Condition of plot (CoP) letters are sent out by the Committee to plot holders whose plots do not adhere to the society's rules, byelaws and addendum to byelaws.
There are 3 levels of CoP letter; 1, 2 and 3.
The CoP 1 letter is a “Your plot doesn’t adhere to the society's rules, byelaws and addendum to byelaws because.... If there is a problem; e.g. sickness, please let us know otherwise please do something about the condition of your plot.”
The CoP 2 letter is a “You have done nothing, or very little, to resolve the issue(s) detailed in the CoP 1 letter and you need to do something about it urgently.”
The CoP 3 letter, which thankfully is rarely used, is “You have still done nothing so we are going to have to take the plot off you.”
Note that the timescale between getting a CoP 1 and a CoP 3 is at least 2 months, and usually 3 months or more, so the plot holder has more than sufficient time to rectify the issue(s).
What the Committee use when assessing the condition of a plot is well stated in the instructions given to members when they first take on a plot. It says:
...during which time the committee may terminate the tenancy should the probationer:
- not crop the allotted plot
- not maintain the plot in a reasonable condition with regard to control of weeds
- not abide by the Association Bye-laws, a copy of which will be provided by the Treasurer.
Note that every plot holder should have received a copy of the society's rules, bye-laws and addendum to the bye-laws when they took on their plot. Copies can be obtained from the Secretary and there is a copy hanging in the pavilion in the top orchard.
So please:
And Please. If you have any doubts about what to do, or you are using a new technique, let the Committee know – otherwise we could "get hold of the wrong end of the stick”.