Quinta Viewpoint Allotments – Site Rules

Constitution & Members Rules of Quinta Viewpoint Allotments. (QVA)

Rules Adopted 29th of March 2023 at the 1st General Meeting.
Waiting to be a Registered society under the Co-operative and Community Benefit Societies Act 2014
(company number xxxxxxx). Registered in England.
Registered office: 26 Corfe Crescent. Torquay. TQ2 7QX.

Download Rules Booklet Here, or Read online

Part 1 of 2 (See also Member’s Rules)

Name. 10. Management Structure and Organisation.
Registration. 11. Meetings.
Registered Office. 12. Membership Subscriptions.
Use of Name. 13. Financial Affairs.
Objects. 14. Copies of Rules.
Membership. 15. Amendment and Application of.
Membership Agreement. 16. Indemnity.
Shares Rules. 17. Dissolution.
Voting Rights.
CONSTITUTION AND RULES – NAME, OBJECTS AND POWERS.
SPONSORSHIP RULES.
NAME.
1.1 The name of the organization shall be QUINTA VIEWPOINT ALLOTMENTS Limited.
Hereafter referred to as the Society.
REGISTRATION.
2.1 The Society shall be registered under the Co-operative and Community Benefit Societies Act
1. REGISTERED OFFICE.
  3.1 The Registered Office of the Society shall be at 26 Corfe Crescent, Torquay, TQ2 7QX.
  In the event of any change in the situation of the Registered Office, notice shall be sent to the
  Registrar.
USE OF NAME.
4.1 The registered name of the Society shall be mentioned in legible characters in all business
letters of the Society and in all bills of exchange, promissory notes, endorsements, cheques
and orders for money or goods purporting to be signed by or on behalf of the Society and in
all bills, invoices, receipts and letters of credit of the Society.
Any documentation or publication produced or statements made under the heading of the
Society must be approved by its Management Committee or under powers delegated by it.
OBJECTS / POWERS OF THE SOCIETY.
5.1 The objects of the Society are to:
5.1.1 Manage the QUINTA VIEWPOINT allotment site.
5.1.2 Promote allotment gardening as a community resource; encouraging participation and
membership.
5.1.3 By various means further the interests of members with regard to the proper
cultivation, good management and safe enjoyment of the allotments.
5.2 The Powers of the Society are to:
5.2.1 Take measures to protect Members and the site against damage, trespass and theft.
5.2.2 Maintain the site and the facilities and if necessary erect, pull down, repair, alter or
otherwise deal with any buildings thereon.
MEMBERSHIP.
6.1 Membership shall be open to the following persons and bodies who support the objects of
the Society.
6.1.1 Plot Holding Members who have paid the appropriate annual subscription for their plot.
6.1.2 Associate Members, who by mutual agreement, share the use of a plot with a Plot
Holding Member and who have paid the Associate Member subscription. A maximum
of two associate members are allowed per plot. Associate Member status does not
confer an automatic right to take over the plot when the Plot Holding Member
resigns.
6.2 Allocation of Membership.
6.2.1 Membership shall be open to such persons as may be admitted by the Management
Committee from time to time.
6.2.2 The Management Committee shall have the right to, for good and sufficient reason,
reject an application for membership.
6.3 Extraordinarily, any member or associate member may be asked to relinquish their
membership of the Association by resolution of a majority of members present at a General
Meeting. In this event the member to whom the expulsion applied would have previously
been given at least one verbal request by a spokesperson of the committee of management
and at least one letter from the committee of management setting out the issue at hand and its
referral to a General Meeting if not satisfactorily resolved within a reasonable and set time
period.
6.4 A Member shall cease to be a member in the following eventualities:
6.4.1 The death of the Member.
6.4.2 The expulsion of the Member under Rule 6.3.
6.4.3 The withdrawal of the Member from the Society by sending notice in writing to the
Society Secretary at the Registered Office of the Society.
6.4.4 The non-payment of subscription for a period of 40 days after it becomes due,
terminates membership.
6.5 A member may withdraw from the Society by sending notice in writing to the Secretary at
the Registered Office of the Society. Upon withdrawal, all sums paid by the Member on
account of shares shall be forfeited and the Member’s share shall be extinguished.
6.6 Proceedings on Death or Bankruptcy – Upon a claim being made:
6.6.1 The personal representative of the deceased Member; or
6.6.2 The trustee in bankruptcy of a Member who is bankrupt: or
6.6.3 The Office Holder to any property in the Society belonging to such a member The
Society shall transfer or pay property to which the office Holder has become entitled as
the Office Holder may direct them.
6.6.4 A Member may, in accordance with the Act, nominate any individual or Individuals to
whom his/her property in the society at the time of his/her death shall be transferred,
but such nomination shall only be valid to the extent of the amount for the time being
allowed in the Act. On receiving a satisfactory proof of death of a Member who has
made a nomination the Society shall, in accordance with the Act, either transfer or pay
the full value of the property comprised in the nomination to the individual or
individuals entitled thereunder.
MEMBERSHIP AGREEMENT All members shall agree in writing, to;
7.1 Accept the rules of the Society and to abide by the terms and conditions therein.
7.2 Adopt plot and site management practices as set by the Committee of Management and
agreed by a majority of Members at a General Meeting.
SHARES.
8.1 Every member admitted under Rules 6.1.1 and 6.1.2 shall hold one non withdrawable share,
which is not transferable. The share shall have the nominal value of £1 payable in full by a
member on joining the Society.
8.2 Couples who are joint plot holding members or joint associate members shall hold one share
each.
8.3 One share shall be the maximum shareholding of any member.
VOTING RIGHTS.
9.1 Each member i.e. all plot holding members and associate members, shall be entitled to one
vote at Society meetings.
9.2 Couples who are joint members or joint associate members shall be entitled to one vote each.
MANAGEMENT STRUCTURE AND ORGANISATION.
10.1 The Governance of the Society shall be vested in the Annual General Meeting whilst
day to day management of the affairs and property of the Society is delegated to the
Management Committee. Hereafter referred to as the Committee.
