Site Rules/ Bye Laws 2023

In these rules, we are the Nuffield Road Allotment Society elected committee and you are the tenant named in the tenancy agreement.

1.  INTERPRETATION

1.1 Terms used in the tenancy agreement.

Words and phrases defined or explained in the tenancy agreement used in these rules have the meaning given to them in the tenancy agreement.

1.2 Gender, persons and number

Words importing one gender includes all other genders; the singular includes the plural and vice versa; and reference to a person includes a company or other corporate body.

2. TENANT NOT TO ALLOW BREACHES

An obligation on you not to do anything includes an obligation not to cause it or allow it to be done by anyone else.

3. NATURE OF TENANCY

The tenancy is a yearly tenancy beginning on 1 October in the year specified in the tenancy agreement.

4. RENT PAYMENT

4.1 You must pay the rent every year in advance on 1 October.

4.2 You may not deduct anything from the rent or set off any other payments against it unless the law allows you to.

5. RENTS

5.1 We review the rent every year. We will give you at least 3 months’ notice of any increase (where practicable)

5.2 When setting a revised rent, we consider any additional amenities we have provided for the allotment, any increased costs including lease of the site from the City Council and any maintenance costs likely to be applicable during the year.

5.3 Plots taken on or before August 1st are charged for the whole allotment season (October to September of any given financial year).

5.4 If you sign a tenancy agreement after August 1st, the rental until 1st October will be 25% the current annual rental fee.

5.5 If you give notice to quit/surrender your plot at any time during the year there are no refunds or recalculation of rent paid.

6. BONFIRES

6.1 Bonfires are discouraged but allowed after 3.00pm between October and March (inclusive) and not at any other time of the year provided there is no smoke nuisance and they are never left unattended. 

6.2 Consideration must be given to other users, tenants and our neighbours. 

6.3 Green and/or damp materials must not be burnt. Non-vegetable material must not be burnt and must be removed from the site. 

6.4 All fires to be fully extinguished before leaving the site. No material is to be brought on to the allotment site for the purpose of burning such waste.

7. USE OF THE ALLOTMENT

7.1 You may only use your allotment as an allotment or leisure garden. That means you are to use it wholly or mainly, for the production of vegetables, fruit and flowers for you or your family.

7.2 You may not carry on a trade or business from your allotment. 

7.3 The maximum area for non-cultivable land is 25% of your allotment, for example compost heaps, building structures (where applicable), water butts, log piles, beehives, ponds, cut flowers, rough grass, seating, hard standing.

7.4 You must not take, sell, or carry away from your allotment any mineral, gravel, sand, earth or clay.

7.5 You may use the allotment between 5am and 11pm. Outside these hours access is for emergencies only.

8. CULTIVATION

8.1 Within 3 months of the grant of the tenancy, you must have at least a quarter of your allotment under cultivation

8.2 Within 12 months of the grant of the tenancy, you must have at least three quarters (75%) of your allotment under cultivation. That situation must then continue while you are the tenant of the allotment.

8.3 You must keep the allotment in good condition, clean and free from weeds, and in a good state of cultivation and fertility. Where the allotment includes or abuts a

footpath, you must allow access and keep that reasonably clear of weeds too. This includes hard surface paths and grass paths.

8.4 You must notify us if you are away for extended periods during which the cultivation of your allotment might suffer.

8.5 We will give you written warning if we feel that you are not cultivating your allotment in the way you should. Our warning letters will say what we think is wrong and give you an opportunity to explain your circumstances.

9. BOUNDARIES

9.1 You must trim every boundary hedge to your allotment, clean all boundary ditches to it and repair all its boundary fences or gates.

9.2 You must keep all your boundaries with adjacent properties clear of waste and debris

9.3 You must not plant a new hedge or build a new fence without our written consent. New hedges must be trimmed, and no more than 1.2 metres tall.

9.4 Barbed wire must not be used anywhere on the site.

10. ENCROACHMENT ON OTHER ALLOTMENTS AND PATHS

10.1 You must not go on to another person’s allotment without the express permission of the allotment holder.

10.2 If anyone is with you on your allotment (children, for example) you must not allow them to go on to another allotment without the express permission of the allotment holder.

