Bramfield Avenue Allotment Holders Association - Grow Together at Bramfield Avenue

Gardening Advice

Membership News

BAAHA Model Rules

BAAHA GDPR

Fees and Policies

Tenancy Agreement

I had an unexpected large but welcome Cooper's Hawk visitor to my community garden plot one morning, happily posing at a distance of about five feet for a couple of minutes. As always, the best camera is the one you have with you, in this case an iPhoneX.

Join Bramfield Avenue Allotment Holders Association to cultivate your own green space, share gardening tips, and connect with fellow allotment enthusiasts. Our community welcomes gardeners of all levels to enjoy fresh air, fresh produce, and friendship. Become part of our thriving allotment community today!

Official Website

Attend seasonal workshops to learn sustainable gardening techniques and improve your growing skills.

Gardening Workshops

Participate in our seed swap to exchange seeds, discover new varieties, and promote biodiversity.

Seed Swap

Rent your own allotment plot to grow vegetables, fruits, and flowers in a supportive community setting.

Community Garden plant close up. Unedited for fidelity.

Plot Rentals

we are happy to engage in educational sessions focused on sustainable practices, composting, and wildlife-friendly gardening. We do all we can to care for the environment

Courtyard, not far from the F Block of Otago Polytechnic.

The Environment

Join our community events to connect with fellow gardeners and celebrate harvests throughout the year.

Community Events

Access a range of gardening tools in our communal shed, making gardening easier and more affordable.

Tool Sharing 

Our Services 

Gallery

Community Garden mushroom close up. Unedited for fidelity.

Sign at the Holloways Beach community garden in Cairns Australia. I think community gardens are a great idea, where people can socialise, which is good for mental health in these times of lock downs, as well as getting some exercise, sunshine and vitamin D, keeping their immune systems in good shape from exposure to soil micro organisms, and last but not least, growing some healthy food.





Community Garden mushrooms. Unedited for fidelity.

Join the allotment community today!

<h3>Bramfield Avenue Allotment Holders Association Ltd. (BAAHA) - A Co-operative Society</h3>BAAHA LTD is a mutual co-operative society, registered as a limited company by the Financial Conduct Authority on the Mutuals Public Register, Registration Number 4850. All tenants are members of the co-operative society which charges a membership fee of £20.00; this includes a shareholding of £1.00 per member of the association. Joint and associate memberships are also possible.The association leases the site from Derby City Council (DCC) and is managed by a committee of volunteers, including three elected officers: Chairperson, Secretary and Treasurer. Governance is regulated by a lease agreed with DCC and sponsorship from the National Allotment Society (NSALG) through a set of Model Rules which define the Co-operative Society.There is a tenancy agreement for all members which sets out association and site rules, and all members of the association are also subject to regulations set out in our Policies and Procedures (effectively a constitution) and are protected by a General Data Protection Regulation (GDPR). The tenancy agreement is with the association (BAAHA Ltd.), not the Council.<h3>Partnerships</h3>We enjoy a close relationship with our landlord, Derby City Council (DCC) through the services of a dedicated officer and their legal and estates teams. Information about other allotment vacancies in the city is available on the Derby City Council website homepage.We have regularly received generous grant funding arranged by Foundation Derbyshire, an independent resource for supporters and beneficiaries of local causes - <a target="_blank" rel="noopener noreferrer nofollow" href="http://foundationderbyshire.org">foundationderbyshire.org</a> We are affiliated to the the National Allotment Society (NSALG) from whom we receive support and expert legal advice. <h3>Our Expertise in Allotment Management</h3>At the Bramfield Avenue Allotment Holders Association, we bring years of expertise in managing and maintaining thriving allotment gardens. Our team is passionate about fostering a community where both novice and experienced gardeners can cultivate their own plots successfully. We provide guidance on sustainable gardening practices, soil management and seasonal planting to ensure your allotment plot flourishes throughout the year.<h3>Comprehensive Services for Allotment Holders</h3>We offer a range of services designed to support our members, including plot allocation, regular maintenance advice, and access to communal tools and resources. We can offer advice on organic gardening, pest control, crop rotation techniques, composting and 'no-dig' practices. Additionally, we facilitate a vibrant community network that encourages knowledge sharing and social interaction among allotment holders. Through our membership of the NAS advice is available in their regular magazine.We welcome families on site and well controlled dogs (strictly on leads) are allowed.There is a well stocked communal toolshed and outdoor storage areas for plant pots and communal wheelbarrows. Grass pathways and some attractive garden and wildlife areas are well maintained by a small group of volunteers.As well as allotment plots for individual tenants to cultivate, there are also a number of communal orchard areas for all members to enjoy an annual harvest.There is a water supply on site, with a number of conveniently located standpipes available for hosepipe connections as well as a large number of water butts.On many plots sheds and greenhouses are available to rent.<h3>Unique Benefits of Joining Our Association</h3>What sets Bramfield Avenue Allotment Holders Association apart is our commitment to creating a welcoming and inclusive environment where everyone can enjoy the benefits of allotment gardening. Our prime location on an attractive site in the city is an ideal setting for growing a diverse range of crops. By joining us, members gain not only a garden plot but also the opportunity to connect with like-minded individuals, learn new skills, and contribute to a sustainable lifestyle.<h3>Garden Advice and Problems</h3>We can help with a wide range of gardening tips and help to resolve issues We are here to help.