10.2 At the Annual General Meeting members shall elect a Chairman, Secretary and Treasurer
for the Society and in addition, other members will be elected at the AGM, to fulfil other
Committee roles such as are considered appropriate at that time. The Management
Committee shall comprise of not fewer than five members and not more than nine.
10.3 Prior to each AGM all members shall be given the opportunity to stand as a candidate for a
committee role. In the event of there being more than one candidate for a particular role the
outcome shall be determined by a ballot of the members present at the AGM. Committee
members shall be eligible to stand for re-election each year.
10.4 The Committee shall be able to co-opt any additional members to fill vacancies or
additional roles, during the year.
10.5 Tenure of any post as a Committee Member shall be voluntary, unpaid and open only to
Members of the Society. Arrangements will be put in place by the Committee for the
reimbursement of appropriate and legitimate out of pocket expenses.
10.6 The Chair, Secretary, Treasurer and other elected members of the Committee shall keep
accurate records of their dealings on behalf of the Society, which shall be available for
inspection by Members.
10.7 A quorum for the Committee shall consist of 5 committee members including two of Chair,
Secretary or Treasurer.
MEETINGS.
11.1 The Society shall in each year hold an Annual General Meeting at such time and place, as
the Committee shall determine. Not more than 15 months shall elapse between the date of
one Annual General Meeting and that of the next.
11.2 The Committee may also convene further General Meetings as deemed necessary.
11.3 Members will be given at least 14 days notice of the Annual General Meeting and other
General Meetings.
11.4 Special General Meetings may be called by either a quorum of the Committee, or by
written request from a member which states the reason for the meeting and is signed by at
least 25% of the membership. Such a request to be delivered to the Secretary. The business
of the Special General Meeting will be restricted to items on the original request with no
amendments being accepted. Details will be notified to members, along with notice of the
meeting, at least 14 days prior to the meeting date.
11.5 No business shall be transacted at any General Meeting unless a quorum is present. The
quorum at any General Meeting shall be 20% of the shareholding members including two
of Chair, Secretary and Treasurer being present.
MEMBERSHIP SUBSCRIPTIONS
12.1 At the General Meeting / Annual General Meeting held nearest to and prior to December
31st in each year the Committee shall seek approval for any changes to the Membership
Subscriptions due in the following January.
12.2 Membership subscriptions for the calendar year are due to be paid no later than 31st
January. Failure to pay on time can lead to termination of membership under Rule 6.4.4.
FINANCIAL AFFAIRS
13.1 The Society is a non-profit making organisation and all surplus funds arising from the
business of the Society shall be used for the furtherance of the objects of the Society.
13.1.1 The Society shall have the power to borrow money from its Members and others
to further its objectives, providing the amount outstanding at any one time does not
exceed £30,000.
13.1.2 The Society shall have the power to mortgage or charge any of its
property including assets and undertakings of the Society, present and future and
issue loan stock, debentures and other securities for money borrowed or for the
performance of any contracts of the Society or its customers or persons having
dealings with the Society.
13.1.3 The rate of interest on money borrowed, except on money borrowed by way of bank
loan or overdraft or from a finance house or on mortgage from a building society
or local authority, shall not exceed 5% per annum or 2% above the Bank of England
base rate at the commencement of the loan, whichever is the greater.
13.1.4 The Society may receive from any person donations or loans free of interest In order
to further its objectives but shall not receive money on deposit.
13.2 The shares held by members shall not carry any interest and shall not confer any right to
dividend.
13.3 The Secretary shall register every issue or cancellation of shares by making an appropriate
entry in the register of members relating thereto.
13.4 Upon withdrawal from membership all sums paid by the Member on account of shares shall
be forfeited and the Member’s share shall be extinguished.
13.5 The Committee may open Bank or Building Society Accounts in the name of the
Society in which shall be lodged all monies received on behalf of the Society. These
accounts shall be used to administer and record funds received and disbursed on behalf of
the Society. Any funds available for term investment may be invested to earn interest with
a Bank or Building Society on the recommendation of the Committee and on approval by a
majority of members at a General Meeting.
13.6 At the conclusion of each financial year the Treasurer shall complete accounts and a
balance sheet for presentation and approval at the Annual General Meeting. After approval
the revenue accounts and balance sheet must be signed by the secretary and two committee
members of the society acting on behalf of the society’s committee.
13.7 Within the time allowed by legislation the Secretary will send to the Financial Conduct
Authority an Annual Return of the Society’s affairs (in the form prescribed by them)
accompanied by the signed copy of the accounts and balance sheet, referred to in rule 13.6
13.8 Auditing of Society accounts and balance sheet:
13.8.1 The members shall vote annually, at each annual general meeting, as allowed by
Section 84 of the Co-operative and Community Benefit Societies Act 2014. At the
Annual General Meeting to have, when necessary in law or where the membership
requires:

An audit carried out by a qualified auditor.
An audit carried out by two or more lay auditors.
A report by a qualified auditor.
Or unaudited accounts, where the conditions for such exist.
13.8.2 If a full audit or a report is required, a person who is a qualified auditor under section
91 of the Co-operative Community Benefit Societies Act 2014 shall be appointed.
The qualified OR lay auditors, if so appointed, shall not be officers or servants OF
THE Society and nor shall they be partners of, or in the employment of, or employ, an
officer or servant of the Society. Lay auditors shall be chosen by the Committee of
Management from the general membership and / or others.
13.8.3 If the membership votes for unaudited accounts, the society’s income Expenditure
ledger shall be scrutinised by the secretary and the Committee members only and
signed, as a true record, by the Secretary and two Committee members or any other
number as may be required by legislation. An income / expenditure report will be
prepared to present to the Society’s members at each Annual General Meeting.

COPIES OF RULES.
14.1 It shall be the duty of the Committee to supply free of charge to all members a copy of
current rules which may be delivered by email or by delivery of a hard copy. Where a
member has already been provided with a copy there may be a charge of up to £5 for a
second copy (under s18 of the 2014 Act).
AMENDMENT AND APPLICATION OF RULES.
15.1 Changes to the rules of the Society (i.e. new rules made, rules amended or rescinded) may
only be made at a General Meeting and when a majority of voting members who are
present at the meeting approve the change.
