BCC Documentation
UNDER CONSTRUCTION
The above documents are situated on the BCC servers. You will leave the BDAC site
Handbook
Handbook Appendices 82 – 86 Risk Assessments
The information provided within the policies and other documents on this section of the BDAC Website is to provide a starting point for Allotment Associations in Birmingham which are seeking to improve their governance and site management. You are free to download and customise any of them. They have been drafted and checked to comply with relevant and current Birmingham Allotment Rules, as well as other governing documents such as Management Agreements, national legislation or local policies and practices. In all cases you should not adopt them without checking their relevance for your Association and getting further advice from the BDAC if in any doubt, and be aware that cutting and pasting in a very selective way may not be appropriate.
While we will review all our templates on a regular basis, you are advised to seek legal advice about any areas of concern for your Association especially in the case of policies involving Health and Safety, GDPR, Safeguarding, Animal Welfare or other issues where there are legal requirements for all organisations (including unincorporated Allotment Associations run by volunteers) to have certain measures in place. BDAC assumes no responsibility for errors or omissions in the content or for any actions taken based on the information provided
For additional guidance contact secretary@bdacallotments.co.uk)
- Constitutions for Allotment Associations including Model Co-op Rules for Allotment Association sponsored by the NAS as well as basic constitutions for unincorporated volunteer-run organisations.
- Standing orders for Committees – to complement Constitutions covering the running of meetings, membership, reports etc.
- Committee Codes of Conduct, covering items like meeting attendance, conflict of interest.
- Roles on Committees – guidance on Officers (role descriptions) and other potential roles – eg Site Manager, Health and Safety Officer, Events Coordinator – as well as the overall role of all Committee members.
- Association Rules to complement existing Council Rules, covering items not covered in Council rules or unclear eg locking of gates, parking/speed limits on sites, barbecues.
- Plot Management and cultivation; Dealing with non-cultivation; managing and following up plot inspections.
- Lettings Policy, including management of waiting list and plot transfers on sites.
- Health and Safety, including First Aid procedures and Risk Assessment .
- Equality, Diversity and Inclusion policy, including catering for disabled plotholders and handling discrimination claims
- GDPR: Data Protection. This also includes social media & CCTV
- Financial management & procedures 1 : covering rent collection, managing accounts, monitoring funded projects, expenses for committee and volunteers
- Financial Regulations and Procedures 2: inc. Counter Fraud, Anti-corruption, Gifts and Hospitality
- Complaints policies and procedures, covering complaints by plotholders about others, complaints involving committees and their members, and complaints from neighbours of allotment sites (or about neighbours)
- Procedures for dealing with persistent rule breakers – guidance for handling situations where plotholders (and their associates) don’t observe Council or Association Rules
- Policies and guidance on specific issues:
- Keeping Animals on Allotment Sites and Plots: Regulations, Policies and Guidance on keeping chickens, bees or rabbits
- Safeguarding (of vulnerable people on the site). Safeguarding policies and procedures are required by some funders if sites run projects or have non-standard tenants such as schools, colleges, centres catering for disabled people
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