Newmarket Allotment Association

Rules

NEWMARKET ALLOTMENT ASSOCIATION

TENANCY CONDITIONS and INFORMATION

TENANT RESPONSIBILITIES
1. The tenant shall keep the plot tidy and in a good state of cultivation. As a guide plots of 5 rods shall have at least 50% cultivation. Plots of 10 rods or more shall have 70% cultivation.
2. Cultivation of plots is purely for own and personal consumption. Cultivation of plots are not to be used for commercial gain.
3. All plots should be attended at regular intervals. Where a tenant is going to be absent for a period in excess of FOUR weeks then they must notify the site manager. They should pre-arrange with the Site Manager for an alternative person to maintain their plot.
4. New tenants to the Association will have their plot inspected by the Site Manager after six months.
5. The tenant shall not let or assign part or the whole of the allotment plot.
6. The tenancy is renewable annually on 1 st November when rent will become due. The rent is agreed at the Annual General Meeting following the making of an annual budget for the year.
7. The tenant is responsible for giving change of address within 28 days of such occurrence.
8. On death of a plot holder the family may tend the tenant’s plot, with the Site Manager’s permission, until the end of the rent year. From the 1st of November it will revert back to the Association. All personal belongings of the deceased passes to family members or appropriate identified persons.
9. Tenants are responsible for the security of gates by unlocking and re-locking upon entry and departure.
10. Tenants are responsible for their own safety and for the conduct of their visitors, children and dogs. Dogs should be on leads at all times and kept on the tenants plot(s). All dog fouling must be cleared up before the tenant leaves the site.
11. The tenant shall not cause nuisance or annoyance to other tenants and residents, nor obstruct paths and roads set out for common use. Noise, including music at any level, should cease at 21:00hrs
12. Sites alongside roadways must leave a sufficient distance between the road and cultivation to avoid road subsidence.
13. The tenant is not permitted to bring refuse and other garden material for disposal onto the site
14. Plot holders are responsible for their own children on site, the Association accepts no responsibility for the health and safety of children. Any incidents resulting on or from trampolines and other play equipment are entirely the responsibility of the parents. Any damage caused by children is the responsibility of the parents who may be asked for payment of the damage or loss.
15. If you see any evidence of vermin such as rats on or near your plots, report to the Site Manager.
GENERAL MATTERS
1. Any dispute between tenants shall be referred to the Site Manager. Should a dispute still continue, then it must be put in writing to the Secretary.
2. Water tanks are provided for the cultivation of crops by the use of watering cans. Hosepipes are not allowed. Water tanks must not be used for washing of boots, vegetables, containers or tools. It is expected that the water will be turned off from 1 st November until the following 1 st March.
3. Vehicles may only be brought on site provided the gates are secured immediately the vehicle has passed through them. Failure to secure the gates may lead to this right being withdrawn. Vehicles must be parked only in designated areas or on the tenant's own plot where parking is deemed appropriate. Speed restrictions of 5mph must be adhered to.
4. The only trees or bushes allowed are those for edible use. Such trees must be on miniature stock and confined within the boundaries of the tenant's allotment and not shading adjoining tenants' plots. The Site Manager has the right to order the pruning of such trees or bushes.
5. No new building shall be erected, nor any existing one dismantled, without the consent of the Site Manager. Structures are to be no more than 10ft x 8ft in dimension. Site Managers have the right to remove any structures at end of the tenancy.
6. Those tenants wishing to keep livestock must have had a full year of tenancy, should make their application via the Site Manager, and have approval from the Site Manager. They then must comply with the appropriate livestock agreement.
7. The bonfire code applicable to each site must be adhered to. Such code is displayed on notice boards and the tenant is deemed to have kept up to date with all notices displayed on site.
NEWMARKET ALLOTMENT ASSOCIATION RESPONSIBILITIES
1. The Association is run by a general Committee which is elected annually at the Annual General Meeting. The Secretary is the person responsible for receiving all correspondence and all matters of concern should be addressed to him/her, not the Site Managers.
2. The Association shall appoint a Site Manager, and a deputy where appropriate, for each site. They are responsible for the day to day running of the sites and their maintenance.
3. The appropriate Site Manager shall be responsible for their site under the direction of the Committee. The Site Manager shall report any problems, disputes or action they have taken to the Secretary and report it at the next Committee Meeting.
4. The Committee is responsible for maintaining updates to the Association's information on notice boards displayed on site.
5. The Site Manager or their representative should be informed immediately upon the tenant deciding to vacate whole or part of their tenancy. There is no right to refund of any rent on a pro-rata basis upon vacating a plot during the year.
6. Tenants are reminded that all officers are volunteers and give a considerable amount of their time to the smooth running of the Association and should be treated with respect at all times.
TERMINATION
1. Failure to keep one's plot in a tidy and good state of cultivation will lead to a warning letter to be issued by the Site Manager. If no response is received within 21 days, the Committee will be informed and a letter sent by the Secretary which will result in the termination of the tenancy.
2. Where plots, in the opinion of the Site Manager and another officer, become overgrown, then the tenant shall be informed. Where the overgrowth impinges upon the adjoining plot(s) then the Site Manager has the right to take appropriate action to remedy the situation by going on to the tenant's plot to solve the problem. Any costs incurred will be passed onto the tenant.
3. If rent has not been paid within 40 days from rent day the tenancy will be terminated unless prior arrangement has been made with the Site Manager.
4. The termination of tenancy will mean that all personal equipment, produce etc shall be removed in accordance with the timescales in the final letter. Failure to comply will mean that the ownership of all items on the plot will revert to the Association.

October 2022