This is the 2022-23 edition of the Kanes Field and Spring Field Allotment Agreement as from 1st April
2022 which supersedes all previous agreements.
We appreciate your help, support and co-operation to help ensure that the allotments are a safe,
friendly and fair place for all and would like to wish you a successful and happy year of allotment
gardening.
If you require further information on any part of this document, please contact HETC office on
01489 780440 or email - officemanager@hedgeend-tc.gov.uk
Thank you
Hedge End Town Council
Kanes Field and Spring Field Allotment Agreement
2022 - 2023
1.1 Plot allocation is one per household, however this may be increased to two per household subject to
availability and at the discretion of the Landlord acting through the Town Clerk, Operations Manager or Office
Manager.
1.2 To be eligible for an allotment plot, a person must be at least 18 years old. No person under the age of 18
years of age is allowed on site, unless accompanied by an adult.
1.3 No work may begin on a plot until the Tenancy Agreement has been signed and the deposit/rent
paid.
1.4 Rents are charged by the Rod according to the plot size.
1.5 Parishioners of Hedge End parish are entitled to a 40% discount to the annual rent. Nonresidents may still hire
an allotment plot, but these will be charged at the advertised price per
rod and will not receive the 40% discount.
1.6 All plots are let on an ‘as seen’ basis and the Landlord is not responsible for any works which
may be required after acceptance.
1.Plot Allocation
2. ALLOTMENT TENANCY TERMS AND CONDITIONS - Please read carefully before
signing the agreement.
2.1. Annual allotment renewals must be received and paid between 1st April and 15th April of the
given year to secure the current plot. The annual rent is non-refundable.
2.2. A £30 deposit is to be paid at the start of the Tenancy. The deposit will be refunded at the
termination of the Tenancy subject to adherence to the Tenancy agreement. The deposit may
be withheld due to overgrown vegetation, rubbish left on the plot, contamination of land,
dangerous structures or anything else that will incur a cost to the Landlord to repair or remove.
2.3. The Landlord reserves the right to set appropriate annual rent levels and review and revise
these levels, as becomes necessary to sustainably continue the service.
2.4. The Landlord retains all rights and powers over the land.
2.5. This tenancy agreement can only be held in one name. If a plot is shared with family, the tenant
must be present on site at least 50% of the time and the tenant will need to make sure that the
Landlord has the contact details of whoever is sharing.
2.6. Tenancies are non-transferable.
2.7. Terminated or vacated plots must have all belongings removed within 7 days, after this time the
landlord may dispose of any remaining items as they see fit and any costs incurred may be
charged for.
2.8. WC facilities are available on Kanes Field, these may be locked over the winter period, or at any
other time if required and at the Landlords discretion.
2.9. The WC facilities will be cleaned regularly by the Landlord. The tenant must ensure that the WC
facilities are always left in a clean condition after use.
2.10. Skip hire can be arranged at cost to the tenants. This will require authorisation from the
Landlord.
2.11. No permanent bases are to be constructed and no concrete to be used to secure posts etc.
2.12. Erection of a greenhouse will require written authorisation from the Landlord. Once erected,
greenhouses are the sole responsibility of the tenant, who have a duty to ensure they remain
safe and secure.
2.13. Tenants may have one shed per plot; this must not exceed 6’ x 4’ in size. Erection of a larger
shed will require written authorisation from the Landlord. Sheds are the sole responsibility of
the tenant, and they have a duty to ensure they are safe and secure.
2.14. Polytunnels may be erected subject to approval of the Landlord acting through the Town Clerk,
Operations Manager or Office Manager. Additional details will be required prior to authorisation
including design, location and construction.
2.15. Polytunnel, sheds and greenhouses are erected entirely at the tenants’ risk and the tenant is
fully responsible for any damage they may cause whether by climatic conditions or poor
installation/ maintenance. The Landlord accepts absolutely NO responsibility for the
maintenance, upkeep or safety of the Polytunnel.
2.16. Polytunnels MUST be removed when the plot is vacated, failure to do so will result in loss of
deposit.
2.17. There must be no fly tipping on any part of the site. Fly tipping includes soil, weeds, pallets,
tyres, old pots or any dumping of liquid or solid waste on land or in water within the allotments.
