Our Rules

GREENFINGERS COMMUNITY PROJECT RULES

Guidelines

The purpose of the rules is to ensure the positive use of GREENFINGERS allotment site by encouraging effective community minded food growing.

Application
1. These rules are made to the allotment Acts 1908 to 1950 and apply to all rented allotments.

Terms and Interpretation

In these rules the words used are to have the following meaning.

PLOT. A plot of land that is let by the association for the cultivation of herbs, flowers, fruit and vegetable crops and approved livestock which on Greenfingers is only bees.
THE ASSOCIATION. The elected committee who self-manage the Council owned allotment site.
THE COUNCIL. Lancaster City Council
THE TENANT. A person who holds an agreement for the tenancy of an allotment including any and all members under a group tenancy.
SITE. The premises defined in section one of the lease agreement between the Council and association.
RENT. The annual rent payable for the tenancy of an allotment.
TENANCY AGREEMENT. A legally binding written document which records the terms and conditions of letting of a particular allotment(s) to an individual tenant or group.
HAULAGE WAY. A common route within the site and pedestrian access to allotments.
HEADLAND. The area of land between an allotment plot and any haulage way or perimeter fence.
CULTIVATION. Keeping the plot in good productive order by the maintenance and improvement of soil, the control and prevention of flowering weeds, ornamental plants, herbs, fruits and vegetable crops.
PATHS. Dividing paths between allotments.

Assignment, Group Tenancies and Sub-letting

3.1 The tenancy of an allotment is personal to the tenant named in the agreement. In the case of group tenancy the tenancy belongs to the group itself, covering any and all members of the group, not only the individual named signatory of the tenancy.

3.2 The tenant may not assign, subject or part with possession or control of all or part of their allotment.

Plot Inspections
1. Tenants will be subject to plot inspections.
2. Inspections will be undertaken by at least two agreed persons together.
3. Conditions of the plot throughout shall be noted in the form of a check list and photographs may be taken.
4. Inspection check lists will be kept on record for an agreed period and any breaches will be discussed at the committee meeting following the inspection and any necessary action taken in line with breach of resolution flowchart.

Cultivation & Weed Control
1. The cultivation area is defined as the area that is cultivated for crop or flower production. Cultivation requires the tenant to regularly dig, mulch, prune and weed 75% of the plot. Compost bins, glass houses, water butts, poly-tunnels and fruit cages are also included within the cultivated area as are ornamental flower crops.
2. Allotments must be kept clean, safe and maintained in good state of cultivation and fertility throughout the year. An area that is cleared of weeds yet remains un-planted during one year will be considered as non-cultivated.
3. Tenants whose plots are found on inspection by the association not in a satisfactory condition for the time of year, shall be issued with a notice as the beginning of the breach resolution. If no successful conclusion has been reached the association reserves the right to cut down excessive and seeding growth or overgrown grass and charge the cost to the tenant
Trees and invasive plants
1. All trees and bushes on rented or vacant plots over the absolute height of 2mtrs or 6 ft. are in breach of allotment rules. Tenants must not, without consent of the association cut or prune outside of their own allotment, or plant trees which will exceed a height of 2 mtrs or 6 ft. and/or allow self-seeded trees to grow on their allotment, including any that are growing through a perimeter fencing.
2. Fruit trees are permitted but will normally be included within the 25% of non-cultivated area, a max. of 3 trees (NOTE this has been changed to 10 trees on full plots and 5 on half plots as per plot holders’ meeting)
3. Tenants who have fruit trees that have grown above 2 mtrs. will be served notice instructing them to prune to an acceptable height. Following the completion of the breach of resolution, if no conclusion has been reached the association reserves the right to prune back trees and charge the cost to the tenant.
4. All fruit trees must be selected so as to avoid breaching the height rule, with trees being selected to grow to around 2 mtrs. Trees should be grown on dwarf or semi-dwarf rootstock and pruned so as not to exceed 2 mtrs. For further advice on suitable rootstock, soil and site on for your allotment, refer to advice on the Council website. (www.lancaster.gov.uk/allotments)
5. Invasive plants such as bamboo, all types of willow and fast growing conifers (including Christmas trees) are not permitted.
Hedges and ponds
1. Tenants are responsible for maintaining any hedge on or abutting their plot. They should be kept to a height no greater than 2 mtrs or 6 ft. Hedge sides shall be trimmed at least once per year so as not to obstruct vehicular access.
2. Hedges should not be cut back during the bird nesting season which runs from 1st March to 1st September.
3. The maximum area for a pond is 3 sq. mtrs. And should be no deeper than 50cm deep. The pond will be included as part of the none-cultivated area and must be covered by netting.
4. Ponds must be temporary and should not be constructed out of concrete or any hard landscape material. All ponds should be sited at least 2 mtrs. From any haulage way or path.
5. The use of sunken baths as ponds or for water storage is permitted but must be covered for safety (rule change at plot holders meeting). They may be used as flower beds above ground level.
Plot use and storage
1. Tenants must use their allotment and any structures on it for their own personal use and must not carry out any business or sell produce from it (unless sold for the benefit of charity or the association). Tenants may not use their allotment as a place of residence and/or sleep overnight.
2. The allotment is rented to the tenant for the purpose of cultivation of herbs, flowers, fruit and vegetable crops.
3. Only materials for use on the plot may be stored there, such as bean poles, cloches, pots and netting for seasonal use.
4. Construction material, paving and timber for infrastructure work must be used within 12 months.