Discover the Bramfield Avenue Allotment Holders Association: Cultivating Community and Growth

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<h3>Commitment to Eco-Friendly Allotment Practices</h3>At Bramfield Avenue Allotment Holders Association, we prioritise sustainable gardening methods that promote environmental health and biodiversity. Our members are encouraged to use organic fertilizers, composting techniques, and natural pest control methods to ensure that the allotments remain fertile and safe for wildlife. This commitment not only supports the local ecosystem but also produces fresh and chemical-free produce for our community.<h3>Expert Guidance and Workshops</h3>We offer expert advice for both novice and experienced gardeners. Our knowledgeable members provide guidance on crop rotation, soil management and seasonal planting. These educational opportunities empower our members to maximise their yields while maintaining sustainable practices, fostering a culture of learning and gardening excellence.<h3>Community Engagement and Unique Allotment Features</h3>Our association is more than just a gardening space; it is a vibrant community hub where members share knowledge, resources, and friendship. We strive to create an inclusive environment where everyone can enjoy the benefits of allotment gardening and contribute to a greener, healthier neighbourhood.

Sustainable Gardening Practices at Bramfield Avenue Allotment Holders Association

The next AGM will take place on the 29th September 2026.The location for this date is Churchside Walk Community Room, Stockbrook Street, Derby DE22 3WLAll members are invited to attend.We also encourage new members to join the committee !! Please do !!!DELIVERIESMembers are reminded that no deliveries are allowed at the Spinney Road Gate. Thank you.NO MORE BONFIRES!Reminder that bonfires are now no longer allowed until the start of GMT in October.Manure for Sale !A local farmer has manure for sale. If interested contact a committee member for detailsWelcome to New MembersWe have welcomed a number of new members on site recently, at Plots 16, 32 and 35a. You are warmly welcomed and we wish you good luck with your gardening this season. 18th April 2026.

