Allotments Minutes 12th January 2012
MINUTES of the Meeting of the ALLOTMENTS COMMITTEE held at The Guildhall, Church Street, Harwich on Thursday 12th January 2012 commencing at 7pm.
HARWICH TOWN COUNCIL
Essex CO12 3DS
Tel: 01255 507211
Present: Cllrs Gibbins, J Henderson, McLeod, Todd
In the Chair: Cllr King
Co-opted Members: Mr M Button, Mr S O’Hara, Mr F Mesha, Mr N Inglis
Clerk: Assistant Clerk Mrs M Townsend
Also present: no public present
The Chair reminded members of the public that 15 minutes are available for questions and that any questions raised should be in relation to items on the agenda only.
Cllr King asked if there were any questions from members of the public.
The Chairman informed members of an emergency item to be added to the agenda under item 6 due to the time frames given for a response
A40/11 APOLOGIES FOR ABSENCE
Apologies received from Cllrs C Callender, Thurlow, O’Neill and Brown and Co-opted Members Clark, Steward, and McCoy
A41/11 DECLARATION OF MEMBERS’ INTERESTS
A42/11 MINUTES OF THE LAST MEETING
RESOLVED that the minutes of the Allotments meeting held on 14th November 2011 (previously circulated) be approved by the Committee and signed by the Chairman as a true record.
A43/11 MATTERS ARISING FROM THE MINUTES
‘Good Practice’ guide for ponds
The Chair confirmed that the poster has now been circulated to all Co-opted Members to be displayed on the notice board at each site.
Members reviewed quotations provided by the Clerk and agreed to order notice boards for Willow Way and Kings Georges Avenue allotment sites. It was agreed that a board which displays 4 A4 sheets would be sufficient and to proceed with an order via Graphic Pavement Signs Ltd.
RESOLVED: Clerk to order 2 notice boards from Graphic Pavement Signs Ltd.
Erection of Notice Boards
Members reviewed quotations obtained for erecting the notice boards. F Mesha, Co-opted Member for King Georges Avenue confirmed that he is happy to display the notice board at King Georges Avenue. N Inglis suggested that we may be able to utilise Brian Edmunds at a lower cost but wasn’t sure if he would be available due to commitments.
RESOLVED: Members agreed that in the first instance, the Clerk should arrange for the work to be carried out by B Edmunds. However, if this was not possible or cost effective, a decision would be made by the Clerk, to make a decision and proceed with instructing the work.
Repairs to Fencing – Dunns Meadow and Abdy Avenue
The Chair confirmed that this work had now been started and will be inspected once complete, before payment is made.
A44/11 KING GEORGES AVENUE
Members reviewed the quotation from Tendring District Council to clear plot 5 and the quotation received for a 5 yard skip. F Measha, Co-opted Member for King Georges Avenue requested to speak to the tenant of plot 2, prior to ordering the skip as he may have a contact who will able to carry out the work at a lower cost. He also confirmed that the tenant for plot 5 is able to work 3
quarters of his plot and would be happy to wait a short while until it is cleared.
RESOLVED: F Mesha to obtain a quotation from tenant of plot 2. Members agreed for the Clerk to proceed with the most cost effective option for clearing the
A45/11 VACANT PLOTS/WAITING LIST/NOTICES TO QUIT
The Assistant Clerk informed members of 1 vacant plot, which is currently under offer, 36 people on the waiting list and 3 Notice to Quits issued since the last meeting.
A46/11 APPEAL OF NOTICE TO QUIT ISSUED – PLOT 2 WILLOW WAY
Members considered an appeal from the tenant of Plot 2 in relation to a recent notice
RESOLVED: unanimous vote to permit the tenant to keep their plot.
A47/11 ALLOTMENT ASSOCIATION HUT
Further to minute A30/11 members discussed quotations obtained to demolish the association hut and alternative options available. Concerns were raised relating to the cost and the stability of the hut and whether it posed a health and safety risk. Cllr Henderson suggested leaving the hut and review the situation in 1 year.
RESOLVED: Review durability of the hut in 1 year
A48/11 WATER RATES
Co-opted Members reported on the views of their allotments holders in relation to the method of calculation of the water rates. S O’hara confirmed that when carrying out the various methods of calculation, the difference in cost is minimal and the general consensus was that the existing method of calculating the water charges was appropriate.
RESOLVED: To continue with the existing calculation of water rates and split the cost evenly between each plot holder and review in 1 year.
A49/11 AUDIT OF PLOTS
Assistant Clerk gave brief outline of problems incurred with inconsistent records and out of date details held on the Council’s records for the tenant and plots of all allotment sites.
RESOLVED: Assistant Clerk, in consultation with Co-opted Members, to contact
plot holders and update details and clarify plot numbers.
FURTHER RESOLVED: Clerk to write to everyone on the waiting list and ask them to confirm in writing that they still wish to be on the allotments waiting list and notify the Council of other methods of contact. 3 weeks deadline to be given or details will be removed from the waiting list.
A50/11 REPORTS OF CO-OPTED MEMBERS
M Button confirmed that there was nothing to report on Boatswains Call
Mr O’Hara confirmed all was ok at Dunns Meadow.
Mr Mesha confirmed that there was nothing to report at King Georges Avenue.
Mr Inglis – confirmed that there was nothing to report.
A51/11 MATTERS RECEIVED IN POST OR INFORMATION RAISED BY MEMBERS
A52/11 DATE OF NEXT MEETING
The next meeting of the Allotments Committee will be held at 7pm on Tuesday 13th March 2012 at The Guildhall, Church Street, Harwich.
The Chairman closed the meeting at 7.42pm.