Agenda item

Consideration was given to a report which provided an update on the progress towards the transfer of operational responsibility for the management of the Borough’s allotments from the Council to a community benefit company, Rotherham Allotment Alliance (RAA).

It was noted that since October 2019, significant progress had been made on the transfer process, with the key achievements as follows:

·       The transfer of all existing tenant data and management information to the RAA.

·       Transfer of allotment management software.

·       The employment of an Allotment Administrator, seconded to the RAA from the Council.

·       Access by the RAA to Capital funding provided by the Council.

·       The development of a Service Level Agreement (SLA) and head leases.

Members noted that officers would continue to work alongside the RAA to complete a small number of outstanding operational tasks, such as long standing encroachment issues and the transfer of utility billing. Whilst the legal transfer of the physical asset was still to complete, it was expected

to take place imminently. Completion of the head lease from the Council to the RAA was also expected to be achieved by 31 December 2020. It was reported that the SLA will come into effect once signed by both parties, which was expected to be at the same time as the completion of the head leases.

Members sought reassurance in respect of the ownership of the land on which allotments were based and it was confirmed that the Council retained ownership of the land, whilst the RAA leased it as a limited company and was charged a peppercorn rent. With regard to allotment sites in Whiston, it was noted that the parish council had given notice the Borough Council of its wish to become the Statutory Allotment Authority for sites within the parish. It was confirmed that the Asset Management Service was arranged for the transfer of the allotments, which were currently managed by the Housing Service, to Whiston Parish Council.

Assurances were sought in respect of the financial implications for the Council in the event of a major unforeseen situation impacting the RAA’s ability to continue to manage the service. In response, officers confirmed that there was no liability for the Council in respect of the RAA, as it was a limited company in its own right and governed by rules set by the Financial Conduct Authority.

Members referred to the number of queries that they had received during the pandemic regarding the availability of allotment sites for use by constituents, as well as the availability of other land to be used for allotments. Having requested information on key contacts on a ward by ward basis, the Chairman of the RAA agreed to circulate a list of sites and contacts in respect of allotments to all councillors outside of the meeting. With regard to surplus land, it was confirmed that the RAA were working with societies to bring land back into use.

Resolved:-

1.    That the report be noted.

2.    That the next update be submitted in 12 months’ time.