Failure to comply with this will lead to immediate termination of tenancy and a possible fine
2.18. The tenant must ensure that the allotment identification marker remains on site in a visible
position. It is the responsibility of the tenant to ensure the sign is present, maintained and
visible.
2.19. At least 75% of the plot must be cultivated (the ground to be prepared, planted and growing/
harvesting crops) and the remainder cut down and free from weeds to the satisfaction of the
Landlord.
2.20. From the start of the tenancy agreement the tenant is permitted two months in which
enforcement for noncultivation is not applicable.
2.21. Plots will be monitored and inspected frequently to determine cultivation; in the event of noncultivation a
warning letter will be issued giving 4 weeks to comply with the Tenancy agreement.
If the plot is then suitably cultivated within the aforementioned time frame, no further action
taken by the Landlord. If non-cultivation is due to circumstances outside your control, please
inform the Landlord as soon as possible.
2.22. If the cultivation standard of the plot has not improved after 4 weeks a final warning letter will
be issued giving an additional 14 days to suitably cultivate the plot to the satisfaction of the
Landlord.
2.23. If after 14 days adequate cultivation has not taken place, a Termination Notice will be issued, at
which point the tenant must immediately vacate the plot and remove all non-consumables.
2.24. Any reparative works undertaken by the Landlord following the vacation of a plot, will be
charged to the former tenant and/or their deposit forfeited.
2.25. Only the designated plot is to be cultivated and no tenant is to encroach into any adjoining
paths or tracks.
2.26. Tenants must not remove anything from a vacant plot, including sheds, greenhouses, plants,
crops, etc. unless given permission by the Landlord.
2.27. Tenants must not cause any nuisance to other tenants or neighbouring properties. Abusive or
threatening behaviour will not be tolerated on site. Failure to comply with this may lead to
immediate termination of tenancy.
2.28. All tenants and authorised persons must lock gates on entry and departure to prevent access by
unauthorised persons or animals. This applies even if the gate is found to be already unlocked
on arrival/departure.
2.29. The combination lock code must not be given to any non-allotment holders. Failure to comply
with this may lead to immediate termination of tenancy. The combination code will be supplied
by email.
2.31. Fencing is optional, however if tenants wish to secure their plot, then this must be chicken wire
or similar mesh fencing, the cost and maintenance of which, to be at the tenants’ expense.
2.32. Plots must not be used for any trade or business purposes.
2.33. Always inform the Landlord of a change of address, or Email contact.
2.34. It is not permitted to use allotment plots for parking or garaging of vehicles or caravans.
2.35. Pedestrians always have priority use of allotment tracks and vehicles must drive with due care
and consideration, stopping to allow pedestrians and other users to pass safely. Drivers must
limit their speed to 5 mph
2.36. The Landlord reserves the right without notice to prohibit vehicular access (both temporarily
and permanently) onto sites if they believe that it is detrimental to the site, e.g. due to damage
to the internal pathways or issues caused by unauthorised access (i.e. theft or fly-tipping) or for
the safety of tenants.
2.37. Vehicle access to the site is weather dependant. Tenants drive their vehicles on site at their own
risk. The Landlord takes no responsibility for removing stuck or immobile vehicles.
2.38. Tenants must park considerately and not block access ways to adjacent properties or routes that
might be required by maintenance or emergency vehicles. Paths must not be obstructed or
parked on by vehicles unless for purposes of loading or unloading. Owners of vehicles which
frequently and persistently block paths will be issued with a warning.
2.39. Access to other plots is strictly prohibited unless permission has been given to do so by the
respective tenant or the Landlord. Children on-site should be supervised and not allowed to
stray onto other allotments.
2.40. The use of tyres or depositing of tyres is strictly prohibited on site and will be removed at the
Tenants’ expense.
2.41. The tenant must not use a sprinkler to water crops. Water must be used sparingly, with the use
of hand-held hosepipes to water crops and water butts only. There may also be restrictions of
water usage from time to time. Any tenant who the Landlord considers to be using excessive
quantities of water or is seen to consistently monopolise the water supply to the detriment of
other tenants, will be issued with a warning.
2.42. Plastic adaptors must not be left on taps. Adaptors found outside of plots will be removed and
disposed of.
2.43. Hoses must not be left outside of your plot when not in use. Any hoses left outside of plots may
be cut off at the plot boundary, removed and disposed of.
