Committee Roles

The St Mary’s Allotment Association is managed by a Committee of 14 Association members, including the officers President, Vice President, Chair, Vice Chair, and Treasurer. The Committee and its officers are elected annually at the Annual General Meeting. The Secretary and the Letting Officer are appointed by the incoming committee.

The purpose of the Committee (as per the Association’s constitution) is:

  • To rent suitable land from the landlords, Trustees or other parties desirous of letting their land then to re-let the same land to Members of the Association* and achieve full compliance with all terms and conditions of the site Tenancy Agreement.
  • The effective management of the site sublet in allotment plots to Members of the Association for Allotment gardening.
  • By means of the above, to offer Members the opportunity to provide for themselves vegetables, fruit and flowers and to enjoy attendant leisure, social and health benefits.
  • The establishment and maintenance of co-operative and harmonious relationships amongst Members and with the local community bordering the site.
  • The continuation of the existence of the Association and its operation for the benefit of its Members.
  • The preservation and improvement of the fertility of the soil of each allotment plot and management of the site in an environmentally friendly way.
  • Foster links with other like-minded organizations.
  • The Association shall be non-party in politics and non-sectarian in religion and will operate an equal opportunities policy. (See Appendix 2)
  • (Members of the Association are all those people who have paid the current membership fee and who rent at least one allotment plot.)

The Committee’s responsibilities are as follows:

  • Know and understand the Rules of the Association and ensure that they are followed.
  • Manage the Association finances including the collection of Members’ rents and payment to Landlord
  • Liaise with Trustees
  • Communicate with Members
  • Hold Annual General Meeting and monthly meetings
  • Uphold duty of care for members’ well being on site.
  • Maintain records
  • Facilitate site maintenance site including:-
    • Water supply
    • Road and car park
    • Security including boundaries and gates
    • Mowing of grass tracks and trim hedges (Radford Road, reservoir boundary and path to Riverside)
    • Meeting hut, storage bunker, woodchip and manure bays
    • Regular supply of woodchip and manure
    • Facilitate removal of non-combustible waste.
    • Maintain tools, e.g. mower, strimmer and hedge-cutter
    • Foster links with other like-minded organisations and voluntary and community sector groups.

More information about the role and responsibilities of the Committee can be found in the yellow handbook that members receive when they join.