In addition to the Articles of Association, our gardeners’ association has internal regulations. These contain rules for the implementation of and/or additions to the Articles of Association.

The internal regulations state:

• the convening of a General Meeting of Members,
• rules for becoming a member,
• the payment of membership fees,
• the maintenance of financial records,
• decision-making within the Board.
• The rules that all members must adhere to.

The Board can only amend these regulations with the approval of the General Meeting of Members.

(Read ‘he/she’ wherever ‘he’ appears and ‘her/his’ wherever ‘his’ appears)

INTERNAL REGULATIONS AND APPENDICES.

MEMBERSHIP
Article 1.

1. Applications for membership of the association are submitted to the Board, stating name, initials, date of birth, address, postal code, and telephone number.
2. A maximum of 1 person per household address may be registered as a member of the association. This member is granted the use of a maximum of 2 ares.
3. Anyone wishing to register to obtain a garden plot must pay a registration fee of €17.50 upon registration. This payment serves as a confirmation of interest. After this, the registration is final. If no vegetable garden is made available after a period of three years, a refund of the registration fee may be requested.
4. During the first year, a new member is an aspirant. In the event of poor maintenance or other violations, the Board may decide to terminate the contract unilaterally. After a successful first year, the normal rules apply.
5. Every member is obliged to make themselves available for at least 2 half-days per year to carry out general maintenance on our large garden complex, in consultation with and at the direction of the board.

Article 2.
If there are vacant gardens, a garden will be made available to the prospective member. If no garden is available, the Garden Allocation Commissioner will place the names of the applicants on a waiting list in order of application. Gardens will be allocated in the order of this list, provided the desired size is available.

Article 3.
Upon allocation of a garden, the member must pay a deposit. This deposit serves as security for the garden being returned in good condition upon termination of membership. After the deposit, membership fees, and usage fee have been paid, the member will receive proof of membership. Upon payment of a deposit, a key to the toilet and shelter facilities of the association building will be issued. This key remains the property of the association and must be returned upon termination of membership, after which the key deposit will be refunded.

Article 4.
Members who have terminated their membership in accordance with Article 10 of the statutes, or for whom membership has been terminated for other reasons (excluding death), must leave their garden cleaned and remove all property, in consultation with the Garden Intake Commissioner. In the event of failure to do so, the deposit will not be refunded. A garden member who has been suspended no longer has access to the garden, other than for cleaning and the removal of property, for which the board will set a written deadline.

1. Cancellation may take place at any time; the following criteria apply to the refund of the usage fee: for cancellation, with observance of a 1-month notice period, for the period up to July 1st, 50% of the paid usage fee will be refunded. If cancellation takes place for the period after July 1st up to January 1st, no refund will be given.
2. A refund will only be granted if the deposit is also refunded.

Article 5.
An expulsion pursuant to Article 9 of the Articles of Association is pronounced by the General Meeting of Members – upon a proposal by the Board or by at least one-tenth of the members, who must submit their proposal to the Board.

Article 6.
For suspended members, all rights arising from membership shall cease to apply, except for the right of access and defense during the General Meeting of Members in which the proposal for expulsion is considered. This right applies, however, exclusively to those (suspended) members who have exercised the right to appeal in accordance with Article 9, paragraph 6 of the Articles of Association.

BOARD
Article 7.
Regarding the composition of the Board, the rules as set out in Article 11 of the Articles of Association apply.

Article 8.
The job descriptions of the Board members (Chairman, Secretary, Treasurer, and Commissioners) are determined by the Board from among themselves and form part of the Internal Regulations as a separate appendix entitled “Board Duties”.

Article 9.
If there is a prospect that a board member will be unable to perform his duties for longer than six weeks, the board is entitled to appoint a (temporary) replacement. In the event that such inability lasts longer than 12 months, the board member concerned may be dismissed from his position by the general meeting.

Article 10.
The board members are obliged to maintain confidentiality regarding everything they know by virtue of their position, with the exception of communications to and accountability of the members at the general meeting.

Article 11.
Board members may be dismissed from their positions by a general meeting convened specifically for that purpose, upon a proposal by the board or by at least one-tenth of the members. This shall not take place before they have been given the opportunity to account for their actions.

Article 12.
Board members who have resigned, been dismissed, or suspended are obliged to transfer the books, records, and other property of the association in their possession to the Board within one month.

