Allotments Minutes 18th December 2013
MINUTES of the Meeting of the ALLOTMENTS COMMITTEE
held at
The Guildhall, Church Street, Harwich
on
Wednesday 18th December 2013 at 7.00pm
| Present: | Councillors King, Morrison, Calver, J Henderson, F Powell, C Powell, Thompson and McLeod |
| In the Chair: | Councillor A Todd |
| Clerk: | Michelle Townsend |
| Also present: | Site Representatives Mrs Steward, Mr Button, Mr Mesher, Mr McCoy, Mr O’Hara and Miss Clark 1 member of the public and no members of the press |
PUBLIC QUESTION TIME:
None
| A54/13 | APOLOGIES FOR ABSENCE Cllr Nicholson, substituted by Councillor C Powell |
| A55/13 | DECLARATIONS OF MEMBERS’ INTERESTS None |
| A56/13 | MINUTES OF THE LAST MEETING RESOLVED: that the minutes of the Allotments meeting held on 23rd October 2013 (previously circulated) be approved by the Committee and signed by the Chairman as a true record.FURTHER RESOLVED: that the confidential minutes of the Allotments meeting held on 23rd October 2013 (previously circulated) be approved by the Committee and signed by the Chairman as a true record. |
| A57/13 | MATTERS ARISING FROM THE MINUTES Site Representative Mr Button made Members aware that as agreed, he has always placed minutes on the notice board at Boatswains Call, once they had been approved at the following meeting. |
| A58/13 | VACANT PLOTS/ WAITING LIST/NOTICES TO QUIT The Clerk advised members of the following:
|
| A59/13 | SITE REPS REPORT Mrs Steward – Nothing to report. Mr McCoy- The plot holder for the newly created plot at Long Meadows is making good progress.Mr Button – The vacant plots at BC are now getting quite overgrown.Mr Mesher – There are no issues other than the vacant plot following plot 4 being halved.Miss Clark – Nothing to report. Mr O’Hara – The repair work to the gate and fence was still outstanding. The Clerk agreed to chase the contractor. |
| A60/13 | AUDIT OF ALLOTMENT MAPS The Clerk made members aware that the allotment maps required updating and asked for assistance from the Site Representatives. RESOLVED: Site Representatives to review their allotment site and notified the Clerk of any necessary amendments. |
| A61/13 | DRAFT VACATED ALLOTMENT FORM Members reviewed the form which will assist with the process when vacating a plot.RESOLVED: Form to be adopted and utilised by the office and Site Representatives. |
| A62/13 | MATTERS RECEIVED IN THE POST OR RAISED BY MEMBERS The Chairman commended the work of plot holders at King Georges Avenue following their teamwork and assistance with erecting a fence at the site. |
| A63/13 | MATTERS FOR FUTURE AGENDAS (for information purposes only) Members agreed for the following items to be placed on future agendas: – Calculation of water rates – Rent review – Tool Hire |
| A64/13 | TO RESOLVE TO PERMIT SITE REPRESENTATIVES TO REMAIN IN THE MEETING DURING CONFIDENTIAL BUSINESS RESOLVED: To permit the Site Representative to remain in the meeting during confidential business. |
| A65/13 | TIME AND DATE OF NEXT MEETING The next meeting of the Allotments Committee will be held at The Guildhall, Church Street, Harwich on Tuesday 18th February at 7pm |
The Chairman closed the public part of the meeting at 7.50pm