ALLOTMENTS COMMITTEE

Minutes of a meeting of the Allotments Committee held at 7.00pm on Tuesday, 18 March 2003 at The Institute. Councillor Anderson, Chairman, presided over Councillors Chambers, Watkins and the clerk. No members of the public were present.

007     APOLOGIES FOR ABSENCE - None as all members were present.

008     DECLARATIONS OF INTEREST - None.

009    MINUTES OF THE PREVIOUS MEETING

It was reported that the minutes of the meeting held on 20 November 2002 had been received at the Council meeting held on 28 November 2002 without adverse comment and had subsequently been adopted and signed as a true and correct record at the Council meeting held on 2 January 2003. It was therefore resolved to accept the minutes as read.

010     IDENTIFICATION LIKELY UPTAKE OF PLOTS AT THE PROPOSED LOCATION

The clerk reported that of the original fifteen expressions of interest, eleven had confirmed that they were still interested, two were no longer and two had not replied. Press coverage had produced a further four interested residents and the most recent newsletter, which had only just been issued, had provided two more strong expressions.

Members were extremely pleased with the high level of response and in view of seventeen strong expressions of interest, agreed to recommend that the scheme is considered viable and arrangements are put in place to provide allotment gardens on the Hall Meadow Estate land on Hall Meadow Road.

011    PROGRESSING THE PROVISION OF ALLOTMENT GARDENS

Members considered risk assessment and crime and disorder issues relating to the provision of allotment gardens. It was agreed that small plots should be created in order to offer a choice of single or double plots according to the needs of individual plot holders. It is anticipated that somewhere in the region of 30 single plots would be forthcoming from the land. Members noted that there was a budget allocation of £2,000 for providing allotment gardens in the next financial year. It was agreed to recommend that the Committee be authorised to undertake the following investigations, utilising this budget where necessary:

·    Engage a surveyor to provide a plan and layout of the land indicating the road access, communal parking and path(s) and division of remaining land into workable plots which do not exceed the maximum permitted area for such gardens.
·    Obtain L.C.C. Highways requirements for construction of a suitable highway access and quotes for such works.
·    Obtain a quotation for the provision of a water supply to the site and to also clarify arrangements for passing on the charge to plot holders.
·    Assess insurance requirements.
·    Assess hedging/fencing requirements on the south and west boundaries and obtain quotes.
·    Assess security arrangements at the highway access and obtain quotes.
·    Obtain quotation for the preparation of the communal areas and the cultivation of growing areas.
·    Obtain specialist advice from appropriate sources concerning the management and letting of allotment plots, particularly in relation to drawing up a tenancy agreement.
·    Seek clarification from the Charity Commissioners that the letting of unused plots to residents from outside the ancient parish of Deeping St James is permitted, should all plots not be taken up.
·    Assess level of rent to be charged.
        
012     DATE OF NEXT MEETING - To be advised in due course.

The meeting closed at 7.20pm.