The Scrutiny Committee of Harlow Council is scheduled to meet on Tuesday, 23 September 2025. Councillors will be asked to agree the terms of reference and membership for the Allotments Task and Finish Group, and to review the committee's work plan for the current year. The meeting will also cover standard agenda items, including approving the minutes of the previous meeting and considering responses from the cabinet.

Allotments Task and Finish Group

The Scrutiny Committee is scheduled to discuss and agree on the terms of reference and membership for the Allotments Task and Finish Group.

A review topic submission form included in the Public Reports Pack notes that Councillor Mark Ingall is supporting the submission. The review aims to assess the management and oversight of allotments in Harlow. The review's scope includes determining whether all sites adhere to best management practices, whether rules are fairly enforced, whether allotment holders have appropriate tenancy agreements, and whether waiting lists are transparent and fair.

The objective of the review is to ensure fairness and transparency in the management of all allotment sites, reduce vacant plots, increase community engagement in allotment keeping, and shorten waiting lists. The review also aims to share best practices from the First Avenue Allotments, described as a beacon . Evidence will be gathered through interviews, site visits, and questionnaires. Potential witnesses include relevant council officers, members of allotment associations, allotment holders, residents on waiting lists, and allotment experts such as Carol Sissons, secretary of the National Allotment Society Eastern region.

The Public Reports Pack includes several previous reports on the topic of allotments:

• An Initial Report from December 2021 recommended establishing a Councillor Task and Finish working group to review existing allotment provision.
• A Review of Allotments from March 2022 noted that the operation of self-managed allotments relied on a small number of volunteers and that allotment letting conditions had not been substantially revised. It suggested comparing Harlow's provision for people with disabilities with other similar areas.
• An Allotment Review from March 2023 recommended promoting opportunities to work with community groups to develop alternative uses for unpopular allotment sites while retaining traditional allotment lettings. It noted that the council manages 18 sites directly and Harlow Allotment Association self-manages 15 sites.

Also included in the Public Reports Pack is the APSE Local Authority State of the Market 2025. This report provides a national overview of allotment services, including data on management, costs, concessions, access, waiting lists, and biodiversity. The report notes that 55% of allotment services operate under a hybrid arrangement involving both council oversight and local site committees or associations. It also highlights that 63% of authorities do not recover costs from managing allotments and therefore subsidise the service. The report finds that 60% of councils offer concessionary or discounted prices, with over 60s, pensioners, and retired people being the most likely recipients. It also notes that 57% of respondents reported making provision for people with disabilities to access allotment plots.

Grants Policy Task and Finish Group Membership

The Scrutiny Committee is scheduled to discuss the membership of the Grants Policy Task and Finish Group. According to the minutes of the 1 July 2025 meeting, the committee agreed to establish a Grants Policy Task and Finish group, with Councillors Tony Edwards, Dr. Emma Ghaffari, Sue Livings and Lanie Shears as members.

A review topic submission form included in the Public Reports Pack notes that Councillor Tony Edwards is supporting the submission, with Councillor Lanie Shears also listed as a supporting councillor. The review will focus on funds, partnership grants, and miscellaneous grants. The review's terms of reference include auditing current grant-funded activity and grant-making processes. The purpose of the review is to ensure transparency and consistency in the grant-making approach. Potential stakeholders include voluntary sector organisations who are recipients or potential recipients of council grants.

Work Plan

The committee is scheduled to review its work plan for the current year. The Scrutiny Committee Work Plan identifies executive decisions likely to be taken between October and December 2025 that the committee may wish to consider. These include updates on Building Harlow's Future, Social Housing Regulatory and Compliance, Constitution Review, Harvey Centre Annual Performance Review, Harlow Cycle Hire Scheme, and Town Centre Strategy.

The work plan also lists topics for Task and Finish Group reviews, including Grants Policy, Burnt Mills, Allotments, Sports Facilities and Play Pitches, and Cultural Quarter.