Allotment Committee Minutes 29 October 2007

(a) Taps and water supply

RESOLVED:  Clerk to check with Mr Payne as to the situation with regard to turning off the water supply for the winter months and condition of the taps.

(b) Gate onto the Forest – Romsey Road

It was confirmed that no comments had been received regarding the closure of this gate.

(c) Plots in an Unsatisfactory Condition

The Clerk reported that all plots that were considered to be in an unsatisfactory condition by allotment collection evening had been relinquished except for plots numbered 58/59 which would be dealt with under agenda item number 8.

Discussion took place regarding the condition of the boundary fencing.

RESOLVED:  That, following a new fence to the northern boundary, the boundary fencing to the top part of the allotments was now considered to be an urgent priority and the Clerk agreed to obtain an estimate for this work.

Concern was expressed that some plot holders had too many chickens and that their welfare was giving cause in the case of plot numbers 58/59.

RESOLVED:  That Mr Cooper be informed of the Committee’s concern – matter dealt with further under agenda item number 8.

The Clerk explained that Mr Cooper had received warning letters regarding the condition of his plots in 2006 and 2007.  In 2006 he had been asked to relinquish one of his plots but had ignored this request. 

In 2007, when fees became payable, a letter had again been sent asking him to relinquish one of his plots.  This letter had been ignored and the rent delivered to Mrs Butcher, not to the Clerk as directed in all the correspondence he had received. 

The Clerk had subsequently sent a further letter to Mr Cooper asking him to contact her urgently and drawing attention to the condition of his plots, number of chickens on his plots and the chickens in his ownership but which had been placed on Mr Knowles plot.  This letter had also been ignored.

RESOLVED:  To write to Mr Cooper stating the Committee’s dissatisfaction with the manner in which he had conducted this matter and also drawing attention to the condition and number of chickens he had on the allotment gardens, giving him two weeks in which to contact the Clerk.  Rent for the plot he should have relinquished would also be returned.

It was reported that only plot number 98 remained to be cleared.

RESOLVED:  That allowance for the remaining plot clearance be made in the budget requirement for the financial year 2008/09 bearing in mind that there were a large number of trees to be removed.

Discussion took place as to whether regular plot inspections should take place and marks allocated to plots that were not considered acceptable.

RESOLVED:  That inspections by the Clerk and one member of the Committee take place on a quarterly basis and if a plot holder received four marks against their allotment they would be invited to give reasons for this.  If an acceptable reason was not forthcoming the plot holder would be asked to vacate their plot.