Handsworth and Richmond Allotment Society: Tenant User Guide
- HANDRAS
- Jul 6
- 12 min read
Welcome to the Handsworth and Richmond Allotment Society! This guide summarizes key information from your Tenancy Agreement, Constitution, and other important schedules to help you enjoy your allotment.
Your Tenancy and Rent
Tenancy Period: Your plot is held on a yearly tenancy, starting from April 1st each year.
Annual Rent: The annual rent is payable to the Society by March 31st each year.
Late Payments: Payments received after March 31st will incur a 25% increase for late payment.
Occupancy Adjustments: If you take up occupancy outside the standard dates, your annual rent may be adjusted.
No Refunds: Rent payments are non-refundable under any circumstances.
Eviction for Non-Payment: If no payment is received after the last day in April, an eviction notice will be issued.
Rent Increases: Notice of any rent increases will be issued to all tenants and will take effect after the yearly Annual General Meeting (AGM).
Amenities and Rent: The cost of additional amenities on the site may be factored into rent setting.
Plot Cultivation and Use
Primary Use: Your plot can be used to cultivate vegetables, fruit and flowers.
Produce Use: All produce grown should be for your and your family's consumption or enjoyment only.
Plot Condition: Your plot must be kept free of hazards (e.g., broken glass, scrap metal) and reasonably free from weeds and noxious plants. It should be continuously maintained and in good condition and fertility.
Commercial Use Prohibited: You cannot use your plot to carry out any trade or business. A small amount of surplus produce can be sold as an ancillary activity.
Cultivation Minimums:
Existing Tenants: You must have a minimum of 50% of your plot under cultivation during the main growing season.
New Tenants: During your first 3-month probation period, you need a minimum of 25% under cultivation, increasing to 50% thereafter. Depending on when a plot is taken on, exceptions are made during the winter months.
Hard Landscaping: The maximum area allowed for hard landscaping (paths, paving, decking, etc.) is approximately 25% of your plot.
Subletting and Guests
No Subletting: You cannot sublet, assign, or part with possession of your plot.
Authorized Persons: You can authorize another person to cultivate your plot for short periods (e.g., during holidays or short illness).
Inform the Society: You must inform the Society and register the name and contact details of any such authorized person. You remain responsible for these individuals at all times.
Conduct and Rules
Compliance: You must always comply with the Tenancy Agreement, all relevant laws, bylaws, orders, and regulations affecting the Allotment Site.
Additional Schedules: You must also comply with all additional schedules issued by the Society.
Nuisance: Do not cause nuisance or annoyance to other plot holders, neighbouring residents. Conduct yourself appropriately at all times.
Prohibited Activities: The plot and site must not be used for any illegal or immoral purpose. Observe all relevant legislation and codes of practice for activities carried out on your plot.
Society Constitution: You must abide by the Society's Constitution. A read-only copy is available in the Allotment Site Shed (shop), and an electronic copy can be requested.
Trespassing: Do not enter or trespass onto any other plot without the express permission of the plot holder. This applies to your accompanying visitors too.
Removing Items: Do not remove any items from another plot without the express permission of the relevant plot holder.
Suggestions and Complaints: The Committee welcomes constructive suggestions. For complaints, refer to the Allotment Site Complaints Procedure.
Social Media: All codes of conduct within the Tenancy Agreement apply to your use of social media.
Trees, Hedges, and Pathways
Tree Pruning/Planting: Do not cut or prune trees (other than recognized fruit tree pruning) or plant new trees (other than dwarf fruiting trees/bushes) without the Society's consent.
Hedges: Hedges forming part of your plot boundary with public access pathways must be kept cut and trimmed to a maximum height of 2 metres. Internal hedges can be reduced with mutual agreement from neighbours.
Fences & Structures: All fences, gates, sheds, greenhouses, polytunnels, etc., must be well-maintained and not become an eyesore.
Barbed Wire: If using barbed wire or similar near a pathway, it must be installed out of reach of a standing person.
Footpaths: Footpaths must be kept clear, except when loading or unloading materials. Once unloading is complete, move your vehicle to a designated parking area.
Security
Keys: If you are issued a chargeable key, do not make replicas or pass it to others without Society authorization. Keys for Tulip Lane and Wisteria Lane are refundable at the end of your tenancy. Lost keys will incur a replacement cost.
Gate Locking: Access gates to both Tulip and Wisteria Lanes must be kept locked at all times after entering and exiting for safety and to prevent unauthorized access.
Water, Hoses, and Fires
Water Conservation: The site does not have access to mains water. Practice sensible water conservation by using water butts/containers to collect rainwater, ideally with guttering on structures. All water containers should be covered. Mulching is recommended.
Fires: Fires are allowed only for disposing of dry organic plot materials that burn without smoke or hazardous residue.
