Roding Road Allotments & Leisure Gardens Association

Management Policy



Introduction

The purpose of this management policy is to clarify the process of how the committee
manage the allotments and to be clear about what is expected of plot holders during their
tenancy. The management policy works in conjunction with the Rules of Association to clarify those
rules.

Tenancy agreement

  • The Tenancy Agreement that a plot holder signs is a legally binding document and all rules of the association apply to the tenant.
  • The Tenancy agreement will renew yearly on the 1st of April on payment of the rent due.
  • Any changes made at the AGM will be binding on the payment of the yearly rent due on the 1st of April following the AGM

Tenants responsibilities

  • It is the responsibility of the tenant to keep the allotment in a cultivated state, by this the Committee mean:
    • Prepared and used for the growing of crops, the paths surrounding the allotment being well maintained and defined.
  • It is the responsibility of the tenant to maintain and keep well-defined paths surrounding their allotment this includes the front of the allotment that borders the roads and access paths
Keys
  • One key is issued per tenant; a second key may be obtained on application to the Committee
  • The following charges apply for keys:
    • New tenants £30 deposit Lost keys £30 deposit plus £30 for administration charges
    • Second key £30 deposit
    • Unreturned keys on termination of tenancy £60 administration charges plus any legal cost incurred to recover keys
  • Keys remain the responsibility of the tenant and should the tenant give the key to another party to gain access to the allotments on their behalf written permission should be given by the tenant stating the reason why the third-party is in possession of the key.
  • Any key found in the possession of anybody other than the tenant without the written permission of the tenant may have the key confiscated by a committee member.

Rental charges

  • Rental charges for the following year will be determined at the AGM.
  • Rent notices will be sent out in the middle of March, payment for the allotment rent is due on the 1st of April and should be received no later than the 28th of April, should payment not be received by the 11th of May the tenancy will be deemed terminated.
  • One reminder for non-payment of rent will be sent out on the 28th of April.

New tenants

  • New tenants will be required to serve a 12 month probationary period.
  • It is the expectation of the Association the new tenant returns the plot to a cultivated state within 12 months of starting their tenancy.
  • Allotments will be inspected at 3, 6, 9, and 12 months and should not enough cultivation be achieved an appropriate warning letter will be sent to the tenant
  • If no signs of cultivation or work have been made at six months the Association reserves the right to terminate at this point
  • The probationary period maybe extended by the committee if they feel a limited amount of cultivation has taken place
  • Should a suitable amount of cultivation has taken place the tenancy will become a permanent tenancy at 12 months
  • It is the new tenants responsibility to remove rubbish from the allotment.
  • The committee may remove historical items left behind by previous tenant but in general it is the new tenant's responsibility.
  • The committee will take responsibility for any items deemed to be toxic.
  • Should the new tenant have difficulties in removing rubbish they should contact the Allotment Secretary in writing

Allotment inspections

  • A full inspection of the site will be made in April and September of each year.
  • The purpose of the inspection is to identify allotments that are either not cultivated or partially cultivated.
  • A report will be made to the next committee meeting to determine what action should be taken regarding non-cultivated plots.
  • The Inspection will be made by two committee members.

Existing tenants non-cultivation of plots

  • Where an allotment is identified by the committee as being non-cultivated or partially cultivated, the committee will issue a warning letter requesting that the allotment be brought back into cultivation within three months, if signs of work have been noted within the three months the allotment will be monitored until suitably cultivated, If at the next inspection it is considered not enough cultivation has taken place a final notice will be issued.
  • Should no work towards cultivation be noted within the three months the committee will issue a final notice requesting that the allotment to be cultivated within three months, should no signs of cultivation be visible at this stage the committee may issue a notice to quit.
  • The committee will always take into consideration the tenant’s circumstances and will give further time to a tenant who is experiencing difficulties.
  • It is the tenant’s responsibility to notify the committee of any circumstances that may affect their ability to cultivate their allotment

