BEAUCHAMP ROAD AND GREEN LANE ALLOTMENT ASSOCIATION (BRGL)
 
TENANCY AGREEMENT
SITE RULES AND CONDITIONS OF
MEMBERSHIP
 
DEFINITIONS:

‘THE ‘BRGL’ SHALL MEAN THE DULY ELECTED COMMITTEE MEMBERS AND ANY CO-OPTED COMMITTEE MEMBERS. BRGL IS MANAGED BY A COMMITTEE CONSISTING OF A CHAIRMAN, SECRETARY, MEMBERSHIP SECRETARY, TREASURER AND MINUTE AND MEDIA SECRETARIES. THE COMMITTEE SHALL HAVE THE POWER TO CO-OPT NOT MORE THAN TWO ADDITIONAL MEMBERS. A MINIMUM OF FOUR MEMBERS CONSTITUTES A QUORUM.
 
THE ’TENANT SHALL INCLUDE ALL AND ANY PAID UP MEMBER OF THE BEAUCHAMP ROAD AND GREEN LANE ALLOTMENT ASSOCIATION.  ‘NAMED TENANT” SHALL MEAN THE ACCEPTOR TO THE TENANCY AGREEMENT AND PERSON ULTIMATELY RESPONSIBLE FOR THE CARE AND MAINTENANCE OF THE ALLOCATED PLOT.
 
THE COMMITTEE
 
THE TWO TRUSTEES REFERRED TO IN THE LEASE OF THE ALLOTMENT SITE FROM ELMBRIDGE BOROUGH COUNCIL SHALL BE THE CHAIRMAN FOR THE TIME BEING, TOGETHER WITH ONE OTHER MEMBER OF THE ASSOCIATION WHO WILL BE 
APPOINTED BY THE COMMITTEE.
 
1.2 MEETINGS OF THE COMMITTEE ARE HELD AT MONTHLY INTERVALS.
THE COMMITTEE MAY, WHEN IT IS APPROPRIATE AND ON RECEIPT OF A REQUEST SIGNED BY NOT LESS THAN 10 MEMBERS CALL AN EXTRAORDINARY GENERAL MEETING OF THE ASSOCIATION.  THE OBJECT OF THE MEETING TO BE DELIVERED TO THE SECRETARY.
 
1.3 THE PERIOD OF OFFICE FOR ALL MEMBERS OF THE COMMITTEE SHALL BE 2 YEARS.  THEY WILL RETIRE AT THE AGM AT THE END OF THEIR PERIOD OF OFFICE BUT MAY OFFER THEMSELVES FOR RE-ELECTION.
THE OFFICERS AND COMMITTEE SHALL BE ELECTED BY A MAJORITY VOTE OF THE ALLOTMENT ASSOCIATION TO BE HELD AT THE AGM IN THE SPRING OF EACH YEAR. AT THE MEETING ONE MEMBER OF THE ASSOCIATION SHALL BE APPOINTED AS AUDITOR FOR THE FOLLOWING YEAR.
 
1.4 THE COMMITTEE MUST KEEP PROPER ACCOUNTS OF ALL MONIES RECEIVED AND PAID AND SUCH ACCOUNTS TO BE AUDITED AT THE END OF EACH FINANCIAL YEAR (ENDING 31 JANUARY) AND SHALL BE AVAILABLE FOR INSPECTION BY ANY 
MEMBER.
 
1.5 THE COMMITTEE SHALL HAVE THE AUTHORITY TO ENFORCE THE TERMS OF THE LEASE (TENANCY AGREEMENT AND MEMBERSHIP RULES) BETWEEN THE ASSOCIATION AND THE INDIVIDUAL ALLOTMENT HOLDERS.  IF ANY MEMBER FAILS TO OBSERVE ANY RULE OR REGULATION OF THE ASSOCIATION, OR SHALL IN THE VIEW OF THE MAJORITY OF COMMITTEE MEMBERS PRESENT AND VOTING, HAVE BEEN GUILTY OF ANY IMPROPER CONDUCT, THEY MAY BE EXPELLED FROM THE ASSOCIATION. (RULE AMENDMENT PASSED AGM 2010)  OR SUFFER SUCH ALTERNATIVE PENALTY AS THE COMMITTEE SHALL DECIDE.
 
1.6 ANY BRGL COMMITTEE MEMBER OR OFFICER OF ELMBRIDGE BOROUGH COUNCIL SHALL BE ENTITLED TO ENTER AND INSPECT THE PLOT AT ANY TIME AND WITHOUT NOTICE.
 
