MIDDLETON ST. GEORGE ALLOTMENTS

PROGRESS REPORT ON THE ALLOTMENT SELF-MANAGEMENT SCHEME

The first meeting of the representatives (four plot holders from each of the three sites) took place on 23rd March 2011.  In summary, this meeting achieved the following:

• Agreed a set of terms of reference for the group.
• Agreed that Groundwork would facilitate the group.
• Started to discuss what the areas are that the group will need to focus on.
• Started to discuss the options for one association or three.
• Agreed that notices would be put up at each site setting out the role of the working group and that the web site would be used to share information.
• Set a date in early May to visit two self-managed sites in Darlington.
• Agreed to set up a meeting with the Allotment Regeneration Initiative representative.
• Agreed that the working group will develop proposals for all plot holders to consider in September 2011.

On 7th May 2011 members of the working group visited Bellburn Allotments and West Cemetery Allotments in Darlington to have a look around and talk to the respective committees regarding self-management and what it entailed for these two sites.  Those that were able to attend found it useful.

On the 10th May 2011 John Doherty – a mentor with the Allotment Regeneration Initiative (ARI) – gave a presentation to the working group about self-management, which was followed by open discussion.

On 8th June 2011 the working group visited all three sites in the village to get an overall idea of what improvements were required for each site, plus if self-management was a favourable option what issues / risks / liabilities need to be considered.

On 4th July 2011 the working group met to discuss the findings of the various meetings listed above.  The working group felt that they had a better understanding of what self-management would involve.  In summary:

The key responsibilities would be:

• Form a committee.
• Hold regular committee meetings.
• Collect the rent and manage the accounts.
• Set the annual rent.
• Carry out site inspections, ensure that rules are adhered to and take appropriate action where necessary.
• Re-let plots and manage a waiting list.
• Monitor and pay the water bills.
• Maintain the internal part of the site, including the internal part of the boundary where the boundary is a hedge.
• Be responsible for repairs to the water systems.  (Initially the Parish Council will remain responsible fore any major repairs until reserves are built up, but the group can do things such as repair leaking taps).
• Take out the appropriate public liability insurance.
• Hold an Annual General Meeting.
• Organise and fund improvements to the sites.
• Liaise with the Parish Council on a regular basis.

To form an association would need:

• Support of plot holders.  (What level of support needs to be defined.)
• Agree on the best structure – one association or two or three?
• Enough people to form the committee – 9 or 12 members (3 or 4 from each site if one association).
• Equal representatives from each site (if one association).
• Members of the committee willing to take on the key roles of Chair, Secretary and Treasurer.
• The committee to be clear regarding what they are undertaking.

Key aspects for plot holders if an association is formed:

• No immediate rent increase.
• Are the concessions kept the same?  (Currently 50%.)
• Potential to secure funding to improve the sites.
• From on-site knowledge potentially quicker re-letting of plots.

Next steps were discussed and it was agreed to:

• Set a date in September to have an open meeting for all plot holders.  This will be circulated and publicised once agreed.
• Put together a question and answer sheet about self-management, from the working group's point of view, for all plot holders, with the findings from the working group.  This will be distributed before the open meeting, together with an agenda.
• Get more of an understanding of the existing lease arrangements that the Parish Council has with the Landowners.

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