Harwich Town Council

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Harwich. CO12 3DS

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Allotments Minutes 4th March 2010

MINUTES OF THE MEETING OF THE ALLOTMENTS COMMITTEE
HELD ON
4th March 2010 at 6.30pm
HELD AT THE PARK PAVILION BOARD ROOM, BARRACK LANE, HARWICH, ESSEX

Present: Councillor A Colbourne in the Chair
The Mayor Councillor J Wares
The Deputy Mayor Councillor J Tyrer
Councillors: J Brown, G Calver, B Brown and D Rutson
Co-opted Members: Mr Inglis, Mr Steward, Mr M Button and Mr W McCoy

The Assistant to the Clerk to the Council: Mrs L Keeley
Also Present: The Clerk to the Council: Mrs S Anderson

A42/09 APOLOGIES FOR ABSENCE
Apologies received from Councillors M Gardner and D McLeod.

A43/09 DECLARATIONS OF MEMBERS’ INTERESTS
None.

A44/09 MINUTES OF LAST MEETING
RESOLVED: that the minutes of the Allotments Committee meeting held on 21st January 2010, (previously circulated), be accepted as a true record.

A45/09 KING GEORGES AVENUE ALLOTMENT SITE
It was reported that we are awaiting response from David Hall (Assistant Head of Leisure Services).
RESOLVED: To contact again David Hall at TDC.

A46/09 ALLOTMENT SOFTWARE
The Assistant Clerk reported the current system has been investigated with a view to expanding
the system for production of invoices, letters, etc., but the system is not capable of fulfilling this
requirement. Therefore, the Assistant Clerk will look at transferring the records onto an Excel
spreadsheet and produce the annual invoices using mail merge.

A47/09 VACANT PLOTS/WAITING LIST/NOTICES TO QUIT
The Assistant Clerk informed the Committee that 3 allotments have been allocated, the waiting list currently stands at 38 and there are no notices to quit.

A48/09 CO-OPTED MEMBERS REPORT

Boatswains Call
Mr Button reported that the style of double-check bibcot taps initially thought suitable are not sufficiently substantial for heavy and long-term use. Consequently, the cost of replacement taps will be higher totalling approximately £200 plus VAT.
RESOLVED: Mr Button to purchase 7 of the higher grade taps (via the Clerk’s office) and arrange for installation. The cost will be incurred in the 2010/2011 budget. Gradual replacement on other allotment sites will be considered during the next financial year.

Mr Button reported that the fence between the allotments and the disused Health Centre is in poor repair.
RESOLVED: to investigate ownership and request repair.

The Committee granted permission to Mrs Fordham for a chicken hut on Plot 23a.

Tower Hill and the Redoubt
Mr Inglis reported that Plot 42 remains unkempt. The Assistant Clerk confirmed that a letter was sent to the tenant in early February who contacted the Clerk’s office to say that he has a skin condition which inhibits his ability to work the plot but hopes his condition will improve so that he is able to work on the plot.
RESOLVED: To write a further letter to the tenant setting a timescale for improvement to the condition of this plot.

Mr Inglis reported that the tenant of Plot 54 has undergone an operation and unable to work the plot for the time being.
RESOLVED: The matter is reviewed at the next meeting.

Dunns Meadow
Mr Inglis said that the opening hours of the hut used for storage and sale/exchange of plants, seeds etc., and is inconsistent at present due to illness of the gentlemen who normally manages it.

Long Meadows
Mr McCoy reported on a possible encroachment onto the right of way at the bottom of the rear garden of number 34 Long Meadows and parallel to the Long Meadows allotment site. A gate is also installed in the boundary fence of this property which leads directly onto the Long Meadows allotment site.
RESOLVED: To investigate the correct right of way/boundary.

Mr McCoy reported that rubbish is being deposited onto the allotment site just inside the boundary fence adjacent to the rear gardens of houses at Long Meadows.
RESOLVED: The Chairman will post fly tipping leaflets through the letter boxes of the house owners who may likely be responsible.

The Committee noted that Plot 8 is unusable due to concrete under this plot and the rubbish consistently left here would be very difficult to remove due to logistics.

The Chairman reported on the unfinished fencing which borders the Long Meadows allotment site and 15 Willow Way (District Council owned property). A resident at Long Meadows had also reported this matter to the Clerk’s office. The Clerk confirmed that the matter had been
reported to the Housing Repairs Department at Tendring District Council.
RESOLVED: To contact the Housing Repairs Department and report the outcome at the next Committee Meeting.

A49/09 DATE OF NEXT MEETING
The next meeting of the Allotments Committee will be held on Thursday, 13th May 2010 at the Park Pavilion Board Room, Barrack Lane at 6.30pm.

Meeting closed at 7.30 pm.

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