In order to ensure the smooth running of the allotments we need to ensure that no plots are untended or create a nuisance to other plot holders.
- On the 3rd Friday or Saturday of each month, March to October inclusive, a minimum of 4 members of the Committee, divided into 2 teams of 2 will carry out an inspection of all plots – where members are unavailable, the plot inspection will be postponed to the next available Friday or Saturday.
- Action for a plot deemed unsatisfactory:
- Where there has been no previous concern either from the last inspection of the previous year or during the current year the plot will be “put on watch. (i.e., monitored)”
- Where there has been a previous “on watch” either from the last inspection of the previous year or at any time during the current year the tenant will be given a gentle reminder either by meeting with the plot holder, or by email.
- Where there is still *concern following a gentle reminder in the current year a 1st warning letter (improvement notice) will be sent, and where appropriate, the plot re-inspected within 2 weeks.
- If during the next inspection there is little or no evidence of improvement in the minimum requirement of 50% cultivation, tidiness and weed control then Letter 2 (final warning) will be issued, and where appropriate, the plot re-inspected within 2 weeks.
- If following a 2nd warning letter there is still concern at any time during the current year a 3rd Letter will be sent, giving the plot holder one month’s notice to vacate the plot – Letter 3 is final.
- All letters or warnings issued during the year, will be carried over to the next year.
- Where Letter 2 has been issued in October (the last inspection of the year), this warning will either be carried over to the next inspection in March, or in certain circumstances, and where it is appropriate to do so, committee may exercise discretion, and carry out an inspection of the plot in November (in line with the 4 weeks’ notice in Letter 2).
- The Committee will at any stage of the procedure consider any mitigating or extenuating circumstances and will offer support or advice and guidance to the plot holder.
- The inspection teams will ensure plots comply with the latest version of the Tenancy Agreement (TA).
* ‘Concern’ means:
- The assessment of the condition of the plot by committee members and whether all the requirements of the TA are being followed
- Where there is little or no evidence of work; less than 50% of the plot is under cultivation and the remaining 50% is receiving attention
- The proliferation of weeds particularly those that have gone to seed, causing nuisance to other plot holders and that thrive in untouched soil i.e., Docks; grasses and specifically, teasles
- Cultivation means the majority of the allotment garden shall be for the cultivation of fruit, vegetables and flowers and shall be kept weeded, be well manured and otherwise maintained in a good state of cultivation and fertility
- Where the tenant is in disagreement with the decision of the inspection team on what constitutes “concern,” photos will be taken of the plot for discussion and action voted on by the Committee
- Mitigating circumstances include, but are not limited to, issues of a personal nature, ill health, change of family circumstances, bereavement and will always be considered when brought to the attention of the Committee