Project Management Maintenance

Document Sample
Project Management Maintenance Powered By Docstoc
					          St Anns Allotments
          Restoration Project

 Management and Maintenance
           Plan

                March 2007




The Renewal Trust
27-31 Carlton Rd
Nottingham
NG3 2DG

0115 911 2226
enquiries@renewaltrust.org.uk
www.renewaltrust.org.uk
              St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



CONTENTS



INTRODUCTION                                                                      1

SECTION ONE: The existing site                                                    2
Description                                                                        2
History and significance                                                           3

SECTION TWO: Recent management and maintenance                                    5
The Allotment Service                                                              5
Role of STAA                                                                       7
Monitoring standards                                                               8
Analysis                                                                           9

SECTION THREE: The site in context                                               10
Planning framework                                                               10
Social and political context                                                     11
Allotment provision                                                              12
Issues from consultation                                                         14
NCC Corporate Plan                                                               15

SECTION FOUR: The new management system                                          16
Overview of the new management system                                            17
Workplan summary                                                                 19
Site maintenance                                                                 20
Financial summary                                                                21
Capital Works Programme                                                          22
Monitoring and the 21 Key Indicators                                             23

SECTION FIVE                                                                     27
Workplan                                                                         28
Objectives summary                                                               42
Financial Plan                                                                   84

APPENDIX ONE
THE OBJECTIVES
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



INTRODUCTION
This Management and Maintenance Plan was prepared in the period August 2006 – March 2007
by the Renewal Trust, working with the St Anns Allotment Consortium, as part of the
development work towards a Stage Two application to the Heritage Lottery Fund (HLF).

Primary responsibility for implementing the Plan will lie with the Renewal Trust, with day to day
management and maintenance outlined in this Plan being carried out by STAA.

The Plan covers a 10 year period, from anticipated implementation in 2008 to completion in
2017. It also operates within the framework of a 30 year lease and service level agreement
between Nottingham City Council and the Renewal Trust (due to commence in 2008) for the
future management of the site.

Annual assessment and review will take place throughout the time period of the plan, with major
reviews and possible amendments in Year 3 (2010), Year 6 (2013), and Year 9 (2016).

Although previous proposals have been made for improving site management, this is the first
known Management and Maintenance Plan to be adopted by an organisation with the authority
and resources to implement it.

The drafting of this Plan drew on the experience of many organisations managing and working
on the site, and on earlier proposals such as the Conservation Management Plan drawn up by
Hilary Taylor Landscape Associates; detailed proposals from the gardeners group STAA; and
the Business Plan and Application Form submitted to the HLF in 2005.

Consultation continued during the preparation phase of the Plan, including:
    Programme of consultation with plot holders and site users including, open meetings, site
       events, regular bulletins and questionnaires;
    Monthly meetings of the Consortium and Management Group of the project;
    Meetings and consultation with local community, key service providers, City Council
       officers.

Preparation of the Management and Maintenance Plan also benefited from the work of
Groundwork Greater Nottingham, which developed the Capital Works Programme for the site,
using site surveys and analyses, and advice from bodies such as English Heritage.

The development of the St Anns Allotments Restoration Project will mark a significant change in
the way the site has been managed for the last 170 years. The Management and Maintenance
Plan will help to guide this process over the next 10 years and enable the Project to achieve its
aims:

Conserve the historic gardens of Gorsey Close, Hungerhills and Stonepit Coppice, and secure
their continuity of use as a unique form of social and community heritage.
 To conserve the physical and cultural heritage elements of the gardens;
 To make appropriate improvement to facilities in order to increase the use of the gardens
    and enhance their interpretation;
 To provide high quality long-term management and maintenance for the gardens, with
    secure revenue funding and active involvement of users;
 To increase the use, awareness, and appreciation of the gardens by outreach work and
    preventing barriers to access;
 To maximise the value of the gardens and their development as assets for neighbourhood
    renewal and environmental sustainability.



                                                                                         Page   1
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



SECTION ONE: THE EXISTING SITE
The St Anns Allotments consist of three related sites spread over 29.49 hectares or 72.87 acres:
    Hungerhill Gardens – 449 plots
    Stonepit Coppice Gardens – 179 plots
    Gorsey Close Gardens – 51 plots

The site is approximately 1.5 km north-east Nottingham city centre. Gorsey Close Gardens are
adjacent to Woodborough Road, while the entrances to Hungerhill and Stonepit Coppice
Gardens are from Hungerhill Road and Ransom Road. The site currently falls within the
Mapperley electoral ward of Nottingham City Council, but is also on the boundary of the St Anns
ward. While the individual names of the three garden sites are well established, the description
‘St Anns Allotments’ has been used by the Restoration Project to describe them as a whole and
to reflect the close links with the local community.

The plots were originally laid out as detached town gardens (or urban pleasure gardens)
between 1830 and 1860. Each plot is surrounded by a hedge – a common feature for allotments
in Nottingham, but unusual nationally. The plots are also larger than the average - a typical size
being around 450 square metres. A very distinctive element of the site is its setting across a
series of sometimes quite steep hills, which has led to many plots having terracing, and also
means that the site as a whole cannot be viewed from any one point on the ground.

Plots have been individually rented out since the gardens were first established. Ownership of
the land technically rested with the Bridge Estate (Hungerhills and Gorsey Close) and Chambers
Estate (Stonepit Coppice), charitable bodies set up in the early 1600s, but now incorporated into
the landholding base of Nottingham City Council. With the wider introduction of allotments in the
later 19th century the site became part of the allotment provision of the local authority and plots
are currently rented under tenancy agreements making reference to allotment law. Plotholders
pay rent on an annual basis.

Plots are available to members of the public, and plotholders receive a key, which gives them
access to the site – and their own plot – at all times. There are no public rights of way to or
through the site.

While Nottingham City Council has managed and administered the site and maintained the
overall infrastructure, the maintenance of the vast majority of the site is through the work of
plotholders cultivating their own plots. This work has formed the specific landscape of the site –
the majority of the hedges, fruit trees and buildings. Use of individual plots is varied and has
changed over time in relation to wider social and economic trends.

The site developed in stages over a period of time – there was no original master plan – and the
boundary and size has shifted. The current site is much smaller than the area used as gardens
in the later 19th century, with former plots being used for building development (housing, schools
etc) or converted into public parks.

In the 1980s the site experienced a decline in take-up, with some plots becoming neglected and
overgrown. This decline has been halted in more recent years, and a significant number of plots
are now being used by community groups and for non-traditional use.

At the beginning of the 21st century the site was placed on the English Heritage ‘Register of
Parks and Gardens of National Historic Importance’ (at Grade II*). This was a significant formal
recognition of the heritage value of the site and helped set the context for considering the
options for the future.



                                                                                          Page   2
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


History and Significance of the site

The Conservation Management Plan prepared by Hilary Taylor Landscape gives a
comprehensive history of the site. The following points summarise the key phases in the
development and use of the site:

Pre 1550      First records of land transactions at Hungerhills dated 1304.

1551-1603     Bridge and Chambers Estates created. Intention that money raised from the
              rental of Bridge Estate would pay for the upkeep of bridges over the river Trent.
              Land at Hungerhills divided and rented out to thirteen smallholders. (Bridge and
              Chambers Estates eventually effectively became part of Corporation and then
              City of Nottingham.)

1830-35       Earliest evidence of the gardens. George Sanderson’s map of ‘Twenty Miles
              around Mansfield’ shows them as an isolated area some distance from the city
              centre. Layout of plots on Sanderson’s map remains to present day. They were
              ‘detached town gardens’ of a type which had been swept away by industrial
              growth in central Nottingham. Most early ‘gardeners’ were probably upper middle
              class professionals or shopkeepers who lived in the city centre.

1840-1900     Industrial Nottingham (and St Anns area) expanded rapidly after enclosure of
              common lands in the 1840s. More gardens were laid out, but much of the
              surrounding area was built on. Use of the site seems to have become more
              mixed, with evidence of professionals paying for builders to build them ornate
              summerhouses, and also reports of lace workers becoming tenants. The gardens
              became famous for rose growing. Police lodges at Ransom Road and Norland
              Close entrances show concern for security met with resources.

1887-90       Allotments Acts make it a statutory duty for local authorities to provide allotments.
              (Most allotment law was first set out in the period up to 1908.)

1900-1950     The ‘gardens’ became ‘allotments’ in the modern sense. Used more and more for
              vegetable and fruit growing, and by local working class people. (Some at
              Hungerhill also used as permanent dwellings.) World War Two ‘Dig for Victory’
              saw national and local peak use of allotments.

1950-1990     Significant post-war influx of gardeners from Eastern Europe and the Caribbean.
              Early 1970’s: old housing in St Anns demolished and comprehensively
              redeveloped. Site began to experience vacancies for the first time.

1990-2005     Vacant and overgrown areas become a significant feature. Increased use of site
              by community groups. Active role of voluntary groups secured some infrastructure
              works and management improvements. Registration of the site by English
              Heritage.

Historical significance

The description of the site by English Heritage defines it as ‘Three related groups of detached
urban pleasure gardens retaining many 19th century summerhouses and associated structures’
and noted only three other remaining garden sites in the country. ‘The survival rate for this type
is extremely low, with most examples having disappeared under built development. Where they
do survive, it is generally as allotment sites with hedges and buildings removed. In area, the
group of sites at Nottingham represents the most extensive surviving detached garden site in
England.’


                                                                                          Page   3
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


Some members of the St Anns Allotments Consortium have used the description ‘the oldest and
largest allotment site in the world’. This has been slightly tongue in cheek: there are older
allotment sites in England, and possibly ‘leisure garden’ sites in Europe which are larger, but no
other site is older and larger. More seriously, it can safely be said that the landscape is quite
simply unique – there is nothing else like it in the world.

Heritage Elements

The gardens are classified as Grade II* on the English Heritage ‘Register of parks and Gardens
of National Historic Importance’, which places them in the top 30% of all registered parks and
gardens which are considered to be of ‘exceptional historic interest’.

There is one Listed Building on the site - a wooden building which might be described as a
‘Victorian flat pack’ on plot B305.

In general, the physical heritage of the site is not so much made up of grand or significant
features, but a collection made up of:
     The size, location and boundaries of the overall site;
     The layout of the site and the individual plots (defined by the roads, avenues, paths and
       hedges);
     The overall pattern of the landscape within the surrounding area;
     Retaining walls and terracing;
     Sheds, summerhouses, glasshouses and buildings (particularly from the 19th and early
       20th century);
     Wells and reservoirs and remaining 19th century features within the plots (such as paths);
     Mature fruit trees and other significant plants;
     The hedges.

The cultural heritage of the site is also important, and the gardens can be seen as ‘in effect, a
map, inscribed with the lives, ambitions and social relationships of generations of people who
lived in Nottingham during the 19th and 20th centuries’ (HTLA Conservation Management Plan).

The ecology of the site is part of the heritage. Many elements of this have developed as a result
of the age of the site and its continued use as gardens, combining the edible and the
ornamental; other elements have developed in more recent years as a consequence of relative
under use.

Finally, the management and use of the site is part of its heritage and has played a crucial role in
its development. The plots have always been rented out to plotholders, and they have created
the structures, planted the trees and carried out the maintenance of the plots which make up the
vast majority of the site and its landscape.

As previously noted however, the site saw a relative decline in plot take up in the 1980’s, along
with a fall in maintenance standards. These factors contributed to a loss of some heritage
elements and a deterioration of the site’s overall condition. The next section of the Plan
examines the recent management and maintenance of the site, as a background to
understanding the significant changes which form the basis of the Plan and the future work of
the Project.




                                                                                           Page   4
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



SECTION TWO:
RECENT Management and MAINTENANCE
One of the key factors in describing the recent management of the site is to recognise the
amount of change which has taken place within the allotment service of Nottingham City
Council. After being part of the Leisure and Community Services Department for many years,
the allotment service (along with most parks) was transferred to Neighbourhood Services in the
1990s and then transferred back again to Leisure and Community Services in 2004. Alongside
these changes there were shifts in the way maintenance and repairs were paid for and
organised.

While the post with responsibility for allotments has remained consistent – the Allotment Officer
– recent years have also seen a changeover in personnel, and the postholder has often been
employed on a temporary basis. In April 2007 a permanent full time post of Allotment and
Community Garden Officer is due to be advertised.

Revisions of the City Council political and committee structure as a whole has seen the effective
disappearance of the Allotment Advisory Committee, to which the Allotment Officer reported in
the past (which in itself had been downgraded to an advisory body, as a consequence of central
government legislation in the 1970s).

However, perhaps the most significant change took place in the late 1980s - changes which
have defined the service for the last 25 years. Firstly, the role of Allotment Officer was reduced
from two full-time posts to one part-time officer, covering all allotments in the city. Secondly, the
‘contracting out’ of local authority services meant that while site maintenance was still carried out
by a department of NCC, the re-organisation saw the removal of a maintenance team which had
been based on site permanently for many years. These two changes not only saw a reduction in
the level of resources for the allotments, they also broke long standing links between the
management and maintenance team and the site (and the gardeners) itself.

The Allotment Service in 2007

In relation to the St Anns allotments, the Allotment Officer has responsibility for:
     Tenancies – issuing tenancy agreements, receiving notice;
     Maintaining records;
     Enforcement of tenancies (notice to cultivate, notice to quit due to non-payment of rent);
     Commissioning repair work;
     Providing information to the Council’s Financial Services for rent collection.

The Allotment Officer is supported by:
    Management and administration staff within Leisure and Community Services;
    Financial Services – for rent collection;
    Other NCC departments (for legal and property services)

The diagram overleaf outlines the management structure in 2006-7.




                                                                                            Page   5
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                 Nottingham City Council


            Leisure and Community Services
                     Portfolio Holder

                                                                 Financial Services
                       Service Director                            Rent collection
                    Sport, Leisure & Parks
                         [Hugh White]
                                                                  Other NCC depts.
                Head of Parks & Open Spaces                        Legal / property
                        [Eddie Curry]                                  support

                     Parks Team Manager
                           [vacant]

                       Allotments Officer
                   [temporary – Sally Philpott]                    Neighbourhood
                                                                      Services
                                                                   Hedge cutting &
                                                                    other repairs




              Service level agreement
                                                      Other contractors
                                                        Repair works
                       STAA
                    Take up work
                    Site monitoring
                     Minor repairs                       Minor repairs




Repairs and maintenance

Repair and maintenance work for the site takes a number of forms:

Hedge cutting – The main item of repair and maintenance expenditure. All ‘external’ hedges are
cut ie those which are accessible from avenues and paths and which are not within individual
plots. In the past the hedges were cut twice a year (late spring and early autumn), but this was
reduced to one cut in early autumn, on the advice of the nature conservation officer, in order to
prevent disturbance to nesting birds. The work has been carried out under contract, most
recently with Neighbourhood Services.

Water supply – Mains water is supplied to the site, with an extensive network of pipes and taps
close to most plots. The water is metered and charged for the whole site according to


                                                                                         Page   6
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


consumption. Repairs to the taps and pipework are commissioned by the Allotment Officer and
paid for as needed, with a regular contract plumber being used.

Other repairs – Emergency repairs are carried out as required, often following reports from
STAA [see below] or plotholders. Principle items include repairs to damaged locks and gates
(plus water supply as above).

Waste and Flytipping – The site has had a problem with flytipping for a number of years,
including semi-commercial waste (house clearances, bulk disposal of old fridges etc) and a
number of abandoned and burnt out cars. Financial responsibility for this has varied between
NCC departments, with no one understandably wanting to pick up the bill!

The role of STAA

STAA is an organisation formed by plotholders on site (developing from the St Anns Allotment
Campaign), and in 1997 STAA took up a service level agreement with NCC to deliver some
aspects of site management work. This role initially focused on take-up work (promoting the site,
introducing prospective gardeners to potential plots) and monitoring the overall condition of the
site (noting plots which appeared to be abandoned, reporting flytipping or site damage). Under
the service level agreement NCC retained responsibility for signing tenancy agreements,
enforcement issues and for commissioning repairs and maintenance work. While the
arrangement with STAA brought many benefits – particularly with increased take up – the split
responsibility also brought some confusion to plotholders and possibly introduced a further level
of duplication in site management.

In 2006-7 STAA took full responsibility for some of the minor repairs budget and was able to
directly commission and supervise repair work.

Revenue income and expenditure – the recent situation

Precise figures for recent income and expenditure for the St Anns allotments are difficult to
obtain because the allotment service does not operate separate cost centres for each site, but
the following are believed to be an accurate picture at 2005-6.

Direct Expenditure – non staffing                         £
Site maintenance main contract                       31,320
Other site maintenance inc waste removal             13,900
Water                                                10,442
Service level agreement - STAA                        7,000
Other                                                   800
                                                     63,692


Income                                                    £
Mainstream funding from within NCC                   46,692
Plot rental                                          16,770
                                                     63,692

Notes:
 Rents for each plot are calculated according to size and are currently (2007) 11p per square
   yard per year (ground rent at 6p, and water charges as 5p). Plot rental income for the site
   obviously varies according to the number of plots tenanted.
 All other income for the direct management and maintenance of the sites is mainstream
   funding from within Nottingham City Council.


                                                                                         Page   7
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


It should be noted, however, that these expenditure and income figures do not include staffing
costs or administrative costs for staff employed directly by Nottingham City Council ie the
Allotment Officer and management staff within Leisure and Community Services. The Council’s
Financial Services (who issue bills and collect most rent payments), and Legal Services incur
further costs. Although inter-departmental charges are made for these services, they are not
broken down by individual allotment site (and some gardeners actually pay their rent via the
local Housing Office).

Monitoring and performance standards and The Allotment Charter

As a whole the Allotment Service has not been subject to Best Value or other forms of statutory
review, and operates without performance indicators. A Management Plan has never been
adopted for the site.

In the 1990s Nottingham City Council drew up ‘The Allotment Charter’:
The City Council is aware of its legal duty to provide sufficient land to meet the demand
from City residents for allotment gardens.
The Council recognises the benefits to health, education and community togetherness which
result from the recreation of gardening and wishes to help City residents enjoy these benefits by
providing public allotments and will:
    1. Ensure that there is a sufficient number of allotment gardens in the City to meet demand;
    2. Safeguard, wherever possible, existing allotment gardens in public and private ownership
         from redevelopment for other use;
    3. Provide, if necessary, alternative allotment gardens in an area if there is a loss of
         facilities through any cause;
    4. Consult with allotment holders before any proposal to develop allotments for other
         purposes are considered by Council committees;
    5. Aim to improve the standard of public allotment gardens by providing adequate top soil,
         pathways, water supplies and community facilities;
    6. Aim to improve the standard of security of public sites by providing and maintaining
         adequate and secure fencing;
    7. Assist pensioners, the unemployed and disabled people to take up public allotment
         gardens by offering reduced rates;
    8. Encourage the use of allotment gardens by demonstrating the benefits to be gained
         through publicity and marketing;
    9. Encourage allotment garden holders to form site associations by offering long term
         leases and rebates for good management;
    10. Encourage the growth of the allotment in the City by regular consultation between
         allotment garden holders and members and officers of the City Council;
    11. Review the above statement yearly.

Although the Charter provided an excellent practical basis for developing the Allotment Service
and set out some minimum standards, the severe lack of resources provided – and the changes
in organisational structure – has meant that the Charter has not been implemented.

In December 2005, the City Council adopted ‘Breathing Space’ as a new framework for the
management of green and open spaces – including allotments – in Nottingham. The content and
significance of this is considered in the section on policy context which follows.




                                                                                         Page   8
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


Recent management – Summary analysis

The Conservation Management Plan prepared by Hilary Taylor Landscape Associates in 2002
highlighted many of the problems associated with the management and maintenance system at
that time and referred back to many of the same issues covered by the St Anns Allotment
Campaign report ‘Vision for a Future’ in 1993. The introduction to each of the Objectives in the
Workplan – see Section Five and Appendix One – also examine the recent concerns which have
led to each Objective.

These issues are summarised below:

External factors:
    Overall decline in national allotment use in the later 20th century;
    Comprehensive redevelopment of St Anns in the early 1970s which saw high percentage
       of residents (and plotholders) leave the area – new population tends to be more
       transient;
    Poor reputation of St Anns as a whole.

Organisational:
    Changes to Allotment Service staffing and departmental structure;
    Division of management and maintenance responsibility;
    Lack of contact between site management/administration and plotholders.

Management:
   Lack of Management Plan for the site;
   No monitoring or standards.

Context:
    Traditional allotment and parks management culture unsuitable for new community
      engagement and regeneration issues;
    Complexity and variety of the site and users.

Resources:
    Low level of maintenance budgets – work contracted out and not fully supervised;
    Very low level of capital resources for long term maintenance or improvement;
    Reduction in Allotment Officer post (across city);
    Site facilities not always suitable for 21st century use.

Barriers to take-up:
    Poor condition and image of site;
    Uncertainty about the future of the site in 1980s and 1990s.

The consequences of these problems have been:
    Loss of heritage items and features (through theft, vandalism, or neglect);
    Decline in condition of site infrastructure;
    Fall in the number of people actively gardening;
    Plots becoming vacant and overgrown – further decline;
    Poor site condition (high level of flytipping etc);
    Low morale amongst plotholders, reduction in community involvement.

This brief overview of the recent management and maintenance of the site has highlighted the
areas for improvement. The following section will examine the wider context in which the
allotments function, to look at any restrictions and also any opportunities which will continue to
affect the future management and maintenance.


                                                                                         Page   9
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



SECTION THREE: THE SITE IN CONTEXT
The St Anns allotments are in a very unusual situation and combine three elements: a unique
historic landscape of detached town gardens, an exceptionally large and complex allotment site
and a context of a community facing severe social deprivation. Given this background, there is
no single strategy to guide the work of the Project. There are, however, a broader series of
policies and initiatives at local and national level to which the Project has a close and
complementary relationship.

THE PLANNING FRAMEWORK

City of Nottingham Local Plan
The City of Nottingham Local Plan (February 2005) contains a number of policies which support
the conservation of the allotments.
   Policy R5 on allotments recognises that ‘Allotments have an important recreational function,
    as well as having nature conservation value’ and states that ‘Planning permission will not be
    granted for development which would result in the loss of existing allotments’ other than in
    exceptional circumstances.
   The allotments are designated within the Open Space Network and policy R1 again states
    that ‘Planning permission will not be granted for development which would adversely affect
    the parks and open spaces and the green links between them’.
   Policy BE14 on the historic environment states that ‘Planning permission will not be granted
    for development that would be detrimental to the character or appearance of a registered
    Park or Garden of Special Historic Interest’ and correctly identifies the allotments as such a
    site.

