FLAG Minutes of April Committee Meeting

Date of Meeting 22/4/25 Place Clubhouse area

Start time 11.05 am End time 13:10

Present Kevin Withers (Chair), Richard Cloutman (Treas), Tim Leicester, Liz Leicester, Ann Rogers, Nigel Gale

Apologies Fiona Carey, Brian Songhurst, Malcolm Hull

Overview and preamble – Kevin advised the intention moving forward would be to hold 3 meetings of the FLAG committee each year rather than just the annual meeting in January (roughly April, August, January). That the suggestion would be to have an action plan at the end of each meeting of issues that affected plot holders and the hope would be that each item would see progress before the succeeding meeting. All agreed this seemed a good approach moving forward.

Kevin and others also expressed their appreciation of the guidance document called “Folly Lane Allotments – Hedges for wildlife” put together by Malcolm and submitted to the committee. All agreed it was a comprehensive and well put together. Kevin asked for one minor change in that the document should prioritise the needs of the different groups, so for example priority 1 presumably would be allotment holders growing of fruit, flowers vegetables etc, priority 2 provision of suitable allotment amenities such as clubhouse, tool shed, parking, play area, priority 3 creation of areas for wildlife and that these governing priorities would determine what happened around the site.

Insurance for FLAG committee – The previous discussions on this were mentioned and the various documents supplied in the past. Richard confirmed there had been no definitive decision at the AGM whether to continue the insurance or not and that ideally, we needed a decision at this meeting. Richard advised the old policy with Chris Knott had expired. Richard confirmed there was separate National Allotment Society (NAS) insurance for individual plot holders which he administered via the NAS website. Provided plot holders paid their flag membership and he was aware who had paid, they would have this insurance.

The FLAG committee insurance covered the committee and it was not clear that in the unlikely event of an incident whether the incident would be covered or not. There was also a large excess. The individual plot insurance it was suggested was the insurance that should be relied upon and that to ensure this was the case, the committee should always ensure that no event was led by a committee member and that if for example a working party date was suggested, this was only a suggestion and that if people participated they bought their own tools and decided themselves how to assist at their own risk on any particular working party topic.

In the case of FLAG tools, these could only be used after an individual familiarised themselves with the manufacturers’ guidelines as to the use of the tool. Instructions for use are contained in the tool shed and on the FLAG website. Individuals should be referred to these when a key to access the tool shed was provided. Use of the tool was then at the plot holders’ own risk and they should take into account the NAS plot insurance cover. If tenants wanted to ensure they are covered for x task then they should refer to the policy wording which is available on the NAS web site https://thenas.org.uk/uploads/Allotmenteers%20Liability%20Insurance%20-%20August%202022.pdf .

So, for example, if a plot holder is creating a pond on their plot they should check any stipulations around such an activity to ensure they were covered.

Liz confirmed communal areas like the pond backing onto Thornton Street was covered by the council’s insurance and the council officer (Tim Bruce-Green), would need to be happy with the set up.

All agreed we would not continue with the FLAG officer’s insurance and would accept Nigel’s suggested wording around this area. https://www.flagstalbans.org.uk/post/flag-insurance-information

Ann offered to speak to other allotment groups such as JAM to see what they were doing in this area and would refer back at the next meeting. This would be particularly relevant if they had a similar set up to ours.

Leylandii trees on the border of Rhona’s plot – In advance of the meeting various e-mails had been sent to committee members on the subject. It was estimated the Leylandii were currently 60 feet high and investigations showed they grew approximately 3 feet a year and could double in size before hitting maturity. Currently they affected Rhona’s plot, Bob’s old plot for which the bottom half was unlettable due to shade and this situation was getting worse each year progressively affecting further plots. In time all plots up to the old hospital site would be affected. This situation was upsetting affected plot holders and causing some plots to be unlettable affecting council income.

This was not an area where FLAG plot holders could take action like chopping the trees down or cutting the roots on the allotment site unless sanctioned by the house owners. To do so could create a liability against the plot holder, particularly if it gave rise to an incident such as the tree falling down.

It was hoped that Section 8 of the Anti-Social Behaviour Act (2003) would cover this issue. It was however noted on investigation that this act only covered private owners of dwellings and associated land, not Local Authorities. Notwithstanding this, some action needed to be taken in the hope of obtaining a solution. There would progressively be a loss of income for the council, so it was in Phil Bruce-Green’s interest to take action.

Kevin agreed to approach Phil Bruce-Green to ask for the Local Authorities help in communicating with the owners of the affected properties for their co-operation for a solution. If one could not be found, the last resorts would either be to ask the council to put a nuisance order against the property under The Environmental Protection Act 1990. This could affect the sale of the properties in question. The other potential action is through section 82 of the Environmental Protection Act 1990 where the matter is taken to the Magistrates Court.

