This is a short guide to the main rules we use to run the Westthorn Allotment Association allotment area. The rules focus on the cultivation of your plot, your behaviour, particularly towards other plotholders and any visitors, and your support for the WAA. Please find some time to read all the rules, at least once. If you wish to read the full list of rules they posted on the wall inside the Member’s Hut.
Plot Inspection Procedure
The Westthorn Allotment Association committee organises a series of plot inspections every year to ensure plot holders comply with WAA rules. The inspection dates are published on the WAA noticeboards but are usually the first Sunday of each month from April to October. There are always three committee members involved in the inspection. The details of the inspections will not be discussed with anyone outside this group. As stated in the WAA Rules there are five areas that
are focused on during the walkaround:
- Tidiness of hedge
- Volume of weeds in plot
- Insufficient crops or ground in crop for the time of year
- Safety of structures adjoining other plots or abutting the path
- General tidiness of main door area and outside area adjoining path
There are two possible outcomes of an inspection. If your plot passes all five criteria you will not receive any correspondence from the committee. If your plot fails any of the criteria you will firstly receive an Improvement Letter by post or email. This letter will give you details of what criteria your plot needs to improve on. There is a period of 14 days during which you are expected to respond to the comments in the letter by carrying out the improvements to your plot.
A second letter, the Final Warning Letter will be sent following the next inspection (14 days after the improvement letter is sent) should it be noted that insufficient progress is being made to respond to the Improvement Letter. Again there is a 14 day period from the letter’s date, for you to respond to the comments in the letter. A third letter, The Termination Letter, will be sent to you following the 14-day period, which may lead to you being told to leave your plot.
The Right of Appeal for Expulsion/termination of the Right to have a Plot
On receipt of the expulsion/termination letter there is a right of appeal to the Committee. This must be within 14 days of the receipt of the letter. If there is enough evidence the Committee will make a decision within 14 days on this evidence and the plotholder(s) will be informed by recorded letter. If more evidence is required, the plotholder(s) will be asked to meet a Quorum of Committee members for further investigation. Please see appendix 1 for the behaviour of all parties at this meeting. If the appeal is not upheld the plotholder has a right to appeal to the allotment Officer Land and Environmental Services of Glasgow City Council within 7 days of rejection of the appeal and will receive a decision within 14 days where possible of the receipt of the appeal. The intention to appeal must be communicated to the Committee.
Sowing & Growing
You pay an annual fee to the local council to rent your plot for a year. You are expected to cultivate at least 75% of your plot with vegetables, and/or fruit, and/or flowers. You are also expected to keep your plot neat and tidy and to cut your hedges and keep your boundary hedge/fence in good and safe condition. Regular plot inspections are carried out by members of the WAA committee and letters are sent to plotholders who fail the inspections. All plotholders who are cultivating a plot for the first time, including “swappers”, have a “trial” period of three months to show that he/she is serious about working a plot. Please be aware that cultivating a plot is a serious commitment and you should be able to visit your plot several times a week. Cultivating your plot can involve hard work from time to time, beware that Westthorn is lying on clay! Both failing the three month trial period inspections, or the regular monthly plot inspections several times, may lead to your eviction from your plot.
Want to swap plots? After being on an allotment plot for two years you can let the secretary know, by letter, that you wish to move to another plot. The WAA committee will explain the process involved.
If you are having difficulty working your plot, cutting hedges etc, or if you are going to be absent for a few weeks, then contact the WAA secretary on 07908 809523
Being a good neighbour
There are more than 60 plotholders at Westthorn. Plotholders are expected to treat each other with respect and good manners. Complaints of bad behaviour, including abusive language and/or threatening actions, can be made in writing to the committee and this may lead to a inquiry, which in turn may lead to an eviction.
Supporting the WAA.
Plotholders are expected to support the WAA. This can happen in various ways:-
- Become a committee member and help to run the association – meetings are held at 10.00 a.m on the first Sunday of the month from March to December, with an AGM usually in November. The committee plays an important role in keeping the WAA “active”. Without a committee to ” govern” the allotment, the Council may decide to close it.
- Attend plotholders meetings. These are held usually monthly and on the first Sunday, from April to December, in the Members Hut.
- Volunteer to do ground maintenance work for 3hrs a year( no, not all at once!)
- Read the newsletter for information. They are posted onto the 6 noticeboards at Westthorn.
