Minutes of 13.07.2015

Minutes of the Abas Meeting 13.07.2015

 

Minutes of Last Meeting

 

The minutes of the meeting of 08.06.2015 having been posted on the Association’s blogsite at http://www.abas2014.blogspot.co.uk for a period of at least 2 weeks, the Secretary moved that the minutes be accepted.

There was an objection from Deeley Rd Allotments Site that an issue raised by them had not been minuted and thus they believed not raised with Malcolm Russell.

This concerns the overruling of a decision by the committee to deny permission to a plot-holder to have a pond on his / her plot. The Society pointed out that the previous Allotments Officer had clearly stated that ponds were not allowed on health and safety grounds. The plot-holder had appealed to the Allotments staff and been told that ponds were acceptable. The Society’s officers felt this undermined their role in terms of the OMA.

The Secretary apologised for the omission and stated that he would post this note on the blog and raise the matter with Mr Russell. 

 

Matters Arising

How will probationary tenants gain access to sites during their probation IF the Council continues its policy of not issuing keys until a signed Tenancy Agreement has been returned to them as probationary tenants won’t get an agreement until the end of their probation period? 

The Council response is that a common sense solution would be for site societies to issue keys and to charge the probationer a deposit which covers the cost. The Council will be prepared to provide societies with a few keys to kick-start the process. The OMA text is to be altered to say this.

If a society follows Council guidelines and splits suitable plots as and when they become vacant, who is responsible for measuring the resulting small plots so that the correct rent can be charged?

The Council response is that if the plots are halved then so is the rent. If measurements are needed then the Society should do them, although the Council is prepared to provide wooden pegs and measuring tapes if asked.

Question of existing tenants moving outside the Borough boundaries

The Council’s ruling is that a tenant may keep his/her plot if their new address is within 1 mile of the Borough boundary.

Question about waiving the insurance requirement for an OMA for small sites who take on limited responsibilities

No response as yet from the Council – ABAS will raise this again with Mr Russell

 

Feedback on new OMA reporting arrangements

The new system whereby we submit our monthly reports during the second full week of each month has had its first month of operation.

Members present were generally favourable about how things are working out so far in that replies to reports are being received, with responses on most matters.

Have any of the concerns expressed by members at the last meeting been addressed in the meantime?

There was little in the way of a detailed response from members as yet, we await further feedback.

 

Membership Issues

The Committee has suggested three groups / categories of sites within Bolton

Cat 1 – Current Sites with existing OMA arrangements – the following sites have OMAs – Dealey Rd, Florence Avenue, Harpers Lane, Moss Lea, Sapling Rd., Settle Street, Shepherd Cross St., Tonge Fold, Tonge Moor (9 sites / 462 plots) – all sites are members of abas.

The Council report that 3 further sites are in the OMA process – Lever Park (Horwich), Haslam Park, Rawlyn Rd. – with a further 99 plots

 

This would mean that 561 plots are covered by OMAs out of 959 plots in the Borough. All current and pending OMA sites are Abas members.

 

Cat 2 – sites who are abas members but who do not have an OMA

Clammerclough, Smedley Avenue, Cemetery Rd., Ainsdale Rd. – this category covers some 115 plots

 

Since all existing and pending OMA sites are abas members this means that abas representation covers 676 plots of which 501 are worked by paid-up members of Abas.

 

This leaves Cat 3 - some 283 plots unrepresented by abas – abas has proposed to the Council that they circulate a standard leaflet from abas to all tenants on sites not covered by abas membership. Malcolm Russell has offered a trial mail shot to a sub-set of sites.

 

Membership Renewal

Renewal of membership to cover 2016 is now open.

Membership costs 50p

Plot-holders may join as part of their society or as individuals

Membership renewal forms will be available for site secretaries and individuals at the end of today’s meeting 

 

Future Programme

 

The August (Monday August 10^th) will feature the presentation of the Fairhurst, Greenhalgh, New Tenant, and Rosebowl Trophies in the Bolton-wide Allotments Competition.

 

The prizes will be presented by the Mayor of Bolton (Cllr Carole Swarbrick). The meeting will start at 8.00 p.m. as usual

 

There will be cake!

 

The September Meeting will be a normal business meeting but we will have (we hope) two guest speakers.

Andrea Hallisey Secretary of the North-West Counties Allotments Association will speak about the wider allotments movement both regionally and nationally.

We are hoping (particularly after the recent break-ins) to have a representative of GM Police to speak about site security

 

The Onion and Leek Show takes place on Sunday September 27^th

The day’s programme is

·         Staging 10. 00 ‘til noon

·         Judging 12.00 ’til 2.00 p.m.

·         Doors Open 2.00 p.m.

·         Prize Giving 3.00 p.m.

·         Presentation of Awards 3.30 p.m.

·         Show closes 4.30 p.m.

 

Trophies to be presented

·         Abas Shield – Class 1 – 4 vegetables

·         Secretary’s Shield – Individual with Most Points in Show

·         Stan Pickles and NVS Silver Medal – Meritorious Vegetable – ‘Best in Show’

·         Bolton Allotments Council Challenge Trophy awarded to the Allotments Site with most points

 

There are 14 classes overall – details will be spelled out in the Show Schedule, available through Terry and Margaret Farrell (0785 394 9570)

 

October is a normal business meeting

 

November will be the AGM and Election of Officers

 

ANY OTHER BUSINESS

 

Members were informed that the Council (Corporate Property / Estates) will be undertaking site building inspections over the summer to clarify the condition and maintenance of “amenity” / “communal” buildings

 

There was a discussion about ASBESTOS on Council Allotments. While some argued that asbestos if properly treated and unbroken did not pose a hazard, others argued that asbestos is always a H&S issue.

The Committee agreed to seek the Council’s view on this matter.

 

(Subsequent events suggest that the Council will always regard the presence of asbestos on a recently vacated / to be re-let plot as an urgent H&S matter and that Societies should report any such ‘discoveries’ which will then be dealt with by the Council’s specialist contractors.)

 

The next meeting will be  – AUGUST 10^TH 2015 – 8.00 p.m. at ABCC

 

 

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