Code of conduct

1. Status of Code

1. This code does not replace the constitution, tenancy agreement or rules but will guide their interpretation and set down best practice.
2. Officers and Committee members will be asked to indicate their formal acceptance of the additional responsibilities as set out in this code at the first Committee meeting following the AGM each year. All members will be made aware of the code, and copies will be available on the Facebook page, the website and in a folder freely accessible to members in the First Aid shed on site.
3. It takes effect when engaged on allotment Association business on and off the site.

2. Admission to Membership

1. All persons leasing gardens at the Leapool Allotments site shall be admitted to membership provided they agree to abide by the Constitution and Rules of the Association.
2. All members shall demonstrate a wish to grow vegetables, fruit and/or flowers on an allotment.
3. Membership is at the discretion of the Committee.
4. The Association’s Committee shall have the power to suspend and/or remove persons from membership.

3. Members’ Responsibilities

1. All members shall follow the conditions relating to the use and maintenance of the allotment as set down in the tenancy agreement and rules.
2. Every member acting individually or collectively shall not give, receive or provoke behaviour that can be judged to be verbally, physically or mentally intimidating, aggressive or threatening to other members or groups of members.
3. In accordance with the 2010 Equality Act, members will not use discriminatory language or behaviour towards other members.

4. Additional Responsibilities of Officers and Committee Members

1. Officers and members of the Committee, whether elected or co-opted, have a particular duty of care to the Association which requires them to act in the best interests of the whole Association. This would include taking appropriate action in the event of a problem arising on the Allotment site (such as picking up litter, reporting a leaking tap, etc), and setting a good example to other members, for example by adhering to the Allotment Rules and Regulations as published to members.
2. Officers and Committee members should act with selflessness, integrity, objectivity, accountability, openness, honesty, and leadership (the Nolan principles).
3. Details of Committee discussions and individual voting patterns will remain confidential. Decisions once taken shall be supported by all members of the Committee
4. Minutes are confidential until approved at the following meeting. Minutes made available to all members will be redacted to remove personal information.
5. All data from members will be confidential and kept in accordance with GDPR and the Association’s Data Protection Policy.
6. Committee members shall take on a specific role for the benefit of the Association as a whole, appropriate to their skills, interests and personal circumstances. This will be agreed at the first Committee Meeting following the AGM. Roles will include Lettings Officer, Trading Post volunteers, site maintenance and security, show and competition organisers and any other roles deemed necessary by the Committee.
7. Conflicts of interest and conflicts of loyalty shall be declared by members and appropriate action taken by the Committee.

5. Additional Responsibilities of Elected Officers

1. Those elected as Chair, Secretary and Treasurer will fulfil the specific roles and responsibilities appropriate to these Offices:

Chair

1. Ensure that leadership is provided to the Committee.
2. Chair the meetings to a high standard.
3. In conjunction with the Secretary, Treasurer and other Committee members, ensure an agenda is produced for meetings.
4. Ensure other Officers and Committee members fulfil their designated roles, promoting cooperation, training and support as necessary.
5. Any other roles as agreed by members of the Committee

Secretary

1. Ensure that accurate minutes are taken at all formal meetings. These should include a record of any decisions made, including numbers for and against if a vote is taken, and action points together with the name of the member responsible for ensuring they are carried out.
2. Ensure necessary paperwork is circulated prior to formal meetings.
3. Facilitate effective communication with members.
4. Deputise for the Chair in his/her absence.
5. Any other roles as agreed by members of the Committee.

Treasurer

1. Protect the Association’s financial integrity and assets, monitor the financial affairs and report these to the Committee.
2. Maintain accurate accounts of income and expenditure and reconcile this with bank statements.
3. Oversee the finances of the Trading Post and Key account.
4. Oversee the collection of rents.
5. Prepare the annual accounts and arrange for them to be audited as agreed by the AGM.
6. Any other roles as agreed by members of the Committee.

This document has been adapted for Leapool Allotment Association’s use from the National Allotment Society’s Code of Conduct document dated 2019 and the document “Role Descriptions for the Committee and Officers of an Allotment Society”, produced by Barnet Federation of Allotment and Horticultural Societies. It was adopted at a meeting of the LAA Committee on 27 November 2022.