Membership Terms and Conditions

Membership of Parc Helyg

This letter is provided as a membership agreement which will explain the rights you are entitled to and rules you must abide by in exchange for enjoyment of your membership and the fee that you have paid.

Pembrokeshire Agricultural Society have provided us with a letter of ‘intention to lease’ us the Parc Helyg space for a community garden at the County Showground but whilst this is being drafted and signed off with solicitors we are able to provide you with a membership of Parc Helyg. Once the lease is signed by us and Parc Helyg become formal tenants, we will then be able to issue a licence to occupy for your Clwt. This will not allow exclusive possession of the Clwt but shared occupation for 12 months on a rolling basis. This is because we have been advised that under the terms of the Parc Helyg lease we are unlikely to be able to sublet to other tenants. In a similar way, allotment plot holders usually gain access to their plots via a licence to occupy which is called an allotment tenancy agreement.

From 10/04/2025 to 09/04/2026 you will be a member of Parc Helyg. If in that time, a lease is signed between the Pembrokeshire Agricultural Society and Parc Helyg that entitles Parc Helyg to exclusive occupation of the space shown on the attached plan, you will then be issued with a licence to occupy and the membership will be terminated in writing with 4 weeks’ notice being provided.

Before being granted membership, every Member shall pay the required membership fee in advance to Parc Helyg via the link provided or other person authorised by Parc Helyg CBC & Grwp Resilience to receive it, whether legally demanded or not and that money will be held by Parc Helyg and refunded if in the end that no exclusive occupation of the space is granted to them. At this point you will be required to vacate your Clwt.

Your Membership shall terminate whenever the right of occupation of Parc Helyg & Grwp Resilience terminates.

No right of occupation has been created in this agreement and no relationship or landlord and tenant has been formed upon signing this agreement.

The Parc Helyg & Grwp Resilience reserves the right, acting reasonably and with 4 weeks’ notice to re-define the boundaries of any Clwt and fairly re-calculate the membership fee if it believes this to be necessary to promote the efficient and effective management of the site.

Membership of the Parc Helyg shall terminate if you are found to be in breach of any of the following rules –

  1. Not using the space within the definition of the permitted use. That being “the growing of food, plants and flowers”.
  2. No invasive species to be planted, but if found on the Clwt, to be eradicated in a managed way by agreement with the Parc Helyg & Grwp Resilience.
  3. Not adhering to legislation around the Town and Country Planning Acts i.e.) (a) not to use the Clwt for purposes other than growing food, plants and flowers (b) not to erect a structure on the Clwt without gaining the relevant planning consents. The consent of The Parc Helyg must be obtained before enquiring with or applying for planning permission at the local planning authority. That consent will not be unreasonably withheld.
  4. The Clwt is to be kept clean and free from weeds, in good condition of cultivation and fertility. The Member shall keep all boundaries and paths surrounding the Clwt properly maintained and ditches cleansed.
  5. Composting on the Clwt will be done in consultation with the Parc Helyg in order not to encourage invasive species, disease and weeds.
  6. No use of barbed or razor wire or the like for any purpose;
  7. No displaying of any notices or advertisements, without permission of the Parc Helyg.
  8. Not to interfere in any way with any material, plant, equipment, building or installation owned by Parc Helyg /Gwrp Resilience.
  9. No use of any synthetic chemical pesticides or fertilisers or peat-based composts.
  10. Not transfer, assign, sublet, part with possession of, or otherwise deal with the clwt or any part of it or with any interest in it;
  11. Not grant or purport to grant any right, interest, licence, or easement in or over or under the clwt;
  12. Not do in connection with the Clwt any act or thing which may be, or become, illegal or a nuisance to the Council, to Parc Helyg/Gwrp Resilience, or other Clwt Members or to the owners or occupiers of other property in the neighbourhood;
  13. Not to encroach or trespass, or allow others to trespass, upon another Clwt or encroach onto any path, road or communal space;
  14. Not to cause, or allow to be caused, any damage to or theft of any property, including crops, belonging to other persons or Parc Helyg & Grwp Resilience.

