AC June 2024 DRAFT Minutes
Minutes of the Allotments Committee on Tuesday 11 June 2024 at 8:00pm held at the Institute.
Present: Councillors Fowler, Halls, Rose and Shinkins-Hoppe.
The Chair of the Allotments Association attended.
Assistant Clerk Louise Brown taking the Minutes.
Open Forum
The Chair of the Allotments Association was invited to speak and he advised that he had handed his report in, which is noted in agenda item 06.25. He went on to add that the AGM went well and was attended by approximately 18 tenants alongside Cllr Halls and the Assistant Clerk.
The Chair of the Allotments Association requested being allowed to know what was happening with plots that look abandoned or in disrepair. Councillors advised that this was on the agenda for later in the meeting at 08.25 and 09.25.
01.25 To elect a new chair.
Cllr Halls was nominated by Cllr Shinkins-Hoppe and this was seconded by Cllr Rose.
02.25 To receive apologies for absence.
Apologies were received from Cllr Bowell.
03.25 To receive declarations of interest, if any.
No declarations were received.
04.25 To adopt the minutes of the meeting held Tuesday 16th January 2024.
The Minutes were agreed as a true representative and signed.
05.25 To receive reports from the Clerk.
Strong winds in late January affected the allotments – a couple of greenhouses were blown down/affected.
The Assistant Clerk attended NAS Allotment Management: Tenancy Agreements and Policies Training on 4 March 2024. Training files previously sent to Councillors.
The Allotments Association sent newsletters no. 2 dated 24 march 2024 and no. 3 dated 3 May 24 which were forwarded on to Councillors.
Allotments Association had an Annual General Meeting on Tues 26 March 2024 attended by Cllr Halls and the Assistant Clerk.
Due to banking problems, Deeping St James Parish Council will be changing accounts from our Barclays Bank account to our Unity Trust account for receiving renewals payments.
The allotments inspection took place on 1st May 24 where 20% of the allotment’s tenants received letters. A second inspection is booked for early June 24.
The Parish Council received an alert regarding giant hogweed being found on a plot. All tenants were alerted to the need to view the gov.uk links, and to take steps to eradicate this harmful plant safely, should they come across this on their plots.
06.25 To receive and discuss the reports from the Allotments Association and make any recommendations to Council.
The Chair of the Allotments Association highlighted the points below in the Open Forum.
1) We organised the purchase and delivery and sale of 1000 kilograms of chicken manure pellets for our plot holders.
Because we have a friendly relationship with other allotment sites we were able to sell excess capacity to Langtoft and Baston committees.
2) We held a very successful coffee and cakes event on site in March. We had also arranged to have a plant salesman there at the same time. Many plot holders and their families attended and it proved to be a good get to know you time. A special nature quiz was also arranged for the small children.
3) With the warmer weather we were able to turn on the water supply to the water tanks.
4) We have also opened our allotment shop and stocked it with more products and will now open it to all plot holders throughout the growing season.
5) We entered our secretary in this Make a difference event.
07.25 To agree the final amendments of the Tenancy Agreement for the year 24/25.
Section old 8.2/new 7.2
8.2 A record will be held of all breaches of conditions for two years. Should a further breach occur of any nature within the two-year period, the Parish Council will move to a 2nd warning letter, asking for an immediate resolution, which if not forthcoming, will result in a Notice to Quit being served.
Suggestion
7.2 A record will be held of all breaches of conditions for two years. Breaches will be managed via the procedure listed below:
1st breach = First warning letter, if not advised of any acceptable reason by the tenant or actioned in the required time scale, a Notice to Quit letter will be raised.
2nd breach within the two-year period = A request for an immediate resolution letter with deadline will be issued, if not followed a Notice to Quit will be issued.
3rd breach within the two-year period = a Notice to Quit will be served.
Councillors reviewed the breaches section of the Tenancy Agreement listed above. After discussion, the suggestion listed was approved as the replacement clause for old section 8.2/new section 7.2. of the Tenancy Agreement.
Councillors confirmed the need to continue to follow the protocols of sending out the letters as stated in the Tenancy Agreement. It was suggested that the taking of photographic evidence of plots needing a first warning letter, would be beneficial as proof that no change has been made when performing the next inspection.
08.25 To consider the position of the council with regards to non-tenants permanently working the allotment plots.
Councillors agreed that it is not acceptable for non-tenants permanently working plots instead of the named plot holder on the Tenancy Agreement. It is acceptable for non-tenants to work alongside or temporarily on the plot, but not as a sublet. The named tenant on the Tenancy Agreement is who the plot and contract is leased to. Should the council become aware of this activity taking place, the Tenancy shall be cancelled.
09.25 To consider the invoicing of tenants of abandoned plots.
The Parish Council are legally obliged to provide allotments when 10 or more residents request allotments. Due to this, it is understood that the Parish will need to subsidise the allotments. The Parish Council therefore has created a maintenance budget for the allotments, which will now also need to be used to aid the return of abandoned plots to a reasonable state. Councillors requested that the budget is checked and when hiring a contractor, to make sure that they have public liability insurance.
To be RECOMMENDED to Full Council for resolution.
10.25 To consider the Licence and tenancy for plot 32B.
Councillors discussed that this space cannot be used as a plot and that the rental of the space should be listed on the License based on the cost of a half plot rent.
11.25 To consider the policy framework for succession of surviving family of deceased tenants.
Councillors agreed that this should be decided on a case-by-case basis, however, there will be the opportunity for one succession from the original plot holder allowed, provided it meets with the criteria of having worked the plot for the minimum of two years and also that the successor resides within either Deeping St James or Market Deeping. No further successions will be granted.
12.25 To consider awards for the allotments show.
The trophies that are currently provided for the winners of the allotments show are now obsolete. Cllr Halls offered a suggestion of a replacement of a glass award and medals. Councillors discussed the chances of chipping and considered perhaps providing something new. All councillors agreed that purchasing a good make in trowel or fork would be a good idea and getting the item engraved to offer as a prize. This would then mean that the winner of best plot would win an engraved piece of equipment. The second-place plot holder would win a £10 gift voucher and the third-place holder would win a £5 gift voucher.
13.25 To agree date of next meeting.
Tuesday 10th September 2024.
Meeting concluded at 9.53pm.