Posted in document archives - Allotment Committee Minutes

BIDEFORD TOWN COUNCIL

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Minutes of the Allotments Committee Meeting

held in the Council Chamber, Town Hall, Bideford on

Wednesday 20 October 2010 at 6.00 pm

PRESENT:

South Ward:

Councillor P J Pester (Town Mayor)

East Ward:

Councillor Mrs C B Church
Councillor B Lacey
Councillor R W Vanstone (Chairman)

Pollyfield:

Mrs M Atkinson

Tricks:    

Mrs S Andronik
Mr G Evans
    
IN ATTENDANCE:    Mrs H J Blackburn (Deputy Town Clerk)
5 x Members of the Public

001    ELECTION OF CHAIRMAN

Proposed by Councillor Lacey, seconded and

RESOLVED:  That Councillor Vanstone be appointed Chairman for the year 2010/2011.

(Vote – For 7, Against: 0)

002    ELECTION OF VICE-CHAIRMAN

Proposed by Councillor Mrs Church, seconded and

RESOLVED:  That Mr Evans be appointed Vice-Chairman for the year 2010/2011.

(Vote – For 7, Against: 0)

003    APOLOGIES FOR ABSENCE

Councillor S G Inch (South Ward - Holiday).

004    DECLARATIONS OF INTEREST

There were no declarations of interest.

005    PUBLIC PARTICIPATION SESSION

No members of the public raised any issues.

006    MINUTES

The Minutes of the meeting held on 28 April 2010 were approved and signed as a correct record.

(Vote – For 7, Against: 0)

007    BEST PLOT/ALLOTMENT SITE TROPHY

The Deputy Town Clerk informed the Committee that the judging for the best allotment site and the best plot had taken place in early July.  The judges comprised of the Mayor and Councillor Inch.  All three allotment sites were looking extremely well cared for and productive and the judging committee had a very difficult task. Following much deliberation the winners were:

    Best Site: Tricks
    Best Plot: Plot 20 at Tricks

There were some very close contenders for the best plot and the judges also gave commendations to Plot 37 (Tricks), Plot 10 (Marland) and Plot 15 (Pollyfield).

008    SPENT COFFEE GROUNDS

The members noted the report which is attached and forms part of these Minutes.  Proposed by Mrs Atkinson, seconded and

RESOLVED:  That the use of coffee grounds from Atlantic Village is trialled for Pollyfield and Marland.

(Vote – For: 7, Against: 0)

009    (Councillors Lacey and Pester declared a personal interest in the following item (Trustees, Bideford Bridge Trust)).

PROVISION OF LAND AT HANDY CROSS

The members noted the report which is attached and forms part of these Minutes.  It was agreed that prospective allotment holders should be informed that the tenancy agreement will be for an initial period of 10 years only.

010    SAFETY ISSUE ON PYNES LANE

Mrs Andronik briefed members on the safety issues caused by the traffic on the access through to Pynes Lane as a result of work taking place at the nearby building site.  Proposed by Councillor Lacey, seconded and

RESOLVED:  That the Deputy Town Clerk contacts Devon Highways to express the seriousness of the situation and suggests that a permanent bollard is implemented to prevent the lane being used as a rat run.
(Vote – For: 7, Against: 0)

011    INSTALLATION OF WATER AT POLLYFIELD.

There was a discussion concerning the provision and cost of providing mains water at the Pollyfield allotments.  It was felt that costs should be obtained before the allotment holders are asked if they would like water on site and whether they would prefer individual meters or water troughs.  Mrs Atkinson asked whether the Council would consider purchasing large water tanks for the allotment holders to harvest water, but the general consensus amongst the Committee was that this would not be feasible.

Proposed by Mrs Atkinson, seconded and

RESOLVED:  That the Deputy Town Clerk contacts South West Water and ascertains where the nearest water main is for connection to the Pollyfield allotment site and obtains the cost of running a water pipe into the allotment site.

(Vote – For: 7, Against: 0)

012    REVIEW OF RENT LEVELS

The members were advised that if they wish to recommend any alteration to the rent levels, allotment holders should be given one year’s notice.  Councillor Mrs Church requested that it be minuted that she does not currently support an increase to the rental charges.  It was felt that no action should be taken currently but that the question should be revisited at the April meeting, as the timings would be better placed then for any increase and notice of such.

Proposed by Councillor Vanstone, seconded and

RESOLVED:  That the decision is deferred until April 2011.

(Vote – For: 7, Against: 0)

013    CLEANING/MAINTENANCE BUDGET FOR 2011/12

The Deputy Town Clerk outlined the expenditure for the previous year.  Each site representative then estimated their cleaning, maintenance and improvement requirements for the coming year as follows:

Proposed                                         Expenditure    Income    Budget Rqd.
Pollyfield                                                                     £825.00    
2 x medium skips/CRAPP             £320.00        
Provision of water                            £2,500.00        
Marker posts                                    £80.00        
Tricks                                                                         £1,537.50    
2 x medium skips/CRAPP           £320.00        
Annual inspection
perimeter trees                              £250.00        
Interim hedge trim                         £500.00        
Marker posts                                  £120.00        
Hawthorn bushes                         £25.00        
           
General            
Best Prize Cups(engraving)      £50.00        
NSALG                                          £55.00        
Footpath cleaning Marland       £390.00        
Hedge Cutting Marland/Tricks  £600.00        
Marland Lease                           £400.00        
Contingency                                £752.50        
Handy Cross                              £3,000.00        
Total                                             £9,362.50           £2,362.50         £7,000.00

(Mrs Atkinson left the meeting)

Proposed by Councillor Mrs Church, seconded and

RECOMMENDED: That the Council be asked to budget £7,000.00 for the cleaning, maintenance and improvements of the allotments during 2011/2012.

(Vote – For: 6,  Against: 0)

014    SITE UPDATES

a.    Pollyfield

Things are generally going well at Pollyfield although there is much concern that the developers have cleared the land above the allotments and left it vulnerable to intruders.  The Deputy Town Clerk was asked to send a strong letter to Strongvox asking them to outline their plans for that area and to secure the site with Heras Fencing until a permanent barrier is constructed.  Pollyfield would like to start the self-management process and felt that it would be beneficial to have a talk with a Marland representative.  The Deputy Town Clerk said that in the first instance she would forward some information on self-management and the start-up procedure they would need to follow.

b.    Tricks

Mr Evans reported that everything is going well at Tricks although they are still concerned about the security of the site due to the fairly low levels of the boundary wall in some places which belongs to the Clovelly Road householders. This is a difficult issue to address as this wall is not in the ownership of the Council.  Mrs Andronik noted that the woodchips donated by Arborcare were working well and asked if any more became available, that they could be given to Tricks.

015    ITEMS FOR NEXT MEETING

•    Update on coffee grounds
•    Update on barrier fence for Pollyfield
•    Composting toilet for Pollyfield
•    Water costs for Pollyfield



The business of the meeting having been completed, the Chairman thanked the Committee for their attendance and the meeting concluded at 7.25 pm.