SITE WATER USAGE POLICY
This policy is designed to ensure that everyone is treated fairly if or when a gardener is responsible for a serious wastage of water. Water is a valuable commodity, and our supply is metered, it can therefore be expensive to lose water both financially and environmentally.
It is expected that everyone is compliant with the following long-standing rules.
- Do not leave hose pipes attached to taps, even if you have a switch off valve attached to the nozzle. Always turn off the tap and remove the hose when you have finished.
- Do not leave the site whilst you have water running.
- Please do not hog the water, you do not have sole usage of any tap. Talk to your neighbours.
- Every gardener should aim to store rainwater in barrels. A barrel which you can fill with the hose near to your greenhouse for the purpose of watering with a can is good policy. You do not always need a hose pipe for a small amount of watering.
- Always check and check again before you leave the site that you have turned off the tap and removed your hose pipe.
Incidents of a tap left on and/or a hose pipe not being removed should be reported to the Secretary.
The Secretary will speak and give a verbal warning to the gardener about further breaches, and a written note will be kept.
If there is a second incident the Secretary will issue a written warning. Again, a copy of this will be kept.
If there is a third incident in the same growing season a fine of £30 will be levied which will go towards the water bill, along with a final warning to the gardener.
A further transgression or non-payment of fine may result in the immediate termination of the tenancy.
The water bill accounts for a proportion of our expenditure. Help us to keep costs down, report any leaks immediately to a member of the committee.
Be vigilant, turn off any tap you find left on and report it.
February 2021
HEALTH AND SAFETY POLICY
The upkeep and maintenance of all communal areas of the Old Park Farm site is the responsibility of all of its members. It is therefore important that if you see something that could be, or become a potential hazard and you can do something about it safely, then you should. It is your responsibility to report any concerns to the Secretary, Chairman or any member of the committee.
The Health & Safety of yourself and any visitors to your allotment is your responsibility, we can only advise. (see Health & Safety on your plot).
If a tenant is actively ignoring a Health and Safety breach, or the tenant and/or any visitor to his/her plot is involved in making one there will be no hesitation by the committee of this Association to withdraw the tenancy from the tenant.
- Only use pesticides/chemicals licensed for domestic use and keep garden chemicals safely, labelled and stored away from all water sources.(see 2.3 of the Shedule – Rules of the Association).
- Never store hazardous materials on your garden. Bringing hazardous materials on to your plot will be a breach of your tenancy.(see 2.4 of the Schedule – Rules of the Association).
- Asbestos has been used profusely in allotments over the years, learn to recognise it. If you find some, put it to one side and inform the Secretary or Chairman who will arrange for its removal. DO NOT break it up. Information on how to move and manage asbestos can be found on the HSE’s website by searching ‘HSE Asbestos Essentials’
- Under no circumstances are children to be left unsupervised on your garden or be allowed to wander around the site alone.
- Both tenants and vehicles use the lanes on site, therefore you must drive slowly throughout the allotment site. A speed limit of 10mph applies to the whole site.
- Barbed wire must not be used anywhere on the allotment site for any reason. The Secretary should be advised at the earliest opportunity of any barbed wire found hidden in hedgerows or bushes, he will then arrange for its removal and disposal.
- Smoke generated by fires is not only environmentally unfriendly, but also a serious threat to the health of tenants and members of the local community that unfortunately suffer from respiratory illnesses such as Asthma, Bronchitis and COPD, Therefore you must at all times adhere to the Association rules with regards to having a fire on your garden, (see paragraph 13 of the Schedule – Rules of the Association).
February 2021
HEALTH & SAFETY ON YOUR PLOT – GUIDLINES
The following points are designed to be guidelines and are not policy, however please bear in mind the site Health & Safety policy.
- If possible, tell someone you are going to the allotment and carry a mobile phone with you in case you have an accident or become ill. The nearest postcode is NG8 4LJ. The address is: Old Coach road, off Glaisdale drive, Bilborough.
- It’s not advisable to lock your garden gate from the inside. If you fall or become ill how will people get to you. Do not put barbed wire on top of your gate/fence.
- Wear suitable protective equipment including safety boots and gloves when necessary and particularly when using tools or equipment that has the potential to cause injury.
- The water supplied to the site is from the mains but is not intended as drinking water, be aware of possible contamination from the environment. Do not store drinking water on site for more than a few days.
