UPDATE

I have had a further e-mail from Malcolm Russell re Keys for new tenants - the Council is now willing to provide a few keys to each site so that these may be issued to new tenants

Dave J

Minutes of 08/06/2015

Minutes of a Meeting on 08.06.2015 at Astley Bridge Cricket Club

 

Minutes of Last Meeting

The last meeting having centred on a talk on vegetable growing followed by a discussion of individual site grievances, there were no substantive minutes. Matters from the discussion etc. were tabled for our meeting with the Council on 05.06.2015

 

ITEM ONE: FEEDBACK ON COUNCIL MEETING 05.06.15

 

Item 1.1 The revised / “refreshed” operational management agreement

A new version of the OMA is being prepared and will be circulated to sites over the summer. The key points are:-

Potential Breaches of Tenancy

These are set out in the Tenancy Agreement - When a Society identifies a potential breach of tenancy it should report this (as part of the Monthly Report) together with supporting evidence e.g. photographs (in areas such as Health and Safety concerns, mal-cultivation and tipping) or written statements by named plot-holders (in cases such as abusive or threatening behaviour by plot-holders).

Withdrawing the term ‘Community Plot’

There is much confusion over what is meant by the term community plot. In future this term will not be used in OMAs or elsewhere. There will be no shared plots other than joint tenancies.

If a plot is being worked by a group of people then it will be called –“a plot being worked by a community organisation / group” and that organisation / group will have to nominate a single person to act as the official plot-holder. That person will be responsible for the payment of the rent on that plot. The Council will however allow the transfer of the tenancy of the plot to another nominated member of the organisation when / if this becomes necessary.

Probationary Plots

Under the refreshed OMA when a plot becomes vacant it will firstly be considered whether that plot can be split. (See previous advice on ABAS blog-site). This may create one or more smaller plots for letting. (The term half-plot is no longer used, we simply have plots of differing sizes).

Plots available for letting will be offered to prospective tenants for a probationary period (of up to a maximum of 6 months) at nil rental before potentially offering them the Tenancy of the plot. The Society will oversee the probationary period and if during that period there is sufficient evidence that the prospective tenant is capable of working the plot, they will inform the Council that a Tenancy should be offered. If at the end of the probationary period the Society feels that the prospective tenant has not performed satisfactorily then they may extend the probationary period or ask the prospective tenant to leave. If the prospective tenant does not agree to vacate the plot then the Society should provide evidence to support their decision and refer the matter to the Council who will determine if a tenancy should be offered. The tenant will then receive a Tenancy Agreement.

This exposes a flaw in current arrangements – the Council has previously stated that a site key will only be issued after a signed Tenancy Agreement has been returned to them. How then is a probationer to gain access to the plot during their probationary period? Societies will have to go back to providing keys (as most do at present) and tenants will have to pay for them.

Buddies - will after two years as a registered  buddy provided they are on the waiting list acquire the right either (if the plot-holder agrees) to become joint tenants. During that period they will have the normal rights of anyone on the waiting list, but a refusal of a vacant plot on the grounds that they are already working a plot will not result in any penalties.

Criteria for decision making

With the refreshed OMAs will come a new pack for Society Secretaries which will outline the current accepted criteria to be applied in devolved approval / rejection of requests to erect structures, keep poultry, bees etc. and provide new forms as appropriate.

Item 1.2 Inter-site Transfers

Where a tenant on a site wishes to transfer to another site within the Borough they may go on the waiting list for that site without needing to relinquish their current plot. If offered a plot on their desired site they would then need to vacate their existing tenancy.

Item 1.3 Day to day communications

Communications between the Societies and the Council should (except for emergencies and truly urgent matters) be through the revised MONTHLY REPORT

Societies should submit the Monthly report during the second week of each calendar month

The Allotment Section can then schedule its monthly meeting to collate these reports and make decisions etc.

If by 1 calendar month after the submission of an issue through a monthly report a Society has not received a response they should notify Abas (and send us a copy of the original report) we will then take the matter up with Malcolm Russell and report back to the next Abas meeting.

The aim is to reduce the number of individual phone calls and emails being received by the section. They cannot cope and calls are not being logged and emails are being lost.

Matters to be covered in the monthly report include:

1.      Any requests received to go on the waiting list including registering buddies

2.      Any plots in breach of T&Cs (give position in process)

3.      Any plots vacated / given up

4.      Any contacts with persons from the waiting lists (including showing vacant plots and the result)

5.      Any persons offered probationary plots

6.      A list of persons who have left probationary plots

7.      New Tenancy applications forms received by the Society (e.g. after a satisfactory probation)

8.      A list of all delegated decisions on structure and livestock with results and reasons for refusing any which are contested  

 

Item 2. Future Working Arrangements with Wigan Council

Bolton Council needs to cut £42m from its annual budgets. There is a fear that the next Chancellor’s Budget will accelerate and deepen the cuts demanded of local government.

