Allotment Committee Minutes 18 October 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

PRESENT:              
North Ward:

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:

Mr A Marlow

IN ATTENDANCE:

Mrs H J Blackburn (Deputy Town Clerk)
Mr R Coombes (Assistant Town Clerk)     

015 APOLOGIES FOR ABSENCE

Mrs S Andronik (Tricks - Personal),  Councillor  Mrs E A Brenton (North Ward – Personal) and Councillor A T Inch South Ward- Personal).

016 DECLARATIONS OF INTEREST

There were no declarations of interest.

017 PUBLIC PARTICIPATION SESSION

There were no members of the public present at the meeting.

018 MINUTES

The Minutes of the meeting held on 27 June 2011 were approved and signed as a correct record.

(Vote – For 7, Against: 0)

019 UPDATE ON ITEMS FROM PREVIOUS MEETING

1. The request to use the toilet facilities at the First In Last Out Public House.

The First In Last Out Public House has been contacted regarding the use of their toilet facilities and they have agreed that allotment holders from Tricks may use the toilet providing they take care not to bring mud into the establishment.  Notices have been posted at Tricks providing this information.

2. Costings for a portaloo.

Councillor Brenton advised that the cheapest quote he had found was £21 per week from “Loos for you”.  In the light of the offer from the First In Last Out Public House it was agreed not to pursue this avenue.

3. Storm water harvesting.

South West Water has been contacted regarding Storm water harvesting.  The Water Conservation Team Leader has advised that unfortunately South West Water is unable to offer any assistance and suggests that the Developer of the new housing development is contacted in order to negotiate if it is possible to harvest water from their site.  It was agreed that once contracts are exchanged, the Deputy Town Clerk will approach the developer with a view to requesting that clean storm water be brought to the allotments.

Proposed by Councillor Vanstone, seconded and

RESOLVED:  That the Deputy Town Clerk approaches the developer to request that clean storm water from their site be brought into the allotments and that the £2,500 currently allocated for the provision of water be ring-fenced and used for the provision of water pipes.

(Vote – For: 7, Against: 0)

4. The required path width for disabled use.
5. The provision of level access on approach to the Pollyfield site.

It was agreed to discuss items 4. and 5. together as they are interconnected.
The Deputy Town Clerk reported that she has not been able to find any specifics as to a required path width.  The current width allows for a wheelchair or mobility scooter with width to spare either side, which should be sufficient.  It was agreed however that the central path needs renewing to make it accessible for everyone.  The possibility of using the money from the sale of the Pollyfield land was considered as was asking the Prince’s Trust/TTS if they may be able to take on the leveling and re-surfacing of the pathway and the entrance to the site.  Councillor Brenton advised that Torridge District Council had indicated that they may be able to give Bideford Town Council the land immediately in front of the allotment gate and also provide a small sum of money to help fund the leveling.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Town Clerk approaches the Prince’s Trust via Torridge Training Services to see if they would be willing to carry out an appraisal of the central path and section in front of the gate with a view to suggesting how these areas could be levelled and repaired, what materials should be used, whether they would be willing to take this on as a project and an estimation of how much this would cost.

(Vote – For: 7, Against: 0)

020 DEPOSIT FOR NEW PLOT HOLDERS

Members gave consideration to implementing a deposit for new allotments holders.
There was some discussion regarding how this would work in practice and the Deputy Town Clerk advised that it would necessitate further administration time.  It was agreed that as the staffing levels are currently reduced this item should be deferred to a later date.

Proposed by Councillor Brenton, seconded and

RESOLVED:  To defer the decision on whether to implement a deposit for new allotment holders until a later date.

(Vote – For: 7, Against: 0)

021 CLEANING/MAINTENANCE BUDGET FOR 2012/13

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

£812.50

Debris removal by CRAPP
£150

Tricks

£1,537.50

Debris removal by CRAPP
£150

Annual inspection perimeter trees
£250

Interim hedge trim
£500

Hire of hedge trimmer
£50

General

Best Prize Cups (engraving)
£20

Footpath cleaning Marland
£390

Hedge Cutting Marland/Tricks
£500

Marland Lease
£400

Handy Cross
£250

Contingency
£690

Total
£3,350.00
£2,350.00
£1,000.00

Proposed by Councillor Vanstone, seconded and

RECOMMENDED: That the Council be asked to budget £1,000 for the cleaning, maintenance and improvements of the allotments during 2012/2013.

(Vote – For: 7,  Against: 0)

DOGS ON ALLOTMENT SITES

Representatives from the Tricks Allotment Site had requested that plot owners be required to keep their dogs on leads whilst on site.  This is something that is required by the Town Council and there have been laminated notices on the gates to this effect but they do disappear.

Proposed by Councillor Vanstone, seconded and

RESOLVED:  That permanent gate notices be purchased to require dogs to be kept on leads whilst on site.  In addition information regarding this requirement is to be included in the advisory letter sent to all tenants, and identified offenders to be written a warning letter.

(Vote – For: 7, Against: 0)

(Councillor Wootton left the meeting).

014  SITE UPDATES

a. Tricks

Nothing further to report.

b. Pollyfield

1. Some plot holders are currently without insurance.  Mr Marlow from Tricks has information on group insurance from the NSALG and will pass this on to the Pollyfield allotment holders.
2. The Pollyfield allotment association may be able to source some water containers from Cosmetics Plus.
3. The Pollyfield allotment association has now formed links with East-the-Water school, and Mrs Godfrey-Smith has made some soup with them from allotment produce.
4. The Pollyfield allotment association is working with Tescos to hopefully get a communal shed.  They asked whether they could sell produce from the shed and the Deputy Town Clerk advised that this was acceptable providing the profits were used for the allotment site’s benefit.

015    ITEMS FOR NEXT MEETING

1. Disabled allotment plots – could a model disabled plot design be sourced.
2. The possibility of delegating responsibility to plot representatives for informing the Clerk of weedy plots.

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

Signature of Town Mayor:…………………………………   Date:……………………............

Signature of Chairman: ……………………………………   Date: ……………………….......