Attendance: All fires must be attended at all times.
Nuisance: Do not cause nuisance to neighbours or other plot holders.
Wind Direction: Check wind direction before lighting a fire to ensure smoke is not blowing towards residential properties.
Extinguish Completely: All fires must be fully extinguished before you leave your plot.
No Outside Waste: Do not bring waste to the site for burning, including visitors.
Location: No fires are permitted anywhere on the Allotment Site other than on your own plot.
Dogs, Livestock, and Animals
Dogs: Dogs on site must be kept on a leash at all times. If unleashed on your plot, the plot must be secure to prevent them accessing neighbouring plots.
Dog Waste: Dog faeces must be bagged and removed by the tenant.
Problem Dogs: If a dog is reported as causing a nuisance or being aggressive, it will not be allowed on site.
Livestock/Animals: Do not house livestock or animals without prior Committee consent. Please send an email to secretary.handras@gmail.com describing your plans.
Chickens: A maximum of four hens are permitted per plot. Cockerels are not allowed.
Commercial Use: Livestock/animals must not be kept for trade purposes.
Legislation: All livestock/animals must be kept in accordance with current laws.
Avian Flu: Tenants keeping chickens must familiarize themselves with and comply with all Avian Bird Flu requirements. Failure to comply may result in removal of livestock.
Buildings, Structures, and Ponds
Committee Consent: You must seek written consent from the Committee before erecting any structure or pond. Please send an email to inspectionteam.handras@gmail.com describing your plans.
Permitted Structures: Allowed structures include sheds, greenhouses, polytunnels, or animal shelters.
Size Limits: The maximum size of any structure will be determined by the Committee based on existing structures and plot size.
Unauthorized Structures: Structures erected without permission may be subject to removal at your cost.
Maintenance: All structures must be kept in good repair and be in keeping with the Allotment Site's appearance. An "eyesore" structure may be requested to be changed or removed at your cost.
Storage of Liquids: Liquids like oil, fuel, lubricants, or flammable liquids should not be stored in any structure or on the plot/site unless in approved containers with a maximum 5-liter capacity, and only products for garden use are permitted.
Society Liability: The Society is not responsible or liable for any loss due to accident, fire, theft, or damage on the Allotment site.
Chemicals, Pests, Diseases, and Vermin
Approved Products: Only commercially available products from garden or horticultural suppliers should be used for pest, disease, or vegetation control.
Care with Sprays: When using sprays or fertilizers, take care not to adversely affect adjoining hedges, trees, or crops. You must make good or replace any damage caused.
Harm Minimization: Products should cause the least harm to the public, plot holders, and wildlife (excluding vermin/pests).
Legislation: All legislation must be complied with when using any product.
Vermin: Report high levels of vermin to the Committee.
General Site Rules
Waste Disposal: Do not deposit any domestic or commercial waste on your plot or around the site, except for limited quantities of manure or compost. Manure must be covered when not in use. You must remove all non-organic and non-combustible waste from your plot and the site.
Car Parking
Designated Areas: Vehicles should only be brought onto the Allotment Site by the tenant or authorized persons and must be parked in designated areas (car park and small areas on Back Lane).
Pathway Clearance: Vehicles should not block pathways at any time.
Unloading Large Items: If taking large or heavy items to your plot, return your vehicle to a designated parking area once unloaded.
Site Shed Parking: There is a strict no-parking policy in front of the Site Shed (shop) unless making a purchase during opening hours.
Temporary Parking: If parking temporarily in front of the Site Shed, main gates, or outside a plot, display a note in your windscreen with your contact details in case access is needed by others.
Contact and Notices
Update Your Details: You must immediately inform the Society of any change to your address, contact number, or email address. You are solely responsible for ensuring these details are updated.
Communication Method: Email will be the main method of communication unless you specify otherwise.
Notice Delivery: Notices must be in writing and can be hand-delivered or sent by email or signed post to ensure receipt.
Email Notices: Notices sent by email are deemed sent and received within 48 hours of the date sent, unless returned as an unknown email address.
Postal Notices: Notices sent by post will be post-dated by 72 hours and treated as received after that date.
Last Known Details: Notices will be sent to the last known contact details you provided.
Termination of Tenancy
Your tenancy can terminate in the following ways:
Death of Tenant: Automatically on the day after the tenant's death.
Allotment Act 1922: As per clauses a, b, c & d of the Allotment Act 1922 (you are responsible for familiarizing yourself with these conditions, an electronic version can be requested).
Society Notice: By the Society giving 14 days' written Notice to Quit.
Tenant Notice: By you giving 14 days' written notice.
Non-Payment of Rent: If rent is not received 28 days after the due date.
Breach of Agreement: If you do not comply with any aspect of the Tenancy Agreement terms.
