Condition of plot letters

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).

So what should you do so that you don’t get a CoP letter?

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:

  1. Keep on top of the weeds and do NOT allow them to seed. Allowing weeds to seed is anti-social as they will spread themselves to surrounding plots.
  2. Keep you plot clear of old and decaying plants, and of rubbish. Decaying plants and rubbish encourages disease and vermin.
  3. Keep your allotment productive. Most of your plot should be cultivated with vegetables, fruit or flowers.
  4. Pick your crops.
  5. Keep the paths around your plot clear and in good condition. So that wheelbarrows can pass and to prevent accidents.
  6. Know the Society's rules, bye-laws and addendum to the bye-laws.

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”.