Allotment Tenancy Rules and Conditions by Charlton Kings Parish Council

Welcome to Charlton Kings Allotments!

Your Complete Guide to Allotment Life

Charlton Kings Parish Council 26 Church Street, Church Piece, Charlton Kings, Cheltenham GL53 8AR

Phone: 01242 250087

Green Spaces Officer - Matt Lawton Email : gso@charltonkingsparishcouncil.gov.uk

Clerk - Geraldine Connor Email: clerk@charltonkingsparishcouncil.gov.uk

Welcome to Your Allotment Adventure!

About These Rules

Congratulations on joining our wonderful allotment community! For generations, families in Charlton Kings have found joy, friendship, and fresh vegetables through allotment gardening. This guide will help you make the most of your plot while being a great neighbour to fellow gardeners.

▪ Charlton Kings has a long tradition of allotment gardening, with knowledge and skills passed down through generations. These rules help maintain standards across our sites and support both new and experienced tenants.

▪ Please read these rules alongside your Tenancy Agreement with Charlton Kings Parish Council. ( CKPC )

▪ Items marked with * are legal requirements, while others reflect best practice from our sites and elsewhere.

▪ This document is updated periodically and published on the Parish Council website. Changes between versions will be shared on the website and with your annual invoice.

Section 1A: Your Responsibilities to the Council

1) Who Can Rent an Allotment

You must be over 18 to hold an allotment. * Joint tenancies are allowed if you wish to share a plot with a partner or friend. If we have more applicants than plots, Charlton Kings residents will get priority.

2) Paying Your Rent

Invoices are issued on 1st April each year, covering the year from 1st April to 31st March. You must pay within 40 days * Late payments automatically incur a surcharge . Rent is not refundable if you end your tenancy early, though we charge less for plots taken on after September.

3) Personal Use Only

Your tenancy is personal to you *

a) If you can't maintain your plot to the required standard, please do not arrange for someone else to take it over. Instead, contact Matt Lawton, the CKPC Green Spaces Officer ( GSO ) to discuss giving up part or all of your plot, or possibly swapping with another tenant. We usually have a waiting list, and it's only fair that those already waiting get first refusal. The GSO may make exceptions in special circumstances.

b) Allotments cannot be used for commercial activity Under the Allotments Act (1922), your plot should be used mainly to grow vegetables, fruit, herbs, and flowers (plus hens or rabbits) for you, your family, and friends not for selling.

4) Protecting the Allotment

Please do not remove soil from your plot: please add to it through composting Allotment trees are also protected, so ask for Council permission before removing any tree.

5) Notices and Advertisements

Part of the charm of allotments is the mix of quirky sheds and thriving crops within the neat framework of paths and beds. Unsightly notices and posters spoil this. If you need to leave a note, use the site notice boards rather than your shed door. Please contact your Allotment Site Representative ( ASR) or Matt, the GSO to arrange this.

6) Tree Planting Restrictions

Don't plant standard trees or other shade-casting plants, as they limit what you and your neighbours can grow. Modern dwarf fruit trees are fine, but keep them away from paths and neighbouring plots. If you think your situation might be an exception, speak to the GSO first.

7) Keeping Animals

Keeping livestock on allotments is taken seriously – please follow these rules:

• Animal welfare is paramount

• Only hens (not cockerels) and rabbits are allowed, and you must get written Council approval first

• The usual 80% cultivation rule may be adjusted to meet appropriate space standards for animals . Animal housing size, design, and location must be approved in writing before installation

8) Structures: Sheds and Greenhouses

We want to keep the traditional look of our allotment sites – all structures must fit within 20% of your plot area. What is allowed

▪ One shed (max 2.5m × 2m / 8ft × 6ft)

▪ One traditional greenhouse with wood or aluminium frame and safety glass or polycarbonate (max 3m × 2m / 10ft × 6ft)

▪ Traditional cloches, fruit cages, and netting frames

▪ Maximum height for all structures: 2m (6ft)

▪ Polytunnels

Polytunnels must be appropriately sized for your plot and must not exceed 5 metres in length and 3 metres in width. They must be constructed using horticultural-grade polythene with a UV stabiliser, as materials without UV protection become brittle and deteriorate within a short period.

