Allotment Committee Minutes 27 June 2011

BIDEFORD TOWN COUNCIL

Minutes of the Allotments Committee Meeting

held in the Council Chamber, Town Hall, Bideford on

Monday 27 June 2011 at 6.00 pm

North Ward:

Councillor  Mrs E A Brenton
Councillor  Mrs M P Fulford (Substitute for A T Inch)
Councillor  T J Johns (Town Mayor)

South Ward:

Councillor  D G Brenton
Councillor  R I Wootton

East Ward:

Councillor R W Vanstone (Chairman)

Pollyfield:

Mrs D Godfrey-Smith
Mr D Kersey

Tricks:    Mrs S Andronik

IN ATTENDANCE:

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

001    ELECTION OF CHAIRMAN

Proposed by Councillor Brenton, seconded and

RESOLVED:  That Councillor Vanstone be appointed Chairman for the year 2011/2012.

(Vote – For: 8,  Against: 0, Abstentions: 1)

002    ELECTION OF VICE-CHAIRMAN

Proposed by Councillor Mrs Fulford, seconded and

RESOLVED:  That Councillor Inch be appointed Vice-Chairman for the year 2011/2012.

(Vote – For: 9, Against: 0)

003    APOLOGIES FOR ABSENCE

Councillor A T Inch (South Ward - Personal).

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 26 April 2011 were approved and signed as a correct record.

(Vote – For: 5,  Against: 0,  Abstentions: 4)

007    PROVISION OF LOCKABLE BOLLARD NEAR TRICKS

Mrs Andronik informed the Committee that a lockable bollard was now in situ in the lane between Clovelly Road and Pynes Lane.  This is a traffic calming measure and is working very well.

008    FLUSH TOILETS AT TRICKS

Mrs Andronik reported that she had investigated the feasibility of locating a flush toilet at Tricks and it appeared not to be possible.  The nearest potential location would be 10 metres away from plot 36.  The possibility of locating a portaloo on site was discussed and Councillor Brenton advised that he believed the costings for this may be quite reasonable.  He offered to investigate the cost and return his findings to the next meeting.  He also suggested that plot holders may be able to come to some arrangement with the First and Last Public House to use their facilities and it was agreed that the Deputy Town Clerk would approach the pub in the first instance.

009    RENT FOR PLOT 60 - TRICKS

The Committee were asked to consider giving the tenant at plot 60 Tricks two years free rent in view of the fact that she had incurred expense clearing her plot following the previous tenant.  The Deputy Town Clerk informed the Committee that the plot had been relatively unattended for some time prior to the current plot holder taking on the plot due to family illness and circumstances.  During this time some fly tipping had taken place on the plot and then on clearing the plot, two almost hidden sheds (covered behind brambles) had been uncovered which also needed clearing.  During the discussion members raised the concern that this may set a precedent for other plot holders, encourage them to leave rubbish on their plots, expecting the Council to remove it, and that one year’s free rent, given without prejudice would be a more feasible solution.  A plot deposit was also suggested and it was agreed to bring this forward as an agenda item at the next meeting.

Proposed by Councillor Mrs Brenton, seconded and

RESOLVED:  That one year’s free rent without prejudice accompanied by an explanatory letter be given to the tenant on plot 60 at Tricks.

(Vote – For: 9,  Against: 0)

010    COMMUNAL AREA FOR POLLYFIELD

The Committee gave consideration to the provision of a communal area for the collection of waste materials, recycling and temporary storage of dung.  It was agreed that this area would need to be near the gate.  There is currently no convenient plot available and it was suggested that when a suitable half plot becomes free the Deputy Town Clerk allocates this as a communal area.  Proposed by Councillor Mrs Brenton, seconded and

RESOLVED: That the Deputy Town Clerk allocates the next suitable half plot as a communal area for the Pollyfield Allotment site.