There are outline plans to cut a further 200 admin posts within Borough staff which could seriously impact on the issues we’ve been raising.

Bolton Council is examining the benefits of joint working with Wigan Council in a number of areas. A report on the viability of joint working and which areas will be covered will go to Elected Members in July. Changes to allotments arrangements have not been discussed and MR assures us that there will always be a point of contact for sites within Bolton.

 

ITEM 3 : ISSUES FROM SOCIETIES

Slowness / Lack of Response from Council on Setting Up OMAs

Progress on initiating new OMAs (Haslam Park, Lever Park) should resume once the new OMA agreements are available

Council “Failure” to carry out promised work

Two examples of fencing (Settle St. and Haslam Park) have been placed on the 2015/16 ‘to do’ list and are with contractors. In the event it was reported that the work at Settle St has in fact been completed.

The damage to the Harpers Lane Amenities building has revealed that Corporate Property do not appear to have records of many buildings on allotment sites. If a building is not listed on the Corporate Assets register MR cannot access funds to carry out repairs. A survey will be conducted this summer on behalf of the Council to correct the Register. In the meantime there is no information as to when the building will be repaired.

Abas noted that responses to H&S issues (e.g. asbestos at Harpers Lane and a derelict greenhouse at Sapling Rd.)  have improved

Lack of Support from Council on Breaches of Tenancy

A recent case at Sapling Rd. exemplifies what the Council sees as its need to intervene in contentious disputes which may have political or media risks attached.

A recent case at Florence Avenue has directly lead to the abandonment of the term community plot and the introduction of the probationary system. MR is intending to make a site visit to Florence Avenue to explain the reasons for the Council’s actions to the Secretary.

MR stressed that all plot-holders remain tenants of the Council and have a right of access to Council appeal processes

Council Failure to Liaise with Societies over new tenants

The only solution offered is that these societies should accept one of the new revised OMAs.

Smedley Avenue argued they could not take on an OMA on cost grounds. They have a number of vacant an unworked plots on the site plus a number of members unwilling to join or contribute (financially) to the society. This means that the cost of public liability insurance a requirement of an OMA) would have to be shared amongst a small number of members. They are in a catch 22 situation – they cannot bring in tenants as they have no access to the waiting list (and the council has directed few prospective tenants to the site), they can’t have the waiting list because they haven’t an OMA, they can’t have an OMA because they can’t afford the insurance, they can’t afford the insurance because there aren’t enough tenants on the site etc.

Abas has agreed to write to Malcolm Russell asking if that requirement might be waived for small sites at least on a temporary basis IF they simply wish to have the waiting list and participate in letting vacant plots.

There was a question from the floor as to why the Council seems unable to consistently and reliably operate agreements whereby prospective tenants are given the contact details of nominated persons at the site so that there is always someone there to let them on and greet them on a first visit. 

Delays in Council Responses to Requests for Decisions

Reasons Vary:-

Harpers Lane – This concerned an Appeal by a tenant against a decision to keep bees on individual plots. The Council is whether to adopt National advice on bee-keeping prior to making a ruling.

Moss Lea – in one case the matter requires referral to a Committee of elected members and MR has been having difficulty in being allocated committee time – in the other MR stated that he needs more information and hopes to visit the site this summer.

Dissatisfaction with Council Responses

Issues over site access by neighbours at Sapling Rd. The Secretary provided feedback on actions taken by the Council which satisfied the representatives of Sapling Rd. present. This is another example of where a simple call or email by Council staff stating “this is the action we’ve taken” would have helped matters.

 

ITEM 4: OTHER ITEMS

Stock Plots – a plot is a stock plot IF it is so designated by the Council and if the plot-holder pays rent at the appropriate rate. Stock Plots are not covered by any OMA on the site BUT Societies should report any issues impinging on the management of the site (e.g. the presence of Japanese Knotweed on a stock plot)

Cemetery Rd – the remaining issues at Cemetery Rd centre on what was the original boundary of the cultivated / cultivatable area on the plots in question and on the repairs to the fencing

 

ITEM 5: SITES WITHOUT OMAs

The Council’s proposals for future site management centre on rolling out an increasing number of OMAs.

There is a proposal for Site representatives at other sites – i.e. an Abas member who has a reporting role.