Westthorn Allotments Constitution 23/11/2014
The Association shall be known as Westthorn Allotments Association (hereinafter “the Association”).
The objects of the Association shall be:
a. to manage and supervise the Association for the benefit of the Members of the Association, in accordance with Glasgow City Council Rules and Regulations and in accordance with the Association’s General Rules and Conditions of Let.
b. To provide, as agreed by the Membership, support for the plot holders and opportunities for the public to learn about allotments and their cultivation.
c. To practice good governance and follow inclusive and non discriminatory principles. In pursuit of these objects, the Association shall be non-political, non-sectarian and non-racial.
- Allotment Fees and Association Membershlp Fees
a. Membership shall be confined to persons whose fees are fully paid by the due date, and who undertake to cultivate their Allotment in accordance with the City Council’s Rules and Regulations.
b. The Association levy an association fee of £2.00 to be paid on the lssuing of the annual missive. This fee is for the upkeep of common areas and any common purpose decided by the Committee.
c. The due date for the payment of fees ls directed by Glasgow City Council and is paid directly to them.
d. The Annual Association Membership rental for plots shall be determined by Glasgow Clty Council.
e. Where a plot has been consecutively worked with an association plotholder (for example a family member, friend etc.) for a period of not less than 5 years, as and upon the death of the plotholder the association will, at their discretion, offer the plot to the person recognised by the association as having worked for these five years.
f. AII names added to the Association’s Waiting List will be added in a consecutive manner by the Secretary. When a plot is issued it will be to the first person in the list. After two refusals of plots the person will be placed back down on the bottom of the list. If there are two occasions for two refusals the plotholder will be removed from the list and not be able to rejoin.
If there is more than one plot available at one time the first person will have the choice of which plot to best suit their needs.
g. Missives will be issued by the Council to the Association Secretary by 1st December. These will be issued to plotholders by 14th December and must be signed by the 31st of December. Any missive not signed and returned to the Association Secretary by 31st January will be deemed as a vacant plot for re let.
- Management Committee
a. Association Members shall elect a Commlttee of: – Chairperson, Vice-Chairperson, Secretary,
Treasurer and up to eight other members.
b. Normal terms of office for Office Bearers and Committee members is two years and all may stand for re-election.
c. The Committee shall have the powers to manage the affairs of the Association between Annual General Meetings (AGM’s). The Committee shall carry out any instructions given to them by a majority of Members at an AGM.
- Additional members and sub-committees
The Committee shall have the power to co-opt additional members, as determined by the Committee. Co-op tees shall have no voting rights on the Committee. The Committee shall have the power to appoint such sub-committees as it may from time to time decide, and shall determine their powers and terms of reference.
a. The Committee shall meet monthly at the discretion of the committee chaired by the Chairperson, or other Committee member as agreed by those present In the absence of the chair.
b. The Annual General Meeting shall be held in November of each year. An Extraordinary General Meeting may be summoned on the request, in writing, of 11 members.
c. Notice, in writing, shall be given of motions or business to be brought forward at an AGM, at least 4 weeks prior to the AGN.
d. At the discretion of the Committee, relevant business may be discussed at the AGN if given in writing up to 7 days prior to the AGM. If in dispute this should go to a show of hands with the majority carrying. In a tied vote the Chair has the casting vote.
e. To ensure that business is fully completed, any guest speaker invited to address any meeting will do so after the business of any meeting has been completed.
- Rules and procedures at meetings confidentiality
N.B. All business discussed at committee meetings will be in the strictest confidence and must not be discussed by committee members outside the meeting. Not with other plot-holders.
a. Chair: ALl meetings will be chaired by the Chairperson or Vice Chairperson
b. Voting: All votes will be decided by a simple majority of the members present. In the event of a tied vote the Chairperson has a casting vote.
c. Quorum: The quorum for Committee Meetings is 5 members, for other meetings is 11 members.
d. Disputes: In the event of a dispute over conduct of a meeting, the Chairperson decision shall be final.
e. Resolutions: Any member may propose a resolution for discussion at a General Meeting and this must be in writing (with the proposer and plot number) 7 days in advance of the General Meeting. Resolutions proposing alterations to the Constitution may only be put to an Annual General for the approval of members.
a. All monies raised by the Committee shall be applied to further the objects of the Association and for no other purpose.
b. No member of the Committee shall normally be paid fees or receive any renumeration other than out-of-pocket expenses.
c. The treasurer shall keep proper accounts of the finanaces of the Association and shall pay all monies as soon as is feasibly possible into a bank account in the name of the Association with the exception of a ‘working capital’ of £20.00. The funds of the Association shall be held in a bank account operated by two office bearers.
d. The accounts shall be passed to an independent examiner two months before the AGM, so that they can be circulated to the Members with the AGM papers.