FINANCIAL RESOURCES.
Article 13.
The financial resources are received and managed by the treasurer. The Board is authorized to require the disclosure of the treasurer’s books for inspection at any time. The treasurer shall render a brief account of the past period during the Board meeting.

Article 14.
The treasurer is obliged to maintain a normal cash balance, just as a normal balance on the Bank Account. Larger amounts should be held in an interest-bearing savings account covered by the Dutch State deposit guarantee scheme.

Expenditures may only be made by the treasurer to the extent that estimates for them have been included in the budget. Necessary expenditures, other than those referred to in the previous sentence, and expenditures that threaten to exceed the budget estimates require the prior consent of the Board.

Article 15.
The amount of the contribution (membership fee plus garden usage fee) is determined by the General Meeting of Members – as is the amount of the security deposit. The determination of the amount of the user fee is based on the amount owed to the Municipality of Zwolle, increased by the costs of garden maintenance attributable to the association, and is collected by means of an authorization.

A proposal for an increase may be submitted by the Board in the autumn circular announcing the General Meeting. In this way, a decision can be made at the General Meeting to increase the membership fee for that same year.

Article 16.
The membership fee must be paid no later than February 1st of the relevant year. If payment has not been made by March 1st of the following year, even after an outgoing reminder, suspension will follow, pursuant to Article 8 of the statutes. The Board will communicate in a timely manner where, when, and in what manner payment can be made.

Article 17.
The acceptance of donations subject to conditions or with obligations is taken by Board resolution. The Board will account for this at the next General Meeting.

Article 18.
Membership fees will not be refunded, unless the Board decides otherwise.

FINANCIAL AUDIT
Article 19.
The annual audit of the finances and the administration thereof rests with an audit committee (Article 16, paragraph 4 of the statutes). In the event of an interim vacancy on the audit committee, the Board shall provide for a replacement.

Article 20.
The audit committee is charged with auditing the financial management by the treasurer. The committee is authorized at all times to demand access to all books and documents it requires for its audit. Upon approval of the books, they shall be signed for approval by the members of the audit committee. The audit committee shall submit a written report on the audit to the Board, which report must be presented to the members at the next General Meeting. This report shall contain at least the favorable or unfavorable balance of the past financial year, an overview of the credits as at the end of the financial year, and the conclusion regarding the financial management by the treasurer.

Article 21.
The members of the audit committee are obliged to maintain confidentiality regarding everything they know by virtue of their position, with the exception of communications to and accountability towards the members at the General Meeting.

MEETINGS
Article 22. General Meeting
Every General Meeting convened in accordance with the provisions of Article 17 of the statutes is entitled to take decisions, regardless of the number of members present, with the exception of a decision to dissolve. Attendance is evidenced by the signed attendance list.

Article 23.
Candidates for elections may be nominated by any member and/or the Board. In the case of nomination by members, the names must be known to the Board at least 8 days prior to the General Meeting.

Article 24.
The chairperson is not obliged to grant a member the floor more than twice on the same subject, unless at the express request of the meeting. The chairperson may withdraw the right to speak from a speaker if they go beyond the scope of the proceedings. He is entitled to deny a member who disrupts order in the meeting further attendance at the meeting. He may suspend the meeting and, after consultation with the board, adjourn the meeting.

BOARD MEETINGS

Article 25.
The Board meets as often as necessary, but at least four times per calendar year. Invitations to Board meetings must – in general – be in the possession of the Board members at least ten days in advance. An agenda listing the topics to be discussed must be enclosed with an invitation.

Article 26.
The Board is obliged to convene a Board meeting if at least three Board members request it. The applicants are required to indicate the topics to be discussed in writing with the submitted request.

Article 27.
The presence of at least three members of the Board is required for taking a decision at a Board meeting, unless taking a decision has already had to be postponed once due to insufficient attendance of Board members and the Board members have been convened again for the same subject.

Article 28.
In urgent cases, for which it is difficult to consult the entire Board, a decision is taken by the Executive Board. This decision must be ratified by the Board at the next Board meeting.

THE GARDEN
Article 29.
A garden is understood to mean a plot of land belonging to the garden complex, which may be used exclusively for the cultivation of fruit, flowers, vegetables, potatoes, dwarf/shrub-form fruit trees and shrubs, intended for personal or family use; sale to third parties is not permitted. In the event of a detected violation, the offender may be denied membership.

