The Society has a responsibility to ensure that allotment plots are actively cultivated, properly maintained, safe, and free from excessive weeds. Plots that are neglected or insufficiently cultivated prevent others from enjoying the opportunity to grow produce and can adversely affect neighbouring plots.

Regular inspections are carried out by Committee members throughout the year and a photographic record may be taken where necessary.

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What standards are expected?

Plot holders are expected to:

• Maintain their plot in a tidy and safe condition.
• Keep paths clear and reasonably maintained.
• Control weeds and prevent them from spreading to neighbouring plots.
• Ensure that at least two-thirds of the plot is actively cultivated or being actively prepared for cultivation.
• Make regular and reasonable use of the plot throughout the growing season.
• Comply with the Society’s Constitution, Rules and Policies.

The Committee will consider the overall condition of the plot rather than any single issue in isolation.

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Extenuating Circumstances

The Society understands that illness, family commitments, work pressures or other unforeseen circumstances can occasionally affect a plot holder’s ability to maintain their plot.

Plot holders experiencing difficulties are encouraged to contact the Secretary as soon as possible. The Committee will consider any information provided before making decisions regarding enforcement action.

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Stage 1 – Advisory Letter

Where a plot is found to be insufficiently cultivated, poorly maintained, overgrown, unsafe, or otherwise in breach of the Society’s Rules, the Committee may issue a Stage 1 Advisory Letter.

The letter will explain the concerns identified and provide the plot holder with 28 days to improve the condition of the plot. The plot will then be re-inspected.

If satisfactory improvement has been achieved, no further action will normally be taken.

Where the same issues arise again in future, the Committee may proceed directly to Stage 2.

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Stage 2 – Improvement Notice

If insufficient improvement has been made following a Stage 1 Advisory Letter, a formal Stage 2 Improvement Notice may be issued.

The plot holder will be given a further 28 days to bring the plot up to the required standard. This will normally include evidence that at least two-thirds of the plot is actively cultivated or being actively prepared for cultivation and that the plot is receiving regular attention.

The Committee may also request further information from the plot holder where appropriate, including clarification of future cultivation intentions or plans for bringing the plot into compliance.

Following the 28-day period, the plot will be re-inspected.

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Stage 3 – Notice to Quit

If insufficient improvement has been made following a Stage 2 Improvement Notice, the Committee may issue a Stage 3 Notice to Quit.

The tenancy will be terminated and the plot holder will be given 28 days to:

• Remove all personal belongings and structures where appropriate.
• Remove any rubbish.
• Return the gate key to the Site Manager.

No partial rent refund will be given.

The plot may then be reallocated to a person on the waiting list.

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Repeat Breaches

Where a plot holder repeatedly allows a plot to fall below the required standard, the Committee may escalate matters more quickly.

A plot holder who has previously been subject to a Stage 1 Advisory Letter may be issued with a Stage 2 Improvement Notice for subsequent breaches without receiving a further Stage 1 warning.

Where poor cultivation, neglect, or non-compliance continues over successive years, the Committee reserves the right to proceed directly to a Stage 3 Notice to Quit in accordance with the Society’s Termination Policy.  Feb 2024 | Word]

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Committee Decisions

Each case will be considered on its own merits, taking into account:

• Inspection records.
• Photographic evidence.
• Previous correspondence.
• The plot holder’s responses.
• Any mitigating or extenuating circumstances.

The Committee’s objective is always to achieve improvement and active cultivation of allotment plots wherever possible. Termination will normally be considered only after reasonable opportunities have been given for the plot holder to rectify the concerns identified.