Abas seeks to represent ALL sites in Bolton, and all plot-holders on those sites, not just those with OMAs (at present just over 460 of the 950 plots in Bolton are covered by OMAs – a further 50 or so plots are in the “pipeline”)

Members were asked to consider what actions Abas could take to improve the prospects for sites which cannot or will not adopt an OMA solution?

A suggestion from the floor was that smaller non-OMA sites could be twinned with larger OMA sites to create a multi-site society for insurance and OMA purposes. Abas would look into this suggestion provided there are OMA sites willing to extend their range and non-OMA sites who would accept ‘twinning’.

Abas also has a communications issue, most of our member are OMA sites - How do we reach non-OMA sites?

 

ITEM 6: FUTURE ABAS MEETINGS

Abas covers a number of functions but two dominate – one we are an Association of Allotment SOCIETIES (what the National calls a Federation) and two, we are a society of allotment gardeners.

The normal business meetings of ABAS address the first function and contact is essentially through Society Secretaries.

The talks etc. that we have recently organised address the second.

How do we reach individual allotment holders and others interested in growing food?

There has been a proposal that we do not mix the two strands in a single meeting but have separate meetings for each purpose – what do members think? How could we do this?

 

ITEM 7: COMPETITIONS

Judging has now begun on the Borough-wide Allotments Competitions (Fairhurst, Greenhalgh, New Tenant, Rosebowl). Entry numbers have been disappointing.

Update on the Onion and Leek Show – posters are now available promoting the Show. These were distributed to those present. A show schedule and entry forms will be available soon from Mrs Margaret Farrell, 13 Romer Street, Bolton, BL2 6BG Tel: 0785 394 9570.

Abas’ Treasurer Terry Farrell has offered to help anyone who is considering entering the show by providing advice and assistance in selecting entries and preparing items for the show bench. Terry’s number is 0786 393 3064

 

ITEM 8: ANY OTHER BUSINESS AND NEXT MEETING

 

Members are concerned that the Council (despite statements to the contrary) is not focusing on the key task of letting vacant plots. It was felt that the Council is losing income which could be spent on providing services to allotments.

 

Members are concerned that issues around allotment management and the provision of the service are not higher on the public agenda – it was suggested that the issues could be aired in the Bolton News and raised at Area Forums and Ward Councillor Surgeries.

 

The next Meeting is on Monday 13^th July, 8.00 p.m. at Astley Bridge Cricket Club

 

 

 

 

 

 

 

MINUTES OF THE ABAS MEETING OF 13.04.2015

 

The first item was a talk by DAVE METCALFE on GROWING AND SHOWING ONIONS.

This talk was very informative and excellent preparation for those intending to enter the Leek and Onion Show in September. The talk lasted until approximately 9.00 p.m. and was followed by a short presentation on behalf of the National Vegetable Society.

 

After a short break, and the drawing of the raffle there followed a shortened version of the usual monthly meeting.

 

Minutes of the Meeting on 09/03/2015

The minutes of 09/03/15 having been posted on the blog-site for members, the Committee moved that the minutes be accepted as a true record.

Matters Arising

Issues Register

There had been a request that Societies supply ABAS with lists of issues raised with the Council either in Monthly Reports or otherwise on a regular basis and that ABAS will use this to create a register for use at Partnership Meetings with MR

Future Talks

The Secretary is hoping to arrange a talk by GMP on Allotment Security (ideally for the July meeting)

Works at Cemetery Rd. –

The works at Cemetery Rd were initially commissioned through the Cemeteries section at Bolton MBC. Neighbourhood Services have been unable to get a response about this matter to date.

Shows and Competitions

The Onion and Leek Show

Handouts showing the Schedules of Classes are available together with the criteria for judging class 1 were distributed.

ABAS are still seeking sponsorship for some classes and for the show in general.

The Show Committee are seeking funding through a grant from the Lord Lieutenant’s Fund

The Borough Allotment Competition

Entry forms are available and Society Secretaries should have received entry packs through the Post. If you haven’t please email the Secretary – boltonallotments204@yahoo.co.uk.

We are seeking sponsorship for the competition

It is hoped that the presentations can take place at ABAS’ August Meeting

Update on Council Matters

There have been no Partnership Meetings with the Council since the meeting of 09/03/2015

There has been one informal meeting between the Secretary and the Head of Neighbourhood Services – it is likely that the experiment with combination locks will not proceed

A contact with an Allotment Society in the Wigan area has lead to the Committee trying to find out more about the implications for plot-holders of the proposed joint working between Bolton and Wigan’s Environmental Services Departments .

