Agenda item

To receive an update on the continued progress toward the long?term self?management of Council?owned allotment sites in Rotherham and the work of Rotherham Allotment Alliance Ltd, as set out in their Annual Reports for 2024 and 2025.

At the Chair’s invitation, Councillor Marshall, Cabinet Member for Street Scene and Green Spaces (Cabinet Member), introduced the item and welcomed Charlotte Evans from the Rotherham Allotment Alliance Ltd (RAA) and Councillor Steele, Chair of the RAA, to the meeting.

Councillor Steele explained the background to the RAA, a co-operative, non-profit organisation. The RAA was established as a limited company in 2020 and took over the management of council-owned allotments on behalf of the council from this date.

Councillor Steele reported that the RAA was still waiting to complete the lease arrangements associated with the transfer of allotment sites into long-term self-management by the RAA. This delay had been due to legal complexities but officers at the RAA and the council had been working with solicitors to try and resolve outstanding issues.

It was explained to Members that the RAA managed its own budget and expenditure and all administration associated with the letting of allotments was managed by Charlotte Evans. There were 10 directors on the Board of the RAA, two of which were specialist directors and two were RMBC councillors. The shareholders of the RAA were the allotments holders and £1 of their first rent payment entitled them to a share in the RAA and allowed them to attend and vote at the RAA’s annual general meeting and other shareholders meetings.

Councillor Steele further explained that the RAA had two different types of allotments – those that were directly managed by the RAA and those which were managed under “Societies”, which managed the allotments on the RAA’s behalf. Each Society had a small committee, a Chair, a Secretary, a Treasurer and two other members and would manage the site and collect rents themselves. These Societies received a reduction in their rents to reflect the cost-saving to RAA in them managing these issues themselves.

Jon Hinchcliffe, Green Spaces Manager, reiterated to Members that the delays experienced in completing the lease were due to technical legal reasons rather than operational reasons, and assured Members that all sites continued to be effectively and safely managed by the RAA in the meantime. Whilst responsibility for management sat with the RAA, the council retained oversight and ongoing assurance through annual reporting and monthly meetings. Once the lease was finalised, the long-term self-management of allotments by the RAA across the borough would be fully embedded.

The Chair invited Members of IPSC to raise questions and queries on the Allotment Annual Update 2025 and in the ensuing question and answer session the following points were raised:-

Councillor Allen referred to the difficulties in filling vacancies on the Board and asked how the RAA approached the recruitment of new directors. Councillor Steele responded that the allotment holders themselves generally came forward to sit on the Board. There were two spaces on the Board for members with more specialist knowledge, in areas such as Finance and Health & Safety. The Board had recently lost its Health & Safety specialist, but Councillor Sheppard had stepped up to take on this role temporarily until another Health & Safety specialist could be found. Councillor Steele stressed the importance of this role as the biggest health & safety issue in dealing with allotments was asbestos.

In a supplementary question, Councillor Allen asked whether the RAA had considered having a stall at the annual Housing Service Tenant Conference, which was usually held at the New York Stadium. Councillor Allen commented that a presence at this event could drum up more interest and awareness in the RAA and any vacancies on the Board.

Councillor Steele confirmed that the RAA always had a stall at the Rotherham Show, within the agricultural tent, and asked for representatives from the allotments to attend. The RAA also worked with the Neighbourhood teams in the northern areas of the borough where most of the allotments were – for example, Rawmarsh, Wath, Clifton Park, and Kimberworth.

In a further question, Councillor Allen asked for more information about the concerns referred to at page 53 of the Agenda Pack regarding the contract for routine grass-cutting with the council, and the outcome of recent discussions on this. Councillor Steele confirmed that some discussions had taken place with Jon Hinchliffe’s team but that more discussions were needed to try and resolve the issues under the contract. These issues were largely that some fences had been damaged when grass and allotment hedges had been cut. This had led to complaints from the allotments about the damage caused. Fences were often needed for security and the damage would need to be rectified. There were also issues regarding overhanging trees but under the agreement with the council, the RAA was not allowed to trim or cut any trees without the council’s permission.

Jon Hinchliffe provided a further update on the grounds maintenance contract with Neil Archer’s team at the council. Neil Archer had been asked to attend future monthly meetings with the RAA and the council in order to try and resolve these issues.

The Chair enquired about the status of the Board vacancy to be filled by RMBC. Councillor Steele explained that this vacancy was referred to in the 2024 Annual Report and had now been filled by Councillor Sheppard. Councillor Marshall occupied a Board position as Cabinet Member and portfolio holder for Allotments, and Councillor Sheppard held the other RMBC appointed Board position.

Co-optee Mrs M. Jacques, commented that the Tenant Conference which Councillor Allen had referred to was currently being planned and that details of the relevant contacts could be provided if the RAA wished to attend in future.

In a further question, Mrs M. Jacques asked who was responsible for any asbestos found on allotment sites. Jon Hinchliffe responded that the Grounds Maintenance teams would be responsible for safe removal of any asbestos. Councillor Steele further confirmed that where asbestos was found on any allotment site, the RAA would immediately contact specialist contractors to ensure that it was removed and disposed of safely. The RAA had a clear Asbestos Policy for health and safety compliance. Mrs M. Jacques asked whether the RAA would cover the cost of removal and Councillor Steele confirmed that the RAA would be responsible for the cost but had occasionally sought support and grants from the council to help with this.

Councillor Thorp asked why the spread of allotments that came under the RAA were largely in the north of the borough and why allotments in other areas such as Whiston, didn’t come under the management of the RAA. Councillor Steele explained that some allotment holders wanted to manage themselves as a Society and that in these instances, the RAA would provide them with a set of standard Society rules to follow. If a Society came under the umbrella of the RAA, it would be expected that minutes of its Annual General Meeting and financial details were provided to the RAA for oversight. Societies would be responsible for their own sites and managing tenants but there was an appeals process for the allocation of allotments, and any disputes would be dealt with via the RAA.

The Chair asked for clarification on whether all allotments which came under the RAA and were covered by the Annual Reports were under council ownership. Councillor Steele confirmed that all allotments covered by the reports were ultimately owned by RMBC and overall oversight and management was undertaken by the RAA, but that the Societies also managed certain aspects of some allotments on the RAA’s behalf.

Councillor Thorp asked who owned and was responsible for other allotments within the borough that were not covered by the RAA’s report. Councillor Steele explained that when the RAA was set up, Parishes within the borough were allowed to retain control of allotments within their areas if they wished to. This had been the case in areas such as Maltby and Whiston. There were also some privately owned allotments within Rotherham.

The Chair asked if the RAA would be interested in taking on management of other allotment sites within the borough. Councillor Steele commented that it would depend on what state the allotments were in and confirmed that the RAA were currently in discussions about taking over management of a site that had been within the Wentworth Estate, Sandymount allotments in Wath. Work needed to be carried out by the council first to put these allotments back to a standard that the RAA would be willing to take over.

Councillor Jones asked whether, given the high demand for allotment places in the area, consideration had been given to looking at bringing the other side of South Side allotments under the management of the RAA. Jon Hinchliffe responded that this could be looked at, depending on the level of work that would need to carried out to bring the site up to standard.

The Chair thanked officers for their input and members for the questions asked.

Resolved:-

1.    That the progress made toward the self-management of allotments in Rotherham, including progress on finalising the lease arrangements between the Council and the RAA be noted; and

2.    That the progress made by the RAA during 2024 and 2025, as set out in the Annual Reports at Appendices 1 and 2 be noted.