Posted in document archives - Allotment Committee Minutes

BIDEFORD TOWN COUNCIL

Minutes of the Allotments Committee Meeting held in the Mayor's Parlour, Town Hall, Bideford on Tuesday 26 April 2011 at 6.00 pm

Present:  

North Ward:

Councillor T J Johns (Substitute for P J Pester)

South Ward:

Councillor S G Inch

East Ward:

Councillor B Lacey
Councillor R W Vanstone (Chairman)

Pollyfield:

Mrs D Godfrey-Smith (substitute for Mrs M Atkinson)
Mr D Kersey (Substitute for Mr A Mitchell)

Tricks:   

Mrs S Andronik
Mr G Evans
   
IN ATTENDANCE:

Mrs H J Blackburn (Deputy Town Clerk)
5 x Members of the Public


016    APOLOGIES FOR ABSENCE

Mrs M Atkinson (Pollyfield - Work Commitments), Councillor Mrs C B Church (East Ward - Work Commitments), Mr A Mitchell (Pollyfield - Personal) and Councillor P J Pester (South Ward - Personal).

017    DECLARATIONS OF INTEREST

There were no declarations of interest.

018    PUBLIC PARTICIPATION SESSION

No members of the public raised any issues.

019    MINUTES

The Minutes of the meeting held on 20 October 2010 were approved and signed as a correct record.

(Vote – For  8, Against: 0)

020    COFFEE GROUNDS

The Deputy Town Clerk reported that coffee grounds were being delivered every few weeks to the allotment sites in rotation.  She will contact the Chairman of the Handy Cross site to ascertain if they wish to be included in the coffee grounds scheme now the site is up and running.  The uptake for the grounds is very positive and the allotment holders are pleased to receive it.

021    POLLYFIELD – BARRIER FENCE UPDATE

The Deputy Town Clerk reported that Stongvox has erected Heras Fencing in order to secure the boundary between Pollyfield and the site earmarked for development.  In addition a fairly vigorous bush of nettles is currently re-growing along the perimeter which should deter intruders.

022    COMPOSTING TOILETS

Mrs Atkinson had previously been tasked with investigating the viability of composting toilets for the Pollyfield site.  Although not present at the meeting she had forwarded her findings which essentially recommended the use of individual composting toilets rather than communal toilets.  Following further discussion, it was felt that the initial outlay for a composting toilet would probably be quite high and that the on-going maintenance would be an issue which would need to be resolved before a toilet was put in place.  The Deputy Town Clerk reminded the meeting that this issue had been discussed in October 2009 and at that time the Allotment Committee’s resolution had been that due to the on-going maintenance, together with health and safety implications, the Council was not at that time able to pursue the installation of composting toilets at the allotments.  The Committee had however resolved that if an Association wished to install toilets itself and apply for a grant from the Council, this was something upon which the Council would look favourably.  It was felt that this resolution was still valid.  The Committee then muted the idea of a mains toilet and it was felt that if Pollyfield gets water in the future, possibly with the help of the adjacent developer, the issue could be re-investigated.

023    COST OF WATER MAINS CONNECTIONS

The Deputy Town Clerk reported that she had met on site with South West Water and they had assessed the possibilities and costs for running a water main to the site.  The best solution would be to ask Strongvox to run a pipe from their development as the two alternative routes involve excavating shillet, going through private property and difficult routes with costs in excess of £1,000.00.  The Deputy Town Clerk has approached the Land Director of Stongvox and he seemed favourable to the idea of water connection.

024    BEST ALLOTMENT PLOT AND SITE

There was a discussion regarding the date for the best allotment plot and site competition and who should make up the judging panel bearing in mind it is not known who will be on the Allotment Committee at this point in time.  A suggestion was also received that in future years the judging should take place in two parts – i.e. spring and summer.

Proposed by Councillor Lacey, seconded and

RESOLVED:  That a team of three judges carry out the plot/site judging during the first week of July.  The judges should consist of either the Town Mayor or Deputy Town Mayor, the Chairman of the Allotments Committee and someone from an external organisation (e.g. Rosemoor or  St John’s Garden Centre).

(Vote – For: 8,  Against: 0)

(Councillor Lacey left the meeting.)

025    RENT LEVEL 2012

The Committee members were advised that if they wish to recommend any alteration to the rent levels from September 2012, allotment holders should be given one year’s notice. 

Proposed by Councillor Inch, seconded and

RESOLVED:  That the rent remain at the current levels (£25 for a full plot and £12.50 for a half plot) for the year commencing September 2012.

(Vote – For: 7,  Against: 0)

026    SITE UPDATES

a.    Pollyfield

•    Mrs Atkinson and Mr Mitchell have both decided to step down as the Pollyfield representatives. The Deputy Town Clerk has written to both representatives and thanked them for their service to the Allotment Committee. Mr Kersey and Mrs  Godfrey-Smith who were attending the meeting as substitute representatives will hold a meeting on site to agree with the plot holders who the new representatives should be.
•    Mr Kersey informed the meeting that Pollyfield would like to investigate becoming self-managed.
•    A note was made of those plots which are becoming weedy.
•    Mr Kersey and Mrs Godfrey-Smith asked if any plot holders complaining to the Council could be pointed in the first instance in the direction of the Pollyfield Allotment Association so that they can try and resolve any problems amongst themselves.  It was requested that the Deputy Town Clerk be furnished with a list of Committee members.
•    The issue of multiple plots was broached and the reason why some allotment holders have more than one plot was explained.
•    It was brought to the Committee’s attention that access to Pollyfield from the car parking area is difficult for disabled people as it slopes.  This land is not owned by the Town Council but the Deputy Town Clerk will investigate the possibility of creating level access.
•    The gate lock is broken.

b.    Tricks

•    Rubbish is being dumped by the bottom gate.  It was agreed that a notice will be posted advising allotment holders not to leave any rubbish here and that any future dumping will be reported to Torridge District Council as fly tipping. 
•    Mr Evans reported that the recent tree surgery at Tricks has caused gaps in the hedge.  To remedy this he has had some top soil delivered to the site which has been placed in the hedge where Blackthorn bushes will now be planted.  It was agreed that some grass seed will be purchased and 5 kerb stones procured in order to keep the top soil in place.  
•    Some allotment holders are allowing their dogs to run free and foul the paths.  It was agreed that a notice will be made advising plot holders to keep their animals on leads and clear up any mess.

027    ITEMS FOR NEXT MEETING

•    The possibility of 2 years free rent for a plot holder at Tricks who has incurred expense clearing her plot following the previous tenant.
•    An update on the bollard that was proposed for the cut through from the Tricks Allotment.
•    The viability of flush toilets at Tricks.  Mrs Andronik will investigate costs, siting and find out where the sewer is located.

The business of the meeting having been completed, the Chairman thanked the Committee for their attendance and the meeting concluded at 7.20 pm.