Elm Road Allotments Association - Regulations Summary and Further Details
- To comply with the following Allotment Rules and any extra rules made from time to time by the Association and any conditions imposed by the Council and to pay rent annually in advance on 1st October each year. Further info on payment and non-payment of rent below
- To cultivate the allotment in such a manner as to preserve its fertility and maintain it in a good state of cultivation to the satisfaction of the Association. To use the allotment for private and non-commercial cultivation of vegetables, fruit and flowers. Further details below.
- The Association reserves the right to notify the sub tenant if the plot is not worked and after a period of one month, if the plot has not been cleared and cultivated, will withdraw this agreement and re-let the plot to another person. Any tools, sheds and produce (if not removed) will be taken on by the next sub-tenant. Further details below
- To use the allotment in such a manner to prevent any undue annoyance or disturbance to other plot holders or residents of any houses adjoining the allotment site, (including the lighting of bonfires and erection of sheds). No bonfires to be lit during Summer Months (April to August). Further details below.
- To get permission from the Committee before erecting any shed, greenhouse or polytunnel or large areas of netting.
- To keep the paths around your plot clear and neatly trimmed and any rubbish removed. Not to fence off your plot. Further details below
- To make sure the number of your plot is clearly displayed at all times.
- To gain access to your plot along the main paths only (not over neighbouring plots) and not to make any other means of access or exit from the Allotment Site without written permission of the Association. To ensure as far as you can that the site is kept locked at all times.
- To allow any Officer of the Association, or the Council, access to your plot for the purpose of inspecting your plot, or for carrying out any maintenance work.
10. Not to cut or prune any trees or bushes other than the ones grown by yourself, without the permission of the Association. New fruit trees to be dwarf stock.
11. Not to sell, carry away, or permit to be taken, any timber, mineral, gravel, sand, clay, turf, soil, manure or wood chips.
12. Not to store any significant quantity of rubbish, any explosives, large quantities of inflammable matter or liquids, or other noxious substances. Further details below.
13. Not to carry out any work of alteration to any part of the water system and not to use excessive water. Separate detailed Water Use Policy applies
14. Not to alter size of your plot without permission from the association.
15. Not to use the allotment for keeping or rearing any livestock or insects without written permission from the Committee;
16. Not to bring a dog onto the site unless it is kept on a lead and properly tethered at all times so as to restrict it from straying onto other plots.
17. Not to assign, sub-let or part with possession of the plot without written permission from the Association. If you find you cannot work the plot for a period of time due to ill health or family problems, you must inform the Association and the Committee will make a decision regarding the working of the plot.
18. Not to bring cars onto the Allotment site except for transporting heavy objects to and from your plot. Once off loaded the car must be removed to keep the main paths clear.
19. The Committee of the Association reserve the right to terminate your Sub-tenancy if any of the above rules are not upheld. Written notice will be given to you or left at the last address known for you.
20. SAFETY: The association cannot be held responsible for any accident or injury incurred while on the Elm Road Site. Parents must supervise their children at all times and are responsible for their actions.
Further Detailed Guidance
Rule 1 Sub-tenancies, Lettings, Payment of rent, Surcharges and Rebates
Sub-tenancies are granted on an individual or “Family” basis with a named individual from the family responsible for paying the rent and participating in Association communication. Joint or shared tenancies are not allowed neither are multiple tenancies within families. Members must provide an email address valid at all times during the year. (Please also see rule 17 about reassigning and subletting.)
The rate of payment per square metre of allotment plot is set by the Committee every year on the basis of past expenditure and planned expenditure for the forthcoming year. The Committee have the right to change the rate once a year if necessary to cover the costs of running the Association.
Bills go out by email during early October. Members have a 30 day period to pay their bill by electronic transfer, standing order or cheque. Cash is not accepted. Members must pay the Association direct and payment via any third party will not be allowed.
Plot Letting Protocols
With a large waiting list of local people as well as numbers of existing Members wishing to take on more space the Association believes we should be doing everything we can to promote a fair, open and equitable letting system for the benefit of all the community.
There are 3 waiting lists in order of preference, one for existing Members of the Association on small plots, one for KT3 applicants and one for people from further afield.