All polytunnels must be securely anchored to prevent movement or collapse during strong winds and to avoid causing damage to surrounding plots or property. Tenants are responsible for ensuring that polytunnels are properly maintained throughout the year, including repair or replacement where necessary, to prevent deterioration.

Any polytunnel that is not adequately maintained or secured may be removed or made safe by the Council.

What is not allowed

▪ Permanent structures or solid concrete bases

▪ Multiple sheds or greenhouses

Please obtain written Council consent before building anything. New structures should go toward the fenced end of your plot where possible, but leave at least 0.6m (2ft) between any structure and adjacent private gardens.

(For animal housing, see Section 7 above)

When you leave, please take your structures with you, sell them to another tenant, or donate them to the Council in reasonable condition.

9) Maintaining Structures

If you inherit a shed with your plot (no extra charge), keep it sound and weatherproof. Use wood preservative (not paint) in neutral colours to maintain the site's appearance. Keep greenhouses safe and remove broken glass immediately.

The Council may require you to remove structures that aren't properly maintained.

10) Ponds

Small, shallow ponds may be permitted with prior approval from the GSO OR Parish Office. They must be properly covered with mesh and secured for safety. Note that space is often limited, and ponds can be hazardous to small mammals and young children.

11) Keeping the Site Tidy

Compost organic material where possible, or use the Borough Council's Green Waste scheme.

Please Do Not

▪ Bring or store rubbish on site

▪ Dispose of rubbish elsewhere on site or on adjoining land

▪ Bring in loose stones or bricks for pathways or edging (they become a nuisance and reduce cultivation area)

▪ Take non-recyclable waste to a licensed disposal site.

Well-maintained allotments enhance our community green spaces please help keep them looking good.

12) Site Security

While we cannot guarantee security, everyone working together helps reduce vandalism and damage. Always close gates behind you and secure locks where present. Report suspicious activity to the police on 101. Remember: to record a crime officially - you must personally report any damage or loss to your property. Also please inform your ASR and the GSO or Clerk to the Council.

13) Keep Your Contact Details Updated

Please inform the GSO if your address, phone number, or email changes. We increasingly use email for cost and speed, so keeping this current helps. We'll remove your details once your tenancy ends.

14) Maintaining Your Plot

Your obligations to maintain your plot are detailed in Section 1D. The Council inspects all plots twice per year to maintain cultivation standards. Keep your plot number post in place and readable.

If your plot falls below acceptable standards, we'll discuss this with you. See our published inspection procedure on the website.

In exceptional cases where you leave a plot in poor condition (Section 3.2), the Council may charge a fee to restore it for the next tenant, rather than spreading this cost across all tenants.

Section 1B: Tenant's responsibilities for Health and Safety

1) Statement of responsibility

The Council will ensure it operates its allotments according to Health and Safety legislation. We will make sure that a plot is clear of any fixable hazards before leasing to a new tenant and we will let you know about any ongoing health and safety risks or hazards on the allotment site. However, the Council is not responsible for looking after your safety, or that of your visitors and other visitors to your allotment. You are responsible for this : it is not difficult if you follow some basic good practice:

• Safeguard your personal safety. You may spend long hours on your allotment and sometimes there'll be few others or nobody else around. It's a good idea to carry a mobile phone and let someone know where you are and what time you'll return home. You're not allowed to stay on your plot overnight.

• Don't leave tools, hoses or other equipment lying around where they could cause harm or be used by vandals.

• Do not store pesticides (including weedkillers and fungicides), rodenticides, or any other dangerous chemicals on your allotment. Use them carefully and take the containers home to lock away safely or dispose of at a licensed Council facility. There's always a risk of vandalism on allotments and even garden chemicals pose a real risk if they're thrown around the site.

• There's a 'common duty of care' on anyone involved in allotment management, so if you have any concerns about safety on your allotment site, please let us know.

2) Children and young people

Children and young people are very welcome on allotment sites, but they need supervision because they're more likely to be harmed . We support school or other group visits to our allotment sites, but we need to know about them in advance to ensure proper supervision. If you have an idea for a group visit, please talk to us first.

