Rules & Regulations

RULES OF HORSHAM SHELLEY ALLOTMENTS SOCIETY

(“the Rules”) 

 

Plots

Plots are let for one year, namely from the 25th of March to the 24th of March following or for a reduced period at the discretion of the Committee. All Registered Plot Holders are required to pay the annual subscription of National Society of Allotment and Leisure Gardeners Ltd (“NSALG”) regardless of the date the tenancy commences.  Notice to terminate the Contract should be advised, preferably by email (lettings@shelleyallotments.co.uk) to the Committee by 24th of February at the latest in order that arrangements may be made for re-letting.

 

Rents and Membership Payments

Registered Plot Holders are required to pay annual rent and Membership fee, covering the rent payable to the Council, insurance, water charges, affiliation fees to the NSALG, All rents should be paid by 25th March.

Registered Members are required to pay the annual NSALG Membership Fee.

 

Register of Members, Registered Members and Helpers

Registered Plot Holders are required to notify the Committee of any individual that regularly assists them with the cultivation of their plot.

Registered Plot Holders are required to notify the Committee of any changes to their contact details as well as the contact details of Registered Members and Helpers.

 

Cultivation

Registered Plot Holders are required to cultivate and keep their plot(s) in a good state of fertility, in good order, free from weeds and rubbish and grow a range of produce for home consumption. Plots are not to be used for commercial gain.

Cultivation is defined as not less than 65% (excluding areas used for sheds and other structures) of the plot being either prepared and ready for planting, or planted with crops during the course of the growing year.  It is advised that, in the short term, any areas not being utilised are covered with a permeable membrane or kept hoed to prevent the spreading of weeds to neighbouring plots.  During the growing season plots should only be covered with the permission of the Committee.

Suitable crops are defined as:

Vegetables

Fruit bushes

Flowers for cutting

Some flowers to encourage insects for pollination eg borage

Some plants for composting, eg comfrey, borage again, and crops such as rye grass for green manure

Not more than 50% of the allotment shall be used for the growing of a single crop.

Registered Plot Holders who have a significant reason for not cultivating their plot(s) should contact the Committee. Any personal reasons provided will remain confidential.

 

Trees and fruit bushes

Only fruit trees on a dwarf stock can be planted subject to permission from the Committee and to a maximum of five on a 10-rod plot and three on both 5 and 3-rod plots. If permission is granted they must be planted away from the paths and must not be allowed to grow over 2.5m tall. They must not be allowed to overshadow other plots.  No more than five trees in pots are permitted on a plot.

Any member wishing to grow fruit trees trained as cordons should contact the Committee to agree the position and number of trees permitted on their plot(s).

Ornamental trees and shrubs are not permitted.

Fruit bushes must be kept under control and not allowed to encroach over paths.

Registered Plot Holders should regularly mow all grass paths, and paths surrounding plots should be maintained in a safe condition for others to walk on. Those plot holders with plots bordering the site with Saxon Crescent/Redford Avenue are required to keep the path alongside the ditch mown and not obstruct the path with sheds, compost heaps or any other structure.

 

Keeping of livestock, insects and other animals

Livestock is not permitted on plots without the written approval of the Committee. The Committee will consider any requests of this kind on a case by case basis and, before reaching a decision, will consult any other members who in their view might be affected.

The keeping of pigs is not permitted.

The keeping of Cockerels is not permitted.

The keeping of bees is not permitted.

 

Structures

The erection of sheds, polytunnels, greenhouses and any other form of structure requires the approval of the Committee and is subject to the Rules outlined below.  Structures should not obstruct or cause detriment to neighbouring plots or to the Society, and, if requested by the Association at the termination of the tenancy, Registered Plot Holders will be required to remove any such structure without cost to the Society.

The following are the acceptable criteria for structures.

Sheds

On a 3 rod plot no larger than 3’x3’ (91.4 cm x 91.4cm)

On 5 and 10-rod plots no larger than 7’ x 5’ (2.13m x 1.52 m)

Made of wood

Painted Green

Sited so as not to cause shadow on neighbouring plots at any time of the day

Polytunnels

No larger than 8’ x 15’ (2.4m x 4.5 m)

No higher than 6’ 6” (1.98 m)

Secured down well to stop the wind lifting it from the plot

Sited so as not to cause shadow on neighbouring plots at any time of the day

To be moved every two years

Fruit Cages

Sited so as not to cause shadow on neighbouring plots at any time of the day

No restriction on size providing above rule is adhered to

Securely erected

Greenhouses

No larger than 6’ x 8’ (1.8m x 2.5 m)

Must not be built of glass

Sited so as not to cause shadow on neighbouring plots at any time of the day

Brassica Cages and Wonder Walls

No higher than 6’ 6” (1.98 m)

Sited so as not to cause shadow on neighbouring plots at any time of the day

Securely erected

Structures should not be erected on a permanent base.

All structures must be maintained in a good state of repair and condition to the satisfaction of the Committee. If any structure is deemed to be in a poor state of repair, notice will served outlining the repairs required and must be carried out within one month. Failure to carry out the repair may result in the loss of tenancy.

