Venue - Salvation Army Sutton
Council officers and Idverde attendees:
Adam Brind , Contract Officer Park, LBS
Sarah Fowler, Contract Officer Park, LBS
Ian Wolstencroft, Contract Officer Park, LBS
Jane Hardy, Service Administrator ‑ Allotments Idverde
Phil Quirke Contract Supervisor Idverde
Richard Kelly, Commercial Manager, Idverde
Agenda
2. Maintenance Issues
3. Waiting List & Vacant Plots
4. Site Inspections
5. Idverde Feedback
6. Any Other business (AOB)
1. Idverde Feedback
All invoices done. Postal Strike caused problems with some people receiving them Inspections now being done, Most Sites Fully occupied, remainder vacant plots to be filled shortly. Please let Jane know if you want inspections doing
Westmead still has some vacant plots JH looking at each site and will advise shortly
Roundshaw hasn't had anyone viewing the two vacant plots
2. Maintenance Issues
Mill Green
Neighbouring property at 1 Parchment Close has a retaining wall that is “failing”. This needs to be reported to the developers “Redrow” by the homeowner. The new estate is approx 600mm higher than allotment. Oxyacetylene gas tank needs clearing - Idverde to remove A skip was discussed for this, Idverde will try and arrange but not guaranteed LBS cannot fund clearance unless money made available to bring new plots into use Branches need clearing near drop off/ pick up area Requested any wood chip from shredding for use on the site
Beddington Allotment
Wall Damaged - The removed bricks are piled up on a nearby plot. Parks can arrange further removal of any loose bricks. Funding would be needed to repair the wall The site has had a recent clearance
Demesne Road
Grass mowing has been excellent. 2 Plots being left for some reason, can they be added to the mowing to prevent them becoming overgrown. Adamto speak to Thames Water about Plot 10 and find out what the issue is. Plot 10 also to be cut by Idverde.
Plot 104A has a lot of rubbish on it
LBS can write to the allotment association for advice.
Deposit system suggested, so that Council holds money if the plot was left in poor condition. However this is difficult to administer and it is often years later that tenants move on. They may not be able to find their receipt etc.
Action - Contact SES Water
Westmead
Some plot holders bringing inappropriate items on the site inc wash hand basins and WC’s Site rep to speak to plot holder, if they ignore site rep, let Idverde know who will the write to the potholder informing them to remove the items.
Perrets Field
Near plot 7 Footpath overgrownPlot holders have cut back large branches which need clearing Action - LBS to speak to Tree Team to arrange for contractor to remove Roundshaw Tap Issue - No water Plot 13
Action - arrange a repair
Belmont Allotment
Repairs took a long time to be completed at this site problem with suitable contractors
3. Waiting List & Vacant Plots
Some sites none
Stanley Road - holding open weekend
Currently people can choose up to 3 sites to be on waiting list
Most sites are full.
AW could add current list of number waiting at each site to the Hub
Suggested to be able to choose 2 sites rather than 3. This was agreed at the meeting
MD advised LBS trying to create more plots, looking at possible funding to enable LBS to do this
4. Site Inspections
JH doing some at some sites , Site Reps doing inspections at some sites
Site reps can Take a photo and send it to JH and then another picture 28 days after non cult
JH - Idverde trying to work with problematic tenants rather than them leaving behind an unworkable plot which is difficult to then let. Remember site reps can use the buddy system to help get a more independent view.
5. Invoices
Works really well all sent by post. No major issues.
6. Any Other business (AOB)
Benhill - large shed being built, ie larger than 6 x 8 foot shed size, so in breach of regulation guidelines. JH can write to tenant to dismantle
MD - The council has environmental enforcement who can get involved if same plot holders are constantly having bonfires and outside of the months allowed. Barbecues where more than 10 people are attending would be calseed an event.
Mill Green - Polytunnels not covered in guidelines
Roundshaw - Getting large amounts of polytunnels on the site
Plot 34 add gate.
Bid for Local Funding/ Neighbourhood Fund
Idverde edging up boundary at end of season
Action - Please let LBS know of any tree issues and problems so they can be checked
Possible options notices saying no parking, fencing off an area to prevent parking
Central Road Plot holders have been digging trenches to get soil.
Composters are on site so no need to do this. Add info to notice board
Replacement perspex could be funded by local funding (public realm), link added to end of minutes. SF advised that recent quotes for this type of work show cost to replace is about £600.
Mill Green - Problem with combination lock in certain weathers
Gates swing out into Cotswold Road
Inspect and repair or permanently close off
Rent Increase
The rent increase is as follows: Charge for plot the cost goes up from 36p to 40p per sq metre Concessions - cost goes up from 28 p to 32p per sq metre
Water increases from 11p to 13p per m
That means a 5 Rod Plot (125 sq m) would cost £66.25 full price, £56.25 concession
Allotment Revenue Monies
Plot holders asked where the income from allotments goes and general feeling they should get more for what they pay. The income is not ring-fenced to allotments. However the service provides grass and hedge cutting, repairs including replacing padlocks, fence/ gate repairs, plumbing repairs for water leaks taps, ball valve replacement, turning the supply on and off in spring and autumn and ensuring supply damaged by frost are checked and fixed.
The money also covers officer time for both Idverde & LBS.
We cannot provide a full breakdown on every specific costing, but can provide some further info once this has been accumulated.
Some useful links for grant funding
LBS web Page here
Neighbourhood Fund Form here
Neighbourhood Fund web page here