3) Prohibition on barbed wire

* The use of all barbed wire and /or razor wire is strictly prohibited

Section 1C: Tenants' obligations to neighbours

1) Avoidance of nuisance or damage to neighbours' interests

Allotments are places of retreat where like-minded people come together to enjoy their passion for growing. There are matters of social politeness worth remembering: when you light a bonfire, if you play a radio, how children and visitors behave, and respecting other people's plots and produce are all things that can affect everyone's enjoyment. You must keep your activities within your own plot boundaries and neither you nor your visitors are allowed to go onto, or take anything from, anyone else's plot unless you have their permission. Show courtesy too by not obstructing or damaging grass paths between plots or Council roadways. A similar level of courtesy and consideration should be shown to nearby neighbours in their houses and gardens.

2) Bonfires

*Bonfires continue to cause serious problems with our neighbours and are the subject of more complaints than any other issue. After repeated complaints, we've introduced this change to allotment rules.

As long as you avoid causing a 'nuisance' to neighbouring properties and stop smoke getting onto a road (check wind direction first), bonfires are legal on our allotments during the winter months when there's a reduced risk of causing a nuisance. Unless you have written permission from the Parish Council (which would only apply in exceptional circumstances), you may only light a bonfire between 1st October and 31st March. It's best practice to burn only dry, combustible material on a cool, dull day, when others are less likely to be inconvenienced. If you're asked to put out a smoking bonfire because it's causing a nuisance, please do so. If you light a fire, you must be there while it's burning and ensure it's out before you go home. Don't burn green waste, plastics, or any other waste materials, and don't bring anything onto your plot specifically to burn.

Bonfires contribute to poor air quality and climate change emissions, so wherever possible, compost allotment waste or take it to your nearest recycling centre.

3) Dogs

A dog can be a good companion when you're working your plot, but if you bring a dog onto your allotment, you must keep it on a lead and ensure it only walks on your plot.

4) Resolution of disputes

From time to time, there will be differences between tenants that can't be easily resolved. Most disagreements are minor and can be sorted out without anyone else's help. However, if there's a serious dispute you can't resolve, please refer it to the GSO or Clerk for consideration by the Allotments Committee, whose decision will be final and binding.

Section 1D: Tenant's obligations to maintain the allotment in good condition

1) The purpose of an allotment

This section sets out the basic responsibilities of being a CKPC allotment tenant. There are always new people wanting to take on an allotment who have to wait until one becomes

available, so it's fair that tenants make the best use of the land they've been allotted. The other clauses in this section explain what's expected.

2) New tenancies – showing commitment

The Council's intention is that, wherever possible, allotments will be offered to new tenants in good condition and without major weed cover. However, this isn't always possible when existing tenants are given reasonable opportunities to maintain their plots.

A new tenant must show they're actively managing their plot. You have a two-month period to show you're starting to bring your plot into cultivation. New tenants are treated more leniently than existing tenants during plot condition inspections and will normally be given a year to bring a plot into 'good condition'.

3) Cutting grass and preventing seeding

Plots must be kept "reasonably free of weeds". There may be times when some weed cover is inevitable, but it shouldn't be allowed to grow up, set seed and spread. The same is true for grass paths between plots: it's each tenant's responsibility to mow to the mid-point of any path around their plot, but you can agree the details with your neighbours. Don't use weedkiller on paths. The Council will cut the grass on main thoroughfares through allotment sites to give every plot access over a cut path to a water standpipe.

4) Maintaining allotment boundaries

CKPC retains responsibility for all fences, hedges and other boundary features and will ensure any necessary work is programmed and completed. Tenants must ensure a 2ft (0.6m) minimum width of grass path is kept between their allotments - upkeep is the tenant's responsibility

5) Composting

Composting vegetable waste from your allotment is an essential part of allotment gardening. Each plot should have an area set aside for composting, preferably using well-made wooden or bought plastic compost bins. Advice on composting is readily available and useful references are given in the reference section of these guidelines.