- Glass is a problem so wear gloves if you are using your hands to move soil. Collect it and keep it stored separately and ask the Secretary for advice on its disposal.
- Beware of Rats. Do not leave uncovered bird seed in your shed. Do not bring soft furnishings onto your garden, Rats will will nest in it. Should you need to handle anything contaminated by Rats wear gloves and wash your hands or use antibacterial hand rub.
- Remove dangerous branches from trees on your garden. Contact the Secretary or Chairman if you think a tree is dangerous or you require advice/assistance.
- Keep weeds and brambles to a minimum. Beware of tripping hazards with briars. Do not let weeds hide dangers. Having an overgrown garden is not part of your tenancy agreement.
- Good housekeeping is essential. Put your tools away, clean them after use and don’t believe your hoses etc uncurled. Look at your garden before you leave and make sure nothing will trip you up when you next attend.
- Where possible cover water butts and be aware of the dangers of stagnant or contained water.
- You are responsible for buildings on your garden, inherited or not. Do not let a building become dangerous, if you think it ask for advice.
The Association wants you to enjoy your garden and to do so in a safe manner. Just double check and be aware that accidents can happen to anyone and illnesses can come on suddenly. It is very easy to be the only person on the site, therefore you need to be ready for emergencies.
February 2021
EQUAL OPPORTUNITY AND DIVERSITY POLICY
In carrying out our function as a not-for-profit society, Old Park Farm GHA LTD is committed to promoting equality of opportunity for all, and to ensuring that no individual is discriminated against in the planning and delivery of any of our activities. We therefore aim to ensure that the values of equality, diversity and respect for all are embedded into everything that we do.
This policy is intended to demonstrate that the Old Park Farm GHA are committed to eliminating discrimination and encouraging and valuing diversity among all our tenant gardeners, visitors and community organisations that use our allotments.
We believe that a culture that embraces equality and values diversity will help us to ensure that everyone feels involved and included in the plans and activities of these allotments.
We aim to create an environment which respects and welcomes everyone, and in which no form of bullying, harassment, disrespectful or discriminatory behaviour is tolerated by anyone towards anyone. All persons using these allotments have the right to be treated with respect particularly with regard to disability, gender, age, lifestyle, race, religion or belief or sexual orientation.
We understand that an Equal Opportunity and Diversity Policy alone is not enough to ensure that equality and diversity are central to everything that we do. We will seek to create an environment in which diversity and the contributions of all tenant gardeners, visitors, and community organisations are recognised and valued in all that we do. In this way we hope to provide an example of good equality practice and promote community within our Association. In addition, we expect any suppliers or contractors to be aware of and comply with this policy whilst undertaking work on our allotments.
February 2021
DATA PROTECTION – PRIVACY POLICY
This Association only keeps personal information on tenants of these allotments. Information may also be kept on those regular helpers or who share a tenancy. The only information we collect is name, address, phone numbers and email addresses. This data may be kept on both a secure computer database and as a paper record.
Information may be kept on someone’s personal skills where offered which may be useful to the Association in solving a problem on site.
We also record the pension or income support status of tenants to allow for the appropriate rent discount for the tenants.
This information will be used for the management and the administration of the Association and will not be disclosed to any third party unless the Association is required to do so by law or in compliance with legal obligations.
Personal information will not be shared with any other organisation.
Tenants have the right to inspect the information held on them by the Association on request in writing.
February 2021
GRIEVANCE AND DISPUTE POLICY
Disputes between gardeners are a rare thing, but can happen. It is important to say that we hope that all disputes can be solved simply and in a spirit of reconciliation. The purpose of this document is to ensure that there is a timely, clear and fair way of dealing with any dispute that cannot be solved at source by the garden holders involved.
It should be noted that serious threats or incidents of violence will be met with zero tolerance and the aggressor will be suspended from the allotment grounds while the matter is investigated either by the Secretary/Chairman or, if warranted, the Police. If it is not clear which party is the aggressor, then both parties may be suspended whilst investigations are carried out.
- If any dispute occurs between individual gardeners that cannot be resolved by discussion and agreement between the two parties, the aggrieved gardener/s should, in the first instance, inform the Secretary, or the Chairman if the grievance involves the Secretary. If the grievance is not resolved by referring to the Constitution, tenancy agreements or policies, the Secretary will talk to both parties and attempt to achieve reconciliation.
