Cemetery

Report of the Allotment Commitee

The Allotment Committee was established in January 2008 to make recommendations with regards to the allotment management strategy. It consists of four members who have no direct or associated interest or relationship with or in any allotment site, garden, tenant and/or organisation in any of the Council’s operating allotment.

The members are:

Cllr Toni Bennett (Chair)

Cllr Paul Cooper

Cllr Lyndis Anderson

Cllr Joan Dixon

Since its initial meeting in January it has undertaken site visits of all nine allotment sites in Bolsover: However the site visits took longer than expected due to inclement weather. Several visits had to be rescheduled.

As Chair of the Full Council, when this Review Committee was set up, I made promises that this Review would be completed earlier than has occurred. Unfortunately, this did not happen and I apologise for this. However, the main reasons for this were first of all the appalling state of many of our sites, the inability to access a number of these because of fencing, locks, overgrown bushes etc., work commitments and weather – these are not excuses, but facts. It should also be noted that many of the allotment sites did not have visible identification, which made it difficult to report on individual tenants. Many visits did take place and photographs taken to prove illustrate our report.

The Allotment Committee want to encourage more people to have an interest in growing fruit and vegetables, particularly younger people. It wants to tackle the catalogue of problems that were discovered when we made our site visits, and make the allotments a better environment and promote healthy living.

We welcomed the invitation to the Oxcroft Allotment Association open day, and recognise the contribution those in the Association have made.

The terms of reference for the Committee are appended.

Problems identified and proposed solutions:

What we found:

In general OBTC has exercised a light touch on the allotments, mainly due to lack of resources. Consequently over the years, the number of problems that occur on our allotment sites have accumulated. It will take considerable time and effort to rectify this. This report is the first step forward.

Response:

Only well kept sheds no larger than 6 x 8 feet should be allowed, with an exception being made for pigeon lofts. However, we must not allow pigeon lofts to be made up of all sorts of oddments. They must be made to fit in with the environment.

What we found:

There are also metal containers, caravans and other ad hoc structures on the sites.

Response:

That the tenants be contacted and are asked to remove these structures. Elsewise the Council will remove these structures and recharge the tenant.

What we found:

There is a waiting list for allotments at many sites, whilst some individuals at the same site hold multiple plots.

Response:

A maximum of two plots per household should be made.

What we found:

The allotments are difficult to access for people with disabilities.

Response:

Provision should be made for a number of easily accessible plots on every site. The removal of fences, gates etc should facilitate this

What we found:

Various types of animals and fowl are kept on the allotments.

Response:

Tenants should be reminded that they should have suitable insurance for their animals, lest they stray, cause damage etc. Animals should be housed in suitable structures, in line with DEFRA guidelines, and registered with DEFRA where appropriate. No more than 12 hens per allotment, no cockerels and tenants must inform the Council of all animals that are on their allotments

What we found:

Bonfires are being held on the allotments, and household rubbish is being brought on to the plots for burning.

Response:

The tenancy agreement gives clear guidelines on bonfires. No household rubbish should be brought on to allotments. The Council should promote composting, as well as the recycling centre at Markham Vale where green waste can be disposed of.

What we found:

Allotment holders should apply to OBTC direct for an allotment. Allotments should not be sub-let or exchanged privately, as stated in the agreement all tenants sign

Financial implications:

The allotments provided by OBTC are already heavily subsidised by the tax payers of the parish, the majority of who are not allotment holders. Improving the current allotments will require staff hours and resources.

It is recommended that a rolling programme of improvements be made and that this should be funded by an increase in allotment rents to £25 per plot per annum. This money will be hypothecated purely for the allotments. This programme should begin with the site at Shuttlewood which is in the worst condition.

However, from hereonin, the council needs to look how it will mangae all its sites, how it will enforce is conditions, and look at issues such as water management, untended gardens, boundary fencing and shared gardens,

The points raised in this report are not exhaustive and there may be other issues which need to be added as and when they may arise. Finally, the Committee feels that the allotments must still remain with Old Bolsover Town Council and not with any other organisation.

Cllr Toni Bennett

Clair, OBTC Allotment Committee

October 2008

These matters were debated by the allotment committee at its meeting on Tuesday 11th November 2008 and the following decisions are set out below.

Cllr R Bowler and M Bowler and T Rodda declared a level 2 interest in this matter and left the meeting.

