Byelaws

                                                                                                          The Boltons Garden Enclosures Byelaws and Rules

(updated January 2022)

 

 

 

Gardens, Property & Governance  

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1. The Boltons Garden Enclosures (“BGE”) is a registered charity that promotes, protects and preserves the character and amenities of the Garden Enclosures (“Gardens”) to the north and south of St Mary in The Boltons for the benefit of the public generally and especially the inhabitants of The Boltons Conservation Area (historically the Parish of St Mary in The Boltons). The Gardens receive no financial or management support from the borough council for maintaining or operating the Gardens. The Gardens are managed by the BGE Trustees. Access and use of the Gardens is a privilege offered by BGE to Members and is not inherent to any individual or property.                                                                                                                                                                                                                                                            Garden Subscriptions and Membership Fees.                                   

2. Membership is offered entirely at the discretion of BGE to private individuals able to provide proof of address and successfully complete the application process of agreeing to adhere to the Byelaws and Rules and paying Membership Fees. New membership will only be offered to inhabitants of the Boltons Conservation Area.                         

3. Applications for Membership to the Gardens should be made to BGE via email to admin@boltons.org.uk. The person whose name, address and other details are registered with BGE will be deemed to be the Member and responsible for the use of the Key and the actions of all those using the Key to access the Gardens from their address.                                                                                                                                                                                     

4. The Member will be held responsible at all times for the behaviour of those using the Key issued and for any damages they may cause, either deliberately or otherwise, whether personally in the Gardens or not.                        

5. Membership Fees and the associated Byelaws and Rules may be determined by BGE annually and may be amended at any time.  Membership Fees are currently £425 (together with a one-off £75 Key Fee).  There is a one-off Joining Fee of £200 for all new Members.                                                                                                                                 

6. Membership Fees will become due by 30th November each year for the calendar year period 1st January until 31st December. Membership Fees shall be paid in advance. If renewal is not received by 30th November the Member’s Key will be deactivated on 1st January.                                                                                                                     

7. Membership Fees are paid for a term of one year and are not refundable at any point after making payment and receiving a Key.                                                                                                                                                                        

8. BGE may, at its discretion, limit the numbers of Memberships offered in any year. Where Membership numbers are limited, a waiting list may be kept identifying those who have applied for Membership and the date their application was received. When a Membership becomes available, the applicant at the top of the waiting list by date of application will be notified by email that a Membership is available.  The offer must be taken up and the Membership Fees paid within 10 days of the offer being made. If the offer is not taken up or the Membership Fees not paid, then the next person on the waiting list will be notified and offered the Membership.                                   

9. Annual renewal notices will be sent to current Members by email. Where a Member does not pay the annual Membership Fees in advance by 30 November preceding the new calendar year:                                                          

   • The Membership will be deemed terminated and will not be renewed from 1st January                                         

   • Terminated Membership stops access and use of the Gardens for all members of the household, including children, nannies and staff.                                                                                                                                                                                                                                                                                                                                      To avoid emails going into your junk folder and getting missed, BGE recommends adding the email address:  admin@boltons.org.uk to your email safelist.  BGE takes no responsibility for missed emails.                                                                                                                                                                                                                 ​​​​​​

10. Members should expect that BGE will monitor the use of the Gardens to ensure compliance with the Byelaws and Rules. Membership may be cancelled and no refund of Membership Fees will be payable if breaches become apparent.                                                                                                                                                                                                                                                                    Keys                                                                                                                                                                                                                                                                           

11. Access to the Gardens is by Key issued by the BGE. Keys are purchased by Members following successful completion of the application process and payment of the Membership Fee and a Key Fee.                                              

12. The use of the Key is limited strictly to the members of the Member's household, or their employees.  Keys must not be sold, transferred, lent or hired to any other persons save for BGE.                                                                        

13. BGE may purchase the Key back from the Member partway through, or at the end of, an annual Membership term, provided the Key is in good, working condition and provided there is a waiting list for membership. There is no refund for the annual Membership Fee. BGE will purchase the Key for the same price as the Key Fee paid.                                                                                                   

14. Only one Key will be issued per residential household.                                                                                                       

15. In the event of a Key being lost, the Member must notify BGE at their earliest opportunity and a replacement can be requested.  A new Key Fee will need to be paid.  Keys are limited and replacing a lost key may take several weeks.                                                                                                                                                                                        

