Allotment Association rules
The land occupied by the Association is owned by Coventry City Council (1), and is leased from them by Coventry & District Allotments & Gardens Council (2) who in turn leases it to the Association (3). The Association is bound by the Rules of the Landlord (1), the Sub-Landlord (2), and its’ own Rules (3), copies of which are available (for inspection only) at each site shop. The Committee shall consist of: Chairperson, Secretary, Treasurer, Trading Officer, Site Manager and any other members appointed by the Committee
The annual accounts are audited by an approved independent auditor.
CONDITIONS OF TENANCY FOR ALLOTMENT HOLDERS
All allotments let by the Association shall be subject to the following conditions:
1. Interpretation:
(a) “The Committee” means the Committee of Management of the Association elected at the
Annual General Meeting or otherwise appointed in accordance with the rules of the Association.
(b) When the circumstances so admit the term “allotment” shall be held to refer to any holding or garden rented from the Association.
(c) “The Rules” mean the registered rules of the Association.
2. Powers of the Committee:
The general management of the allotments shall be vested solely in the Committee. Should any matters arise which are not specially provided for in any agreement for the time being in force between the association and a tenant, or in the rules of the Association, the Committee shall have the power to deal with such matters in the best interests of all allotment holders, and members shall be bound by their decision.
3. Sub-Committees:
The Committee may delegate any powers, which may properly be delegated, to sub-committees.
4. Change of Address:
Any member changing address shall at once notify the secretary in writing.
City Council (1), and is leased from them by Coventry &
District Allotments & Gardens Council (2) who in turn leases
it to the Association (3). The Association is bound by the Rules of the Landlord (1),
the Sub-Landlord (2), and its’ own Rules (3), copies of which
are available (for inspection only) at each site shop. The Committee shall consist of: Chairperson, Secretary, Treasurer, Trading Officer, Site Manager
and any other members appointed by the Committee
The annual accounts are audited by an approved
independent auditor.
5. Approved Applicants:
Allotments shall be let only to the members of the Association and to those whose applications are approved by the Committee. The Committee shall have the right to refuse any applications without stating the reason and shall also have the right to make special stipulations in regard to any tenancy.
6. Sub-Letting:
No tenant shall sub-let his allotment or any part thereof to any other member or person without the written consent of the Committee.
7. Right of Entry:
The Association or its accredited representatives or their workmen acting on instructions, shall be entitled at any time to enter and inspect any allotment and to carry out any work or repairs required by the Association or Committee.
8. Conditions of Head Lease, Deeds etc.:
Every tenant shall observe and perform all conditions and covenants contained in the Head Lease, Agreement, Deeds, Covenants etc. under which the Association holds the land. No tenant shall, without the consent of the Association, cut or prune any tree (except fruit trees) or take, sell, or carry away any mineral, gravel, sand or clay, or plant any tree (except fruit trees and fruit bushes).
9. Payment of Rent:
Every tenant shall pay their rent annually by 1 January, punctually and at the time and place appointed by the Committee, and to the person authorised to receive it. The Association shall have the right to enter and to take possession of the allotment and to terminate the tenancy of any tenant whose payment is in arrears by more than thirty one days, whether legally demanded or not.
10. Removal of Cropping:
No tenant in arrears with their rent shall be allowed to remove from the allotment any crops growing thereon, implements, stock, or other property whatsoever until full payment has been made.
11. Cultivation:
Every tenant shall keep their allotment free from weeds, well manured and otherwise maintain it in a proper state of cultivation (to a minimum of 2/3rds of the plot area) to the satisfaction of the Committee, and so kept and maintained leave it at the termination of their tenancy. The practice of covering the ground with carpet etc. to restrict weed growth is discouraged. Any carpet put down by the tenant for this purpose must be removed if the tenancy is terminated.
12. Fruit Trees:
Fruit trees or bushes must not hang over the roads or adjoining allotments. They must be planted not less than the following distances from adjoining allotments:-
Standard fruit trees – 4.6m (15 ft)
Bush and half standard pear, apple, plum, damson trees etc. – 2.7m (9 ft)
Gooseberry, currant and other bushes – 1m (3 ft)
13. Buildings and Wells:
No building or erection shall be erected without the approval of the Association, and then only in accordance with the agreed specification and location. All buildings including polythene covered frames
(polytunnels) will be restricted to a maximum size of 3m long x 2.4m wide x 2.4m high (10ft x 8ft x 8ft). No wells or water holes may be sunk on the site.
14. Hedges, Paths, Roads and Fences:
A tenant shall keep in repair every path or road bordering their allotment, and shall keep all hedges bordering on or forming part of their allotment properly cut and trimmed, and ditches cleaned out and in working order. Except such road, hedge or ditch which the Committee undertake to maintain in good order. Internal hedges to be a maximum height of 1.2m (4 ft). Tenants may only fence off their allotment in a manner sanctioned by the Committee. Paths and roads must not be obstructed, and any manure or
refuse put thereon must be removed within twenty-four hours.