Water, bonfires other restrictions

There is no mains water on site

Bonfires are not permitted on individual plots in accordance with Lancaster City Council ruling.

(Rule change April 2017 @ AGM), however wood may be burned in the brazier provided at the bottom of the allotments after 18h and under strict supervision.

All potentially toxic materials should be removed from the allotment site and disposed of appropriately. Tyres are considered as hazardous and should not be brought onto the allotment.(Rule change April 2017 @ AGM)
Tenants may not remove any materials, sand, earth or clay from the allotment gardens without written permission from the association and with notification to the Council.

Waste materials and pollutants
1. Waste regulations apply to materials brought on site by existing tenants.
2. Waste from external sources including green waste may not be deposited on the allotment or any other part of the site. The bringing on site of waste materials such as carpet are only permitted for gardening purposes. Quantities and length of storage is at the discretion of the association.
3. The bringing on site and use of rubble and hard-core for paths and other forms of construction is prohibited, or concrete pads for paving or any solid brick and cement structures is prohibited.

The creation of concrete pad footings for sheds or green houses is permitted. Narrow concrete and brick footings will be allowed for a glass house.

The use of glass bottles for any construction or raised beds is forbidden.
All non-diseased vegetation matter shall be composted and used on the tenant’s allotment. Diseased plants and perennial weeds should be disposed of offsite.
In the event that a tenant is put on notice for excessive materials such as timber, metal or carpet being left on the plot, and if the tenant does not clear such materials then the association reserves the right to clear such materials and reclaim the cost from the tenant in line with notice procedures.
If tenants witness someone illegally fly tipping rubbish onto allotment land they should contact the Council Enforcement team on 01524 582491.

Structures and fencing
1. Sheds and sided structures shall be included within the 25% area allowed for non-cultivation. Poly tunnels, glass houses and fruit cages will also be included within the cultivated area. Any structure on the allotment must be temporary and maintained in safe order with an appropriate external appearance and condition. If the association is not satisfied with the state of the structure, this will be subject to the breach resolution. If no successful conclusion has been reached the association reserves the right to remove the structure and charge the cost to the tenant.
2. Tenants may put up one shed and one greenhouse (including poly tunnels) on their plot. Permission from the association is required for poly tunnels, with tunnel size and layout agreed. No tunnel or greenhouse should exceed 2.13m. In height. The maximum size for a shed or greenhouse is 8ft x 6ft x 7ft high.

Rule change 7.4.18 AGM:- Tenants may now have one shed and up to two other structures on their plots i.e. one greenhouse and one polytunnel or two greenhouses or two polytunnels. Permission from the committee must be requested for the size of the polytunnel.

Any structures erected on the allotment shall not be made from hazardous materials e.g. asbestos and the colour shall be in keeping with the natural environment.
All structures must be adequately secured to the ground to prevent uplift with sheds and greenhouses requiring a footing on slabs bedded with sand.
Solid fences should not exceed 1.5 m in height.

Paths and haulage ways
1. Paths within allotments must be kept free from weeds and long overgrown grass that exceed 6 ins high.
2. A single main path no wider that 75cm as well as narrow internal paths (being spurs from the

main path being no wider than 50cm) will also be included within the cultivated area. Wider paths will be allowed on steeply sloping plots where raised beds require access.