10.3 You must not remove produce from another allotment without the express consent of the allotment holder.

10.4 You must not encroach on or cultivate a pathway. Pathways between adjoining plots must be left wide enough for wheelbarrows.

11.3 For quarter plots, we will not allow trees, or any crops which take more than 18 months to mature.

11.4 Existing fruit trees must be restricted to a maximum of 3 metres in height by regular pruning.

11.5 Tenants are responsible for removal of self-set trees which should not be allowed to grow.

12. MANURE, WASTE AND REFUSE

12.1 You may keep manure or compost in quantities reasonably required for cultivation.

12.2 You must not dump or store material which could not reasonably be used to help cultivate your allotment.

12.3 You must not dump or store material next to a boundary with an adjacent property.

12.4 You must not put anything in the hedges, ditches or fencing in or surrounding the allotment field.

12.5 You must remove all non-compostable waste from your allotment.

12.6 Carpets and underlay must not be used on your allotment.

13. BEES

13.1 You may keep bees, but only with our consent. Consent will be reviewed annually and may be withdrawn at the discretion of the committee.

13.2 You must comply with the written recommendations of the Cambridgeshire Bee Keepers' Association.

13.3 You must supply us with evidence that you have undertaken and passed a suitable training course.

14. DOGS AND LIVESTOCK

14.1 Any dogs you bring to your allotment must be kept on your allotment, and on a leash. You must remove any faeces and dispose of them off site.     

14.2 No animals or livestock may be kept "Livestock" includes hens, rabbits, geese, ferrets, weasels, stoats and cockerels. 

15. VERMIN

15.1 If you see evidence of vermin (such as rats) on or near your allotment, you must report it to us.

11. TREES AND BUSHES

11.1 Except with our written consent, you must not plant trees other than dwarf fruiting trees and other fruiting bushes which must not make up more than 25% of the cultivation of a plot. Fruit trees must not be planted along the boundaries of your allotment.

11.2 You must consider the effects of trees on neighbouring allotments

15.2 The committee will make arrangements to deal with any vermin.

16. FUEL AND OTHER INFLAMMABLE MATERIAL

16.1 Fuel such as petrol and diesel must be stored off site.

16.2 Oil, lubricants or other inflammable liquids 

(a) must be for use in garden equipment only

(b) must be stored in a locked shed, and

(c) must be kept in an approved container of no more than 5 litres capacity.

17. CHEMICALS

Use of artificial (synthetically derived) pesticides, herbicides and fertilisers are not permitted on any shared areas of the allotment site. Sustainable cultivation practices are encouraged to optimise productivity, while protecting the local wildlife, vegetation and soil habitats.

17.1 To control pests, diseases or vegetation you may only use products usually available from garden or horticultural suppliers. No agricultural or professional horticultural products may be used.

17.2 Application of these products, in particular spraying, must not be detrimental to the cultivation of allotments nearby. You must take full account of drift, runoff, the weather conditions and the impact or annoyance it may cause nearby allotment holders. 

17.3 Your use and storage of chemical products is subject to Government regulations and recognized good practice. 

17.4 We strongly advise against chemical control of weeds and request its usage is kept to a minimum.

18. STRUCTURES

18.1 Except with our written consent, you may not put up a structure of any kind on the allotment.

Our consent will be subject to specifications for the structure that we will supply you with. Our consent will also be on condition that you install a butt to collect water from any roof constructed at the same time.

18.2 Consent will be required for a garden shed, greenhouse or polytunnel to a maximum size 8 x 6ft x 7ft high for a full plot and 6ft long x 4ft wide by 6 ft 6 inches high for a half plot.

18.3 Second building structures on the same plot or co-joined plots by the same owner are at the discretion of the committee.

18.4 If you install a structure without permission or fail to maintain a structure you have put up, we can give you one month's  notice to remove it.

18.5 We are not responsible for the security of or the loss of, or damage to, tools or other contents of your shed, greenhouse or polytunnel.

18.6 At the end of your tenancy, we will not compensate you for any structure you have put up. But you may dispose of it before you quit the allotment. You must then leave the allotment clear and tidy to our satisfaction.

