DRAFT AC September 2025
Minutes of the Allotments Committee on Tuesday 9 September 2025 at 8:00pm held at the Institute.
Present: Councillors Bowell, Halls, Rose, Shinkins-Hoppe.
The Chair of the Allotments Association attended.
Assistant Clerk Louise Brown took the Minutes.
Public Forum
The Chair of the Allotments Association was invited to talk about his report and things of importance to bring up. Discussion ensued regarding:
1. A couple of plots on the site with trees situated on them that are not in keeping with the Tenancy Agreement – Councillors have taken note and will investigate.
2. A request to change the storage shed to a metal storage container rather than wood on a like-for-like size. Councillors were happy with this, however, drew attention to the fact that this kind of construction would need a concrete base. Furthermore, financial factors in obtaining and situating this were acknowledged.
3. Rats are becoming a big concern on site and the AA are asking for help. Councillors advised that tenants are welcome to purchase any non-poisonous rat traps to assist with this situation, however, no funding will be provided by the Parish Council.
4. The trees and hedges along Hall Meadow Road, just on the exit from the allotments need tidying, as visibility is hampered. The Assistant Clerk is to ask the Farmer who flays the hedges inside the allotment’s boundary, if he is able to do these.
5. A request was put forward for an autumnal skip – Councillor advised that they would be checking the finances to see if this is feasible.
6. It was asked if the allotments roadways could be weed sprayed to protect the roads.
Cllr Bowell suggested that the Allotments Association members could include this as part of their role, as they have done in the past.
Cllr Bowell suggested that the Allotment Association raised their membership fees by £1 per year, and they would then raise their income to help pay for things that they need. He went on to suggest that the Allotments Association investigated other ways to raise income e.g., plant sales, cake stall on the market, coffee mornings etc to sponsor the new shed. Cllr Bowell asked Cllr Halls to raise this at the next Allotments Association meeting.
The Chair of the Allotments Association left the meeting.
The report received from the Chair of the Allotments Association can be found against Agenda Item 15.26.
11.26. To receive apologies for absence
Apologies were received from Cllr Leader. Cllr Fowler did not attend.
12 26. To receive declarations of interest, if any.
No declarations of interest were received.
13.26 To adopt the minutes of the meeting held Wednesday 11 June 2025.
The Minutes were agreed to be a true representative and signed.
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.
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.
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.
17.26 To consider how to manage end of tenancy situations such as; when tenants leave items that are hard to dispose of.
A regular problem is arising where tenants at end of tenancy are leaving articles that cannot be disposed of by the Parish Council. The Parish Council is only allowed to dispose of general waste found in parks etc and green waste.
A document was circulated which was written by Cllr Bowell, advising of ways that we could manage this i.e. asking the tenant to collect these belongings; taking the tenant through the small claims court for this breach or the Parish Council continuing to take responsibility and the Parish and Tenants footing the bill.
After discussion, it was considered that each case needed to be dealt with separately. The Chair of the Allotments Committee offered to complete both entry and exit inspections with the tenant to aid a smooth transition and reduce the chance of this situation occurring. The Assistant Clerk to approach a local recycling centre to see if they would be able to help.
Cllr Bowell noted recent advice given by LALC with regards to the process after the death of a plot holder. Cllrs agreed that the correct procedure has been followed in the past.
18.26 To consider limiting the number of plots held at Deeping St James Parish Council.
A tenant with two half plots has requested another. Councillors agreed that each tenant can take on a maximum of two half plots or one full plot.
19.26 To consider the increase of budget to install more bird boxes (owls etc) to support wildlife and keep rodents at bay naturally.
Councillors decided to consider this topic when viewing the budget at Agenda Item 23.26.
20.26 To consider trees grown on allotment plots as orchards and heights of trees that breach tenancy agreement conditions.
Cllr Bowell produced a report advising of the different approaches to take with this scenario. Councillors suggested that the plot should be offered as it has been left in the first instance. Furthermore, the Tenancy Agreement should be adhered to with regards to heights and types of trees found on plots.
21.26 To receive an update on the state of the potholes and roadways from Cllr Fowler, including how many pot holes, what materials can be used, how they can be fixed and an assessment of the cost.
This topic was deferred to January 2026, as Cllr Fowler was absent.
22.26 To receive a report of the budget position to date and expected outturn for
the financial year 2025/26.
Expenditure 2025/26
| Item | Budget | Actual | Variance | Still to pay |
| Grounds Maintenance (Skip, hedge, repairs to tanks, water bill etc). | 3,500.00 | 806.12 | 2,693.88 | |
| Allotment Improvements | 1,000.00 | 1,000.00 | ||
| AA Membership Fees | 550.00 | 35.00 | 515.00 | |
| Bird Boxes | 100.00 | 100.00 | ||
| Balance | 5,150.00 | 841.12 | 4,308.88 |
Income 2025/26
| Item | Budget | Actual | Variance | Still to receive |
| Allotment Fees | 4,500.00 | 445.59 | -4,054.41 | |
| AA Membership Fees | 550.00 | 35.00 | -515.00 |
23.26 To consider budget estimates for 2026/27 and make recommendations to the Finance, Policy and Personnel Committee.
Grounds maintenance for 2026/7 is to remain at £3,500 for a skip, hedge maintenance, repairs to water tanks and the water bill.
It was asked that the funds left in the Allotments Improvements this year, be earmarked and a further £1,000 be were raised for future maintenance.
AA Membership fees have risen to £6 paid per tenant which is received and passed on to the Allotments Association to cover tenants’ insurance.
It was requested to earmark the £100 accrued for bird boxes and a further £100 requested to allow the purchase of two Owl boxes and two Bat boxes.
To be brought to the next Finance, Policy and Personnel Committee.
24.26 To consider a rent review for the year 2027/28.
Councillors considered that an increase in utilities means that fees from October 2027 should be set at £40 per half plot held and £65 per full plot held.
25.26 To agree date of next meeting.
Tuesday 13 January 2026 at 8pm.
Meeting closed at 9.07pm.