Plot Inspections
It is the responsibility of the plot holder to inform the committee as to why the plot is not being maintained. Inspections are undertaken to ascertain the state of the site as well as individual plots. All plots are looked at fairly and evenly, on their merits, on the day.
The inspection team can include committee members and non-committee members. Plots will be inspected on a monthly basis during the growing season (from April to October).
All plots will be inspected, there is no opt out. Plot holders may be contacted to address any concerns identified.
Plot Inspection criteria
The areas inspected include;
∙ Condition of path
∙ Cultivated areas of the plot
∙ Weeds and uncultivated/unmanaged areas
∙ Accumulation of rubbish/litter on the plot
∙ Condition of Hedge (where applicable)
∙ Condition of structure/greenhouse (where applicable)
∙ Health and safety issues
Uncultivated Plots
Following an inspection, any problem areas of concern that were noted during the inspection will be communicated to the plot holder by way of a plot condition letter. The plot holder is given 28 days to rectify the situation or explain satisfactorily the reasons for the plot’s unacceptable or poor condition, for instance, ill health.
A letter will be sent outlining the nature of the breach(es) of the tenancy agreement. It will give instructions on any required actions and allow 28 days for those actions to be carried out.
If there is no improvement, a 2nd letter will be sent. This will again state the nature of the breach(es) and give the tenant an additional 28 days to rectify the problem. If there is still no improvement or contact from the plot holder regarding the state of the plot, a third letter will be issued. This will be a formal notice that the tenancy may end within 28 days.
If there is no significant improvement then the tenant will be issued with a fourth letter giving notice that the tenancy will end in 14 days. During this period the tenant must remove all personal possessions from the allotment and hand in the keys.
A final letter will be sent informing the tenant that the tenancy has been terminated. Any letters issued will be valid for 12 months and will be cumulative.
If a plot is tidied after a plot condition letter but fails any subsequent inspection (within 12 months), a formal warning letter (second letter) may be issued. The same principal will apply for a second (formal warning) and third (tenancy termination) letters.