15. Water Conservation:
Hosepipes may only be used to fill water butts etc. Any person found to be using a hosepipe for watering of crops will receive an official warning from the Committee. A second offence will be dealt with by the Committee and may result in termination of the tenancy. All taps must be turned off when not in use. Tenants are urged to inspect taps regularly to assess that they are in working order, any damage should be repaired by the tenant if possible or reported to the Committee as soon as possible. Tenants are also urged to collect and store rainwater whenever possible, particularly from the roofs of buildings via guttering.
16. Use of Land:
Tenants shall not use, or permit to be used, the land otherwise than for the purpose of allotments for the
cultivation of vegetable or fruit crops for private consumption and for the cultivation of flowers, herbs etc. The allotment is not considered to be let or treated as a market garden within the meaning of the Agricultural Holdings Act, 1908.
17. Waste:
No household waste is to be brought onto the site, other than for the purpose of composting. No household debris is to be brought onto the site.
18. Composting & Burning:
a) All green waste material should be composted.
b) Any material that cannot be composted should be dried prior to burning.
c) Any tenant lighting a fire will be responsible for ensuring that it is kept under control, and does not
constitute a nuisance (see Condition 20). The tenant is responsible for ensuring that all traces of a fire are extinguished before vacating the site.
d) The Environmental Protection Act 1990 Sections 79 & 80 governs the control of fires etc. Any tenant
found to be causing a nuisance resulting from fires could be prosecuted under this Act by the local
authority. The Association will not be held responsible for any tenant found guilty of contravening this Act.
e) Check your bonfire for wildlife before lighting it.
19. Site Shop:
All items such as seeds, fertilisers, canes and other products normally used to promote the cultivation of allotments will be available at the site shop.
20. Nuisances:
a) A member shall not cause any nuisance or annoyance to the tenant of any allotment or to the
neighbourhood.
b) No poultry, pigs or other livestock shall be kept on the allotment except to the extent permitted by Section 12 of the Allotments Act 1950 and as discussed and agreed beforehand with the
Committee.
c) Dogs are only permitted on the site if kept under control by their owners. Owners must ensure that
any fouling by their pet is cleaned up at all times.
d) Drivers must proceed with extreme care and adhere to the speed limits displayed around the
site.
21. Bees:
Bee-keeping can only be carried out on the site by someone with experience and knowledge. Plot holders wishing to keep bees must be qualified, registered with the British Bee Keepers Association and must hold their own public liability insurance. A maximum of 2 beehives are allowed per plot holder, as discussed and agreed beforehand with the Committee.
22. Encroachment, Trespass or Damage:
No encroachment or trespass shall be made by any tenant on any other allotment, and no damage shall be done by any tenant to the fences, gates or gateposts, or to cropping on any of the allotments. Any damage done either by a tenant or person accompanying them shall be assessed by the Committee, and the offender shall pay such sum to the tenant who has suffered the damage or to the Association as the Committee may determine. The Committee have the right to refuse admission to any person other than a tenant of the Association.
23. Tenants Unable to Work:
The Committee may arrange for the care of the allotment of any tenant who, through ill health or other cause, is unable to work it, or may arrange to re-let the allotment and assess such compensation, if any, to be paid.
24. Surplus Land:
The Committee, for the benefit of the Association, may cultivate any surplus land not required for allotments.
25. Notice of Termination:
A tenant may at any time terminate their tenancy by one calendar months’ written notice.
26. Changes of Tenancy:
The Committee may agree to relieve any tenant who desires to give up their allotment at a shorter notice than required in the preceding, if there is another approved applicant available who is willing to take over the allotment.
27. Termination of Tenancies by the Association:
The Association may terminate a plot holder’s tenancy following a 30 day notice to quit where:
a) The rent is in arrears for 30 days or more,
b) The standard of cultivation has not improved following a warning from the Committee or,
c) The plot holder is in breach of any of the conditions set out in this document.
28. Removal of Property:
Upon the termination of the tenancy of an allotment the tenant shall, if required to do so by the Committee, remove from the allotment all growing crops, fruit bushes, buildings, stock or other property belonging to them within fourteen days of such termination. Any items remaining after this period will become the property of the Association.
29. Payment of Charges
Before taking possession of land every member shall pay to the Association or to the outgoing tenant (whichever may be agreed) any charges due in respect of ingoing, compensation, adaptation or other matters.
30. Complaints
A) If a member has a complaint to make about another plot holder, this complaint must be communicated to the Secretary as soon as possible to allow the Committee to fully investigate the
issue.
B) If the behaviour being complained about is criminal in nature, the Committee strongly encourage the
member to report the behaviour to the Police.
C) Following a full investigation, the Committee may decide to take an action against the relevant party
such as, but not limited to, terminating the tenancy, supplying a warning to the member or suspending
the member.
D) All members are allowed to appeal to the CDAGC.