Frequently Asked Questions

<h3>12 Endeavour Square</h3>LondonE20 1JNTel: +44 (0)20 7066 1000Fax:+44 (0)20 7066 1099 <a target="_blank" rel="noopener noreferrer nofollow" href="http://www.fca.org.uk">www.fca.org.uk</a>The attached model rules sponsored by National Society of Allotments and LeisureGardeners Ltd described as:Model rules 2019is confirmed as acceptable for use, for the time being, as a model set of rules under Co-operative and Community Benefit Societies Act 2014, for a Co-operative Society.Date: 24 May 2019Registered as a Limited Company in England and Wales No. 1920623. Registered office as above. MODEL RULES FOR A REGISTERED SOCIETY/ ASSOCIATION Under Sponsorship of the National Allotment and Leisure Gardeners Society The National Society of Allotment and Leisure Gardeners Ltd O’Dell House Hunters Road Corby Northamptonshire NN17 5JE List of Rules • Name • Registration • Registered Office • Use of Name • Objects • Membership • Membership Agreement • Shares • Voting Rights • Management Structure and Organisation • Meetings • Membership Subscriptions • Financial Affairs • Copies of Rules • Amendment and Application of Rules • Indemnity • Dissolution THE NATIONAL ALLOTMENTS SOCIETY LIMITED SPONSORSHIP RULES 1. NAME 1.1 The name of the organization shall be Bramfield Avenue Allotment Holders Association Limited. Hereafter referred to as the Society. 2. REGISTRATION 2.1 The Society shall be registered under the Co-operative and Community Benefit Societies Act 2014 3. REGISTERED OFFICE 3.1 The Registered Office of the Society shall be (Supplied) In the event of any change in the situation of the Registered Office, notice shall be sent to the Registrar. 4. 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. 5. OBJECTS / POWERS OF THE SOCIETY 5.1 The objects of the Society are to : 5.1.1 Manage the Bramfield Avenue 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. 6. 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 Secretary from time to time. 6.2.2 The Secretary 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 Committee 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 Committee 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. 7. 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. 8. 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 £1.00, 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. 9. 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. 10. 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 3 committee members including two of Chair, Secretary or Treasurer. 11. 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 5 members. Such 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 25% of the shareholding members including two of Chair, Secretary and Treasurer being present. 12. MEMBERSHIP SUBSCRIPTIONS 12.1 At the General Meeting / Annual General Meeting held nearest to and prior to September 30th in each year the Committee shall seek approval for any changes to the Membership Subscriptions due in the following April. 12.2 Membership subscriptions for the calendar year are due to be paid no later than 1st April. Failure to pay on time can lead to termination of membership under Rule 6.4.4. 13. 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 objects, 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 objects 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 and 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. 14. 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). 15. AMENDMENT AND APPLICATION OF RULES 15.1 Changes to the rules of the Society (ie. 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 16. 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. 17. DISSOLUTION 17.1 The Society may at any time be dissolved by the consent of two thirds 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.The Signatures of the Secretary and Members follow:Signature of Secretary …………………………………………………………………………. Full Name Block Capitals ……………………………………………………………………… Signature of members 1.……………………………………………………………………………. Full name Block Capitals ………………………………………………………………………….. 2……………………………………………………………………………. Full name Block Capitals………………………………………………………………………….. 3…………………………………………………………………………… Full name Block Capitals………………………………………………………………………….<h3></h3><h3></h3>

<h3>Community Engagement and Support</h3>Joining the Bramfield Avenue Allotment Holders Association offers more than just a plot to grow your plants; it connects you to a thriving community of gardening enthusiasts. Members benefit from regular events, workshops, and social gatherings designed to foster knowledge sharing and community spirit. Whether you are a seasoned gardener or a beginner, the association provides a supportive environment to cultivate your skills and make lasting friendships.<h3>Expert Guidance and Resources</h3>Our association prides itself on providing expert advice and resources to all members. From soil preparation and pest management to sustainable gardening techniques, we ensure that our members have access to the latest information and best practices. Our experienced members and occasional guest speakers offer hands-on support and tailored guidance, helping you maximize the potential of your allotment plot.<h3>Commitment to Sustainability and Local Growth</h3>Bramfield Avenue Allotment Holders Association is committed to promoting sustainable gardening practices that benefit both the environment and the local community. By encouraging organic growing methods and responsible resource use, we help protect local biodiversity and reduce environmental impact. Our allotments not only produce fresh, healthy food but also contribute to the green spaces that enhance the quality of life in our area.