15.2 No new rule or amendment of rule is valid until registered with the Financial
Conduct Authority in accordance with the 2014 Act.
15.3 The Society shall be run in accordance with its registered rules.
INDEMNITY.
16.1 Every member of the Committee shall be indemnified by the Society against all
losses and liabilities incurred by him in relation to the execution of his Office providing
that nothing in this clause shall entitle him to any indemnity against liability arising through
negligence or fraud or similar actions on his part.
DISSOLUTION
17.1 The Society may at any time be dissolved by the consent of three-fourths of the members
testified by their signatures to an instrument of dissolution in the form prescribed in the
2014 Act.
17.2 If on winding up or dissolution of the Association any of its assets remain to be disposed of
after its liabilities are satisfied, none of these assets shall be distributed among the Members
but should be passed to a similar organisation.
Quinta Viewpoint
Allotments.

Official Website.
https://quintaviewpointallotments.co.uk/
Replacement copy £5.00 each or free online.

Membership:
Every Member is on equal terms with all other members.
a) All Members are expected to assist the site representatives and Committee as much as
possible for the benefit of all Members. on work parties in any one year.
b) All Members are expected to exercise their rights by attending the Annual General Meeting
(AGM) and to share in the Administration of the Association if required.
c) Members must give notice of any change of contact details such as phone number or address
to the Secretary or site representatives within fourteen (14) days of any changes.
d) Members are responsible for their guests at all times. Guests must always be accompanied by
a Member unless advance notice has been given to a Committee Member.
e) Members are expected to keep their respective plots cultivated at all times to the satisfaction
of the Committee and to keep their portion of footpath and cart path clear of weeds and
rubbish. Footpaths to be trimmed & kept to the boundary lines & shall be a minimum of 30
inches (0.76m) wide (where possible). A clear plot number visible.
f) Members must not abuse communal resources such as grass cuttings, woodchip, seaweed,
water etc.
Plot Cultivation:
a) Non Cultivation: In the event of a Member(s) failing to maintain their plot/s to a satisfactory
state of cultivation the Committee will issue a ‘Non Cultivation’ Letter. The Member(s) will
have a Total of 4 weeks (28 days) in which to bring the plot back to a reasonable state of
cultivation, provided that the weather is reasonable. Failure to comply within the 28 days
may result in an ‘Intention to Expel’ letter. If the allotment holder shows substantial
improvement within the 28 day period the notice may be withdrawn at the discretion of the
Committee. However, If the plot is again considered unsatisfactory within a 3 year rolling
period commencing from the date of the ‘Non Cultivation’ Letter, the Committee will issue
an ‘Intention to Expel’ letter. In the event of this you will have 14 days to remove all
personal property and vacate the plot.
b) If you have difficulty maintaining your plot for whatever reason, please speak to your
representatives or the Secretary.
c) The Committee reserves the right to inspect any plot at any time or have an independent
inspection without prior notice.
d) Formal plot inspections by site representatives and/or senior committee members will be
made every April, June, August and October to ensure plots are regularly maintained. If a
problem is found a second opinion may be sought.
New Members:
a) All new Members and anyone taking on a 2nd plot will be on probation for a twelve month
period, pending plot inspections. It will be at the Committee’s discretion if the tenancy is
extended.
b) All New Members will have “14 Days” from the invoice date to clear any outstanding
invoice.
c) New plot members may only cultivate a single plot in the first season & must meet the
expected standards as set out in section 2 New plot Cultivation see “Plot Cultivation and
Inspection Process”
d) A gate key will be issued And an administration fee will be charged at the current rate to
cover all admin fees and the cost of 1 key a 2nd key rent will be £10 all fees are nonrefundable. Keys must be returned when you leave Quinta Viewpoint Allotments.
4 Security:
a) All Members and guests must lock the access gates when entering and leaving the Allotment
site.
b) Members must not copy any keys or pass on any lock code. Copies must only be made by
the Committee using a Master key. Any one found duplicating keys or passing on codes may
be served with a notice to quit.
Subscriptions.
Member’s annual subscription to the association shall be included in their annual plot rent.
Payment of Rent is due on the 1st January and is payable on receipt of invoice and not
before. If not paid by 31st January Membership will lapse with immediate effect and the plot
re-let from 10th February. Payment must only be made to the Treasurer, who will issue an
official receipt if requested and if an S.A.S.E. is provided. Members joining part way
through a financial year will pay pro rata fees. If the plot is in poor condition, fees may be
waived for a short time and the Committee to make a judgement on what is fair. New
members are still eligible for annual Member’s subscription and administration fees and key
rents.
Allotment Use: Members or Guests must not:
a) Injure or deteriorate the land in any way and not to sell or carry away minerals, gravel, sand,
clay or soil from the Allotment land nor cut prune or carry away the timber on the land, save
for the proper management of fruit trees etc. on their plot.
b) Use their allotment plot or any part thereof as a Market Garden Or for profit or gain.
c) Transfer, sub-let, part sub-let, assign or part with the possession of the allotment plot or any
part thereof or obtain a plot in your name for someone else to use, directly or as a 2nd
member.
d) Fail to make “good use” of their plot in a growing season April to October.
e) Remove produce, water, or other items from another Member’s plot without the consent of
that Member or, if it is a vacant plot, without the consent of the Committee Trespass on any
plot, whether vacant or not.
f) Demonstrate rowdy or unacceptable behaviour, disturb the peace, intimidate, or use offensive
language or behaviour towards other Members of the Association in person or in writing Or
electronically.
g) Cultivate more than two individual plots unless permission from the Committee is obtained.
