Agenda item

The Regeneration Project Manager submitted a report to provide the Committee with an overview of the Allotments service.

Recommended                     -   That the comments and recommendation of the Communities and Wellbeing Overview & Scrutiny Committee be noted and action taken, where required.

The Regeneration Project Manager submitted a report to provide an overview of the Allotments Service.

He explained that:

-          There were 730 allotment plots over 24 allotment sites, which covered an area of land of 26.1 Ha. 

-          The average plot size was 340m2.

-          The National Allotment Society (NAS) recommended a target number of allotment plots per 1,000 households as 20.  Hyndburn had 24.5 allotment plots per 1,000 households – 22% greater than required.

-          A draft allotment consultation had been drafted for 2025.

-          He referenced the percentage of respondents in relation to a consultation of allotment tenants held in 2018 and of the key outcomes.

-          The last tenancy agreement was extremely detailed, and had been approved in March 2014

-          The provision of allotments had been subject to numerous rent reviews as outlined in 3.4 of the report.

-          He gave details of the budget break down and the annual repair and maintenance budget for allotments and garages.

-          Vacancy rates and average occupancy periods were detailed as 147 vacant plots in 2024 and a 5.5 year average occupancy in 2024.  The main reasons for tenants terminating their allotment plots were due to ill-heath and a lack of time.

-          In respect of enforcement, most allotments are inspected during Spring and Summer and tenants scoring very poor or worse would be served a ‘Use it or lose it notice.

-          The total number of allotment applications since 2021 was 1,944 and the present number on the waiting list was 510.

The Committee submitted a number of questions in advance to the meeting which were responded to by the Officer, relating to the following issues:

-          The length of time tenants were given to bring allotment plots to a standard after starting a new tenancy before any enforcement action was started.

-          If some of the larger allotment plots could be made into more manageable smaller plots.

-          If future consultations could include a sample number as percentages on their own gave no understanding of how many had taken part in a survey.

-          How vandalism was being dealt with on allotments.

-          What strategy was in place for dealing with fly tipping.

-          What security was in place to protect allotments from vandalism, fly tipping and anti-social behaviour.

-          Could allotment sites be used as shared community allotments?

-          What information and guidance was given to new tenants to help them use their allotments more beneficially.

-          Could external organisations like Community Payback be used to improve allotments in poor conditions before being offered to new tenants.

The Officer explained:

·         that he took the starting condition of the plot at the commencement of the tenancy agreement into consideration before deciding what, if any, future enforcement action to take.  The process of enforcement action was explained.

·         that the Council held allotment plots of various sizes and although there was a need for large plots, some had already been split into smaller plots.  He indicated that they could reduce the size of more plots should the need arise and resources allow.

·         how previous surveys had been held and indicated that sample size would be included with future surveys.

·         that incidents of vandalism and external fly tipping were very low, with most waste related problems caused by the tenants themselves although the introduction of a refundable deposit had made a significant difference to the amount of waste/debris left by tenants at the end of their tenancy agreements. 

·         That the only means to prevent commercial flytipping would be to permanently remove vehicle access to the sites through the erection of impenetrable barriers.  

·         That there did not seem to be a will for self-management of the allotments, amongst tenants, and that previous proposals of self-management through an allotment association had not materialised.   The consultation for 2025/26 would provide the opportunity for tenants to comment on the opportunity for self-managed allotment sites, the results of which the Council would consider as part of a review.

·         New tenants were provided with the Allotment Guidelines which explained, in detail, how an allotment should be used. 

·         Community Payback and Bootstrap had both previously been used to undertake improvement works to allotment sites.  Bootstrap no longer existed and the Council no longer held a service level contract with Community Payback. 

The Regeneration Project Manager indicated that the rate of turnover of plots was high with 40% of tenants terminating their plots having held the plot for less than 2 years.  He gave reasons why plots became vacant and pointed out that there was a long waiting list for allotment plots.  He explained that he had been employed to work for the Allotments service for two and half days per week but found it difficult to complete the amount of work required.  He pointed out that he was only able to serve up to 100 ‘Use it or lose it’ Notices per year due to resource restrictions.  He acknowledged the Committee’s proposals contained in the advanced questions but pointed out that both resources and budgets were an issue in ensuring good management of the plots. 

Members asked further questions relating to the following issues, and were provided with responses:

- the number of members made up Hyndburn Federation of Allotments

- vacancy rates of garages

- enforcement action against allotment plots of a poor standard or disused

Cath Holmes, Chair of Hyndburn Federation of Allotments, was in attendance and referred to an inadequate budget provided for allotments as well as the service being under-staffed.  She requested that this was considered by the Committee.

With reference to 3.4 of the report which showed the ‘Central Support Services & Chief Executives Administration’ received a budget of £42,500.  The Committee requested a breakdown of how this budget was used.

Resolved                            (1) That the report be noted; and

                                            (2) That the Head of Planning & Transportation gives consideration to increasing the budget allocated for managing the allotment sites.