Seaton Town Council
Annual Meeting of Allotment Tenants Minutes
27th February 2007
PRESENT:
- Cllr J Seward (Chairman)
- Cllrs J Meakin
- R Morgan
- Mrs Partridge-Hogbin
- 22 Allotment Tenants
APOLOGIES
Mrs Daniels and Mr B Old
625/06APOLOGIES
Apologies were accepted and approved.
626/06MINUTES
Minutes of the AGM held on 6th June 2006 were approved and signed by the chairman.
627/06ELECTION OF UP TO 2 TENANT REPRESENTATIVES TO THE COMMITTEE
Ms L Bewsher and Mr M Greenyer were proposed, seconded and duly elected to the Allotments Committee.
628/06CHAIRMAN’S REVIEW
The Chairman reported on a busy year at the allotment site; specifically, continuing control of rabbits, updating of non-statutory rules, further laying of scalpings, introduction of regular inspections at site, formation of Allotments Association, the planting of a coppice for use at the site, and the successful social evening at which Kieran Bewes presented the prizes for the 2006 best allotments competition.
The Chairman concluded his report by thanking the committee and the Clerk for their help and support during the year, to Mr Brian Old for his continued assistance, and to all who had worked so hard during the year to make the allotments site such an attractive and thriving activity.
629/06FINANCIAL REPORT 2006/7
It was noted that due to an unexpectedly high water bill, the finances of the allotment site needed to be reviewed. The Chairman explained that the allotments could not be funded out of the public purse and therefore had to be self-financed. The rent currently stood at only 17p per metre but that figure no longer met the running costs sufficiently, nor enabled further improvements to be undertaken at the site. He said it would be necessary to raise the rent the following financial year.
630/06ARRANGEMENTS FOR BEST ALLOTMENT COMPETITION
The Chairman advised that judging this year would take place during the first week of July by Anne Swinthinbank, who had also agreed to present the prizes if she was available. He said regular inspections of the site would recommence in April and urged members to ensure their plots were numbered in accordance with the Non-Statutory Rules, as unnumbered plots would not be judged.
631/06TO AMEND RULE 17 TO EXCLUDE THE LIGHTING OF BONFIRES DURING OCTOBER AND FEBRUARY HALF TERMS
The Chairman advised that complaints about bonfires continued to be received from neighbouring residents. The Rules currently prohibited the lighting of bonfires during the February half-term and it was agreed to extend this restriction to include October half-term. The Committee undertook to advise half-term dates on the site noticeboard.
632/06TO CONSIDER REQUEST FROM ALLOTMENT ASSOCIATION THAT THE MAIN GATE TO THE ALLOTMENTS BE KEPT LOCKED AND ALL TENANTS PURCHASE A KEY, THE COST REFUNDABLE AT THE END OF THE TENANCY
The Chairman explained that this proposal had been put forward as a solution to the problem of non-tenants exercising their dogs on the allotment site, and to deter fly-tipping at the site. Ms Bewsher advised that she was hoping to obtain a free gate to replace the current gate which was broken. This would then enable tenants to open and close it properly and ensure that it would be properly secured.
After discussion it was agreed that the Allotments Association would consider this matter further.
633/06TO PROPOSE THAT AN ANNUAL WATER CHARGE BE LEVIED, BASED ON SIZE OF PLOTS
The Chairman referred to the earlier discussion when he had explained about the high water bill for the year, due largely to the hot weather and therefore increased usage. He said this cost had to be met by the allotment tenants.
After some discussion it was agreed that the fairest system would be to bill each tenant in April for their proportion of the preceding year’s bill, based on size of plot. This would ensure that this additional charge to tenants would relate to the water bill only and would fluctuate each year dependent upon usage; notification to be distributed with another mailing.
Tenants were requested to report any leaks to enable them to be repaired immediately.
634/06TO CONSIDER REQUEST FROM ALLOTMENT ASSOCIATION THAT A NEW NOTICEBOARD BE PURCHASED
It was agreed that before a decision was made, costs should be obtained and enquiries made of local carpenters. Ms Bewsher undertook to progress.
635/06TO AMEND RULE 11 TO REQUIRE THE REMOVAL OF ALL TREES ON PLOTS OTHER THAN FRUIT TREES, AND PROHIBIT THE PLANTING OF ANY TREES OTHER THAN FRUIT TREES
It was so Resolved
636/06TO AMEND RULE 11 TO RESTRICT THE GROWING OF FRUIT TREES TO DWARF, CORDON AND ESPALIER ONLY
It was so Resolved
637/06SIMPLIFY RULE 3 TO READ: “THE ALLOTMENT SHALL BE KEPT IN A CLEAN, DECENT AND GOOD CONDITION, FREE FROM NOXIOUS WEEDS AND PROPERLY CULTIVATED. IF THE TENANT FAILS TO DO SO THEY WILL BE ISSUED WITH A LETTER STATING THAT THEY HAVE ONE MONTH TO COMPLY. IF THEY STILL FAIL TO DO SO THIS WILL RESULT IN THE TENANCY COMING TO AN END. TENANTS RECEIVING MORE THAN ONE LETTER IN A YEAR WILL ALSO HAVE THEIR TENANCY ENDED. IN THIS CASE COSTS INCURRED IN BRINGING THE PLOT TO A CLEAN, DECENT AND GOOD CONDITION TO ENABLE RE-LETTING MUST BE MET BY THE OUTGOING TENANT”
It was so Resolved.
The meeting closed at 8.20
Archived Copies of Minutes
Copies of all Minutes of all the Council's meetings are held in the Council Office and copies are sent to Seaton Library once they have been signed by the chairman as a true record of proceedings at the subsequent meeting.