1 HEREFORD ALLOTMENT & LEISURE GARDENERS SOCIETY (HALGS) ALLOTMENT HANDBOOK HALGS was established in 1994 to manage the allotment sites in the city on behalf of the City Council who owns the land. HALGS is affiliated to the NATIONAL ALLOTMENTS SOCIETY (formerly the National Society of Allotment and Leisure Gardens Ltd) and is a Registered Society under the Co-operative and Community Benefit Society Act 2014. As such it is governed by the regulations of these bodies in terms of its management structure. A full copy of these regulations is available on request. On being offered a plot on one of the allotment sites tenants are bound by their Tenancy Agreement, the conditions of which have been agreed by the Council and HALGS under the Allotments Acts 1908, and which may be altered from time to time.
2 Tenants should Comply with the terms of the Tenancy Agreement Inform the Society of any change of name, address, phone number or email address. Contact details are in the Newsletter and on the website. Read notices on the Notice Board and information in Newsletters or on the website Wholly or mainly cultivate the plot for the production of vegetable or fruit crops for consumption by themselves and family. The plot must be 75% cultivated by the end of May Keep the allotment free of weeds and well manured or composted Keep all water containers safely covered up Maintain paths bordering the plot at a minimum width of 30 inches(76cm), and accept responsibility for maintaining half of any path bordering the plot Comply with instructions regarding bonfires. A bonfire must only be lit in an incinerator and must be supervised until it is extinguished. It must be 10 metres from any boundary. Only dry organic matter from the plot must be burned. Wind direction should be considered as should other factors such as proximity of neighbouring
3 houses or main roads. Bonfires must not be allowed to cause a nuisance. Use black plastic as a covering to suppress weed growth if this is necessary. The use of carpet as ground cover is not permitted. Adhere strictly to manufacturer s guidelines in relation to any pesticides or weedkillers they choose to use. Tenants must be mindful of other plotholders and not allow any sprays etc to contaminate crops on nearby plots or water tanks. Containers must be disposed of as per the manufacturer s guidelines. Seek permission in writing from the Site representative for any structures, greenhouses, sheds, polytunnels etc which are to be built within the boundary of the measured plot Seek permission from the Committee for any livestock or bees the tenant wishes to introduce to their plot Ensure site security by closing the gates on entry and exit, and locking the gate if the last plotholder on site Co-operate with other plot-holders, Site Representatives and Officers of the Society to ensure the safe and orderly maintenance and management of the site. Any difficulties, problems or disputes should be brought to the attention of the Site Representative in the first
4 instance. If problems persist then an officer of the Committee could be approached so that the matter can be dealt with further. As a last resort, the Council would be the final arbitrator. Always leave the toilet clean and tidy after use. During the winter when the water is turned off please use a bucket to flush the toilet. On vacating plot it must be left clean, weed free and all items not required by the incoming tenant to be removed Tenants should not.. Sub-let their plot, or part of it, or assign it to other people. To do so would invalidate your insurance. Cause nuisance to other plotholders or nearby residents Allow weeds to set seeds which might fall onto other plots Obstruct paths or allow them to become neglected or overgrown Construct pond areas or hard standing for car parking without permission of the Committee Use hose pipes or tamper with or make connections to the water supply or water tank.
5 Use the water tank for washing hands or other items - please put water in a bucket first Cover any part of the plot with carpets Allow dogs onto the site Cut timber belonging to the council Allow rubbish to collect on the site Engage in the illegal activity of bringing rubbish to the site Leave bonfires unattended, or allow them to cause nuisance. Any claim for damage would be the responsibility of the plotholder. Plastics and oil must not be burned. Smoke must not be allowed to drift over the public highway Fence in plots, a barrier such as wire netting to protect against rabbits may be erected but other materials should not be used without permission of the Site Representative. Use the social media sites (Facebook and Twitter) to voice personal difficulties or complaints these must be addressed to the Site Representative or Committee.
6 Since the establishment of HALGS in 1994 the number of plots has increased from 350 to 405 and the number of plotholders has increased to 410. When larger plots become available they are sometimes sub-divided to allow more people access to an allotment. The Society collects rents from members and uses this money, in addition to a grant from the Council, to maintain and manage the sites. Each member is issued with a ten-pence share which makes them a member of the Society. This is non-refundable and becomes void on termination of tenancy. An Annual General Meeting is held in March each year to which all members are invited. Any motions or nominations for the AGM must be submitted in writing at least seven days before the meeting, and the people submitting them must attend the meeting. The Officers of the Society are President, Chairman, Treasurer, Hon. Secretary, Rental Secretary, Seed Secretary and Newsletter and. Website Secretary The President, Chairman and Treasurer are elected annually. One or more Site Representatives oversee the day to day running of each site and make up the Committee, which meets monthly to discuss the management of the sites.
7 Site Representatives serve a period of two years. Half of the sites elect their Representatives at any AGM. Plotholders are welcome to offer their services to help Site Representatives. The Rental Secretary welcomes requests for allotments and maintains a list of applicants. Every effort is made to offer an allotment, conveniently located for the individual, as soon as possible. Seeds can be ordered cheaply from Messrs Kings. The Seed Secretary distributes the catalogues to the sites in the autumn and sends off the orders. A quarterly Newsletter is sent to plotholders by post or email, the website is updated in the meantime and plotholders are encouraged to submit articles, photos or comments. The Society also hosts a Facebook page and Twitter account. Water tanks are provided on all sites and toilets on the larger sites. The Council accepts responsibility for cutting grass on some parts of the sites and will cut back trees and hedges which may be a nuisance on sites. The Council provides a sum of money for prizes and cups. There are currently two judgings of plots, one in the summer and one in the winter. Details
8 are to be found on the notice boards, newsletter and website at the appropriate times. Rent demands for the following year are sent out in December for payment by 1 st January. Children on Sites While wanting to encourage children and young people to learn about gardening and food production, it is essential that a few basic rules are adhered to: Unaccompanied children and young people are not allowed on the sites. Parents or guardians are wholly responsible for the behaviour of children who must not be allowed to tamper with or play near water tanks, trespass onto other plots or become a nuisance to other plotholders. The Society cannot be held responsible for any accidents or injuries to children. Photographs of children on the plots or as prize-winners may be used from time to time on the website but only with parental consent. Parents choosing to put photos of their children on the social media sites do so at their own discretion.