{"id":4225,"date":"2025-12-08T20:54:14","date_gmt":"2025-12-08T20:54:14","guid":{"rendered":"https:\/\/whetstoneallotments.co.uk\/?page_id=4225"},"modified":"2025-12-08T20:54:15","modified_gmt":"2025-12-08T20:54:15","slug":"disciplinary-and-complaints-policy-and-procedure","status":"publish","type":"page","link":"https:\/\/whetstoneallotments.co.uk\/?page_id=4225","title":{"rendered":"Disciplinary and Complaints Policy and Procedure"},"content":{"rendered":"\n

Introduction<\/strong><\/h3>\n\n\n\n

In recent years, there have been persistent breaches of allotment rules by a small number of plot holders who act without respect for the rules or consideration for other plot holders.
The Committee has a duty to protect the legitimate interests of\u00a0all<\/em>\u00a0plot holders. Accordingly, it has resolved to deal with breaches of allotment rules decisively and firmly.
To make the Committee\u2019s approach clear and consistent, this document sets out \u2026<\/p>\n\n\n\n

    \n
  1. Allotment rules which are regularly breached<\/li>\n\n\n\n
  2. A definition of Gross Misconduct, a breach of which is liable to result in the immediate termination of a tenancy<\/li>\n\n\n\n
  3. The disciplinary procedure for dealing with breaches<\/li>\n\n\n\n
  4. The Committee\u2019s approach to complaint resolution<\/li>\n<\/ol>\n\n\n\n
    \n\n\n\n

    1.\u00a0Allotment Rules That Are Regularly Breached<\/strong><\/h3>\n\n\n\n

    This is not a complete list of Allotment rules \u2013 those can be found in the WSAA\u00a0Terms and Conditions<\/strong>\u00a0and in various sections of the\u00a0WSAA website<\/strong>. The rules set out below are those most frequently breached \u2026
    \u00a0Bonfires<\/strong><\/p>\n\n\n\n

      \n
    • Fires must\u00a0not<\/strong>\u00a0cause a nuisance (e.g. smoke or smell) to others<\/li>\n\n\n\n
    • Always consider wind direction. \u00a0Our neighbours must\u00a0not<\/strong>\u00a0be affected by smoke<\/li>\n\n\n\n
    • Fires must be\u00a0attended at all times<\/strong>\u00a0and extinguished if they become too smoky<\/li>\n\n\n\n
    • Only dry woody material may be burned – no green waste, leaves, weeds, etc<\/li>\n\n\n\n
    • Do\u00a0not<\/strong>\u00a0bring material onto the site to burn<\/li>\n\n\n\n
    • Fires may\u00a0only<\/strong>\u00a0be lit as follows:\n
        \n
      • November\u2013April<\/strong>: Dawn to dusk<\/li>\n\n\n\n
      • May<\/strong>: First Wednesday after 4:00 PM<\/li>\n\n\n\n
      • June, July, August<\/strong>:\u00a0No fires allowed<\/strong><\/li>\n\n\n\n
      • September<\/strong>: First Wednesday after 4:00 PM<\/li>\n\n\n\n
      • October<\/strong>: After 4:00 PM only<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n

        BBQs (Cooking or Heating Food\/Water)<\/strong><\/p>\n\n\n\n

          \n
        • Use only\u00a0smokeless<\/strong>\u00a0charcoal<\/strong>\u00a0or\u00a0smokeless fuel<\/strong>\u00a0–\u00a0not wood<\/strong><\/li>\n\n\n\n
        • Any\u00a0accelerant\u00a0<\/strong>which causes smoke should not be used on fires<\/li>\n\n\n\n
        • Minimise\u00a0smoke<\/strong>\u00a0and avoid\u00a0cooking smells<\/strong>\u00a0affecting others<\/li>\n\n\n\n
        • Smoking food on site is not permitted<\/li>\n\n\n\n
        • BBQs should be an\u00a0occasional<\/strong>\u00a0occurrence (maximum once a month)<\/li>\n<\/ul>\n\n\n\n

          Structures<\/strong><\/p>\n\n\n\n

            \n
          • Permitted structures:\u00a0shed<\/strong>,\u00a0greenhouse or polytunnel<\/strong>,\u00a0fruit cages<\/strong>, and\u00a0compost bins<\/strong><\/li>\n\n\n\n
          • Written permission is required\u00a0before<\/strong>\u00a0constructing sheds, greenhouses, or polytunnels<\/li>\n\n\n\n
          • Decking, pergolas, treehouses, climbing frames<\/strong>\u00a0etc are not allowed<\/li>\n\n\n\n
          • A few chairs and a table are acceptable<\/li>\n\n\n\n
          • An allotment should not be designed around entertaining, at the expense of cultivation<\/li>\n<\/ul>\n\n\n\n

