Allotment Minutes – 24th June 2021
HARWICH TOWN COUNCIL
Guildhall, Church Street, Harwich, Essex CO12 3DS
Tel: 01255 507211
email: info@harwichtowncouncil.co.uk
MINUTES of the Meeting of the ALLOTMENTS COMMITTEE
held on
Thursday 24th June 2021 at 7.00pm
at Long Meadows Community Centre
| Present: | Councillors Powell, Chant, Fay, Morrison, Richardson, D Smith and Davidson |
| In the Chair: | Councillor Todd |
| Clerk: | Michelle Townsend |
| Also present: | Site Representatives Feaviour, Chamberlain, Cielecki and Bayford
No members of the public and no members of the press |
PUBLIC QUESTION TIME:
None
| A01/21 | APOLOGIES FOR ABSENCE Apologies received from: Cllrs Calver and I Henderson Site Representative Peter Day |
| A02/21 | DECLARATIONS OF MEMBERS’ INTEREST Cllr D Smith in relation to item 10 as his property adjoins Boatswains Call allotment site. |
| A03/21 | ELECTION OF VICE-CHAIR RESOLVED: To appoint Councillor David Smith as vice-chair of the Allotments Committee. |
| A04/21 | MINUTES OF THE LAST MEETING RESOLVED: That the minutes of the Allotments meeting held on 18th March 2021 (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 18th March 2021 (previously circulated) be approved by the committee and signed by the Chairman as a true record. |
| A05/21 | MATTERS ARISING FROM THE MINUTES A45/20 – Signage at Redoubt– ‘No dog walking’ signage was relocated to the fencing by the site notice board. A48/20 – Tidy up Initiative at the Redoubt Allotment Site – Metal collection has been successful and has now been removed from the site. Due to possible issues, it was agreed for the communal bonfire not to go ahead. A52/20 – Tree Liabilities – Work has been delayed until September due to the nesting season. |
| A06/21 | MATTERS ARISING FROM PREVIOUS MINUTES Redoubt Hedge and Footpath – Finance & General Purposes Committee agreed to enter into negotiations with Tendring District Council about land ownership of all allotment land managed by Harwich Town Council. Currently awaiting a response from Tendring District Council. |
| A07/21 | VACANT PLOTS/WAITING LIST/NOTICES TO QUIT The Clerk advised members of the following: • 42 people on the waiting list (most are waiting for specific sites or plots) • 3 vacant plots • 2 NTQs issued since the last meeting |
| A08/21 | SITE REPRESENTATIVE REPORTS Mrs Feaviour – It has been an interesting year weather wise but the site is looking good. Mr Chamberlain – Other than the know problem plots, everyone is working hard. Mrs Cielecki – Being a bigger site, there are quite a few ‘seasonal’ allotment holders so there are a handful of problem plots which the council are aware of. Mr Bayford – Site is tidy and the new plot holder is doing well. |
| A09/21 | BUDGET UPDATE The Clerk briefed members on the current financial position of the allotments budget: Allotments Maintenance Budget – £2000.00 Total expenditure to date |
| A10/21 | REVIEW OF BONFIRE POLICY Members considered a suggestion to amend the time when bonfires can occur and clarify the months that they come into effect. RESOLVED: To amend the tenancy agreement with effect from September 2021 to state bonfires must only occur after 18:00 hours between the months of February and September and after 15:00 hours between the months of October and January. |
| A11/21 | REVIEW CURRENT PROCEDURES AND TENANCY AGREEMENT IN RELATION TO THE MANAGEMENT OF WASTE ON SITE, CONDITION OF PLOTS WHEN RELINQUISHED, WILD FLOWERS/MEADOWS AREAS Members discussed the current administration process in relation to problem plots and considered suggestions to assist with the management. At the present time members were reluctant to introduce a deposit scheme to ensure that plots remain affordable for all. Members felt that irrespective of the condition of the plot when taken on, the tenancy agreement is quite clear that the new plot holder is responsible for all items on the plot, both planted, deposited or built on the site and that it is the plot holders responsibility to ensure that the plot is clear of weeds and debris during the tenancy. The Clerk advised that plots are very rarely handed back in an acceptable condition. Members felt that the council needs to ensure that the agreed processes are followed through and that anyone handing a plot back to the council must clear it from overgrowth and non-allotment items. The tenancy agreement states that the plot should be left in a clean and tidy condition and all non-allotment equipment removed from the site. If in the opinion of the council, the plot has not been left in a satisfactory condition, any work carried out by the council to return the plot to a satisfactory condition shall be recharged to the vacating tenant. |
| A12/21 | ALLOTMENT RENTS The Clerk briefed members on the current allotment fees and those which had been agreed to be implemented in September 2021. RESOLVED: A further increase of 50p per rod (£4.50 per rod) from September 2022 and to keep the discount for those in receipt of state pension at 25%. |
| A13/21 | MATTERS RECEIVED IN THE POST, BE REPORTED OR RAISED BY MEMBERS None |
| A14/21 | TIME AND DATE OF NEXT MEETING The next meeting of the Allotments Committee will be held at 7pm on Thursday 21st October 2021, at a venue to be agreed. |
| A15/21 | EXCLUSION OF PUBLIC AND PRESS Members RESOLVED: That Pursuant to Sub-Section 2 of Section 1 of the Public Bodies (Admission to Meetings) Act 1960 the meeting was closed to the press and public for the transaction of the under-mentioned business:
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The Chairman closed the public part of the meeting at 8.45pm
CHAIRMAN: DATE: