AC 2025 Agendas

Appendix 2 – 14.26 To receive reports from the Clerk.

An email was sent to all tenants to advise that a bulk bag was removed from plot 17A, and to ask tenants to be wary and advise the Parish Council of any suspicious behaviours witnessed.

The 19th Allotments Show held on 10 August 2025
The Allotments Show was attended by Cllrs Halls, Bowell, Fowler and Leader and also the Asst Clerk.  Cllr Halls kindly presented the Parish Council Awards.  
Plot 3A was the Winner of the Parish Council Allotments Show, Best Plot Award and they received an engraved trowel set.
Second place went to plot 17B and they received a £10 gift voucher.
Third place went to plot 51and they received a £5 gift voucher.
Best Newcomer went to plot 33B.  

Renewal Tenancy Agreements
Renewals started to be sent out on Thursday 28 August 25 this year.  This year is different as paper copies are no longer being sent, unless there has been no email address provided.  

Inspections
A number of inspections have taken place since the 1st May 2025 and Deeping St James Parish Council are following the Tenancy Agreement procedure for breaches for tenants with plots that are not adhering to terms.

A report was received of an ash tree having dropped a branch and that there was concerns for further branches falling near plot 62.  A local tree contractor has been hired to investigate and advise; action will be taken as necessary.

Appendix 3 - 15.26 To receive and discuss the reports from the Allotments Association and make any recommendations to Council.

Please find below the Allotment report from the Deeping St James Allotment Association for 9th September.

Since our last report for the 11th June meeting a number of activities have been undertaken by the DSJ Allotment Committee.

1) Following the request by the Parish Council to remove car tyres from plots, new planters have been installed outside our club hut on plot 32 and planted with an array of attractive flowers .

2) As notified at the previous meeting our storage shed on the car park is in a dilapidated state and is in danger of collapsing.

The committee have tried to get funding to replace it First through the Kesteven Prosperity Fund. but were told all funds had been committed and no new applications were being accepted.  Then we applied to the United Charities Fund.  They agreed to fund 50% of the sum we needed.  Unfortunately, the quote we received for a replacement shed was £1965 which means the Association would have to find £980.  As this is a considerable sum bearing in mind we make very little from our shop sales and have funded many of the events this year (such as our cakes and coffee morning to promote plot holder get to know you event) we are still trying to establish how we can fund our share.

3) In August we held our annual Allotment Show which was very successful. With good support from plot holders and particularly the Parish Council which was most appreciated.  Prizes were awarded for a number of categories, best plot, best in show, most point etc. as well as medals and gifts for the children’s section. A special award the People’s Choice voted by plot holders was presented in memory of David Flatters a popular plot holder who passed away earlier in the year. 

4) We have to say that plot holders have done a remarkable job this year following a cold wet start in early spring to the drought in late spring and summer To maintain a plot has proved to be very testing

5) We still open our shop every Sunday morning until the end of September. 

6) We are currently in the process of placing an order for 50 x 20kg sacks of pelleted chicken manure which we will sell to our plot holders as well as our friends and colleagues at Langtoft and Thurlby allotments..

Items we want to raise at this meeting are

1) Owing to the problems we are having replacing our storage shed (item 2 above) We are looking into the possibility of replacing the wooded structure with a metal container similar to that used by the Parish Council workmen. On the understanding that the wooden shed will be removed and replaced by a container of similar size we would like confirmation we could go ahead for quotes. I am aware we have been given permission to replace the shed but we just want clarification a storage container would be approved

2) The problem we are having with rats . Already several crops have been destroyed and although we are issuing rat traps and encouraging plot holders to apply good plot habits, turning compost piles and avoiding leaving opportunities for rats to nest we are concerned that as we move to winter the problem will intensify which is devastating when a crop has been tended for many weeks. If any more help can be given by the Parish Council it would be appreciated

3) We again are requesting cutting our perimeter hedges 

4) We are requesting that the hedges adjacent to the entrance to the site are cut back as visibility when trying to leave the site is very restricted and is a danger when you observe the speed at which cars are driven on the road. The Council have cut the verges but not the hedges.

5) Again we are requesting a skip for November/December. But instructions must be given that this is not an opportunity to clear a plot just to tidy it and to deposit unwanted items for all plot holders.

6) Could the Parish Council arrange to have the weeds in the central reservation on the roadways sprayed with weed killer to help protect and avoid damage the surface.

App 4 – 16.26 To receive a report on progress with reallocating Allotment plots, together with an update on current tenants.

As at 29th August 2025, we have 117 plots currently available for tenants:-
(Not including club house and Plot 32B).
7 plots are full sized.
110 plots are half sized.
6 tenants have two half sized plots each.
2 tenants share 3 half plots.
1 tenant rents 3 half plots at present.
22 plots have been relinquished/reclaimed since last year’s renewals. 
23 plots taken by Market Deeping tenants.
91 plots taken by Deeping St James tenants.
1plot is taken by a Deeping Gate resident.
2 plots are being allocated.