ACCEPTANCE OF THE TENANCY AGREEMENT, SITE RULES AND CONDITIONS.
 
2.1 PLOT RENTALS WILL BE CHARGED FOR THE YEAR COMMENCING 1 FEBRUARY TO 31 JANUARY.
 
2.2 PAYMENT OF RENT AND MEMBERSHIP SUBSCRIPTION FOR ANY YEAR WILL DEEM TO BE ACCEPTANCE OF THESE RULES OF TENANCY AND ALLOTMENT SITE. 
 
2.3 THE ASSOCIATION HEREBY LETS, AND THE TENANT HEREBY TAKES, FROM THE FIRST DAY OF 
FEBRUARY THE ALLOTMENT GARDEN(S) INDICATED IN THE ANNUAL INVOICE AND AT THE RENT
INDICATED PAYABLE ANNUALLY IN ADVANCE.
SHOULD THE ASSOCIATION INCREASE THE RENT PAYABLE UNDER THIS AGREEMENT IN RESPECT OF
ANY PERIOD AFTER THE FIRST YEAR THEN THE TENANT WILL PAY TO THE ASSOCIATION SUCH 
INCREASED RENT AS THE ASSOCIATION MAY PRESCRIBE BY GIVING ONE MONTH’S NOTICE 
IN WRITING TO THE TENANT TO THAT EFFECT.

 
THE TENANCY IS SUBJECT TO THE FOLLOWING  
STIPULATIONS AND RULES OF MEMBERSHIP
 
3.0. FAILURE TO PAY RENT AND MEMBERSHIP BY THE DUE DATE (60 DAYS FROM INVOICE DATE) VOIDS THE TENANCY AGREEMENT.
3.1. THE TENANT SHALL NOT UNDERLET, ASSIGN OR PART WITH POSSESSION OF THE ALLOTMENT PLOT OR ANY PART THEREOF WITHOUT THE WRITTEN CONSENT OF THE BRGL.
3.2. THE TENANCY WILL BE TERMINATED FOLLOWING THE DEATH OF THE NAMED TENANT (NOTICE PERIOD BEING SIX WEEKS) OR BY THE BRGL GIVING 12 WEEKS NOTICE FOR
AND THE PLOT VACATED WITHIN 3 MONTHS.
3.3. APPEALS PROCEDURES (AS LAID OUT BY BRGL) ARE AVAILABLE ON REQUEST FROM THE CHAIRPERSON.
3.4. NAMED TENANTS ARE PERMITTED A MAXIMUM OF ONE FULL PLOT. THE NUMBER OF ASSOCIATED MEMBERS/HELPERS TO A PLOT SHALL NOT EXCEED FOUR PERSONS.
3.5. ONLY NAMED TENANTS AND MEMBERS ARE PERMITTED TO WORK A PLOT. NON-MEMBERS MAY BE ALLOWED ON SITE WITH WRITTEN PERMISSION BY THE BRGL (HOLIDAY WATERING FOR EXAMPLE).
3.6. THE NAMED TENANT SHALL ENSURE THEIR ASSOCIATED PLOT MEMBERS ABIDE BY THE BRGL SITE RULES.
3.7. MEMBERS WILL NOT AUTOMATICALLY INHERIT THE PLOT IF THE NAMED TENANT IS DECEASED, LEAVES OR IS EVICTED. THE TENANCY IS NON TRANSFERABLE.
3.8. THE BRGL IS COMMITTED TO EQUALITY AND DIVERSITY, DISCRIMINATION WILL NOT BE TOLERATED. 
3.9 TENANTS MUST NOTIFY BRGL OF ANY CHANGE OF NAME AND ADDRESS.
3.10  TENANCY MAY BE TERMINATED AFTER GIVING ONE MONTHS NOTICE IN WRITING IF (A) THE RENT IS IN ARREARS FOR MORE THAN 60 DAYS (B) IF THERE IS A BREACH OF THE TERMS AND CONDITIONS AS DETAILED OR (C) IF THE TENANT BECOMES RESIDENT MORE THAN 1 MILE OUTSIDE THE BOROUGH OF ELMBRIDGE.
3.11 THE TENANT SHALL NOT DEPOSIT ON THE ALLOTMENT ANY REFUSE, RUBBLE OR DECAYING MATTER, EXCEPT MANURE OR COMPOST AS MAY REASONABLY BE REQUIRED FOR 
CULTIVATION. 
 