2.44. Dogs are permitted on site but must always be kept on a lead unless within the tenant’s plot.
Dog fouling must be collected and disposed of off-site.
2.45. Herbicides and pesticides - please consider alternatives whenever possible. In recent years there
has been a growing interest amongst gardeners in organic methods to avoid the possible
harmful effects of chemical residues. If you must use herbicides and pesticides, please be sure
to follow all the safety instructions. Any use of chemicals must be done when there is no wind,
and all sprays must be kept inside your plot. Damage to paths is a serious offence, the grass
stabilises and holds the paths together. Damage to nearby plots is also a serious offence. Either
offence may lead to termination of the tenancy. The Landlord accepts no responsibility for use
of herbicides and pesticides within the leased allotment plots.
2.46. All chemicals must be kept in a secure location as per manufacturers’ recommendations.
2.47. The use of carpets as a weed suppressant is strictly prohibited, due to the chemical contents and
non-biodegradable nature of such items.
2.48. Tenants are encouraged to compost all green waste on their plot through the use of compost
bins.
2.49. Tenants are asked to be responsible with their water use, think about ways to conserve water
and consider water butts for your plot; natural rain water is generally better for plants than tap
water.
2.50. Cultivating wildflower crops is strictly prohibited. This is because weeds are wildflowers, and
whilst we would encourage them everywhere else, in this setting they can easily become a pest.
2.51. Ornamental trees are not allowed to be planted on plots. Fruit bushes and fruit trees must be
compact and of a small growing variety and their height should not exceed 2m.
2.52. The tenant shall not keep any animal/ livestock or non-native insect on the plot. Beehives are
not to be kept within the allotment site.
2.53. The tenant must not deposit, burn or store rubbish on site.
2.54. Bonfires are allowed at the Landlords discretion and only permitted between 1st November till
1st March, being strictly prohibited the rest of the year.
2.55. Bonfires can cause a nuisance; they must not be left unattended and should only be lit when the
weather is calm. If a bonfire is causing a nuisance, you will be asked to put it out. If this happens
repeatedly it will be considered a breach of the tenancy agreement.
2.56. Bonfires must be restricted to no more than one cubic metre in size or contained in a metal
brazier/ incinerator in (or there abouts) the centre the plot. Suitable methods to extinguish fires
must always be available, i.e. water or sand, this is the tenant’s responsibility, if this is not
available then no burning should take place.
2.57. Only dry well seasoned wood or diseased material may be burned.
2.58. The burning of the following materials is strictly prohibited and could lead to immediate
termination of tenancy and referral for prosecution under the Environmental Protection Act
1990. Any material producing black smoke, i.e. rubber, plastics, foam, paint, any material
originating from outside the allotment site and any other material which may cause
environmental damage or harm to human health.
2.59. Tenants who light a fire within 15.2m of the centre of a highway may be guilty of an offence
under the Highways Act 1980.
2.60. The tenant is advised to keep an eye out for unfamiliar visitors to the site and not to be cautious
in asking them what they are doing.
2.61. Tenants are encouraged to report any instances of crime or anti-social behaviour on allotments
to the Police and the Landlord.
2.62. Failure on the part of the tenant to comply with any of the Allotment rules and Terms of
Tenancy may result in immediate termination of the Tenancy Agreement.
2.63. Failure on the part of the Landlord to not enforce any of the rules above cannot be seen as a
waiver of that rule and does not in any way remove the Landlords ability to enforce the rule
again in the future.
3. Contacting the council
All allotment related enquiries should be directed to the Town Council offices.
You can do this:
Face to face - 2000 Centre, St. Johns Road, Hedge End, Hampshire. SO30 4AF
By telephone - 01489 780440
By email - officemanager@hedgeend-tc.gov.uk
You can also find us:
Online - www.hedgeend-tc.gov.uk/local-services/allotments/
Facebook - www.facebook.com/HedgeEndTownCouncil1
Kanes Field and Spring Field
Allotment Agreement
2022 - 2023
This is the 2022-23 edition of the
Kanes Field and Spring Field
Allotment Agreement as from
1st April 2022 which supersedes
all previous agreements.
We appreciate your help, support
and co-operation to help ensure
that the allotments are a safe,
friendly and fair place for all and
would like to wish you a
successful and happy year of
allotment gardening.
