1 At the time of letting, new members will be given a membership application form, fees payment form and a new membership form giving details of where to read the TGAA plot rules and where to find advice for new plotholders. New members will be asked to sign the membership application form and return it to the Letting Secretaries, to send the fees payment form to the Treasurer with payment and to sign and keep the new membership form.

2 At the time of letting, and where appropriate, the Lettings Secretaries will provide new members with information and advice on the care of established trees on their plot.

3 The Lettings Secretaries will ensure that all members sign and return the membership application form. The signed copies will be retained by the Lettings Secretaries who will also pass details of new members to the Treasurer and Secretary.

4 The Secretary will be responsible for adding new members to the email distribution list.

5 Two months after the date of letting – one month in the growing season (March to October) - the Lettings Secretaries will inspect the state of the plot. If little or no reasonable progress is seen to have taken place, the committee will issue a notice to quit and the plotholder will be given two weeks to remove his or her belongings from the plot. After the two-week deadline has passed, the plot will be re-let.

6 When necessary, Lettings Secretaries will keep a waiting list; the order of names will be as per the dates when the prospective plot holders first made contact. However, prospective plot holders who live locally will be given priority over people who do not.

7 Existing members who want an additional half plot must take their turn on the waiting list. However, Lettings Secretaries will have discretion to allow an existing member 'in good standing' to jump the queue if a plot becomes available near to his/her existing one.

March 2004