Issues Raised by Societies

A number of societies have expressed disappointment with the performance of the Allotments Section.

These centre around mistakes in billing, lack of response to monthly reports, repeated requests for the same information, loss of information sent to the Council etc.

The Committee has discussed these with the Section. The key problem (as we are all aware) is the lack of resources in the section certainly in terms of staffing and in some people’s opinions in systems. Given the Council’s views on a ‘balanced budget’ this is unlikely to change in the near future.

We hope the idea of compiling a register of key issues / problems and taking it to the Partnership Meetings will help.

Issues from the floor

External Matters

The NWCAA is the ‘Regional’ layer of the National Allotment Society of which many local societies an individuals are members

NWCAA Annual General Meeting – Southport

Committee Members attended the Annual General Meeting of the North West Counties Allotments Association

NWCAA Arts Exhibit at Southport Flower Show 2015

Margaret Jackson (Harpers Lane) is organising an Arts Exhibit to be part of the NWCAA display at this year’s Southport Show. Society Secretaries are co-operating by allowing artists to visit sites.

NWCAA – The Best North-West Allotment Site 2015

The NWCAA is organising a competition to find the best allotment SITE in the North-West. The competition is being sponsored by Mahers. Details from and entries to nwcsecandrea@gmail.com

Abas speakers’ programme –

The next talk is on 11^th May and will be delivered by a representative of the National Vegetable      Society (who are also providing the judge for the Leek and Onion Show) – it will be at 8.00 p.m. at Astley Bridge Cricket Club.

Future events are being arranged

Any other business

A query was raised as too whether it is still possible for a plot-holder on one site to apply for a transfer to a plot on another site without having to go onto the waiting list for the new site. It was stated that in Alan Crook’s day such transfers were possible. General opinion was that such transfers are not generally available these days, and that someone wishing to make such a move would almost certainly have to relinquish their existing plot and take their place at the bottom of the waiting list for their chosen destination site. However the Secretary will contact the Allotments section to determine whether this is true.

Date of next meeting

11^th May – Astley Bridge Cricket Club

 

FUTURE EVENTS

Harpers Lane Allotments Site is holding a Spring Event on the 9^th and 10^th of May.

 

The 9^th of May is an Open Site Event featuring a Local Produce Market with plant sales etc. There will also be (subject to demand) a Car Boot Sale on the top field. Stalls in the Produce Market or on the top field are available at £10.00. The site will be open from 10.30 a.m. to 2.30 p.m.

 

The 10^th of May features a visit by the Mikron Theatre Company who are presenting ‘One of Each’ in the Society Marquee. This company has been here several times and is very popular and very entertaining, with a show suitable for all the family. Admission is free, but a collection will be taken at the end of the performance. Refreshments will be available.

 

WILL ANY OTHER SITES PLANNING EVENTS PLEASE LET US KNOW AND WE’LL PUT YOU ON THE BLOG-SITE – email us at boltonallotments2014@yahoo.co.uk

 

 

AGENDA 13.04.2015

7.30 to 8.15 p.m. – Talk by Dave Metcalfe – Growing and Showing Leeks and Onions

Minutes of 09/03/2015 and Matters Arising

Current Membership Position

Shows and Competitions

Borough Allotments Competitions

Onion and Leek Show

 

ABAS Speakers Programme

 

Update on Council Matters

 

Issues Raised by Societies

Issues from the Floor

 

External Links

NWCAA Art Project at Southport Flower Show

NWCAA – report back on AGM

 

Any Other Business

Date of Next Meeting

 

ABAS MINUTES OF 09/03/2015

 

Open Meeting at Astley Bridge Cricket Club

 

ABAS AIMS AND OBJECTIVES

ABAS exists to achieve fair treatment for all plot-holders on allotment sites within the Borough boundaries. It seeks to achieve this through the effective representation of plot-holders and societies to the Council and the provision of support to individual societies.

 

MINUTES OF LAST MEETING

The Minutes of the AGM having been posted on the Association’s Blog-site at http://www.abas2014.blogspot.co.uk the Committee moved to accept those minutes as a true and accurate record

There were no outstanding matters arising from the minutes of the AGM

 

MEMBERSHIP

ABAS membership currently covers some 502 plot-holders (either through their society or individually)

ABAS’ target is to increase that membership to cover all 950+ plot-holders on Council plots

Membership renewals (for 2016) will be due in June / July -

 

SHOWS AND COMPETITIONS

Borough Allotments Competition

Judging will take place in June / July 2015

Entry forms were made available from the Treasurer at the end of the meeting. Other forms will be mailed out to Site / Society Secretaries during March.