            Quiet Sundays<\/strong><\/p>\n\n\n\n

              \n
            • No strimmers or similar powered tools are allowed\u00a0after 12 noon on Sundays<\/strong><\/li>\n<\/ul>\n\n\n\n

              Music<\/strong><\/p>\n\n\n\n

                \n
              • Playing music out loud is\u00a0not allowed<\/strong><\/li>\n\n\n\n
              • Headphones must be used if listening to music<\/li>\n<\/ul>\n\n\n\n

                Hosting Large Gatherings<\/strong><\/p>\n\n\n\n

                  \n
                • Social gatherings must be\u00a0small and respectful<\/strong><\/li>\n\n\n\n
                • Allotments are primarily for growing, not entertaining<\/li>\n<\/ul>\n\n\n\n

                  Water Use<\/strong><\/p>\n\n\n\n

                    \n
                  • Hosepipes may be used\u00a0only if held in hand<\/strong>\u00a0– they must\u00a0not<\/strong>\u00a0be left unattended<\/li>\n\n\n\n
                  • Sprinklers, irrigation systems<\/strong>, and\u00a0hose-end feeders\/diluters<\/strong>\u00a0are forbidden<\/li>\n\n\n\n
                  • No plumbing systems<\/strong>\u00a0connecting a standpipe to a sink or other fixture<\/li>\n<\/ul>\n\n\n\n
                    \n\n\n\n

                    2.\u00a0Definition of Gross Misconduct<\/strong><\/h3>\n\n\n\n

                    Gross misconduct<\/strong>\u00a0means\u00a0serious bad behaviour on the allotment<\/strong>.
                    Examples include:<\/p>\n\n\n\n

                      \n
                    1. Theft<\/strong>: Taking produce, plants, tools, equipment, or materials from another plot or the association without permission.<\/li>\n\n\n\n
                    2. Damage or vandalism<\/strong>: Deliberately damaging any plot, crops, buildings, fences, gates, tools, machinery, or other property.<\/li>\n\n\n\n
                    3. Violence, threats, or abuse<\/strong>: Any physical assault, threatening behaviour, bullying, harassment, or offensive\/racist language towards other plot holders, visitors, or association officials.<\/li>\n\n\n\n
                    4. Dangerous behaviour<\/strong>: Reckless use of tools, machinery, or chemicals, or starting fires without authorisation, in a way that puts people, crops, or property at risk.<\/li>\n\n\n\n
                    5. Serious breaches of health and safety<\/strong>: Ignoring safety rules or engaging in conduct likely to cause injury or harm.<\/li>\n\n\n\n
                    6. Illegal activities<\/strong>: Growing controlled substances, dumping hazardous waste, or any other activity prohibited by law.<\/li>\n\n\n\n
                    7. Persistent refusal to follow rules<\/strong>: Repeatedly and deliberately ignoring allotment regulations or lawful instructions from the association after being told to stop<\/li>\n<\/ol>\n\n\n\n

                      This list is not exhaustive. Whether conduct amounts to gross misconduct will depend on the seriousness of the behaviour.<\/p>\n\n\n\n

                      \n\n\n\n

                      3.\u00a0Disciplinary Procedure for Breaches of Rules<\/strong><\/h3>\n\n\n\n

                      If the Committee receives an allegation which is capable of amounting to gross misconduct \u2026<\/strong><\/p>\n\n\n\n

                        \n
                      • The Committee will investigate and, if proven, may terminate the tenancy immediately.<\/li>\n<\/ul>\n\n\n\n

                        If the Committee receives an allegation which is\u00a0not\u00a0capable of amounting to gross misconduct \u2026<\/strong>
                        The following staged procedure will be followed \u2026
                        S<\/strong>tage 1 \u2013 First Warning<\/strong><\/p>\n\n\n\n

                          \n
                        • If a rule breach is established, a written warning will be issued (usually by email).<\/li>\n\n\n\n
                        • The warning will describe the breach and set out the action required.<\/li>\n<\/ul>\n\n\n\n

                          \u00a0Stage 2 \u2013 Second Warning (Yellow Card)<\/strong><\/p>\n\n\n\n

                            \n
                          • If non-compliance continues or a further breach occurs, a second written warning will be issued.<\/li>\n\n\n\n
                          • This will reiterate the action required and note the seriousness of further breaches.<\/li>\n<\/ul>\n\n\n\n

                            Stage 3 \u2013 Final Action (Red Card)<\/strong><\/p>\n\n\n\n