(Vote – For: 9,  Against: 0)

011    INSTALLATION OF WATER TANKS AT POLLYFIELD.

Mrs Godfrey-Smith provided the Committee with information on water tanks.  She suggested that water harvesting is the preferred method of water provision at the Pollyfield allotments.  She had priced the tanks and suggested that there would be enough money left over from the money previously allocated for the provision of water to buy guttering. Further suggestions were made as to where water tanks could be sourced more cheaply.  A Councillor advised that Cosmetics Plus sell recycled tanks at £5 each and Perrigo provide them free of charge.  Concerns were then raised that if the tanks are purchased by the Town Council there would be Health & Safety implications whereas if they are purchased by individual allotment holders it will be their responsibility to ensure they are safely installed.  There was a further suggestion that South West Water should be contacted to enquire about harvesting the excess storm water from the Strongvox Development for use at the allotments

Proposed by Councillor Wootten, seconded and

RESOLVED:  That the Pollyfield allotment holders contact the suggested providers of water tanks on an individual basis and that the Deputy Town Clerk contacts South West Water to enquire about harvesting the excess storm water from the Strongvox Development for use at the allotments.

(Vote – For: 9,  Against: 0)

012    TENURE OF PLOT DURING PERIOD OF ABSENCE

The Members discussed the provision of a policy for occasions when plot holders are absent from the area for a defined period of time.  Individuals are required to arrange for someone  to maintain their plot whilst they are away and the discussion centred around the length of time it is acceptable for a nominee to work the plot, whilst being mindful of the issue of sub-letting.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That any plot holder who relinquishes his/her place on the electoral role will automatically surrender the plot and if they do not attend their plot for a period of 3 months they will relinquish their plot by default.

(Vote – For: 9,  Against: 0)

013    SITE UPDATES

The Deputy Town Clerk advised that the judging for the best plot and best site will take place during the first week of July. The judges will comprise of the Town Mayor, the Deputy Mayor and Mr Garry Preston who works within the Productive team at RHS Rosemoor.

a.    Tricks

Mr George Evans has resigned as an allotment representative, but Mr Alan Marlow has offered to fill the vacancy. 
Allotment holders have now completed the initial work to the hedge.  This involved building up the bank with soil and using kerb stones to secure the bottom.  The bank will be planted with Blackthorne in the autumn. The soil was sourced by the allotment holders free of charge.
Some fly tipping has taken place at Tricks and it was suggested this is reported to Torridge District Council. Allotment holders have disposed of dumped items themselves.

b.    Pollyfield

Allotment holders are concerned about the path.  Chippings at the lower end are becoming loose and the grass at the top end becomes slippery when wet.  It is hoped that when money becomes available from the sale of the Pollyfield land, some of this will be allocated to re-surfacing the path.  In the meantime, the Deputy Town Clerk was asked to approach Torridge Training to ascertain the feasibility of them providing some labour to make the pathway safer.  Concern was raised about the width of the path in places and the Deputy Town Clerk agreed to make enquiries as to what is considered to be a reasonable width of path for disabled access.  This item will be placed on the agenda for the next meeting.  It was also suggested that ASDA may have some money available for funding the pathway.

The Deputy Town Clerk advised that she had asked Torridge District Council if they would be able to create level access on their land immediately in front of the allotment gate, and had received the response that although they had no funding available for such works, they would be happy for the Town Council to undertake it, subject to their approval of the details.  Councillor Brenton advised that he would speak further with Torridge District Council to see if they could perhaps find a budget for this work.  The allotment representatives also agreed to get costings for creating level access and bring them forward to the next meeting.

It was reported that the gate lock has broken.  The Deputy Town Clerk advised that she has a spare lock with 26 keys.  10 more keys will need to be purchased using contingency funds and this will rectify the situation.  She will liaise with committee representatives concerning the distribution of the new keys and the placement of the new padlock.

The Pollyfield Allotment Committee would like to produce a welcome letter for new tenants for the Deputy Town Clerk to issue with the tenancy agreement.  This idea was welcomed by all.

014    ITEMS FOR NEXT MEETING

•    Portaloo costings and the possibility of using the facilities at the First and Last Public House.
•    Deposit for allotments.
•    Storm water harvesting.
•    Required path width for disabled use.
•    Provision of level access on approach to Pollyfield site.

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