Agenda item

The Committee considered a report of the Corporate Director of Neighbourhoods and Climate Change which provided an update on progress of the implementation of improvements to the Council’s allotment portfolio presented by Mark Farren,  Neighbourhood Protection Enforcement Manager (for copy of report and presentation see file of minutes).

The Neighbourhood Protection Enforcement Manager introduced the presentation by recapping on progress thus far. The Committee noted, in January 2020, the Environment and Sustainable Communities Overview and Scrutiny Committee reported the findings of its review of the service to Cabinet. Concerns were expressed by a number of tenants and, in November 2022, a report to the Environment and Sustainable Communities Overview and Scrutiny Committee provided a response to the Scrutiny recommendations for delivery, recognising the concerns expressed. The Environment and Sustainable Communities Overview and Scrutiny Committee agreed to reconfirm the previous policy recommendations resulting in updated policy and tenancy agreements and noted that safeguards would be included in the new policy and tenancy agreements.  The Committee also noted that allotments held by higher tier authorities should transfer to lower tier authorities set up after 2009 and the impact of recent investments in allotments.

The Committee heard that the Council managed allotments through direct letting and through Allotment Associations. The Neighbourhood Protection Enforcement Manager outlined the progress of the policy and tenancy agreements in relation to direct let sites and associations and he explained the tenancy policy had not been implemented at non-allotment sites, pending a review of the sites and at various sites in Stanley, which were due to transfer to Stanley Town Council.  Information was provided on the progress of transfers to Town and Parish Councils.

Details were provided of the investment for improvements in sites to be made and the small grant scheme for associations as well as the work undertaken to improve direct let sites. Referring to the transition rules, the Neighbourhood Protection Enforcement Manager informed the Committee that tenants were given 18 months’ notice of the changes and he acknowledged that there were challenges with regard to the transition rules, particularly in relation to allotments which were not used as allotments, as well as in relation to vehicles, dogs, horses and large animals.

The Neighbourhood Protection Enforcement Manager spoke of the Committee’s recommendation that the establishment of allotment associations should be encouraged where appropriate. The Committee noted that allotment associations collected rent, managed sites, had greater autonomy and benefited from local understanding. However, good governance and financial management were key to success and the Council had provided a template to assist associations, to calculate rent which should increase periodically to account for site maintenance in the future.

In terms of forming new associations, the view was that a new association required approximately 50 plots, which would provide the number of volunteers required to run the site. Only two of the remaining direct let sites had more than 50 plots.

Analysis of rents showed Durham County Council rents were currently between £52 and £62 per year for direct let sites, which generated £57k income, however, the costs of running the service were significantly higher.  The average direct let plots cost £288 per plot per year to provide and the cost of association plots was £68 per plot, due to associations carrying out their own maintenance, however the Council did not receive rent from association plots.

The Neighbourhood Protection Enforcement Manager outlined future work included a policy review in relation to bonfires and a review of provision, which was planned to take place within the next 18-24 months. Whilst local authorities had a duty to provide allotments, some sites had long waiting lists and the average waiting time for a plot was six years, however waiting times for some of the more popular plots were up to 24 years.

The Chair thanked the officer for the detailed presentation and welcomed questions and comments from the Committee. 

Councillor Reed commented that even small increases in rent may have a large impact on allotment holders and she asked for more information on the Council’s approval process for financial plans submitted by allotment associations. The Neighbourhood Protection Enforcement Manager explained that associations entering into agreements with the Council must submit a financial plan and the Council reserved the right to cancel the agreement if it was not satisfied that the plan was viable. In addition, liaison visits were made to association sites to discuss improvements required and the Council had the power to terminate agreements.  The Neighbourhood Protection Manager, Ian Hoult, acknowledged that the new policy was a culture change and the requirement for financial plans to be submitted was to assist associations to understand the costs of running a site and to project future costs.

Councillor Adam spoke of the lengthy transition period of five years for large animals to be prohibited on allotment plots. The Neighbourhood Protection Manager highlighted that progress was being made, with the historic agreements naturally phasing out and new tenants were bound by the new agreements.

Councillor Adam asked if data were available as to whether plots which are returned to the Council are reallocated straight away as that would suggest that the increase in rent was not a disincentive. The Neighbourhood Protection Manager replied that there was a high demand for sites which are returned to traditional allotments.

Councillor Adam raised the issue of those people who run small businesses from their allotments and therefore pay only allotment rents and what action the Council was taking to address the issue.  The Neighbourhood Protection Manager agreed to follow-up the comment.

Responding to a question from Councillor Adam as to who was responsible for removing rubbish when a plot was vacated, the Neighbourhood Protection Enforcement Manager clarified that the tenancy agreement stated that the tenant must return their plot in the same, or better, condition. This process required records to be maintained which had been carried out on direct let sites and associations had also been advised to maintain records.

Councillor Elmer commented that he was aware that the National Planning Policy Framework gave instructions to Councils to ensure allotments were considered in terms of green space provision associated with bulk housing applications.  However, he had knowledge of only one bulk housing provider who had made allotment provision available and he urged the Council to encourage bulk developers to make allotments available. The Neighbourhood Protection Manager agreed to follow-up Councillor Elmer’s comments after the meeting.

Resolved:

The Environment and Sustainable Communities Overview and Scrutiny Committee noted the content of the report and presentation and commented accordingly.