PART 1
ITEM NO.
(OPEN TO THE PUBLIC)
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REPORT OF THE DEPUTY DIRECTOR OF ENVIRONMENT
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TO THE LEAD MEMBER FOR ENVIRONMENT ON 7th APRIL 2008.
To Environment, Housing and Planning Scrutiny 21st APRIL 2008
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TITLE: ALLOTMENTS: A RESPONSE TO ENVIRONMENT, HOUSING & PLANNING SCRUTINY MINUTES,
OF THE MEETING HELD ON THE 21ST JANUARY 2008
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RECOMMENDATIONS:
That £5,000 be allocated from the 2008/9 capital programme for allotments to execute Action EHP5/GP5 in
Table 1 below. APPROVED
That £20,000 be allocated from the 2008/9 capital programme for allotments to execute Action GP2 in Table 1
below. APPROVED
That £2,000 be allocated from the 2008/9 capital programme for allotments to execute Action GP6/13 in Table 1
below. APPROVED
That £23,000 be allocated from the 2008/9 capital programme to reduce the waiting list by improve existing
allotment plots. APPROVED (S
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EXECUTIVE SUMMARY: This report provides feedback on actions required by the EH&P Scrutiny Committee,
as well as those proposed in the Green paper. It also recommends a way forward for allocation of capital to
deliver elements of the action plan in 2008/9.
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BACKGROUND DOCUMENTS: (available for public inspection)
Developing the Future Direction of Salford’s Allotment Service – A Green Paper Discussion Document
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ASSESSMENT OF RISK:
Low
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THE SOURCE OF FUNDING IS:
2008-9 Approved Capital Programme
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LEGAL ADVICE OBTAINED:
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FINANCIAL ADVICE OBTAINED:
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CONTACT OFFICER: Alan Rowley. Tel: 0161 736 0551
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WARD(S) TO WHICH REPORT RELATE(S)
All
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KEY COUNCIL POLICIES: please delete those not appropriate
Budget Monitoring
Community Strategy
Cultural Strategy
Environmental Strategy
Equalities
Health
Planning Strategy
Procurement Policies
Regeneration
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DETAILS:
A report entitled ‘Developing the Future Direction of Salford’s Allotment Service – A Green Paper Discussion
Document’ was present to the Environment, Housing & Planning Scrutiny Committee on the 21 st January 2008.
Minutes from the meeting were received in early February requesting feedback on a number of issues which are
identified below.
Note:
The Items coded EHP refers to the action number on the Action plan contained within the Minutes of the
Environment, Housing & Planning Scrutiny Committee held on the 21st January 2008. The GP reference refers
to the green paper action plan reference, as presented to the Scrutiny Committee on the above date.
Item
EHP1
Table 1
Progress on Actions
Actions contained in E,H&P Scrutiny Minutes
Update
Review the aims outlined on page 14 of the green
The pledges were reviewed by the meeting of the
paper - discussion document. Full report on action
Salford Allotment Association on the 1st April 2008
so far and planned actions for the future with
and agreed as they stand.
timescales and costings to be presented to the April
Environment, Housing and Planning Overview and
Scrutiny Committee.
EHP2
Review the admin processes in respect of issuing
invoices for future years to avoid the present
situation from arising again.
Being undertaken as part of the pricing review.
GP4
Establish Chartermark working group to bring
allotment customer services up to required
standard. Complete September 2008
Feedback from tenant surveys has identified this as a
key area for improvement and steps are now being
taken to address the issues.
EHP3
GP1/9
Implement appointees to run allotment sites and
monitor accordingly. Full report on action so far
and planned actions for the future with timescales
to be presented to the April Environment Housing
and Planning Overview and Scrutiny Committee.
From April 2008, four allotment sites will be entering
into a self-management arrangement with the council.
The four sites are, Cawdor Street, Destructor, Lorne
Street and Tindall Street.
Trustees from each of the sites will be appointed to
run the day to day affairs of their sites.
