AC DRAFT 10 September 2026 Minutes
The Minutes of the Allotments Committee meeting held at 8.00pm on Thursday 10th September 2026 at The Institute.
Present: Councillors Bowell, Rose and Shinkins-Hoppe.
The Chair of the Allotments Association.
The minutes were taken by the Parish Clerk
11.27 To receive apologies for absence.
Apologies had been received and were accepted from Councillors Fowler, Halls and Hosking.
12.27 To receive declarations of interest, if any.
None declared.
13.27 To adopt the minutes of the meeting held Tuesday 9th June 2026
Agreed and signed.
14.27 To receive and discuss the reports from the Allotments Association and make any recommendations to Council.
June to August has been a busy growing period, however, with the wet and cold beginning to the year which then turned into a heatwave and drought during spring and summer made growing produce very difficult.
1) August 9th was our allotment show. It was attended by many plot holders, their families and children and Parish Councillors which was most appreciated.
The show judge commented on the high standard of produce exhibited despite the weather conditions mentioned earlier. The children also produced some very imaginative displays.
Over 24 plot holders took part with over 80 exhibits on a very hot summer day.
Show results are available on request.
2) To support the show the committee members purchased a gazebo and 6 trestle tables to replace those usually borrowed from Ian Allen who sadly died this year.
3) The shop remained open every Sunday morning selling key items and we continue to supply Alpaca manure and seeds to plot holders. We also arrange for the delivery of woodchip for pathways on plots.
4) The committee are planning 2 events for Autumn this year
i) A lend a hand morning 11th October, where all plot holders will be asked to help. Paint the club hut, tidying the site, and repairing pot holes where possible on the roadways.
ii) A soup and rolls morning 1st November provided by the committee as an end of year social gathering.
5) Efforts to improve the car park have been undertaken by a plot holder to fill some of the worst pot holes although the use of broken bricks has been met with degrees of concern about damage to car tyres. This approach has now been stopped.
The key items the Committee want assistance from the Parish Council are
1) The urgent need for the car park pot holes to be professionally repaired. Concerns of damaged car suspensions and tyre damage are often mentioned by plot holders. We know the Parish Council are still looking into the issue. An update and progress is required.
DSJPC response – work continues to agree the most appropriate solution and to source a contractor to complete the work.
2) A request for a skip in November. Although last year’s skip was only half full this could be put down to the terrible weather that week. We also have a high number of new tenants who will want a skip to dispose of unwanted items left by the previous tenant.
DSJPC response – The Assistant Clerk will organise the annual skip in the Autumn.
3) During the winter especially when it is wet we have a major flooding problem in the top corner of the site. This is largely due to the roadway repairs undertaken a few years ago which blocked the drain gulley. A small mechanical digger will be required to remove compacted soil to open up the gulley again.
DSJPC response – A quote should be available soon from a contractor, known to an Allotment Association member, who is able to complete this work.
4) An explanation as to why plot rental for 2027/8 has increased by 32% with some actual /estimates of increases by value identified.
DSJPC response – a statement providing an explanation for the increase, will be shared with all the tenants.
The Chair of the Allotments Association left the meeting.
15.27 To receive reports from the Clerk.
- A theft of bamboo canes was reported from a tenant – the assistant clerk sent an email to all tenants on 16.06.26.
- A nationwide Allotments Audit provided by the National Allotments Society was completed.
- Request by AA to move the spoil in the north-west corner of the site which was left by the contractors when they laid down the southern roadway. The AA state that the heap of spoil blocks the drainage of water into the dyke just beyond the western hedge resulting in the flooding of that corner in the rainy season. The asst clerk arranged a meeting to have a look. We are awaiting information from the AA representative on a contractor who is offering a quote.
- The Allotments Show on 9th August 2026 was attended by Cllrs Bowell and Neville. Cllr Bowell kindly presented the Parish Council Awards. The winner of the Best Plot Award by the Parish Council went to plot 46A and they received a trowel set and a £10 gift voucher.
Second place went to plot 46B, third place went to plot 33B and best newcomer went to plot 07A. All winners received a £5 gift voucher.
-The new Tenancy Renewals were sent out between 18-20 August this year.
Inspections have taken place on 06.05.26, 01.06.26, 01.07.26, 06.08.26 and letters have been sent out accordingly.