18.7 At the end of your tenancy, you must remove any structure you have put up, including a water butt. However, you may leave a structure or water butt if we have notified you in advance that is reusable.

19. PONDS

Ponds may be created to promote wildlife on your plot subject to restrictions for safety and insurance purposes.

19.1 The maximum surface area for a pond is 1.5 square metres and will be no deeper than 50cm. The pond area will be included as part of the non-cultivated area.

19.2  Ponds must be temporary and should not be constructed out of concrete or any other hard landscape material. All ponds should be sited at least 2 metres distance from any haulage way or path. Secure fencing or covering of the pond is mandatory.

19.3  The use of sunken baths as ponds or for water storage is not permitted on safety grounds. Baths being brought onto the allotments will be seen as unwanted waste and will result in the tenant being put on notice.

20. VEHICLES

20.1 You may only bring one vehicle to the allotment site on each visit.

20.2 Vehicles must be parked in the designated areas and must not obstruct haulage ways. You must not create a hard standing. 

20.3 The site speed limit is 5 mph.

21. WATER

21.1 As far as possible, you must conserve water. You must cover water butts and consider mulching as a water conservation practice.

21.2 You must not use a hose.

21.3 You must consider other allotment holders when you take water from the water points we have provided.

21.4 You must avoid contamination of the water supply by, for example, washing vegetables, boots, tools etc. or cleaning out containers used for chemicals.
21.5 You should follow the following guidelines:

(a) water in the evening to reduce water loss by evaporation

(b) collect and store rainwater where you can

(c) mulch to retain moisture

(d) report leaks to us straight away.

212.6 We may have to introduce water restrictions if water is in short supply. We will only do that if we have to. We will give you as much notice as we can, but notice may be short.

22. CONDUCT

22.1 You must conduct yourself appropriately. In particular you must not cause a nuisance or annoyance to the occupier of another allotment or to neighbours generally. Nor may you obstruct or encroach on a path or roadway set out by us for the use of occupiers of the allotments nearby, or on public footpaths or haulage ways.

22.2 You may not use the allotment for an illegal or immoral purpose.

23. DEPOSITS (Where applicable)

23.1 You have paid us the deposit indicated in the tenancy agreement.

23.2 We hold the deposit as security against any loss caused to us by your breach of these rules or the terms of the tenancy agreement.

23.3 After we have deducted any amount necessary to compensate us for your breach, we will pay you the balance without interest within 15 working days of the tenancy coming to an end.

24. DEALINGS WITH YOUR ALLOTMENT

24.1  Any concerns or communications regarding your allotment must be conducted directly by the current registered tenant unless a prior arrangement has been made with the committee.

24.2 Except with our written consent, you must not assign, underlet, part with possession or share possession of the allotment or any part of it. But while you are

on holiday or ill for short periods, you can authorise someone else to look after the allotment for you.

24.3 Tenants may register up to two Associates per plot to assist with cultivation of their plot. Registration will entitle the Associate to independent access to the site subject to payment of an annual administration fee and agreement to comply with all of the site rules and regulations.

24.4 Any guests, visitors or children under the age of 18 must be accompanied by the tenant at all times. The tenant is responsible for ensuring that any guests or visitors they may invite on to the site comply with these site rules fully. 

24.5 The safety of all guests on the plot is the responsibility of the tenant, in particular with the operation of machinery or ladders.

24.6 We may require an unauthorised person to leave your allotment.

25. SITE MANAGEMENT AND NOTICE BOARDS

25.1 Participation in the general upkeep of the site, care of the trees, cultivation of communal areas and maintenance of the perimeter fence is a condition of membership of Nuffield Road Allotment Society. The committee will arrange working groups from time to time to which you will be invited to attend.

25.2 You must display a plot marker and keep it in good order and ensure that it is always visible. Markers removed by the tenant will be replaced by the committee and all costs recharged to the tenant.

25.3 Site notice boards are for the use of allotment tenants only.

25.4 The toilet block and wash basins are only for personal use. Hygiene standards in this area must be scrupulously maintained. The committee may withdraw access to this facility if it is misused.

26. SECURITY
The site gates MUST be kept (pad)locked at ALL times after use for the protection of all users, tenants and prevention of unauthorised visitors. Security codes must not be divulged to, nor keys given to non-members or to any children age 16 or under (including member's own). 

