Humber Avenue Community Allotments

Procedures for use of HACA Documents

Document 001 HACA Constitution
Anyone requesting to see this document should be referred to www.haca.uk or printed copy in social room.
Document 002 HACA Terms & Conditions
A copy of this document to be provided to all new Tenants. Existing Tenants to be referred to www.haca.uk or printed copy in social room .
Document 003 HACA Application to join waiting list
Form available from membershipsecretary@haca.uk or www.haca.uk Prospective Tenant to return form by post or email to membership secretary. Membership secretary adds details to waiting list. When Prospective Tenant reaches top of list membership secretary makes contact and arranges meeting. If plot is let a copy of Document 002 HACA Terms & Conditions and Document 012 HACA Tenancy agreement is provided by membership secretary. Tenancy Agreement is returned by post, e mail or community room post box to HACA Treasurer, who notes details, issues invoice and files document.
Document 004 HACA expense claim form
Completed forms sent to HACA Treasurer for processing and payment.
Document 005 HACA Co-worker agreement
Form available from membershipsecretary@haca.uk or www.haca.uk Returned to membership secretary for update of records.
Document 006 HACA Equalities Policy
Anyone requesting to see this document should be referred to www.haca.uk or printed copy in social room .
Document 007 HACA Transfer plot to co-worker
Form available from membershipsecretary@haca.uk or www.haca.uk. Returned to Membership Secretary for update of records and form forwarded to HACA Treasurer for filing
Document 008 HACA GDPR Privacy statement
Anyone requesting to see this document should be referred to www.haca.uk or printed copy in social room .
Document 009 HACA Relinquish a plot
Form available from membershipsecretary@haca.uk or www.haca.uk Returned to membershipsecretary@haca.uk for update of records and form forwarded to HACA Treasurer for filing. Membership secretary starts reletting process. Treasurer refunds any deposits paid minus plot rectification cost. Alternatively if no deposit and rectification costs are incurred invoice issued. Invoicing list updated.
Document 010 HACA Erect a structure
Form available from membershipsecretary@haca.uk or www.haca.uk. Returned to membershipsecretary@haca.uk for update of records.
Document 011 HACA Application for a discount
Form available from treasurer@haca.uk or www.haca.uk Returned to HACA Treasurer for update of records and application of discount if approved. Treasurer notifies Tenant of decision.
Document 012 HACA Tenancy agreement
Issued by membershipsecretary@haca.uk and completed form sent to Treasurer for updating records.
Document 013 HACA Suggestion & Complaints
Complaints to be resolved by a Committee member by seek local resolution. If unable to resolve refer Tenant to chairperson@haca.uk . Alternatively Tenant raises at HACA AGM or calls an EGM. Suggestions discussed at next Committee meeting.
Document 014 HACA Non cultivation notice
Issued by companysecretary@haca.uk who carries out follow up
Document 015 HACA Notice to quit
Issued by treasurer@haca.uk who carries out follow up and advises Chair and membership secretary of notice issue.
Document 016 Risk Assessment
Carried out every 3 months by two committee members. Other instructions on form.
Document 017 Health & Safety Policy
Anyone requesting to see this document should be referred to www.haca.uk or printed copy in social room .
Document 018 Procedures for use of HACA Documents
Anyone requesting to see this document should be referred to www.haca.uk or printed copy in social room .
Document 019 Cultivation Definition
Anyone requesting to see this document should be referred to www.haca.uk or printed copy in social room .
Document 020 Mission, Vision & Values
Anyone requesting to see this document should be referred to www.haca.uk or printed copy in social room .
Document 021 Operation & Safety Instructions Mower
Issued to user before loan of machinery Currently in draft format
Document 022 Operation & Safety Instructions Strimmer
Issued to user before loan of machinery Currently in draft format
Document 023 Operation & Safety Instructions Rotovator / Cultivator
Issued to user before loan of machinery Currently in draft format
Document 024 Hire Loan Agreement
Issued to user before loan of machinery Currently in draft format
Process for managing waiting list and letting plots
  1. Membership Secretary will receive notification that a plot is available from one of the following sources:
          Plot Relinquishment from existing Tenant
          Non-payment Eviction notice from Treasurer
          Non Cultivation Eviction from Treasurer
  1. Membership Secretary contacts prospective tenant by e mail/letter/telephone
  2. Prospective tenant not interested/uncontactable. Membership Secretary removes name from waiting list and contacts next person on list.
  3. Prospective tenant is interested. Membership Secretary arranges a plot meeting and advises SSSO of time and date of meeting. If SSSO not available, Membership Secretary to be accompanied by another committee member.
  4. Plot meeting. If tenant accepts plot, Membership Secretary issues Tenancy Agreement and Terms and Conditions.
  5. Membership Secretary advises Treasurer and Treasurer issue invoice.
  6. Payment received by Treasurer. Notifies Membership Secretary who issues gate key to new Tenant with any supplementary paperwork
  7. Membership Secretary updates Master Data Base and advises SSSO of new plot holder basic details and adds details to new plot inspection list.
  8. Where a half plot is offered and declined in favour of a full plot the person declining does not forfeit their position on the waiting list.

 

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