The Member must:

  1. indemnify and keep indemnified Parc Helyg & Gwrp Resilience or Landlord, its officers and servants from and against all costs, claims, demands, proceedings, expenses and payments whatsoever that may be made or instituted against them or any of them in relation to the use of the Clwt by all users of it, visitors or contractors either directly or indirectly, and which would not have arisen but for the granting of this tenancy;
  2. inform the Parc Helyg & Gwrp Resilience of any attempt by the owners or occupiers of other property in the neighbourhood to encroach on or acquire any right or easement over the Clwt, including any unauthorised access to the site;
  3. cooperate as far as reasonably possible with the Parc Helyg & Gwrp Resilience or Landlord and its officers in ensuring the efficient, effective and harmonious running of the site;
  4. inform the Parc Helyg & Gwrp Resilience immediately of any change in their address or other contact details.
  5.  Attend at least one community garden maintenance day to help maintain and keep the Parc Helyg Community gardens tidy and well maintained.
  6.  Use rainwater from storage butts in the first instance. Mains water to be used as a last resort.
  7. The Member is responsible for an equal amount owed on bills such as mains water, woodchip or compost deliveries (for community areas) or any other group expense that may arise.
  8. Vehicular parking is only in designated areas and only when in attendance on the site.(The hardstanding.) You may use the access track to load and unload tools, equipment, etc. but vehicles must be removed to the designated parking area once finished loading/unloading.
  9. Parc Helyg/ Gwrp Resilience and the Landlord are not responsible for any loss, theft, damage or injury to any persons or property on the Clwt/ garden site, and all persons who enter the site do so at their own risk.
  10. Under instruction of the landlord, you are not permitted to keep any livestock on the Clwt. (chickens, ducks etc.)
  11. Under instruction of the landlord, bonfires or incinerators are not permitted on site or in individual Clwts
  12. Firearms or shooting are not permitted anywhere on the Parc Helyg site.
  13. Members must not plant, or allow to grow by natural seeding or otherwise, any trees including fruit.
  14. Dogs must be kept under close control, on a lead, while on the site. They must not be allowed to foul or cause damage to any Clwt plot.
  15. Lock the gates after entering or leaving the site even if they are found to be open or unlocked;
  16. Make arrangements to meet personally at the entrance of the site, any persons visiting them or vehicles making deliveries to them on the site and to ensure that the entrance is locked securely before and after. Parc Helyg & Grwp Resilience shall have the right to refuse admittance to any person other than the Member or a member of his/her family or household to the site unless accompanied by the Member or a member of their family;
  17. Return at the end of the Membership all gates and other keys provided by Parc Helyg & Grwp Resilience. All such keys remain the property of Parc Helyg & Grwp Resilience. Where replacement keys have been supplied to the Member, these must be returned at the end of the Membership or on demand;
  18. Report to Parc Helyg & Grwp Resilience any matters of mains water leakage, any damage to fences, property or produce, through trespass or vandalism or from any other cause.

Breaches – in the case of any member charged with a breach of these rules, the matter should be referred in writing to Parc Helyg CBC & Grwp Resilience, or such person or persons designated by them as they see fit, who shall at the earliest convenience deal with the matter. Parc Helyg CBC & Grwp Resilience shall have the power to take such steps as they consider necessary.

  • Disputes – cases of dispute between two or more Members shall be referred to Parc Helyg CBC & Grwp Resilience, or such person or persons designated by them as they see fit. CBC & Grwp Resilience shall have the power to take such steps as they consider necessary.
  • The Parc Helyg CBC & Grwp Resilience or Landlord reserves the right to exclude from the site without notice, pending consideration of the matter Parc Helyg CBC & Grwp Resilience any Member or other person who is accused of gross misconduct such as (a) causing serious damage to any Clwt or to the crops thereon or to any communal area or (b) while on the site, damaging or stealing the property of any other person or of the Parc Helyg CBC & Grwp Resilience or (c) assaulting or threatening any person on the site.

Any letter or notice required to be served under this agreement may be served by hand, by prepaid post, or by suitable electronic means:

  • on the Member either personally or by leaving it at his last known place of abode or by prepaid letter addressed to him/her there or, failing that, by fixing the same in some conspicuous manner on the Clwt;
  • On Parc Helyg CBC & Grwp Resilience by addressing it to the coordinator for the time being of Parc Helyg CBC & Grwp Resilience’s published address for correspondence.
  • Notices directed to all Members may be served by posting them prominently on the Parc Helyg CBC & Grwp Resilience’s outdoor site notice board or similar display space or by including them in any newsletter or journal distributed by Parc Helyg CBC & Grwp Resilience to all its members.

Member contact details, Clwt history and other information relevant to their Membership of Parc Helyg CBC & Grwp Resilience, may be stored on a secure drive on a computer or otherwise. This information will be used only for the management and administration of Parc Helyg CBC Community gardens and will not be disclosed to third parties unless the Parc Helyg CBC & Grwp Resilience is required to do so by law or in compliance with legal obligations. The Member may inspect the information held by the Parc Helyg CBC & Grwp Resilience about him/her on request. For more information, please contact the information commissioner’s office: https://ico.org.uk/

The rules set forth in this Membership agreement are subject to change at any time with due notice given.

Site Name: Parc Helyg Community Gardens, Withybush showground, Haverfordwest, SA62 4BW