Article 30.
The allocation and the distribution or subdivision of the gardens are carried out by the Board, in this case by the Garden Allocation Commissioner.

Article 31.
Depending on the available plots, a member is assigned a plot of ½, 1, or 1 ½ ares; however, in principle, never more than 2 ares in total per household address.

1. Existing members can inform the Board that they wish to change gardens and are placed on the internal waiting list. They receive priority on the external waiting list. Members who have maintained their garden inadequately or not in accordance with the rules are not eligible for a change of garden, except in special circumstances to be judged by the Board.
2. The Board is authorized to deviate from the size of the plots to be allocated in exceptional situations. Unused gardens may be leased to members of the association for the remainder of the current calendar year against a reduced usage fee or free of charge. Exceeding the maximum leaseable plot size of 3 ares is permitted in this case.

Article 32.
Gardens smaller than 3 ares must have a path of at least 0.40 m width running parallel to and directly adjacent to the garden path, which, as a right of way, provides the shortest possible access to the adjacent garden(s). This right of way also entails that those plots must be accessible once a year where necessary for mechanical plowing or tilling. The ditch bank must be accessible at all times for all work activities.

Article 33.
Members must comply with the statutory regulations regarding the prevention and control of plant diseases and other pests. The Board is authorized to issue instructions in this regard, which must be followed within the specified timeframe.

1. Under no circumstances may individual members use herbicides on the garden complex, in any form whatsoever. These herbicides pose too great a risk to the crops standing in the gardens. Upon detection or violation, the member concerned may be suspended immediately, followed by a proposal for expulsion to the General Meeting of Members.
2. Other pesticides may – provided they are legally permitted – only be used in accordance with the instructions on the packaging. Particular attention must be paid to the dosage per liter of water or the quantity per surface area. Pesticides may not come into contact with the garden or crops of other members. Rinsing out used aids and disposing of surpluses may not take place on the garden complex; this must be treated as small chemical waste.
3. See also ‘Appendix’ to the Internal Regulations.

Article 34.
It is not permitted to grant shared use of garden plots to a third party (subletting).

Article 35.
Members shall protect each other’s property on the gardens as much as possible.

Article 36.
Members are free in their choice of the crops to be cultivated, subject to the restrictions imposed by statutory regulations and the internal regulations. Several important matters are strongly advised in an ‘Appendix’ accompanying these Internal Regulations.

Article 37.
The gardens are regularly inspected for their state of maintenance and to ensure they look well-cared for. This means checking whether they have been cleared of weeds.

Article 38. 
Keeping bees is permitted provided that this has been requested from the board in advance and permission has been granted by this body. A contract must be drawn up with the beekeeper containing the rules regarding, among other things, termination and good ‘hostmanship’. This contract may be terminated annually.

OBLIGATIONS OF THE MEMBERS
Article 39. The members are obliged:

1. to have their garden fully cultivated no later than May 1st.
2. to allow the garden commissioners as well as other board members access to their garden plot at all times.
3. to cultivate their garden themselves in principle; having it dug and tilled by third parties is permitted.
4. to maintain the paths along the gardens as well as the banks of ditches and watercourses without allowing the vegetation to become overgrown. Existing hedges may not cause nuisance and/or disturbance. The maximum height of hedges and other boundaries is 1.60 meters. NB: Ditches are the inland waters on the complex; Watercourses are the (wider) bodies of water that surround the complex.
5. to maintain the ditches and the ditch banks both above and below the waterline and to keep culverts and inlets clear so that proper water management is ensured.
6. The provisions under 6 also apply to the watercourses, with the understanding that maintenance is limited to one meter from the bank edge.
7. The slope must be free of overhanging vegetation and may only be covered with grass or other walkable vegetation.
8. The construction of small stone steps to the waterside is permitted with the restriction of a maximum width of 1 meter.
9. Grasses must be mowed at least twice a year: before July 1st and before October 1st.
10. The bank edge/slope slopes at an angle of approximately 45 degrees from the ditch. not to place any obstacles such as fences, structures, posts, compost heaps, etc. within one meter from the top of the embankment (bank edge). This area must be freely accessible along the entire length of the ditches and waterways of the garden complex for maintenance and inspection.
11. To remove all non-compostable waste from the garden complex. It is prohibited to store this on or outside one’s own garden on the complex.
12. to inform the board in a timely manner in circumstances of illness, prolonged absence, etc., so that an (interim) solution can be sought for garden maintenance and cultivation.

