Presentation of review

findings to date
Ashford Allotment Committee
Wednesday 3rd June 2015

Review considering
How to reduce costs?
How to reduce:
- Voids
- High volume of terminations at point of invoice (in arrears)
- In turn impact on resources
How to maximise tenant commitment
- In turn maximise income potential
Consider if there is a desire for allotment society/forum to
manage allotments themselves.

Review Methodology
Benchmarking with other allotment providers
- Charges
- Payment advance/arrears
- Deposit schemes
- Water payments
Consultation with Tenants
Internal Review of Budget provision
- Consider opportunities for cost reduction
- Potential for reducing staff time, etc.

Benchmarking

Consulted with a number of Councils

11 Responses, predominantly Kent based
Costs varied 3.30 - 11.33 per perch
All Councils that responded charge in advance
A range of water charges/schemes
A range of deposit schemes plots/keys

Tenant Consultation
This is a consultation
Aim: to establish tenants views and get people
talking
Listen to those views to steer future visioning
274 responses

Myth busting

My role - review and make recommendations to Cabinet

Any operational changes are my decision
Any cost changes are a Councillor decision
My role is to present facts, findings of the review and options
The Council has a Statutory requirement
New allotments being developed, different management
No intention to withdraw provision

Consultation

Steve Clements National Allotment Society in attendance

Consider if this is something you wish to explore/consider

Deposit Scheme keys/plots

Commitment up front
Tenants consider time
commitment verses cost up
front
Reduce loss of revenue
bring down cost
Over 10% of plots were
relinquished following annual
billing this year
Explore what a deposit
scheme would look like for
new tenants.

Charges in advance/arrears
Commitment up front
Tenants consider time
commitment versus cost up
front
Reduce voids, reduce loss of
revenue, reduce administration
and staff time bring down
cost
Benchmarking Ashford only
Council that collect in arrears
Explore introducing payment in
advance

Cost to provide/cost to tenant

Wording has affected how people
have responded
Cost per perch 2010/11 4.00
Cost per perch 2015/16 5.00
Mindful if costs increase, impact on
potential voids and decreased
revenue income
Explore appropriate pricing and how
this can be implemented

Water Charges
3,974 spent on
water 2014/15
Benchmarking huge
variations
Explore other water
saving options

Concessions If removed would you

continue to rent your allotment?
Total 2,670 perch
904 Perch have
concessions applied,
equating to a loss in
revenue potential of
4,520 per annum

Concessions

Explore options
in relation to
concessions

Survey Responders

Survey Responders

Survey Responders

Tenants Value their Allotment

Internal Review of Budgets

Regardless of who manages allotments: there will be a time commitment
there will be overheads
Review time allocated to allotments
Reduce voids, reduce admin
Reduce 10% terminations at point of invoice, reduce admin
Reduce terminations, reduce admin and site time establishing
new tenants
As a Council we do have overheads
Considering how these can also be reduced

Explore opportunities for cost/overhead reduction

Next steps
Discussion with Steve Clements to explore potential for self
management and other issues/concerns
Constructive discussion based on my presentation

Next steps
Establish a small working group

Mutually agreed by the Council and Allotment Committee

Mutual trust/respect
Mutual agreement on how/what/when publicised
Exploring:
Management Options
Deposit Schemes
Appropriate pricing
Water saving options
Concessions options
Cost/overhead reduction

Next steps
Report to Cabinet Members for decision on proposals
Implementation of the changes