Impact of registration by English Heritage

The placing of the site on the English Heritage ‘Register of Parks and Gardens of Special
Historic Interest’ has some impact on the planning framework itself, although it does not have
the same status as a Listed Building. Applications for development on the site have to be
referred for comment to English Heritage and the Garden History Society as part of the
application process, and the land owner is expected to protect the overall status of the site.

The wooden structure on plot B305 is a Listed Building.

Recent planning history (status at March 2007)

There are no current or recent planning applications which would have a major impact on the
site. Two applications have been made to support the Capital Works Programme of the Project:
     Allotment Centre at Hungerhills (plot B280) – application number 07/00185/PFUL3;
     New fencing, walls, gates and railings and new parking areas (various locations around
        the site) – application number 07/00201/PFUL3.

The area used by NECTA as a training centre (former plot B478 close to Ransom Road
entrance) has temporary planning permission for this use. A renewal application has recently
been made, but this is likely to be the last temporary permission given by NCC Development
Control.

At the edge of the site, planning permission for residential development has been granted to a
privately owned site on Ransom Road adjacent to plots B390 and B464, and may have some
impact on the site perimeter at this point. Planning permission for residential development has
also been given at Springfield Pasture (to the north of the valley between Gorsey Close and

                                                                                         Page 10
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


Hungerhill Gardens), but this is guided by a comprehensive development brief and is unlikely to
have a major impact on the allotments.

General conditions

There are no public rights of way across the site, and there are no by-laws in relation to the site.

At Gorsey Gardens there is a significant building owned by the utility company E.ON UK which
served as an electricity sub-station. It is no longer in operation and there are no firm plans for its
use – a smaller sub-station is now based on the car park at Gorsey Gardens. There is a legal
right of access to these buildings (which is detailed in the lease with Nottingham City Council).

SOCIAL and POLITICAL CONTEXT

The site is part of the Mapperley ward within the electoral ward structure of Nottingham City
Council. It therefore falls within the boundaries of the Area 5 Committee and Neighbourhood
Management Team of Nottingham City Council (along with Sherwood ward). Up until 2003 the
site had been part of another Area Committee area and is now bordered by the St Anns Ward:
part of the Area 6 Committee (along with Dales ward).

The St Anns ward is one of the most deprived areas of Nottingham – according to the Multiple
Index of Deprivation 2004, St Anns ranks as amongst the 10% most deprived wards in the
country, with three super output areas (SoAs) in the worst 10% nationally affected by multiple
deprivation. Mapperley ward ranks considerably better than St Anns ward. However, this
distinction is misleading. Many of the residential areas on the edge of the site which are part of
Mapperley ward face similar circumstances to those in St Anns. In addition, there are SoAs in
Mapperley ward which fall into the top five SoAs in the city most affected by living environment
deprivation, with the highest proportion of children affected by income deprivation and with the
highest proportion of older people affected by income deprivation.

This extreme social deprivation has some negative impact on the site:
    The reputation of the area is likely to put off some prospective plot holders;
    There is an impact from crime and anti-social behaviour (on site vandalism, fly tipping,
       drug use);
    The area has a comparatively transient population, with poor health and low income
       and/or access to resources, which can make it difficult for them to take up or sustain an
       allotment.

At the same time, this background emphasizes the potential for the site and the way it can meet
local needs eg by supporting healthy living, or providing employment and training opportunities.

Nottingham City Council corporate policies

The framework for the most significant local and city wide policies are set by:
      The Nottingham City Council Corporate Plan 2006-2011
      Local Community Plans for Area 5 and Area 6 2006-9 (currently at draft stage)
      One Nottingham – The Community Plan 2006-9
While the NCC Corporate Plan focuses on the work of the City Council as a whole, the One
Nottingham plan integrates this with the work of other partners such as the Primary Care Trust,
the Police, and the Greater Nottingham Partnership. The Local Community Plans develop the
NCC Corporate Plan into greater detail and reflect local priorities.
It should be acknowledges that none of the above plans currently make specific reference to the
allotments (in St Anns or elsewhere). This perhaps reflects one of the shortcomings of recent

                                                                                             Page 11
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


allotment management: the failure to engage with wider policy and regeneration agendas.
However, the work of the Project can make a very positive contribution to many of the themes in
the Corporate Plan and examples are given at the end of this section.


ALLOTMENT PROVISION

The national framework

The relative decline in allotment use nationally in the later 20th century (and the absence of an
effective campaign or lobby group) has led to something of a policy vacuum. Two points can be
taken to illustrate this:
     The absence of allotment services from central government measures to monitor local
        authority performance (by performance indicators);
     The failure to amend or update allotment legislation, which often dates back to the late
        19th century and doesn’t reflect modern use or circumstances.

While there is no specific government strategy on allotments at present, there is a developing
understanding of the need to embrace wider social and environmental issues whilst maintaining
the allotment tradition. This new thinking has developed via:
 ‘The Future for Allotments’ – report of 1998 Select Committee set up by the then Department
    of the Environment, Transport and Regional Affairs.
   ‘Growing in the Community – a Good Practice Guide for the Management of Allotments’
    (published by the Local Government Association, Greater London Authority, Dept of
    Environment, Transport and Regions, and Shell Better Britain).
   The work of organisations such as the Allotments Regeneration Initiative
It should be noted that work carried out on the St Anns allotments by community groups in
recent years has frequently set the standard for other national and regional projects (even if the
St Anns groups are not aware of it!).

Allotment law

Note: the following points are given to illustrate some issues relating to allotment law, but they
should also be seen in relation to the lease and service level agreement with Nottingham City
Council, which defines the key legal framework.

Allotment law is notoriously complex, made up from a variety of legislation over a long period of
time, with no comprehensive amendment or consolidation. Details are available from the
publications above (1998 Select Committee report, and ‘Growing in the Community’) and from
‘The Law of Allotments’ by JF Garner [Shaw & Sons]. Key issues include:
     The provision of allotments is a statutory duty and the responsibility of the allotment
       authority (Nottingham City Council). The law does not, however, specify exactly how
       many allotments should be provided, their size, location, or condition.
     In spite of its great age and continuity of use, the site can be defined as ‘temporary’
       within allotment law (rather than ‘statutory’) because of the technical ownership by the
       Bridge and Chamber Estates. In theory, NCC could have disposed of the site as
       allotments at any time by giving plotholders one year’s notice, but the lease between
       NCC and the Renewal Trust now prevents this.
     Tenancy agreements between NCC and individual plotholders have been the principal
       legal mechanism for managing the site for many years (see Objective M for discussion
       on the need to update this document).
     The tenancy agreements have been developed within the framework of national
       allotment law, which has not been amended for many years. As a result, the use of some
       plots by groups or for wildlife areas is something of an anomaly within a strict
       interpretation of allotment law. However, the lease between NCC and the Renewal Trust
                                                                                         Page 12
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


       recognises that the site may be used as ‘Allotment gardens and associated uses in
       accordance with the service level agreement and Management Plan’.

Nottingham City Council - ‘Breathing Space’

The earlier review of recent site management noted that in December 2006 Nottingham City
Council adopted ‘Breathing Space – A Strategic Framework for the Management of
Nottingham’s Open and Green Spaces 2007-2017’. This document outlined an approach
towards all green and open space in the city, looking to improve management and access and
providing a framework for future planning decisions. It is referenced as a key milestone in the
Respect for Nottingham theme of the NCC Corporate Plan.

Allotments are examined in ‘Breathing Space’ as part of a typology including ‘Allotments,
Community Gardens and Urban Farms’. A detailed development of local standards for this
typology is due to be completed by April 2008, but the document gives a Strategic Statement
and defines minimum standards:

Strategic Statement – Leased
Sites to be owned by the City Council, but leased to an appropriate organisation for use by local
residents. Appropriate site management and maintenance programmes are required to ensure
that there is adequate funding for consistent and quality maintenance. The maintenance priority
should focus on good conservation and animal husbandry practices combined with appropriate
horticultural skills. All works should be aimed on improving the sustainability, biodiversity and
educational value of the site.

Minimum requirements
Sites should aim to have:
     Site specific legal lease agreement;
     Site specific maintenance contract;
     Quality appropriate maintenance;
     Active wildlife conservation;
     Biodiversity and sustainability;
     Access to public transport within 50m of entrance.
Sites may have:
     Management Plan;
     Environmental education and awareness;
     Toilets;
     Parking spaces;
     On site management;
     Active wildlife conservation.

All of these requirements will be met as part of the Project, through the Capital Works
Programme and the Management and Maintenance Plan.




                                                                                         Page 13
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


ISSUES FROM CONSULTATION 2006-7

Consultations undertaken in the preparation of this Plan and for the Capital Works Programme
give a further illustration of the context in which the site works. While the consultation confirmed
the overall view that there was need for considerable improvement in the management and
maintenance of the site, alongside a programme of work to repair and upgrade it, it also
highlighted some of the diversity of the site and variety in how it is perceived.

One example was on the height of the hedges where the HTLA Conservation Management Plan
(and the tenancy agreement) suggested the traditional 5 feet, the ecology survey proposed 2-3
metres and the police crime prevention officer recommended 1 metre. The issue led to lively
debate amongst plotholders, which also brought out the strong feeling that most gardeners
wanted to have the freedom to look after their own plots as they wished, while saying that
‘something should be done’ about plots that were clearly being abused.

There was a similar diversity on the issue of public access. At one consultation meeting the
Open Space officer of Nottingham City Council argued for open public access to the site via
main avenues, while at another meeting a week earlier, two Police Community Support Officers
thought it obvious that a security firm should be employed to check the identity and credentials
of everyone who came on site. The questionnaire to plotholders in February 2007 saw 58%
saying they thought the recent increase in visitors to the site was generally a good thing, while at
the same time 76% thought that gates to the site should not be left open. Another ambiguity was
in relation to the increase in community groups on site: 64% in the questionnaire thought this
was generally a good thing, but plotholders meetings saw some raise questions about their role
and use of resources and HTLA had noted the potential for conflict back in 2002.

These issues illustrate some important themes:

i) If the diversity of the site is considered as part of its value and heritage, the management
system needs to recognise and support it. This means that different forms of use should be
allowed and encouraged, but also restricted or prohibited if they conflict with or dominate other
legitimate use.
ii) The relative management vacuum in recent years has led to a legacy of bad practice, in which
misunderstanding, resentment and suspicion has sometimes developed. For example:
resentment towards some community groups has often been due to the perception that they
were receiving resources at the expense of individual plotholders. In reality, the groups had
secured additional resources from separate areas to the allotment service budget (while often
campaigning for that to be increased).

PROJECT AIMS

The first stage application to the HLF for the Project identified a number of Aims, and these
continue to be the focus of the Project, as they can be seen to address the issues of recent
management and to respond to the wider context:

Conserve the historic gardens of Gorsey Close, Hungerhills and Stonepit Coppice and secure
their continuity of use as a unique form of social and community heritage.
 To conserve the physical and cultural heritage elements of the gardens;
 To make appropriate improvement to facilities in order to increase the use of the gardens
    and enhance their interpretation;
 To provide high quality long-term management and maintenance for the gardens, with
    secure revenue funding and active involvement of users;
 To increase the use, awareness and appreciation of the gardens [by outreach work and
    preventing barriers to access;
 To maximise the value of the gardens and their development as assets for neighbourhood
    renewal and environmental sustainability.

                                                                                           Page 14
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


THE PROJECT AND THE NCC CORPORATE PLAN

The Nottingham City Council Corporate Plan referred to earlier has five overall Themes:
    Choose Nottingham
    Respect for Nottingham
    Transforming Nottingham’s Neighbourhoods
    Supporting Nottingham People
    Serving Nottingham Better
The table below shows how the Project relates to these Themes and the Corporate Plan:


                                     CHOOSE NOTTINGHAM
selected Priority Theme Outcomes:             Project areas of work:
More businesses to start up successfully in   Support for social economy organisations
Nottingham
More disadvantaged people accessing jobs in Employment and training opportunities
Nottingham
NCC’s spending will support the local         Revenue transfer and increase to Renewal
economy and the voluntary and community       Trust
sector
Positive national reputation of Nottingham    Good news for St Anns!

                               RESPECT FOR NOTTINGHAM
selected Priority Theme Outcomes:          Project areas of work:
Reducing crime                             Improved security
Increase percentage of household waste     Encouraging composting and recycling
recycled
Increase the number of local people        Partnership Programme, groups on site
undertaking voluntary work
Developing a sense of community and        Plotholder and community involvement
citizenship

                    TRANSFORMING NOTTINGHAMS NEIGHBOURHOODS
selected Priority Theme Outcomes:             Project areas of work:
Improved resident satisfaction with our parks Direct improvement to the site and to
and open spaces                               maintenance
More residents of the six most disadvantaged  St Anns residents benefiting from the Project
wards will feel satisfied with their
neighbourhoods as a place to live

                           SUPPORTING NOTTINGHAM PEOPLE
selected Priority Theme Outcomes:             Project areas of work:
Enjoy and achieve [young people]              Education Project, training opportunities
Achieve economic well being
More older people to maintain independent     High proportion of active plotholders who are
and active lifestyles                         older people
Increasing numbers of people participating in Increase in plot take up and use of site
exercise and enjoying healthy lifestyles

                               SERVING NOTTINGHAM BETTER
selected Priority Theme Outcomes:             Project areas of work:
The provision of effective, responsive,       Improved management and maintenance of
integrated and continually improving services part of the Allotment Service



                                                                                         Page 15
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



SECTION FOUR: THE NEW MANAGMENT SYSTEM
This section of the Management and Maintenance Plan outlines the future management system
for the site. It takes into account the use and heritage of the site and the policy context; and it
responds to the analysis of recent management and maintenance experience.

The main elements of the management system as outlined in this section are:

      The transfer of the overall responsibility for management and maintenance from
       Nottingham City Council to the Renewal Trust, with implementation by the gardeners’
       organisation STAA.

      Employment of a new worker team focused exclusively on the St Anns allotments.

      The implementation of the Management and Maintenance Plan through a series of
       measurable Objectives contained in the Workplan.

      Improvements to the maintenance system and specifications.

      All of the above supported by a financial plan with a higher level of long term revenue
       income.

      The complementary Capital Works Programme, which will conserve the heritage and
       improve the infrastructure of the site.

      A system for monitoring the progress of this Plan and measuring the success of the
       Project.

Further details are contained in Section Five and in the Objectives (and maintenance notes) in
Appendix One.




                                                                                          Page 16
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


Overview of the new Management Structure

Responsibility for the management, maintenance, and administration of the site has been with
Nottingham City Council (or its earlier legal entities) since the 1600s. Although this has clearly
provided continuity and played a crucial role in establishing and developing the gardens,
evidence from the site condition alone suggests that this has not been adequate in recent years.

This Management and Maintenance Plan operates within the framework of the St Anns
Allotments Restoration Project as a whole. The key elements which make up the overall
management framework are:
 Service level agreement between the Renewal Trust and Nottingham City Council, which
    outlines the service to be provided by the Trust in return for revenue funding;
 Lease between the Renewal Trust and Nottingham City Council, which determines the
    landlord and tenant relationship in relation to the site;
 Funding agreement and contract between the Renewal Trust and the Heritage Lottery Fund
    which outlines the agreed purposes for which HLF funding is to be used.
These three documents all make reference to the Management and Maintenance Plan, with the
objectives of the Plan – and the related outputs and indicators - being the principle way of
assessing compliance and achievement.

The key elements which ensure that the Project is delivered on a day to day basis are:
 Service level agreement between the Renewal Trust and STAA, which is based on the
   above, and gives STAA the responsibility for implementing the Management and
   Maintenance Plan;
 The 10 Year Management and Maintenance Plan itself, particularly the process of monitoring
   and review;
 STAA Management Committee – ultimate responsibility for the activities of STAA;
 The ongoing employment of the management team.
The Management and Maintenance Plan can only function if this broader framework is
maintained.

Dedicated Management Team

A significant change and improvement in the management of the site will be made by the
introduction of local community based and dedicated management to the St Anns allotments. In
some ways this is a new departure and a break with the old management forms of the past, but
it is consistent with the heritage and the use of the site and essential to safeguard and revitalise
it. (The arrangement also has long standing precedent in that a number of other allotment sites
in the city are run as ‘self-managed’ sites by allotment associations.)

The Dedicated Management Team has a focus exclusively on the St Anns allotments and
covers all aspects of the site management, maintenance and administration, along with activities
and partnership projects. It is locally based, professionally run and managed in a way which
gives new opportunities for gardeners and users to be directly involved. The introduction of a
Dedicated Management Team – and the new lease – is the most important organisational
changes to give the Project the tools required to improve the management and maintenance of
the site.

The Dedicated Management Team consists of the following worker posts:

Project Co-ordinator          (1 full time post)   Partnership Programme         (1 full time post)
Administration & Finance      (0.4 post)           Education Project             (Approx 1.6
Site Management               (1 full time post)   posts)
Heritage & Outreach           (1 full time post)   Gardener Support              (0.8 post)



                                                                                           Page 17
              St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



Management Structure


The chart below shows the management structure of the Project as a whole:

          HERITAGE LOTTERY                       NOTTINGHAM CITY
                FUND                                 COUNCIL



             Funding agreement                Service level agreement
                                              30 year lease




                                 RENEWAL TRUST


                                       Board

                                       Executive

                                     Project Officer



                                 Service level agreement
                                                                        St Anns Allotment
                                                                           Consortium

                                          STAA

                                                                            Advice
    PLOTHOLDERS                                                            Feedback
      Elect STAA                       Management
     Management                         Committee
                                                                          Partnership
      Committee                                                            working

                                    Project Co-ordinator

                                     Management team
                                                                        St Anns Allotment
                                                                            Network


                                                                        Gardeners Forum


                            Implementation of the
                                                                        Local partnerships
                          Management & Maintenance
                                   Plan




                                                                                          Page 18
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


Workplan summary

The table below outlines the work of the Project, and shows how the Aims identified in Section
Three will be achieved through the Project Objectives, which make up the Workplan (and also
through the Capital Works programme). It should be noted that many of the Objectives will
actually contribute to more than one Aim. The table also shows which member(s) of the
management team has primary responsibility for the delivery of each Objective. The full
Workplan – see Section Five – breaks each of the Objectives down into more detailed Tasks.

Aim: To conserve the physical and cultural heritage elements of the gardens

        Objective                                                 Worker responsibility
A       Renovate overgrown and damaged gardens                    Partnership Programme
B       Renovate hedgerows                                        Partnership Programme
C       Conserve and propagate plants                             Partnership Programme
D       Conserve historic structures                              Partnership Programme
E       Create a plot by plot archive and a gardeners archive     Heritage & Outreach
F       Conserve plot heritage through tenancies                  Project Co-ordinator
G       Maintain areas for wildlife and landscape value           Partnership Programme
        The majority of the Capital Works Programme is designed
        to achieve this Aim

Aim: To make appropriate improvements to facilities in order to increase the use of the gardens
and enhance their interpretation
H       Develop and manage display plots as resources for visitor Partnership Programme
        and gardener interpretation
I       Improve the infrastructure of individual plots            Partnership Programme
J       Operate on-site recycling facilities                      Partnership Programme
        A substantial part of the Capital Works Programme is
        designed to achieve this Aim

Aim: To provide high quality long term management and maintenance of the gardens, with secure
revenue funding and active involvement of users
K       Provide robust management structure                        Project Co-ordinator
L       Deliver a high quality management and administration       Project Co-ordinator
        service
M       Provide an effective system of tenancy administration      Project Co-ordinator
N       Develop effective local partnerships and a positive public Site Management
        profile
O       Provide a high quality of site maintenance
P       Increase the level of gardeners involvement in the         Project Co-ordinator
        management of the site

Aim: To increase the use, awareness and appreciation of the gardens, through outreach work and
preventing barriers to access
Q       Maximise the take-up and use of the gardens by          Project Co-ordinator
        plotholders
R       Increase the awareness and appreciation of the heritage Heritage & Outreach
        of the gardens by undertaking a programme of outreach
        work
S       Provide support to plotholders                          Gardener support

Aim: To maximise the value of the gardens and their development as assets for neighbourhood
renewal and environmental sustainability
T       Run an innovative education project based on the      Education Project
        Community Orchard
U       Partnership Programme                                 Partnership Programme




                                                                                          Page 19
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


Site maintenance

The need for a high quality of site maintenance has been recognised for many years and is a
priority for plotholders, other site users and outside agencies. The inadequate level of
maintenance from the 1980s contributed significantly to a loss of heritage, both directly (failure to
maintain retaining walls, hedgerows or avenues) and indirectly (poor image and quality of site
leading to increase in vandalism and flytipping). This poor level of maintenance was due to a
number of factors, including reduced capital and revenue budgets, the absence of a
management and maintenance plan to identify cyclical maintenance and a lack of adequate
staff/contract supervision.

The maintenance system outlined in this Management and Maintenance Plan marks a significant
shift from the way the site has been maintained in recent years. The key points of change are:
     Increase in revenue budget for maintenance;
     Planned annual and cyclical maintenance programme;
     Maintenance carried out or directly supervised by members of the management team;
     In addition, the Partnership Programme will undertake a range of enhanced maintenance
         work.
The Capital Works Programme will also introduce some new features and facilities requiring
maintenance, but by undertaking a substantial amount of repairs and improvement work it will
also reduce the level of maintenance required in the period of this Plan.

It should be remembered that the majority of the site will continue to be maintained by
plotholders themselves, and this is the central tool in effective site maintenance. Plotholders not
only look after their own plots, but many also take care of paths, avenues and car parks.
Negative behaviour by plotholders can also effect site maintenance eg by putting rubbish on the
avenues. Site maintenance by the management team needs to balance complex expectations,
to provide a high standard of maintenance work whilst respecting individual variety and not
damage the character of the site. In addition, in Year 3 of the Plan a vote of all plotholders will
consider the option of changing the tenancy agreement to make it the plotholders responsibility
to cut the external hedge to their own plot.

The maintenance system is outlined in full in Objective O. Key features are:
    Regular inspections of key facilities and areas on site;
    Undertake emergency repairs / maintenance work;
    Implement annual maintenance programme;
    Implement cyclical repairs programme.
The work forms a key part of the service level agreement with Nottingham City Council.

Primary responsibility for site maintenance is by the Site Management worker




                                                                                            Page 20
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


Financial Plan summary

Full details of the Financial Plan are included in Section Five, but the following table provides a
snapshot of Project revenue income and expenditure, which can be used as a comparison to the
recent situation as outlined in Section Two.

The figures below show projected annual income and expenditure for Year 4 of the Project
(2011) ie after completion of the Capital Works Programme. (Figures assume zero inflation to
aid comparison.)