If the Committee, by a majority, decide at any time that it is necessary or advisable to dissolve The Association, it shall call a meeting of all members of The Association. Notice shall not be less than four weeks, and shall state the terms of the resolution to be proposed. The Association has been in existence since the 1930’s as community allotments which are run by Glasgow city council, therefore in the event of The Association being dissolved all buildings, pathways, land and assets will revert back to the custodians i.e. Glasgow city council. Assets of the Association alone (cash in accounts and working capital, tools, tables and sundries) will be given to charity.
Proposals to alter this Constitution can only be made as Resolutions ay am AGM of the Association. Alterations will be made as a result of resoltions passed by a simple majority of members present.
Adopted as the constitution of Westthorn Allotments Association at an Annual General Meeting duly convened at Westthorn Allotments on the day of 23rd November 2014.
Westthorn allotments Association Rules and Regulations 23/11/14
1. Within the allotment site the plotholder will behave in a respectful and proper manner, and will do nothing which is, or might become, a nuisance or annoyance or cause a disturbance to any other plotholder, neighbours to the site or Glasgow City Council.
2. Abusive or violent or intimidating behaviour towards any Association member or members of the Committee or visitors to the site will result in immediate expulsion, see right of appeal
The right of Appeal for Expulsion/termination of the Right to have a Plot
– On receipt of the explusion/termination letter there is a right of appeal to the Committee. This must be within 14 days of the receipt of the letter.
– If there is enough evidence the Committee will make a decision within 14 days on this evidence and the plotholder(s) will be informed by recorded letter
– If more evidence is required the plotholder(s) will be asked to meet a Quorum of Committee members for further investigation. Please see appendix 1 for the behaviour of all parties at this meeting.
– If the appeal is not upheld the plotholder has a right to appeal to the allotment Officer Land of Environmental Services of Glasgow City Council within 7 days of rejection of the appeal and will receive a decision within 14 days where possible of the receipt of the appeal. The intention to appeal must be communicated to the Committee.
– Any plotholder expelled for violent or abusive behaviour is lifetime banned from Westthorn Allotment Site as a plotholder or visitor.
3. Any complaints to the Committee must be in writing dated, with the plot number and signed. No direct contact with any Committee member for complaints is allowed at any time except at specific meeting(s) called to address the complaint. Continued direct contact with any Committee member (about the complaint or decision) may be deemed as harassment and a final warning letter will lead to further action.
4. Disputes/complaints between plotholders will be dealt with by the Committee and the decision of the Committee will be binding for all parties involved in the dispute/complaint.
– If a plotholder(s) is the subject of the complaint they will be invited to give their side of the dispute in writing to the Committee within 7 days. Refusal to engage in the process will automatically mean the complain will be upheld against the plotholder.
– If there is enough evidence the Committee will make a decision within 14 days of receipt of this letter and the plotholder(s) will be infomred by recorded delivery.
– If more evidence is required the plotholder(s) will be asked to meet a Quorum of Committee members for further investigation. Please see appendix 1 for the behaviour of all parties at this meeting.
– The decision of the Committee is final. If a plotholder is expelled from Westthorn they have a right to appeal as detailed above under ‘The Right of Appeal’ above.
5. Dogs must be kept on a lead at all times outside the plotholders plot i.e. with the allotment site. This does not apply to the plot if the plot has been made escape proof. Any dog fouling must be bagged and removed off site on the same day.
6. Cats are honorary members of the Association due to the work they do in controlling vermin and should be treated with the same respect as fellow plotholders and any cruelty towards cats will mean automatic expulsion of the plotholder. If the cruelty is be a visitor the plotholder will be held responsible. Please note the cats have no right to vote themselves or by proxy.
7. Westthorn has a locked gate and every plotholder shall be provided with one key to unlock the gate this is subject to a deposit of £5. This will be refunded at the end of the plotholder’s tenure if the key is returned, Keys are not transferable.
8. The plitholder may allow other people to enter the plot as ‘visitors’ provided the visitors remain under the supervision of the plotholder at all times. The plotholder will be responsible in all aspects of for the behaviour of any visitor to Westthorn. Adult of child.