4: GENERAL SITE
 
4.1 TENANTS SHALL NOT REMOVE ANYTHING FROM THE SERVICE BAYS OTHER THAN MANURE, LEAVES OR WOOD CHIP UNLESS AUTHORISED BY THE BRGL.
4.2 ALL TENANTS AND MEMBERS ARE ENCOURAGED TO ATTEND SITE ON WORK DAYS TO ASSIST WITH THE DESIGNATED MAINTENANCE TASKS. WE SHARE THE RESPONSIBILITY FOR SITE MAINTENANCE EQUALLY AND, IF YOU ARE ON SITE, YOU WILL BE EXPECTED TO HELP.
4.3.THE USE OF ANIMAL TRAPS AND POISON ARE NOT PERMITTED ON SITE. 
4.4 THE USE OF MECHANICAL EQUIPMENT E.G. MOWERS, STRIMMERS, ROTOVATORS SHOULD NOT TAKE PLACE BEFORE 08.30 AM ANY DAY OF THE WEEK TO AVOID DISTURBANCE TO THE RESIDENT OF PROPERTIES ADJACENT TO THE SITE.
4.5 NOT TO FEED OR ENCOURAGE FOXES ON SITE.
4.6. THEFTS OF OTHER TENANTS PRODUCE OR POSSESSIONS WILL NOT BE TOLERATED AND WILL RESULT IN IMMEDIATE EVICTION.
4.7 SOCIAL GATHERINGS INCLUDING NON MEMBERS ON PLOTS ARE NOT PERMITTED; UNLESS BY THE PRIOR AGREEMENT AND CONSENT OF THE BRGL
 
5: GATES
 
5.0. THE SITE GATES MUST BE CLOSED AND SECURED AT ALL TIMES. 
5.1  THE SPEED LIMIT OF SITE IS 5 MPH AND MUST BE OBSERVED AT ALL TIMES.

6. PLOTS
 
6.0. THE TENANT MUST KEEP THEIR ALLOTMENT PLOT CLEAN, FREE FROM WEEDS AND IN A GOOD STATE OF CULTIVATION. AT LEAST THREE QUARTERS OF THE PLOT MUST BE ACTIVELY UTILISED.
6.1 PATHS AND ROADWAYS MUST BE KEPT CLEAR, FREE FROM OBSTRUCTION AND MAINTAINED AS SET OUT BY THE BRGL SHARED PATH MAINTENANCE IS THE RESPONSIBILITY OF EACH ADJOINING NEIGHBOUR. (AGM 2010 AGREED)
6.2. THE TENANT SHALL KEEP EVERY HEDGE THAT FORMS PART OF THE BOUNDARY OF THE PLOT SUITABLY CUT AND TRIMMED WITH ONE METRE CLEARANCE FOR ACCESS PURPOSES.
6.3. TRADE OR BUSINESS IS PROHIBITED, PLANTS OR PRODUCE MUST NOT BE SOLD FOR FINANCIAL GAIN. AN ALLOTMENT GARDEN MUST, BY DEFINITION, “BE WHOLLY OR MAINLY
CULTIVATED FOR THE PRODUCTION OF VEGETABLE OR FRUIT CROPS FOR CONSUMPTION BY THE TENANT OR THEIR FAMILY.”
6.4. THE TENANT SHALL NOT COMMIT OR PERMIT ANY ILLEGAL ACTIVITIES ON THE SITE OR GROW ANY PROHIBITED PLANTS.
6.5 SLUG PELLETS CONTAINING METALDEHYDE AND PROHIBITED CHEMICALS, AS DEFINED BY DEFRA, ARE NOT PERMITTED FOR USE OR STORAGE ON SITE.
6.7 PROPER PRECAUTIONS, IN ACCORDANCE WITH THE ‘INSTRUCTIONS FOR USE’, MUST BE TAKEN WHEN USING PESTICIDES, WEEDKILLERS AND FERTILISERS ON SITE.
THIS IS ESSENTIAL TO MINIMISE ANY ADVERSE EFFECTS ON THE ENVIRONMENT, COMPLY AT ALL TIMES WITH CURRENT REGULATIONS AND TO PROTECT THE HEALTH OF THE USER AND ANY PERSON WITHIN THE VICINITY OF ANY SUCH PRODUCT.
6.8 FLAMMABLE OR COMBUSTIBLE MATERIALS MUST NOT BE STORED ON SITE.
6.9. THE TENANT AGREES THAT THE BRGL WILL NOT ASSUME ANY LIABILITY FOR SECURITY OF THE PLOT, ANYTHING WITHIN THE PLOT OR PERSONAL POSSESSIONS KEPT THEREON.
6.10 THE TENANT SHALL NOT CAUSE ANY NUISANCE TO THE OCCUPIERS OF OTHER PLOTS OR BEHAVE IN ANY WAY THAT MAY CAUSE ANNOYANCE OR OFFENCE.
6.11 MEMBER DISPUTES WILL BE MEDIATED BY THE COMMITTEE. SERIOUS INCIDENTS OF GROSS MISCONDUCT, AGGRESSIVE OR ABUSIVE BEHAVIOUR WILL RESULT IN IMMEDIATE EVICTION FROM THE SITE.
6.12. CHILDREN VISITING THE SITE MUST BE SUPERVISED BY AN ADULT AT ALL TIMES AND STAY WITHIN THE BOUNDARY OF THE TENANTS PLOT.
6.13 DOGS MUST BE KEPT ON A SHORT LEAD AND NOT ALLOWED TO WANDER ACROSS
 ANY PLOTS OR COMMUNAL AREAS AND NOT TO FOUL IN ANY AREAS.
6.14 THE TENANT SHALL RETAIN WASTE AND RUBBISH ON THE PLOT UNTIL THEY ARE ABLE TO REMOVE IT FROM THE SITE. DO NOT DUMP ANYTHING IN THE MANURE BAY, OR NOTICEBOARD AREA EXPECTING SOMEONE ELSE TO DEAL WITH IT.
6.15 THE TENANT SHALL NOT PUT UP ANY NEW STRUCTURE ON THE PLOT OTHER THAN A SHED, GREENHOUSE OR POLYTUNNEL, HAVING A MAXIMUM SIZE OF 6FT X 8FT AND A STANDARD HEIGHT OF 7FT. COLLECTIVELY SUCH STRUCTURES MUST NOT EXCEED AN AREA OF MORE THAN 25% OF THE PLOT. *EXCLUDING FRUIT CAGES.
6.16 ANY FENCE, GATE, PATH, SHED, GREENHOUSE, POLYTUNNEL OR STRUCTURE ON THE PLOT WILL BE KEPT IN GOOD ORDER AND REPAIR.
6.17. PONDS AND WATER FEATURES MUST BE CLEARLY VISIBLE AND HAVE A SUITABLE MEANS OF ESCAPE FOR WILDLIFE, INCLUDING A TEXTURED SAFETY RAMP TO ALLOW EGRESS (STEPPED BRICKS FOR EXAMPLE).

