Allotment Policy Statement

Draft

BARNSTAPLE TOWN COUNCIL

Allotment Policy Statement

1. Introduction

The Town Council has limited resources and priorities across a wide range of service provisions.  The Council has a statutory obligation to provide allotments to improve people's quality of life by promoting healthy food, exercise and community interaction.

2. Our Aim

It is the aim of the Council to provide sufficient allotment plots of an acceptable standard, to enable individuals to improve their quality of life, health and diet, by growing their own food and providing a place to relax at a reasonable cost.

3. Objective

The main objectives are to manage and administer allotment sites in convenient locations to serve the community within the Town Councils boundaries.  This means ensuring that allotment plots are kept in a reasonable condition and tenants are treated equally and fairly under the terms and conditions of their tenancy agreement.

4. Resources

The allotment service has been heavily subsidised by the Town Council to deliver its improvement plan to bring them up to an acceptable standard.  However, once the improvement plan has been delivered this subsidy shall be kept at a reasonable level, as the service is primarily for individuals rather then a benefit for the whole community.

The Town Council manages the following four allotment sites:

*as at 11 June 2007

5. Waiting List

The Town Council maintains a primary and secondary waiting list for each site.  The primary waiting list is for those in the town who do not already rent an allotment plot from the Town Council,  this system operates on a first come, first serve basis and takes priority over the secondary waiting list.  The secondary waiting list is for those who already rent an allotment plot from the Council and would like an additional plot, this system also operates on a first come, first serve basis, but will only be considered if there is nobody on the primary waiting list.  If an allotment plot is refused they will be placed at the bottom of the waiting list.

*as at 11 June 2007

6. Rents

The level of rents are annually reviewed and set by the Town Council's Finance and General Purposes Committee.  Rents are calculated per 10m² for billing purposes plot measurements are rounded to the nearest tenth of a square metre. The Council offers a 20% rent reduction to OAP's, disabled and community groups and charities.

7. Deposits

Tenants shall be requested to pay a £10 plot deposit, which is refundable on vacated the plot if it is left in a lettable condition otherwise the deposit will be retained by the Council to contribute towards the clearance cost.  Tenants shall be requested to pay a £5 key deposit, which is refundable if the key is returned to the Town Council offices on vacating the allotment plot.  Deposits will be refunded by cheque unless otherwise requested.

8. Competition

The Council holds an annual allotment competition all allotment plots are judged by an independent external judge. The Council awards a cup to ‘The Best Kept Individual Allotment' and £20 garden vouchers and certificate to each ‘Best Kept Plot on Site'.

 9. Environmental Information

The Town Council will encourage tenants to maintain their plots in an environmentally friendly way such as set out below: -

• Re-using materials and use of recycled materials
• Minimal use of pesticides
• Minimal use of artificial fertilisers
• Reduction in water consumption and encourage use of water butts
• Composting

10. Maintenance

Where the Town Council is responsible it will maintain the infrastructure of the sites including: communal paths, boundary walls and fences, gates and water supplies.  Vacant plots will be re-let as soon possible to avoid them appearing neglected.  If necessary, the Town Council will clear vacant plots by strimming and removing dangerous materials. In the event of vandalism the Town Council will report all incidents to the police and repair/replace its property.  Tenants are responsible for their own property, if a tenant's property is stolen or vandalised they are encouraged to inform the Town Council and report the incident to the police.

11. Community Groups and Charities

The Town Council shall let up to 10% of its allotments to Community Groups and Charities.  Community Groups and Charities will be requested to pay plot and key deposits and water charges but will be entitled to a 20% reduction in rent.

12. Tenancy Agreement

The Tenancy Agreement is between the Town Council and the allotment tenant it sets out the terms and conditions of having an allotment plot. There shall be no sub-letting, joint tenancies or swapping of allotment plots.  However Tenancy Agreements maybe made between the Town Council and community group/organisation at the discretion of the Cemetery and Grounds Maintenance Committee.  Tenants will be sent a Tenancy Agreement by recorded delivery upon accepting an allotment plot, there will be a £25 administration charge for each additional Tenancy Agreement requested.

13. Health and Safety

To abide by any Health and Safety requirements brought in by the Town Council copies of the appropriate rules and regulations can be obtained from the Town Council's Property Manager.