6) Watering plants

In recent years, both the cost and total metered volume of water have increased significantly. £1 now buys just 150 gallons (650 litres) of water, so using a 50ft (15m) hose for just 30 minutes costs £1. With 250 tenants, particularly in a dry season, the bills mount up quickly. The fairest way to charge for water is to relate it directly to your plot area, so to cover the combined water bills for the four allotment sites, a separate annual charge per m² is set at a level reflecting the previous year's usage. This allows variations in use to be directly reflected in the water charge and also draws attention to the cost of water and the need to minimize use while maintaining good gardening practice (references to sound advice are given at the end of this booklet). If you have a shed, you can add to water availability by collecting rainwater from the roof into a water butt.

All tenants must reduce their water use to the lowest possible level consistent with good gardening practice and three basic rules apply:

• Sprinklers and any form of irrigation system connected to the mains water supply are prohibited.

• Watering of plants, when necessary, is allowed, but only by using watering cans filled from water butts or a standpipe, or by a hand-held hosepipe.

• Use best practice to know when and how plants need to be watered and you'll have stronger plants more resistant to dry conditions.

7) Ground-blanketing materials

The use of any type of carpet or polythene sheeting as ground blanketing material for weed control is prohibited. All carpets are treated with chemicals which can leach into the soil and become a long-term problem, and polythene is rapidly broken down by UV light and becomes brittle and fragmented.

Specialist ground cover suppressants like strawberry matting are allowed. Proprietary woven membranes or tarpaulins may be used for weed control or as a temporary, short-term measure to warm up or dry out soil in spring, but shouldn't be left in place during the growing season.

8) Use of pesticides

The term "pesticide" includes not just chemicals to kill invertebrate pests such as insects (insecticides), snails and slugs (molluscicides) and others, and vertebrate pests such as rats and mice (rodenticides), but also all herbicides (weedkillers) and fungicides. Your tenancy agreement allows the use of pesticides but only with the greatest care. Three important rules apply:

• Keep pesticides securely at home. Don't keep them in an allotment shed or greenhouse where they may be taken and handled irresponsibly by vandals, causing damage to your own and your neighbours' crops. Use them, take containers home, and dispose of empty containers or unwanted chemicals at a licensed Council site (details at the back of these guidelines).

• When using pesticides, take great care to read and follow the manufacturer's instructions.

• Don't allow your pesticide sprays to drift onto your neighbours' plots. Spray on a windless, overcast day and use a physical barrier such as a board to allow you to spray up to edges or against other plants.

If you would like information on alternative treatments to chemical use, please speak to your Allotment Site Representative.

9) Using your land effectively

With continuing demand for allotments, it's only fair that best use is made of available land. The purpose of this clause is mainly to ensure allotment tenants have the size of plot they can fully cultivate. Taking on an allotment is quite a big commitment, particularly in summer when there are many other demands on people's time. The Council has 250 allotment plots on 4 allotment sites and there's a wide range of plot sizes available. If you're struggling to keep all your plot cultivated, talk to us to see if you can do a 'swap' or give up part of your plot to another tenant. You're not allowed to simply ask someone else to take on responsibility for part of your plot.

10) Other uses for your land

80% of your allotment must be cultivated for the production of vegetables, fruit, herbs and flowers. A shed and/or greenhouse, and compost bins should take up no more than 20% of your plot. Where livestock are kept, they must be allowed appropriate amounts of space (S. 1a) 7)

Section 2 The Tenant's Right to Hold the Allotment

1.Yearly Renewable Tenancy Agreement

The tenancy agreement between the Council and tenant constitutes a legally enforceable contract. It operates as a yearly tenancy with automatic annual renewal, subject to the following conditions:

a) Tenants receive invoices from 1st April. Non-payment will be pursued unless the Council receives written notice of voluntary termination before 31st January of the payment year.

b) The tenant complies with all terms and conditions outlined in their Tenancy Application, Terms and Conditions, and Agreement documents.

Periodic major reviews of the Tenancy Agreement and associated rules may necessitate tenants signing updated agreements. Minor rule changes will be communicated annually with invoices.