6.18 PLOT IDENTIFICATION NUMBERS MUST BE CLEARLY DISPLAYED AT THE FRONT OF EACH PLOT. 
6.19 LONG TERM STORAGE OF NON-ALLOTMENT RELATED ITEMS IS PROHIBITED.
6.20. THE TENANT SHALL NOT REMOVE ANY TREE OR SHRUB OR TAKE AWAY ANY MINERAL SAND OR CLAY.
6.21. THE TENANT SHALL NOT KEEP LIVESTOCK ON THE PLOT NOR PLANT TREES OTHER THAN SMALL FRUITING VARIETIES.
6.22 ALL REASONABLE ENDEAVOURS MUST BE USED TO ENSURE WILD BRAMBLES ARE  REMOVED AND THE ROOTS DUG OUT.
6.23 NO BARBED WIRE, CONCRETE, CEMENT, CARPETS, TYRES, ARE PERMITTED ON THE ALLOTMENTS. 
 
7: VEHICLES
 
7.1. THE SITE 5MPH SPEED LIMIT MUST BE ADHERED TO AT ALL TIMES. FAILURE TO CONSISTENTLY OBSERVE THE SPEED LIMIT WILL RESULT IN TERMINATION OF LEASE (AGM 2010)
THIS IS TO ENSURE THE CAR PARK AND ACCESS ROAD ARE MAINTAINED AND FOR THE SAFETY OF PLOT HOLDERS AND CHILDREN WHO MAY HAVE HEARING OR SIGHT DIFFICULTIES.
7.2. WASHING VEHICLES ON SITE IS PROHIBITED.
7.3   IT IS NOT PERMITTED TO REMOVE THE POSTS CLOSING THE LANES DURING THE WINTER MONTHS IN ORDER TO PROTECT THEM FROM BEING DAMAGED IN WET WEATHER.
 