Trees on some plots or communal areas affection plot cultivation – It has been noted via various comments received by the committee that randomly planted and self-seeded trees were affecting some plots cultivation. Such an example was the cherry tree near to the tool shed. This was sending out suckers and roots to approximately 6 other plots. This situation is getting worse each year. Unfortunately, some plot holders had planted trees without regard to the ultimate maturity of the tree and how this could affect adjacent plot holders. As guidance generally, thought should be given to ultimate height of the tree and whether it suckers (plums and cherries are quite prone). Ideally trees should not be planted at the edges of plots as these were likely in time to affect neighbours.

It was decided that an allotment survey was needed to determine where there was a tree issue and which plots were affected. Once the survey was completed, we would discuss next steps with affected plot holders. Kevin and Tim would carry out the survey and also use FLAG WhatsApp to get additional feedback.

NB Ann Rogers has subsequently commented as follows “The council planning site map has a layer showing individual trees and locations”.

Rubbish on borders and plots – Richard mentioned rubbish had been cleared from around the allotments around 6 years ago, but there had been difficulty in then removing the pile that had been created from the site. It was acknowledged that various areas of the allotments had a rubbish problem and this did not look good for prospective newcomers and was detrimental to wildlife.

Carpets were mentioned as being an issue as they only partly decomposed. Additionally, they normally contained cancer causing, plus other health related issue chemicals called “forever chemicals” polyfluorinated alkyl substances (PFAS) which are based on fluorine and harmful to the environment. Although various PFAS are banned or heavily restricted, old carpets commonly contain this substance to make them stain resistant. Plot holders should, if possible, refrain from using old carpets.

Tim advised previously a probation working party cleared some rubbish by the bottom entrance and that as part of their scope rubbish clearance included the removal of rubbish from the site and it may be an idea to ask if they could return. The group agreed this was a good idea and suggested that as well as communal areas, plots ready for reletting could be included in the scope. Tim agreed to approach Phil Bruce-Green to explore this avenue and if possible, any rubbish cleared should ideally be separated into its recycling types. If possible, the rubbish to be removed to include the pile already in builder’s bags near the bottom entrance.

The discovery of rubbish in the hedging areas during working parties was also mentioned and it was resolved that as part of the hedging project, the working party should remove rubbish discovered at the same time.

Potential for creating place for metal recycling – There was a great deal of old metal on the plots. A temporary metal recycling bin had been created for this and some metal removed. It was mentioned that this was not the ideal location for a permanent bin. Richard mentioned he would discuss with Brian the best place for metal recycling going forward and arrange for what we have so far to be removed. He would notify everyone via WhatsApp the new location in due course.

Suitable water butts for all plots – Kevin mentioned that some stand pipes had either no water butt or a very small container. Provision of water was one of the keys to successful growing and warm water from butts tended to be more beneficial to plants than cold water direct from the tap.

It was agreed that when the tree survey was carried out, we would identify and standpipes without a suitable water butt with a view to the potential purchase of suitable butts.

Provision of double water splitters for frequently used stand pipes:-When there is a prolonged hot dry spell, plot holders can find they are queueing for water. A double water splitter (now broken) had been used on one stand pipe and that had helped reduce the wait for the plot holders concerned. Water splitters were not expensive and it was agreed that the purchase and fitting of 6 splitters should be expedited form FLAG funds.

https://www.wilko.com/en-uk/my-garden-2-way-tap-adapter/p/8061349 £3.49 each – plastic

https://www.screwfix.com/p/titan-2-way-multi-tap-connector-1-2-3-4-/428pt £12.99 each - brass

Wood Burn – It was noted the wood bin was reaching capacity and that a fire was needed to clear the bin. Allotments are only allowed to have fires between 1/10 to 30/4 each year on a Tuesday or Saturday after midday, so the window for an early 2025 fire was drawing to a close. As a result, it was resolved that a bonfire would be needed early October.

Russian Vine management near bottom entrance gates – Nigel mentioned that Malcolm would be using his self-made “magic mix” weed killer in the hope to kill off the regenerating vine. This mix was made of naturally occurring substances. If however, this mix was not successful, we would need to consider other steps to clear the remaining Russian Vine.

Parking – The parking issue has resolved itself with the dry weather, however is likely to return again in the Autumn/Winter. The plan is to move the garage-end compost bins back and it is hoped that Jim will be able to use his digger to help expedite this. Moving the compost bins will also help alleviate the issue of rubbish being thrown behind the bins.

Once the bins are moved back, we will look into the provision of suitable material to create a hard standing area for cars. This should also help address the area becoming muddy and slippery.

Ann Rogers has subsequently commented “SADC are responsible for the main tracks and pathways across the allotment so we should ask they take the lead on this”.

One further step that may improve this area would be to stop O’Connor’s using their heavy plant machinery following or during wet weather. Last year, this worsened the situation when O’Connors bought leaf litter up during wet weather churning the whole area.

Rule revision – It was agreed the rule revision agreed earlier should go on the FLAG web site.