- In the event that this does not satisfactorily resolve the situation, then the aggrieved party should put in a formal complaint in writing to the Chairman who will arrange to meet with both parties. Taking into consideration the steps the Secretary has already taken, the Chairman will attempt to mediate between the two parties and reach a resolution. The Chairman will keep written notes of the issues and the outcome of the meeting/s.
- If the above does not bring about a resolution, then the matter will be referred to the committee, an emergency meeting being called if necessary. In some cases it may be appropriate to ask one or both parties to attend the meeting and talk to the committee. The two parties (if attending) will be asked nto leave the meeting whilst the matter is discussed by the committee. The committee will vote to make a decision which will be binding (see note below). The two parties will be informed of the decision at the meeting or shortly after if not attending. The decision will also be confirmed in writing.
- If the tenant is still aggrieved then that person has 14 days in which to appeal the decision to the Chairman. If the Chairman and the committee feel that no
resolution is possible, and that their original decision stands then the matter could be referred to the City Council. A gardener as an individual also has the right to initiate a complaint to the council although it is hoped that there would be enough confidence in the committee for this to be avoided.
If no criminal offence has been committed and no tenancy rule has been breached, but the behaviour of a tenant is deemed to affect the ability of other members to operate in a peaceful manner, the overall interests of the Association will be taken into account in any final decision.
If a complaint is received involving an allegation that in normal circumstances is serious enough to result in the withdrawal of a tenancy agreement, then the person will be suspended from the gardens for a minimum of 2 weeks for enquiries to take place and any evidence to be gathered. The evidence will be referred to the committee and the procedure followed (note 3), before a final decision is made.
March 2021.
LETTINGS POLICY
Allotments are very much in demand these days and most sites have a waiting list. This policy sets out how to apply for an allotment at OPFGHA Ltd, and the way in which your application will be dealt with, as well as some background information.
Background Information
Our plots come in various shapes and sizes, the biggest of which are around 600 square yards (or approx 500 square metres), though there are a number of smaller gardens where large plots have been divided up to make them easier to manage. Some people choose to share their allotment with others to share the load.
Taking on an allotment is a big commitment and takes quite a bit of time and effort to maintain. This includes regular cutting of the fast growing privet hedges that surround most plots, as well as cultivating the soil to produce vegetables and fruit. You’re also expected to lend a hand to maintain the communal areas of the site through monthly work parties. Having said that, growing your own produce is very satisfying and it’s a really healthy pastime with lots of fresh air and exercise and the opportunity to meet other gardeners; it’s a thriving community of people with a passion for growing. There’s a shop where you can buy essential supplies on and there are social events when possible.
In 2021 the annual rent for a plot is £0.13 per square metre, plus a charge for mains water. A full size plot costs about £100 per year in total (less than £2 a week). There is a 25% discount for retired people or those on a benefit or universal credit. Rents are due in October each year. This rental amount is subject to change.
WAITING LIST AND ALLOCATIONS POLICY
• In line with our Equality and Diversity Policy, anyone can apply for an allotment using the application form or by contacting the Secretary.
• Applicants will be added to the waiting list in order of the receipt of their application.
• When one plot becomes available the person at the top of the waiting list will be contacted and invited to view the plot. If they wish to take on the lease they will be offered it subject to completing all the necessary paperwork including signing the lease and committing to following the rules of the site.
• If they turn down the plot, the next person on the list will be contacted and so on. The person at the top of the list will remain there and will be offered the next available plot.
• If this second offer is turned down, the person will be moved to the end of the waiting list (unless they indicate that they no longer wish to be on the waiting list).
• Where several plots are vacant at once, the association will contact people on the waiting list and invite them to a group viewing, which will usually take place on a Saturday or Sunday morning. At the viewing, applicants will be invited to express a preference for one or more of the vacant plots. Where possible, alternative viewing arrangements will be made on request for any applicants unable to make the group viewing, but this will depend on OPF volunteers’ availability and so cannot be guaranteed.
• If more than one person expresses an interest in the same plot, it will be offered to the person who has been waiting longest.
• Being removed from the waiting list
Applicants will be removed from the waiting list when one of the following happens:
1. They inform the association they no longer want to be considered for a plot at OPF..
2. They take on a tenancy of a plot.
3. They do not respond to a request from the association to confirm that they still want their details to remain on file.
