Agenda item

Steve Brown, Director of Environment, was in attendance to respond to Members’ questions regarding the Allotments report included in the agenda pack.

Members asked when the Allotment and Fisheries Officer had been employed, as the report did not specify. They also enquired over what period the 245 allotments had been allocated. The Director of Environment responded that he had only been in his own post for approximately six weeks and would provide clarification in respect of these points after the meeting.

In response to further questions from the Committee, it was explained that the report indicated a £20K loss and that improvements were underway to reduce this through better allocation and quicker turnover of vacant plots. A follow-up report was suggested.

Councillors asked how often officers were expected to inspect allotment sites. In response, the Officer estimated quarterly visits, noting that inspection frequency would become clearer as the service matured.

Members sought further clarification as to why there was a waiting list despite the apparent availability of vacant plots. In response, it was explained that some plots required significant rectification, which could deter applicants. The importance of aligning allotment provision with public health initiatives was highlighted.

The Committee raised concerns about self-managed sites, including issues of anti-social behaviour and drug abuse. It was confirmed that the new Officer’s role included managing relationships with self-managed sites and providing support and guidance.

Members highlighted high allotment vacancy rates and questioned management oversight and software systems. In response, it was acknowledged that there was a need for policy reviews and better utilisation, and it was suggested that a future report would address these issues.

In response to suggestions from Councillors that residents without gardens could be allowed to use plots as green spaces, it was agreed this could be considered during policy reviews and it was noted that similar successful initiatives existed in other authorities.

Councillors recommended reorganising the Terms and Conditions for clarity and suggested cross-departmental collaboration on composting and food waste. In reply, the Director of Environment agreed that Terms and Conditions needed to be more user-friendly, and it was confirmed that interdepartmental initiatives would be explored further.

Members sought further clarification as to which allotment sites were targeted for overhaul and what criteria were used. It was explained that current criteria focused on utilisation and adherence to terms, with future enhancements planned.

Regarding Councillors’ concerns about wasteful spending and unused cultivated plots, the Director of Environment assured the Committee that oversight had improved and that management challenges were being addressed. Members heard that work had begun to contact all tenants and provide them with updated tenancy agreements.

In response to Members’ requests for clarification in respect of notices of non-cultivation and definitions of cultivation, it was admitted there was no standard definition at this time – officers committed to clarifying this in future policy work.

Councillors suggested a portal for tenants to upload photos of their plots to reduce inspection costs. The Officer supported the idea and agreed it would be beneficial. Members also endorsed annual tenant updates similar to electoral roll submissions and the Director of Environment acknowledged the value of this suggestion.

Members enquired whether the 1,300 plots mentioned in the report included self-managed sites. The Director of Environment clarified that self-managed sites were not included and agreed to provide an updated count.

Further to questions regarding collaboration with schools and adult social care, Members heard that such partnerships were part of the broader agenda and would be developed.

The Committee Members expressed concerns about poorly managed plots affecting neighbouring ones and requested clearer conservation definitions. In reply, the Director of Environment promised to investigate and report back.

When asked about the Council’s role in mediation between tenants and committees, the officer reiterated the importance of providing guidance and professional support.

Finally, in respect of the Council’s governance over committees managing Council-owned land, the Director of Environment committed to researching and reporting back on this issue.

RESOLVED: That the Residents’ Services Select Committee:

1. Noted the information contained within the report and asked clarification questions as appropriate.