8: WATER
 
8.0. WATER DIP TANKS ARE TO BE USED FOR WATERING PLANTS ONLY. THEY ARE NOT FOR WASHING HANDS, PRODUCE OR CHEMICAL CONTAINERS.
8.1. WHEN THE ALLOTMENTS ARE BUSY BE CONSIDERATE TO FELLOW TENANTS, LIMIT HOSE USE TO 30 MINUTES PER SESSION. EXERCISE ECONOMY IN THE USE OF WATER AT ALL TIMES.  HOSES MAY ONLY BE USED WHEN HAND HELD.
8.2. USE THE NEAREST TAP TO YOUR PLOT. USE THE SHARED PATHWAYS TO REACH YOUR PLOT WITH A HOSE. DO NOT STRETCH HOSES ACROSS ANOTHER PLOT TO REACH A TAP ON THE OTHER SIDE OF THE SITE.
8.3. ENSURE HOSES AND CONNECTIONS ARE MAINTAINED; WASHERS NEED REPLACING REGULARLY TO KEEP THEM LEAK FREE.
8.4. HANDS FREE WATERING SYSTEMS ARE NOT PERMITTED (SPRINKLERS, CAPILLARY SYSTEMS, HOSE STANDS OR ANY OTHER SUCH DEVICES).
8.5  WATER BUTTS ARE ENCOURAGED ON PLOTS TO RETAIN WATER FROM SHEDS AND GREENHOUSES.  
 
9: BONFIRES
 
9.0. DISPOSAL OF DRY NON COMPOSTABLE PLANT MATERIALS BY MEANS OF BONFIRES SHALL ONLY OCCUR DURING PERMITTED MONTHS, 1ST NOVEMBER  TO 31 MARCH. 
TENANTS MUST BE MINDFUL OF LOCAL RESIDENTS AND ALLOTMENT USERS WHEN LIGHTING FIRES.
9.1. ALL BONFIRES MUST BE FULLY EXTINGUISHED BEFORE LEAVING THE SITE.

10. COSTS
 
ALL KEYS ARE THE PROPERTY OF BRGL.  ALL KEYS WILL BE CHARGED AT £6 PER KEY.  ANY REPLACEMENT KEY WILL BE CHARGED AT £6 THEREAFTER.
A DEPOSIT OF £50 IS PAYABLE AND RETURNED WHEN A PLOT HOLDER LEAVES, PROVIDED THAT THE PLOT IS LEFT IN AN ACCEPTABLE CULTIVATED STATE.  THE DEPOSIT IS RETAINED IF THE PLOT IS UNCULTIVATED AND NOT LEFT TO AN ACCEPTABLE STANDARD.
PLOT RENTAL FEE IS £35 FOR A HALF-PLOT PER ANNUM.
MEMBERSHIP SUBSCRIPTION IS £25 PER MEMBER PER ANNUM
 
FINALLY
 
THESE RULES MAY BE ALTERED OR NEW RULES MADE BY ANY ANNUAL GENERAL 
MEETING IF PASSED BY NO LESS THAN TWO THIRDS OF THE 
MEMBERS PRESENT AND VOTING, PROVIDING THAT PARTICULARS OF ANY 
PROPOSED CHANGES IN THE RULES ARE SPECIFIED IN THE NOTICE 
CONVENING THE ANNUAL GENERAL MEETING.
 
THE TENANT MUST OBSERVE ALL REASONABLE AND PROPER REGULATIONS MADE BY THE LANDLORD FROM TIME TO TIME IN ACCORDANCE WITH THE PRINCIPLES OF GOOD HUSBANDRY OF THE ALLOTTED PLOT AND THE ALLOTMENT SITE AND NOTIFIED TO THE TENANT 
RELATING TO THE USE OF THE SAME.
 
PLEASE NOTE, THESE RULES ARE BASED ON THE TERMS SET OUT IN THE LEASE BETWEEN BEAUCHAMP ROAD AND GREEN LANE ALLOTMENT ASSOCIATION (BRGL) AND ELMBRIDGE BOROUGH COUNCIL (EBC). RULES VOTED IN AT AGM’S AND THE GUIDELINES PROVIDED BY THE NATIONAL SOCIETY OF ALLOTMENT AND LEISURE GARDENS (NSALG).
WE STRONGLY ADVISE TENANTS AND MEMBERS TO PRINT THESE SITE RULES FOR FUTURE REFERENCE.  IT MAY ALSO BE HELPFUL TO VISIT THE NSALG WEBSITE FOR FURTHER USEFUL INFORMATION ABOUT U.K. ALLOTMENTS; HTTPS://WWW.NSALG.ORG.UK
 
BY RENEWING YOUR ANNUAL MEMBERSHIP YOU ARE CONFIRMING YOUR 
ACCEPTANCE OF THE RULES AS STATED AND AGREEING TO ADHERE TO THE SAME.
 
 
BEAUCHAMP ROAD AND GREEN LANE ALLOTMENT ASSOCIATION.
FEBRUARY 2023