Newmarket Allotment Association

Tenancy Conditions

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 and 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 or financial 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 1st 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 a change of address and telephone number within 28 days of such occurrence to the Site Manager and Secretary.

8.           Upon the death of a tenant the family may tend the tenant’s plot, with the Site Manager’s permission, until the end of the rent year. From 1st November it will revert back to the Association. All personal belongings of the deceased passes to family member or appropriate identified persons.

9.           Tenants are responsible for the security of all gates by unlocking and re-locking upon entry and departure, immediately.

10.      Tenants are responsible for their own safety and for the conduct of their visitors, children and dogs. ALL dogs should be on leads at all times and kept on the tenant’s plot. 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 or any other garden material for disposal onto the site. In addition, ALL NON-COMPOSTABLE waste from the plot MUST be taken and disposed of, off site. Tenants can compost all green waste generated from the plot, on their own plot.

14.      Carpet and underlay MUST NOT BE USED on any part of the plot, due to environmental issues and damage caused.

15.      Tenants are responsible for their own children on site, and they MUST be supervised at all times, for their own safety. 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 tenant / parent. Any damage caused by children is the responsibility of the tenant / parents who may be asked for payment for the damage or loss.

16.      If you see any evidence of vermin such as rats on or near your plots, report to the Site Manager. Tenants are NOT permitted to use any unauthorised poisons. Bait boxes are NOT TO BE REMOVED from the sites. Only the Vermin Control Manager will administer this, who is qualified to handle these substances.

17.      Due to an increase in extreme weather conditions, all structures are to be made secure, including sheds, greenhouses, polytunnels and play equipment (trampolines) but not exclusive to. Tenants MUST check on all structures regularly and especially during / after high winds.

18.      Tenants must leave the plot in a useable, good condition. All non-allotment related items and rubbish must be removed from the plot. All keys MUST be returned.

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. Abusive behaviour and / or language will not be tolerated on the site, email, social media or any other form of communication to or from any tenant or visitor of the tenant. Please also refer to the Code of Conduct and Respect Policy.

2.           Water tanks are provided for the cultivation of crops by the use of watering cans. Hosepipes are not allowed. Tenants are encouraged to collect/store rain water and mulch their plots. 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 1st November until the following 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.           Polytunnels and greenhouses 13ft x 10ft or larger will incur an additional annual £10 charge, per polytunnel. This is to be paid at time of erecting and then on rent day thereafter.

7.           Those tenants wishing to keep livestock must have had a full year of tenancy, and should make their application via the Site Manager, and have approval from the Site Manager. They then must comply with the Association’s livestock agreement. A £10 annual fee for vermin control management will be charged.

8.           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.

9.           All tenants agree to follow the Code of Conduct and Respect Policy while on site, attending meetings and in any use of social media and email or written correspondence.

10.      If a tenant cannot make a rent weekend in person, on site, they must inform the Site Manager and Secretary prior to make alternative arrangements.

11.      Tenants are not to roam freely around the site at their leisure, they must stick to the paths and not cross other tenants’ plots. Despite a path across a plot, only the tenant can use it. A tenant can access the areas to and from their plot and all communal areas.

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 them, not the Site Managers.

2.           The Association shall appoint a Site Manager, and a Deputy, for each site. The New Cheveley Road site shall have two Deputies due to its larger size. 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 actions they have taken to the Secretary and report it at the next Committee meeting.

4.           Site inspections will take place regularly.

5.           The Committee is responsible for maintaining updates to the Association's information on notice boards displayed on site.

6.           The Site Manager or designated Committee member should be informed immediately upon the tenant deciding to vacate whole or part of their tenancy. There is no right to a refund of any rent on a pro-rata basis upon vacating a plot during the year.

7.           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. Please refer to the Respect Policy. (Site Managers can ensure you have a copy).

8.           Vermin control across all three sites. Only the Vermin Control Manager will administer this, who is qualified to handle these substances. Tenants are NOT permitted to use any unauthorised poisons. Bait boxes are NOT TO BE REMOVED from the sites.

9.           While Site Managers and Committee members maintain the site, paths, edges and communal areas, it is the tenant’s responsibility to maintain the paths and edges around their plot. All sites encourage working parties to carry out regular maintenance.

10.      The Committee will do what they can to protect against damage, trespass and theft. However they are not able to cover all costs for damage caused by, but not limited to, weather and wildlife.

11.      Tenants will be provided with a key at the start of their tenancy agreement, when a £7 deposit is paid. Tenants can request a new key at a further £7 fee.

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 Committee member, 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.

5.           Any tenant that the Association consider to be disrespectful to ANY other tenant or Committee member, will have their tenancy terminated. Please refer to the Code of Conduct and / or Respect Policy for further information.

6.           If the Committee are unable to contact the tenant (when needed for urgent matters) at the last known address or telephone number for a consecutive 21 days, they can terminate the tenancy.