The waiting list status is currently at 36: -
1 people waiting from Deeping St James. 
8 people have a plot and are asking for another.
27 people waiting from Market Deeping and surrounding areas.

Appendix 5 - 17.26 To consider how to manage end of tenancy situations such as; when tenants leave items that are hard to dispose of.

Document produced by Cllr Bowell:

To discuss rubbish left by tenants after giving up/being evicted from their plots. 

We have to acknowledge that this has become more of a problem in the last few years, and it has to be dealt with both efficiently and effectively. The most recent incident is the paint is the 5 litre drums of outdoor paint left on a plot. 

So, what action can be taken?

1. Pursue the debt through the Small Claims Court.

Tenancy agreement clause 7.3 states: Should a tenancy be terminated either by the Tenant or by the Parish Council following the service of a Notice to Quit, the Parish Council holds the right to invoice the Tenant any reasonable costs incurred by the Council to return a plot to a reasonable standard to enable it to be re-let. Failure to pay any costs may result in a case being pursued through the small claims court.

Any rents paid to the Council will not be refunded to the tenant should the tenancy be terminated by either party before the end of the annual rental period, for which it was paid.

This clause gives the Council the power to try to recover costs from an ex-tenant through the court.

The cost to pursue a debt in small claims court depends on the amount of the claim. For claims up to £300, the court fee is £35.For claims between £300.01 and £500, the fee is £50. These fees increase with the value of the claim, as outlined in the table below. 

Claim Amount Court Fee

Up to £300 £35

£300.01 to £500 £50

£500.01 to £1,000 £70

£1,000.01 to £1,500 £80

£1,500.01 to £3,000 £115

£3,000.01 to £5,000 £205

£5,000.01 to £10,000 £455

£10,000.01 to £200,000 5% of the claim

More than £200,000 £10,000

Additionally, there may be hearing fees if the case goes to a hearing, and potentially other costs depending on the complexity of the case. If a hearing is needed, there are additional fees. For example, the hearing fee for a claim up to £300 is £27. If a claim is for more than £10,000, the fee is 5% of the claim, and if it is more than £200,000, the fee is £10,000.

 It’s also worth noting that if both parties agree, the case can be referred to the Small Claims Mediation Service free of charge. If the case is settled through mediation, you won't have to pay the hearing fee. 

How to Take a Late Payer to Claims Court 

The credible threat of ending up in court is often enough to bring the most stubborn of hold-out debtors to the negotiating table, however in some cases it is the only option left.

Going to court is a real pain for the debtor. There's paperwork to fill out. Losing and having a County Court Judgement or CCJ against them will have a severe impact on their credit rating and this will affect their ability to borrow from the bank or take credit from suppliers. It really is in their interest to settle the debt or agree on a payment plan before the courts get involved.

Placing the Claim

• We need to demand payment from the debtor, and give a reasonable time for a reply and payment of the debt

• We can add late payment interest and fees to the total.

• To place a claim with the court the council needs to submit a form and pay the fees. Using the online court service saves money and streamlines the process: 

https://www.gov.uk/make-court-claim-for-money/make-claim

• The debtor must respond to the claim within 14 days of receiving it. If the debt gets paid or the debtor makes the offer of a payment schedule the Council can withdraw the claim at any time.

• If there is no response the Council can ask the court to order them to pay

A court hearing will be necessary if:

 the debtor disagrees with the amount or 

 says they don’t owe any money

 The Council cannot agree with the debtor on a payment schedule

• There are additional fees at this stage and a further questionnaire to complete. But it is still possible to talk to the debtor to reach an agreement before the court hearing and use the court’s small claims mediation service.

You can still talk to the other business to try to reach an agreement before the court hearing. If the claim is worth under £10,000 you can use the court’s small claims mediation service. This is often worth trying because if the judge thinks there has been no effort to agree out of court, they might not award costs. If a settlement can be reached before the hearing, some of the court fees may be refunded.

The court will send you a letter with its decision after the hearing with 21 days to appeal. 

Enforcing a Judgment

If the judgement has to be enforced by the court, it will incur further court fees. 

This then leaves 3 courses of action:

1. Send bailiffs to collect payment. The bailiff will ask for payment within 7 days, and if the debt isn’t paid, the bailiff will visit the debtor to see if anything could be sold to pay the debt.

2. Freeze assets or money in an account. The court can freeze money in the debtor's bank or building society accounts. The court will decide if money from the account can be used to pay the debt.

3. Charge the company’s land or property. If the land or property is sold, they must pay you before they get their money.

Summary

Pursuing an overdue debt through the courts is costly and time-consuming. The whole process can take a long time before you get your money and involves you spending money up front. 

2. Ask the ex-tenant to clear the rubbish

Here the Parish Council is relying entirely on the goodwill of the ex-tenant. We can write and ask for the rubbish to be removed at their expense, and also threaten legal action if the instruction is not complied with

If the rubbish is not removed, the Parish Council will then have to decide what further action to take.