31. Health & Safety (in accordance with Local Authority Guidelines):
Allotment sites and the activity of gardening is relatively risk free if people are aware of the hazards and make steps to ensure that they, other people and wildlife are not put at risk. The following points should be considered:
a. Physical exercise
Digging the soil is one of the most physically demanding tasks in gardening, as it involves continued bending and straightening of the back when lifting a spade of soil. It needs to be approached with care, particularly if you are not used to heavy work. Sensible shoes/boots are essential.
b. Hazardous rubbish
Ensure that you do not leave broken glass and other hazardous materials on the allotment. If you discover a significant amount of rubbish underneath the soil, such as broken glass, plastics etc, then please contact the Committee who may be able to offer some assistance in removing it from the plot.
c. Tetanus or Lockjaw
This is a serious infection caused by bacterium that lives in the soil and especially manured soil. It enters the body through the tiniest abrasion, scratch, thorn, puncture or cut and a few days or weeks later the illness hits. Please make sure that you have a vaccination that can protect you against tetanus.
d. Skin irritations
Wear gloves and a long-sleeved shirt when pruning plants that can cause skin irritations for example ivy, euphorbia or rue.
e. Garden tools
Garden tools can be a hazard if they are not stored properly or are left lying around the garden when not in use, e.g. upturned spades and forks.
f. Pesticides and fertilisers
i.) Ensure that chemicals are kept away from children and in clearly marked containers. Do not keep
them in soft drink bottles or other food containers or leave them lying around your plot. If you must
use chemicals, please keep them to your own plot and do not put them on your neighbour’s plot.
ii.) When using pesticides or fertilisers ensure to wear suitable clothing.
iii.) Please ensure that pesticides or fertilisers are disposed of responsibly. Pesticides should never be
included in household rubbish, burnt, placed in skips or poured into any kind of drainage system or
watercourse. If in doubt please contact the Council.
g. First aid kit
A first aid kit is a wise addition to the tools kept in the garden shed. A small selection of adhesive plasters,
antiseptic ointment, a pair of tweezers for removing thorns and splinters and a gauze or lint pad to use as a compress to stop the bleeding if you are badly cut.
h. Power Tools
Most power tools need specific safety and handling training e.g. power chainsaws, strimmers, lawn mowers with metal blades and rotavators. A large rotavator can be a bit of a strain to control, so take a while to get used to it. Power strimmers, shredders, all have their dangers as well. Always follow the manufactures instructions.
i. Legionella
In very hot weather, especially in green houses, it is possible, although very rare, for Legionella (Legionnaires’ Disease to multiply in warm water to potentially harmful levels. Avoid storing potting media in greenhouses or spraying fine mists
j. Ponds and water
i.) Ponds that are planned and maintained properly pose a tiny risk, far outweighed by the numerous
benefits to wildlife and enjoyment to people of all ages. Contact your Wildlife Trust, Frog life or The
Pond Conservation Trust about construction and maintenance of wildlife ponds.
ii.) People at most risk of drowning in ponds are children under three years of age. Risk from drowning decreases as a child’s age increases and so their understanding of the danger. Children should be supervised on allotments at all times and must not go on other peoples plots without their express permission.
iii.) Aim to make ponds shallow and seasonal; 30-50cm at the deepest point is sufficient for biodiversity
and sloping sides also prevent drowning of mammals that come to drink water. In winter use a float to prevent icing-over, otherwise children may be tempted to walk on ice and pond-life will be starved of oxygen.
k. Hazards for wildlife on allotments
These include: litter, low-level fruit netting, use of pesticides, open drains, slug pellets, mowing, strimming, broken glass and pre-stacked bonfires. Certain wildlife e.g. badgers, slowworms, some birds of prey and reptiles have specific legal protection concerning their management. Contact English Nature for advice about protected species.
l. Vermin
Rats carry 70 diseases including Weil’s Disease, which can cause human death via contaminated water. Plotholders must be vigilant and report any signs of infestation, which include burrows, tracks, droppings and observing the vermin. Contact the Environmental Health team at the Council for advice and to report problems.
m. Risk of infection
i.) Humans are at risk of infection from handling animal manure. Always wear gloves when handling
any type of manure. Fresh manure should be heaped for 6 months, giving time for e-coli to break
down. It is the responsibility of the plot holders for basic hygiene and to check tetanus boosters are up
to date.
ii.) Stopping for a lunch break helps restore energy after lots of digging but don’t forget to wash your
hands first. Keep a hand-sterilising gel handy or in the shed.
iii.) Always wash your fruit or vegetables thoroughly before eating them.
n. Personal safety
i.) Allotment gardeners often spend long periods of time on their own on site: take personal safety
seriously and tell another person where you are going and what time you will be back. If you have a
mobile telephone, take it with you. Always lock the gate behind you upon entering and leaving the site.
ii.) Be aware of weather conditions that can affect walking surfaces such as hardcore, grass. Use sunscreen to protect you from over exposure to the sun.