Allotment Sub Committee Meeting

Remote Allotment Sub-Committee 27th January 2021 P

 

Agenda & meeting papers can be accessed in the PDF pack above.

Members of the public can view the meeting on YouTube at: https://youtu.be/8fvStJMZRvk

MINUTES of a REMOTE Meeting of the Allotments Sub-Committee held on Wednesday 27 January 2021 at 7.00pm

  

Present:

Simon Nicholson – Spital Hill (Chairman)

Councillor Matthew Boles

Councillor Dennis Dannatt

Councillor David Dobbie

Councillor Keith Panter (ex-officio)

Gary Spencer – Secretary of Foxby Hill Allotment Association

In Attendance:

Rachel Allbones                      Deputy Clerk & Responsible Finance Officer

Sean Alcock                           Operations Manager

Jessica Flowers                      Admin Support Officer

1. APOLOGIES FOR ABSENCE

Councillor Harry Clarke

Carol Richardson – Showfields

Graham Thomas – North Warren

Richard Parkin – Love Lane

2. DECLARATIONS OF INTEREST

Simon Nicolson declared a pecuniary interest as a Spital Hill allotment holder, but it was agreed that he would stay in the meeting to advise of any issues on his site.  The Deputy Clerk granted a dispensation for this purpose.

Councillor Dobbie declared he worked for a shed production company.

 3. MINUTES OF THE PREVIOUS MEETING (Paper A)

Minutes of the meeting of Allotments Sub-Committee Thursday 1 October 2020

RESOLVED that the minutes of the   Allotments Sub-Committee held on Thursday 1 October 2020 were approved as a correct record.

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

4. ALLOTMENT SITE REPORTS (Paper B)

i. LOVE LANE

The Chairman advised he had been in touch with the Secretary and he asked at what stage the complaint that went to Community Services Committee in November & December. Members were advised it would be at the February Community Services meeting for further discussion.

Councillor Dannatt requested that all reports for Members are in writing prior to the meeting.

 ii. NORTH WARREN

The secretary thanked the grounds maintenance staff for their prompt response in repairing the gate following a break in.

The Secretary asked the situation with the fence to be discussed at the Sub-committee meeting.         

iii.        SHOWFIELD

Following report was submitted: –

Not many problems on the allotments. Can we have a Covid sign for the gate as we keep having ours torn off. Also have you got a 5mile an hour sign ours has washes out. Main problem is people leaving the gate unlocked or open.

iv. SPITAL HILL

It was reported there had been some intrusion on site, sheds opened but no damage or items stolen. Updated signage was requested for all sites reminding tenants of Covid-19 protection measures.

5. SELF MANAGED ALLOTMENT SITE REPORT

It was reported there had been intrusion on 22 December, x3 rotavators stolen. Problems with scrap dealing from the site, plot holder on final warning.

Members questioned the current finances for the Foxby Hill Allotments and asked if the £1,000 management payment would be returned to the Council as it is coming back under the Council’s control.

RESOLVED that a report regarding the Foxby Hill Allotments finance be reported to Management and Finance Committee.

6. ALLOTMENT BUDGETS (Paper C)

Members NOTED the budget update as provided.

RESOLVED TO RECOMMEND TO COMMUNITY SERVICES COMMITTEE that fencing works be carried out on North Warren allotment and both quotations be considered.

7. ALLOTMENT RENT REVIEW 2022/2023 (Paper D)

Committee reviewed the 2022/2023 allotment rents.

RESOLVED TO RECOMMEND TO MANAGEMENT AND FINANCE COMMITTEE that a 2% rent increase be set for 2022/2023

Note: Councillor Dobbie and Simon Nicholson voted against the above resolution.

8. PIGEON POLICY (Paper E)

Committee considered a draft pigeon policy.

Both Councillor Dannatt, Simon Nicholson and the Operations Manager had additions they wanted including in the policy. Member felt they didn’t want to wait until the next Allotments Sub-Committee to see the policy progress.

RESOLVED that Members contact the Town Clerk with additions they would like to see in the pigeon policy, then the draft policy be sent to Community Services Committee.

Note: Councillor Dobbie and Simon Nicholson voted against the above resolution.

9. REQUESTS FOR WRITTEN PERMISION (Paper F)

The Sub-Committee considered requests for written permission.

i. Love Lane Allotments, request to keep pigeons

Members noted that this request would contravene the current terms and conditions.

RESOLVED to defer any decision to a future meeting once the Pigeon Policy is in place.

ii.Love Lane Allotments, retrospective written permission request for the 1m high fence and for the area to be recognised as a plot

The Operations Manager advised that he saw no evidence that the plot floods or is constantly wet.

RESOLVED TO RECOMMEND TO COMMUNITY SERVICES COMMITTEE to give retrospective written permission for the 1m high fence and for the area to be recognised as a plot, subject to the condition that an appropriate access arrangement being agreed with the Operations Manager.

10. LOVE LANE ALLOTMENT GARDENS ACCESS ROAD UPDATE (Paper G)

Committee noted an update about the Love Lane access road.

11. ALLOTMENTS AND COVID SAFETY

Committee noted the resolution made at an extraordinary meeting of the Community Services Committee on Tuesday 19 January 2021:

“RESOLVED to agree to:

i. Issue a ‘final warning’ to five plot holders who breached the national legislation in accordance with the guidance received from NAS, with a more specific letter issued to the Site Secretary;
ii. Issue a letter to the first complainant advising of how the complaint has been resolved and also regarding use of CCTV equipment and data protection;
iii. Issue a letter to the second complainant advising of how the complaint has been resolved, and;
iv. The Town Clerk to provide a draft of the letters to the Leader of the Town Council and Chairman of Community Services Committee prior to them being sent.”

Committee considered how the sites could be made as secure as possible for all tenants, staff, and other approved users.

RESOLVED TO RECOMMEND TO MANAGEMENT AND FINANCE COMMITTEE to defer the collection of rents, and to bring back to the April meeting to set a date for rent collection.

The Operations Manager advised site secretaries that if the do not feel comfortable in doing so to not meet perspective new plot tenants until later in the year.

Councillor Dobbie proposed that all plot holders are contacted directly advising of their responsibilities and the government guidance, signage be put on all sites advising of the same, and social media and the website, seconded by Simon Nicholson.

Councillor Boles proposed an amendment that all allotments guidance posters be updated to ensure current guidance and restrictions are advised, seconded by Councillor Dannatt.

The amendment was voted on as follows: –

3 votes for
2 members abstained from voting

RESOLVED TO RECOMMEND TO COMMUNITY SERVICES COMMITTEE that allotment guidance posters be updated to ensure current guidance and restrictions are advised.

The meeting concluded at 8.50pm.