Once there is a waiting list any one with more than 2 plots will be required to give up 1 plot
at the end of that growing season.
h) Use or erect barbed wire or razor wire between plots.
i) Deposit or bury any pets, human remains/ashes or non-biodegradable items on any part of
the land including but not limited to tyres, plastic, glass, and metal.
j) Bring tyres for any use, Carpet or underlay onto the Allotment except for use as a compost
cover. All tyres must be removed from all sites by 1st January 2024 at the plot holder’s
expense.
k) Light a bonfire at any time from 1st May to 30th September inclusive and you must not
create a nuisance to members of the public or other plot holders. You must have water ready
to extinguish the fire if needed. Bonfires must not be left lit or unattended at any time & nonorganic items such as plastic or tyres cannot be burnt. All fires must be fully extinguished
before leaving them. Breach of this rule may result in eviction, or an individual ban on
burning.
l) Apply Weed killer using a spray on windy days, Weedkiller must only be applied via a
watering can with a bar or rose. Don’t use Weedol fast acting glyphosate weedkiller due to
its effect on bees.
m) Use shed, greenhouse, poly-tunnel or any other area of the plot or allotment site to store
items unrelated to plant cultivation such as household goods, business tools, work related
items, building materials, rubbish or stock for sale.
Animals:
a) HENS: Members can keep a Maximum of 12 hens in total. Cockerels are not allowed on site. No
more than 10% of the plot area can be used for the hens. Hens must not cause a nuisance to other
plot holders, nearby residential properties, or persons. Members must follow RSPCA guidelines
and not neglect the hens. Ensure they are fed, watered, kept healthy, disease-free & their housing
regularly cleaned. Members must supply the Committee with the name and contact details of a
person who may be contacted to tend the hens if the Member, for whatever reason, is unable to
do so. No other livestock can be kept on any allotment plot, except bees.
b) BEES: Bees can be kept on an Allotment plot but must be tended by a member of the British
Beekeeping Association and be suitably qualified and accredited with 2 years’ experience, the
member must provide their own Public Liability Insurance of not less than £5 million. Members
must provide a copy of the certificate of insurance to the Committee. Written permission must
be granted by the Committee before hives or any related items can be stored or installed on site.
Arrangements must be made so that bees are forced to fly above head height when leaving the
hive, which should be sited so that only the Beekeeper can approach them. Bees must not cause
a nuisance to other plot holders, nearby residential properties or persons. Individual sections can
vote not to keep bees on their section by a majority vote.
c) 1. Site representatives or Executive members will check on livestock at regular intervals as part
of the site management.
If potential neglect is identified a local expert or experienced keeper will be asked to review
the livestock concerned. If concerns are confirmed, then without exception the RSPCA will be
contacted and will be asked for advice and guidance on the removal of neglected or diseased
livestock to other care. This is an action that will be taken only once.
Bees can be inspected by an inspector recognised by the BBKA in case of similar concern 4. A
serious case or any further incidents of livestock neglect by the tenant will result in the removal
of the rights and permissions to keep livestock. The rescinded permissions will not be reinstated.
d) Dogs: Members may take their dog to the allotment, provided the dog is under control at all
times (kept on a short lead) and remains on the Member’s plot only. If a dog is aggressive,
barking, or particularly nervous, then this might constitute a nuisance to others and you may be
asked not to bring the dog to the allotment in future. All faeces must be removed immediately
and disposed of appropriately, not in compost.
e) Wildlife: The feeding of Gulls, Badgers & Foxes is prohibited. Feeding of all wildlife must be
limited to Birdseed & suitable Peanuts with feeders placed in the Centre of plots and out of reach
of rats and mice.
f) The Communal ground is for Communal Events and the Communal shed is for use by members
and must not become neglected or abused. You must take your rubbish and not leave it in the
shed.
Planting:
a) Trees: The permission of the Committee must be obtained prior to the planting of trees. Any
such trees must be of a dwarf variety & maintained accordingly please refer to the separate
guidance on fruit trees.
b) Flowers: Members must not cultivate more than 25% of ‘Cut Flowers’ per individual plot or
plots without written approval of the Committee who will then consult with Torbay Council. A
wildlife area will count as part of the 25% non-cultivated area or Flowers.
Structures:
a) Sheds, Greenhouses, Poly-tunnels: No structural alterations, extensions or new building works
except for the erection of no more than 2 structures on any one allotment plot, (comprising 1
shed 8ft (2.44m) x 6ft (1.83m) and no higher than 3m at the apex or 2.5m pent roof AND either
1 greenhouse 8ft x 6ft or 1 poly-tunnel up-to (8ft x 6ft). Approval for each structure measuring
no greater than above can be obtained from the committee and are permitted without the
Council’s prior written approval. Approval for a shed, greenhouse or poly-tunnel larger than the
listed sizes should be first obtained from the Committee before applying to Torbay Council.
Where a Shed, Greenhouse or Poly-tunnel exists on any given plot when let. It is the Member’s
responsibility to ensure the structure is kept in good order with ongoing maintenance or
replacement and the structures must be left on site when a Member vacates the plot. If you wish
to permanently remove an inherited structure you must get written permission. Only structures
purchased and erected during the tenancy of the Member may be removed on vacating the plot.
Greenhouses must not be erected against any other structure.
b) Fences, raised beds or other constructions cannot be more than 60cm high where they border
adjacent plots without the knowledge of the next door plot holder(s) and site representatives
agreement.
CCTV, Video and Still Images:
CCTV or similar recording devices can only be used in line with current legislation. The
camera(s) should be directed onto the member’s own plot. Photographic evidence may be taken
on any uncultivated plots by Committee Members to support claims of non-cultivation
Health and Safety:
The use of firearms, including airguns, bows, crossbows etc., on the allotment site, whether for
hunting or target practice is strictly prohibited.
Disputes:
Any dispute that may arise shall be referred to the representatives and/or the Committee. Matters
not covered in the member’s rules shall be resolved by the Management Committee.
Evictions:
Any Member(s) that have been evicted for whatever reason are not allowed back on site. Any
Member will automatically be evicted 28 days from the date of a Non-Cultivation Letter unless
they have brought their plot to a reasonable state.
A letter of Intention to Expel is normally sent to give details of time allowed to remove
belongings and vacate the plot. And this letter is final.
Vacating your plot:
If you wish to vacate your plot you must notify the Secretary in writing.
If a Member vacates their plot, the Associate (2nd) Member cannot automatically take over the
plot. They may request permission from the Committee to take over the plot if they have been an
Associate Member for at least as long as the longest person on the waiting list or 3 years or at the
discretion of the committee. Upon vacating an allotment plot, all property belonging to the
Member shall be removed by the agreed date. Any property remaining on the allotment after this
date shall be deemed abandoned and will become the property of the association or disposed of.