9. Plotholders who bring children in to the plot are responsible at all times for their safety and behaviour. The allotment site is not a place for children to play and not a children’s playground and thoughts should be given by the responsible adult for all health and safety issues.
10. Fires must be contained within the plotholders plot. Fires are allowed for the burning of materials from the allotment only I.e. diseased plants and dried out or excessively woody material which will bum with minimal smoke or hazardous residue. Fires must be att ended at all times and not cause a nuisance to neighboursof the allotment site or other plotholders. At no time is the burning of plastics, laminate nooring, treated wood, metals, tars products e.g. roofing felt or any other product which will give off toxic fumes or leave a toxic or harmful residue. These materials must be taken from the plot and properly disposed of. A fire should ideally be burned in a suitable container and be well away from huts, greenhouses or other structures or hedges which may catch fire. Fires should be extinguished when the ploth older leaves the plot.
11. Only wood and paper products can be burnt in hut fires (for warmth) and the same exclusions to burn ing apply as to the notes In point 10.
12. No livestock or bees can be brought on to site without first applying to the Committee in writing for approval. Please also refer to the Glasgow City Council rules on livestock and bees. Paramount importance will be given to the health of any livestock and bees and the plotholder will have to prove they have the appropriate skills to manage the livestock bees etc. The Committee decision on livestock and bees is final and binding. If the livestock or bees are not appropriately managed at any time the Committee may ask the plotholder to remove them from the site and will inform the relevant authorities if cruelty or neglect is involved.
13. All plots must be numbered.
14. No person shall be a tenant of more than one plot at any one time. There is no right of succession from family member to family member. All plots must be given up as appropriate and be issued to the next person on the waiting list.
15. Plot inspections (walk rounds)
- The committee will appoint 3 members to be part of walk round inspections. Walk rounds will usually happen the week before (and if separately done within a 3 days period) the Committ ee meeting (which is the first Sunday in the month) to allow for administration or any letters or discussion needed at this meeting.
- The plot inspectors are able to inspect plots at any time. The plots should be kept In a tidy condition reasonably free from weeds and properly cultivated. Hedges and the exterior area on the path should be neat and tidy. The plot can only be used for horticultural purposes. 75% of the available area to cultivate should be under cultivation at any time. Cultivation would be vegetables, fruit, fruit trees, flowers.
- Where a walk round identifies a plot in an unacceptable condition (according to the Westt hom plot inspection criteria) and Improvement Letter will be issued to the Plotholder. This letter will set out the reason the plot fails to meet the standard that is acceptable. There are 14 days to improve the plot from the receipt of this letter in the summer period and 21 days in the winter period.
Summer is 15th March to 14th October
Winter is 15th October to 14th March
- If there are special circumstances relating to a plotholder whose plot is in an unacceptable condition due to illness, disability etc. the plotholder should make the Committee aware of these circumstances by letter. Each case will be dealt with confidentially and on a case by case basis. If the plot is kept in good order for a year and there is no immediate prospect of the plotholder being able to return to work the plot, the plot holder will be requested to give up the plot at the beginning of the growing year if they are indeed not able to return.
- If at the end of the relevant period there is no marked improvement in the condition of the plot, (unless special circumstances have been highlighted) a Final Warning letter will be issued. Again there are 14 days in the Summer and 21 days in the Winter to make a marked improvement.
- If at the end of the period there is no marked improvement a termination letter will be issued. The Association will provide one months notice.
- For new plot holders the Association will not (unless under exceptional circumstances) terminate the entitlement to a plot within the first 3 months of the provision of a plot to the plotholder, unless the plotholder is under a probationary let. After three months the plot must be in an acceptable state in the Summer and five months in the Winter.
- The plotholder can appeal and the Committee will consider an appeal based on information provided and will issue a decision to the plotholder within 14 days of the receipt of the appeal see ‘The Right to Appeal ‘ above. If this is not upheld the plotholder has the right of appeal to the Allotment Officer of Glasgow City Council. The Council will consider any appeal based on the information provided by the plotholder and the Association and let the plotholder and the Committee know within 14 days of the receipt of the appeal. The decision will be final.
- If a plotholder receives 2 Improvement Letters in a rolling 12 month period relating to 2 separate inspections and a further inspection reveals that a third Improvement Letter is warranted then the third improvement letter will be issued as a Termination letter. The Right to appeal is as itemised above.