Cllr J Woodhead declared a level 1 interest in this matter.

In the absence of both the Chair and Vice Chair members nominated Cllr Mick Reed who took up the Chair. Members subsequently considered the report and clarified various matters associated with garden rents, tenancy condition changes and stewardship.

Response:

From hereon, OBTC should make a commitment to improve its stewardship of its allotment gardens, taking a more active role in monitoring and enforcing its allotment rules.

What we found:

In general, on the site visit, the allotments were difficult to identify as they are not numbered, they are poorly defined and where they have become overgrown, they are inaccessible.

Response:

That work should be undertaken, as a rolling programme to properly delineate the individual plots.

It is suggested that a member of the workforce spends one day per week during the winter months to help clear and define these and provide signs to identify each plot.

Also OBTC should make use of the Community Payback scheme and the Allotment Association, who we understand are also prepared to help measure out and assist where possible

What we found:

Some have been used for tipping, and there is broken glass, asbestos and other hazardous substances on site.

Response:

Where asbestos, broken glass and other substances are on site, these need to be identified and where appropriate ask the tenant to clear the site, otherwise the Council should clear the site and recharge the tenant. Tenats will not be asked to clear hazardous waste themselves.

To discourage tenants from leaving their plot in a poor state, all new holders will be asked to put up a bond.

What we found:

Some of the allotments are fenced off and the committee was unable to see them or gain access, e.g. Model Village. There were reports that the fencing in some cases provided cover for anti-social behaviour.

Response:

The erection of fencing, locked gates, red plastic barriers, barbed wire etc., will not be allowed. Where they currently exist, they should be removed and no plastic barriers allowed on any of our sites. Sites should have an open aspect so any undesirable activity can be fully observed.

What we found:

There are several derelict sheds and shanty type structures that are an eyesore. In particular, houses in Shuttlewood and Carr Valeoverlook these eyesores.

Some plots have mature trees on them.

Response:

No trees should be allowed, except in the area known as The Orchard. Fruit bushes, such as gooseberries, redcurrants, etc are permitted. This needs altering on the allotment agreement

What we found:

Some allotment holders are using tyres, carpets and black plastic sheeting on their plots.

Response:

Tenants will be asked to remove these offending items or the Council will remove them and recharge accordingly. A skip should be made available on each site twice a year to facilitate the removal of rubbish.

What we found:

Council bins are being used on the allotment.

Response:

Tenants should be asked to remove the offending items.

What we found:

Some allotments have furniture on them, such as tables, chairs, and swings.

Response:

All items should be put away in a shed after use or removed from the site.

What we found:

There are reports that produce from the allotments are being sold commercially.

Response:

Reports that produce from the allotments are being sold commercially – this is not allowed and is not part of the tenancy agreement. Any tenant found doing this will be initially issued a fair warning and, if this is not heeded, this may result in them being removed from their allotment.

Other matters arising from the visits:

Personal safety. Tenants are advised to tell a friend or relative where they are going and how long they will be when lone working.

Children under 16 should be supervised when visiting the allotments.

To help tenants clear their plots of waste, it is suggested that a skip is placed on the allotment twice a year.

Tenants should be encouraged to report all vandalism to the police.

Resolved

(1)The report be approved subject to the amendment(s) as detailed.

(2)The report be made public, following ratification, and published on the Council’s web site and/or made available in hard copy at a nominal cost.

Amendments

(1.1) Skip clearance facilities be made available in year one only, subject to notice of skips being put in place and appropriate use and supervision.

(1.2) The sharing of gardens by the offer of half garden tenancies.

(2)The present Tenancy Agreement be amended subject to Allotment Act legislation and regulations, to incorporate the various changes detailed in the formal report.

(3)Rents be increased from January 2009 and the placing of suitable advertisement notices on each allotment site.

(4)Initially a member of the workforce, under the direct control of the Town Clerk, be offered an additional 4 hours of winter work, to steward the various sites and to identify by separate plot marking individual gardens.

(5)A £10 bond, (inflation index linked), be asked of all future new tenants, including those offered the newly created Oxcroft Site gardens. Such gardens to be offered at the new rental to 31st December 2009.

(6)Tenants of livestock approved gardens be allowed a suitable retaining fence in-keeping with the open plan objectives of the site.

(7)The Allotment Committee in-keeping with their Terms of Reference continue to monitor and report on sites annually.