After Termination
Return of Property: You must return all keys and/or equipment and property made available to you during the tenancy.
Personal Property: Any personal equipment or property (sheds, greenhouses, polytunnels, etc.) belonging to you and not removed by the termination date will become the property of the Society.
Plot Condition: The plot must be left in a clean, tidy, and undamaged condition. If the plot is not in a satisfactory condition, you may be charged for costs incurred to bring it back to satisfactory condition, including repairs and waste disposal.
Unsecured Plots: Plots must NOT be left unsecured after termination.
Governance and Decisions
Trustees: The Trustees have the final say on all issues related to land use and rents.
Committee: The Committee has the final say on all other matters related to the Tenancy Agreement, excluding land use and rents.
Trustees' Lease Terms: You must observe and perform all conditions and covenants that apply to the Allotment Site contained in any lease under which the Trustees hold for the site.
Indemnification: You will indemnify the Trustees and Committee against liabilities, expenses, costs, claims, damages, and losses arising from:
Using the plot for purposes breaching the Tenancy Agreement or the Head Lease.
Any breach of your covenants in the Tenancy Agreement or covenants in the Head Lease.
Any act or omission by you or anyone on the site with your permission.
Complaints Procedure
Submit in Writing: All complaints must be in writing and sent to the Secretary's email (secretary.handras@gmail.com).
Complaint Against Secretary: If the complaint is about the Secretary, hand-deliver it in a sealed envelope to an available Committee member at the Site Shed (shop) during opening hours.
Include Evidence: Ensure you enclose any evidence, including witness names, to support your complaint.
Investigation: Complaints will be thoroughly investigated by a minimum of three Committee members, including a site Trustee, within seven days of receipt.
Updates: For complex complaints involving multiple parties, you will receive regular updates until a conclusion is reached.
Meetings: All parties involved may be invited to a meeting. Failure to attend could jeopardize the complaint's outcome and force a Committee decision in your absence.
Outcome Notification: You will be notified of the outcome in writing. Full details may not be shared if the complaint is sensitive or breaches UK GDPR.
Police Involvement: You may be advised to report issues to South Yorkshire Police (SYP). If so, the Committee will put the complaint on hold until SYP's investigation is complete. The Committee will then make any necessary separate decision if it involves the Allotment Site or tenants/visitors.
Final Decision: The Committee's decision is final.
Mediation: If you do not agree with the Committee's decision, third-party mediation can be arranged through the South Yorkshire Allotment Representative.
Warning Procedure
Issuance: Warnings can be issued by the Committee for breaches of behaviour, damage, and unauthorized structures. The Committee determines the warning stage based on incident severity.
Written Warnings: All warnings are issued in writing (email or mail).
Timeframes: Timeframes for warnings vary from 3 months to lifetime records.
Confidentiality: All warnings are kept on file and are confidential.
Warning Stages:
Verbal warning - Stage 1
Written warning - Stage 2
Final Warning - Stage 3
Eviction and/or site ban
Reporting Incidents:
Report incidents in writing to a Committee member (Secretary email or hand-delivered sealed envelope to Site Shed) within 7 days.
The Committee will investigate, including speaking to named parties.
For serious breaches (e.g., threats, assault), you will be advised to notify the Police, and the complaint will be on hold until the police investigation concludes. Named individuals may be suspended from the site during this time.
All reports are kept on file regardless of the investigation's outcome.
Incident Review:
Information is confidential and shared on a "need to know" basis with Committee members.
The Chair plus one other appointed member (Secretary or Treasurer, or deputy) and up to 3 other Committee members will investigate. A minimum of 3 Committee members form the Incident Review group.
Exceptions apply if the Chair or other Committee member is the subject of the incident.
The group will meet within 7 days of notification.
If the incident relates to Trustees' legal responsibilities, at least one Trustee will be part of the group.
A documented plan of action will be formulated and kept confidential.
For plot/property damage, the group will visit, take notes and photos, and use this information in the decision process.
Action Stage 1: If appropriate and requested by the tenant, all parties may be asked to attend a joint meeting with the Incident Review group to find a mutually agreed resolution. Minutes will be taken. Refusal to cooperate will be noted, and an individual conversation arranged.
Decision Process:
The Incident Review group will meet to consider all information and severity, taking notes.
They will decide the warning level and its duration.
Outcomes can vary for multiple individuals involved based on their severity of involvement.
All parties will be notified of the outcome.
The Incident Review group's decision is final, but you have the right to appeal any warnings.
If the incident relates to Trustees' legal obligations, Trustees can overturn Committee decisions to protect the site's legal obligations.
Eviction/Site Ban: If an eviction and/or site ban is issued, you will receive a 14-day notice to quit. You have 7 days from the notice date to appeal in writing.
We hope this guide is helpful!