The Benefits of Joining Bramfield Avenue Allotment Holders Association

GENERAL DATA PROTECTION REGULATION (GDPR) NOTICES • Bramfield Avenue Allotment Holders Association Limited (BAAHA Ltd.) holds one or more of the following data about each of its members:- 1. 2.1 Name. 2.2 Plot number(s). 2.3 Rental charges per member for land, BAAHA Ltd. sheds and BAAHA Ltd. greenhouses, and fees paid. 2.4 Postal address. 2.5 Contact details: one or more landline phone numbers, mobile phone number, email address. 2.6 Contact details of a non-member (e.g. spouse, relative, friend, carer, support worker, where these are supplied to be used by the member). It is the responsibility of the member supplying this information to inform the non-member that the information has been supplied). 2. The data will be securely stored by the serving secretary and serving treasurer and, within BAAHA Ltd., is available only to the serving BAAHA Ltd. Secretary and Treasurer. • Each member is entitled to see his or her own entry. • The association itself uses the information to contact you to inform you of the activities over the year including administration of rents and general meetings. • The association has dealings with third parties that require basic personal information (home address, preferred form of contact) to be passed to them following the permission of individual members to do so. They are insurers, seed supplier and The National Allotment Society (NAS). • Under the NAS Allotmenteers Liability Insurance, members are asked to opt into the scheme with consent. Members opt in by default when the tenancy agreement is signed or renewed automatically through the annual payment of rent and fees. Then the information is forwarded to the NAS by the BAAHA Ltd. Secretary or Treasurer. • Members’ data will not be passed on to any member of BAAHA Ltd. other than the serving secretary and serving treasurer nor to any other third party without your prior permission. • This data will be deleted as and when you leave BAAHA Ltd. 4. Other committee members may have access to the contact details (e-mail address and telephone numbers only) of individual members, with their permission, where these committee members are administering tasks which involve contacting identified individual members, such as for working parties, site maintenance rotas, seed orders, etc., and reciprocally, these individual members may have access to the contact details of individual committee members for the same purposes. The contact data is shared only between the committee member and individual member, and not amongst other members. 5. On May 25th 2018 the General Data Protection Regulation (GDPR) came into force. It is a Europe- wide regulation. One specific requirement is that members of all organisations need to be made aware of the information held about them, the uses to which that data is put and the need to contract in to that GDPR requirement. 6. The information you have given on the Tenancy Agreement or otherwise supplied to the secretary is held by the serving BAAHA Ltd. secretary and treasurer subject to the following:- The information I have given on the Tenancy Agreement is correct and I consent to the serving BAAHA Ltd. secretary and treasurer using the data in the ways stated in the BAAHA Ltd. General Data Protection Regulation 6.1 Tenancy Agreement paragraph amended at the AGM 30/09/25: By signing this agreement and accepting its terms annually through payment of rent and fees, I consent to opt into the Affiliates’ Allotmenteers Liability Insurance (ALI), a product purchased by the National Allotment Society (NAS).