MEMBERS ARE NOT PERMITTED
Article 40. It is not permitted to:

1. plant in such a way that, upon full growth of the crop, shrubs, or trees, a nuisance is caused to adjacent plots.
2. use asbestos as a material in the garden. It is also not permitted to incorporate gravel, crushed stone, shells, etc. in the garden; not even as a covering for paths, ditch banks, terraces, etc.
3. to enter other gardens or to visit greenhouses or garden sheds without the owner’s permission. Members must also ensure that housemates and guests adhere to this prohibition. Entering other gardens is only permitted when the right of way (Article 32) must be exercised or if Article 35 applies.
4. to break fences, remove or move boundary posts, regardless of whether they belong to the municipality or the association.
5. to place bicycles, etc., on the garden paths in such a way that the passage/access of others is obstructed.
6. to post, hang up, or distribute written or printed materials without the permission of the board.
7. to hunt or allow hunting, to capture game, to collect eggs, or to fish.
8. to close off the ditches in any way whatsoever. When erecting jetties or other structures, care must be taken at all times to prevent ditches, drainage pipes, and culverts or culvert outlets from becoming blocked or damaged.
9. to cover the ditch banks with stones, artificial grass, rugs, carpeting, and other non-compostable materials.
10. to burn waste on the garden complex. Waste is also understood to mean pruning waste, potato foliage, bean straw, etc.
11. to cover paths outside one’s own vegetable garden with, for example, plastic, artificial grass, rugs, carpeting, and other non-compostable materials.
12. to cause noise nuisance on the garden complex in any way.
13. to keep or have animals kept on the garden complex (such as chickens, rabbits, pigeons, etc.).
14. to deposit waste on the complex itself, near the entrances and exits, and/or around the container.
15. to conduct trade on the garden complex in any respect without permission from the board.
16. to use or allow others to use the association’s tools outside the garden complex. Used tools must be stored immediately after use – cleaned – in the designated place.
17. Compost garden waste (mowing, garden, and pruning waste) outside your own garden. (Therefore, not in the municipal vegetation of the complex either).
18. Store items not related to the vegetable garden in the garden. This is at the discretion of the board.
19. A barbecue/fire pit etc. To be used before 17:00, due to lung patients. An exemption may be requested from the board.
20. It is prohibited at all times to burn impregnated and/or painted wood, residual waste, and garden waste.
21. to use water from the association building to water the garden. This water may only be used for drinking water and/or washing the harvest.

Article 41.
On every garden plot, a tool shed – also serving as a bench – may be placed with dimensions in the order of 2.25 m long, 0.65 m wide, and 0.65 m high. The placement of a flat greenhouse – provided it is made of proper material – is also permitted on every garden plot (however, not higher than 65 cm). On a garden plot smaller than 1 are, a maximum of 10% of the surface area may be built upon with a maximum of 2 of the following structures: tool shed, flat greenhouse.

Article 42.
On a garden of 1 are or larger, a maximum of 10% of the surface area may be built upon with a maximum of 3 of the following structures: tool shed, flat greenhouse, garden house, shelter, shed, canopy on stilts without walls, awning, greenhouse, tunnel greenhouse, subject to the provisions of the Holtenbroek zoning plan.

Article 43.
Before construction commences, an application must be submitted to the Permits Commissioner. Permission must also be requested for changes to the structure (if the surface area or height changes). Construction may commence once the permit has been granted.

Article 44.
The maximum height of any structure may not exceed 2.40 meters.

Article 45.
The structure must be completed within 6 months after the permit has been granted. The Permits Commissioner periodically checks whether the existing structures comply with the description in the permit. If the dimensions exceed those for which a permit was granted, the gardener has a maximum of 1 month to adjust the dimensions or submit a revised permit application. If the application is refused (based on the articles in the house rules), the structure must be immediately adjusted to comply with the permit.

Article 46.
Canopies and structures with a roof are considered structures. Cover nets, possibly supported by poles or arches, are not considered structures.

Article 47.
All structures mentioned in these articles must be properly maintained. All woodwork must be painted in muted colors (green, brown, blue, ochre, white, black are preferred). Impregnated wood does not need to be painted. In the event of insufficient maintenance, the same rules apply as for negligent maintenance of the garden.

