Plot Inspections
Plot Inspection Process - Issued 19th April 2025
Cultivation of plots
All plot holders should make every effort to keep their plot(s) in a neat, tidy, and well cultivated condition and appearance. Any materials that can be usefully used on the plot should be stored neatly and not be allowed to build up to excessive amounts. If no longer required, these materials should be removed from the Allotment sites. The phrase “use or remove it” should be considered as good practice.
It is in all plot holders’ interests to work towards achieving a high standard on the sites. This not only makes a pleasurable environment but also ensures the Council do not have reason to reclaim any land for building purposes.
Plot Inspections
Regular inspections will be conducted by two Committee members (a maximum of 4 per year).
Plot holders will be reminded of upcoming inspections at least one week in advance.
Those plot holders failing to cultivate and maintain their plots to a satisfactory standard will be contacted.
Outline of Inspection Non-Cultivation Procedure
Throughout this process, the Committee gives assurance that each plot holder will be dealt with on an individual basis and any extenuating personal circumstances shall be considered.
If a plot is considered to have fallen below the cultivation standard required of the plot holder in their agreement the following course of action will apply.
Step 1. Initial Email
An initial email will be sent outlining the Committee’s expectations of a well cultivated and neatly maintained plot, detailing the ways in which the plot falls short.
The plot holder will be invited to raise any extenuating circumstances which may be taken into consideration, and/or an action plan that sets out how they intend to remedy the cultivation. A response will be required from the plot holder within 14 days.
Step 2. First Warning
After considering the response, (or if no response has been received) the Committee will send the plot holder a First Warning. This will inform the plot holder that they are in breach of the cultivation rule of their tenancy agreement. It will outline exactly where they are failing and what is expected of them. The plot holder will be given four weeks to bring the plot up to standard.
Step 3. Final Warning
Once the deadline for improvement has passed, the plot will be inspected again. If the plot now meets the required standard, the plot holder will be so advised. If good progress has been made but the required standard has not yet been achieved, the Committee may allow the plot holder a further period in which to achieve that standard.
If the plot still falls short of the required standard and little or no progress has been made, the Committee will issue a Final Warning.
The warning will set out exactly what is expected of the plot holder and will set a time limit of 30 days to complete the works.
Step 4. Notice to Quit
Failure to act satisfactorily on the final warning will result in the Committee issuing a notice to quit, which will allow the plot holder 4 weeks to vacate the plot.
TAL Committee