The Co-ordinator has responsibility for ensuring that the Project work is delivered within the
framework of the Financial Plan.

PROJECTED INCOME – Revenue – Year 4
                                                          £
NCC transfer                                         46,692
NCC enhanced                                         50,000
Rents                                                16,770
HLF activity grant                                   62,500
Education Project earned income                      34,500
Gardener Support income                              22,000

Income total                                       232,462

PROJECTED EXPENDITURE – Revenue – Year 4
                                                           £
Staffing
 Project Co-ordinator                               25,496
 Administration & Finance                            9,170
 Rent collection support                             2,000
 Education Project                                  36,679
 Heritage & Outreach                                22,924
 Partnership Programme                              22,924
 Gardener Support                                   18,340
                                   Sub total        137,533

Overheads                                            17,891
Project costs                                        25,000
                                   Sub total         42,891

Maintenance
Site Management Worker                               22,924
Hedge cutting support                                 5,000
Maintenance equipment                                 4,000
Annual repairs & maintenance                         11,000
Cyclical maintenance allowance                       10,000
Borehole & water costs                                6,000

                                   Sub total         58,924

Expenditure Total                                   239,348

NB The table shows a small surplus in Year 4 reflecting annual variations – see Financial Plan
and cash flow for full details.



                                                                                          Page 21
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


Capital Works Programme

The Capital Works Programme is based on the proposals originally outlined in the Conservation
Management Plan as prepared by Hilary Taylor Landscape Associates, with subsequent
revisions made as part of the application and development stage work towards receipt of
Heritage Lottery Funding.

The work particularly supports two of our Aims:
 To conserve the physical and cultural heritage elements of the gardens;
 To make appropriate improvement to facilities in order to increase the use of the gardens
   and enhance their interpretation.

The Capital Works Programme will be carried out in the first years of the Management and
Maintenance Plan timeframe, so the Plan works in conjunction with the capital works during this
early period and a number of the areas of work initiated during the capital works are taken up
and continued over the full ten year period. See individual Objectives for details.

           Capital Works Programme
                                                                       £

           Avenues & paths                                      731,940
           Car parks                                            214,250
           Drainage                                              64,000
           Signage                                               23,600
           Heritage works                                       125,000
           Security                                             294,735
           Structures                                            69,264
           Hedgerows                                            107,233
           Allotment Centre                                     389,312

                                               Sub total      2,286,834

                                         Inflation @ 10%         51,454
                                               Works cost     2,338,288

                                            Fees @ 12%          280,590
           Contribution to water infrastructure                 100,000
                                                  Total       2,718,878




                                                                                         Page 22
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


Monitoring

Although monitoring the Project has its own internal value, monitoring information is also
required for:
     The 30 year service level agreement with Nottingham City Council;
     The Heritage Lottery Fund (activity grant and completion of capital works),

The information is in two forms:
    Annual Output Measures – approximately 130 measures across the whole project, based
       on the Objectives and their breakdown into Tasks within the Workplan. Some Measures
       are ongoing throughout the 10 Year span of the Management and Maintenance Plan, but
       others are time specific.
    The 21 Key Indicators – these give a broad view of whether the Project is working
       successfully, with an emphasis on qualitative aspects. They were originally devised as
       part of the stage one application to the Heritage Lottery Fund and are best used as long
       term indicators, but information should be gathered on a regular basis.

Additional monitoring information may be required for further sources of funding, such as grants
for the Gardener Support worker or other earned income.

The collection of information and production of quarterly reports should be integrated into the
whole project delivery and it gives an opportunity for project staff and management to continually
assess the quality of the work.

More details are found in the Workplan itself (for each annual output measure) and the
monitoring process itself as Task L1: Collate monitoring information and produce quarterly
monitoring reports.

The 21 Key Indicators

The 21 Key Indicators are listed below. Each indicator can be quantified, but they are also
designed to reflect the qualitative aspects of our project. Taken as a whole they give a strong
measure of progress towards achieving our Aims on this complex and multi-dimensional site.

   1. Maintained historic hedgerows

Failure to maintain hedgerows has been a cause and symptom of the loss of some of the sites
heritage, in some part due to a fall in site maintenance budgets (and poor supervision) but also
reflecting the number of vacant plots.
Survey work during the development stage of the project (November 2006) categorised and
measured hedgerows according to their condition from A1 – Hedge is in very good condition,
generally thick and impenetrable, providing a robust barrier to access and is neatly kept – down
to C1 – Boundary does not exist.
Baseline: see Hedgerow survey and Capital Works Programme documentation
Indicator target: 80% of hedgerows at condition A1, A2 or B1 (unless otherwise specified as part
of wildlife area maintenance etc).

   2. Maintained historic avenues

The poor condition of avenues was also a result of a low level of maintenance, poor access
planning, and consequent low use.
Development work towards the Capital Works Programme identified those in need of major
repair works.
Indicator target: reduction of avenues requiring major repair work.



                                                                                         Page 23
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



   3. Number of varieties of apples in cultivation

Apple varieties are a good indicator of the conservation of the plant heritage of the site and also
of bio diversity.
No comprehensive record of varieties exists at present (2007), but work as part of Objective C
(Conserve and propagate plants) and also Objective E (Plot archive) will establish this and
identify specimens at risk.
Indicator target: maintain or increase compared to new baseline.

   4. Conservation of historic structures (Heritage Items)

See Objective D: Conserve historic structures, which outlines programme of work to identify and
conserve fifty Heritage Items on site.
Indicator target: the continued conservation of the fifty Heritage Items.

   5. Archive of individual plot history

To date (2007) no archive has been developed to cover the history of the individual plots.
This work will be undertaken as part of Objective E.

   6. Completion of programme of capital works programme

The Capital Works Programme is due to be completed by the end of Year 3.

   7. Introduction of new facilities

Initial target: Items included within the Capital Works Programme
Further target: Further facilities as identified in Year 3, 6 and 9 reviews.

   8. Percentage of gardeners satisfied or very satisfied with administration of site

Gardener questionnaire in 1995 found that only 38% of gardeners rated the administration of the
site as being satisfactory/good/excellent, while 62% thought it was poor or very poor.
The question should be asked again as part of the Years 3, 6, and 9 reviews.

   9. Percentage of gardeners satisfied or very satisfied with maintenance of the site

Gardener questionnaire in 1995 found that only 28% of gardeners rated the repairs and
maintenance of the site to be satisfactory/good/excellent, while 72% thought it was poor or very
poor.
The question should be asked again as part of the Years 3, 6, and 9 reviews.

   10. Gardener involvement in the management and maintenance of the site

Measured via involvement with STAA, NGHA, the Consortium or Network, or as site stewards,
or through new voluntary maintenance projects.
Baseline at 2006: estimated 30 plotholders @ average 1 hour per week.
Indicator target: equivalent of 100 plotholders @ average 1 hour per week.




                                                                                          Page 24
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



   11. Additional income

The low level of revenue income contributed significantly to the decline in site condition and loss
of some heritage elements.
Revenue income to site management and maintenance in 2006-7: £63,462.
Indicator target: income level to be at least double the 2006-7 baseline, with a further increase
from Partnership Programme work.

   12. Number of plots tenanted

Levels of plot take up have increased in recent years. At the end of 2006 they were at 80% of all
plots, compared to 64% at October 2002.
Indicator target: 95% of plots in use (to allow for some voids and turnover). ‘In use’ includes plots
maintained for wildlife as part of the Partnership Programme etc.

   13. Percentage of new tenants still gardening after 3 years

Although the level of take up has increased in recent years, there is a comparatively high
turnover of gardeners.
Baseline: Of all new tenants taking on a plot in the period 1997-2001, 20% still had their plot 3
years later.
Indicator target: Increase the above percentage, particularly during years 4-10 of this Plan
(disruption from Capital Works Programme may negatively influence early years).

   14. Number of visitors to the site

Visitors to the site include those to groups on site and via events organised by the management
team eg guided tours, open days, visits to the display plots.
Baseline at 2006: estimated 1200 visits.
Indicator target: 2400 visits per year.

   15. Number of ‘virtual’ visitors to the gardens ie through outreach activities, website,
       exhibitions and publications

‘Virtual’ visitors have been relatively low in recent years (principally via the website and some
exhibition work) – this a major area of opportunity to extend access to the site.
Baseline: nominal 100 visits.
Indicator target: 1000 visits.

   16. Non-gardener involvement in the management and maintenance of the site

A number of the organisations on site in recent years have encouraged non-gardeners to take
part in activities which benefit the site: this has included individual volunteers involved with the
Community Orchard and members of the Women in Architecture group which helped install a
compost toilet on the Fresh plots. These opportunities will continue via the work of group
plotholders and also expand through the Partnership Programme.
Baseline at 2006: 200 people @ average 2 hours involvement.
Indicator target: equivalent 400 people @ average 3 hours involvement.

   17. Vocational training opportunities

Includes training opportunities organised by: projects based on site; as part of the Capital Works
Programme; in future maintenance and Partnership Programme work.
Baseline in 2006 (NECTA and Fresh): 150 vocational / employed status trainees.
Indicator target: Annual average of 200 trainees.

                                                                                            Page 25
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



   18. Number of school pupils visiting/benefiting from site

Includes direct visits to the site itself, and also indirect or outreach involvement.
Baseline visits to Community Orchard education project in 2006: 3000 pupil visits
Indicator target: Increase from baseline.

   19. Presence of key species of animals and plants

The six key species have been noted on site and reflect its importance for both ‘cultivated’ and
‘wild’ habitats.
Key species: Bullfinch                    Pyrrhulu pyrhula
                 Song Thrush              Turdus philomelos
                 Smooth Newt              Triturus vulgaris
                 Currant Clearwing moth   Synanthedon tipuliformis
                 Midland Hawthorn         Crataegus laevigata
                 Lady Fern                Athyrium filix-femina

Indicator target: Continued presence (or increase).

   20. Reduction in amount of water supplied via mains (average per plot) compared to
       2004-2005 baseline

Although the use of water in growing local fruit and vegetables is perhaps one of the more
environmentally acceptable uses of the mains water supply, there’s also some waste due to
leakage and some extravagant use by individual gardeners. The introduction of a borehole
supply will clearly reduce amount supplied form the mains, capital works programme will reduce
leaks and the gardener support programme will encourage sensible use and water butts.
Base line figure of water consumption from mains: Average figure for years 2004-7 to be
supplied by Nottingham City Council.
Indicator target: Reduce by 50%.

   21. Green waste from site composted/recycled on site

Green waste from the contracted hedge cutting on site has been removed from site for many
years (and occasional waste left by gardeners on the car parks tends to become with general
waste and removed by skip).
It can be assumed that the amount of green waste from site maintenance composted/recycled
on site is therefore zero (2007).
Objective J to operate recycling facilities should be co-ordinated with the annual maintenance
programme to ensure an increase to baseline target for this indicator: All green waste from
hedge cuttings to be composted or recycled on site.




                                                                                          Page 26
              St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



SECTION FIVE
Section Five of the Management and Maintenance Plan contains:

Workplan

This shows the work of the whole Project, broken down firstly into Objectives and then into
Tasks, with each Objective showing a worker responsible for delivery. Output Measures are
shown for each year of the plan. The Workplan can, therefore, form the basis of monitoring
reports.

Objectives Summary

Each Objective is outlined, giving the background context, Task breakdown, resource
implications and how it relates to the other Objectives and the 21 Key Indicators.
Full details of each Objective are included in Appendix One.

Financial Plan

Full cash flow and income and expenditure for the revenue budget over the 10 year timeframe of
the Plan. Notes on each item of income and expenditure.




                                                                                        Page 27
                                                                             St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



WORKPLAN

                                                                                                  ANNUAL OUTPUT TARGETS
                                                      1           2            3           4           5          6          7          8           9          10
     OBJECTIVE & TASK                               2008        2009         2010        2011        2012       2013       2014       2015        2016        2017

A    RENOVATE O/GROWN & DAMAGED GARDENS

     Draw up schedule of renovation works        Complete
A1
     and interim maintenance                     task
     Integrate interim maintenance into main     Complete
A2
     site Maintenance programme                  task
     Identify plots in need of renovation work
                                                             Identify
A3   following completion of Capital Works
                                                             plots
     Programme
                                                 Identify    Secure
                                                                          Resources
A4   Secure resources/partner                    potential   initial
                                                                          secured
                                                 partners    resources
     Carry out programme of renovation                                    25%         25%          25%         25%
A5                                               CWP         CWP
     work                                                                 renovated   renovated    renovated   renovated

B    RENOVATE HEDGEROWS

     Draw up schedule of renovation works        Complete
B1
     and interim maintenance                     task
     Integrate interim maintenance into main     Complete
B2
     site Maintenance programme                  task
     Identify hedgerows in need of
                                                             Hedgerows
B3   renovation work following completion of
                                                             identified
     Capital Works Programme
                                                 Identify    Secure
                                                                          Resources
B4   Secure resources/partner                    potential   initial
                                                                          secured
                                                 partners    resources
     Carry out programme of renovation                                    25%         25%          25%         25%
B5                                               CWP         CWP
     work                                                                 renovated   renovated    renovated   renovated


                                                                                                                                                         Page 28
                                                                                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


                                                                                                      ANNUAL OUTPUT TARGETS
                                                       1             2           3            4            5          6               7         8         9          10
     OBJECTIVE & TASK                                2008          2009        2010         2011         2012       2013            2014      2015      2016        2017
C    CONSERVE & PROPAGATE PLANTS
     Research historic plants and establish     Complete
C1
     plant nursery                              task
                                                                Complete
C2   Secure resources / partner to maintain
                                                                task
C3   Maintain nursery stock                     C1              Ongoing     Ongoing      Ongoing       Ongoing      Ongoing      Ongoing   Ongoing   Ongoing     Ongoing
C4   Propagate and distribute plants            C1              Ongoing     Ongoing      Ongoing       Ongoing      Ongoing      Ongoing   Ongoing   Ongoing     Ongoing
     Identify and research plants - including
C5                                              C1              Ongoing     Ongoing      Ongoing       Ongoing      Ongoing      Ongoing   Ongoing   Ongoing     Ongoing
     new introductions
C6   Maintain database of plant information     C1              Ongoing     Ongoing      Ongoing       Ongoing      Ongoing      Ongoing   Ongoing   Ongoing     Ongoing

D    CONSERVE HISTORIC STRUCTURES

     Survey and record structures and           Complete
D1
     Heritage Items                             task
     Undertake temporary or protective work                     Monitor &   Monitor &    Monitor &     Monitor &
D2                                              Initial works
     if required                                                maintain    maintain     maintain      maintain
     Work with plotholders to draw up                           Schedule
D3
     schedule of works                                          complete
                                                                Initial
                                                                                                       Resources
D4   Secure resources                                           resources
                                                                                                       secured
                                                                secured
                                                                            25%          25%           25%          25%
D5   Carry out programme of works               CWP             CWP         structures   structures    structures   structures
                                                                            restored     restored      restored     restored
                                                                            Integrate    Integrate     Integrate    Integrate
D6   Archive record of structures
                                                                            into E9      into E9       into E9      into E9
     Undertake annual checks of Heritage                        Annual      Annual       Annual        Annual       Annual       Annual    Annual    Annual      Annual
D7
     Items                                                      check       check        check         check        check        check     check     check       check
                                                Initial         Initial
D8   Survey and record non Heritage Items                                   Update       Update        Update       Update       Update    Update    Update      Update
                                                survey          survey




                                                                                                                                                               Page 29
                                                                                  St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                            ANNUAL OUTPUT TARGETS
                                                     1              2              3              4              5          6         7      8           9          10
      OBJECTIVE & TASK                             2008           2009           2010           2011           2012       2013      2014   2015        2016        2017

E     CREATE A PLOT BY PLOT ARCHIVE AND A GARDENERS ARCHIVE

      Collect and review existing materials     Complete
E1
      and information                           task
                                                Establish
E2    Establish a project working group                        continue       continue       continue        continue     See E10
                                                group
                                                Training for   Training for   Training for   Training for
E3    Organise training for volunteers
                                                volunteers     volunteers     volunteers     volunteers
      Design and set up database for            Design &                      Review &
E4                                                             Input data                    Input data      Input data
      recording plot information                test                          amend
                                                Devise                                       Complete
      Research history of the site and its
E5                                              research       Research       Research       research
      overall development
                                                programme                                    programme
                                                Review
                                                               Set up and     Plot           Surveys         Add other
E6    Plot research                             existing
                                                               plot surveys   surveys        completed       sources
                                                materials
      Oral history / interviews with existing   Review         Interviews     Interviews     Interviews      Interviews
E7
      and recent gardeners                      existing       & archive      & archive      & archive       & archive
                                                               Site based     Site based
      Produce appropriate materials for                                                      Outreach &      Outreach &
E8                                              Plan           + Input into   + Input into
      Interpretation                                                                         pub/tion        pub/tion
                                                               Cap Works      Cap Works
                                                               Establish
                                                                              3rd party                      Final
E9    Archive                                                  safe
                                                                              archives                       Archive
                                                               storage
                                                                              Year 3         Agree           Secure
E10   Exit & continuation strategy
                                                                              review         strategy        resources




                                                                                                                                                              Page 30
                                                                                  St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                          ANNUAL OUTPUT TARGETS
                                                       1             2             3             4             5          6                 7             8             9             10
     OBJECTIVE & TASK                                2008          2009          2010          2011          2012       2013              2014          2015          2016           2017

F    CONSERVE PLOT HERITAGE THROUGH TENANCIES

F1   Establish a plot condition database          Complete
F2   Survey condition of all plots                Complete
                                                  New                         Issue to      Issue to       Issue to      Issue to      Issue to      Issue to      Issue to       Issue to
F3   Issue 'plot pack' to all tenants                           All issued
                                                  tenants                     new           new            new           new           new           new           new            new
                                                                All plots     All plots     All plots      All plots     All plots     All plots     All plots     All plots      All plots
F4   Inspect condition of all plots once a year   See F2
                                                                inspected     inspected     inspected      inspected     inspected     inspected     inspected     inspected      inspected
                                                  Inspect at    Inspect at    Inspect at    Inspect at     Inspect at    Inspect at    Inspect at    Inspect at    Inspect at     Inspect at
F5   Inspect plots at end of tenancy              end of        end of        end of        end of         end of        end of        end of        end of        end of         end of
                                                  tenancy       tenancy       tenancy       tenancy        tenancy       tenancy       tenancy       tenancy       tenancy        tenancy
     Enforcement action at the end of
F6                                                As required   As required   As required   As required    As required   As required   As required   As required   As required    As required
     tenancies
     Enforcement action on current
F7                                                As required   As required   As required   As required    As required   As required   As required   As required   As required    As required
     tenancies

G    MAINTAIN AREAS FOR WILDLIFE & LANDSCAPE VALUE

                                                  Agreement     Agreement     Agreement     Agreement      Agreement     Agreement     Agreement     Agreement     Agreement      Agreement
     Set up agreements for maintenance of
G1                                                for 20%       for 40%       for 60%       for 80%        for 100%      for 100%      for 100%      for 100%      for 100%       for 100%
     wildlife areas
                                                  areas         areas         areas         areas          areas         areas         areas         areas         areas          areas
     Organise volunteer programmes for            Volunteer     Volunteer     Volunteer     Volunteer
G2
     maintenance                                  programme     programme     programme     programme
     Integrate maintenance into main site
G3   maintenance programme where not              80% areas     60% areas     40% areas     20% areas      none          none          none          none          none           none
     covered by partners/volunteers
     Monitor maintenance by partners every        Monitor x2    Monitor x2    Monitor x2    Monitor x2     Monitor x2    Monitor x2    Monitor x2    Monitor x2    Monitor x2     Monitor x2
G4
     six months                                   year          year          year          year           year          year          year          year          year           year




                                                                                                                                                                                Page 31
                                                                              St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                   ANNUAL OUTPUT TARGETS
                                                     1            2            3           4            5          6            7           8           9          10
     OBJECTIVE & TASK                              2008         2009         2010        2011         2012       2013         2014        2015        2016        2017

H    DEVELOP & MANAGE DISPLAY PLOTS AS RESOURCES FOR VISITOR & GARDENER INTERPRETATION

     Undertake research work and                Research &   Research &
H1
     consultation                               consult      consult
                                                             Design
H2   Design details
                                                             completed
                                                             Complete
H3   Create plots
                                                             task
     Establish partnership for maintenance                   Partnership
H4
     and management                                          established
     Organise regular programme of events                                  Programme   Programme    Programme   Programme   Programme   Programme   Programme   Programme
H5
     and open days (with partners)                                         of events   of events    of events   of events   of events   of events   of events   of events
     Create interpretation materials for each                Initial       Complete
H6
     plot                                                    materials     task
     Record and provide interpretation of the                              Complete
H7
     process                                                               task

I    IMPROVE THE INFRASTRUCTURE OF INDIVIDUAL PLOTS

     Identify & specify work required
I1                                                           Complete
     [following plot condition survey]
     Draw up design options and outline                                                Complete
I2
     programme of work                                                                 task
                                                                                       Agreement    Agreement   Agreement   Agreement   Agreement   Agreement   Agreement
     Make agreements with tenants if
I3                                                                                     to match     to match    to match    to match    to match    to match    to match
     appropriate
                                                                                       resources    resources   resources   resources   resources   resources   resources
                                                                                       Secure       Secure      Secure      Secure      Secure      Secure      Secure
I4   Secure resources                                                                  resources    resources   resources   resources   resources   resources   resources
                                                                                       Yr 3-4       Yr 4-5      Yr 5-6      Yr 6-7      Yr 7-8      Yr 8-9      Yr 9-10
                                                                                       Programme    Programme   Programme   Programme   Programme   Programme   Programme
I5   Carry out programme of work
                                                                                       of works     of works    of works    of works    of works    of works    of works




                                                                                                                                                             Page 32
                                                                                   St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                           ANNUAL OUTPUT TARGETS
                                                        1             2             3             4             5          6                 7             8             9            10
         OBJECTIVE & TASK                             2008          2009          2010          2011          2012       2013              2014          2015          2016          2017

    J    OPERATE ON-SITE RECYCLING FACILITIES

         Review Capital Works Programme and                      Complete
    J1
         identify further facilities if required                 task
         Secure resources and set up further                                   Complete
    J2
         facilities                                                            task
    J3   Draw up programme of work / contract                    Complete
                                                                               Resources
    J4   Secure resources / partner
                                                                               secured
    J5   Monitor and support partner                                           Ongoing       Ongoing        Ongoing       Ongoing       Ongoing       Ongoing       Ongoing       Ongoing