Section 3 Determining (Ending) the Tenancy

1.How a Tenancy Can Be Ended

Tenancies may conclude in several ways, including upon the tenant's death, as agreements are personal to the named individual. The tenancy terminates at the end of the month in which death occurs. Executors may apply for a pro-rata rent rebate for the remainder of the year (to 31st March) or, by arrangement with the Parish Clerk, retain occupation until current crops are harvested. Plots will be re-let promptly to maintain cultivation standards. Joint tenancy agreements are permitted. Close family members will be offered the opportunity to assume tenancy in their own name.

Other conditions terminating a tenancy include:

a) Voluntary Termination by Tenant

Tenants may relinquish their tenancy at any time by writing to the Parish Clerk, though no prorata rebates apply. Please notify us immediately upon deciding to discontinue use of your plot rather than abandoning it or waiting for the next invoice. Early notification enables timely reletting and prevents plot deterioration, which benefits all parties.

b) Allotment Land Required for Alternative Purposes

Occasionally, allotment land may be needed for higher-priority purposes, either temporarily or permanently. Two specific scenarios are:

i. Compulsory purchase by government departments or agencies for non-agricultural purposes (e.g., roads, cemeteries, housing)

ii. Compulsory purchase for industrial development

c) Council-Initiated Termination

The Council may terminate tenancy agreements in two circumstances:

i. Rent Arrears : Tenants are legally obligated to pay annual rent within 40 days of demand. After this period, the Council may terminate the tenancy with one month's notice and reclaim the land without further communication. While the Parish Clerk will endeavour to secure payment and maintain tenancies, the Council will not expend Clerk resources on regular arrears collection and will automatically surcharge overdue accounts.

ii. Breach of Terms and Conditions : Following consultation with the tenant, if the Council determines that tenancy terms have been irreparably breached, it may terminate the agreement with one month's notice.

d) Compensation Upon Termination

The Allotments Acts provide for Council compensation in various circumstances where tenancies are terminated. These complex provisions may cover rent refunds and crop losses.

2. Penalty for Plot Restoration

When, despite reasonable efforts to work with the tenant, an allotment's condition deteriorates below "good condition" standards, the Council reserves the right upon eviction to levy financial penalties sufficient to cover restoration costs using Council-appointed contractors.

Section 4 Service of Notices

The Parish Council wishes to advise that correspondence with tenants will be conducted via email wherever practicable, with a view to improving operational efficiency and reducing expenditure

Email : GSO gso@charltonkingsparishcouncil.gov.uk

Clerk clerk@charltonkingsparishcouncil.gov.uk

Phone : 01242 250087

Post

• Parish Council Address

Green Spaces Officer : Charlton Kings Parish Council 26 Church Street, Church Piece, Charlton Kings, Cheltenham, GL53 8AR

• Tenant Address

Notices from the Council to tenants will be sent to the address provided on the tenancy application form. For verification purposes, the Council will use Royal Mail's Recorded Signed For delivery service.

ALLOTMENT TENANCY AGREEMENT

The Allotment Tenancy Agreement itself is a short and straightforward document, running to just one side of A4. It relies on the information given on the Allotment Tenancy Application Form and is subject to the Allotment Tenancy Terms and Conditions which should be read in conjunction with these Allotment Tenancy Rules and Conditions.

An Allotment Tenancy Agreement is a legal contract and should not be entered into lightly. The Council will work to ensure that tenants get the best value from their investments of money and time but will enforce the terms and conditions in all allotment tenancies.

Laws relating to allotments change from time to time and so does best practice in allotment use. Your allotment tenancy sets out straightforward conditions that you must meet, and the Rules and Conditions set out in this document are intended to give more detail (and be updatable) than is practicable in a short tenancy document that is signed only at the start of a tenancy agreement.

Rent for the land is calculated on a £/m² basis, and there is a separate annual charge/m² paid by all tenants for the supply of water from standpipes. Both are reviewed annually. The land rent adjusts by the September RPI % inflation rate and the water charge is set to cover the cost of supplying water, based on the previous year’s usage.

Charlton Kings Parish Council Allotments Committee

The Allotments Committee meets three times each year, in February, July and October, with special meetings called as necessary, to take forward specific issues. Allotments Committee meetings have a formal Agenda which is posted on the Parish Council website www.charltonkingsparishcouncil.gov.uk and council notice boards one week in advance of a meeting. Minutes are posted on the website. All meetings are open to parishioners, and allotment tenants are especially welcome.