If you require further information on
any part of this document, please
contact HETC office on
01489 780440 or email -
officemanager@hedgeend-tc.gov.uk
Thank you
Hedge End Town Council
1.Plot Allocation
1.1 Plot allocation is one per
household, however this may be
increased to two per household subject
to availability and at the discretion of
the Landlord acting through the Town
Clerk, Operations Manager or Office
Manager.
1.2 To be eligible for an allotment plot,
a person must be at least 18 years old.
No person under the age of 18 years of
age is allowed on site, unless
accompanied by an adult.
1.3 No work may begin on a plot until
the Tenancy Agreement has been
signed and the deposit/rent
paid.
1.4 Rents are charged by the Rod
according to the plot size.
1.5 Parishioners of Hedge End parish
are entitled to a 40% discount to the
annual rent. Nonresidents may still hire
an allotment plot, but these will be
charged at the advertised price per
rod and will not receive the 40%
discount.
1.6 All plots are let on an ‘as seen’ basis
and the Landlord is not responsible for
any works which
may be required after acceptance.
2.18. The tenant must ensure that the
allotment identification marker remains on
site in a visible
position. It is the responsibility of the
tenant to ensure the sign is present,
maintained and
visible.
2.19. At least 75% of the plot must be
cultivated (the ground to be prepared,
planted and growing/
harvesting crops) and the remainder cut
down and free from weeds to the
satisfaction of the
Landlord.
2.20. From the start of the tenancy
agreement the tenant is permitted two
months in which
enforcement for noncultivation is not
applicable.
2.21. Plots will be monitored and
inspected frequently to determine
cultivation; in the event of noncultivation
a warning letter will be issued giving 4
weeks to comply with the Tenancy
agreement.
If the plot is then suitably cultivated within
the aforementioned time frame, no further
action
taken by the Landlord. If non-cultivation is
due to circumstances outside your
control, please
inform the Landlord as soon as possible.
2.22. If the cultivation standard of the plot
has not improved after 4 weeks a final
warning letter will
be issued giving an additional 14 days to
suitably cultivate the plot to the
satisfaction of the
Landlord.
2.23. If after 14 days adequate cultivation
has not taken place, a Termination Notice
will be issued, at
which point the tenant must immediately
vacate the plot and remove all non-
consumables.
2.24. Any reparative works undertaken by
the Landlord following the vacation of a
plot, will be
charged to the former tenant and/or their
deposit forfeited.
2.25. Only the designated plot is to be
cultivated and no tenant is to encroach
into any adjoining
paths or tracks.
2.26. Tenants must not remove anything
from a vacant plot, including sheds,
greenhouses, plants,
crops, etc. unless given permission by the
Landlord.
2.27. Tenants must not cause any
nuisance to other tenants or neighbouring
properties. Abusive or
threatening behaviour will not be tolerated
on site. Failure to comply with this may
lead to
immediate termination of tenancy.
2.28. All tenants and authorised persons
must lock gates on entry and departure to
prevent access by
unauthorised persons or animals. This
applies even if the gate is found to be
already unlocked
on arrival/departure.
2.29. The combination lock code must not
be given to any non-allotment holders.
Failure to comply
with this may lead to immediate
termination of tenancy. The combination
code will be supplied
by email.
2.31. Fencing is optional, however if
tenants wish to secure their plot, then this
must be chicken wire
or similar mesh fencing, the cost and
maintenance of which, to be at the
tenants’ expense.
2.32. Plots must not be used for any trade
or business purposes.
2.33. Always inform the Landlord of a
change of address, or Email contact.
2.34. It is not permitted to use allotment
plots for parking or garaging of vehicles
or caravans.
2.35. Pedestrians always have priority use
of allotment tracks and vehicles must
drive with due care
and consideration, stopping to allow
pedestrians and other users to pass
safely. Drivers must
limit their speed to 5 mph
2.36. The Landlord reserves the right
without notice to prohibit vehicular
access (both temporarily
and permanently) onto sites if they
believe that it is detrimental to the site,
e.g. due to damage
to the internal pathways or issues
caused by unauthorised access (i.e.
theft or fly-tipping) or for
the safety of tenants.
