Agenda and minutes

Apologies for absence were received from Councillors Julia Berry (Chair) and Alison Hansford.

It was proposed by Councillor Anthony Gee, seconded by Councillor June Molyneaux and was subsequently RESOLVED for Councillor Harold Heaton to take the Chair for this meeting of the Overview and Scrutiny Task Group – Allotments.

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 were declared.

To confirm as a correct record the minutes of the Overview and Scrutiny Task Group – Allotments meeting held on 24 June 2010 (enclosed)

RESOLVED - The minutes of the meeting of the Allotments Task Group held on 24 June 2010 were held as a correct record for signing by the Chair.

To agree the attached draft scoping document, compiled following the last meeting of the Task Group

The Task Group considered a suggested scoping document for the Allotments Scrutiny Task Group, drawn up from proposals put forward at the first meeting.

It was proposed to include an additional objective to the review to encourage future self management of the allotments, as follows:

Objective 6

To consider the potential for  forming Committees and User Groups within individual allotment sites to give tenants greater control and allow them to  cover some of the functions currently carried out by Officers.

AGREED – 1.           That the scoping document for the review be approved for submission to the next Overview and Scrutiny Committee.

2.         That the proposed witnesses be invited to the next meeting of the Group.

To discuss the outcomes of the Allotments Site Visit held on 16 July 2010.

On 16 July 2010, the Group visited  a number of different allotment sites and made several observations. A brief overview of the Members findings was ciculated at the meeting and after discussion the following conclusions were made:

• Allotment sites looked more asthetically pleasing when a perimeter fencing was provided around the whole of the allotment site, rather than individual plots.
• A maximum size of shed needed to be stipulated along with an accepted type of material.
• The consideration of a communal storage facility on new sites.
• All plots on the sites to be the same standard size.
• Higher standards to be enforced, with more robust management procedures to support this.
• A condition to be implemented about when the Allotment is vacated so as to avoid fly tipping costs.
• The new rules would be implemented immeadiately for the new sites with the established sites being brought into line as tenancies changed hands.

The Group will consider the following documentation (to be circulated at the meeting)

• Copy of tenancy arrangements
• Overview of inspection procedures
• Charging details

The Group considered various documentation that was presently used in the administration of the allotments and looked at the the charging details.

Members felt that there was a need to develop a criteria for the monitoring and management of the waiting lists. Presently the onus was on the Council to write each year to the people on the waiting list, this was considered to be a costly and often fruitless exercise.

There was general agreement for a tougher inspection and enforcement procedure to be brought into place, and that standards on the sites needed to be improved.

Consideration was given to a pricing review of the allotment rentals. Presently a half price discount is given to senior citizens, given the overall price for the year, the Group felt that this amount was too generous. All tenants also received a water but when they took on the tenancy in the first year. The price of this water was in no way covered by the rental charge and actually meant that at present the Council were in receipt of a negative equity for a senior citizen rental in the first year.

AGREED

1. That a new Tenancy Agreement be drafted by officers  and brought back to the Group for consideration.
2. That consideration be given to the implementation of a set procedure/arrangements to improve the management of the waiting lists.
3. That consideration be given to a pricing review of allotment rentals.
4. Look at ways of promoting community management.