MINUTES OF ALLOTMENT MANAGEMENT COMMITTEE

MONDAY 30 JULY 2007

* / Cllr K Barnes / Mr L Cornell
* / Cllr P Demonti / * / Mr F Lacey
* / Cllr Gilbert (Chairman) / * / Mr T Robinson
* / Cllr Peek
* / Cllr Ms S Wilcock / Cllr Mrs D Hollebon (ex officio)
* / Cllr M Wood
Cllr Miss C Woodman
* / Cllr C Woodward (Vice-Chairman)

*denotes present

148.APOLOGIES FOR ABSENCE

Cllr Miss Woodman and Mr Cornell

149.SUSPENSION OF STANDING ORDERS

150.PRESENTATION BY MR MICHAEL CAMP, CHAIRMAN, BALDOCK ALLOTMENT AND LEISURE GARDENERS ASSOCIATION

The Chairman welcomed Mr Camp to the meeting. Mr Camp advised members that he was Chairman of the above Association which had recently become affiliated to the National Association of Allotment and Leisure Gardeners. He stated that the aim of the Association was to provide a trading shop and to liaise with the local District Council regarding the letting of the two allotment sites in Baldock. Membership of the National Association had enabled the group to take over the maintenance of the allotment sites from the District Council and to provide both public and employers insurance for its members. Mr Camp stated that with the help of an annual grant of £2200 from the District Council, the Association had been able to employ local business men and a farmer to fully rotavate the long term unused plots on the sites, and these were now all let.

Mr Camp advised members that the Association had also recently provided five small plots for people with disabilities. The plots had been divided into small workable areas and built onto raised beds making them easily accessible for wheelchair users. A hard standing space for cars and paths around the plots had also been provided with the help of the Hertfordshire Young Offenders Group. The group had been well supervised and had shown commitment to the work. Four of the five plots were now let to people with disabilities. Members were interested in the provision of the plots for people with disabilities and considered that such a provision was a possibility in the future on a site in Bishop’s Stortford.

At the end of the presentation, the Chairman thanked Mr Camp for his attendance and Standing Orders were reinstated.

151.DECLARATIONS OF INTEREST

None.

152.MINUTES OF THE MEETING HELD ON 4 JUNE 2007

Min 43, Item 2. End of first paragraph.

Add: The Council should remain mindful of the Health and Safety implications in allowing vehicles onto the site.

RESOLVED: that the Minutes be received as a correct record and be signed by the Chairman

153.MATTERS ARISING FROM THE MINUTES

Min 45: Damaged Wall – Haymeads Lane Allotment Site

To note that the Clerk was awaiting the official police report of the accident before pursuing the claim.

154.CURRENT WAITING LIST AND VACANT PLOTS

Members had been circulated with a copy of the current waiting list and vacant plots. With regard to the waiting list, Cllr Demonti felt that it was distorted and did not represent the true position, as a number of persons were shown requesting more than one site. It was explained that the list was in fact a working list for use in the office which enabled staff to know who to contact first when a suitable plot became available on a particular site.

A general concern was raised with regard to the number of plots shown as empty and unusable and members felt that an inspection of these plots should be made to establish whether they could be brought under cultivation in order to satisfy the demand from people on the current waiting list.

A further concern was raised with regard to the number of plots which were let, but which had become overgrown and apparently not worked. Members suggested that the Site Agents be requested to inform the Town Council of those plots which had become overgrown in order that a suitable letter could be forwarded to the tenants. A further comment was made that perhaps the tenancy rules and regulations were not sufficiently strongly worded to ensure that the situation did not occur, and in this regard it was suggested that these should be reviewed.

155.ALLOTMENT COMPETITION

Members were informed that judging of the Allotment Competition had taken place in early July and the winner of the best overall plot was Mr O J Thake and the best site overall was Haymeads Lane. The full list of results would be forwarded to Mr Cornell shortly, well in advance of the September Harvest Supper.

A comment was made that there appeared to be a degree of apathy toward the competition both from Members and Tenants alike and it was felt that the future of the competition should be reviewed or altered as necessary in order to inject further interest.

156.FUTURE USE OF ALLOTMENTS

It was acknowledged that Bishop’s Stortford as a Town was changing dramatically and there were now many residents in the Town living in flats with little or no garden. It was felt that an advertising campaign should be launched to advise the public of the existence of the allotment sites and to encourage a new generation of allotment holders. It was however acknowledged that it was first important to identify the number of plots available for lease and to establish how best to bring the currently unusable and overgrown plots back into use. In this regard, it was suggested that the Clerk, Mrs Prentice and the Chairman visit the various sites during week commencing 6 August in order to review the way forward.

157.ANY OTHER BUSINESS (MATTERS RAISED BY ALLOTMENT REPRESENTATIVES)

i) Notice Boards

Mr Lacey advised members that the Allotment and Gardens Association had recently received a grant from BAA towards the cost of providing notice boards at all the sites, and he sought permission from members to erect the notice boards inside the allotment sites. Members were happy to accede to the request.

ii) Site Agents Meeting

Mr Lacey suggested that a regular Site Agents Meeting should be arranged in order to keep both the Agents and members fully informed of issues relating to the various sites. It was agreed that a meeting should take place as soon as possible. It was felt that enthusiasm for the AllotmentCompetition could be established at the same time.

iii) Parking Dispute at Ward Crescent

The Chairman advised members that it had been established from Circle Anglia Housing Association that there was no covenant on the land, including the parking bay, in EverestGardens and thereforeneither residents nor allotment holders had preference over the parking bay.

158.ITEMS FOR FUTURE AGENDA

i) Publicising Vacant Allotments (Cllr Woodward)

ii) Review of Tenancy Rules and Regulations (Cllr Miss Wilcock)

iii) Review of Allotment Competition (Cllr Woodward)

159.URGENT BUSINESS

None

There being no further business, the meeting closed at 8.50pm

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