2.37. Vehicle access to the site is
weather dependant. Tenants drive their
vehicles on site at their own
risk. The Landlord takes no
responsibility for removing stuck or
immobile vehicles.
2.38. Tenants must park considerately
and not block access ways to adjacent
properties or routes that
might be required by maintenance or
emergency vehicles. Paths must not be
obstructed or
parked on by vehicles unless for
purposes of loading or unloading.
Owners of vehicles which
frequently and persistently block paths
will be issued with a warning.
2.39. Access to other plots is strictly
prohibited unless permission has been
given to do so by the
respective tenant or the Landlord.
Children on-site should be supervised
and not allowed to
stray onto other allotments.
2.40. The use of tyres or depositing of
tyres is strictly prohibited on site and
will be removed at the
Tenants’ expense.
2.41. The tenant must not use a sprinkler
to water crops. Water must be used
sparingly, with the use
of hand-held hosepipes to water crops
and water butts only. There may also be
restrictions of
water usage from time to time. Any
tenant who the Landlord considers to be
using excessive
quantities of water or is seen to
consistently monopolise the water
supply to the detriment of
other tenants, will be issued with a
warning.
2.42. Plastic adaptors must not be left on
taps. Adaptors found outside of plots
will be removed and
disposed of.
2.43. Hoses must not be left outside of
your plot when not in use. Any hoses left
outside of plots may
be cut off at the plot boundary, removed
and disposed of.
2.44. Dogs are permitted on site but
must always be kept on a lead unless
within the tenant’s plot.
Dog fouling must be collected and
disposed of off-site.
2.45. Herbicides and pesticides - please
consider alternatives whenever possible.
In recent years there
has been a growing interest amongst
gardeners in organic methods to avoid
the possible
harmful effects of chemical residues. If
you must use herbicides and pesticides,
please be sure
to follow all the safety instructions. Any
use of chemicals must be done when
there is no wind,
and all sprays must be kept inside your
plot. Damage to paths is a serious
offence, the grass
stabilises and holds the paths together.
Damage to nearby plots is also a serious
offence. Either
offence may lead to termination of the
tenancy. The Landlord accepts no
responsibility for use
of herbicides and pesticides within the
leased allotment plots.
2.46. All chemicals must be kept in a
secure location as per manufacturers’
recommendations.
2.47. The use of carpets as a weed
suppressant is strictly prohibited, due to
the chemical contents and
non-biodegradable nature of such items.
2.48. Tenants are encouraged to
compost all green waste on their plot
through the use of compost
bins.
2.49. Tenants are asked to be
responsible with their water use, think
about ways to conserve water
and consider water butts for your plot;
natural rain water is generally better for
plants than tap
water.
2.50. Cultivating wildflower crops is
strictly prohibited. This is because
weeds are wildflowers, and
whilst we would encourage them
everywhere else, in this setting they can
easily become a pest.
2.51. Ornamental trees are not allowed to
be planted on plots. Fruit bushes and
fruit trees must be
compact and of a small growing variety
and their height should not exceed 2m.
2.52. The tenant shall not keep any
animal/ livestock or non-native insect on
the plot. Beehives are
not to be kept within the allotment site.
2.53. The tenant must not deposit, burn
or store rubbish on site.
2.54. Bonfires are allowed at the
Landlords discretion and only permitted
between 1st November till
1st March, being strictly prohibited the
rest of the year.
2.55. Bonfires can cause a nuisance; they
must not be left unattended and should
only be lit when the
weather is calm. If a bonfire is causing a
nuisance, you will be asked to put it out.
If this happens
repeatedly it will be considered a breach
of the tenancy agreement.
2.56. Bonfires must be restricted to no
more than one cubic metre in size or
contained in a metal
brazier/ incinerator in (or there abouts)
the centre the plot. Suitable methods to
extinguish fires
must always be available, i.e. water or
sand, this is the tenant’s responsibility, if
this is not
available then no burning should take
place.
2.57. Only dry well seasoned wood or
diseased material may be burned.
2.58. The burning of the following
materials is strictly prohibited and could
lead to immediate
termination of tenancy and referral for
prosecution under the Environmental
Protection Act
1990. Any material producing black
smoke, i.e. rubber, plastics, foam, paint,
any material
originating from outside the allotment
site and any other material which may
cause
environmental damage or harm to human
health.
