Plot inspection process

 

Introduction

The Rowhedge Allotment Association (RAA) aims to maintain high standards of cultivation and plot management among its members. Regular plot inspections ensure that allotments are well-maintained, productive, and contribute to the overall aesthetic and environmental quality of the site. This strategy outlines the inspection process, expectations for cultivation, and steps that will be taken if a plot is neglected or not being cultivated.

 

Members are encouraged to contact the committee if they are unable to maintain their plot for any reason—injury, illness, surgery, or personal circumstances—and advise approximately how long their plot will be uncultivated and steps they will take to prevent weeds spreading. The committee will try to arrange help to keep plots tidy if needed.

Why  managing non-cultivation is important

  • Fairness: It is unfair to people on the waiting list if plots fall behind minimum standards.
  • Weed and Disease Control: Poor cultivation results in the spread of weeds and disease.
  • Tenancy Agreement: Maintaining cultivation standards is a requirement of your tenancy agreement.
  • Funding: Well-maintained sites are essential for seeking funds for site improvements.

Inspection Process

Frequency: Inspections will be conducted quarterly in March, June, September and December.

Expectations for cultivation at each inspection

  1. March:
    • Preparation for the growing season should be evident.
    • Soil should be prepared for planting and free from large weeds.
    • Any winter crops should be healthy and well-maintained.
  2. June:
    • At least 70% of the plot should be actively cultivated.
    • Early crops should be growing well.
    • Weeds should be under control.
  3. September:
    • At least 75% of the plot should be under cultivation.
    • Late summer and autumn crops should be thriving.
    • Weeds should be minimal.
  4. December:
    • Plots should be tidy and prepared for winter 
    • Perennial weeds should be under control.
    • Any winter crops should be well-maintained.

 

Notification: Members will be informed of upcoming inspections via email, social media and noticeboards two weeks in advance.

Inspection Team: Inspections will be carried out by a designated committee member and a volunteer from the allotment membership to ensure transparency and fairness.

Inspection criteria

Cultivation: At least 70% of the plot should be under cultivation during the growing season (March to October).

Weed Control: Plots should be kept reasonably free from weeds and invasive plants throughout the year.

Structures and Boundaries: Any structures (e.g., sheds, greenhouses) should be safe and boundaries should be clearly marked and free of obstruction.

Pathways: Pathways around the plot should be kept clear and accessible.

Expectations for Cultivation

Soil Preparation: Plots should be regularly weeded, and prepared for planting.

Planting and Growth: A variety of crops should be planted and maintained. At least 75% of the plot should be in active cultivation during the growing season.

Maintenance: Plots should be kept tidy, with tools and materials stored safely.

Composting: Organic waste should be composted where possible, and compost heaps should be managed to avoid attracting pests.

Inspection process

If a plot is found not to be in compliance with the cultivation standards, the following steps will be taken:

First Inspection:

First letter: A letter will be sent to the plot holder detailing the areas of concern and giving  4 week period to rectify the issues.

Guidance: The letter will include guidelines and tips for improving the plot and offer support from the committee if needed.

Support: Plot holders are urged to let the committee know if they are unable to look after their plot or need a break.

Second inspection (4 weeks after the first letter):

Second letter If the issues have not been addressed, or the plot holder has not got in touch with the committee,  a second letter will be sent giving a further 2 weeks to improve the plot.

Follow-up support: Plot holders are encouraged to seek support from the committee.

Final inspection (2 weeks after the second letter):

Notice to Quit: If there is still no improvement, and no contact has been made with the committee ,a notice to quit will be issued, and the plot holder will be required to vacate the plot within 2 weeks.

Reallocation: The vacated plot will be allocated to the next person on the waiting list.

Support and resources

The committee will help and arrange support where possible if a plot holder is struggling to maintain their plot for any reason.

Experienced gardeners will be available to support new plot holders.

Access to guides, and other resources on allotment management are available on the website.

Conclusion

The Rowhedge Allotment Association is committed to maintaining a productive and aesthetically pleasing allotment site. Regular inspections and a clear process for addressing non-compliance ensure that all members benefit from a well-managed and supportive gardening community. By adhering to these guidelines, we aim to foster a culture of cooperation, learning, and mutual support among our members.

 

Review date: July 2024

Next review: July 2025