Draft guidance for managing Gypsy and Traveller sites - Chapter 6: site arrivals

Local authorities should not ask for any deposit to secure a residential pitch. The occupant will be required to pay the fees due for their pitch. Payment of pitch rental weekly in advance is recommended, in which case, it would be reasonable for the local authority to ask for 1 week’s payment (or a proportion thereof) on arrival at the site. The site manager should discuss payment options with the applicant. This may include issues around direct debits, standing orders or Universal Credit.

The pitch agreement should make it clear when the pitch fee is due, the pitch fee amount and each of the services that are included in the total.

All new residents should be provided with a map of the site highlighting key areas such as site office, fire hydrants, fire assembly points, recycling facilities, communal bins/skips, gas storage facilities and any communal facilities. The map should also indicate where their pitch lies in the context of the rest of the site and clearly show pitch boundaries. This information should be simple and clear in order to overcome any literacy barriers and where possible use symbols to demarcate pitches, hook up points, fire points etc.

New residents should also be shown their pitch and utilities, including water and electricity hook up points, in person as soon as possible after their arrival.

All utilities should be accessible from the day the applicant moves onto the pitch. For example, it is not acceptable for the water supply to the pitch to be turned off after the resident has taken up occupancy. In addition, any special arrangements or adaptations which have been agreed between the local authority and the occupant should be in place ready for when they take up residence on the pitch.

The site manager is responsible for showing the residents the pitch along with the hook up points, drainage and the amenity block and, for example how to use the shower or heating and (in the case of residential sites) how to plumb in the washing machine. This should be done on arrival at the pitch.

The site manager should also explain the arrangements for the utilities, in particular payment arrangements. Residents should be made aware of places that payment cards (if used) can be bought.

Residents should be informed of the fire regulations on site and the fire breaks between the pitches. Specific information on fire breaks can be found in the Designing Gypsy and Traveller sites guidance. Residents should be notified that under no circumstances should the fire break be breached.

Failure to abide, may result in the local authority making a court application to terminate the pitch agreement and take possession of the pitch in the case of a residential site.

In the case of a transit site, the local authority may serve immediate notice requiring the occupant to leave.

Residents should be made aware of services on site for example refuse collection and postal arrangements, and of cleaning and maintenance arrangements. should understand what they are responsible for cleaning and maintaining and what the site managers will clean maintain.

Emergency procedures should be fully explained to the residents. This should include details on the fire assembly point, fire hydrants, emergency contact details and the location of the emergency telephone.

Residents should also be provided with contact details for out of hours services, which relate to an emergency issue.

This means that new residents will be given a great deal of information. This information should all be presented in a clear and jargon free booklet for the residents to refer to at a later time. Information should also be provided in different formats to ensure accessibility.

Site managers should have an induction plan in place to ensure that all aspects are covered. A check list can be useful to ensure nothing is missed. A clear induction plan will also ensure that in the case of the site manager being unavailable (due to sickness etc.) new arrivals can still be welcomed on site and informed appropriately. See an example induction checklist.

• Map of site and key facilities pitch agreement:
  • Explained signed
  • Queries discussed
• Payment in advance details
• Future payments explained (rent payments dates provided) pitch allocated
• Confirm family numbers (in case of fire etc)
• Caravan secured
• Utilities explained
• Utilities available issues to follow up
• Welfare arrangements discussed
• Disability/adaptations education
• Health
• Utilities: payment arrangements
• Other services on site (post, refuse, recycling)
• Cleaning and maintenance: roles and responsibilities
• Explained fire regulations
• Fire/emergency equipment
• Emergency contact details/non emergency details
• Additional contact details provided:
  • GP
  • NHS Direct A and E
  • Dentist
• Resident induction pack issued
• Rent book provided