12.3 Paths that exceed the dimensions stated shall be included within the non-cultivated area.

12.4 Shared paths between two allotments must be maintained and kept cut and clipped up to the nearest

half way width by each adjoining tenant. Paths must be kept clear of obstructions at all times.

12.5 All paths should be wide enough for easy pedestrian access to neighbouring tenant’s plots.

Where car parking or vehicle access is permitted on an allotment site the tenant must ensure that all

haulage ways have free access for other users.

12.6 Haulage ways must not be obstructed or parked on by vehicles. Haulage ways may be parked on for

Loading and unloading only. Vehicles which frequently and persistently block haulage ways may be

barred from the allotment site at the discretion of the association.

12.7 New Rule – AGM 2019. The speed limit on site is 5mph and must be adhered to at all times.

New Rule – AGM April 2017

Dogs
1. Dogs must not be brought onto the allotments or any part of the site unless they are kept on a short lead or otherwise restrained at all times.
2. Tenants will ensure their dogs do not persistently bark or harass allotment tenants and owners must clean up after and remove from site.
3. The burial of any pets or animals on any allotment land is strictly forbidden.

Livestock – Only bees to be kept on site
1. If plots are used for both growing and bee keeping no more than 50% of the plot may be used for bees, and cultivation ratios apply to the remainder.
2. No livestock can be kept on plots except bees (with the agreement of the association). It is at the association’s discretion and only with properly trained plot holders.
3. The tenant shall ensure that a suitable alternative and knowledgeable person is available to look after the bees.
4. The placing of beehives on an allotment is subject to acceptance by the tenant of direct responsibility for insurance and development of a bee agreement. Best practice guidance for bee keeping can be found at www.lancaster.gov.uk/allotments.
5. The placement of bees on site without an agreement will be subject to immediate removal at cost to the tenant, and a bee agreement will not be agreed retrospectively.

15.Rent

15.1 Rule change AGM 6.4.19. The tenant must pay the rent within 28 days of the due date. The rent year runs from 1st April to

31st March. Tenants taking up any allotment within the rent year will normally be invoiced for

the remainder of the year pro rata.

15.2 A tenant may voluntary relinquish their allotment at any time by giving one months’ notice, or

having their tenancy terminated for breach of tenancy agreement before year end, but no rebate will be payable.

15.3 The departing tenant must remove any items or derelict structures from their plot before end

of tenancy. The association will dispose of any such material not removed by the tenant, the

Full cost of disposal shall be charged to the outgoing tenant.

15.4 Rent may be increased to coincide with the beginning of each new allotment year provided that

The association takes reasonable steps to give at least 28 days’ notice. This notice may be in

Writing to each tenant and/or displayed prominently on notice boards. Failure to give notice to

Any individual tenant or failure on the tenant’s part to read any information left on notice boards will not invalidate that or any other rent increase.

Observance of rules
1. A breach of any of these rules will result in the use of the breach resolution and may lead to the notice to quit procedures agreed by the association.
2. Tenants must comply with any legitimate directions given by the association in relation to the allotment site.
Disputes and Harassment
1. Disputes with the association or another tenant should follow the procedures laid out in the complaints policy.
2. In the case of two tenants having an unresolved dispute and no one party can be proven as being in breach of any site rules, then the association reserves the right to end the tenancy of both parties.
3. The association and tenants are expected to comply with the Councils policies in respect of harassment and discrimination.
4. Tenants must not discriminate against, harass, bully or victimise any other person on the grounds of race, colour, ethnic/national/social origin, language, sexuality, medical condition, disability or disadvantage by any condition which cannot be shown to be justified.
5. No tenant must cause another tenant harassment, alarm or distress. Any use of violence, threats of violence or damage to another’s property will be grounds for immediate termination of tenancy and possible prosecution.
6. Complaints about harassment are in the first instance to be referred to the association which will investigate the matter. If the complainant is satisfied at that point the matter will end there. The complainant will be able to respond within one month of the decision with reasons. If the complainant is not satisfied then both parties within one month of the decision may lodge all papers and evidence relating to the matter with the Council for a decision. A copy of the complaints procedure is on the notice board in the shed or can be accessed via a committee member.
Site safety, security and duty of care.
1. Tenant’s plots, the allotment site or any structures thereon may not be used for any illegal, immoral or anti-social purpose. Tenants found to have committed an illegal or immoral act will be subject to immediate termination.
2. Tenants, even when not on site have a duty of care to others on the allotment site or adjacent to it. This includes visitors, trespassers, other tenants, themselves and wildlife.