Data Protection

BAAHA Ltd Fees (NB increased on 1st April 2026) 1. £20.00 membership fee, including £1.00 shareholding in the Cooperative Association. 2. BAAHA Ltd. pays for materials for the maintenance of all sheds and greenhouses belonging to BAAHA as in Para 3.13 in the Tenancy Agreement. 3. Land rent: £15 per 100 sq yds. 4. Buildings rent £15 for the buildings on plots; £20.00 for total area of large greenhouses; equal division for shared space 5. Secretary has discretion on rental and fee charges where necessary, e.g. pro-rata for members joining post-1st April, condition of plots and buildings etc. 6. Key deposit: £20.00 Chris Walton Secretary 30/09/25<h3>Policies and Procedures</h3>1 | P a g e Revised AGM 12/10/2023 BRAMFIELD AVENUE ALLOTMENT HOLDERS ASSOCIATION LIMITED (BAAHA Ltd.) POLICIES AND PROCEDURES Revised and approved at AGM, 12/10/2023 1 AIMS/ OBJECTIVES 1.1 Manage the Bramfield Avenue Allotment Site in accordance with lease from Derby City Council. 1.2 To support and encourage members to create environmentally friendly and productive gardens. 1.3 To provide a peaceful space for members in which to relax, enjoy their gardening and interact with other members. 2 MEMBERSHIP 2.1.1 Membership of the group is open to gardeners in Derby, who are interested in helping the group to achieve its aims, willing to abide by the rules of the group, and willing to pay any rental fee proposed by the Committee and agreed by the membership at a General Meeting. The member and any joint member will sign a Tenancy Agreement which is the agreement between BAAHA Ltd. and the Tenant to abide by the rules. 2.1.2 Membership of the group is also open to Associate Members, who by mutual agreement share the use of a plot with a plot holding member. A member cannot be an associate member on another plot. An Associate 2 | P a g e Revised AGM 12/10/2023 Member is someone who wants to be involved with the improvement of the site/association but does not rent their own plot. 2.1.3 Access The occupants of 15 Spinney Road Derby and 404A Burton Road Derby are to be granted access for house and boundary repairs. 2.2 ALLOCATION OF MEMBERSHIP 2.2.1 Membership shall be open to such persons as may be admitted by the Secretary from time to time. If all plots are let, a waiting list is compiled and held by the Secretary, who will have sole discretion to allocate plots as he/she sees fit, with preference given to people living in Abbey Ward. 2.2.2 The Secretary shall have the right to, for good and sufficient reason, reject an application for membership. 2.2.3 Members are restricted to a maximum size of 600 square yards (501 square metres) of rented plots. 2.2.4 Existing members may apply for an additional plot up to the maximum total land rental of 600 sq yds. The secretary will pass such applications to be considered for approval by the committee. If the application is from a member of the committee, that member cannot take part in any discussions for 3 | P a g e Revised AGM 12/10/2023 consideration of approval. If successful, such an application takes precedence over external applicants on a waiting list. 3 MANAGEMENT STRUCTURE AND ORGANISATION 3.1 DUTIES OF THE COMMITTEE MEMBERS The duties of the Committee members shall be :- 3.1.1 To ensure that the aims of the Association are achieved. 3.1.2 To attend Committee Meetings and discuss feedback from Members, in terms of queries, problems and ideas. 3.1.3 To carry out the occasional task, beneficial to BAAHA, as requested by the Committee. 3.1.4 To set an example to members by working in a way that abides by the rules of the Tenancy Agreement, and meets the aims of this Policies and Procedures Document. 4 The Duties of the Chairperson shall be: (1) To preside at meetings of the Committee and the Organisation. (2) To serve as a figurehead for the Association, advising the Committee on all matters relating to the Policies and Procedures. 4 | P a g e Revised AGM 12/10/2023 (3) To receive regular updates from the Secretary and Treasurer on all matters relating to the day to day management of the Association. The Duties of the Secretary shall be: (1) To be the first point of contact for members with queries, problems and ideas they may have and to report these to the Committee. (2) To prepare in conjunction with the Chairperson the agenda for Committee and General Meetings. (3) To take, keep and distribute minutes, where appropriate, of all meetings. (4) To collect and disseminate information on all matters affecting all matters affecting the Organisation. (5) To take an overview of all matters relating to the site and to take appropriate actions relating to the management of the site when required. The duties of the Treasurer shall be: (1) To supervise the financial affairs of the Organisation. (2) To ensure that proper accounts are maintained with regard to all monies received by and paid out by the organisation. 5 | P a g e Revised AGM 12/10/2023 (3) To make regular reports to the Committee on the financial status of the organisation. (4) To prepare the annual accounts for the AGM and Financial Conduct Authority. 5. Responsibilities of members 5.1. To observe and be bound in total by the rules in the Policies and Procedures and Tenancy Agreement. 5.2. To seek to amend the rules of the association only through substantive motions submitted at general meetings of the association. 5.3. Not to question, criticise, challenge or seek to gain support for effecting changes to the rules of the association in the Policies and Procedures and Tenancy Agreement through external correspondence, lobbying or representation to external agencies, and to accept that if any such actions were to happen the current tenancy agreement would be immediately determined. 5.4. To communicate all concerns, issues, complaints, suggestions etc. to the secretary. 5.5. Not to criticise, defame nor in any form to bring the association into disrepute including through postings on social media. 5.6. To observe in full the requirements in the General Data Protection Regulation. 6 VOTING Voting at either Committee or General Meeting 6 | P a g e Revised AGM 12/10/2023 shall be a simple majority confirmed by a show of hands. If there is a tied vote the Chairperson shall have a second vote. 7 FINANCIAL AFFAIRS Cheques are to be signed by the Treasurer and the Chairperson. Signatories must not be from the same household and must not be related. 7.1 To meet the requirements of the Equality Act the following financial procedure applies: 7.1.2 The committee has delegated responsibility to consider applications for funding for reasonable adjustments up to a maximum of £100.00 per applicant member per financial year (not including any ring-fenced grant funding). Funding will be considered on a case by case basis. In the event that applications are made by a committee member, that committee member can take no part in any consideration of the case. 7.1.3 Procedures The member submits a written request to the committee for assistance. The request should include: - what assistance they need - what form will the assistance take and what costs will be involved. 7 | P a g e Revised AGM 12/10/2023 The committee will analyse the request and decide if the request is acceptable or not based on: - In the opinion of the committee does the request warrant BAAHA Ltd assistance. - if it does are the costs involved acceptable? 8 DETERMINATION POLICY See the following paragraphs of the Tenancy Agreement for the rules relating to various Determination Policies:- 3.3.2 Probation period for new members. 3.6.2 Little or no cultivation. 3.31. Disciplinary Procedures. 4.1. Death of a member. 4.2 and 4.3 Notice. 4.3.1 Rent arrears 9 Adoption of the Policies/Procedures This Policies and Procedures Document was revised and approved at the BAAHA Ltd AGM on 12/10/2023.

Fees Associated with the allotments

BAAHA LTD TENANCY AGREEMENT

Bramfield Avenue Allotment Holders Association