Allotment Sub-Commitee April

4. Allotment Sub-Committee - Wednesday 24 April 2019

Present:

Simon Nicholson – Spital Hill (In the Chair)

Councillor Harry Clarke

Councillor David Dobbie

Councillor Keith Panter

Carol Richardson – Showfields

Graham Thomas – North Warren

Richard Parkin – Love Lane

Frank Holmes – Secretary of Foxby Hill Allotment Association

 

 

In Attendance:

 

Claire Hill                                Town Clerk

Sean Alcock                            Operations Manager

 

 

Also Present:                         4 members of the public

 

 

 

1. 1. APOLOGIES FOR ABSENCE

 

Councillor Liz Clews

 

            RESOLVED to note the apologies received.

 

 

2. DECLARATIONS OF INTEREST

 

All Secretaries agreed that they all had a pecuniary interest in their own allotment site, but it was agreed that they would stay in the meeting to advise of any issues on their site.  The Clerk granted a dispensation for this purpose.

 

 

3. MINUTES OF THE PREVIOUS MEETING (Paper A)

 

Minutes of the meeting of Allotments Sub-Committee Wednesday 30 January 2019.

 

            RESOLVED that the minutes of the   Allotments Sub-Committee held on Wednesday 30 January 2019 were approved as a correct record.

 

Note: Councillor Dobbie and Councillor Clarke abstained from voting on the above resolution.

 

 

4. SHOWFIELD ALLOTMENTS – MANAGEMENT MATTERS ARISING

 

The Secretary referred to the outstanding work regards a leaning tree. The Operations Manager referred to previous conversations with Acis at the end of 2018 who had advised that the works would be carried out within a twelve-month window but agreed to contact for update on scheduling. The Secretary referred to several polytunnels being slashed recently.

 

 

5. SPITAL HILL ALLOTMENTS – MANAGEMENT MATTERS ARISING

 

The Secretary thanked the Operations Manager for his assistance with a recent tenancy issue at the site. He then referred to the outstanding post repair work to the fence on Cox’s Hill side of the site. The Operations Manager noted that this was on the schedule of works.

 

 

6. LOVE LANE ALLOTMENTS – MANAGEMENT MATTERS ARISING

 

The Secretary advised that the site had been subject to a break in on one of the plots. He requested that the dyke on site be strimmed. The Operations Manager agreed to arrange this.

 

 

7. NORTH WARREN ALLOTMENTS – MANAGEMENT MATTERS ARISING

 

The Secretary informed Members of a break in at the site with damage to one plot and that the police were involved as there was some malicious damage. He referred to the recent clearance work carried out on site and that the area now needed ploughing to create plots for active cultivation. He enquired regards progress on lock changes at the site following non-return of a key by an outgoing plot holder. The Operations Manager advised that this had progressed and is now ready for a date to be agreed for the necessary works.

 

Cllr Dobbie referred to the allotment watch scheme as a potential aid to deterring vandalism and theft across sites.

 

 

8. ALLOTMENT BUDGETS (Paper B)

 

The Clerk informed Members that Paper B would not be presented at the meeting as Officer resource to compile had not been available. The Clerk gave the Sub Committee a verbal update as follows:

• Earmarked reserves now at £3,900.00 across the four sites – following works to Showfield wall and North Warren Road.

 

• 2019/20 budget includes provision for skips as before and plus a £500.00 miscellaneous expenses provision for each site.

 

RESOLVED that Members note the budget update as provided by the Clerk.

 

 

9. FOXBY HILL ALLOTMENT

 

The representative informed Members of the result of the recent AGM and change in Committee membership and that the Secretary was now himself, Frank Holmes and Chairman was now Gary Spencer also in attendance at the meeting this evening. He noted that the side have secured 3 of the boundaries to the site but that works were ongoing to the west side of the site. He advised that the allotment association were considering a move away from a self-managed arrangement, but this would be subject to further discussion and subsequent vote. He referred to ongoing issues with a plot holder that the association are addressing.

 

 

10. GAINSBOROUGH IN BLOOM (Paper C)

 

The report provided members with an update on the Group’s plans for 2019.

 

RESOLVED that members note the update.

 

 

11. TENANCY AGREEMENTS

 

The Clerk provided Secretaries with an update for their sites and noted the much-improved position.

 

RESOLVED that members note the update.                        

 

 

12. LOVE LANE REQUEST (Paper D)

 

The Secretary advised that the orchard works had been completed by the plot holders and there was no need for consideration of the request.

 

 

13. SUB-COMMITTEE REMIT (Paper E)

 

The Clerk summarised the report as previously circulated.

           

RESOLVED to note the changes to the subcommittee structure and functions as set out within Paper E.

 

 

RESOLVED under Standing Order 10.a. xi to exclude the press and public.

 

Note: Councillor Panter arrived at 7.05pm.

 

 

14. SHOWFIELDS REQUEST

 

Members discussed the quotations received to date and the actual need for the works. After discussion it was agreed that no works would be considered whilst the plot remained occupied as leaving the materials as is was not posing a risk or preventing the plot from being let.

 

RESOLVED that no further action be taken in relation to clearance works on plot 1 at this time.

 

The meeting concluded at 7.09pm.