EHP4
With regards to Cleavleys; clarify the contract with
the mobile mast company with regards to putting
right the damage caused when driving on and off
the site.
To be reported on at the meeting.
GP2
GP2 proposed that the Council liaises with major
partners such as the PCT to identify joint working
initiatives
A first meeting was held with officers from the PCT
in February and it has been provisionally agreed to
work together on a bid to restore Cleavley allotments
which has 17 sub-standard plots and 16 on the waiting
list in an LAA target area. The PCT has now
committed £15,000 to this project and the Council
£20,000.
Item
EHP5
Table 1
Progress on Actions
Actions contained in E,H&P Scrutiny Minutes
Update
Audit of all sites to be undertaken. Audit to be
Appendix 1 identifies the condition of sites
presented at the April 2008 meeting of E H & P
Scrutiny
GP5
Item 5 of the Green Paper action plan proposed that a
detailed report identifying what needs to be done at
what cost to bring the 112 sub-standard plots back
into use and to maintain them. £5,000 has now been
allocated from the Council’s capital programme to
undertake survey work and produce estimates for
restoration.
Review Salford’s CC’s charging policy regarding
discounts for OAP’s disabled people and those on
benefits. Considerations and forthcoming actions to
be reported at the April 2008 E H & P Scrutiny.
Secure policy decision on charges and concessions
for the period Apr 2010 – Mar 2015.
Item 15 of the Green Paper proposed the production
of a detailed Lead member report in October 2008 to
determine policy on charges and concessions for the
period Apr 2010 – Mar 2015. This would leave
sufficient time to introduce these charges for 2010.
The review leading up to the draft report will be
undertaken between April and September and as a
result, no progress has yet been made on this item.
EHP7
GP5
Poorlots - report on the situation regarding the 22
disused plots including ideas on what can be done
to resolve the situation and bring back the unused
but much needed plots back into use.
As stated above, Item 5 of the Green Paper action plan
proposed that a detailed report identifying what needs
to be done at what cost to bring the 112 sub-standard
plots back into use and to maintain them.
EHP8
GP5/12
Action Plan to be presented to April Committee
regarding disused sites especially Cumberland
Avenue and Addison Road and how they could be
brought back into use. Ideas on how this could be
achieved costs involved timescales etc.
As stated above, Item 5 of the Green Paper action plan
proposed that a detailed report identifying what needs
to be done at what cost to bring the 112 sub-standard
plots back into use and to maintain them.
EHP9
Action Plan for enforcing rules on allotments sites
to be presented to April E H & P Scrutiny
Committee
Procedure to be presented at the Scrutiny Meeting.
EHP10
Update on Lower Kersal allotments regarding
empty plots etc to be presented to April E H & P
Scrutiny Committee
In January 2008 there were six substandard plots at
this site. Since that time, three have been brought back
into use and have been offered out to prospective
tenants.
EHP11
Report to April E H & P Scrutiny Committee
regarding proposals to join up the finance and
lettings sections so they can work in partnership.
Being undertaken as part of the charges and
concessions review
EHP12
Protocol to be presented to April E H & P Scrutiny
Committee regarding letters (Notices) to quit and
follow-up procedures so that plots can be re-let
more speedily following someone relinquishing a
plot.
EHP13
Report to April Committee regarding infrastructure
issues on allotments - security water supply and
drainage
Actions contained in Green paper but not
included in E,H&P Scrutiny Minutes
Include allotment performance information for key
areas such as waiting lists, site quality and
If a plot is deemed to be uncultivated, the tenant will
receive an ‘A1’ warning letter. The plot is then
inspected one month later. If there is no change, the
tenant will receive an ‘A2’ warning letter. If there is
no change by the next monthly inspection the tenant
will receive a ‘Notice to Quit.’ The notice allows the
tenant thirty days to vacate their plot. After that period
the plot is offered to the next person on the waiting
list. The process takes three months to complete.