No refunds of rent paid will be given and the plot will be immediately re-let. The Association
reserves the right to charge the Member for the cost of removal of any property, rubbish or litter
left on the plot.
Useful Information:
Kings Seed catalogue will be available towards the end of August/September keep a lookout for it.
Working Parties
Everyone is expected to help on ‘Working Parties’ to help tidy up the Allotment Site or on
Projects. Please look out on our website and notice boards for details. Tea & Biscuits may be on
offer and it gives you the opportunity to meet other Allotment members. If you see a job that needs
doing, let your rep know.
Your Site Representatives Name and Details:
Name: ___________________________ Plot No: __
Telephone number: ________________
Our Constitution is available to view or download online at www.quintaviewpoint.co.uk
(Appendix 01)
Job Description: CHAIRPERSON.
The position of Chairperson is Honorary. The Chairperson will not receive
remuneration of any form including Salary, Honorarium, Gratuity,
or Payment in kind. The Chairperson must have the following attributes: selflessness,
integrity, objectivity, accountability, openness, and honesty.
The overall role of the Chairperson is to:
 Maintain an overview of the Association’s affairs.
 Ensuring that the affairs of the Association are conducted in the best interests of the
members and to take the chair at any meeting of the Association.
General responsibilities:
 To ensure that the Association complies with its governing document and any other
relevant legislation or regulations.
 To ensure that the Association pursues its objects as defined in its governing
document.
 To ensure the Association applies to resources exclusively for the benefit of its
members in pursuance of its objects.
 To safeguard the good name of the Association.
 To ensure the effective and efficient administration of the Association.
 To protect and manage the property of the Association.
 To ensure that only bona fide, paid up members are able to vote on any resolution at
any meeting of the association.
Additional duties of the Chairperson:
 To ensure that there is a set agenda for any meeting of the Committee.
 To hold meetings of the Association committee of management at no greater
interval than three months.
 To ensure a quorum of members is present at any committee, or General, meeting.
 To ensure that the business of any meeting is conducted in an orderly fashion.
 To be impartial and to ensure that a fair hearing is given to all sides when resolutions
are put before any meeting of the Association.
 The Chairperson has a vote and a casting vote when voting on resolutions at any
meeting. The Chairperson shall not use their vote if a resolution has been decided by
the committee members present. Their vote will not be used to cause a tie in the voting
for any resolution. Their casting vote only may be used to decide a resolution in the
event of a tie in the voting by the committee members present.
(Appendix 02)
Job Description: Secretary.
The position of Secretary is Honorary. The Secretary will not receive remuneration of any form
including Salary, Honorarium, Gratuity, or Payment in kind. The Secretary must have the
following attributes: selflessness, integrity, objectivity, accountability, openness and honesty.
The overall role of the Secretary is to:
 Maintain an overview of the Association’s affairs.
 Ensuring that proper written records of committee proceedings are maintained.
General responsibilities:
 To ensure that the Association complies with its governing document and any other relevant
legislation or regulations.
 To ensure that the Association pursues its objects as defined in its governing document.
 To ensure the Association applies its resources exclusively for the benefit of its members in
pursuance of its objects.
 To safeguard the good name of the Association.
 To ensure the effective and efficient administration of the Association.
 To protect and manage the property of the Association.
 To ensure that only bona fide, paid up members are able to vote on any resolution at any
meeting of the association.
Additional duties of the Secretary:
 To ensure that there is a set agenda for any meeting of the Committee.
 To give notice of, and to summon committee members to, meetings of the Association
committee of management at no greater interval than three months.
 To give appropriate notice of General Meetings in due time.
 To maintain a list of prospective members and to recommend re-letting plots as they become
vacant, in strict chronological order of the prospective members list.
 To issue non cultivation notices as necessary after due committee discussion.
 To ensure a quorum of members is present at any committee, or General, meeting.
 To ensure that contemporaneous notes are made at meetings, in particular in respect of the
resolutions put before the meetings, and the voting which takes place.
 The Secretary has a vote on resolutions at any meeting.
 To carry out the decisions of the committee immediately and without fear or favor.
 To bring to the attention of the committee all items of association correspondence.
 To ensure that statutory returns are made to the registrar of Friendly Societies (currently the
Financial Conduct Authority (FCA) in due time.)
Appendix 03)
Job Description: Treasurer.
The position of Treasurer is Honorary. The Treasurer will not receive remuneration of any form
such as Salary, Honorarium, Gratuity, or Payment in kind. The Treasurer must have the
following attributes: selflessness, integrity, objectivity, accountability, openness and honesty.
The overall role of the treasurer is to:
 Maintain an overview of the Association’s affairs.
 Ensuring its financial viability.
 Ensuring that proper financial records and procedures are maintained.
General responsibilities:
 To ensure that the Association complies with its governing document and any other relevant
legislation or regulations.
 To ensure that the Association pursues its objects as defined in its governing document
 To maintain a list of plot holders and to issue demands for rent.
 To ensure the Association applies its resources exclusively in pursuance of its objects
 To safeguard the good name of the Association.
 To ensure the effective and efficient administration of the Association.
 To ensure the financial stability of the Association.
 To protect and manage the property of the Association and to ensure the proper investments
of the Association’s funds.
Additional duties of the treasurer:
 Overseeing and presenting accounts and financial statements.
 Producing regular financial statements and cash flow projections to the management
committee of the Association at no greater interval than three months.
 To keep a hard copy of all transactions of the Association’s income and expenses.
 To produce on demand those financial transactions for perusal by the internal auditor of the
Association, or any member of the Association.
 Ensuring that equipment and assets are adequately maintained and insured
 Ensure that the accounts are independently examined.
 Making a formal presentation of the accounts at the annual general meeting and drawing
attention to important points in an understandable way.
 Be prepared to make unpopular recommendations to the management committee.
(Appendix 04)
Job Description: Rep
The position of Rep is Honorary. The Rep will not receive remuneration of any form including
Salary, Honorarium, Gratuity, or Payment in kind. A Rep must have the following attributes:
accountability, openness and honesty.
