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Minutes of the Allotments Committee Meeting held in the Council Chamber, Town Hall, Bideford on Thursday 25 September 2019 at 6.01 pm

PRESENT:

North Ward

Councillor J Herron
Councillor T Johns
(substitute for Councillor J Craigie)

East Ward
Councillor Mrs J Gubb (Chairman)

South Ward

Councillor P Lawrence
Councillor B Wootton
(substitute for Councillor Mrs R Craigie)

West Ward

Councillor C Hawkins

Pollyfield

Mrs J Carter
Mr A Mitchell

Tricks

Mr K Jackson
Mr S Long

Marland


Handy Cross

Mr M Brown

IN ATTENDANCE: Mr R Coombes (Deputy Town Clerk)
1 x Allotment Tenant

1.      APOLOGIES FOR ABSENCE

Councillors J Craigie (East Ward – personal) and Mrs R Craigie (East Ward – personal).

2.      DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

3.      PUBLIC PARTICIPATION PERIOD

There was no public participation.

4.      MINUTES

The Minutes of the Meeting held on 28 May 2019 were approved and signed as a correct record.

(Vote – For: 6, Against: 0, Abstentions: 3)

(Mrs J Anderson joined the Meeting.)

5.      MARLAND SITE

There was no update.

6.      HANDY CROSS SITE

The Chairman of the Handy Cross Site, Mr Brown, introduced himself, advising that Handy Cross were at 100% capacity. Their fencing initiative in Field I is almost complete. He concluded that they have two new beehives and a beekeeper with one further hive expected.

7.      POLLYFIELD SITE

Mr Mitchell advised that one tenant had been evicted and that the Plot is available for renting.

Waste remains a problem, despite the best efforts of the Site representatives; notices have been posted but items are brought in.

The Site though remains satisfactory.

8.      TRICKS SITE

Mr Long indicated that an eviction was being processed.

There are two vacant plots.

The Site is in good order.

9.      LEVEL OF RENT FROM 2019/20

Members expressed no desire to increase the level for the period 2020/21.

Proposed by Mr Long, seconded by Mr Mitchel, and

RESOLVED: That the current level of rents remain for 2020/2021: £ 37.00 for a full plot and £ 19.00 for a half plot. The deposit rate will also remain at £25.00.

(Vote – For: 10, Against: 0)

CLEANING AND MAINTENANCE BUDGET FOR 2010/21

Councillor Lawrence sought clarification on the set up of the Associations, their accounting including the peppercorn rent against cost to the Council for their respective leases. Following discussion, he asked that an agenda item for the next meeting include lease information and sight of their respective accounts.

The cost of skips was raised; the Clerk reminded members that the question had been raised by Councillor McGeough at a recent Council Meeting. He had wondered whether the Maintenance Operatives could be engaged to remove the waste from the Pollyfield Site. The Clerk though indicated that a License would have to be obtained, further costs would be incurred in the disposal, not least the impact upon the vehicle and Operatives’ time when dealing with waste that should be at a minimum.

Councillor Wootton led discussion on introducing CCTV, removal of the dedicated area (although it was felt this could lead to fly tipping; Councillor Hawkins noted that TDC had introduced Portable Units to combat fly tipping and would investigate whether a Unit could be used at the Site.

Further discussion centred on the needs of the individual sites in the coming year and contingency amounts, it was

Proposed by Councillor Mrs Gubb, seconded by Councillor Herron and

RECOMMENDED: A budget of £3,535.00 for 2020/2021 to be financed from the expected income.

(Vote – For: 10, Against: 0)

10.      QUOTATIONS FOR TREE AND HEDGEROW WORKS AT HANDY CROSS AND TRICKS ALLOTMENT SITES

The Clerk indicated that four Companies had been approached, one had not responded, and another would not take the opportunity to quote. Members having received a description of the works considered the two received quotations.

Proposed by Councillor Herron, seconded and

RESOLVED: That Gavin Hendry Tree Surgery be invited to complete the tree and hedgerow works at the Handy Cross and Tricks Allotment Sites in accordance with his quotation but must increase the level of public liability insurance for the task to £5 million. It was agreed that should a charge be made to the Council, for the increase, the Chairman and Clerk would have the authority to sanction a reasonable cost.

(Vote – For: 10, Against: 0)

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 6.45 pm.

 

 DRAFT CLEANING AND MAINTENANCE BUDGET  FOR 2020/21

Draft Maintenance Budget Allotment Committee 250919

  • Our latest newsletter 'Winter 2019' edition is available at the Town Council Offices at Bridge Street and is delivered to households through local newspapers to our residents and voters.
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