Existing Members who are gardening small plots of 100 sq m or less who would like more space should register their interest with the Lettings Officer. Plots becoming vacant will be offered to existing Members of the Association properly registered on the list, with preference going to those whose existing plot area is geographically nearest to the vacant plot. Each case will be considered on merit with the Committee taking into consideration the condition of the Member’s current plot and their history of cultivation or non-cultivation.
New Applicants from the waiting list, preference given to KT3 postcodes, will be offered a starter plot of 50-100 sq metres and will be offered a mutually agreed trial period for 3 - 6 months depending on the season. During the trial period they will be expected to clear the plot and the relevant surrounding paths and show that suitable steps are being taken towards cultivation.
All new starters will be a charged a one-off non-refundable payment of £50 to cover admin costs and the potential costs to the Association of clearing plots which are not worked or left covered in junk and rubbish within the trial period.
If the Committee determine that the outcome of the trial period is not satisfactory then no sub-tenancy will be created for that person and the plot will be offered to the next person on the waiting list.
Priority on the waiting list will be given to applicants who have not previously held a plot.
Please note: the Committee do not have to consider applicants who have in the past been evicted from Elm Road Allotments or any other UK allotment site and applicants will be expected to sign a disclaimer covering this. Persons who have willingly given up plots will be entitled to go back on the waiting list if they so wish.
Discounts and surcharges
A surcharge of £6.00 is applied to all members for water usage.
Surcharges are also applied to Members who pay their rent late as follows: Non-payment after 30 days will receive one reminder by email and will in addition be surcharged £10. Non-payers after 45 days will receive a phone call explaining the consequences of continued non-payment namely possible eviction.
Members who have still not paid their bill without written agreement from the Committee after 60 days will have their sub-tenancy agreement terminated with immediate effect and must vacate their plot. The Committee will then have the right to re-let that plot and dispose of anything remaining on it. Members in genuine financial hardship who may have difficulty paying please contact a member of the Committee.
There is an historical “pensioner’s” discount but this is being phased out and will not be on offer to new members. Members who have historically enjoyed a pensioners discount will continue to have the offer but are encouraged to waive the discount if they are not in hardship.
Members who give their time voluntarily for the good of the Association will be credited with an appropriate rent discount.
All surcharges are applied and discounts are granted at the discretion of the Committee.
Rule 2 - Plot Cultivation
Acceptable cultivation of plots is: cultivated bare or mulched soil supporting recognisable vegetable, fruit or flower crops including green manures and grazing of agreed livestock. Fruit trees are to be properly maintained and the areas around them maintained by mowing, mulching or weeding. All soil must be kept in a good state of fertility to the satisfaction of the Association.
Spare or resting ground is to be properly sheeted with strong light-excluding sheet, covered in manure or compost or closely mown. Bringing carpets on to site and using them to cover the ground is not allowed and plastic sheeting will not be permitted for longer than one year in the same place.
Limits on the area of Tree Fruit Cultivation
The plots on Elm Road Allotments site are intended for mixed horticultural and leisure use with regular attendance by plotholders an important feature. As from October 2020 the maximum area of low-maintenance fruit trees allowed for each sub-tenant is 125 sq metres and in addition such plot holders will be expected to maintain the trees properly and must be seen to be harvesting the fruit and not allowing it to be wasted by falling to the ground and decaying.
Amateur Use Only – Limits on the area of mono-cropping of potatoes
Plot holders on Elm Road Allotments must be able to clearly demonstrate that they are not using their plot for commercial purposes and selling the produce. In particular large areas of potatoes will not be allowed - As a guide there must be no more than 50 sq metres all of the same crop within a 200 sq metre plot and a total maximum of 70 sq metres for members gardening more than 300 sq m.
Maximum Family Holding limit
From the 1st of July 2021:
Rule 3 - The Condition of Your Plot
Plot inspections will be carried out at least twice a year:
Spring - around Easter
Autumn - in August
The Inspection Group will consist of at least 3 Committee Members (preferably more) who will make a consensus decision on the condition of plots of concern and the action to be taken in each case. Further interim inspections will be carried out where plotholders have recently received a Warning Letter.
ACTION ARISING FROM INSPECTION RESULTS
One quarter to half of the plot uncultivated: Sub-tenant may be sent a reminder email or a member of the Committee may speak to the plot holder. Sub-tenants who respond citing admissible mitigating circumstances for example ill-health or caring commitments to be recorded by the Secretary or Acting Secretary and the case allocated to a suitable Committee member for follow-up and help. Sub-tenants will either improve the plot or need to be reminded again at the next inspection. Sub-tenants receiving 3 reminders in a row will automatically be allocated a smaller area of the plot and the remainder will be re-let. The Commmittee operates a "3 Strikes and you're out" policy namely that a sub tenant who receives 3 reminders or warning notices in a row will automatically lose their plot.