- If a plotholder receives 3 Improvement Letters relating to relating to 3 separate inspections within a rolling 24 month period and a fourth Improvement Letter is warranted then this will be issued as a Termination Letter. The Right to Appeal is itemised above.
16. REQUEST FOR A PLOT AFTER A PREVIOUS TERMINATION –
If a plotholder has a tenure terminated due to failure to keep the plot in acceptable condition (in any plot in Glasgow) then applies for a Westthom plot they must provide the Committee with the circumstances of this termination and the reasons this will not occur in the future, if the person is then placed on the waiting list and subsequently gets a plot there wlll be a probationary period of three years.
If at any time In the three years the plot Is not kept up to an acceptable standard a termination letter wlll be Issued (no letters for improvement or Final warning will be Issued). The standard appeal process as detailed above will stand. If the plotholder Is subsequently evicted for a second time the plotholder will be subject to a lifetime ban from Westthorn Allotment Site. There is no right of appeal.
17. No motor vehicle or machine is allowed past the car park (i.e. on to the allotment paths due to possible damage and accident concerns) without the permission of the Committee and Glasgow City Council Allotment officer. This must be in writing specifying the reason this Is needed. The decision of the Committee (and Council) will be final. Glasgow City Council are exempt from this provision.
18. Glasgow City Council will terminate the lease of any plotholder found to be carrying out illegal activities or anti social behaviour on the allotment area.
19. Any plotholder found to have stolen anything from a plot will be expelled with the usual Rights to Appeal to the Committee and then Glasgow City Council.
20. Household rubbish, cooked food waste, plastics, and items already listed in point 10 above must be taken home.
21. Skips are periodically provided for the removal of non compostable materials which can be re cycled. No compostable or burnable (as listed in point 10) materials must be put in the skip.
ADOPTED AS THE RULES OF WESTTHORN ALLOTMENTS ASSOCIATION AT AN ANNUAL GENERAL MEETING DULY CONVENED AT WESTTHORN ALLOTMENTS ON THE DAY OF 23 rd November 2014
Behaviour of all Committee members and plotholders appealing an explusion from the allotment site
The plotholder(s) will be invited in writing to the appeal within 14 days of the receipt of the appeal. Not agreeing to attend an appeal will mean the expulsion will stand.
Failure to attend after agreeing to attend means the appeal will be not be heard and the expulsion will stand. The Committee members will be Quorum as a minimum.
An elected Committee member of the Committee will chair the appeal (a chairperson but not necessarily the Chairperson of the Committee) and notes to be taken by all members of points and any questions to be asked.
The plotholder(s) will be asked for the background and reason they are appealing and allowed to speak for a specified time (specified at the meeting depending on the complexity of the situation).
If there are two parties appealing who has been expelled due to abusive, violent or intimidating behaviour between them then they are not allowed to speak to one another directly.
The parties may be requested to give their case with the other party waiting outside the room for their tum. Or, both parties may be requested to attend the appeal at the same time (i.e in the room at the same time) and if so they must both direct their comments to the Chairperson. At no time are they allowed to interrupt the other party appearing at the appeal. Each party will be given a fair and equal hearing.
If at any time there is (in the opinion of the Committee) any behaviour already covered in point 1 of the rules then the appeal will be disbanded for that plotholder(s) and the appeal(s) rejected.. The plotholder must immediately leave the allotment site and must return the key. This may mean one plotholder will remain in the appeal
At the end of the evidence gathering the Chairperson may ask for points of clarification and individually ask each Committee member to pose their question to the plotholder(s).
The plotholder(s) will then be asked to leave the meetings room while the Committee deliberates.
The Committee decision is final and the plotholder(s) may further make an appeal to Council as detailed above in point 2 of rules and regulations.
Additions to Westlhom rules and constitution AGM November 2015 – all approved 1st November 2015, adopted as Rules by Members of the Association by majority vote.
‘Westthom Best practice Guidelines for Swapping Your Plot’ Is adopted into the rules
New plot holders must apply in writing to the Secretary of the Association to dismantle any hut, green house/growing hut within their plot even if the intention is to rebuild. The requirement for permission is in place for the whole of the ‘trial’ period of 3 calendar months in the summer and 5 months in the winter.