See Appendix 1
EHP6
GP15
GP16
GP3
The feedback from the 2007 allotment tenant survey
identified that all areas have shown some
Item
Table 1
Progress on Actions
Actions contained in E,H&P Scrutiny Minutes
Update
customer feedback, into 2008/9 performance
improvement but the most significant gains have
management framework by March 2008
been:
Communication: Improved from 24% considering
good to very good in 2006 up to 42% in 2007.
Recycling 33% in 2006 up to 51% in 2007.
General appearance 51% in 2006 up to 67% in 2007
Level of information 31% in 2006 up to 46% in 2007.
Targets are now being set for 2008 and will be
discussed at the meeting.
GP6/13/14
Liaise with colleagues within Housing and
Planning and local prospective tenants to identify
areas for new allotment garden sites.
Provide funding for and produce report on sites
identified in 1.3 above, providing details, capital
and revenue estimates for establishment and
maintenance (£2,000).
Secure policy decision on way forward with
creation of new sites.by September 2008
Discussions have taken place and a site has been
earmarked in Ordsall. The next stage is to determine
what is required at what cost to make any venture a
success. £2,000 has now been set aside from the
Council’s capital project to work with partners on the
development of a project.
GP7
Identify possible resources to support the creation
of a community allotment development post and
produce a report on way forward
GP8
Identify and pursue external funding opportunities
to improve the standards of allotments within the
City of Salford
Identify ways of engaging with the wider
community on the value of allotments.
Officers are liaising with the PCT and other partners
such as the Salford Allotment Association on the
possibilities for a joint bid to the Big Lottery Food
programme.
See GP2/6 above
GP10
GP11
Update SCC Allotment Regulations
GP17
Produce ‘partnership’ strategy for the future
direction of the service, with vision; clear plans and
funding for achieving the vision
As GP7 above
This is on the agenda for the next meeting of the
Salford Allotments Association and Officers will
attend this meeting to discuss possible amendments.
There will be a sub committee of delegates and
Officers to review current regulations and proposals
for actions.
The Allotment charter for 2008/2009 was reviewed
and approved without any amendments at the meeting
of the Salford Allotments Association held on April
1st 2008.
Ongoing
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Appendix 1
ALLOTMENT SITES
Location
Allotment Site
Littleton Road
Weaste
Beechfied
Bingham Street
Clovelly
Cotton Street
Destructor
Moss Lane
Townsend Road
Victoria Park
Blackleach
Cawdor Street
Hilton Lane
Mountain Street
Toad Lane
Tynesbank
Cleavley
Lorne Street
New Hall Ave
Tindall Street
Addison Road
Cumberland Ave
Dixon Street
Poorlots
Car
Park
Yes
Yes
No
No
Yes
No
No
No
No
No
No
No
Yes
Yes
Yes
No
No
No
No
Yes
Yes
Communal
Hut
Yes
Yes
No
No
No
No
No
UNDER
No
No
No
No
No
No
No
Yes
Yes
No
No
No
UNDER
UNDER
No
No
Council
Shed
Yes
Yes
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Re-cycling
Centre
Yes
Yes
No
No
No
No
No
REVIEW
No
No
No
Yes
Yes
No
No
Yes
No
No
No
Yes
REVIEW
REVIEW
No
No
Pigeon
Stock
Toilet
Water
Yes
No
No
No
No
No
No
No
No
No
No
No
No
No
Yes
Yes
No
No
No
No
No
Yes
Yes
Yes
No
Yes
Yes
Yes
No
No
Yes
No
No
No
Yes
No
No
No
No
No
No
No
Yes
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
No
No
No
No
No
Yes
Yes
Site condition
GOOD
GOOD
DERELICT
POOR
FAIR
FAIR
FAIR
DERELICT
POOR
FAIR
FAIR
GOOD
GOOD
POOR
GOOD
GOOD
FAIR
POOR
FAIR
GOOD
DERELICT
DERELICT
POOR
GOOD