The overall role of the Rep is to:
 Monitor the standard of cultivation of plots within the jurisdiction of the Rep and to let plots as
they become vacant to the next person on the waiting list in strict date order by asking the
Secretary to provide a letting pack with the name and phone number for the next person on
the waiting list.
 The Rep is not permitted to re-assign plots to existing members without the from the
Committee.
 Identifying those plots that become vacant.
 Maintain friendly relations with plot holders.
 To take action to protect members against damage, trespass and theft.
.
General responsibilities:
 To safeguard the good name of the Association.
 To protect and manage the property of the Association.
 To identify any needs for maintenance on the allotment site, or sites.
 To inform the Secretary of any instances of damage to crops, trespass or theft.
 Site Reps will check on livestock at regular intervals as part of their site management. Additional duties of the Rep:
 To attend meetings of the Committee when summoned by the secretary.
 To inform the secretary of any plot which is not cultivated to an adequate standard.
 The Rep has a vote on resolutions at any meeting.
 To ensure pathways and tracks are maintained. Guidance on Rules when renting an allotment from
Quinta Viewpoint Allotments.
Updated 29th of March 2023. Official Website.
https://quintaviewpointallotments.co.uk
We aim to be Affiliated to
The National Society of Allotment and Leisure Gardeners Ltd.
O’Dell House,
Hunters Road, Corby,
Northamptonshire.
NN17 5JE
Guidance on Rules when renting an allotment from QVA
Helpful information and what you need to know when renting an allotment.
The Allotment Acts 1908 – 1950 and your Tenancy Agreement give the terms and conditions of your allotment
tenancy. The site is leased by Torbay Council and self-managed by Quinta Viewpoint Allotments (QVA) as
such they require certain standards of behaviour, in line with the Tenancy Agreement and the Allotments Act,
to ensure that the property is maintained correctly, good practice is maintained and to ensure that neighbours
and other plot holders are not inconvenienced. These rules have been developed over the years in consultation
with allotment holders and try to strike a balance between allowing people freedom to work their plot whilst
ensuring they do not infringe on other allotment holders. Therefore, the following is a summary of rules which
QVA expects its allotment holders to comply with. Reports of non compliance will be investigated and
assessed on a case by case basis. In some cases the offence can lead to immediate termination of the agreement
and in others it may be a warning. If two warnings are issued, then on the third we will terminate the agreement.
If you break any of the following seven rules, it will lead to immediate termination of your agreement.
Rule
Number Guidance on Rule Updated 04/10 2021 Action Taken
Rule 5
code T1
You MUST pay your allotment rent within 28 days of receiving your
invoice, & within 14 days for new members. Annual rent by 31st January.
Immediate Termination of
Agreement.
Rule 6e
code T2
You are not allowed to remove anything from a vacant plot, including sheds,
greenhouses, plants, crops, etc. unless given permission by the Rep (we will
not accept permission verbal or written from the previous plot holder). When
a plot is given up, the plot and all items on it reverts to the ownership of
QVA.
Immediate Termination of
Agreement.
Rule 6f
code T3
You or a guest must not use any abusive or threatening behaviour on site,
be it physical a 1st offence or verbal. a 2nd offence will lead to Termination.
Immediate Termination of
Agreement for physical abuse.
Rule 6i
code T4
You must not fly tip, deposit or bury any materials, rubbish from your
allotment plot, or from off site, anywhere else on the allotment site, this
includes onto vacant plots, footpaths, roads and ditches. (NB. You will be
informed if there are specific areas you can tip waste, please contact your
site Rep).
Immediate Termination of
Agreement, possible prosecution.
Rule 6e
code T5
You must not take anyone else’s produce or property from their plot
without their permission.
Immediate Termination of
Agreement, possible prosecution.
Rule 11
code T6
You are not permitted to carry or use a firearm at any time on site. Immediate Termination of
Agreement.
Rule 11
code T7
The use of snares is strictly forbidden for catching wildlife using the site.
Rat and mouse traps are permitted for pest control.
Immediate Termination of
Agreement, possible prosecution.
The following rules will usually result in a warning if they are broken depending on severity.
Each case will be investigated on its merits; the types of evidence we look at include (but are not restricted to)
written evidence submitted, witness statements, complaints received, physical evidence on site, police
statements, recorded interviews, photographs etc. Any complaints of witness statements can only be accepted in
writing, signed by the plot holder making the allegations.
We can not accept third-party or anonymous statements or allegations. If you have any worries or concerns over
other people’s actions or conduct, then please do call us or come in for a chat.
In the case of non-cultivation, there is only one warning given. If your plot is not brought up to an acceptable
condition within the time frame set out in the warning, then we will serve a repossession, for which there is no
appeal.
If you do bring your plot up to an acceptable standard but then let it fall into non-cultivation again, we will
serve another warning, however we will only do this three times in a three-year period before repossessing the
plot.
Although all the below carry a warning, there may be cases where they are extreme enough for us to go straight
to an immediate termination. You will be kept informed of any decision we make and the reasons for it.
Rule
Number Guidance on Rule Action Taken
Rule 2
code W1
You must cultivate at least 75% of your plot (by this we
mean preparing the ground, planting, growing and harvesting
crops/flowers) and the remainder must be cut down and free
from weeds (the area must look maintained). From the start
of your tenancy agreement, you have a two-month period in
which enforcement for non-cultivation is not applicable.
One warning only
(letter of non-cultivation).
Rule 6f
code W2
You must not cause a nuisance to other plot holders or
neighbouring properties – nuisance could include bad or
racist language, getting drunk, playing loud music, bonfires,
excess rubbish, noncultivated plot etc.
Warning
second offence
Termination of Agreement.
Rule 1.f
code W3 You must erect a clearly visible number on your plot. Warning.
Rule 4a
code W4
You and any helpers must always ensure you padlock the
gates when entering and leaving the site. Combination locks
must be scrambled and the code or keys must not be given.
One warning only – Termination of Agreement
for second offence. If keys or code is given
out, termination of agreement.
Rule 6e
code W5 Don’t take others water, Please use your water sparingly. Warning
possible Termination of Agreement.