Notice to quit

  • The committee being the elected representatives of the Association have the right to terminate a tenancy in line with this management policy and the rules of the Association.
  • The committee when terminating a tenancy always take into consideration a tenant’s circumstances and only terminates as a last resort.
  • If the tenant feels there are circumstances why the tenancy shouldn’t be terminated they may request the committee to review the notice to quit, if the tenant still disagrees with the committee’s decision they may ask the chairman to review the notice to quit.
  • The committee will take into consideration any evidence produced by the tenant and take into account any information or representations made by outside bodies.
  • The Chairman’s decision is final.
  • The normal notice period will be 28 days to allow for the tenant to remove their personal property, except for those circumstances as described in the behavior where no notice period will be given.
  • The expectation is at the end of the tenancy the tenant will remove any rubbish from the allotment, if the ex-tenant leaves the allotment in a poor condition the committee reserves the right to employ a contractor to remove the rubbish left and invoice the ex- tenant for the cost of the rubbish removal

Management of waiting lists

  • The letting officer will maintain a list of people wishing to rent allotments
  • Allocation will be made taking into consideration the preference of the prospective tenant and the position on the list. Priority will be given to those who reside within the Loughton town council area

Behavior

  • It is unacceptable for volunteer committee members or other tenants to be subjected to abuse, intimidation or assault while they are carrying out their duties or cultivating their plots.
  • We will take appropriate action against anyone behaving violently, intimidating or using threatening behavior towards committee members or other tenants
  • This may include termination of the tenancy without notice period
  • Any member bringing the Association into disrepute will have their tenancy terminated without notice period

Water
  • It is a requirement that all plot holders use water fairly and wisely and the committee request that tenants are not selfish with their use of water
  • Siphoning is allowed as described in Rule 9

Resources

  • Wood chip and horse manure is delivered to the site for the use of everyone
  • It is a requirement that all plot holders use this resource fairly and are requested to not be selfish

Vermin

  • It is the responsibility of the tenant to deal with rats and other pests on or around their Allotment

Buildings and structures

  • The tenant must seek written permission to a erect any structure on the site, this may be obtained by writing to the allotment secretary
  • It has been agreed with the Loughton town council that new structures will be only permitted on non-permanent base and must not exceed the sizes stated below
  • Sheds 10 rod allotment 8x6 5 rod allotment 6x4
  • Greenhouses 10 rod allotment 8x6 5 rod allotment 6x4
  • Poly tunnel’s no more than 25% of the total size of the allotment
  • The Association recommend that gutters be placed on all structures to enable the collection of rainwater into water butts

Prohibited items

  • The following items may not be brought onto the site:
    • DIY refuse
    • Rubble
    • Bath tubs
    • Sinks
    • Asbestos
    • Large water tanks
    • Porcelain toilets
    • Carpet
    • Household refuse
    • Bed frames
    • Work tops and kitchen units
    • Any item that can not be used in the cultivation of the allotment

Obtaining a second allotment or changing allotment

  • One tenant may hold no more than two allotments
  • If a current tenant wishes to obtain a second allotment they must put their name onto the waiting list, when at the top of the waiting list they will be offered a second allotment
  • Current tenants will only be offered a second allotment if their first allotment is fully cultivated
  • Should a current tenant wish to move to another plot, the tenant will have to put his/her name down on the waiting list if a plot was not immediately available. Tenants must seek the association’s permission in this regard. The practice of ‘plot-hopping’ by current tenants is unfair and will not be allowed as this goes against all best practice.

Management of the site

The management of the site will be conducted in line with the rules of the Association which must be adhered to at all times

Complaints

  • All complaints should be made to the allotment secretary in writing.
  • The committee will consider all complaints and respond as soon as practicably possible.
  • Such complaints will be acknowledged by the Secretary within twenty-one days of receipt.
  • The Committee shall meet to consider a complaint within forty-two days.

Data Protection

  • The Privacy Notice describes how the Association uses personal information (data).  We want to use any personal information given to us or collected by us fairly and legally. We have written this document so you can better understand how we collect data, what we do with it, how we look after it and what we do with it when we no longer need it. Our Privacy Notice can be read here.

This management policy document will be reviewed annually any changes to be agreed at the AGM.