Article 48.
All costs arising from the placement and/or use of the structures mentioned in these articles are for the account of the member. The costs of demolition, clearing, and removal are also for the account of the member.

Article 49.
The plots may only be used by members and their family members from sunrise to sunset.

Article 50.
Upon termination of membership, structures may be transferred to a new user, provided that a permit was issued for them and the state of maintenance is satisfactory. In all other cases, the structure must be demolished and removed.

FINAL PROVISIONS
Article 51.
Members are prohibited from promoting political or religious principles on the garden complex or from making propaganda for them in any way whatsoever. In general, members are expected to conduct themselves on the garden complex in accordance with the objectives of the association (see Article 3 of the statutes).

Article 52.
Except for liability under the law and in relation to insurance policies taken out, the association accepts no liability for accidents or injuries, in any form whatsoever, suffered by members, or for damage to members’ property through theft, loss, damage, or in any other way.

Article 53.
In cases not provided for by these internal regulations, the Board shall decide in the manner referred to in Article 25 of the Articles of Association.

APPENDIX
(Forms part of the Internal Regulations)

Definitions:

Allotment garden complex;
A plot of land designated for subdivision into allotments and which does not form part of the yard belonging to a dwelling.

N.B. the AA-tuinen complex is situated on public land and is accessible to everyone.

Allotment garden;
A section of an allotment garden complex intended for the cultivation of food and/or ornamental crops, not for commercial use.

Structure/structure:
Building/canopy/greenhouse etc. placed on an allotment garden. (anything with a roof)

Garden house/shed;
A space enclosed by walls (glass/metal/wood/plastic) and a roof, accessible to people.

Canopy/Shed;
A canopy built against a garden house, whether or not supported by columns. The canopy is included in the total surface area of ​​the garden house.

Greenhouse;
A building intended exclusively for the cultivation and storage of plants and composed mainly of walls and a roof of glass or other transparent material. The term “greenhouse” also applies to a tunnel greenhouse that remains standing all year round.

Shelter;
A structure that is open on one or two sides.

Colder;
A flat-covered structure that serves exclusively for the cultivation of plants [flat greenhouse]. Maximum height 66cm

Toolbox;
A low object of a maximum height of 65 cm and a maximum length of 2.5 meters, intended exclusively for the storage of garden tools.

Canopy;
A roof built on one or more posts, whether or not surrounded by walls, is considered a structure and counts for 10% of the building area.

CROPS CULTIVATION
Point 1.
Members are strongly advised to apply crop rotation when cultivating crops. Without crop rotation, the same crop is planted in the same spot every year. This method of gardening contributes to soil depletion and allows diseases to establish themselves.

With a crop rotation of, for example, 1:4, the crop is planted in the same spot once every 4 years.
Recommendation: Potatoes, tomatoes, bell peppers, chili peppers, beans 1:4
Onions, garlic, leeks, snow peas, garden peas, broad beans 1:6

Point 2.
Members who wish to use a different garden plot, and for whom it has been established that any form of crop rotation has never or almost never been applied on the old plot, are not eligible.

FERTILIZER
Point 1.
The supply and storage of manure should be limited as much as possible to the period from October 1st to April 1st. This prevents continuous contamination of the garden complex.

Point 2.
The supplied manure must be covered or incorporated into the soil immediately. This prevents groundwater contamination and odor nuisance.

PESTICIDES
It can be assumed that products obtained from garden centers in small packaging are permitted. Protective measures must be observed (use of gloves, mask, etc.). Account must be taken of the future statutory introduction of a private spraying license. These products will then only be available through such a license.

PRUNING HEDGES AND MAINTENANCE OF DITCHES AND WATERWAYS
When pruning hedges and trees, it is strongly advised to take into account the breeding season, which runs from early March to mid-July.
Maintenance on ditches and waterways should preferably be carried out before November 1st and after April 1st in connection with the protection of aquatic life.