 

Onion and Leek Show

Will take place on the 27^th September 2015 at Astley Bridge Cricket Club

A provisional schedule of classes has been prepared by the Show Committee and will be published on the blog-site, together with the scoring system for class 1. The show will be judged by a National Vegetable Society Judge.

 

ABAS SPEAKERS’ PROGRAMME

Two speakers have been arranged

13^th April – Dave Metcalfe – ‘Exhibition Onions’

11^th May – J Woods ‘ ‘Growing and Showing’

These meetings will start at 7.30 p.m.

 

Other speakers will be arranged on topics agreed with the members

There will be raffles at these events to raise funds to support our costs in arranging the speakers, the Allotment Competitions and the Onion and Leek Show

 

THE COMMUNITY EMPOWERMENT PROGRAMME

The Council has launched an initiative called the Community Empowerment Programme

There are two elements – small projects for which one-off grants are available and larger projects which can be funded for up to 2 years.

Any project must demonstrate that it

• Saves the Council expenditure AND / OR
• Enables the continued provision of a service which would otherwise be cut AND / OR
• Enables a service which has been discontinued to be reintroduced

Details are available on the Council web-site www.bolton.gov.uk

 

 

 

REPORT BACK ON THE COMMITTEE’S MEETING WITH MALCOLM RUSSELL 24.02.2015

There are no foreseen changes to existing communications between the Council and ABAS and/or Society Secretaries

The annual OMA reviews will continue with existing OMA sites, there may be some simplification of the earlier agreements

The Council wishes to consider whether on sites where there is no society it could appoint a single person (who would have to be an individual member of ABAS) to act as Site Representative

The Council has now completed its billing exercise (begun October 2014) and in its view resolved all issues

As part of its review, in future ‘Eviction Notices’ will be served by Registered Post (i.e. not placed on plots)

As part of its review the Council will be issuing new guidance to Site Secretaries about plots which are re-let during the period July – Sept (inclusive)

There are currently some 50 vacant plots (borough-wide) available for re-letting

 

From discussions we think the Council currently feel under pressure on two fronts.

• The numbers on the Council waiting list - hence the notion of splitting plots to get more people off it and more quickly.
• Income - the allotments budget is balanced and there is no leeway, there is a need to keep rents coming in - hence the need to get plots re-let quickly

This has led to more suggestions from them to split plots as they become vacant and demands that site secretaries on OMA sites re-let vacated plots promptly. Abas has posted a procedure on the blog-site which Site Secretaries might wish to adopt if under pressure to split plots 

 

REPORTS BACK FROM SOCIETIES AND ISSUES ARISING

Society Secretaries report increasing frustration with communications with the Allotments Section. We appreciate that the section is understaffed (essentially just one part-time clerical worker who has many other duties as well) but there is a strong feeling that some matters e.g. responses to the Monthly Reports are not adequately dealt with.

v  It was suggested that societies should keep a record of all issues raised with the Council. They should inform ABAS of these issues on a monthly basis so that ABAS can present a Borough-wide picture to the Allotments section in future meetings.

There are issues relating to Break-ins and Vandalism on Allotments Sites.

v  It was suggested that secretaries should a) ensure that any member affected by a break-in or vandalism reports this individually to the police b) that the secretary also informs ABAS and c) that ABAS keeps a central log of all allotment=based incidents. ABAS could then seek a meeting with representatives of GMP about the problems.

v  It was further suggested that a representative of GMP be invited to speak at the June meeting about schemes such as Allotment Watch and about security in general.

 

ISSUES REMAINING FROM 2014 – CLAMMERCLOUGH, CEMETERY RD. ETC.

Having held a site meeting Clammerclough have decided not to proceed with plans for an OMA

No information has been received from Cemetery Rd. We understand that Malcolm Russell is pursuing the matter with the Cemeteries section whose contractor caused the problems

 

EXTERNAL LINKS

Links to the National Vegetable Society – ABAS has now collectively joined the National Vegetable Society and members will be eligible to access its website and services. The Secretary is exploring how this may be done and will post updates on the blogsite.

Links to the North-West Counties Allotment Association – The Chair and Treasurer have volunteered to act as liaison with the NWCAA and will be attending its AGM on the 29^th March,

Links to the National – The Regional Mentor is currently on sick leave and we have also had no communication with the Regional Representative – it is hoped to reopen contacts via the NWCAA AGM.

ANY OTHER BUSINESS

 

DATE AND TIME OF NEXT MEETING

Monday 13^th April – 7.30 start as we have a guest speaker at Astley Bridge Cricket Club