All allotment plots will usually be reviewed at least twice a year. Typically once in April or early May, and again towards the end of the growing season.

 

The Review Process
The Allotments Admin Team will conduct an assessment of all plots using a standard evaluation sheet (see below).   Plots that appear under-cultivated, excessively weedy, or untidy due to rubbish or debris will be flagged for further review.

 

To ensure consistency and fairness, a trustee will then look at any highlighted plots to determine whether they meet the expected standards of cultivation.

 

If Issues Are Identified

Letter of Concern
If a plot appears neglected or there are specific issues requiring attention, the trustees will email the plot-holder.  This email will outline what the issues are and will provide a reasonable period for the plot-holder to make improvements.  The plot-holder is also able to let the trustees know if there are mitigating circumstances which need to be taken into account.

 

Formal Notice of Improvement
If little or no improvement is observed after the initial period outlined in the letter of concern, a formal notice of improvement will be issued. This notice will include a clearly defined and reasonable timeframe for bringing the plot up to standard.

 

Notice of Termination
If the plot remains in an unsatisfactory condition beyond the second deadline, a notice of termination will be issued.

 

Vacating the Plot
Once the Notice of Termination is issued, the plot-holder will have seven days to vacate the plot.

 

Note: If within the past two years a previous review has already led to a letter of concern, the trustees reserve the right to begin the process directly with a formal notice of improvement rather than reissuing the initial letter of concern.

 

Appeals

If a dispute arises regarding the standards of cultivation or the process followed, plot-holders are able to contact the Chair of Trustees for a review.

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If You’re Struggling

​If you’re having difficulty maintaining your plot and there’s a genuine reason behind it, please reach out to the admin team or trustees as early as possible. We're here to help, and your situation will be taken into account.  The trustees' email address is oatlandscharity@gmail.com