    K    PROVIDE ROBUST MANAGEMENT STRUCTURE

         Operate the Project in accordance with
    K1                                             As required   As required   As required   As required    As required   As required   As required   As required   As required   As required
         all funding agreements and contracts
         Ensure the proper functioning of the
    K2   STAA Management Committee, working        Ongoing       Ongoing       Ongoing       Ongoing        Ongoing       Ongoing       Ongoing       Ongoing       Ongoing       Ongoing
         within the STAA constitution
         Continue to employ staff required to      Team in
    K3                                                           As required   As required   As required    As required   As required   As required   As required   As required   As required
         implement the MMP1                        place
                                                   Min 6         Min 6         Min 6         Min 6          Min 6         Min 6         Min 6         Min 6         Min 6         Min 6
         Develop and support the St Anns
    K4                                             meetings      meetings      meetings      meetings       meetings      meetings      meetings      meetings      meetings      meetings
         Allotments Consortium
                                                   per year      per year      per year      per year       per year      per year      per year      per year      per year      per year




1
    Management and Maintenance Plan

                                                                                                                                                                               Page 33
                                                                                 St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                         ANNUAL OUTPUT TARGETS
                                                      1             2             3             4             5          6                 7             8             9            10
     OBJECTIVE & TASK                               2008          2009          2010          2011          2012       2013              2014          2015          2016          2017

L    DELIVER A HIGH QUALITY MANGT & ADMINISTRATION SERVICE

     Collate monitoring information and          Quarterly     Quarterly     Quarterly     Quarterly      Quarterly     Quarterly     Quarterly     Quarterly     Quarterly     Quarterly
L1
     produce quarterly monitoring reports        reports       reports       reports       reports        reports       reports       reports       reports       reports       reports
     Undertake annual review of progress on      Annual        Annual        Annual        Annual         Annual        Annual        Annual        Annual        Annual        Annual
L2
     the MMP                                     review        review        review        review         review        review        review        review        review        review
     Carry out major project reviews in Years                                Year 3                                     Year 6                                    Year 9
L3
     3, 6, and 9                                                             Review                                     Review                                    Review
     Operate effective internal financial and
L4                                               Ongoing       Ongoing       Ongoing       Ongoing        Ongoing       Ongoing       Ongoing       Ongoing       Ongoing       Ongoing
     administrative procedures
     Ensure compliance with all legal
L5                                               As required   As required   As required   As required    As required   As required   As required   As required   As required   As required
     requirements
     Review and update internal policies /
L6                                               As required   As required   As required   As required    As required   As required   As required   As required   As required   As required
     procedures
     Provide effective Management Team
L7                                               Ongoing       Ongoing       Ongoing       Ongoing        Ongoing       Ongoing       Ongoing       Ongoing       Ongoing       Ongoing
     support and supervision
                                                 Annual        Annual        Annual        Annual         Annual        Annual        Annual        Annual        Annual        Annual
     Ensure that all staff receive appropriate
L8                                               review &      review &      review &      review &       review &      review &      review &      review &      review &      review &
     training and development
                                                 provision     provision     provision     provision      provision     provision     provision     provision     provision     provision




                                                                                                                                                                              Page 34
                                                                               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                        ANNUAL OUTPUT TARGETS
                                                    1             2             3              4             5          6                 7             8             9            10
     OBJECTIVE & TASK                             2008          2009          2010           2011          2012       2013              2014          2015          2016          2017

M    PROVIDE AN EFFECTIVE SYSTEM OF TENANCY ADMINISTRATION

                                                             Review
                                                                           New           Issue to all
M1   Review and revise tenancy agreement                     existing
                                                                           agreement     ploholders
                                                             agreement
                                               Lettings      Lettings      Lettings      Lettings        Lettings      Lettings      Lettings      Lettings      Lettings      Lettings
     Operate lettings procedure to implement
M2                                             match LU      match LU      match LU      match LU        match LU      match LU      match LU      match LU      match LU      match LU
     Land Use Plan
                                               Plan          Plan          Plan          Plan            Plan          Plan          Plan          Plan          Plan          Plan
     Maintain tenancy & site condition         Database      Database      Database      Database        Database      Database      Database      Database      Database      Database
M3
     databases                                 established   maintained    maintained    maintained      maintained    maintained    maintained    maintained    maintained    maintained
     Tenancy enforcement procedure (for
M4                                             Ongoing       Ongoing       Ongoing       Ongoing         Ongoing       Ongoing       Ongoing       Ongoing       Ongoing       Ongoing
     cultivation and non-payment]
     Implement effective gardeners charter /
M5                                             Ongoing       Ongoing       Ongoing       Ongoing         Ongoing       Ongoing       Ongoing       Ongoing       Ongoing       Ongoing
     complaints procedure
                                               Determined    Determined    Determined    Determined      Determined    Determined    Determined    Determined    Determined    Determined
M6   Link rent level to NCC direct let sites
                                               by NCC        by NCC        by NCC        by NCC          by NCC        by NCC        by NCC        by NCC        by NCC        by NCC
                                               Issue bills   Issue bills   Issue bills   Issue bills     Issue bills   Issue bills   Issue bills   Issue bills   Issue bills   Issue bills
     Issue bills for rents, and follow
M7                                             in            in            in            in              in            in            in            in            in            in
     up/reminders
                                               September     September     September     September       September     September     September     September     September     September
     Establish and operate rent                Collect       Collect       Collect       Collect         Collect       Collect       Collect       Collect       Collect       Collect
M8
     payment/collection system                 rents         rents         rents         rents           rents         rents         rents         rents         rents         rents
                                                             Implement
M9   Operate and administer key fob system                                 Ongoing       Ongoing         Ongoing       Ongoing       Ongoing       Ongoing       Ongoing       Ongoing
                                                             system




                                                                                                                                                                           Page 35
                                                                                 St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                         ANNUAL OUTPUT TARGETS
                                                         1             2          3             4             5          6                 7             8             9            10
     OBJECTIVE & TASK                                  2008          2009       2010          2011          2012       2013              2014          2015          2016          2017

N    DEVELOP EFFECTIVE LOCAL PARTNERSHIPS AND A POSITIVE PUBLIC PROFILE

                                                 Positive      Positive      Positive      Positive       Positive      Positive      Positive      Positive      Positive      Positive
     Produce general Project publicity and
N1                                               media         media         media         media          media         media         media         media         media         media
     maintain media contact
                                                 profile       profile       profile       profile        profile       profile       profile       profile       profile       profile
     Develop and maintain the Project            Website       Website       Website       Website        Website       Website       Website       Website       Website       Website
N2
     website                                     created       maintained    maintained    maintained     maintained    maintained    maintained    maintained    maintained    maintained
                                                               Effective     Effective     Effective      Effective     Effective     Effective     Effective     Effective     Effective
     Establish effective partnership working     Partnership   working       working       working        working       working       working       working       working       working
N3
     with off-site organisations                 s in place    with          with          with           with          with          with          with          with          with
                                                               partners      partners      partners       partners      partners      partners      partners      partners      partners

O    PROVIDE A HIGH QUALITY OF SITE MAINTENANCE

     Carry out regular site inspections of key   Inspections   Inspections   Inspections   Inspections    Inspections   Inspections   Inspections   Inspections   Inspections   Inspections
O1
     facilities and areas                        to schedule   to schedule   to schedule   to schedule    to schedule   to schedule   to schedule   to schedule   to schedule   to schedule
     Undertake emergency repairs /               As required   As required   As required
O2                                                                                         As required    As required   As required   As required   As required   As required   As required
     maintenance work                            & CWP         & CWP         & CWP
                                                                                           Annual
     Implement annual maintenance                                                          programme      Annual        Annual        Annual        Annual        Annual        Annual
O3                                               CWP           CWP           CWP
     programme                                                                             & hedge        programme     programme     programme     programme     programme     programme
                                                                                           vote
                                                                             Implement     Implement      Implement     Implement     Implement     Implement     Implement     Implement
O4   Implement cyclical repairs programme        n/a           n/a
                                                                             programme     programme      programme     programme     programme     programme     programme     programme
                                                 Quarterly &   Quarterly &   Quarterly &   Quarterly &    Quarterly &   Quarterly &   Quarterly &   Quarterly &   Quarterly &   Quarterly &
     Monitor & review: emergency repairs
O5                                               annual        annual        annual        annual         annual        annual        annual        annual        annual        annual
     budget and annual programme
                                                 review        review        review        review         review        review        review        review        review        review
                                                 Annual        Annual        Annual        Annual         Annual        Annual        Annual        Annual        Annual        Annual
O6   Annual site inspection
                                                 inspection    inspection    inspection    inspection     inspection    inspection    inspection    inspection    inspection    inspection
                                                 Integrated    Integrated    Integrated    Integrated     Integrated    Integrated    Integrated    Integrated    Integrated    Integrated
     Integrate work with Partnership
O7                                               work          work          work          work           work          work          work          work          work          work
     Programme
                                                 programme     programme     programme     programme      programme     programme     programme     programme     programme     programme




                                                                                                                                                                            Page 36
                                                                              St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                      ANNUAL OUTPUT TARGETS
                                                   1             2             3             4             5          6                 7             8             9             10
     OBJECTIVE & TASK                            2008          2009          2010          2011          2012       2013              2014          2015          2016           2017

P    INCREASE THE LEVEL OF GARDENERS INVOLVEMENT IN THE MANAGEMENT OF THE SITE

     Ensure that gardeners are involved in    Involvement   Involvement   Involvement
P1
     the Capital Works Programme              with CWP      with CWP      with CWP
                                              At least 4    At least 4    At least 4    At least 4     At least 4    At least 4    At least 4    At least 4    At least 4     At least 4
     Provide site information to all
P2                                            times a       times a       times a       times a        times a       times a       times a       times a       times a        times a
     plotholders
                                              year          year          year          year           year          year          year          year          year           year
     Hold STAA AGM - to include election of
P3                                            STAA AGM      STAA AGM      STAA AGM      STAA AGM       STAA AGM      STAA AGM      STAA AGM      STAA AGM      STAA AGM       STAA AGM
     Management Committee
                                                            Establish
     Establish a group of volunteer
P4                                                          steward       Continue      Continue       Continue      Continue      Continue      Continue      Continue       Continue
     gardeners to act as site stewards
                                                            group
                                              At least 4    At least 4    At least 4    At least 4     At least 4    At least 4    At least 4    At least 4    At least 4     At least 4
     Organise Network meetings for group
P5                                            meetings a    meetings a    meetings a    meetings a     meetings a    meetings a    meetings a    meetings a    meetings a     meetings a
     plotholders
                                              year          year          year          year           year          year          year          year          year           year
                                              3 forums (&   3 forums (&   3 forums (&   3 forums (&    3 forums (&   3 forums (&   3 forums (&   3 forums (&   3 forums (&    3 forums (&
P6   Hold regular gardeners forums
                                              AGM)          AGM)          AGM)          AGM)           AGM)          AGM)          AGM)          AGM)          AGM)           AGM)
     Carry out surveys of gardeners
     satisfaction with management and         CWP: see      CWP: see      CWP plus      Consult as     Consult as    Year 6        Consult as    Consult as    Year 9         Consult as
P7
     maintenance, and consultation over new   P1            P1            hedge vote    required       required      Review        required      required      Review         required
     issues




                                                                                                                                                                            Page 37
                                                                                     St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                               ANNUAL OUTPUT TARGETS
                                                      1               2               3              4              5          6                   7              8              9             10
     OBJECTIVE & TASK                               2008            2009            2010           2011           2012       2013                2014           2015           2016           2017

Q    MAXIMISE THE TAKE UP AND USE OF THE GARDENS BY PLOTHOLDERS

                                                 Monthly         Monthly         Monthly        Monthly         Monthly        Monthly        Monthly        Monthly        Monthly        Monthly
Q1   Monitor & record plot vacancies
                                                 reports         reports         reports        reports         reports        reports        reports        reports        reports        reports
                                                 Monitor &       Monitor &       Monitor &      Monitor &       Monitor &      Monitor &      Monitor &      Monitor &      Monitor &      Monitor &
     Monitor plotholder background for equal
Q2                                               annual          annual          annual         annual          annual         annual         annual         annual         annual         annual
     opportunities issues
                                                 summary         summary         summary        summary         summary        summary        summary        summary        summary        summary
                                                 Annual          Annual          Annual         Annual          Annual         Annual         Annual         Annual         Annual         Annual
     Annually review take-up, and draw up
Q3                                               review and      review and      review and     review and      review and     review and     review and     review and     review and     review and
     strategy for publicity / year ahead
                                                 strategy        strategy        strategy       strategy        strategy       strategy       strategy       strategy       strategy       strategy
     Undertake programme of promotion and        Undertake       Undertake       Undertake      Undertake       Undertake      Undertake      Undertake      Undertake      Undertake      Undertake
Q4
     publicity to advertise available plots      programme       programme       programme      programme       programme      programme      programme      programme      programme      programme
                                                 Operate         Operate         Operate        Operate         Operate        Operate        Operate        Operate        Operate        Operate
     Operate a system for take up by
Q5                                               take up         take up         take up        take up         take up        take up        take up        take up        take up        take up
     prospective gardeners
                                                 system          system          system         system          system         system         system         system         system         system
     Review wider issues which may effect                                        Within Year                                   Within Year                                  Within Year
Q6
     take up and land use                                                        3 Review                                      6 Review                                     9 Review

R    INCREASE THE AWARENESS AND APPRECIATION OF THE HERITAGE OF THE GARDENS BY UNDERTAKING A PROGRAMME OF OUTREACH WORK

     Organise a programme of outreach            Programme       Programme       Programme      Programme       Programme      Programme      Programme      Programme      Programme      Programme
R1
     work off-site                               off-site        off-site        off-site       off-site        off-site       off-site       off-site       off-site       off-site       off-site
R2   Maintain website information                Ongoing         Ongoing         Ongoing        Ongoing         Ongoing        Ongoing        Ongoing        Ongoing        Ongoing        Ongoing
                                                 Interpretativ   Interpretativ   Materials &    Materials &     Materials &    Materials &    Materials &    Materials &    Materials &    Materials &
R3   Produce a variety of publications
                                                 e materials     e materials     publications   publications    publications   publications   publications   publications   publications   publications
                                                 Public          Public          Public         Public          Public         Public         Public         Public         Public         Public
     Deliver a range of on-site activities for
R4                                               activities      activities      activities     activities      activities     activities     activities     activities     activities     activities
     the public
                                                 programme       programme       programme      programme       programme      programme      programme      programme      programme      programme
                                                                                                Agree           Secure
R5   Develop exit and continuation strategy                                      Review
                                                                                                strategy        resources




                                                                                                                                                                                      Page 38
                                                                              St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                      ANNUAL OUTPUT TARGETS
                                                   1             2             3             4             5          6                 7             8             9            10
     OBJECTIVE & TASK                            2008          2009          2010          2011          2012       2013              2014          2015          2016          2017

S    PROVIDE SUPPORT TO PLOTHOLDERS

                                              Resources                   Resources                                  Resources                                 Resources
S1   Secure resources
                                              Yr 1-3                      Yr 3-6                                     Yr 6-9                                    Yr 9+
                                              Programme     Programme     Programme     Programme      Programme     Programme     Programme     Programme     Programme     Programme
S2   Organise regular events
                                              of events     of events     of events     of events      of events     of events     of events     of events     of events     of events
                                              Courses &     Courses &     Courses &     Courses &      Courses &     Courses &     Courses &     Courses &     Courses &
S3   Set up training courses and workshops                                                                                                                                   Ongoing
                                              workshops     workshops     workshops     workshops      workshops     workshops     workshops     workshops     workshops
                                              Regular       Regular       Regular       Regular        Regular       Regular       Regular       Regular       Regular       Regular
S4   Provide gardening information
                                              information   information   information   information    information   information   information   information   information   information
                                                                                        Pilot          Pilot         Continue if   Continue if   Continue if   Continue if   Continue if
S5   Initiate one-to-one support
                                                                                        programme      programme     successful    successful    successful    successful    successful
                                              Small ads'    Small ads'    Small ads'    Small ads'     Small ads'    Small ads'    Small ads'    Small ads'    Small ads'    Small ads'
     Develop a gardeners network for mutual
S6                                            & LETS        & LETS        & LETS        & LETS         & LETS        & LETS        & LETS        & LETS        & LETS        & LETS
     support
                                              scheme        scheme        scheme        scheme         scheme        scheme        scheme        scheme        scheme        scheme




                                                                                                                                                                         Page 39
                                                                                  St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                            ANNUAL OUTPUT TARGETS
                                                     1              2              3              4              5          6                   7              8              9             10
     OBJECTIVE & TASK                              2008           2009           2010           2011           2012       2013                2014           2015           2016           2017

T    RUN AN INNOVATIVE EDUCATION PROJECT BASED ON THE COMMUNITY ORCHARD

     Develop and deliver heritage learning
                                                Programme      Programme      Programme      Programme       Programme      Programme      Programme      Programme      Programme      Programme
T1   experiences for local Early Years
                                                of delivery    of delivery    of delivery    of delivery     of delivery    of delivery    of delivery    of delivery    of delivery    of delivery
     settings
     Develop and deliver heritage learning
                                                Programme      Programme      Programme      Programme       Programme      Programme      Programme      Programme      Programme      Programme
T2   experiences for local primary school
                                                of delivery    of delivery    of delivery    of delivery     of delivery    of delivery    of delivery    of delivery    of delivery    of delivery
     children
     Develop and deliver heritage learning
     experiences for local secondary school     Programme      Programme      Programme      Programme       Programme      Programme      Programme      Programme      Programme      Programme
T3
     children, including vocational provision   of delivery    of delivery    of delivery    of delivery     of delivery    of delivery    of delivery    of delivery    of delivery    of delivery
     for 14-19
     Develop and deliver out-of-school
                                                Programme      Programme      Programme      Programme       Programme      Programme      Programme      Programme      Programme      Programme
T4   provision for local children and young
                                                of delivery    of delivery    of delivery    of delivery     of delivery    of delivery    of delivery    of delivery    of delivery    of delivery
     people
     Develop & deliver access and heritage      Monthly        Monthly        Monthly        Monthly         Monthly        Monthly        Monthly        Monthly        Monthly        Monthly
T5   learning experiences for the wider         activity       activity       activity       activity        activity       activity       activity       activity       activity       activity
     community                                  days           days           days           days            days           days           days           days           days           days
     Develop training and consultancy work      Deliver        Deliver        Deliver        Deliver         Deliver        Deliver        Deliver        Deliver        Deliver        Deliver
T6   to share best practice in outdoor          training       training       training       training        training       training       training       training       training       training
     heritage learning                          programme      programme      programme      programme       programme      programme      programme      programme      programme      programme
     Maintain & develop the Community           Site fit for   Site fit for   Site fit for   Site fit for    Site fit for   Site fit for   Site fit for   Site fit for   Site fit for   Site fit for
T7
     Orchard site and resources                 purpose        purpose        purpose        purpose         purpose        purpose        purpose        purpose        purpose        purpose
     Secure resources from grants and           Resources      Resources      Resources      Resources       Resources      Resources      Resources      Resources      Resources      Resources
T8
     earned income                              Yr 1-3         Yr 3-4         Yr 4-5         Yr 5-6          Yr 6-7         Yr 7-8         Yr 8-9         Yr 9-10        Yr 10-11       Yr 11-12




                                                                                                                                                                                   Page 40
                                                                                 St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                                                                         ANNUAL OUTPUT TARGETS
                                                      1             2             3             4             5          6         7        8           9          10
         OBJECTIVE & TASK                           2008          2009          2010          2011          2012       2013      2014     2015        2016        2017

U        PARTNERSHIP PROGRAMME

                                                 Initial       Further       Further       Further        Relate to
U1       Identify potential partners
                                                 contact       partners      partners      partners       exit V7
         Review work areas after completion of                 Complete
U2
         Capital Works                                         task
         Secure partnership funding where        Funding for   Funding for   Funding for   Funding for    Relate to
U3
         needed                                  Yr 1-2        Yr 2-3        Yr 3-4        Yr 4-5         exit V7
U4       Draw up service level agreements        As required   As required   As required   As required    As required
                                                 Volunteer     Volunteer     Volunteer     Volunteer
U5       Run a volunteer programme
                                                 programme     programme     programme     programme
U6       Supervise and support partners          As required   As required   As required   As required    As required
                                                                             Year 3        Agree          Resources
U7       Exit and continuation strategy
                                                                             Review        strategy       secured
         Co-ordinate work with site management   Update        Update        Update        Update         Update
U8
         & maintenance                           quarterly     quarterly     quarterly     quarterly      quarterly




          THE PARTNERSHIP PROGRAMME WILL ENSURE DELIVERY OF THESE OBJECTIVES:

     A    RENOVATE GARDENS
     B    RENOVATE HEDGEROWS
     C    CONSERVE PLANTS
     D    CONSERVE STRUCTURES
     G    MAINTAIN WILDLIFE AREAS
     H    DISPLAY PLOTS
     K    INFRASTRUCTURE INDIVIDUAL PLOTS
     L    RECYCLING FACILITIES




                                                                                                                                                             Page 41
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVES SUMMARY
OBJECTIVE A:
RENOVATE OVERGROWN AND DAMAGED GARDENS

Aim to which this objective relates:
1 To conserve the physical and cultural elements of the gardens.

A significant number of plots became untenanted in the 1980s and 1990s and quickly became
overgrown. Many of these plots are on the edges of the site and were also subject to serious
vandalism, often resulting in the loss of heritage items. The poor condition of the plots made
them difficult to let to new gardeners, and this has been a considerable barrier to take-up. These
plots also give a very poor image of the site, to both visitors and gardeners.

Small scale programmes of plot clearance have been carried out since the late 1990’s
(particularly as part of the NECTA training programme) and this has provided good experience
to learn from. For example, some initial works had a very intensive clearance specification which
did not provide an attractive plot, and may have led to the further loss of heritage infrastructure.

Some of the overgrown plots are due to be renovated as part of the Capital Works Programme,
but it is not anticipated that this will cover all plots needing work, and so this Objective will
complete the programme. The work is closely tied to the Land Use Plan: details on which plots
should be renovated, and the detailed specifications, should refer to the Land Use Plan and the
eventual use of the plot.

Once renovated, plots need to be maintained to make sure they don’t become overgrown again.
Renting the plot to a new gardener is the preferable option, or the plot should be maintained as
part of the main maintenance programme. Other renovated plots will form part of the network of
wildlife areas. In the short term, if resources do not allow for renovation work the plots should be
made secure to prevent vandalism or further deterioration.

Completion of this Objective is scheduled for Year 6 – after this point no plots should develop
into a condition where renovation work is required (unless caused by accidental or illegal
activity).