Applicants who have been removed can reapply at any time by completing a new application form or contacting the Secretary. They will be deemed to have joined the waiting list on the date of reapplication; this will not be backdated to the date they previously joined.
• If you already have a plot on OPF
You and your immediate family members can only hold a tenancy for one plot at a time unless multiple plots have been held in the past or there is no waiting list and several plots are vacant.
If you would like to transfer to a different plot, you should contact the Secretary directly to discuss your needs and what suitable alternative plots are available. The Management Committee needs to agree to the transfer before it can happen.
March 2021
Policy on the Transfer Of Tenancy Agreements.
Rental of allotment plots on the Old Park Farm site is the responsibility of the Secretary of the association. Allotment plots can under no circumstances be let or promised by any other committee member or gardener all approaches must be referred to the secretary.
No tenant has the right to expect that a friend or relative will automatically take over a tenancy when the said tenant decides to terminate their agreement with Old Park Farm Allotments. Tenancies are not allowed to be exchanged for money and this organisation will under no circumstances honour such a transaction nor will it honour any casual relationship where a tenant has received help from a third party.
If you are the sole named tenant but you share an allotment with someone you need to discuss with that person what would happen if you decided not to have the allotment anymore. If there is a possibility that the other person would wish to carry on with the garden then you need to ensure that you have a joint tenancy agreement and that the second party’s details are registered with the secretary and noted on our records. When the time comes the second party will be offered the sole tenancy and the tenancy will change hands however the new tenant will be expected to have a six month trial period as any other new tenant would.
Consideration will be given to a casual helper only if they have registered an interest with the secretary previously as having their own allotment and are on either the Old Park Farm Waiting list or the City Council’s waiting list. If you have more than one garden only one plot will be transferred in this way. Unless it is deemed to be problematic or unnecessary to do so by the secretary. Please also bear in mind that payment of rents where these costs are shared between joint tenants or tenants and helpers is the responsibility of the named tenant to pay the rent in full on issue of the rent bill otherwise the rent will be deemed unpaid and the tenancy may be at risk.
In the case of infirmity, illness or death of an allotment holder who has held an allotment for some time consideration will be given to a partner or other close relative who may wish to continue with the allotment, however, it should be noted that there is no compulsion for the organisation to do this and it would be expected that the relative would have had some previous input into the garden and that they had been instrumental in not letting the garden fall into a derelict state. It is therefore encouraged that someone in this position registers this with the secretary, the relative will then become the tenant when the current tenant retires from the allotments. As in all new tenancy agreements that person will start again as a new tenant on a six month initial trial tenancy agreement.
March 2021
RULES AND REGULATIONS
The tenancy is subject to the following stipulations.
- The rent shall be paid by the 1 st October each year.
- The tenant shall use the said premises for the purpose of an allotment only.
- The tenant shall comply with the rules and regulations made from time to time by the landlords under the allotments acts of 1908 to 1950, or any statutory amendments or modifications thereof and such rules and regulations of which those in force at the date hereof, as set out in the schedule hereto shall be incorporated in this tenancy.
- The landlords reserve themselves, their officers, and persons authorised by them, the right to enter at all reasonable times upon the said premises, to examine the state and condition thereof or for any other reasonable cause.
- The tenant shall not underlet assign or part with the possession of the said premises, or any part thereof without first signing a memorandum of transfer as authorised by the landlords at the office of the association.
- Upon termination of this tenancy, the tenant shall deliver to the landlords the demised premises in a proper state of cultivation.
- If the reserved rent shall at any time after becoming due, or if any of the foregoing stipulations on the tenant’s part shall not be performed or observed or if the tenant shall become bankrupt or make any composition with his/hers creditors, it shall be lawful for the landlords any time thereafter to enter and take possession of the premises, and this tenancy shall be absolutely determinate.
- If and when the said premises are required for any of the purposes named in paragraph b. c or d of subsection of section 1 of the following allotment act of 1922, the landlords may after three months previous notice in writing to the tenant take possession of the said premises and thereupon this tenancy shall be absolutely determined.
- Any notice may be served on the tenant, either personally, by leaving it at his / her last known address, by registered letter or by fixing the same in some conspicuous manner on the said premises.