Permission must be obtained in writing after agreement of a minimum of 3 members of the committee who will meet the plot holder to review the request
Failure to obtain these permissions could mean the plot holders right to a plot is tenninated immediately with no right of appeal
Hedges in Westthom are unique and are a part of the heritage of our Association. No plot holder (or guest) will remove, ‘grub up’, cut down any hedge or poison any hedge with the purpose of killing or removing the hedge. Any accidental destruction of a hedge will mean the plot holder must replace the hedge (as close to the original as possible) or could be asked to terminate their plot.
If a new plot holder does not work on their plot to get it up to standard • in the allotted trial period then an immediate notice to terminate will be issued with no right of appeal. 7 days will be allowed for removal of personal items.
All formal communication with the committee (e.g. complaints, requests, and enquiries) should be in writing and posted in the message box on the Members Hut Door.
Keys are issued in the plot holders name and are not transferrable to other persons
- The acceptable standard is one that would pass a walkround inspection.
Swapping of plots Nov 2015
- Only the names on the list will be considered and only the Association Secretary can issue the new ‘swap’ plot or his/her appointed person
- Request Form is filled out and placed on file and the person’s name is placed on the ‘Swap List’.
- Once a plot becomes vacant (that would suit the requirements specified by the plot holder requesting the swap) they will
be contacted and if a message is left there will be 4 days to respond or another person from the list will be contacted
Best Practice Guidelines for the Administrationof Swapping Plots
- An Association Member can declare an interest in swapping their plot for a plot that becomes vacant in Westthom, by filling in the ‘Request Form for name to be added to the swap listfor Westthom Allotment Association’.
- The Swap List will be administered by the Association secretary (or an appointed person appointed by the secretary) in the same transparent basis (as the Waiting List) where as the person at the top of the list will get first choice of a vacant plot if it would suit their declared requirements otherwise the next person on the list will be contacted if it would not meet the
requirements of the person above them on the list, and so on..
- When a plot becomes vacant the number of the plot will also go up on the notice board for one week to allow any Association Member an opportunity to swap if they would like to swap their current plot but have not registered this desire.
- The allocation is to the first Association Member to say they will take it. See now ‘Best Practice Guidelines for Swapping Your Plot’.
Best Pradlce Guidelines for Swapping Your Plot
Swapping a plot is service administered by the Westthom Committee and we would hope that all Association Members would leave their old plot as they would wish to find it if they were a plot holder moving in.
- You can apply to swap plots by filling in the request form or by contacting the Association Secretary in response on seeing the details of a vacant plot on the notice board.
- Your current plot must be in a clean, tidy state and as free from weeds so that it would pass a plot inspection. It will be checked by two committee members before you are allowed to swap. There is no extra time allocated to sort your plot it must be in a fit state at the time of a vacant plot coming up.
- You will have two weeks to move plots and then the original plot must be given up
- You must leave the original plot in a clean and tidy state, if you do not you will be asked to return to your original plot and the swap will not take place.
- You cannot remove any huts, pennanent structures or doors from the original plot, you may remove a greenhouse that is In a kit form and so can be dismantled easily. You can remove any removable wire fences used for climbing plants or borders and edging for beds. If you are unsure please ask the committee members who come to check your plot
- You can remove any perennials and any crop which is ready to eat etc. Any seedlings in pots or potted plants, plant pots and planters. You can remove any fruit bush or tree if practical to remove.
- You must remove rubbish from the original plot which is not able to be burnt and burn any rubbish which can be burnt (see Westthom rules regarding burning matenals etc.) You can leave any item which could be judged as beinguseful to the new plot holder e.g. wood to burn, netting, fencing for climbing plants, plant pots.
Additions to Westthom Rules added and Approved by Majority of Association Members at the AGM Sunday 6th 2016
- Assoclatlon fees be Increased to £5.00 per year with the next missive Issue
- All Association members will give 3 hrs of their time to the greater good of the Association.
- All Association members who contact the Association by letter (placed in the mailbox in the members hut) will also ensure they leave a message on the Association phone and/or contact a committee member to inform the committee that a letter/message has been left.
- All Association member will Inform the committee of a change Inaddress within a 2-week period of the address changing to ensure any letters sent to the member go to the correct address. The committee and Association cannot be held responsible for any letters not received (e.g. letters regarding a plot after a walkround) and the letter(s) will then stand even if it/they has gone to anold address if the member has not infonned the committee of a move.
- All members will attend a minimum of 3 member’s meetings in any year, 1 of which is the AGM IS counted. If there are less than 3 meetings in any year, then all will be attended.