To receive an Allotment Service Update from the Customer Service Team Manager.
Minutes:
Dan said that there were no major issues to report. Rent demands had all been sent out.
Maggie confirmed that she would send out vacant plot list once she knew which people had given up as a result of rent demands and increases. Maggie pointed out paper copies of new rules (2016/2017) and letters of acceptance available at the meeting. There was a discussion of bonfire rules which were confirmed as Sept 1st to March 31st on Saturday afternoons and Tuesday afternoons. There had been some complaints but mainly because neighbours had not realised that the permitted times for bonfires had started. A question was asked about how long it took before plots were presumed vacant if rent was not paid. Dan said the timetable was
- Invoice sent
- If not paid in two weeks further pink invoice sent
- They would then ‘chase’ rent by phone or email, so about 5 or 6 weeks would elapse before the plot would be considered vacant. Maggie pointed out that people may move and letting her know may be low down on their list ( Rules state 40 days after rent not paid before plot can be re-let)
There was a discussion about rubbish left on plots and whether skips could be requested. Dan said common sense was needed. If the new tenant could clear they should be encouraged to do so. Dan was reluctant to send skips as they tended to be misused, though one might be sent if allotment reps were prepared to ‘police’ the skip. It was also possible to send a ‘man and van’, though this was more expensive. It might be necessary to wait until several plots needed clearing in order to provide decent size load.
There was some discussion of metal collection on sites which could then be sold by local associations.
Maggie said there was talk of a Facebook page and asked people what they thought of the idea. There was general agreement that this was a good idea to ‘get the word out’ about allotments.
There was a question about the waiting list. Dan said it had dropped to its lowest level ever earlier in the year, but now stood at about 150 though he thought it would be at about 100 by next week. The waiting time for new applicants west of the city is about 2-3 months, though some areas such as Topsham are nearer a year.
A discussion followed about tenants taking on a bigger plot or another plot. Sue Chedzoy, Hamlin Lane, expressed concern that if tenants applied direct to the council they might be given a plot even though they were not good tenants. It was emphasised that site reps or managers need to control the allocation of plots and ensure that anyone taking on another plot or a larger plot was a suitable tenant before this could be agreed. Maggie assured the meeting that the process of letting plots would be through site reps/managers wherever possible.