Resources for the renovation of plots are to be secured via the Partnership Programme.


Objective A Tasks

A1     Draw up schedule of renovation works and interim maintenance

A2     Integrate interim maintenance into main site maintenance programme

A3     Identify plots in need of renovation following completion of capital works

A4     Secure resources / partner

A5     Carry out programme of renovation work


Overall Responsibility for this Objective:
Partnership Programme Worker


                                                                                           Page 42
                 St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE A:
RENOVATE OVERGROWN AND DAMAGED GARDENS


Cross reference to other Objectives:
B     Renovate hedgerows
C     Conserve and propagate historic plants
D     Restore and conserve historic structures
G     Maintain specific areas of the site for their wildlife and landscape value
O     Provide a high quality of site maintenance
Q     Maximise the take up and use of the gardens by plotholders
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP2:
Land Use Plan
See also: Capital Works Programme


Resources:

Staffing: Partnership Programme Worker

See Objective U for other resources.


Key Indicator measurement of success:
1     Metres of maintained historic hedgerows
4     Conservation of historic structures
6     Completion of capital works programme
10    Gardener involvement in the management and maintenance of the site
12    Number of plots tenanted
13    Percentage of new tenants still gardening after 3 years
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities
19    Presence of key species of animals and plants
21    Green waste from site composted/recycled on site




2
    Management and Maintenance Plan

                                                                                           Page 43
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE B:
RENOVATE HEDGEROWS

Aim to which this objective relates:
1 To conserve the physical and cultural elements of the gardens.

A significant number of hedgerows within the site have become overgrown. Many of these are
hedges around the overgrown or damaged plots within Objective A, but may others border
tenanted plots, or plots which are in an otherwise good condition. Although plotholders have a
responsibility under their tenancy agreement to keep internal hedges in good condition, it may
be extremely difficult if gardeners take on a previously overgrown plot and the external cutting of
hedges has been poor in recent years. Other hedges have been affected by vandalism, arson,
accidental damage or illegal use.

Whilst there are some benefits from overgrown hedges in terms of wildlife, the increase in shade
has led to the lower growth dying off and an overall weakening of the hedges as boundaries.
Over the site as a whole, the increase in hedgerow height has led to a loss of the visual
landscape so important to the heritage, and contributed to the image of neglect. Small scale
programmes of hedgerow reduction have been carried out since the late 1990’s (particularly as
part of the NECTA training programme).

Some of the hedgerows are due to be renovated as part of the Capital Works Programme, but it
is not anticipated that this will address all areas, and this Objective will complete the work.

The Land Use Plan identifies plots where the overall use as a nature area may include
maintenance of the hedges at an increased height, and also identifies a number of ‘woodland
walks’ with high hedges. Reduction in height is only one element of hedgerow renovation, others
include: removal of trees, removal of debris, hedge-laying, replanting, and security works.

Once renovated, hedges need to be maintained to make sure they don’t become overgrown
again. Maintenance of internal hedges by new or existing gardeners – alongside external hedge
cutting as part of the main maintenance programme – is the principle way of achieving this.
Where plots are vacant the maintenance schedule should incorporate the hedges.

Completion of this Objective is scheduled for Year 6 – after this no hedges should develop into
a condition where renovation work is required (unless caused by accidental damage or illegal
activity).

Resources for the renovation of hedges are to be secured via the Partnership Programme.

Objective B Tasks:

B1     Draw up a schedule of renovation work and interim maintenance

B2     Integrate interim maintenance into the main site maintenance programme

B3     Identify hedgerows in need of renovation work following completion of capital works

B4     Secure resources / partner

B5     Carry out programme of renovation work

Overall Responsibility for this Objective:
Partnership Programme Worker

                                                                                          Page 44
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE B:
RENOVATE HEDGEROWS

Cross reference to other Objectives:
A     Renovate overgrown and damaged gardens
B     Renovate hedgerows
C     Conserve and propagate historic plants
F     Conserve the heritage of individual plots through use of the tenancy agreement
G     Maintain specific areas of the site for their wildlife and landscape value
I     Improve the infrastructure of individual plots
J     Operate on-site recycling facilities
O     Provide a high quality of site maintenance
P     Increase the level of gardeners’ involvement in the management of the site
Q     Maximise the take up and use of the gardens by plotholders
S     Provide support to plotholders
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP:
Land Use Plan
See also: Capital Works Programme.


Resources:

Staffing: Partnership Programme Worker

See Objective U for other resources.


Key Indicator measurement of success:
1     Metres of maintained historic hedgerows
6     Completion of capital works programme
9     Percentage of gardeners satisfied or very satisfied with maintenance of the site
10    Gardener involvement in the management and maintenance of the site
11    Additional income
12    Number of plots tenanted
13    Percentage of new tenants still gardening after 3 years
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities
19    Presence of key species of animals and plants
21    Green waste from site composted/recycled on site




                                                                                         Page 45
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE C:
CONSERVE AND PROPAGATE HISTORIC PLANTS


Aim to which this objective relates:
1 To conserve the physical and cultural elements of the gardens.

The wide range of plants grown on the site forms a key part of its heritage. These include fruit
trees, fruit bushes, specimen and hedging trees, vegetables, herbs, and ornamental flowers.
Some species are a reflection of specific social or cultural groups and their use of the site – from
the roses grown in the 19th century to the introduction of vegetables like callaloo by gardeners
from the Caribbean in the later 20th century.

Although plant growing and propagation continues to be a robust activity on site – and one very
much developed by the gardeners themselves – there are some areas which require
management intervention:
 There in no comprehensive listing or archive of plants grown on site
 Many older fruit trees are reaching the end of their life span
 Older varieties of trees, fruit bushes, and vegetables are not easily available
 Historically important plants (especially roses) are now almost absent

A programme of work to conserve and propagate historic plants also gives an opportunity to
support gardeners, develop skills and help ensure full site use.
The Capital Works Programme is due to start this process, by undertaking research, establishing
plant nursery sites, propagating and distributing plants, and establishing archive material.

This is a long term Objective, particularly as new plants will continue to be introduced into the
gardens, but the initial research work and establishment of nursery stock and sites will be
completed by Year 3.


Objective C Tasks:

C1     Research historic plants and establish plant nursery.

C2     Secure partners / resources to maintain nursery stock

C3     Maintain nursery stock

C4     Propagate and distribute plants

C5     Identify and research plants – including new introductions

C6     Maintain database of plant information


Overall Responsibility for this Objective:
Partnership Programme Worker – but Task C1 by short term / freelance contract




                                                                                           Page 46
              St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE C:
CONSERVE AND PROPAGATE HISTORIC PLANTS


Cross reference to other Objectives:
E     Create a plot by plot archive and a gardeners’ archive
F     Conserve the heritage of individual plots through use of the tenancy agreement
H     Develop and manage display plots as resources for visitor and gardener interpretation
R     Increase the awareness and appreciation of the heritage by undertaking a programme of
      outreach work
S     Provide support to plotholders
T     Run an innovative education project based on the Community Orchard
U     Develop a Partnership Programme to provide new resources and opportunities


Resources:
Staffing:    Partnership Programme Worker
             Short term or freelance contract or Task C1
             Gardener Support Worker for plant distribution etc

See Objective U for Partnership Programme resources.
General resources in overall overheads and management budgets.
Task C1 allocation £17,500 (former Capital Works item).


Key Indicator measurement of success:
3     Number of varieties of apples in cultivation
6     Completion of capital works programme
10    Gardener involvement in the management and maintenance of the site
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities
18    Number of school pupils visiting/benefiting from site
19    Presence of key species of animals and plants




                                                                                        Page 47
                 St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE D:
RESTORE AND CONSERVE HISTORIC STRUCTURES

Aim to which this objective relates:
1 To conserve the physical and cultural elements of the gardens.

Buildings and structures have always been part of the gardens and form an important part of the
heritage as well as serving key practical functions. They include sheds, summerhouses,
greenhouses and other buildings, along with wells, paths and walls. Although much survives
from the 19th century, a large part was lost in the later 20th century. Some of this loss reflects the
relative decline of the site and associated vandalism or theft, some of it may be due to a lack of
skills to carry out maintenance, and an important element is due to changes in gardening styles
(the complex layout of paths and ornamental features from the 19th century did not sit well with
the ‘dig for victory’ ethos).

A key element of the management approach is to allow and encourage gardeners to make
alterations to their plots – within the terms of the tenancy agreement – as a reflection of the
changing and developing heritage of the site, and it is inevitable that many of the historic
structures will continue to change.

However, a number of key historic structures have been identified as ‘Heritage Items’ with the
potential to be restored, conserved and preserved. This Objective needs to be implemented with
sensitivity given that most Heritage Items are located on currently tenanted plots.

By implication, other structures on site will continue to change (and in some cases disappear),
but other Objectives will offer support and training to plotholders who choose to carry out their
own conservation work.

The Capital Works Programme includes a small element of work on this Objective.

This Objective is due to be completed by Year 6.

Objective D Tasks:

D1     Survey and record structures and Heritage Items

D2     Undertake temporary or protective work if required

D3     Work with plotholders to draw up schedule of works

D4     Secure resources

D5     Carry out programme of works

D6     Archive

D7     Undertake annual check of Items

D8     Survey and record non Heritage Items

Overall Responsibility for this Objective:
Partnership Programme Worker – but Task D1 by short term / freelance contract



                                                                                             Page 48
              St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE D:
RESTORE AND CONSERVE HISTORIC STRUCTURES


Cross reference to other Objectives:
E     Create a plot by plot archive and a gardeners’ archive
F     Conserve the heritage of individual plots through use of the tenancy agreement
I     Improve the infrastructure of individual plots
R     Increase the awareness and appreciation of the heritage by undertaking a programme of
      outreach work
S     Provide support to plotholders
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP:
Draft list of Heritage Items (Land Use Plan)


Resources:

Staffing:    Partnership Programme Worker
             Short term or freelance contract for Task D1

See Objective U for Partnership Programme resources
General resources within overall overheads and management budgets
Task D1 allocation £16,500 (former Capital Works item)


Key Indicator measurement of success:
4     Conservation of historic structures
5     Archive of individual plot history
6     Completion of capital works programme
10    Gardener involvement in the management and maintenance of the site
11    Additional income
12    Number of plots tenanted
13    Percentage of new tenants still gardening after 3 years
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities




                                                                                        Page 49
                 St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE E:
CREATE A PLOT BY PLOT ARCHIVE AND A GARDENERS’ ARCHIVE

Aim to which this objective relates:
1 To conserve the physical and cultural elements of the gardens.

Valuable work has been carried out in recent years by a number of people and organisations to
attempt to research and record the history of the site and the gardeners. However, this work is
somewhat fragmented, lacks a comprehensive archive, and is far from complete. Primary
sources of information are missing (from City Council records, to evidence on site) and much of
the history is both kept and lost within the personal memory of the gardeners themselves.

This Objective aims to create an in depth and fully rounded history of the site, in terms of its
development as a place and its value to the people who use it. This work forms a central role in
the interpretation of the site, and in increasing access and public awareness. Achieving
Objective E in itself also offers opportunities for involving more people in the heritage of the
allotments.

Within this Objective, ‘The site’ should not only be defined by the plots which currently remain,
but should also include former plots and parts of the site which have been transferred to another
use.

The majority of the Objective tasks will be completed by the end of Year 5 and are related to the
HLF funded Heritage and Outreach post. See task E10 for options after this time.


Objective E Tasks:

E1     Collect and review existing materials and information

E2     Establish a project working group

E3     Organise training for volunteers

E4     Design and set up database for recording plot information

E5     Research history of the site and its overall development

E6     Plot research

E7     Gardeners archive (Oral history / interviews with existing and recent gardeners)

E8     Produce appropriate materials for Interpretation

E9     Archive

E10    Exit and continuation strategy


Overall Responsibility for this Objective:
Heritage and Outreach Worker




                                                                                           Page 50
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE E:
CREATE A PLOT BY PLOT ARCHIVE AND A GARDENERS’ ARCHIVE


Cross reference to other Objectives:
C     Conserve and propagate historic plants
D     Restore and conserve historic structures
F     Conserve the heritage of individual plots through use of the tenancy agreement
H     Develop and manage display plots as resources for visitor and gardener interpretation
R     Increase the awareness and appreciation of the heritage by undertaking a programme of
      outreach work
T     Run an innovative education project based on the Community Orchard
U     Develop a Partnership Programme to provide new resources and opportunities


Resources:

Staffing: Heritage and Outreach Worker

General resources within overall overheads and management budgets.
See Financial Plan for breakdown of activity costs.
£25,000 allocation for Interpretation materials (former Capital Works item).


Key Indicator measurement of success:
3     Number of varieties of apples in cultivation
4     Conservation of historic structures
5     Archive of individual plot history
10    Gardener involvement in the management and maintenance of the site
11    Additional income
14    Number of visitors to the site
15    Number of ‘virtual’ visitors to the gardens i.e. through outreach activities, website,
      exhibitions and publications
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities
18    Number of school pupils visiting/benefiting from site
19    Presence of key species of animals and plants




                                                                                         Page 51
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE F:
CONSERVE THE HERITAGE OF INDIVIDUAL PLOTS THROUGH USE OF THE TENANCY
AGREEMENT


Aim to which this objective relates:
1 To conserve the physical and cultural elements of the gardens.

After the overall framework of the site was established in the 19th century, the majority of the
heritage was the creation of the individual plotholders (along with the maintenance of the
gardens). This process continues to the present day, and it is one of the key functions of site
management and maintenance to support it. Much of this support is indirect: by an efficient and
effective management and administrative system which allows plotholders to be able to garden
without interruption and interference.

It should be recognised however that a minority of tenants can cause significant damage to their
own or neighbouring plots, and that the management of the site in recent years has been unable
to prevent this. This has generally been due to a lack of resources or of co-ordination between
officers or departments, which the management system should now be able to change.

Effective enforcement of the tenancy agreement is a key tool in maintaining the site and
conserving the heritage of the individual plots. In most situations ‘enforcement’ will not be
required, of more importance will be the inspection and regular monitoring of plots in order to
identify and deal with potential problem issues at the earliest stage. It is crucial that all gardeners
are aware of their rights and responsibilities, including existing plotholders who may experience
something of a culture shock in the first years.


Objective F Tasks:

F1     Establish a plot condition database

F2     Survey condition of all plots

F3     Issue ‘plot pack’ to all tenants

F4     Inspect condition of all plots once a year

F5     Inspect plots at end of tenancy

F6     Enforcement action at the end of tenancies

F7     Enforcement action of current tenancies



Overall Responsibility for this Objective:
Project Co-ordinator




                                                                                             Page 52
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE F:
CONSERVE THE HERITAGE OF INDIVIDUAL PLOTS THROUGH USE OF THE TENANCY
AGREEMENT


Cross reference to other Objectives:
C     Conserve and propagate historic plants
D     Restore and conserve historic structures
L     Deliver a high quality management and administration service
S     Provide support to plotholders


Supporting documents in the Appendix of the MMP:
Tenancy Agreement
Draft agreements and notes for HLF grant aided works.


Resources:

Staffing: Project Co-ordinator, Administration and Finance Worker, Site Worker.

Other resources included within overall overheads and management budgets.


Key Indicator measurement of success:
1     Metres of maintained historic hedgerows
3     Number of varieties of apples in cultivation
4     Conservation of historic structures
8     Percentage of gardeners satisfied or very satisfied with administration of site
10    Gardener involvement in the management and maintenance of the site
12    Number of plots tenanted
13    Percentage of new tenants still gardening after 3 years
19    Presence of key species of animals and plants
20    Reduction in amount of water supplied via mains




                                                                                         Page 53
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE G:
MAINTAIN SPECIFIC AREAS OF THE SITE FOR THEIR WILDLIFE AND LANDSCAPE
VALUE


Aim to which this objective relates:
1 To conserve the physical and cultural elements of the gardens.

The majority of the site is to be used and maintained by individual plotholders working their own
plots. Whilst this is clearly the primary function of the site and reflects its heritage as detached
town gardens and allotments, the heritage also includes the associated wildlife. The comparative
neglect of some parts of the site in the late 20th century allowed new habitats to develop, and a
number of individuals and organisations have taken a proactive approach to this work.

Although the site was consciously laid out and planned there was no initial attempt to design the
landscape in terms of views and vistas, and given that it was established before any of the
surrounding housing it was never considered in relation to this. The landscape value of the site
may therefore have developed without plan but it now has very strong presence within St Anns
and the wider area.

The Land Use Plan allocates a number of areas for maintenance as wildlife areas. The
maintenance and use of these areas should always be borne in mind; they are not areas to be
left to ‘run wild’. It is important to maintain a variety of habitats and to use interpretation and
access work to give them a context for site users and visitors.

Resources to maintain the areas will be secured through the Partnership Programme. For this
Objective to be implemented effectively the majority of plots involved will remain untenanted,
with partners being sought to maintain and use them under a service level agreement to ensure
their future for the agreed purpose. Sympathetic monitoring and review of these agreements and
the use and maintenance of the plots (including possible enforcement) should be carried out.


Objective G Tasks:

G1     Set up agreements for maintenance of wildlife areas

G2     Organise volunteer programmes for maintenance

G3     Integrate maintenance into main site maintenance programme where not covered by
       partners or volunteers

G4     Monitor maintenance by partners every six months


Overall Responsibility for this Objective:
Partnership Programme Worker




                                                                                           Page 54
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE G:
MAINTAIN SPECIFIC AREAS OF THE SITE FOR THEIR WILDLIFE AND LANDSCAPE
VALUE


Cross reference to other Objectives:
A     Renovate overgrown and damaged gardens
B     Renovate hedgerows
C     Conserve and propagate historic plants
J     Operate on-site recycling facilities
O     Provide a high quality of site maintenance
P     Increase the level of gardeners’ involvement in the management of the site
T     Run an innovative education project based on the Community Orchard
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP:
Land Use Plan for locations.
Site maintenance programme


Resources:

Staffing: Partnership Programme Worker

See Objective U for other resources.


Key Indicator measurement of success:
1     Metres of maintained historic hedgerows
2     Metres of maintained historic avenues
3     Number of varieties of apples in cultivation
6     Completion of capital works programme
9     Percentage of gardeners satisfied or very satisfied with maintenance of the site
10    Gardener involvement in the management and maintenance of the site
11    Additional income
14    Number of visitors to the site
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities
19    Presence of key species of animals and plants
21    Green waste from site composted/recycled on site




                                                                                         Page 55
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE H:
DEVELOP AND MANAGE DISPLAY PLOTS AS RESOURCES FOR VISITOR AND
GARDENER INTERPRETATION


Aim to which this objective relates:
2 To make appropriate improvements to facilities, in order to increase the use of the gardens
and enhance their interpretation.

The majority of Heritage Items, and the overall heritage of the site, are situated within individual
tenanted gardens. Although some plotholders are happy to allow visitors others are more
reluctant, and the location and layout of the plots make some of them unsuitable for public use.

Display plots form a key element of public access within the overall Interpretation Strategy:
 A range of plots laid out for good public access (including DDA compliance).
 They are ‘re-creations’ of gardens with different historic features, using authentic materials
   and techniques.
 Each garden includes some permanent interpretative material e.g. signs or display boards,
   but the majority of the plot is used for gardening.
 The plots are part of the main activities programme of the Project and are maintained as part
   of the Partnership Programme. Open to the public on general open days and for specific
   events or heritage outreach work. Can be part of a guided walk route around the site and
   linking Heritage Items.
 Taken as a whole the plots illustrate the ‘living heritage’ theme: the ways in which the
   gardens have changed over time and been adapted by new generations of gardeners, but
   how they still have remnants of the past.


Objective H Tasks:

H1     Undertake research work and consultation

H2     Design details

H3     Create a range of display plots

H4     Establish partnership for maintenance and management

H5     Organise regular programme of events and open days (with partners)

H6     Create interpretation materials for each plot

H7     Record and provide interpretation of the process


Overall Responsibility for this Objective:
Partnership Programme Worker




                                                                                           Page 56
              St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE H:
DEVELOP AND MANAGE DISPLAY PLOTS AS RESOURCES FOR VISITOR AND
GARDENER INTERPRETATION


Cross reference to other Objectives:
C     Conserve and propagate historic plants
E     Create a plot by plot archive and a gardeners’ archive
P     Increase the level of gardeners’ involvement in the management of the site
R     Increase the awareness and appreciation of the heritage by undertaking a programme of
      outreach work
S     Provide support to plotholders
T     Run an innovative education project based on the Community Orchard
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP:
Interpretation Strategy
Land Use Plan for possible locations


Resources:

Staffing:     Partnership Programme Worker
              Heritage and Outreach Worker, and Gardener Support Worker for events and use

See Objective U for details of Partnership Programme resources.
Initial creation of plots covered by Capital Works Programme.
Note also Task E8 for Interpretative materials.


Key Indicator measurement of success:
3     Number of varieties of apples in cultivation
4     Conservation of historic structures
5     Archive of individual plot history
6     Completion of capital works programme
7     Introduction of new facilities
10    Gardener involvement in the management and maintenance of the site
11    Additional income
14    Number of visitors to the site
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities
18    Number of school pupils visiting/benefiting from site




                                                                                        Page 57
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE I:
IMPROVE THE INFRASTRUCTURE OF INDIVIDUAL PLOTS

Aim to which this objective relates:
2 To make appropriate improvements to facilities, in order to increase the use of the gardens
and enhance their interpretation.

Historically the infrastructure work to individual plots appears to have always been the domain of
individual plotholders, with evidence that the original detached town gardeners would have
commissioned and paid professional builders to put up the distinctive brick summerhouses etc.
In the 20th century, the pattern was for a great deal more improvisation from plotholders
themselves.

From the 1990’s infrastructure work was undertaken on some plots by organisations such as
NECTA, and this has demonstrated the value of more direct intervention, particularly on plots
which are in a poor condition. The presence of a shed not only makes the plot more attractive to
a prospective tenant, it also increases the chances that they will continue to garden if they do
take up the plot. A shed or building is a key element of plot infrastructure, but this can also
include paths, gates, compost bins, or internal terracing.

The work should be designed, commissioned, and monitored with care. Buildings should be
appropriate to the site as a whole and to the individual plot – where appropriate they should use
the foundations or site of earlier buildings, and reflect the historical layout of the plot. If a large
number of buildings are being built, there should be a variety of styles.

Care needs to be taken to avoid damage to existing heritage infrastructure, particularly any
paths or features hidden beneath the current soil level. Any programme of work should be
scheduled to minimise disruption to neighbouring gardens or the site as a whole.

