Neglected Plots - new procedure
While the number of neglected plots on our sites is relatively few they cause great inconvenience for neighbouring tenants, are unsightly, deprive someone else of the chance to cultivate them and ultimately are difficult to re-let.
At the September committee meeting a revised procedure was agreed which will be trialled for one year from November 2013. The aims of this procedure are to deal with neglected plots speedily and so reduce the work and cost of bringing a plot back to a lettable state.
The new procedure
* If at any time the Site Representative is concerned about the condition of a plot they will initially try to speak to the plotholder and agree what action needs to be taken. In addition two informal inspections will take place during the year on each site, at the end of May and the end of July.
* If a plot is in a neglected state and not being adequately cultivated a letter/email will be sent from the Secretary together with a list of actions to be completed within 14 days. If the actions are only partially completed a second action sheet may be issued
* After 14 days the plot will be visited again and if all the actions have been completed that will be the end of the process. If no action has been taken a letter will be sent which gives 30 days notice of the termination of the tenancy from the date of the first letter. The potholder will have a further 5 days in which to lodge an appeal via the Secretary.
It was also agreed that rule 15 should be used more stringently to deal with any persistently neglected plots. This states that:
‘Where a Society member has been reminded more than once, either orally or in writing, to cultivate a plot and keep it in a tidy state, the Society reserves the right not to renew the plotholder’s membership at the end of the letting period instead of giving 30 days formal notice’.
There may of course be some circumstances where cultivation stops for a period, e.g. sickness or unforeseen absence, and if this is the case do talk with your Site Rep as soon as possible.
We are trying to create attractive, well cultivated sites so I hope you will agree that this more active approach to dealing with neglected plots will benefit everyone in the long run.