More than half of the plots uncultivated: Sub-tenant will be sent a warning email or letter. At this point the sub-tenant may cite mitigating circumstances in which case this will be recorded by the Secretary or Acting Sectretary and if necessary steps will be taken by the Committee to arrange a smaller area of the plot or provide some other practical help. The subtenant will be given a specific deadline (typically 28 days in the growing season) to improve the plot to the satisfaction of the Committee and will also be given the option to give up part or all of the plot.
Excessive junk on the plot and/or paths blocked by junk, trees or undergrowth: The Committee will also warn members if they are stockpiling junk on their plots, trees are out of control or their paths are impassable.
Sub-tenants not responding to a warning or not improving their plot within the 28 days will lose the plot in its entirety. They have the right to remove anything of theirs on the plot within 2 weeks of the termination notice. With significant numbers of people waiting for plots the plot will be immediately re-let.
Termination of sub-tenancy. Termination will be by email and a letter to the last-known address given to the Association. The Committee reserves the right to re-use or dispose of anything abandoned on the forfeited plot.
Rule 4 - Bonfires and Allotment Boundary
The Association strongly recommend that NO BONFIRES are burnt on individual plots as this causes annoyance to other plotholders and neighbouring residents.
Every year the communal bonfire area will be available for deposit of wood, branches and dry perennial weeds from September through to March. The communal bonfire will be burnt 2 or 3 times during the winter and the area cleared by the end of March when the area will return to its “no dumping” status as a leisure area ready for the summer. All Members will be discouraged from burning bonfires anywhere on the site in the months of April – August inclusive but instead they should collect burnable material on their own plots and then bring it up to the communal bonfire area from September onwards.
Our allotment site's boundary is with many different residents in Elm Road, Mount Pleasant Road, The Crescent, Laburnum Grove and Ash Close. The maintenance of the actual physical boundary, whether it be a fence, wall or other structure is in almost all cases the responsibility of the householder backing on to the allotments. However it is the responsibility of the plot holder to keep a clear access space between their allotment plantings and structures and the neighbours' boundary and in particular to ensure that intrusive or overhanging vegetation is kept away from fences and walls. A clear gap of at least 0.5 metres and preferably 1 metre between your plot and the site boundary is required.
In addition plot holders should always conduct themselves in a civilised way so as not to cause annoyance to their residential neighbours or other plot holders.
Rule 5 – Sheds, Greenhouses and Tunnels
ALLOTMENTS WITHIN THE ROYAL BOROUGH OF KINGSTON UPON THAMES
GUIDELINES FOR SHEDS, GREENHOUSES AND OTHER STRUCTURES ON ALLOTMENT SITES
Please could all Members be aware that the Association will need to give permission in advance for any structures. Thank you.
On allotment sites that are self managed, the appropriate Allotment Association may grant permission for a single shed and greenhouse on all full, or half size plots, on the following conditions:
1. The plot holder will obtain, if necessary and at the plot holder’s own expense, planning and any other relevant consents before a shed or greenhouse is erected.
2. The siting of sheds and greenhouses on individual plots is to be considered carefully so as to avoid causing any nuisance or disturbance to adjoining residential properties and to ensure that accessways are not blocked or made more difficult to use.
3. No trees are to be lopped or removed in order to accommodate a shed or greenhouse.
4. The Association will, so far as possible, seek to achieve consistency in the design, size and appearance of all sheds and greenhouses erected at a site.
5. At the end of the lease of an allotment site, all sheds and greenhouses will, if required by the Council, be removed from the site and the land reinstated to its former condition.
6. The Association will indemnify the Council against all claims which might arise in connection with the construction and use of sheds and greenhouses.
7. If the Council receives any complaints regarding the position or use of a shed or greenhouse, it may, after making an inspection and discussing the matter with all interested parties, require the shed or greenhouse to be removed.