Rule 9a
code W6
You must get permission from the Allotment Rep or committee
if you wish to erect sheds, greenhouses, poly tunnels etc.
Warning – asked to remove the item at own
cost or charged for removal by QVA.
Rule 7a
code W7
Applications to keep bees or chickens subject to complying
with the terms and conditions that you have agreed. Note:-
maximum number of chickens (Hens) allowed is 12 and no
cockerels.
In cases of neglect to chickens or bees, one
warning only. For second offence or serious
cases of neglect, immediate confiscation of
livestock and permanent ban on keeping
livestock. One warning and subsequent ban if
ignored.
Rule 6
code W9
You are not allowed to go onto other plots unless you have
been given permission to do so by the plot holder or
Allotment Officer. If you have children on-site they should
be supervised at all times and should not be allowed to stray
onto other plots.
Warning
postable Termination of Agreement.
Rule 6c
code W10
You are not allowed to sublet your plot. By subletting, we
mean if a plot is wholly or the majority being worked by
someone different from the named plot holder.
Warning
postable Termination of Agreement.
code W11 You must not exceed the five-mile speed limit. Warning postable Termination of Agreement
for second offence.
Rule 8
code W12
You are not permitted to plant any fruit trees on your plot
without permission, and they must be on dwarf root stock. See
permitted rootstock information sheet.
Warning – Asked to remove any trees at own
cost or charged for removal by QVA.
Rule 5m
code W13
You are not allowed to use your plot for any trade or
business.
Warning
postable Termination of Agreement.
Rule 5j
code W14
You are not allowed to use carpets on allotment plots. Except
to cover a compost bin. Warning – Asked to remove carpets at own
cost or charged for removal by QVA.
Rule 6i
code W15
You are not allowed to bring in any more Tyres on to
allotment plots/sites. And all Tyres on site/plot must be
removed by January 1st 2025.
Warning – Asked to remove tyres at own cost
or charged for removal by QVA at £10 per
Tyre.
Rule 5j
code W16
You must not bring in, burn or store rubbish on site or
building materials on site.
Warning – Asked to remove rubbish at own
cost or charged for its removal by QVA.
Rule 1g
code W17
You are not allowed to dig up or obstruct paths between plots
or cart ways or roads.
Warning – Asked to reinstate the path at own
cost or charged for the reinstatement by QVA.
Rule 4b
code W18
You are not allowed to give or copy your key or code to
other people or allow them to visit your plot unsupervised
unless they are registered as a helper.
Key – Warning. Or Termination of agreement.
If an unauthorized copy’s of keys are made or
a combination code is given out.
code W19
Using concrete on plots for bases, securing posts etc. will be
discouraged, but in some cases it may be considered an
improvement. Therefore, prior approval must be sought
before using concrete on plots. If permission is not requested
and the use of concrete is not considered as acceptable, a
warning will be issued.
Warning – asked to remove the base/concrete
at your own cost or charged for removal by the
QVA.
Rule 6k
code W20
You are not allowed to have bonfires that cause a nuisance,
or leave fires unattended.
Only burn dry material on suitable days.
Warning
repeated breach may lead to you receiving a
total ban on having any bonfires.
Rule 1e
code W21
The tenancy agreement can only be held in one name, but
plot holders sometimes share a plot with family and friends.
You, will need to make sure that the Allotment Officer has
the contact details of whoever is sharing. There is maximum
of 1 named helpers. The person sharing must be a member
Helpers are co-responsible for the condition of the plot.
If a person is found on your plot who is not a
named helper, your plot may be repossessed.
If a plot is repossessed for non-cultivation, the
named helper will not be allowed to take on a
plot.
code W22
NO play equipment is allowed on plots. This includes but
not limited to Paddling Pools, Trampolines, Slides, Swings,
Climbing Frames, Wendy Houses and Sand Pits.
Plot holders to remove all play equipment.
Failure to comply will result in a warning,
allowing a further 2 weeks to remove.
Termination of Agreement if still not removed.
code W23 Children are not allowed to cycle around the allotment sites.
Bikes can be ridden to and from the plot only. Warning.
Rule 7d
code W24 All bird feeders must be positioned in the centre of your plot. Warning.
Allotments are often busy places, with many allotment holders all sharing the site and working
in close proximity to each other.
People differ in the way they manage and maintain their allotment plots, and this may not be
the same as the way you would do it yourself.
We therefore ask that all plot holders have respect for their neighbouring plot holders and
tolerate the different approaches to allotment holding that they will see on site.
The following guidance is set out to help make the allotments a better place for everyone and
help to keep it in good order, for future users.
Guidance
Number Guidance
G1 You can plant herbs and flowers as well as fruit and vegetables.
G2 You can have a small lawn area as long as it’s regularly mown. This makes up Part of 25% none cultivated
area.
G3 You can build a pond, as long as it’s built in a way that’s not dangerous to people and animals. For advice,
contact the Allotment Rep. This makes up Part of 25% none cultivated area.
G4 Fruit bushes/fruit trees must be compact and of a small growing variety. You must also maintain the surrounding area.
See Rule 8 Rootstock varieties allowed are Extreme dwarf, Dwarfing and Semi Dwarfing, no other types.
G5 Paths either side of your plot must be maintained. If unsure which path is yours, please ask your site rep.
G6 You are actively encouraged to compost green waste on your plot and one way of doing this would be to have
a Compost Bin, however please do not let this encroach onto any paths.
G7 Report damaged fences to the site rep or the Allotment Officer.
G8 Keep an eye out for anybody you don’t know on the site and don’t be afraid to ask them what they are doing.
G9 Always inform the Allotment Officer if you change address. Rule 1d
G10 If you vacate your plot or are evicted, all belongings must be removed by the given date. If you vacate your
plot during the rent year there is no notice period. However, plots must be cleared of all waste.
G11 We do allow bees on some sites, but you must get permission if you wish to keep bees, and we will see if
there is anywhere suitable. If we get complaints, we will ask for them to be removed again. Rule 7b.
G12 You are not allowed to block communal pathways. Rule 1g.