3. Write to the ex-tenant asking for the money

In this scenario, the maintenance team removes the rubbish and the bill for the work is sent to the ex-tenant.

The debtor may pay straight away, in which case job done.

If the bill is not paid, the Parish Council will have to consider what further action to take. further action. 

4. Take no action at all. 

In this scenario any rubbish left on an allotment plot will have to be cleared by the maintenance team, and the cost born by the Parish Council.

The cost will have to be recovered from the Council Taxpayers, or by an increase in plot rents.

5. Any other suggestions would be welcome for discussion 

To be considered: this is not a comprehensive list and other considerations exist.

• Cost? We are dealing with taxpayers' money and should always aim for best value.

• Staff time and costs? Louise’s time, and the maintenance staff time. Mileage etc.

• Council reputation. Should it be decided to take the Court order route. 

• What would be the reaction to increasing rents? 

• Could other organisations be used to clear rubbish?

• Can the Allotments Association play a part? 

• Should we photograph a plot when it is let, and again later so we have evidence to ask the leaving tenant to leave the plot as it was found?

Appendix 6 - 20.26 To consider trees grown on allotment plots as orchards and heights of trees that breach tenancy agreement conditions.

IDEAS FOR DEALING WITH AN ORCHARD LEFT ON AN ALLOTMENT

Dealing with unwanted fruit trees on an allotment requires a multifaceted approach, potentially involving removal, pruning, or even re-purposing the existing trees. 

1. The tenant leaving the allotment may agree to remove the trees. Happy days. 

2. If the existing tenant has a relative that would like to take the plot over, in the interest of prudence we should consider this as a special case

3. The next tenant may be happy to have an orchard and plant around the trees. Many vegetables can be planted around fruit trees, but it's best to choose varieties that benefit the tree by attracting beneficial insects or deterring pests, and those that don't compete for resources like water and nutrients. Some good options include: 

• Legumes (beans and peas): These plants fix nitrogen in the soil, which is beneficial for fruit trees. 

• Garlic: Deters pests and has anti-fungal properties. 

• Chives: Repel pests and attract pollinators. 

• Nasturtiums: Attract pests away from the fruit trees, acting as a trap crop. 

• Fennel: Attracts beneficial insects and pollinators. 

• Lavender: Repels pests and attracts pollinators. 

• Comfrey: Provides nutrients and can be used as mulch. 

• Mint: Can deter pests but may need to be contained to prevent it from taking over. 

• Thyme, Sage, Rosemary, Oregano: These herbs can attract pollinators and repel

• pests. 

• Lettuce, Radish, Kale, Beetroot, Strawberries: These can be grown as ground cover and understory plants. 

   Plants to Avoid:

• Avoid planting root crops like potatoes too close to young trees: as they can compete for water and nutrients and may cause shallow root development. 

• Avoid plants that are susceptible to the same diseases as the fruit trees, as this can exacerbate the problem. 

• Avoid planting too many plants that require frequent watering: around young trees. 

• Avoid planting aggressive plants like mint or comfrey without containment, as they can spread and become invasive

4. Removal: this can be done in a number of ways, but could be very costly: 

• Chop down the trees with a chainsaw. This is probably the easiest way to remove any established trees. This will however create other problems: 

o The tree has to be cut up and disposed of. 

o The roots need to be ground up or removed.

• Dig the tree out of the ground to be set elsewhere. This requires specialist equipment and has to be done at the right time of year for the tree to survive. Possible locations could include: 

o Other allotment plots if tenants would like a tree.

o Community Orchard near St. Vincent’s Close.

o Jubilee Park.

o Infill trees in the hedge around the allotments.

o Millenium Wood. 

o Other locations in Deeping St James owned by SKDC.

o Trees could be offered to Deeping Lakes.

o Trees could be offered to Market Deeping Town Council and surrounding parishes. 

Whilst it will probably be expensive to remove the trees, it will be a catastrophe to kill the trees during the removal process. If the cost is prohibitive other actions could be possible. 

This could include:

• Contacting Woodland Trust to seeks advice and help.

• Renting the plot to a local school or charity that would like to use it for education purposes as well as using the fruit. 

• Contacting the Langdyke Trust. 

• Contacting the Exotic Pet Refuge, who I am sure would appreciate the annual supply of fruit. 

We could offer the wood and the fruit to local residents on condition they take down the trees and take the wood away. Apple wood is generally considered good firewood. It burns slowly and steadily when dry, providing good heat with a pleasant aroma. It's a popular choice for home fires, especially in wood-burning stoves and for cooking, due to its slow burn, manageable smoke, and nice fragrance. 

5. The Parish Council could keep the plot. Maintenance could be written in to the maintenance budget. 

• Excess fruit could be donated to the Food Bank or the Exotic Pet Refuge. Whilst there may be a small cost to the Parish Council it would be helping charities in the Deepings. 

Appendix 7 - 22.26 To receive a report of the budget position to date and expected outturn for the financial year 2025/26. 

Expenditure 2025/26

Income 2025/26