2.59. Tenants who light a fire within 15.2m
of the centre of a highway may be guilty
of an offence
under the Highways Act 1980.
2.60. The tenant is advised to keep an eye
out for unfamiliar visitors to the site and
not to be cautious
in asking them what they are doing.
2.61. Tenants are encouraged to report
any instances of crime or anti-social
behaviour on allotments
to the Police and the Landlord.
2.62. Failure on the part of the tenant to
comply with any of the Allotment rules
and Terms of
Tenancy may result in immediate
termination of the Tenancy Agreement.
2.63. Failure on the part of the Landlord
to not enforce any of the rules above
cannot be seen as a
waiver of that rule and does not in any
way remove the Landlords ability to
enforce the rule
again in the future.
3. Contacting the council
All allotment related enquiries should be
directed to the Town Council offices.
You can do this:
Face to face - 2000 Centre, St. Johns Road,
Hedge End, Hampshire. SO30 4AF
By telephone - 01489 780440
By email - officemanager@hedgeend-
tc.gov.uk
You can also find us:
Online - www.hedgeend-tc.gov.uk/local-
services/allotments/
Facebook -
www.facebook.com/HedgeEndTownCounci
l1
2. ALLOTMENT TENANCY TERMS AND
CONDITIONS
2.1. Annual allotment renewals must be
received and paid between 1st April
and 15th April of the
given year to secure the current plot.
The annual rent is non-refundable.
2.2. A £30 deposit is to be paid at the
start of the Tenancy. The deposit will be
refunded at the
termination of the Tenancy subject to
adherence to the Tenancy agreement.
The deposit may
be withheld due to overgrown
vegetation, rubbish left on the plot,
contamination of land,
dangerous structures or anything else
that will incur a cost to the Landlord to
repair or remove.
2.3. The Landlord reserves the right to
set appropriate annual rent levels and
review and revise
these levels, as becomes necessary to
sustainably continue the service.
2.4. The Landlord retains all rights and
powers over the land.
2.5. This tenancy agreement can only
be held in one name. If a plot is shared
with family, the tenant
must be present on site at least 50% of
the time and the tenant will need to
make sure that the
Landlord has the contact details of
whoever is sharing.
2.6. Tenancies are non-transferable.
2.7. Terminated or vacated plots must
have all belongings removed within 7
days, after this time the
landlord may dispose of any remaining
items as they see fit and any costs
incurred may be
charged for.
2.8. WC facilities are available on Kanes
Field, these may be locked over the
winter period, or at any
other time if required and at the
Landlords discretion.
2.9. The WC facilities will be cleaned
regularly by the Landlord. The tenant
must ensure that the WC
facilities are always left in a clean
condition after use.
2.10. Skip hire can be arranged at cost
to the tenants. This will require
authorisation from the
Landlord.
2.11. No permanent bases are to be
constructed and no concrete to be
used to secure posts etc.
2.12. Erection of a greenhouse will
require written authorisation from the
Landlord. Once erected,
greenhouses are the sole responsibility
of the tenant, who have a duty to
ensure they remain
safe and secure.
2.13. Tenants may have one shed per
plot; this must not exceed 6’ x 4’ in size.
Erection of a larger
shed will require written authorisation
from the Landlord. Sheds are the sole
responsibility of
the tenant, and they have a duty to
ensure they are safe and secure.
2.14. Polytunnels may be erected
subject to approval of the Landlord
acting through the Town Clerk,
Operations Manager or Office Manager.
Additional details will be required prior
to authorisation
including design, location and
construction.
2.15. Polytunnel, sheds and
greenhouses are erected entirely at the
tenants’ risk and the tenant is
fully responsible for any damage they
may cause whether by climatic
conditions or poor
installation/ maintenance. The Landlord
accepts absolutely NO responsibility
for the
maintenance, upkeep or safety of the
Polytunnel.
2.16. Polytunnels MUST be removed
when the plot is vacated, failure to do
so will result in loss of
deposit.
2.17. There must be no fly tipping on
any part of the site. Fly tipping includes
soil, weeds, pallets,
tyres, old pots or any dumping of liquid
or solid waste on land or in water
within the allotments.
Failure to comply with this will lead to
immediate termination of tenancy and a
possible fine