G13 Subscriptions (Plot Rent) are due on the 1st January and if not paid by 31st January Membership will lapse
with immediate effect RULE 5.
G14 Please only use noisy machinery such as petrol strimmers etc. during the following times: Monday to Friday
9am – 7pm, Saturday and Sunday 10am – 7pm.
G15 In cases of theft or vandalism, this should be reported by plot holders to the police on 101. Please obtain a
crime reference number in order to report any further incidents.
G16 Site Reps are representatives of the QVA and must be treated with respect.
G17 There is not a reservation list for individual plots/sites, this will be at the discretion of the allotment officer.
G18 You are allowed to have BBQ and social gatherings on your plot, but this must be limited to plot holders,
immediate family and helpers only.
G19 Plot holders must not inform others that they are able to take on their plot when given up. All plots will be
offered in strict waiting list order. Plot holders currently on the waiting list are restricted to one plot only.
Failure on the part of QVA to not enforce any of the rules above can
not be seen as a waiver of that rule, and does not in any way remove
QVA’s ability to enforce the rule again in the future.
Guidance on Members rule 8a Re Fruit Trees.
All newly planted fruit trees must be of Extreme Dwarf, Dwarfing and Semi Dwarfing types only.
And must be maintained below 2.4m (8ft) high and not overhang paths or other plots.
When buying fruit trees in store or online you will often see a rootstock described by a name or code such as
M6. This can be particularly important when deciding what sized tree is most suitable for the space available.
Take a look at the table of fruit trees to check that you have the right fruit rootstock for your plot before buying
it. If you are unable to identify the rootstock don’t take a chance leave it..
Note trees count as part of the 25% non-cultivated area.
unless under plated with fruit bushers or vegetables but not flowers or grass.
Fruit Rootstock. Rootstock name. Rootstock type. Ultimate Height if not
properly maintained.
Apple. M27 (Similar to: P9) Allowed. Extreme dwarf. 1.2m (48″)
M9 (Similar to: Pajam 2, Pajam 9, P2) Allowed. Dwarfing. 1.8-2.4m (6-8ft)
M26 Allowed. Dwarfing. 2.4-3m (8-10ft)
M6 Allowed. Semi Dwarfing. 3m (10ft)
M106 Prohibited. Semi Dwarfing. 3-4m (10-13ft)
Cherry. Gisella 5 Allowed. Semi Dwarfing. 2.4-3m (8-10ft)
Gisella 6 Prohibited. Semi Vigorous. 3-4m (10-13ft)
Colt Prohibited. Semi Vigorous. 5m (16ft)
Peach, Plum, Apricot
Nectarine, some nuts. St. Julien or St. Julien A Prohibited. Semi Vigorous. 4.5 (14ft)
VVA1 Allowed. Semi Dwarfing. 2.5m (8ft)
Torrinel 24 Allowed. Semi Dwarfing. 2.4-3m (6-10ft)
Myrobalan Prohibited. Semi Vigorous. 5m (16ft)
Ferlenain Allowed. Semi Dwarfing. 3m (10ft)
Mont Clare Allowed. Semi Dwarfing. 3m (10ft)
Pear. Quince A Prohibited. Semi vigorous. 3-4m (10-13ft)
Quince C Allowed. Semi Dwarfing. 2.4-3m (8-10ft)
Quince Adams Allowed. Semi Dwarfing. 2.4-3m (8-10ft)
Citrus. PS Allowed. Dwarfing. 2.4-3m (8-10ft)
Walnut. Juglans regia Prohibited. Vigorous. Over 6m (over 20ft)
Note the same rules apply to none fruit trees like hazel, Cob, filberts, almond and olive etc.
All newly planted fruit trees must be of Extreme Dwarf, Dwarfing and Semi Dwarfing types only. And
must be maintained below 2.4 m (8ft) high and not overhang paths or other plots, and any existing trees
should be reduced to below 2.4 m (8 ft) where postable. and don’t plant them near paths.
Data Protection Policy for Quinta Viewpoint Allotments, Lyme View Rd. Torquay. Contact via email.
Why do we hold personal data?
We hold individual’s data for the purposes of managing the allotment site. We use it to contact members re the
condition of their plots, rent arrangements and any specific issues that arise. We also use it to keep people
informed of events on and occasionally off-site, and remind people of the allotment rules as necessary.
What data we hold and why.
We hold a list of names, addresses, Phone numbers and emails for people who rent allotments from us, or have
indicated that they would like to. We also hold information on payments made and plot inspections, and we
retain emails. This information is held for reasons of ‘legitimate interest’.
Where we hold the data.
The information is held online in a spreadsheet, database, text, and any other appropriate
format to the file type and stored in google docs and may have an offline backup. Emails are also stored in our
Gmail account. Serving association officers have access to these as needed.
Transferring data to others
We never pass on or transfer any data to third parties for any purpose without the individual’s consent.
How long we keep data for.
We review our data storage every three years and will destroy data records (paper and electronic) if there is no
longer a legitimate interest for us to keep them. We will also offer people the option to unsubscribe from our
mail list each time we contact them.
Data Security.
We keep all our data securely. This includes keeping data in accounts which are password protected. Any
paper records are destroyed after use.
Data Breach procedure.
Any data breach will be dealt with by the committee. In the event of a data breach we will work to fix the issue
immediately, take all measures to prevent it occurring again, report the incident to the committee and to anyone
affected by it.
Removing data from our records.
It is possible to unsubscribe from our Weekly Updates (generated automatically when content is posted to the
website) by clicking on unsubscribe in any message. It is not possible to have an allotment but refuse to allow
us to hold your data.
Who is responsible for ensuring that we do what we say we will?
The Quinta Viewpoint Allotment Association Committee is responsible for managing the data.
We review and update our data protection policy as necessary.
This was last updated on 08th of April 2023

Rep’s Name
Rep’s Plot Number
Rep’s Telephone Number
Office Email quinta.viewpoint@gmail.com
Website https://quintaviewpointallotments.co.uk/

Constitution & Members Rules of Quinta Viewpoint Allotments. (QVA)

Part 1 of 2 (See also Member’s Rules)

Site Management Practices. (Part 2 Members Rules)