This is particularly in relation to:-

I. The timing and usage of mechanical equipment such as trimmers and rotovators and the means to power them. i.e. petrol or gas. Tenants should only bring sufficient fuel onto their plot for their requirements and take away any fuel left over.

ii. The prevention of obstruction of paths and haulage ways.

iii.The sturdy construction of any structures or features on the plot.

iv.The safe application and storage of pesticides (inc. weed killers and fertilisers) according to manufacturer’s application and storage methods.

v. The safe storage and usage of tools.

vi. Removal of broken glass and other hazardous materials such as asbestos in a safe a timely manner.

vii. Security and maintenance of structures on your plot.

viii. No propane canisters larger than 12kg to be kept on site.

18.3 It is the tenant’s duty to inform the association of any accelerants stored on their plot. In case of fire

this information will be supplied to the fire brigade before they tackle the fire.

18.4 Unsafe working will be seen as a breach of these rules and may result in immediate termination of

tenancy. The tenant shall be liable for any damage or injury caused by unsafe working practices.

18.5 Tenants may not bring, use or allow the use of barbed or razor wire on the allotment.

18.6 All tenants and authorised persons must lock gates on departure to prevent access by unauthorised

persons or animals. This even applies if the gate is found to be unlocked on arrival/departure.

18.7 The association is not liable for loss by accident, fire or damage, to any structures, tools, plants or

contents on the allotment. The tenants are advised not to store any items of value on the allotment, and to insure and mark any items. Tenants should report incidents of theft and vandalism to the association and the police.

Unauthorised persons and visitors.
1. Only the tenant or person authorised or accompanied by the tenant is allowed on site.
2. The association may order any unauthorised person on the site in breach of these rules to leave immediately.
3. The tenant is responsible for the behaviour of pets, children and adults visiting the allotment. In an instance where a visitor breaches rules then the tenant will be held equally responsible.
4. A tenants plot is not suitable for large private gatherings of 12 people or more. The playing of amplified music by tenants is forbidden.
Vehicles, tents and caravans

20.1 Motor vehicles may not be parked overnight or deposited on the allotment. Caravans and other live

in vehicles are not permitted on allotment land.

20.2 Overnight erection of tents, yurts and other temporary structures and overnight camping are not

allowed on allotment land.

Plot numbering and notices of information.

21.1 The association will mark the allotment number on a post and plot holders are responsible to keep it

clean, legible and visible from the haulage way or main access path.

21.2 Association and Council information may be displayed on notice boards where provided. If tenants.

wish to display a notice relating to the allotment they must seek authorisation from the association.

Commercial notices are not permitted.

21.3 Responsibility for referring to the notice boards regularly lies with the tenant.

Change of address and notices
1. Tenants must immediately inform the association in writing of change of address or status.
2. Notices to be served by the association on the tenant may be:-

sent to the tenants address in the tenancy agreement (or as notified to the association under theserules), by post, registered letter, recorded delivery, email, or hand delivered.
Served on the tenant personally.
1. Notices served under paragraph 22.2 will be treated as properly served even if not received.
2. Written information for the association should be sent to the secretary.

Tenancy Termination
1. The association may terminate plot tenancies in line with agreed notice periods.
2. In exceptional circumstances under the lease agreement package signed by this association, Lancaster City Council ,may terminate a plot tenancy in line with the above agreed notice periods.

New Rule 2014/15 AGM

23.3. No plot holder may hold a plot on Greenfingers Allotments if they have a plot at another association.

23.4. All plot holders who leave the site being the last vehicle MUST lock the gate.

Amended Rule 7.4.2024 AGM – gate to be locked at all times on entry and leaving the site.

23.5. Banning of all commercial non-organic weed killers by plot holders and others with minimal use on public areas and on rare occasions, subject to the committee’s approval. A plot left vacant and in need can be weed killed as a one off before re-letting.

Greenfingers Community Project

Our Rules

Greenfingers Community Project Allotments