2026 Minutes (Allotments Committee)

Minutes of the Allotments Committee on Tuesday 9 June 2026 at 8:00pm held at the Institute.

Present: Councillors Bowell, Fowler, Rose, Shinkins-Hoppe and Neville.

Assistant Clerk Louise Brown took the Minutes.

01.27 To elect a new Chair.

It was proposed, seconded and RESOLVED that Councillor Bowell should be Chairperson.  It was considered that as Cllr Halls wasn’t present, they may have wanted to continue as Chair, so both Cllr Bowell and Halls could share the role or re-elect at the September meeting as required.

02.27 To receive apologies for absence.

Apologies were received from Cllr Halls.

03.27 To receive declarations of interest, if any.

No declarations of interest were received.

04.27 To adopt the minutes of the meeting held on Tuesday 3rd February 2026. 

2026 Minutes (Allotments Committee) – Deeping St James Parish Council

The Minutes were agreed to be a true representative and signed.

05.27 To receive and discuss the reports from the Allotments Association and make any recommendations to Council.

Since the last meeting we have undertaken a number of tasks.

1) The first was a very successful AGM with a good turnout of plot holders on 24th March . Wine/juices and nibbles were provided .  A draw was held for all attendees  and the prize awarded by the Allotment Committee was the cost paid for half a plot ,The committee was  re -elected in full . The presence of Parish Councillors was appreciated

2) A very successful coffee and cakes event was held in April  for plot holders and family members .As always it was treated as a social gathering and a get to know you time . An estimated  60 people attended. Also in attendance was a plant retailer from Spalding who sold plants to those on site . All who attended were asked if they would make a small donation to help pay for the many cakes and sausage rolls provided to the committee.

3) The Club shop was stocked ready for opening on 29th March . The shop will remain open on every Sunday between 10.30 and 12.00 and  run by a committee member

4) Plans are now being made for our Allotment show in August . This year we will promote that it will be a picnic event also .In the past we have manned a BBQ but the demand has not been sufficient to tie up 2 committee members. In view of the unpredictable weather, we decided to purchase a large gazebo to protect attendees from or sun, and following the sad news that Ian Allen had died we decided that rather than request the loan of trestle tables from his wife as in previous years we would purchase our own. Funds from our accounts were used especially as we were able to replace our storage shed with a kind donation from Portakabin earlier in the year.

5) The committee went out for a social event in March at Maharanis to celebrate our year and as a later Christmas get together

6) Members of the committee volunteered to help clear overgrown weeds in the William Hildyard  school  forest garden to enable pupils at the school to use the facility without coming to any harm

Our biggest concern is he state of the carpark and roadways on site . We are encouraging plot holders to adopt a pot hole near their plot and to repair it 

However, the major concern is the state of the roadway at the main entrance which has significant pot hole damage and is a concern to all who use it in case car suspensions are damaged. If we continue to promote the adopt a pot hole for the site we request that the Parish Council take action to improve the entrance.

Allotment Committee Chairman

The Councillors noted this report and advised would return to the concerns in agenda item 08.27.

06.27 To receive reports from the Clerk.

A communication was received regarding bonfires being lit at the wrong time of day and the wrong materials being burnt.  An email was sent out to all tenants with a reminder of the Tenancy Agreement clause 5.8.

A report of unpleasant verbal behaviour was received by a new tenant.  An email was sent to all tenants advising them of the Tenancy Agreement clause 5.3.

A report has been received regarding loud music being played at the allotments.  The council cannot action this until a source of the problem is reported.

The maintenance team have fixed leaking water tanks 1, 2, 7 and 9.

Allotments Association AGM advised:

A wish to raise their membership fee to £7 from September 2026.

Winner of half plot rent for 20B.

First and second inspections have taken place on 6th May 206 and the 1st June 2026.  Letters were sent out to necessary plots. 

Cllr Halls is to meet with the maintenance team with regards to the allotment car park.

A duck has been found nesting on one of the plots at the allotments.  The assistant clerk is investigating if anything can be done, or if it needs to be left until the ducks have left.

A green waste container has been placed in the allotment’s car park for DSJPC use only, after the original waste company used withdrew their provision and we were unable to fulfil this provision in any other acceptable manner.

An email has been sent out to all tenants regarding this after dog waste and rubbish was found in the container.

The SLCC have advised that there is a Nationwide National Allotment Society First Nationwide Audit of UK Plots in 30 years.  Cllr Bowell took this to investigate and complete with the Assistant Clerk as needed.

07.27 To review the decision to allow chickens on the allotments and if needed, to organise a working party to accommodate the consideration of facilities and knowledge base to support this.

Discussion was held with regards to legislation for keeping chickens on plots.  There are a number of considerations as well as legal requirements to be met.  The Parish Council cannot refuse a tenant to keep chickens on their plot, but need to make a comprehensive and stringent policy for tenants to adhere to.

Cllr Bowell has investigated requirements and the information that he has drawn together is to be sent to all Allotments Committee Councillors to review, along with the Allotments Act 1950.  

08.27 To receive an update on the potholes and roadways quotations.

Quotation letters for allotment roadways sent out to 5 companies on 14/05/2026.  To date, only one company has responded.  Cllrs suggested other solutions, with the Assistant Clerk contacting one company and Cllr Fowler contacting another and reporting back to the office.

With reference to the Allotments Association concern over the roadways and potholes in agenda item 05.27, it was agreed after a lengthy debate, that the Parish Council should not get involved with “Adopting-a-pothole.”

09.27 To consider raising the rent for plots based upon a basic budget appraisal.

Cllrs have investigated other allotments in the area that charge more rent per year and water is not included in the bill.  Therefore, after consideration, with the lack of increase for two years and the raise in water costs, tree work, roadway maintenance needs and plot intervention from the maintenance team, it was deemed necessary to increase the fees from October 2027 to:

Half plot £52

Full plot £80

10.27 To agree date of next meeting.

Tuesday 1st September 2026

The meeting closed at 8:55pm.