Resources for this Objective are to be secured through the Partnership Programme (which gives
particular scope for vocational training opportunities).


Objective I Tasks:

I1     Identify and specify work required (following plot condition survey)

I2     Draw up design options and outline programme of work

I3     Make agreements with tenants if appropriate

I4     Secure resources

I5     Carry out programme of work


Overall Responsibility for this Objective:
Partnership Programme Worker




                                                                                             Page 58
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE I:
IMPROVE THE INFRASTRUCTURE OF INDIVIDUAL PLOTS


Cross reference to other Objectives:
B     Renovate hedgerows
C     Conserve and propagate historic plants
D     Restore and conserve historic structures
E     Create a plot by plot archive and a gardeners’ archive
F     Conserve the heritage of individual plots through use of the tenancy agreement
P     Increase the level of gardeners’ involvement in the management of the site
Q     Maximise the take-up and use of the gardens by plotholders
S     Provide support to plotholders
U     Develop a Partnership Programme to provide new resources and opportunities


Resources:

Staffing: Partnership Programme Worker

See Objective U for Partnership Programme resources


Key Indicator measurement of success:
4     Conservation of historic structures
8     Percentage of gardeners satisfied or very satisfied with administration of site
9     Percentage of gardeners satisfied or very satisfied with maintenance of the site
10    Gardener involvement in the management and maintenance of the site
11    Additional income
12    Number of plots tenanted
13    Percentage of new tenants still gardening after 3 years
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities




                                                                                         Page 59
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE J:
OPERATE ON-SITE RECYCLING FACILITIES

Aim to which this objective relates:
2 To make appropriate improvements to facilities, in order to increase the use of the gardens
and enhance their interpretation.

Allotment gardeners have long been champions of re-cycling – even if they would reject such a
grand title. It is simply part of the process to salvage an old window frame to make a new
greenhouse, use some scrap wood to heat it with a reclaimed stove, and plant your tomatoes in
a rich blend of manure and home-made compost. This process is likely to continue without any
need for management or intervention, but it can also be supported and extended in a way which
benefits the site and further increases its important contribution to sustainability.

There are some problems with current practice:
     There can be a fine line between recycling and fly-tipping. Some materials dumped on
       the car parks can be constructively recycled or composted, but others are hazardous
       waste.
     There is little connection between the actions of individuals and the overall site
       maintenance – in particular the green waste from the annual hedge cutting is removed
       from site.
     Not all gardeners have access to materials or the transport needed to bring them on site.
As a city, Nottingham has a very poor record for recycling and composting waste, and the
allotments can play a role in changing this.

Some improvements have been attempted in recent years. A recycling centre was constructed
on the main Fords Avenue car park with a number of ‘cages’, but no revenue income was
available for maintenance. Although links have been made with the City Council parks
maintenance teams to bring leaves from nearby parks on to the site for plotholders to take, the
recycling centre is under-used. On a more informal level, a number of tree surgeons bring
chippings on to the site and leave them on the car parks – an arrangement which often works
well but may also encourage less positive forms of dumping.

Small recycling bays are due to be constructed on car parks as part of the Capital Works
Programme, but their use needs to monitored and maintained. And they are not able – on their
own – to deal with the actual or potential level of materials which the site generates and can use.
This Objective therefore aims to:
    Make sure that all green waste from the site is composted or re-used on the site
    Provide off-site green waste and other materials for the use of plotholders
    Remove hazardous waste from the site and reduce the level of fly-tipping and anti-social
       waste

Objective J Tasks:

J1     Review Capital Works Programme and identify further facilities if required

J2     Secure resources and set up further facilities

J3     Draw up programme of work / contract

J4     Secure resources / partner

J5     Monitor and support partner

Overall Responsibility for this Objective:
Partnership Programme Worker
                                                                                          Page 60
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE J:
OPERATE ON-SITE RECYCLING FACILITIES


Cross reference to other Objectives:
A     Renovate overgrown and damaged gardens
B     Renovate hedgerows
G     Maintain specific areas of the site for their wildlife and landscape value
O     Provide a high quality of site maintenance
P     Increase the level of gardeners’ involvement in the management of the site
Q     Maximise the take up and use of the gardens by plotholders
S     Provide support to plotholders
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP:
Land Use Plan for locations


Resources:

Staffing: Partnership Programme Worker

See Objective U for Partnership Programme resources


Key Indicator measurement of success:
1     Metres of maintained historic hedgerows
8     Percentage of gardeners satisfied or very satisfied with administration of site
9     Percentage of gardeners satisfied or very satisfied with maintenance of the site
10    Gardener involvement in the management and maintenance of the site
11    Additional income
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities
21    Green waste from site composted/recycled on site




                                                                                         Page 61
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE K:
PROVIDE A ROBUST MANAGEMENT FRAMEWORK

Aim to which this objective relates:
3 To provide high quality long term management and maintenance of the gardens, with secure
revenue funding and the active involvement of users.

Responsibility for the management, maintenance, and administration of the site has been with
Nottingham City Council (or its earlier legal entities) since the 1600s. Although this has clearly
provided continuity and played a crucial role in establishing and developing the gardens,
evidence from the site condition alone suggests that this has not been adequate in recent years.
Many problems have been due to a lack of adequate capital and revenue funding, but the site
has also suffered from the absence of a management plan.

It should be noted that this Management and Maintenance Plan operates within the framework
of the Project as a whole. The key elements which make up the overall management framework
are:
 The Service Level Agreement between the Renewal Trust and Nottingham City Council,
    which outlines the service to be provided by the Trust in return for revenue funding
 The Lease between the Renewal Trust and Nottingham City Council, which determines the
    landlord and tenant relationship in relation to the site
 The Funding Agreement and contract between the Renewal Trust and the Heritage Lottery
    Fund (and others if appropriate) which outlines the agreed purposes for which HLF funding is
    to be used
These three documents all make reference to the Management and Maintenance Plan, with the
objectives of the MMP – and the related outputs and indicators – being the principal way of
assessing compliance and achievement.

The key elements which ensure that the Project is delivered on a day-to-day basis are:
 The Service Level Agreement between the Renewal Trust and STAA, which is based on the
   above, and gives STAA the responsibility for implementing the MMP
 The 10 Year MMP itself, particularly the process of monitoring and review
 The STAA Management Committee – which has ultimate responsibility for the activities of
   STAA
 The ongoing employment of the management team

The MMP can only function if this broader framework is maintained.

Objective K Tasks:

K1     Operate the Project in accordance with all funding agreements and contracts

K2     Ensure the proper functioning of the STAA Management Committee, working within the
       STAA constitution

K3     Continue to employ staff required to implement the MMP

K4     Develop and support the St Anns Allotments Consortium

Overall Responsibility for this Objective:
Project Co-ordinator – on a day-to-day level – but also with the Renewal Trust




                                                                                         Page 62
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE K:
PROVIDE A ROBUST MANAGEMENT FRAMEWORK


Cross reference to other Objectives:
L     Deliver a high quality management and administration service
M     Provide an effective system of tenancy administration
N     Develop effective local partnerships and a positive public profile
O     Provide a high quality of site maintenance
P     Increase the level of gardeners’ involvement in the management of the site


Supporting documents in the Appendix of the MMP:
Lease and service level agreement between the Renewal Trust and Nottingham City Council
Agreement between the Renewal Trust and STAA
See also management organogram in the Introductory text


Resources:

Staffing: Project Co-ordinator, Administration and Finance Worker; supported by Renewal Trust.

General resources within overall overheads and management budgets.
Specific budgets for Renewal Trust, and recruitment.


Key Indicator measurement of success:
8     Percentage of gardeners satisfied or very satisfied with administration of site
9     Percentage of gardeners satisfied or very satisfied with maintenance of the site
10    Gardener involvement in the management and maintenance of the site
11    Additional income
16    Non-gardener involvement in the management and maintenance of the site




                                                                                         Page 63
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE L:
DELIVER A HIGH QUALITY MANAGEMENT AND ADMINISTRATION SERVICE

Aim to which this objective relates:
3 To provide high quality long term management and maintenance of the gardens, with secure
revenue funding and the active involvement of users.

Poor quality management and administration of the site was identified as one of the main
reasons for the decline in site condition and use, and the real or potential loss of heritage. The
Management and Maintenance Plan and the overall structure of the Project now provide a firm
foundation on which to build.

Given that both the form of management and maintenance – and the Objectives – are new, it will
be crucial to monitor the success of the Plan and if necessary make revisions. Many Objectives
are related to the completion of the Capital Works Programme, and the change of management
culture will be something of a shock to plotholders and organisations involved. Project income is
also reliant on the achievement of the Objectives.

The dedicated management team is also a new step. All administrative, financial and legal
aspects of the site have previously been integrated into the main functions of Nottingham City
Council, and while this will bring greater focus and accountability to the site it will also bring a
greater level of responsibility. This relates to the obligations of the management, and also to the
need to support staff.


Objective L Tasks:

L1     Collate monitoring information and produce quarterly monitoring reports

L2     Undertake annual review of progress on the MMP

L3     Carry out major project reviews in Years 3, 6 and 9

L4     Operate effective internal financial and administrative procedures

L5     Ensure compliance with all legal requirements

L6     Review and update internal policies and procedures

L7     Provide effective management team support and supervision

L8     Ensure that all staff receive appropriate training and development


Overall Responsibility for this Objective:
Project Co-ordinator




                                                                                           Page 64
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE L:
DELIVER A HIGH QUALITY MANAGEMENT AND ADMINISTRATION SERVICE


Cross reference to other Objectives:
F     Conserve the heritage of individual plots through use of the tenancy agreement
K     Provide a robust management structure
M     Provide an effective system of tenancy administration
N     Develop effective local partnerships and a positive public profile
O     Provide a high quality of site maintenance
P     Increase the level of gardeners’ involvement in the management of the site
Q     Maximise the take up and use of the gardens by plotholders
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP:
Job descriptions
See also Key Indicators and Workplan Summary.


Resources:

Staffing: Project Co-ordinator, Administration and Finance Worker

General resources included in overheads and management budgets
Specific amounts for monitoring success


Key Indicator measurement of success:
1     Metres of maintained historic hedgerows
2     Metres of maintained historic avenues
6     Completion of capital works programme
7     Introduction of new facilities
8     Percentage of gardeners satisfied or very satisfied with administration of site
9     Percentage of gardeners satisfied or very satisfied with maintenance of the site
10    Gardener involvement in the management and maintenance of the site
11    Additional income
12    Number of plots tenanted
13    Percentage of new tenants still gardening after 3 years




                                                                                         Page 65
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE M:
PROVIDE AN EFFECTIVE SYSTEM OF TENANCY ADMINISTRATION

Aim to which this objective relates:
3 To provide high quality long term management and maintenance of the gardens, with secure
revenue funding and the active involvement of users.

The relationship between the plotholders as tenants and the site management as landlord will
play a crucial role in the Project and in the outcome of the Management and Maintenance Plan.

The individual plots have been rented out since the site was first established in the 1830s, and it
is part of the heritage to maintain this relationship, with plotholders having the freedom and
responsibility to look after their own plots. Although there are some records of plotholder
discontent from the late 19th century, and the establishment of NGHA may suggest the need for
a gardeners’ campaign body even then, this landlord/tenant relationship has obviously survived.

In the 1990’s the reduction in the allotment service across Nottingham meant that plotholders
found it increasingly difficult to contact the City, and less and less work was done on the ground
in terms of plot inspection or enforcement. Administrative support was also in short supply, and –
for example – the Allotment Service struggled to get information from the City Treasury on who
had or hadn’t paid their rent. From the late 1990s STAA had a service level agreement to
provide site inspections for the City, but had no direct responsibility for enforcement.

Establishing a worker team with responsibility purely for St Anns is a first step towards improving
tenancy administration. This Objective looks at how the management will relate to plotholders
through the tenancy agreement, the rent collection system, and enforcement. Objective F looks
at the way the tenancy agreement can be used to conserve the physical heritage of individual
plots – but the management team/plotholder relationship also determines a great deal about how
gardeners use the site, get involved with other projects, or simply garden in peace. Effective
administration is also essential for income generation, site maintenance, and take-up work.

Objective M Tasks:

M1     Review and revise tenancy agreement

M2     Operate lettings procedure to implement Land Use Plan

M3     Maintain tenancy and site condition database

M4     Tenancy enforcement procedure (for cultivation and non-payment)

M5     Implement effective gardeners’ charter / complaints procedure

M6     Link rent level to NCC direct let sites

M7     Issue bills for rents, and follow up reminders

M8     Establish and operate rent payment and collection system

M9     Operate and administer key fob system

Overall Responsibility for this Objective:
Project Co-ordinator


                                                                                          Page 66
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE M:
PROVIDE AN EFFECTIVE SYSTEM OF TENANCY ADMINISTRATION


Cross reference to other Objectives:
A     Renovate overgrown and damaged gardens
B     Renovate hedgerows
D     Restore and conserve historic structures
E     Create a plot by plot archive and a gardeners’ archive
F     Conserve the heritage of individual plots through use of the tenancy agreement
I     Improve the infrastructure of individual plots
K     Provide a robust management structure
L     Deliver a high quality management and administration service
O     Provide a high quality of site maintenance
P     Increase the level of gardeners’ involvement in the management of the site
Q     Maximise the take up and use of the gardens by plotholders
S     Provide support to plotholders


Supporting documents in the Appendix of the MMP:
Tenancy Agreement
Gardeners’ charter and complaints procedure
Land Use Plan


Resources:

Staffing: Project Co-ordinator, Administration and Finance Worker, Site Management Worker
          and Temporary Rent Collection Workers

Other resources within overall overheads and management budgets


Key Indicator measurement of success:
1     Metres of maintained historic hedgerows
4     Conservation of historic structures
5     Archive of individual plot history
8     Percentage of gardeners satisfied or very satisfied with administration of site
9     Percentage of gardeners satisfied or very satisfied with maintenance of the site
10    Gardener involvement in the management and maintenance of the site
11    Additional income
12    Number of plots tenanted
13    Percentage of new tenants still gardening after 3 years
20    Reduction in amount of water supplied via mains
21    Green waste from site composted/recycled on site




                                                                                         Page 67
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE N:
DEVELOP EFFECTIVE LOCAL PARTNERSHIPS AND A POSITIVE PUBLIC PROFILE

Aim to which this objective relates:
3 To provide high quality long term management and maintenance of the gardens, with secure
revenue funding and the active involvement of users.

Local authority allotment services and parks were traditionally run by staff with a horticultural
background, rather than – for example – a background in community development. This
approach might mean that the hedges were kept well-trimmed and that giant vegetables
emerged in abundance, but it did not equip them well for the social and cultural changes which
were taking place in urban Britain at the end of the 20th century, or indeed the changes to local
government finances and contract regimes.

The allotments do not exist in a vacuum. They are closely related to the community in which they
are set, and the lives plotholders live when they are away from the site. The St Anns area has
suffered both negative publicity and real deprivation in recent years, but it also has a range of
organisations working to improve the area, and some contact with these has already been
made. The Consortium is in itself an example, and many of the groups active on site are
involved in local regeneration partnerships, but the management of the allotments has been
largely absent from this process.

There are considerable long term benefits to be gained from involvement in local partnerships,
and also very practical issues. For example, regular liaison with the police would help them
understand the issues faced by the allotments, and the way in which intensive police action in
the areas around the site can sometimes push crime onto the allotments. Contact should also be
maintained with the City Council parks department (and others) who are working to improve the
two parks adjoining the allotments, where there is a real need for co-ordinated design and
management.

Many of the Objectives related to outreach work and public involvement will need publicity, but
by and large this will be for specific activities and events and may be targeted at a particular
audience. There is a need to maintain a positive media profile for the Project and the site as a
whole. This can bring benefits in terms of: indirectly increasing plot take-up, providing some
‘good news for St Anns’, encouraging partnerships, and building the level of political support for
the Project and its work.

The Project website can play a particular role in the public image of the site, allowing virtual
access, and be a tool for plotholders themselves.


Objective N Tasks:

N1     Produce general Project publicity, and maintain media contact

N2     Develop and maintain the Project website

N3     Establish effective partnership working with off-site organisations


Overall Responsibility for this Objective:
Project Co-ordinator



                                                                                         Page 68
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE N:
DEVELOP EFFECTIVE LOCAL PARTNERSHIPS AND A POSITIVE PUBLIC PROFILE


Cross reference to other Objectives:
K     Provide a robust management structure
L     Deliver a high quality management and administration service
O     Provide a high quality of site maintenance
P     Increase the level of gardeners’ involvement in the management of the site
Q     Maximise the take up and use of the gardens by plotholders
R     Increase the awareness and appreciation of the heritage by undertaking a programme of
      outreach work
U     Develop a Partnership Programme to provide new resources and opportunities


Resources:
Staffing: Project Co-ordinator

Other resources in overall overheads and management budgets.
See also Financial Plan for activity costs.


Key Indicator measurement of success:
6     Completion of capital works programme
7     Introduction of new facilities
11    Additional income
12    Number of plots tenanted
14    Number of visitors to the site
15    Number of ‘virtual’ visitors to the gardens ie through outreach activities, website,
      exhibitions and publications
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities
18    Number of school pupils visiting/benefiting from site




                                                                                         Page 69
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE O:
PROVIDE A HIGH QUALITY OF SITE MAINTENANCE


Aim to which this objective relates:
3 To provide high quality long term management and maintenance of the gardens, with secure
revenue funding and the active involvement of users.

The need for a high quality of site maintenance has been recognised for many years, and is a
priority for plotholders, other site users, and outside agencies. The inadequate level of
maintenance from the 1980s contributed significantly to a loss of heritage both directly (failure to
maintain retaining walls, hedgerows or avenues) and indirectly (poor image and quality of site
leading to an increase in vandalism and fly-tipping). This poor level of maintenance was due to a
number of factors, including reduced capital and revenue budgets, the absence of a
management and maintenance plan to identify cyclical maintenance, and a lack of adequate
staff/contract supervision.

Once again, it should be remembered that the majority of the site will be maintained by
plotholders themselves, and this is the central tool in effective site maintenance. Plotholders
not only look after their own plots, but many also take care of paths, avenues, and car parks.
Negative behaviour by plotholders can also affect site maintenance e.g. putting rubbish on the
avenues. Site maintenance by the management team needs to needs to balance complex
expectations, to provide a high standard of maintenance work whilst respecting individual
variety, and needs not to damage the character of the site.

This Objective looks at site maintenance as a routine and daily activity, as a system for
responding to emergency demands, and as an annual and cyclical planned programme. It will
provide a level of site maintenance which is a significant improvement on levels in recent years,
maintaining the improvements from the Capital Works Programme and preventing long term
decline or loss of the heritage.

In addition, the Partnership Programme will undertake a range of enhanced maintenance work.


Objective O Tasks:

O1     Carry out regular inspections of key facilities and areas

O2     Undertake emergency repairs / maintenance work

O3     Implement annual maintenance programme

O4     Implement cyclical repairs programme

O5     Monitor and review emergency repairs budget and annual programme

O6     Annual site inspection

O7     Integrate work with Partnership Programme


Overall Responsibility for this Objective:
Site Management Worker


                                                                                           Page 70
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE O:
PROVIDE A HIGH QUALITY OF SITE MAINTENANCE


Cross reference to other Objectives:
A     Renovate overgrown and damaged gardens
B     Renovate hedgerows
F     Conserve the heritage of individual plots through use of the tenancy agreement
G     Maintain specific areas of the site for their wildlife and landscape value
H     Develop and manage display plots as resources for visitor and gardener interpretation
J     Operate on-site recycling facilities
L     Deliver a high quality management and administration service
P     Increase the level of gardeners’ involvement in the management of the site
S     Provide support to plotholders
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP:
Inspection schedule, annual and cyclical maintenance programme, emergency repairs list


Resources:
Staffing: Site Management Worker, plus temporary support.

See Financial Plan for maintenance expenditure.
Other resources in overall overheads and management budget.


Key Indicator measurement of success:
1     Metres of maintained historic hedgerows
2     Metres of maintained historic avenues
8     Percentage of gardeners satisfied or very satisfied with administration of site
9     Percentage of gardeners satisfied or very satisfied with maintenance of the site
10    Gardener involvement in the management and maintenance of the site
11    Additional income
12    Number of plots tenanted
13    Percentage of new tenants still gardening after 3 years
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities
20    Reduction in amount of water supplied via mains
21    Green waste from site composted/recycled on site




                                                                                         Page 71
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE P:
INCREASE THE LEVEL OF GARDENERS’ INVOLVEMENT IN THE MANAGEMENT OF THE
SITE

Aim to which this objective relates:
3 To provide high quality long term management and maintenance of the gardens, with secure
revenue funding and the active involvement of users.

Although gardeners and site users play the central role in the life of the site, they have had a
relatively limited formal role. There is some evidence that historically the Nottingham Garden
Holders Association played a stronger role, and in recent years STAA (managed by plotholders)
have had a direct role in site management, but there is still great potential for doing more.
Increasing the level of gardeners’ involvement will help to protect the heritage, utilise knowledge
and resources, and create a more sustainable project. Given the diversity of the plotholders, it is
inevitable that gardeners will want to get involved in different ways (and some not at all), but this
diversity also applies to the range of activity or input which the Project requires.

At the most formal level, the election of the STAA Management Committee from the membership
of plotholders will lead to some gardeners taking on a direct role in managing the site. Other
gardeners are likely to look for a more hands-on or personal role – as site stewards, or helping
out via the Partnership Programme. And some plotholders are groups or organisations, and their
important role on site is co-ordinated in the work of the St Anns Allotment Network.

Where gardeners don’t want to take on a formal or hands-on role, it is still essential that all
plotholders are kept in touch with the work of the Project, developments on site, and
management and maintenance issues. The introduction of changes without consultation or
discussion is likely to be counterproductive, and gardeners often have a detailed knowledge of
the site and other gardeners which can help the decision-making process. They should also be
given the opportunity to complain, moan, or express discontentment!

This Objective builds on a number of initiatives developed in recent years, and on long-standing
site practice. The Capital Works Programme will also require a high level of communication with
gardeners in Years 1-3, and this can inform the long term tasks.

