A member may face eviction if:  1. There is a serious or continuous breach of Rules of Association, 2. there is continued “Non Cultivation” of a plot, 3. nuisance, 4. theft or suspected theft, 5. harassment of other members, or 6. constant interference in Management Committee matters or 7. failure to make “good use” of their plot within a 12 month period. The Association in Agreement with the Landlords has adopted both the National Society of Allotment & Leisure Gardeners standard “Notice to Quit” and their Social Interaction Policy.

23. Bonfires – We get very few complaints from members of the public complaining about bonfires, however, the following has been agreed with the Landlords to ensure that complaints are kept to a minimum.

There is one hard and fast rule – Bonfires may only be lit after 4.00PM.

The Association is run by volunteers who cannot police the fields 24 hours a day therefore members are kindly asked to adhere to the following guidelines –

·        Respect the neighbours that live right next to the allotment fields (within 20 yards).

·        Try to have your bonfire on a day when there is little or no wind to blow the smoke around.

·        Light you bonfire as far away from any structure as is possible.

·        Non bio degradable materials i.e. plastic must be removed from the allotment field and not burnt.

·        Bio degradable material should where possible be composted.

·        Do not leave the bonfire unattended.

·        Burn dry and diseased material and try to have a quick smoke free blaze.

.        Keep water on hand in case it gets out of control.

24.  Petrol – By ruling of the Landlords and in accordance with Health & Safety Guidelines Petrol, and Paraffin may not be stored on the allotment field.

25. Water – Not bring pumps or hosepipes onto the field to transport water from troughs to their plot. Members that fail to adhere to this rule will face immediate eviction.

26. Health & Safety – Adhere to the NADCAA Health & Safety Policy and Risk Assessment (All Members sent a copy with their Tenancy Agreement).

27. Complaints & Disputes – Adhere to the NADCAA Complaints & Disputes Policy (All Members sent a copy with their Tenancy Agreement).

28. Data Protection – If elected to the Management Committee follow the NADCAA Data Protection Policy, Privacy Policy and Website Policy (All members sent a copy with their Tenancy Agreement).

29.  Livestock  – If introducing livestock to the allotment the member shall: Submit a letter of application and sketched plans to the Association, outlining any proposals for the keeping of bees, hens or rabbits and sign a standard agreement between the member and the Association. Based on the soundness and merits of each individual application, the Association will grant or deny permission provided that no special condition made under this paragraph shall have the effect of prohibiting or restricting the keeping of hens or rabbits, as provided for in Section 12(1) Allotments Act 1950.

  • Not neglect the animals and ensure that they are fed, watered and cared for at all times including absence from the allotment due to holidays etc.
  • Ensure that the animals are kept in a manner which is not prejudicial to their health or well-being.
  • Ensure that the animals are kept healthy and disease free.
  • That should the member resign; any housing specially constructed for the keeping of bees/poultry and rabbits etc. is either removed or passed to another member wishing to keep livestock.
  • Not keep any other animals on the land without the consent of the Association supported by the Newton Abbot Town Council.
  • Ensure that vermin attracted by the keeping of animals i.e. rats, are dealt with in a humane manner. Rats are automatically attracted to areas where poultry are kept and members must keep on top of this problem. There is only one tried and tested method – purchase good Rat Bait from a trusted supplier such as Mole Valley Farmers, put it down under the hen house (which should be raised off the ground slightly) and under your shed if you have one to ensure that the hens and wild birds cannot eat it. Replace the Bait every day until it stops being taken. Any surviving rats will have now become immune to the first brand, so change brands to eliminate them. All allotments are relatively close to housing estates and we cannot allow a problem to develop where members of the public can see rats. Legislation regarding the “Wild Bird Act” may lead to the end of “over the counter” sales of rat bait. In future you may need to contact a licensed Vermin Exterminator, and they will put down traps etc.
  • Sign an Annual Bee or Poultry Keeping Agreement. The Management Committee reserve the right to refuse the renewal of the Agreement if the Member has not kept their Bees or Poultry in lines with Association Rules.

OTHER GENERAL INFORMATION

  • TENANCY RENEWALS – RENEWALS are sent out from October with full payment due by the end of October or by the date shown on the Tenancy Renewal. Payment is acceptable by cheque only. At the 2018 A.G.M. The Treasurer announced that she was going to try to get our bank tom accept Bacs payments for members who would prefer to pay using online banking.  PLEASE BE PROMPT WHEN RETURNING YOUR RENT!  – There is a 20% discount for over sixty fives – don’t forget to claim it!
  • MOVING ADDRESS? – Make sure the Colony Administrator email her on info@nadcaa.org.uk.
  • DATA PROTECTION – Please see the Data Protection Policy for full details.
  • FIELD KEYS – There is a nominal charge for Key Rental – we use this money to maintain padlocks and purchase replacements. Keys remain the property of the Association and must be returned.
  • SECURITY – ALWAYS LOCK THE GATES!! After entering or leaving the field. Security is important. Don’t invite theft or vandalism. Malicious damage can occur and the Police are too often powerless to act. NOTE: THE LOCK AT DECOY IS A LUBRICANT FREE LOCK. DO NOT UNDER ANY CIRCUMSTANCES OIL IT.
  • WATER – Water is an essential for all Allotment Gardeners and we have done our best to provide supplies. Please report leaks or overflowing tanks immediately to the Company Secretary or Field Manager. DO NOT TRY TO FIX LEAKS YOURSELF!!!! Hosepipes and pumps must not be attached to the water supply, with immediate eviction being the penalty for anyone who flouts this rule.
  • COMMUNITY HYGIENE – Do not wash vegetables or spraying equipment in the water tanks – use a bucket instead.

RESIGNATIONS / CHANGE OF DETAILS / SWAPPING PLOTS

It is essential that – should you decide to resign, move house or change your details or need to swap plots that you contact the Colony Administrator for the relevant forms to fill in to keep our database up to date.

email: info@nadcaa.org.uk

Contacts:

For all issues regarding your plot numbers your membership details and rents etc. contact the Colony Administrator.

email: info@nadcaa.org.uk

For all other issues to do with the association, permissions etc please contact the Company Secretary –

Tel: 07804 122826

email:info@nadcaa.org.uk

Or you can write to us at our Registered Office –

NADCAA Ltd, c/o The Town Hall, 9 Devon Square, Newton Abbot, Devon, TQ12 2HN