Agenda and minutes

The Chair welcomed Members to the first meeting of the Allotments Scrutiny Task Group. The aim of the first meeting was to receive an overview of Chorley’s allotment provision and to determine the scope and focus of the scrutiny review.

An apology for absence was received from Councillor Anthony Gee.

Members are reminded of their responsibility to declare any personal interest in respect of matters contained in this agenda. If the interest arises only as result of your membership of another public body or one to which you have been appointed by the Council then you only need to declare it if you intend to speak.

If the personal interest is a prejudicial interest, you must withdraw from the meeting. Normally you should leave the room before the business starts to be discussed. You do, however, have the same right to speak as a member of the public and may remain in the room to enable you to exercise that right and then leave immediately. In either case you must not seek to improperly influence a decision on the matter.

No declarations of interest were receieved.

The two requests for a review of Allotments by members of the public are attached.

Members attention is drawn to the reasons given for the review.

The Group received for information, the two requests that had come from Members of the Public for a review of Allotments in Chorley.

RESOLVED – That the requests be noted.

A copy of the Allotments and Community Growing Report that went to the last meeting of the Equality Forum is attached.

The Members considered a report on Allotments and Community Growing that had been submitted to the Equality Forum in April 2010. The report contained information about current provision, suitable sites for increased allocation, baseline data and the results of a recent survey that was sent out to all existing allotment holders and those people on the waiting list.

Martin Walls, Head of Streetscene also provided the Group with an overview of Allotments in Chorley and updated Members on the £40,000 budget that had been allocated for the 2010/11 financial year.

RESOLVED – That the information be noted.

The Task Group will be requested to identify the principal objectives and desired outcomes of the inquiry.

The Task Group considered points to be included within the Scoping document:

The following objectives were discussed:

To investigate, consider and evaluate:

1. Assess current provision and demand for allotments within Chorley – Increase the current provision of allotments through the standardisation of existing and future plots and fairness of allocation.
2. Examine the content of the tenancy agreements and rules governing occupation
3. Assess the current monitoring and inspection procedures of allotment sites – Improved management controls to be out into place, better enforcement procedures to be implemented.
4. Review the current charging mechanism against the cost of administration – Ensure the charges for allotments are fair and reflective of other authorities and where possible cover the management costs.
5. Encourage community growing/partnership working across the borough – Introduction of training and educating of residents on the waiting list to grow on alternative sites/shared facilities or at home.

Other points included, improved communications/publicity of Allotments and Community Growing across the Borough, site access, hard to reach groups and provision for children and young people.

RESOLVED – That the information be compiled into a draft scoping document in consultation with the Chair for consideration at the next meeting of the Group.

The Task Group may wish to consider shaping the inquiry around the following themes and objectives:

            Waiting List provision

·        Length of Waiting List

·        Total allotments available

·        Allocation criteria

·        Size of existing plots

·        Price

Accessibility

·        Disabled access

·        Raised beds

·        Hard to reach groups

Tenancy Agreements

·        Covenants

·        Standards

·        Rules and regulations

Community Growing

·        Capacity

·        Partnership working

·        Private allotment sites

·        Publicity/Communications

Members will be invited to comment on, add or revise, if necessary, these suggested elements of the inquiry.

Members requested the following information and witnesses for a future meeting of the Group:

• Members of the public who requested a review of allotments
• Work being done on behalf of the Council to promote a healthy lifestyle in connection with community growing
• Could current allotment land meet demand if plots were standardised and equally allocated?
• Work being done in schools/partnership working
• Comparative information from another authority
• Equality and diversity issues

RESOLVED – That the requested information/witnesses be included in the scoping document.

The Task Group will be requested to debate its views and aspirations for the long term future of Allotments in Chorley.

It was decided to hold a site visit prior to the review so that the Group could look at the current provision that was available by the Council and private landlords in the Borough and comparative neighbouring authorities.

Arrangements were to be made for this activity to take place on 16 July 2010 and the Group would visit:

• Crosse Hall Allotment Site, Crosse Hall Lane, Chorley (Chorley Council site)
• Brown House Lane, Wheelton (Privately owned site)
• Plank Lane Allotment Site, Plank Lane, Leigh (Wigan Metropolitian Borough Council site)

RESOLVED – That Members make a note of the date in their diaries.

The Task Group will be asked to agree a calendar of future meeting dates.

The next meeting of the Group will take place on Wednesday 11 August 2010 at 6.00pm in Committee Room 2, Town Hall.

RESOLVED – That the date of the next meeting be noted.