8. Sheds and/or greenhouses shall:
(a) be no larger than 8 feet by 6 feet by 7 feet 6 inches high (or approximate metric equivalent);
(b) be of a pitched roof type for greenhouses, and of a pitched roof or pent roof type for sheds;
(c) be erected in a workmanlike manner using new, good and sound materials;
(d) be generally in accordance with the following:
(i) sheds to be timber framed, the external covering to be weather boarding or tongued and grooved boarding securely fixed to the framework and laid on a suitable foundation, the roof to be similarly framed with adequate boarding securely fixed and covered with appropriately fixed roofing felt;
(ii) doors and windows to sheds to be properly framed with doors being at least ledged and braced and fitted with suitable locks;
(iii) greenhouses to be constructed of timber or aluminium, of a proprietary brand, laid on a suitable foundation, appropriately glazed and with doors fitted with a suitable lock; double-glazed UPVC window units will not be permitted as buidling materials and are not to be brought on to the site under any circumstances.
(iv) be kept in good repair and condition.
Rule 6 - Side paths around your plot
Plotholders have an additional responsibility and that is for the upkeep of the communally-owned side paths next their plot. It is only acceptable to have level grass paths or woodchip surfaced paths. Paths must be a minumum of 50cm wide (20 inches) for pedestrian access but some are maintained at 1 metre (40 inches) wide for access through to back plots with the 2-wheeled barrow. Paths must be kept clear for free public access so:junk or obstructions are not to be left on them, carpets, carpet tiles or plastic sheeting are not to be laid on them neither should wooden boards, paving or hardcore be used as a surface. Shrubs and trees must not hang over the path and structures such as sheds and greenhouses must not be built on the path or too near to the path. Fences or mesh barriers should not be built next to paths. Members should not extend the size of their plots by cultivating or developing on to the path areas.
Ideally the plot holder will maintain their side paths by adding woodchip or regular mowing. Members having difficulty with maintenance or untidy neighbours blocking their paths should contact the Association for a remedy.
Path responsibilities are as follows: Plot numbers 1-25 East and North. Plots 26-50 East and South. Plots numbers 51- 85 West and South. If you do not understand which paths are your responsibility please contact the Association.
Please also see the part of rule 4 which refers to plotholders' responsibilities when gardening next to a boundary with local residents.
Rule 12 - Rubbish
Everything on your plot, including rubbish, is your responsibility, however the Association recognise that new plot holders often have to cope with items left behind by previous sub-tenants, and that some gardeners do not have ready access to a vehicle, and that some items such as carpets are not manageable in a family car. In these cases the Association will provide a skip from time to time for the priority use of new plot holders and those with transport difficulties or awkward items. Always consider re-use and recycling of unwanted items before disposal.
It is irresponsible for any sub-tenant to bring non-compostable materials on to the site unless you have a specific practical use for them. This particularly applies to old abandoned carpets which are extremely hard to deal with once they are covered in weeds and brambles. Carpet, carpet tiles and other long-lasting floor covering materials are banned.
Please respect our Allotment Site as an important food-growing resource and peaceful relaxation area and do not use it as a rubbish dump for your unwanted household items.
Under NO circumstances should meat products be brought onto the site as this creates offensive smells and attracts rats.
Excess Plant Material
Leaves, grass clippings, nettles, straw, annual weeds - Put on your compost heap.
Woody prunings, brambles, timber, old boards - stockpile until dry then burn safely on a bonfire at a suitable time ideally on the communal fire.
Perennial Weeds such as Couch Grass and Mares tail - remove as much soil as possible, stock pile in a separate heap or container and dry out thoroughly over several months, then burn (or compost if you are brave).
Unwanted Non-plant Material
Whole bricks and other useful building materials - let other plot holders know they are available through the exchange.
Stones - collect in rubble sacks and take to the tip or use on hard areas such as paths.
Glass - collect safely in a sack and take to tip for recycling
Metal - take to the tip for scrap, drinks cans can be recycled
Plastic sheet and sacks - collect in sacks and take to the tip - Plastic bottles can be recycled.
Carpet from previous tenants - collect together and take to the tip or wait for Association skip.
Unwanted Soil
Topsoil is valuable resource and is not rubbish. You should never throw away or try to burn topsoil. If your gardening method is producing quantities of large clods of mixed earth and weeds you should change your cultivation method. Even soil which is very contaminated with perennial weeds can be safely stockpiled and re-used over time. Clumps of weeds and soil must not be put on the fire or in the skip.