-Councillors agreed in June 26, that the plot rent should be increased from Oct 2028 full plot £80 and half plot £52. Due to an admin error, the increase for a half plot was raised to £50, not £52 as agreed.
-The assistant clerk will organise the annual skip in the autumn, in consultation with the Allotments Association committee.
16.27 To receive a report on progress with reallocating Allotment plots, together with an update on current tenants.
As at 26th August 2026, we have 118 plots currently available for tenants:-
(Not including club house and Plot 32B).
6 plots are full sized.
112 plots are half sized.
13 tenants have two half sized plots each.
2 tenants share 3 half plots.
18 plots have been relinquished/reclaimed since last year’s renewals.
24 plots taken by Market Deeping tenants.
94 plots taken by Deeping St James tenants.
The waiting list status is currently at 31: -
2 people waiting from Deeping St James.
5 people have a plot and are asking for another.
24 people waiting from Market Deeping and surrounding areas.
17.27 To receive a report of the budget position to date and expected outturn for the financial year 2026/27.
Expenditure 2026/27
| Item | Budget | Actual | Variance | Still to pay |
| Grounds Maintenance (Skip, hedge, repairs to tanks, water bill etc). | 3,500.00 | 580.23 | 2,919.77 | 3 x water bills, hedge cut, 1 x skip, hall meadow charity rent and parochial church rent. |
| Allotment Improvements | 1,000.00 | 1,000.00 | ||
| AA Membership Fees | 550.00 | 30.00 | 520.00 | |
| Bird Boxes | 100.00 | 100.00 | ||
| Balance | 5,150.00 | 610.23 | 4,539.77 |
It was noted that there was also £1000 for allotment improvements and £100 for bird boxes in the reserve fund.
The Clerk was asked to contact the local contractor and get some bird boxes to the value of £200 as soon as possible.
Income 2026/27
| Item | Budget | Actual | Variance | Still to receive |
| Allotment Fees | 4,500.00 | 286.15 | -4,213.85 | 26/27 Renewals |
| AA Membership Fees | 550.00 | 36.00 | -514.00 | 26/27 Renewals |
18.27 To consider budget estimates for 2027/28 and make recommendations to the Finance, Policy and Personnel Committee.
Expenditure 2027/28
| Item | Budget |
| Grounds Maintenance (Skip, hedge, repairs to tanks, water bill etc). | 4,000.00 |
| Allotment Improvements | 3,000.00 |
| AA Membership Fees | 728.00 |
| Bird Boxes | 0.00 |
| Balance | 7,728.00 |
It was agreed to increase the grounds maintenance budget to allow for inflation and to increase the allotment improvements budget with a view to being able to complete works on the car park and roadways in April 2027.
Income 2027/28
| Item | Budget |
| Allotment Fees | 6,080.00 |
| AA Membership Fees | 728.00 |
| Total | £6,808.00 |
19.27 To consider the chicken policy provided by Cllr Bowell.
The committee considered the draft policy provided by Councillor Bowell and acknowledged all the work he had completed compiling it.
Discussions took place around the 50% cultivation rule within the tenancy agreement and who would be responsible for ensuring all the animal welfare requirements of keeping chickens were being met. Councillor Bowell advised that Chickens require secure, suitable housing, space to exercise, protection from weather and predators, clean food and water, and regular health checks.
It was RESOLVED that the welfare of the Chickens had to remain the priority and as tenants attending their plots, and therefore, any Chickens regularly (i.e., at least daily) could not be guaranteed, Deeping St James Parish Council will not allow the keeping of them at the Hall Meadow Allotments.
20.27 To receive an update on the potholes and roadways quotations.
The Committee acknowledged the work that Councillor Fowler had completed with regard to this project and noted the difficulties finding a contractor able to complete the task.
The Clerk pointed out that assuming the draft budget was agreed a figure of £5000 would be available in April 2027 to complete the works.
Councillor Shinkins-Hoppe advised that she would provide the Assistant Clerk with the contact details of a further contractor that could be approached.
21.27 To reconsider the prizes for Best Plot Awards.
National Garden Centre vouchers were favoured by all present, diminishing in value for 1st, 2nd, 3rd place and best newcomer - £20, £15, £10 and £5.
22.27 To consider a points system or criteria to the Best Plot Award process in the Allotments Show.
The members present did not agree a criteria.
23.27 To agree date of next meeting.
Tuesday 12 January 2027.