Objective P Tasks:

P1     Ensure that gardeners are involved in the Capital Works Programme

P2     Provide site information to all plotholders

P3     Hold STAA Annual General Meeting (to include election of Management Committee)

P4     Establish a group of volunteer gardeners to act as ‘site stewards’

P5     Organise Network meetings for group plotholders

P6     Hold regular ‘gardeners forums’

P7     Carry out surveys of gardeners’ satisfaction with management and maintenance, and
       consultation over new issues

Overall Responsibility for this Objective:
Project Co-ordinator


                                                                                            Page 72
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE P:
INCREASE THE LEVEL OF GARDENERS’ INVOLVEMENT IN THE MANAGEMENT OF THE
SITE


Cross reference to other Objectives:
C     Conserve and propagate historic plants
E     Create a plot by plot archive and a gardeners’ archive
F     Conserve the heritage of individual plots through use of the tenancy agreement
H     Develop and manage display plots as resources for visitor and gardener interpretation
I     Improve the infrastructure of individual plots
K     Provide a robust management structure
L     Deliver a high quality management and administration service
O     Provide a high quality of site maintenance
Q     Maximise the take up and use of the gardens by plotholders
R     Increase the awareness and appreciation of the heritage by undertaking a programme of
      outreach work
S     Provide support to plotholders
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP:
STAA Constitution


Resources:

Staffing: Project Co-ordinator, Administration and Finance Worker, Site Worker

Other resources are included as part of the overall overheads and management budgets.


Key Indicator measurement of success:
8     Percentage of gardeners satisfied or very satisfied with administration of site
9     Percentage of gardeners satisfied or very satisfied with maintenance of the site
10    Gardener involvement in the management and maintenance of the site
11    Additional income
17    Vocational training opportunities




                                                                                         Page 73
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE Q:
MAXIMISE THE TAKE UP AND USE OF THE GARDENS BY PLOTHOLDERS

Aim to which this objective relates:
4 To increase the use, awareness and appreciation of the gardens, through outreach working
and by preventing barriers to access.

The relative fall in plot take-up in the late 1980s and early 1990s was both a symptom and a
cause of the decline in the condition of the site. Although one reason was the change in the local
population following the re-development of the St Anns area, most factors were related to the
allotments and their management: a lack of publicity, a lack of a take-up system, uncertainty
about the future of the site, and poor condition of the vacant plots and the site as a whole.

Improvements were made from the mid 1990s, particularly as STAA took on the main role in
publicising the site and introducing potential gardeners, and with the increased profile of the site
as a whole, take-up levels have increased. (This has been the case in spite of the St Anns area
receiving some very negative publicity during this period.) Most barriers to take-up have
continued to focus on the poor condition of the remaining vacant plots, an issue dealt with under
Objective A: Renovate overgrown and damaged gardens.

Maximising the take-up and use of the gardens by plotholders is clearly a key objective of the
Project: it defines the very nature of the site. The successful implementation of the Capital
Works Programme and the Management and Maintenance Plan will increase the profile of the
site and remove barriers to take-up. Efficient administration of the process will maximise take-up
and give a positive introduction to the site for new gardeners. Sustaining take-up is also closely
related to sustaining existing gardeners, and whilst this Objective defines the need for an
effective take-up system the success of the Project as a whole could be judged by the absence
of the need for such a system.

To ensure the continued diversity of the site, and to effectively implement equal opportunities, it
is important to monitor the background of plotholders so that future take-up work can be targeted
to ensure that sectors of the community are not being unfairly excluded. Over the longer term,
the Project should also assess any changes to the local population or national trends in
allotment use which may affect take-up.

Objective Q Tasks:

Q1     Monitor and record plot vacancies.

Q2     Monitor plotholders’ background for equal opportunities issues

Q3     Annually review take-up and draw up a strategy for publicity / year ahead

Q4     Undertake programme of promotion and publicity to advertise available plots

Q5     Operate a system for take-up by prospective gardeners

Q6     Review wider issues which may affect taken up and land use

Overall Responsibility for this Objective:
Project Co-ordinator




                                                                                           Page 74
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE Q:
MAXIMISE THE TAKE UP AND USE OF THE GARDENS BY PLOTHOLDERS


Cross reference to other Objectives:
A     Renovate overgrown and damaged gardens
F     Conserve the heritage of individual plots through use of the tenancy agreement
I     Improve the infrastructure of individual plots
L     Deliver a high quality management and administration service
M     Provide an effective system of tenancy administration
R     Increase the awareness and appreciation of the heritage by undertaking a programme of
      outreach work
S     Provide support to plotholders
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP:
Land Use Plan


Resources:

Staffing: Project Co-ordinator, Administration and Finance Worker, Site Worker

Other costs allocated within overall overheads and management budgets, and activity costs (e.g.
freelance fees and design costs for publicity materials).


Key Indicator measurement of success:
1     Metres of maintained historic hedgerows
8     Percentage of gardeners satisfied or very satisfied with administration of site
9     Percentage of gardeners satisfied or very satisfied with maintenance of the site
10    Gardener involvement in the management and maintenance of the site
11    Additional income
12    Number of plots tenanted
13    Percentage of new tenants still gardening after 3 years




                                                                                         Page 75
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE R:
INCREASE THE AWARENESS AND APPRECIATION OF THE HERITAGE OF THE
GARDENS BY UNDERTAKING A PROGRAMME OF OUTREACH WORK

Aim to which this objective relates:
4 To increase the use, awareness and appreciation of the gardens, through outreach working
and by preventing barriers to access.

For many years, the heritage value of the gardens was not recognised. On one level, this was a
reflection of wider prevailing views of how ‘heritage’ was defined, but on a local level it perhaps
also reflected the down to earth nature of allotments and the way they were run. Shifts in the
wider perception of heritage have come to recognise that it is something which all communities
have and which they define for themselves. At the same time, research into the history of the
St Anns allotments has shown just how unique it is as an old site of detached town gardens.

Conservation of the heritage will be secured through a range of Objectives, alongside an
increase in public access and the interpretation of features on site. A regular programme of
Open Days and guided walks will be organised, and a range of training and other events will be
open to both plotholders and the wider public.

Public access is not appropriate in all cases however, and there is also the opportunity to
increase awareness and appreciation of the heritage through outreach work. This will enable the
Project to reach a much larger audience without causing undue damage or disruption to the site.
‘Virtual’ access to the site and its heritage can be provided in a variety of ways. These can
provide access to parts of the site unsuitable for regular public access in person, can reach new
audiences, and can often provide a level of depth or detail greater than a site visit. Publications
in the form of books, leaflets, or DVDs are all appropriate. The further development and
maintenance of the website is another example. ‘The site’ can be taken out directly to people
through exhibitions, talks, or arts projects, and through the use of plants and produce.

All of the outreach work will be delivered within the framework of the Interpretation Strategy, and
much of it will use interpretative materials developed in Task E8.

Some outreach work has been organised in recent years by a number of organisations on site
and this should be encouraged further. Objective E: Create a plot-by-plot archive and a
gardeners’ archive will provide valuable material for long term outreach work.

Objective R Tasks:

R1     Organise a programme of outreach work off-site

R2     Maintain website information

R3     Produce a variety of ‘publications’

R4     Deliver a range of on-site activities for the public

R5     Develop exit and continuation strategy

Overall Responsibility for this Objective:
Heritage and Outreach Worker




                                                                                          Page 76
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE R:
INCREASE THE AWARENESS AND APPRECIATION OF THE HERITAGE OF THE
GARDENS BY UNDERTAKING A PROGRAMME OF OUTREACH WORK


Cross reference to other Objectives:
C     Conserve and propagate historic plants
D     Restore and conserve historic structures
E     Create a plot by plot archive and a gardeners’ archive
G     Maintain specific areas of the site for their wildlife and landscape value
H     Develop and manage display plots as resources for visitor and gardener interpretation
Q     Maximise the take up and use of the gardens by plotholders
T     Run an innovative education project based on the Community Orchard
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP:
Interpretation Strategy


Resources:

Staffing: Heritage and Outreach Worker

General resources within overheads and management budgets.
See Financial Plan for activity costs breakdown.


Key Indicator measurement of success:
5     Archive of individual plot history
10    Gardener involvement in the management and maintenance of the site
11    Additional income
14    Number of visitors to the site
15    Number of ‘virtual’ visitors to the gardens i.e. through outreach activities, website,
      exhibitions and publications
18    Number of school pupils visiting/benefiting from site




                                                                                         Page 77
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE S:
PROVIDE SUPPORT TO PLOTHOLDERS

Aim to which this objective relates:
4 To increase the use, awareness and appreciation of the gardens, through outreach work and
by preventing barriers to access.

Although there has been an increase in the levels of take-up of plots since the mid 1990’s, a
significant number of gardeners have given up their plots after a fairly short time. Some of them
do make a very positive contribution to the site during their tenancy, and may improve their plots
greatly, but in general the tendency for short term tenancies leads to a decline in plot condition,
the inefficient use of resources, and an increase in administrative work.

The Project cannot – of course – alter the personal circumstances of new gardeners who may
then suffer from illness, or change in work/family circumstances, but it can take some steps to
reduce the level of plot turnover. The Project as a whole will work to reduce the impact of
vandalism and theft, renovate overgrown plots, and provide improvements to plot infrastructure.

But with all the best intentions, taking on an allotment can be a challenge for both the
experienced and novice gardener. Some people are relatively new to vegetable growing, or to
the techniques of gardening on a relatively large scale, others may lack appropriate tools, and
few have the skills to repair or maintain 19th century buildings. While many gardeners like the
privacy the site provides, the hedges and the size of the site can produce a feeling of isolation.
In addition to new gardeners, many established plotholders would welcome support. This may
be during a period of ill health, or as increased age makes it difficult to manage hedges etc, but
for many years the site has lacked some of the basic resources or social networks which typify
many other allotment sites.

Objective S is designed to give plotholders direct practical support, develop skills, and provide
contact with other gardeners, in order to sustain new and existing plotholders. Much of the work
will be undertaken on a pilot basis, and be based on the demand from plotholders. The work
should complement the Partnership Programme and the work of other organisations on site.
Implementing the Objective during the Capital Works Programme will help alleviate what may be
a stressful time for many plotholders, and the work should be sustained for the rest of the
Project.

Objective S Tasks

S1     Secure resources

S2     Organise regular events

S3     Set up training courses and workshops

S4     Provide gardening information

S5     Initiate one-to-one support

S6     Develop a gardeners’ network for mutual support

Overall Responsibility for this Objective:
Gardener Support Worker



                                                                                          Page 78
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE S:
PROVIDE SUPPORT TO PLOTHOLDERS


Cross reference to other Objectives:
B     Renovate hedgerows
C     Conserve and propagate historic plants
D     Restore and conserve historic structures
F     Conserve the heritage of individual plots through use of the tenancy agreement
H     Develop and manage display plots as resources for visitor and gardener interpretation
I     Improve the infrastructure of individual plots
L     Deliver a high quality management and administration service
P     Increase the level of gardeners’ involvement in the management of the site
U     Develop a Partnership Programme to provide new resources and opportunities


Resources:

Staffing: Gardener Support Worker

Other resources within overall overheads and management budget, and project activity costs
(see Financial Plan).


Key Indicator measurement of success:
1     Metres of maintained historic hedgerows
3     Number of varieties of apples in cultivation
4     Conservation of historic structures
5     Archive of individual plot history
8     Percentage of gardeners satisfied or very satisfied with administration of site
10    Gardener involvement in the management and maintenance of the site
11    Additional income
12    Number of plots tenanted
13    Percentage of new tenants still gardening after 3 years
17    Vocational training opportunities
20    Reduction in amount of water supplied via mains
21    Green waste from site composted/recycled on site




                                                                                         Page 79
                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE T:
RUN AN INNOVATIVE EDUCATION PROJECT BASED ON THE COMMUNITY ORCHARD

Aim to which this objective relates:
5 To maximise the value of the gardens and their development as assets for neighbourhood
renewal and environmental sustainability.

The allotments sit in the heart of a generally under-resourced community, with a very low level
of formal educational achievement amongst both adults and children. The Project gives many
opportunities for both formal and informal creative learning, but to be most effective this learning
– with heritage at its core – needs to focus on enabling learners to ‘start from where they are’,
recognising that for many people the allotments (and the natural environment as a whole) may
be an unfamiliar and even alien environment.

St Anns Community Orchard was established by STAA in 2001, and has developed a variety of
innovative learning experiences that provide ‘ways in’ to the heritage of the allotments. Central
to this is providing opportunities for young people to access the site in ways most appropriate to
them so that they may become ‘the gardeners of tomorrow’.

The Community Orchard project builds on a strong foundation of innovative educational
provision developed in close partnership with schools, local authorities and other funders. It will
provide a wide range of learning opportunities appropriate to the changing needs and interests
of local children and young people (primarily aged 3-16) as they progress through their school
careers. It will reinforce this work through Community Activity Days and other out-of-school
provision and will continue to develop and share best practice with schools and other creative
practitioners. The work will take place mainly on the Community Orchard itself, which will be
specifically designed and managed as a focus for outdoor heritage-based learning. The Orchard
will also play an important role during Open Days and other outreach events (see Objective R).

Funding from the HLF will constitute a proportion of the income for the project, a larger
proportion of which will be secured from grants and earned income.

Objective T Tasks:

T1     Develop and deliver heritage learning experiences for local Early Years settings

T2     Develop and deliver heritage learning experiences for local primary school children

T3     Develop and deliver heritage learning experiences for local secondary school children,
       including vocational provision for 14-19’s

T4     Develop and deliver out-of-school provision for local children and young people

T5     Develop and deliver access and heritage learning experiences for the wider community

T6     Develop training and consultancy work to share best practice in outdoor heritage learning

T7     Maintain and develop the Community Orchard site and resources

T8     Secure resources from grants and earned income

Overall Responsibility for this Objective:
Education Project Workers


                                                                                           Page 80
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE T:
RUN AN INNOVATIVE EDUCATION PROJECT BASED ON THE COMMUNITY ORCHARD


Cross reference to other Objectives:
C     Conserve and propagate historic plants
H     Develop and manage display plots as resources for visitor and gardener interpretation
Q     Maximise the take-up and use of the gardens by plotholders
R     Increase the awareness and appreciation of the heritage by undertaking a programme of
      outreach work
U     Develop a Partnership Programme to provide new resources and opportunities


Supporting documents in the Appendix of the MMP:
Note: Interpretation Strategy, Education and Training Plan.


Resources:

Staffing: Education Project Workers

Other resources allocated within overall overheads and management budgets, and as activity
costs (see Financial Plan).


Key Indicator measurement of success:
3     Number of varieties of apples in cultivation
10    Gardener involvement in the management and maintenance of the site
11    Additional income
14    Number of visitors to the site
15    Number of ‘virtual’ visitors to the gardens i.e. through outreach activities, website,
      exhibitions and publications
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities
18    Number of school pupils visiting/benefiting from site
19    Presence of key species of animals and plants




                                                                                         Page 81
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




OBJECTIVE U:
PARTNERSHIP PROGRAMME

Aim to which this objective relates:
5 To maximise the value of the gardens and their development as assets for neighbourhood
renewal and environmental sustainability.

The level of site maintenance, range of facilities and activities, quality of management and
degree of public access provided by the Project will be significantly increased in comparison to
the recent past. Although the Project has important revenue income streams these do not
provide the resources to achieve all Objectives. The work of organisations on site in recent years
– and the St Anns Allotments Consortium – has demonstrated that additional resources can be
secured, and that partnership working can bring a wide range of other benefits.

This partnership working can be through the voluntary involvement of plotholders (and their
friends and families) or members of the local community. It can be via schemes like Business in
the Community, or university nature conservation groups. It may be linked to training and social
economy projects such as NECTA or Fresh. All of these examples have brought improvements
to the site, along with training, education or community benefits.

The Partnership Programme will enable the Project to achieve a wide range of Objectives,
particularly related to site maintenance and improvement works, public access, site facilities, and
environmental and regeneration issues. It is important however that the work is planned and
carried out to the same standard as works undertaken by the dedicated worker team or paid
contractors.


Partnership Programme areas of work:
A      Renovate overgrown and damaged gardens
B      Renovate hedgerows
C      Conserve and propagate historic plants
D      Restore and conserve historic structures
G      Maintain specific areas of the site for their wildlife and landscape value
H      Develop and manage display plots as resources for visitor and gardener interpretation
I      Improve the infrastructure of individual plots
J      Operate on-site recycling facilities


Objective U tasks
U1     Identify potential partners for the above areas of work
U2     Review works areas after completion of Capital Works
U3     Secure partnership funding where needed
U4     Draw up service level agreements
U5     Run a volunteer programme
U6     Supervise and support partners
U7     Exit strategy after 5 years
U8     Co-ordinate work with site management and maintenance


Overall Responsibility for this Objective:
Partnership Programme Worker




                                                                                          Page 82
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


OBJECTIVE U:
DEVELOP A PARTNERSHIP PROGRAMME TO PROVIDE NEW RESOURCES AND
OPPORTUNITIES


Cross reference to other Objectives:
A     Renovate overgrown and damaged gardens
B     Renovate hedgerows
C     Conserve and propagate historic plants
D     Restore and conserve historic structures
G     Maintain specific areas of the site for their wildlife and landscape value
H     Develop and manage display plots as resources for visitor and gardener interpretation
I     Improve the infrastructure of individual plots
J     Operate on-site recycling facilities
O     Provide a high quality of site maintenance
S     Provide support to plotholders


Supporting documents in the Appendix of the MMP:
See individual Objectives.
Outline service level agreements with partners.


Resources:

Staffing: Partnership Programme Worker

Other:
    Allocation within overall overheads and management budget
    Training allocation (£1,500)

NB Majority of resources secured through partnerships


Key Indicator measurement of success:
1     Metres of maintained historic hedgerows
4     Conservation of historic structures
6     Completion of programme of capital works
7     Introduction of new facilities
9     Percentage of gardeners satisfied or very satisfied with maintenance of the site
11    Additional income
13    Percentage of new tenants still gardening after 3 years
14    Number of visitors to the site
15    Number of ‘virtual’ visitors to the gardens i.e. through outreach activities, website,
      exhibitions and publications
16    Non-gardener involvement in the management and maintenance of the site
17    Vocational training opportunities
19    Presence of key species of animals and plants
21    Green waste from site composted/recycled on site




                                                                                         Page 83
               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



FINANCIAL PLAN
The Financial Plan below gives a full breakdown of revenue income and expenditure within the
10 year timeframe of the MMP.

The cash flow demonstrates the financial viability of the MMP, but this is clearly dependent on:
    Securing Project income streams by i) implementing the MMP within the terms of the
      service level agreement with Nottingham City Council and funding agreement with the
      Heritage Lottery Fund and ii) securing additional earned income and grant funding.
    Making sure that all expenditure is within budget

The Co-ordinator has the primary responsibility for monitoring the budgets (although the
Management Committee of STAA and the Board of the Renewal Trust have the ultimate legal
and contractual responsibilities). Annual Reviews and major project reviews in Years 3, 6, and 9
(see Tasks L2 and L3) give opportunities to revise budget forecast in order to implement the
Objectives.

The Financial Plan is made up of four parts:
    10 year cash flow for the revenue elements of the Project;
    Notes of items of income and expenditure for the above;
    Breakdown of revenue elements between the Renewal Trust and STAA;
    Breakdown of activity costs.




                                                                                         Page 84
                                                                            St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


ST ANNS ALLOTMENTS RESTORATION PROJECT
10 YEAR CASH FLOW
                                                     2008      2009      2010      2011      2012       2013       2014      2015       2016      2017
                                              zero   ONE       TWO       THREE     FOUR      FIVE       SIX       SEVEN     EIGHT       NINE      TEN

EXPENDITURE

STAFFING - including Employers NI
Co-ordinator FT @SO1                                  25,496    25,496    25,496    25,496    25,496     25,496    25,496     25,496    25,496     25,496
Admin/finance 0.4 @ Sc6                                9,170     9,170     9,170     9,170     9,170      9,170     9,170      9,170     9,170      9,170
Rent collection temp                                   2,000     2,000     2,000     2,000     2,000      2,000     2,000      2,000     2,000      2,000
Education project 1.6@Sc6                             36,679    36,679    36,679    36,679    36,679     36,679    36,679     36,679    36,679     36,679
Heritage & Interpretation FT@Sc6                      22,924    22,924    22,924    22,924    22,924          0         0          0         0          0
Partnership Programme FT@Sc6                          22,924    22,924    22,924    22,924    22,924          0         0          0         0          0
Gardener support 0.8@Sc6                              18,340    18,340    18,340    18,340    18,340     18,340    18,340     18,340    18,340     18,340
Heritage Items and structure survey                   16,500
Plant research & survey                               17,500

Total staffing costs                                 171,533   137,533   137,533   137,533   137,533     91,685    91,685     91,685    91,685     91,685

OVERHEADS & PROJECT COSTS

Recruitment costs                                      3,000               1,000               1,000        500       500        500       500        500
Fees: freelance etc                                    5,000     5,000     5,000     5,000     5,000      3,000     3,000      3,000     3,000      3,000
Promo /materials                                      10,000    10,000    10,000    10,000    10,000      2,000     2,000      2,000     2,000      2,000
Training: staff & vols                                 2,000     2,000     2,000     2,000     2,000      1,000     1,000      1,000     1,000      1,000
Professional fees                                      2,000     2,000     2,000     2,000     2,000      2,000     2,000      2,000     2,000      2,000
Travel: staff & vols                                   3,000     3,000     3,000     3,000     3,000      1,500     1,500      1,500     1,500      1,500
                               Overheads
                                Office rent            3,691     3,691     3,691     3,691     3,691      3,691     3,691      3,691     3,691      3,691
                                 Insurance             1,600     1,600     1,800     1,800     2,000      2,000     2,200      2,200     2,400      2,400
                         Office equipment              3,000     1,000     1,000     1,000     1,000      1,000     1,000      1,000     1,000      1,000
                                     phone             2,000     2,000     2,000     2,000     2,000      2,000     2,000      2,000     2,000      2,000
                                                                                                                                                      Page 85
                                                                           St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


                                                    2008      2009      2010      2011      2012       2013       2014      2015       2016      2017
                                             zero   ONE       TWO       THREE     FOUR      FIVE       SIX       SEVEN     EIGHT       NINE      TEN
                           electricity etc              400       400       400       400       400        400       400        400        400       400
                          Renewal Trust               9,000     9,000     9,000     9,000     9,000      9,000     9,000      9,000      9,000     9,000
overheads sub total                                  19,691    17,691    17,891    17,891    18,091     18,091    18,291     18,291     18,491    18,491
Measure success                                         500       500     3,000       500       500      2,000       500        500      2,000       500
Office stationary                                     1,500     1,500     1,500     1,500     1,500      1,500     1,500      1,500      1,500     1,500
Other                                                 1,000     1,000     1,000     1,000     1,000      1,000     1,000      1,000      1,000     1,000
Interpretation (former capital)                                10,000    15,000

Total overhead & project costs                       47,691    52,691    61,391    42,891    44,091     32,591    31,291     31,291     32,991    31,491