16. A faulty Key at current issue will only be replaced on successful return of the faulty Key issued.                                                                    

17. BGE reserves the right to demand that Members surrender the Key issued.  In these circumstances BGE will not purchase the Key back from the Member. BGE reserve the right to suspend or cancel key access of any Member repeatedly breaking rules.                                                                                                                                                                                          

18. Key holders shall produce their Keys for inspection and give their name and key number when requested to by BGE Trustees and BGE employees (gardeners and secretary).                                     
    
                                                                                       Rules                                                                                                                                                       (Also available on Notice Board in the Gardens)                                                             

19. Only Members, their families and guests accompanied by Members are allowed in the Gardens (which includes the Play Area), unless authorised by BGE.                                                                                                                             

20. Members, their families and guests use the Gardens at their own risk.  BGE have no responsibility for any injury or death caused to any person including children resulting from the use of the Gardens.                                                   

21. Use of the gardens is only permitted from dawn until dusk. No Member is permitted to enter or remain in the gardens after dusk.                                                                                                                                                                  

22. Keys are issued to Members and key lending is not allowed. If key lending is suspected the Board reserve the right to take legal action.                                                                                                                                                                      

23. Securely close the gate on entry and exit. Do not climb over the boundary railings or gates.                                        

24. All children under 15 years old must be accompanied by a responsible adult.                                                                 

25. The Play Area is to be used only by children under 12 years old.  They must be supervised at all times.                       

26. Do not cause damage to lawns, plants, shrubs, trees and any property belonging to BGE.  Do not climb on trees. Keep off flower beds and shrubberies and do not pick flowers.                                                                                         

27. Respect any notices.  Do not enter any area of the Gardens where adequate notice is shown to keep out.                 

28. Dogs are not permitted.                                                                                                                                                          

29. Members bring any items into the Gardens entirely at their own risk. BGE reserves the right to dispose of items that in its reasonable  opinion have been left or abandoned in the Gardens or that are causing a nuisance.                 

30. Remove all litter and keep the Gardens clean and tidy.                                                                                                       

31. Ball games including football are not permitted. Babies and toddlers are permitted to play with a rubber ball provided it is soft and causes no damage.  Football boots must not be worn.                                                                 

32. Glass containers, fires, BBQs and fireworks of any description are not permitted.                                                           

33. Alcohol is not permitted in the South Garden.                                                                                                                     

34. Do not ride bicycles, tricycles and scooters.  They are permitted into the Gardens for safekeeping.                             

35. Do not use the Gardens in a manner which is likely to cause a nuisance, annoyance or damage to local residents and other users.  This includes noisy and disorderly behaviour.                                                                                          

36. Do not fly drones in the Gardens.                                                                                                                                                                           

37. The use of the Gardens for social or other parties, functions or events is not permitted unless prior permission is given by BGE.  Requests, which BGE has no obligation to authorise, should be made to BGE via email to admin@boltons.org.uk.                                                                                                                                                            

38. Do not interfere with any facilities including but not limited to lighting, cabling or the electricity supply.                     

39. Take care of the equipment in the Play Area and only use it as it is intended.                                                                  

40. BGE reserve the right to close the Gardens or to limit access to all or part of them at any time.                                    

41. Please notify BGE on admin@boltons.org.uk of any maintenance or behaviour concerns within the Gardens.             

42. Members failing to obey the reasonable requests of BGE are at risk of having their Key repossessed without notice and their Membership cancelled with immediate effect.
    
                                                     Data Protection and Privacy Statement                                                                             

43. A Member’s personal data will be handled in accordance with the General Data Protection Regulation (EU) 2016/679.                                                                                                                                                                                   

44. Our Privacy Notice is available to view here.                                                                                                                         

45. No personal data is shared with any 3rd party.                                                                                                                     

46. Your information is securely stored on one computer kept locked with the charity secretary. We keep email addresses and physical addresses only for the time that you are a subscriber. When you end your subscription we will then dispose of your information and you will be deleted from the database.                                                           

47. If you have any concerns about our use of your personal information, you can make a complaint to BGE at admin@boltons.org.uk. You can also complain to the ICO if you are unhappy with how we have used your data.