STRUCTURES/CONSTRUCTIONS
General:

1. Before starting construction, an application must be submitted to the Permits Commissioner. vergunningen@aatuinen.nl. This can also be submitted verbally or in writing. An application form will then be provided. The application form can also be downloaded from the website www.aatuinen.nl. Construction may only begin once permission has been granted.
2. A general rule is that no more than 10% of the garden area may be built upon. (10% is based on the Holtenbroek Zwolle zoning plan from 2010, which also specifies a maximum size of 10 m² for a greenhouse and 8 m² for any other building.) The structure may be a maximum of 2.40 meters high.
3. All structures (garden sheds, greenhouses, tunnel greenhouses, etc.) must be made of sound building material. Although it is difficult to give a definition of “sound,” it should be clear that easily tearing plastic film, (plastic) floor laminate, etc., are prohibited. UV-resistant tunnel/greenhouse film is preferably used. In case of doubt, the board must be consulted.
4. The construction must also be sturdy. This means: it must be built in such a way that the structure does not break or blow over in strong winds. If this does happen, the debris must be cleared away promptly. If it threatens to happen, measures must be taken promptly to prevent it. At all times, it must be prevented that debris ends up in the ditch or on someone else’s garden.
5. The basic principle for placement is that the building/structure does not cause a nuisance to the neighbors/gardeners.
6. The distance of the structure from the property boundary must be at least 1 meter. This means approximately 1 meter from the boundary with the neighbors, the public path, and the ditch embankment. (That is one meter from the sloping part).

BOARD DUTIES

Head of the Board/Chairperson:
The chairperson is the face of the organization, both externally and internally. His or her duties are:

• Leading the General Meeting and the meetings of the Board.
• Leading the Board (taking initiatives, coordinating, and overseeing the execution of board activities).
• Representing the organization internally and externally.
• He mediates in conflicts and complaints from growers.

SECRETARY:
The secretary is the scribe for the board and thus for the organization. His or her duties are:

• Archiving and, if necessary, forwarding received letters/emails to other board members, and keeping copies of sent letters.
• Registering new applicants on the waiting list.
• Writing letters and other documents on behalf of the organization.
• Preparing agendas, minutes, and task lists for board and member meetings. This last task may be delegated to a minute-taker.
• Writing the annual report. Maintaining the membership list in the broadest sense of the word and ensuring that documents (garden inspections, permits, etc.) are linked to the membership administration.

TREASURER:
The treasurer manages the organization’s funds. His or her duties are:

• Keeping track of the cash and managing the bank accounts.
• Making and receiving payments.
• Maintaining the cash book and bank ledger.
• Preparing the annual financial report.
• Monitoring the board’s plans based on a budget.
• Regularly providing an overview to the board.

GARDEN ALLOCATION COMMISSIONER:
The Garden Allocation Commissioner handles matters regarding the allocation of gardens.

• If necessary, in cooperation with the Garden Affairs Commissioner, ensures that the garden is available for rent again.
• Based on the waiting list, invites the new gardener to view the garden. If the new gardener agrees, the contract is reviewed and subsequently signed, after which the deposit, usage fee, and membership dues are paid by the new tenant via debit card.
• Scans the contract and sends it to the treasurer and the secretary.

GARDEN OCCUPANCY COMMISSIONER:

The Garden Occupancy Commissioner handles matters regarding the termination of gardens.

• Checks whether a terminated garden is in order to be re-allocated.
• Makes arrangements with the gardener regarding any work that may still need to be done on the garden to be eligible for a deposit refund. Consults with the former gardener regarding whether there are items available for takeover (e.g., greenhouse).
• Informs the treasurer and the secretary whether the former gardener will receive their deposit back.
• If necessary, in cooperation with the Garden Affairs and/or Garden Allocation Commissioner, arranges for the garden to be available for rent again.
•  

GARDEN AFFAIRS COMMISSIONER:
Organizes and inspects the gardens together with the other board members and assesses the gardens based on the internal regulations.

• Coordinates the clearing of neglected gardens and cleaning gardens for new members.
• Overview of maintenance of ditches and waterways.
• General maintenance on the complex.
• Maintenance of tools and machinery.
• If the garden is not in order, the secretary sends an email to the gardener listing the items that are in order and indicating when these items need to be in order.
• Manages the volunteer group that assists with clearing gardens and general maintenance.

PERMITS COMMISSIONER:
Checks whether building applications comply with the rules of the zoning plan and the internal regulations.

• Communicates with the gardener whether or not the application has been approved.
• The approved application, including the site plan, is forwarded to the secretary, who archives it.
• Checks whether existing buildings hold a permit.