- Upon the termination of this tenancy, whether by notice to quit or re-entry, the provisions of the allotments act of 1908 to 1950, or modification thereof with the regard to the payment of any compensation by the landlords or by the tenant in an appropriate case, or in the right of set off shall apply.
The Schedule Referred to
- Tenants are not allowed to transfer their tenancy to any other person. Any request to do so must be approved by both the secretary and the chairman in joint consultation. This may be refused at their discretion.
- All tenants are expected to protect our environment. Rubbish should be removed regularly. Carpets are not allowed as a weed suppressant. Any chemicals brought on site should be removed off site after use, do not store paints and varnishes, oils etc other than for immediate use. Tyres, unused roofing felt, asbestos or any other toxic item should not be stored on site.
The allotment should not be used as storage for any materials stored used in a private
business. No domestic rubbish should be brought onto site to be stored or disposed of. - No caravans or mobile homes of any kind whatsoever shall be used as allotment sheds or
buildings or be associated with any part of allotment gardens on car parks, in avenues or any other part of Old Park Farm Allotments Association land, (within its perimeters). - All gates belonging to gardens must have padlocks fitted and correct numbers fitted for
identification purposes. - No livestock of any kind shall be kept in any allotment with the exception of beehives sited with the express prior permission of the secretary.
- Dogs must be kept under control at all times and must not be allowed to foul common areas used by all allotment holders.
- (A) All manure or such loads brought into any avenue must be removed into the garden within 24 hours. (B) No manure or such like loads of any kind whatsoever shall be placed or
deposited in any garden so as to cause annoyance. (C) All vehicles are to be parked on the car parks provided, and not in the avenues unless loading or unloading. - All garden holders or persons entering the allotment site or part thereof, whether it be avenue, car park or garden, by foot, vehicle or any other means, do so at their own risk. The
association and its officers can take no responsibility for any loss, damage or injury of any kind whatsoever. - (A) All hedges shall be properly and seasonally cut by the tenant and maintained in good condition. No hedging shall be removed without the permission of the committee.. Hedges will be kept to a height of 5-6 feet and 2 feet width. Minimum height will be 4 feet.
(B) Should any tenant erect a fence next to his/her avenue, such a fence shall be maintained and kept in good condition by the tenant at their own expense.
(C) All summerhouses, greenhouses, tool sheds or other buildings shall be set at 4 feet from adjoining boundaries. Buildings can only occupy 30% of the garden.
(D) It is the tenant’s responsibility to keep that part of the avenue adjacent to the said or numbered garden in this agreement, tidy, clean and weed free at all times.
(E) All gardens shall at all times be kept in a proper state of cultivation i.e at least 50%should be under cultivation. Gardeners not keeping their allotments in a good state of
cultivation will not be invited to re-lease the said allotment the following year. - Water usage. Our water is metered so hose pipes are not to be left unattended when
connected to the tap; they are not to be used if leaking and are not to be used for any other
purpose than for garden use. Ensure you have turned off the water before you leave site and
removed the hose from the tap. - Garden fires are permitted on the second Sunday of every month and also bonfire week. Fire dates will be displayed on the notice boards. Under no circumstances will burning of plastics, rubber or any other material not associated with garden refuse be allowed. Gardeners should be aware that they have individual responsibility for their fire and could face prosecution and risk having their tenancy terminated should they disregard this warning. Pollution will not be tolerated under any circumstances.
- No building shall be used as a residence, garage, pigsty, poultry house, and pigeon coop or for any other similar purpose nor as a place of public resort or entertainment.
- Under no circumstances will theft be allowed, either from garden holders, the association or gardens waiting to be let. An instant notice to quit will be issued to anyone contravening this regulation. There will be no right of appeal.
- Main gate keys must be returned to the secretary upon vacating an allotment by notice to quit or for any other reason. If the main gate key is not returned to the secretary within 28 days of vacating the allotment, the association will retain the deposit. Main gate keys are the property of the association at all times and legal action could be taken for their recovery.
- Tenants not complying with these rules and regulations shall be given notice of intention, with a minimum 14 days to comply. Failure to do so will result in the issue of a notice to quit being issued. 28 days will be allowed to remove any belongings. Any temporary buildings or
contents left after 28 days shall become the property of the association and will be disposed of as they see fit. - Tenants notified under rule 15 have the right to appeal.
With effect from March 2021