MAINTENANCE
                            Site worker              11,500    11,500    22,924    22,924    22,924     22,924    22,924     22,924     22,924    22,924
                         Hedging temp                                     5,000     5,000     5,000      5,000     5,000      5,000      5,000     5,000
           Site maintenance equipment                                    15,000     4,000     4,000      3,000     3,000      3,000      3,000     3,000
              Annual maintenance prog                                     8,000     8,000     8,000      8,000     8,000      8,000      8,000     8,000
                      Allotment Centre
                          Locks & keys                                    1,000     1,000     1,000      2,000     2,000      2,000      2,000     2,000
                    Emergency repairs                                     2,000     2,000     2,000      2,500     2,500      2,500      2,500     2,500

Cyclical allowance                                                                           30,000                                               70,000
Borehole repayment                                    4,000     4,000     4,000     4,000     4,000      4,000     4,000      4,000      4,000     4,000
Borehole & water maintenance                          2,000     2,000     2,000     2,000     2,000      3,000     3,000      3,000      3,000     3,000

Maintenance sub-total                                17,500    17,500    59,924    48,924    78,924     50,424    50,424     50,424     50,424   120,424

TOTAL EXPENDITURE                                   236,724   207,724   258,848   229,348   260,548    174,700   173,400    173,400    175,100   243,600




                                                                                                                                                     Page 86
                                                               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                  2008        2009        2010        2011       2012        2013        2014       2015       2016        2017
                           zero   ONE         TWO         THREE       FOUR       FIVE        SIX         SEVEN      EIGHT      NINE        TEN
INCOME
NCC transfer                         46,692      46,692     46,692      46,692      46,692      46,692     46,692     46,692      46,692      46,692
NCC enhanced                         50,000      50,000     50,000      50,000      50,000      50,000     50,000     50,000      50,000      50,000
Rents                                16,770      16,770     16,770      16,770      16,770      16,770     16,770     16,770      16,770      16,770
HLF activity grant                   62,500      62,500     62,500      62,500      62,500
HLF former capital                   34,000      10,000     15,000
Education Project earned             34,500      34,500     34,500      34,500      34,500      47,000     47,000     47,000      47,000      47,000
Gardener Support income              22,000      22,000     22,000      22,000      22,000      22,000     22,000     22,000      22,000      22,000

INCOME TOTAL                        266,462     242,462    247,462     232,462     232,462     182,462    182,462    182,462     182,462     182,462

INCOME/EXPENDITURE                   29,738      34,738     -11,386      3,114     -28,086       7,762      9,062      9,062       7,362     -61,138
Brought forward                           0      29,738      64,476     53,090      56,204      28,118     35,880     44,942      54,004      61,366
BALANCE                              29,738      64,476      53,090     56,204      28,118      35,880     44,942     54,004      61,366         228




                                                                                                                                                  Page 87
                                                                                St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


ST ANNS ALLOTMENTS RESTORATION PROJECT
NOTES ON ITEMS OF INCOME AND EXPENDITURE IN THE 10 YEAR CASH FLOW
All items shown without inflation to aid year on year comparison

                                                 2008        2009        2010        2011        2012        2013        2014        2015        2016       2017

                                      zero       ONE         TWO        THREE        FOUR        FIVE         SIX       SEVEN       EIGHT        NINE       TEN
EXPENDITURE

STAFFING
Co-ordinator                                       25,496      25,496      25,496     25,496     25,496        25,496      25,496     25,496     25,496     25,496
                                    Full time post.
Admin/finance                                        9,170       9,170      9,170      9,170       9,170        9,170       9,170      9,170      9,170      9,170
                                    0.4 post
Rent collection temp                                 2,000       2,000      2,000      2,000       2,000        2,000       2,000      2,000      2,000      2,000
                                    Allowance for temporary staff to support administration and collection of rents - approx 2 months per year
Education Project                                  36,679      36,679      36,679     36,679     36,679        36,679      36,679     36,679     36,679     36,679
                                    1.6 posts
Heritage & Interpretation                          22,924      22,924      22,924     22,924     22,924              0          0           0           0          0
                                    Full time post - HLF funded for 5 years.
Partnership Programme                              22,924      22,924      22,924     22,924     22,924              0          0           0           0          0
                                    Full time post - HLF funded for 5 years.
Gardener Support                                   18,340      18,340      18,340     18,340     18,340        18,340      18,340     18,340     18,340     18,340
                                    0.8 post
Heritage Items & structure survey                  16,500
                                    Item originally included in Capital Works Programme - now see Task D1 for details
Plant research & survey                            17,500
                                    Item originally included in Capital Works Programme - now see Task C1 for details

Total staffing costs                            171,533     137,533     137,533     137,533     137,533      91,685      91,685      91,685      91,685     91,685




                                                                                                                                                                       Page 88
                                                                                            St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                            2008        2009         2010        2011         2012        2013         2014        2015         2016        2017

                                                zero        ONE         TWO         THREE        FOUR         FIVE         SIX       SEVEN        EIGHT         NINE        TEN
OVERHEADS & PROJECT COSTS

Recruitment costs                                              3,000                    1,000                      1,000         500        500         500          500         500
                                              Higher level of expenditure at the start of the Project to recruit initial worker team. Nominal allowance for later years if required.
Fees: freelance etc                                            5,000        5,000       5,000        5,000         5,000      3,000       3,000       3,000        3,000       3,000
                                              See 'project activities' sheet for more details - Higher in first 5 years for work funded by HLF activity grant.
Promo /materials                                              10,000       10,000      10,000      10,000        10,000       2,000       2,000       2,000        2,000       2,000
                                              See 'project activities' sheet for more details - Higher in first 5 years for work funded by HLF activity grant.
Training: staff & vols                                         2,000        2,000       2,000        2,000         2,000      1,000       1,000       1,000        1,000       1,000
                                              See 'project activities' sheet for more details - Higher in first 5 years for work funded by HLF activity grant.
Professional fees                                              2,000        2,000       2,000        2,000         2,000      2,000       2,000       2,000        2,000       2,000
                                              Account and audit costs for STAA and Renewal Trust.
Travel: staff & vols                                           3,000        3,000       3,000        3,000         3,000      1,500       1,500       1,500        1,500       1,500
                                              See 'project activities' sheet for more details - Higher in first 5 years for work funded by HLF activity grant - Includes amounts
                                              for oral history project interviews, volunteers travel etc
                               Overheads
                               Office rent                    3,691         3,691         3,691     3,691         3,691        3,691      3,691        3,691    3,691         3,691
                                              Figure may be reduced with operation of Allotment Centre (savings transferred to Allotment Centre maintenance).
                                Insurance                     1,600         1,600         1,800     1,800         2,000        2,000      2,200        2,200    2,400         2,400
                                              Project Public Liability Insurance for the site and related activities; building insurance for Allotment Centre.
                         Office equipment                     3,000         1,000         1,000     1,000         1,000        1,000      1,000        1,000    1,000         1,000
                                              Higher figure at start for initial set up costs.
                                   Phone                      2,000         2,000         2,000     2,000         2,000        2,000      2,000        2,000    2,000         2,000
                                              Office use, and site mobiles.
                            Electricity etc                     400            400          400       400           400          400         400         400      400           400
                                              Charged in addition to office rent.
                           Renewal Trust                      9,000         9,000         9,000     9,000         9,000        9,000      9,000        9,000    9,000         9,000
                                              Accountable body project management costs
overheads sub total                                         19,691         17,691        17,891    17,891       18,091       18,091      18,291      18,291    18,491       18,491

                                                                                                                                                                                       Page 89
                                                                                        St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



                                                        2008        2009         2010        2011        2012         2013        2014         2015        2016        2017

                                            zero         ONE         TWO         THREE       FOUR      FIVE         SIX        SEVEN       EIGHT      NINE              TEN
Measure success                                              500         500        3,000        500       500      2,000          500          500    2,000              500
                                          Particularly for independent review and survey costs. Higher amounts in Years 3, 6 and 9 for major reviews (Task L3).
Office stationary                                          1,500       1,500        1,500      1,500     1,500      1,500        1,500        1,500    1,500             1,500
                                          Includes all office and admin costs; and tenancy based costs including rent invoicing & receipts etc.
Other                                                      1,000       1,000        1,000      1,000     1,000      1,000        1,000        1,000    1,000             1,000
                                          Room/venue hire for Consortium, Network and Partnership events; subscriptions and reference/research materials.
Interpretation (former capital)                                      10,000        15,000
                                          Interpretation materials for site heritage - see Task E8.

Total overhead & project costs                          47,691      52,691       61,391      42,891      44,091       32,591      31,291       31,291      32,991      31,491

MAINTENANCE
                            Site worker                  11,500     11,500       22,924      22,924      22,924       22,924      22,924       22,924      22,924      22,924
                                          Full time post from Year 3.
                         Hedging temp                                             5,000       5,000        5,000       5,000       5,000        5,000       5,000        5,000
                                          Temporary staff to support hedge cutting in September-October period. Will not be required if vote to make hedge cutting
                                          responsibility of plotholders - amount then available to enhance annual and/or cyclical maintenance.
          Site maintenance equipment                                                15,000         4,000        4,000        3,000        3,000     3,000       3,000     3,000
                                          High initial spend at start of project. Items likely to include: site vehicle, trailer, hedgetrimmers, generator, shredder etc.
             Annual maintenance prog                                                 8,000         8,000        8,000        8,000        8,000     8,000       8,000     8,000
                                          Materials costs for maintenance carried out by site worker; plus cost of specialist contractors.
                      Allotment Centre
                                          Currently deferred - see also note in Office rent above.
                          Locks & keys                                            1,000       1,000        1,000       2,000       2,000        2,000       2,000        2,000
                                          Initial installation of locks and provision of keys under Capital Works Programme. Allowance for replacement of locks and new
                                          key fobs for new gardeners and replacement of losses etc.
                    Emergency repairs                                                2,000       2,000      2,000      2,500      2,500      2,500      2,500       2,500
                                          See Emergency Repairs document for likely items, and note Task O5 on the need to monitor and review. Savings should be
                                          transferred to annual/cyclical maintenance.


                                                                                                                                                                                  Page 90
                                                                           St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



                                            2008        2009        2010       2011        2012        2013       2014        2015        2016        2017

                                 zero       ONE         TWO       THREE        FOUR           FIVE        SIX     SEVEN        EIGHT       NINE        TEN
Cyclical allowance                                                                            30,000                                                   70,000
                               Amount specified in agreement with NCC as 'sunk' funds. Lower figure in Year 5 as follows shortly after major Capital Works
                               Programme - higher figure in Year 10.
Borehole repayment                            4,000         4,000         4,000         4,000  4,000      4,000      4,000       4,000       4,000      4,000
                               Repayment to Nottingham City Council for cost of installing borehole - estimated costs for £40,000 over 10 years.
Borehole & water maintenance                  2,000         2,000         2,000         2,000  2,000      3,000      3,000       3,000       3,000      3,000
                               Slight increase in later years after initial installation.

maintenance sub-total                       17,500      17,500      59,924     48,924      78,924      50,424      50,424     50,424      50,424    120,424

TOTAL EXPENDITURE                          236,724     207,724    258,848     229,348     260,548     174,700    173,400     173,400     175,100    243,600




                                                                                                                                                                Page 91
                                                                               St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                2008        2009        2010         2011        2012        2013        2014         2015        2016        2017

                                    zero        ONE         TWO        THREE        FOUR         FIVE         SIX       SEVEN        EIGHT        NINE         TEN
INCOME

NCC transfer                                    46,692       46,692     46,692     46,692      46,692       46,692    46,692     46,692           46,692      46,692
                                  Transfer of current site costs from NCC under terms of the service level agreement with Renewal Trust.
NCC enhanced                                    50,000       50,000     50,000     50,000      50,000       50,000    50,000     50,000           50,000      50,000
                                  Payment from NCC under terms of the service level agreement with Renewal Trust.
Rents                                           16,770       16,770     16,770     16,770      16,770       16,770    16,770     16,770           16,770      16,770
                                  Calculated at rent levels charged by NCC to direct let allotments at 2007 - figure likely to rise during the ten year period but
                                  time and amount unknown (determined by NCC). Note increased take up and use of site will see this figure rise - but with
                                  corresponding increase in plot maintenance and administration costs.
HLF activity grant                              62,500       62,500     62,500      62,500      62,500
                                  Grant paid for 5 years.
HLF former capital                              34,000       10,000     15,000
                                  For: Heritage Items & structure survey; Plant research & survey; Interpretation (former capital).
Education Project earned income                 34,500       34,500     34,500      34,500      34,500      47,000        47,000        47,000      47,000      47,000
                                  Earnings from schools and educational bodies, and small grants.
Gardener Support income                         22,000       22,000     22,000      22,000      22,000      22,000        22,000        22,000      22,000      22,000
                                  From grants and other sources - for Gardener Support worker role
INCOME TOTAL                                   266,462 242,462 247,462 232,462 232,462 182,462 182,462 182,462 182,462 182,462

INCOME/EXPENDITURE                              29,738      34,738      -11,386       3,114     -28,086       7,762        9,062       9,062       7,362      -61,138
Brought forward                                      0      29,738       64,476      53,090      56,204      28,118       35,880      44,942      54,004       61,366
BALANCE                                         29,738      64,476       53,090      56,204      28,118      35,880       44,942      54,004      61,366          228




                                                                                                                                                                         Page 92
                                                                                 St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


ST ANNS ALLOTMENTS RESTORATION PROJECT
ACTIVITY COSTS RELATED TO OBJECTIVES

                                                    Total - Years 1-5                                                        Total - Years 6-10
HLF code                   m                 n               o                     q                 m                 n               o                 q
                           Fees: freelance   Design, print   Training: staff &     Travel: staff &   Fees: freelance   Design,        Training: staff    Travel: staff &
                           & short term      etc             volunteers            volunteers        & short term      print etc      & volunteers       volunteers
Objective

Renovate gardens           Partnership Programme                                                     Partnership Programme
Renovate hedgerows         Partnership Programme                                                     Partnership Programme
Conserve & prop plants                  2000                                                                       500
Restore structures                      2000                                                                       500
Plot & gardener archive                 2000          8000                2000               4500
Conserve plot/ tenancies
Maintain wildlife areas    Partnership Programme                                                     Partnership Programme
Display plots                                         5000                                                                    1000
Plot infrastructure        Partnership Programme                                                     Partnership Programme
Recycling facilities       Partnership Programme                                                     Partnership Programme
Management structure                                                      1500                                                                    1000
Management/admin                      5000                                5000               4000               2000                              4000             4000
Tenancy admin
Partnerships & public                                 2000                                    500                             1000                                  500
Site maintenance
Gardener involvement
Take up & promotion                   1000            2500                                                       500          1000
Heritage outreach                                    15000                                   3000
Gardener support                      1000            7500                                   1000               1000          4000                                 1000
Education project                    12000           10000                                   2000              10500          3000                                 2000
Partnership Programme                                                     1500

Total                                25000           50000               10000              15000              15000         10000                5000             7500


                                                                                                                                                                           Page 93
                                                            St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007


ST ANNS ALLOTMENTS RESTORATION PROJECT
10 YEAR CASH FLOW - Renewal Trust and STAA separated

                                   2008      2009        2010     2011       2012       2013      2014       2015       2016       2017
                            zero   ONE       TWO        THREE     FOUR       FIVE       SIX       SEVEN     EIGHT       NINE       TEN
RENEWAL TRUST
EXPENDITURE

Payment to STAA                    179,192    155,192   160,192   145,192    145,192     82,692    82,692     82,692     82,692     82,692
Borehole repayment to NCC            4,000      4,000     4,000     4,000      4,000      4,000     4,000      4,000      4,000      4,000
Project mangt costs                  9,000      9,000     9,000     9,000      9,000      9,000     9,000      9,000      9,000      9,000
Professional fees                    1,000      1,000     1,000     1,000      1,000      1,000     1,000      1,000      1,000      1,000
TOTAL EXPENDITURE                  193,192    169,192   174,192   159,192    159,192     96,692    96,692     96,692     96,692     96,692

INCOME

NCC transfer                        46,692     46,692    46,692    46,692     46,692     46,692    46,692     46,692     46,692     46,692
NCC enhanced                        50,000     50,000    50,000    50,000     50,000     50,000    50,000     50,000     50,000     50,000
HLF activity grant                  62,500     62,500    62,500    62,500     62,500
HLF former capital                  34,000     10,000    15,000
TOTAL INCOME                       193,192    169,192   174,192   159,192    159,192     96,692    96,692     96,692     96,692     96,692




                                                                                                                                      Page 94
                                                                        St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007




                                                2008      2009      2010      2011       2012       2013       2014      2015       2016       2017
                                         zero   ONE       TWO       THREE     FOUR       FIVE       SIX       SEVEN      EIGHT      NINE       TEN
STAA
EXPENDITURE

STAFFING - including Employers
NI
Co-ordinator FT @SO1                             25,496    25,496    25,496    25,496     25,496     25,496    25,496     25,496     25,496    25,496
Admin/finance 0.4 @ Sc6                           9,170     9,170     9,170     9,170      9,170      9,170     9,170      9,170      9,170     9,170
Rent collection temp                              2,000     2,000     2,000     2,000      2,000      2,000     2,000      2,000      2,000     2,000
Education project 1.6@Sc6                        36,679    36,679    36,679    36,679     36,679     36,679    36,679     36,679     36,679    36,679
Heritage & Interpretation FT@Sc6                 22,924    22,924    22,924    22,924     22,924          0         0          0          0         0
Partnership programmeFT@Sc6                      22,924    22,924    22,924    22,924     22,924          0         0          0          0         0
Gardener support 0.8@Sc6                         18,340    18,340    18,340    18,340     18,340     18,340    18,340     18,340     18,340    18,340
Heritage Items & structure survey                16,500
Plant research & survey                          17,500

Total staffing costs                            171,533   137,533   137,533   137,533    137,533     91,685    91,685     91,685     91,685    91,685

OVERHEADS & PROJECT COSTS

Recruitment costs                                 3,000               1,000                1,000        500       500        500        500       500
Fees: freelance etc                               5,000     5,000     5,000     5,000      5,000      3,000     3,000      3,000      3,000     3,000
Promo /materials                                 10,000    10,000    10,000    10,000     10,000      2,000     2,000      2,000      2,000     2,000
Training: staff & vols                            2,000     2,000     2,000     2,000      2,000      1,000     1,000      1,000      1,000     1,000
Professional fees                                 1,000     1,000     1,000     1,000      1,000      1,000     1,000      1,000      1,000     1,000
Travel: staff & vols                              3,000     3,000     3,000     3,000      3,000      1,500     1,500      1,500      1,500     1,500
                          Overheads
                           Office rent            3,691     3,691     3,691     3,691      3,691      3,691     3,691      3,691      3,691     3,691
                            Insurance             1,600     1,600     1,800     1,800      2,000      2,000     2,200      2,200      2,400     2,400
                    Office equipment              3,000     1,000     1,000     1,000      1,000      1,000     1,000      1,000      1,000     1,000

                                                                                                                                                  Page 95
                                                                         St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



                                                 2008      2009      2010      2011       2012       2013       2014      2015       2016       2017
                                          zero   ONE       TWO       THREE     FOUR       FIVE       SIX       SEVEN      EIGHT      NINE       TEN
STAA
                                phone              2,000     2,000     2,000     2,000      2,000      2,000     2,000      2,000      2,000      2,000
                        electricity etc              400       400       400       400        400        400       400        400        400        400
overheads sub total                               10,691     8,691     8,891     8,891      9,091      9,091     9,291      9,291      9,491      9,491
Measure success                                      500       500     3,000       500        500      2,000       500        500      2,000        500
Office stationary                                  1,500     1,500     1,500     1,500      1,500      1,500     1,500      1,500      1,500      1,500
non-cash and vol labour                                0         0         0         0          0
Other                                              1,000     1,000     1,000     1,000      1,000      1,000     1,000      1,000      1,000      1,000
Interpretation (former capital)                             10,000    15,000

Total overhead & project costs                    37,691    42,691    51,391    32,891     34,091     22,591    21,291     21,291     22,991     21,491

MAINTENANCE
                        Site worker               11,500    11,500    22,924    22,924     22,924     22,924    22,924     22,924     22,924     22,924
                      Hedging temp                                     5,000     5,000      5,000      5,000     5,000      5,000      5,000      5,000
        Site maintenance equipment                                    15,000     4,000      4,000      3,000     3,000      3,000      3,000      3,000

           Annual maintenance prog                                     8,000     8,000      8,000      8,000     8,000      8,000      8,000      8,000
                   Allotment Centre
                       Locks & keys                                    1,000     1,000      1,000      2,000     2,000      2,000      2,000      2,000
                 Emergency repairs                                     2,000     2,000      2,000      2,500     2,500      2,500      2,500      2,500

Cyclical allowance                                                                         30,000                                                70,000

Borehole & water maintenance                       2,000     2,000     2,000     2,000      2,000      3,000     3,000      3,000      3,000      3,000

maintenance sub-total                             13,500    13,500    55,924    44,924     74,924     46,424    46,424     46,424     46,424    116,424

TOTAL EXPENDITURE                                222,724   193,724   244,848   215,348    246,548    160,700   159,400    159,400    161,100    229,600


                                                                                                                                                   Page 96
                                                             St Anns Allotments Restoration Project – Management & Maintenance Plan - March 2007



                                    2008      2009      2010       2011       2012       2013       2014      2015       2016       2017
                             zero   ONE       TWO       THREE      FOUR       FIVE       SIX       SEVEN      EIGHT      NINE       TEN
STAA
INCOME

Payment from Renewal Trust          179,192   155,192   160,192    145,192    145,192     82,692    82,692     82,692     82,692     82,692
Rents                                16,770    16,770    16,770     16,770     16,770     16,770    16,770     16,770     16,770     16,770
Education Project earned             34,500    34,500    34,500     34,500     34,500     47,000    47,000     47,000     47,000     47,000
Gardener Support income              22,000    22,000    22,000     22,000     22,000     22,000    22,000     22,000     22,000     22,000

INCOME TOTAL                        252,462   228,462   233,462    218,462    218,462    168,462   168,462    168,462    168,462    168,462

INCOME/EXPENDITURE                   29,738    34,738    -11,386     3,114    -28,086      7,762     9,062      9,062      7,362    -61,138
Brought forward                           0    29,738     64,476    53,090     56,204     28,118    35,880     44,942     54,004     61,366
BALANCE                              29,738    64,476     53,090    56,204     28,118     35,880    44,942     54,004     61,366        228




                                                                                                                                       Page 97

				
DOCUMENT INFO
Description: Project Management Maintenance document sample