Once permission has been given for the positioning of a structure such structure should not be moved and re-sited either on the plot or elsewhere on the Site without permission from the Committee.

All structures are to be removed when vacating the plot(s) or handed over by agreement with incoming plot holders.  Any possible sale of existing structures on a plot is subject to agreement between outgoing and incoming Registered Plot Holders and is not the responsibility of the Society.

Where there is any dispute between plot-holders in relation to these Rules on structures the Committee’s decision will be final. The Committee has the power to require a Registered Plot Holder to move or dismantle a structure if these Rules are not complied with.

Note

The Society does not accept any responsibility for the security of any structure erected on a plot(s);

The Society does not accept any responsibility for damage caused to the property of third parties – any such claims will be the personal liability of the Registered Plot Holder, Registered Member or Helper involved.

Paths

All paths, including main paths, must be kept clear of obstructions at all times and not be encroached upon. Paths must not be reduced by plot extensions.

 

Children

Children must be supervised at all times and must not trespass onto other Tenants’ plots or paths.

 

Notices

Notices under these Rules and the Society’s Constitution may be sent by hand, by post or by suitable electronic means;

The address at which a Registered Plot Holder is entitled to receive notices is the address noted in the Society’s register.

Any Notice given in accordance with this Constitution is to be treated for all purposes as having been received:

24 hours after being sent by electronic means or delivered by hand to the relevant address;

Three clear days after being sent by first class post to that address;

Four clear days after being sent by second class post to that address;

On being handed to the Registered Plot Holder or authorised representative personally.

 

Plot Numbers

All plots should clearly display a plot number for ease of identification and inspections with such number facing the main track.

 

Dispensation for personal reasons

Any plot holder who is unable to cultivate their plot for any reason should apply to the Committee for a dispensation for the growing season.  Dispensation will be given for one growing season only.

 

General

Registered Plot Holders, Registered Members and Helpers are required:

 

  • to remove manure/compost from pitching places within a reasonable time, otherwise the same may be removed by direction of the Committee and forfeited;

  • to note that dogs are allowed on the Site as long as they are kept under proper control;

  • to avoid causing nuisance with bonfire smoke. Common sense to dictate when bonfires are lit. (Guidance is displayed on the notice board in the shed and included in the Society’s Membership Booklet);

  • to note that Registered Plot Holders, Registered Members and Helpers may take their vehicles onto the site by way of the main pathways, subject to ground conditions, as advised by the Committee, without hindrance to other plot holders. No liability is acknowledged by the Society for any damage however caused;

  • to abide by all speed limits displayed on the site;

  • to note that heavy weed proof covering that allows rain to penetrate is preferred to plastic which can damage soil structure. Some planting can be done through weed fabric. (Note: carpet is not to be used unless made of pure wool that will break down over time).

  • to dispose of unwanted produce/weeds without dumping on other plots or elsewhere on site;

  • to gain access to the allotment site by the authorised means only and not to make any other means of access to or exit from the allotment site without the written permission of the Association or the Council;

  • to keep the pedestrian gate locked at all times except on entry or exit;

  • not to use barbed wire anywhere on the allotment site;

  • not to erect any fences, wire or other form of enclosure around their plot;

  • not to erect or display any commercial advertisement of any kind on or near the site;

  • not to assign sub-let or part with the possession of their plot(s);

  • not to store anywhere on the allotment garden or site any explosives, large quantities of inflammable material or liquids or any other noxious substances.

  • not to carry out any work or alternation to any part of any water installations on the allotment site without the written permission of the Association.

  • not to use their plot(s) for any sort of storage;

  • not to use their plot(s) or the Site for the purpose of any trade or business or for any purpose other than as an allotment garden in accordance with the Smallholdings and Allotments Act 1908 (and any subsequent Acts);

  • not to park any vehicle on the Site overnight;

  • not to remove any mineral, gravel, sand, earth or clay from the site;

  • to be personally responsible for ensuring their plot is hazard free;

  • Exercise a duty of care to others, including tenants and visitors.

 

Termination of Membership

Registered Plot Holders, Registered Members and Helpers are liable for eviction for any repeated contraventions of either these Rules or the terms of the Society’s lease with the Council. Registered Plot Holders will be given 28 days, notice of eviction in writing.  If after receiving a formal eviction letter they wish to appeal, Registered Plot Holders should do so in writing to the Committee outlining their reasons for appeal.  The Committee will consider all appeals and their decision is final.

These Rules may, from time to time, be revised or amended at any Annual or General Meeting of Registered Plot Holders which has been duly convened. Registered Plot Holders may submit any proposed changes to the Rules to the Committee, and, subject to approval by the Committee, any proposed changes will be submitted to an AGM or a General Meeting for approval.

Each Registered Plot Holder, Registered Member and Helper shall be entitled to a copy of these Rules and all shall be deemed to have full knowledge thereof, and be subject thereto in all respects.

The Committee’s decision is final on all matters.

 

Review of Rules

The Committee will review these Rules annually and any amendments submitted to the Annual General Meeting for approval.

Date adopted:  March 2019