26.1 We will give you a key (where applicable) to get to your allotment either by car or on foot. You must return the key to us when your tenancy agreement ends. No replica keys are to be made.

26.2 Loss of keys or failure to return them will result in forfeiture of the deposit. A new deposit will be required for any replacement keys provided.

26.3 You must always keep the main gate locked. That means you must lock the gate behind you both after you come in and after you leave.

26.4 We can refuse admittance to anyone if they are not accompanied by you or by a member of your family.

26.5 On coded gates, the code will be given once the tenancy agreement is signed. This code must not be given to any other person

27. ALLOTMENT SOCIETY OFFICERS

27.1 You must comply with reasonable directions given by our elected committee members.

27.2 A committee member or agent of ours may inspect your allotment and any shed, greenhouse or polytunnel on it. You must allow access at any reasonable time.

28. ALLOCATION OF VACANT ALLOTMENTS

28.1 We allocate vacant allotments to people on our waiting list in order of application

(a) first to existing tenants wishing to move or change their current holding and Community Garden Associates actively gardening on the allotment Community Garden

(b) second to people who live within two miles of the allotment site

(c) third to people who live in the Cambridge and surrounding area or who work in the vicinity of the allotment site.

28.2 If an allotment holder dies, his or her allotment will be offered to a member of the allotment holder's immediate family who has been cultivating the allotment with the allotment holder for a period of time. However, this exercise can take place only once. An allotment does not transfer to members of a family in perpetuity.

29. COMMUNITY GARDEN

29.1 A community plot is provided to serve the needs of members who no longer want the responsibility of a whole plot and Community Garden Associates awaiting availability of a plot on this site. 

It can be one or more community plots, or can be many individual plots on the allotment site and is allocated at the discretion of the committee according to demand. It is subject to the same rules as individual plots with the only difference that there is a main point of contact, appointed by the committee, who serves as a coordinator. 

30. DISPUTES

We will mediate any dispute between allotment tenants. We will observe proper processes, and our decision is final and binding. If you are dissatisfied, you have the right to refer the matter to the Cambridge City Council or the National Association of Allotment and Leisure Gardeners.

31. CHANGE OF CONTACT DETAILS 

You must notify us straight away if you change your address or other contact details such as email or phone number.

32. GIVING NOTICE

32.1 You can serve notices on us by email  nuffieldroadallotment@gmail.com or post NRAS Nuffield Road, Cambridge CB4 1TF, deliver by hand to the post box at the site store.

32.2 We can serve notices on you in any of the following ways.

(a) By personal service (including email).

(b) By hand delivery or by recorded delivery post, in either case to your last address known to us.

(c) By fixing it conspicuously on the allotment.

33. HOW THE TENANCY CAN COME TO AN END

The tenancy ends in any of the following ways.

33.1 If you move away from the local area.

33.2 On the yearly rent day after the death of the tenant.

33.3 If we give you 12 months written notice, or you give us 28 days written notice. The notices may expire at any time.

33.4 Forfeiture

34.  FORFEITURE

34.1 We may enter your allotment and end the tenancy by forfeiture if the rent or any part of it is unpaid for at least 40 days, whether or not we have legally demanded it.

34.2 On breach of any of these conditions and/or site rules, the Committee will give you reasonable written notice of the breach of rules concerned. We will give you an opportunity to put the breach right if you can. If you do, no further action will be taken. If you continue in breach, the Committee may take steps to have you expelled from the Society. This would involve referring you to a general meeting of the Society under Section 6.3 of the registered Rules (constitution) at which, if a majority of members so resolve, you would lose your tenancy by forfeiture.

34.3 Forfeiture of the tenancy does not prevent us from claiming damages from you for breach of these rules or from making appropriate deductions from your deposit.

35. TERMINATION

35.1 When your tenancy comes to an end (however that happens)

(a) you must give up the allotment to us in the clean and tidy state required by these rules, and

(b) you must hand us back any keys or other property we have made available to you.

35.2 If your allotment is not left clean and tidy, we may charge you for returning it to a satisfactory state.

This page was last updated 1 May 2024