Organisations

That Provide Information About Allotments

Cultivation and growing

❖ Cheltenham and District Allotment Holders’ Association

Provides, information, advice and useful insurance cover. Tel. 01242 802777 http://www.cheltenhamallotments.org

❖ National Allotment Society (National Society of Allotment and Leisure Gardeners)

The National Allotment Society (NSALG) is the leading national organisation upholding the interests and rights of the allotment community across the UK to provide, promote and preserve allotments for all. The website has helpful, detailed guidance on many aspects of allotment gardening. Tel. 01536 266576 natsoc@nsalg.demon.co.uk www.nsalg.org.uk

❖ National Allotment Gardens Trust (NAGT)

A registered charity aiming to assist in all areas of allotment promotion and regeneration. Tel. 01752 363379 http://nagtrust.co.uk/

❖ Royal Horticultural Society

The UK’s leading gardening charity dedicated to advancing horticulture and promoting good gardening.

Tel. 020 3176 5800 wisley@rhs.org.uk www.rhs.org.uk

❖ Cheltenham Horticultural Society

Affiliated to the Royal Horticultural Society, its 140 members hold monthly meetings at St. Luke’s Church Hall. secretary@cheltenhamhorticultural.co.uk http://www.cheltenhamhorticultural.co.uk

❖ Garden Organic (formerly Henry Doubleday Research Association)

The UK’s leading organic growing charity, at the forefront of the organic horticulture movement for over 50 years. Tel: 0247 630 3517 enquiry@hdra.org.uk www.gardenorganic.org.uk

Health

and Safety

❖ Charlton Kings Parish Council

Leaflet: Health and Safety on Charlton Kings Allotments available from the CKPC office.

❖ Gloucestershire County Council: Waste pesticide disposal

The Wingmoor Farm Household Recycling Centre at Stoke Orchard has chemical safes where residents can place pesticide waste in small quantities. Contact the site operator upon arrival at the site. www.recycleforgloucestershire.com

❖ Police

Charlton Kings allotments are covered by the Charlton Kings Neighbourhood Policing Team. Police wish to hear from allotment holders about criminal or suspicious activity, and from the owners of stolen or damaged property. The non-emergency telephone number is 101.

❖ Royal Society for the Prevention of Accidents

ROSPA’s vision is to lead the way on accident prevention, saving lives and reducing injuries. Tel: 0121 248 2000 help@rospa.com www.rospa.com/about

❖ Suzy Lamplugh Trust

The Suzy Lamplugh Trust works to raise awareness of the importance of personal safety and to provide positive practical guidance that makes people feel safer and more confident. Tel: 020 7091 0014 https://www.suzylamplugh.org/

Useful publications

• Keeping Livestock on a Charlton Kings Allotment: CKPC December 2016

• Allotments: a plot holder’s guide. June 2007 Published by ARI for Department of Communities and Local Government. www.farmgarden.org.uk/ari/documents/plotholdersguide.pdf

• ‘The Allotment Handbook’ by Caroline Foley. Publisher: New Holland Publishers (UK) ISBN: 1-84330-583-6

• ‘Allotment gardening – an organic guide for beginners by Susan Berger.

• Green Essentials Organic Guides, ‘Successful Allotments’

Final Thoughts

Please remember to contact the Council with updated contact details when necessary : Full Name, Address, Phone Number and Email.

Your allotment is more than just a plot of land - it's your chance to be part of a wonderful community tradition. Whether you're growing prize-winning vegetables, creating a wildlife haven, or just enjoying some therapeutic digging, you're contributing to something special.

We're here to help you succeed, so please don't hesitate to get in touch if you have questions, concerns, or brilliant ideas. Here's to many happy hours of gardening ahead!

Happy Growing!

The Charlton Kings Parish Council Allotments Team

This guide is regularly updated - check our website for the latest version. Changes to rules are communicated with annual invoices and posted online.

Aerial view of Croft and Sappercombe Allotment Sites