Allotment Minutes

Minutes of Cherry Willingham Parish Council’s 

Allotment Sub- Committee held on Monday 26th February 2024 at 19:00 in the Millennium

Chair of the Committee Cllr Burge

Vice-Chair of the Committee Cllr Brylewski

Present Cllr Burge, Robinson, Hughs, Mrs Burge, D.Townsend

      1, To appoint a minute taker

Cllr Mrs Burge Resolved

2,  To note and record apologies and absences.

Absent Cllr Brylewski

3, Declarations of interest. To record declarations of interest by any member of the council in respect of the agenda items listed below.

To note dispensations given to any member of the council in respect of the agenda items listed below.

Cllr Hughes and D.Townsend are allotment holders 

4, To receive the minutes of the Allotment Sub-Committee meeting held on the 22nd January 2024 and agree for them to be signed as a true record.   

Resolved

5, To receive an update and resolve any actions in relation to the Allotment Association

i, Allotment Association fees

 Tenancy to be amended to include “ Allotment holders to be advised to join the    Allotment Association, third party insurance is included in the Allotment Association, the cost is £3 per person per year and £2 payable locally Resolved

ii, Annual change of the Allotment gate code

Agreed to change the gate code annually, this to be included in the tenancy

Resolved

iii, Hire of Millennium Hall of Allotment Association meeting

It was agreed that the Allotment Association could use the Millennium Hall free of charge for their meetings, to book through Clerk Resolved

iv, Safety regarding ponds

Allotment holders to fence ponds Resolved

6, To review the Allotment Tenancy Agreement and approve any suggested         

Agreed to amend the tenancy as 5i, 5ii and Sub-letting with a maximum of 2 and principle tenant is responsible for payment of full amount annually.

Any changes to tenancy will require a new agreement Resolved

7, To discuss and resolve a request from plot holder 27&28 to change the name on their tenancy

No written relinquishment has been received from either of the plot holders, this will be required before any changes, the request is to add 3 people on which would mean 4 people on the agreement, it was agreed that this is too many. It was agreed to deny this request as the additional people are not residents from Cherry Willingham, this could also be seen as queue jumping Resolved

Action Clerk

8, To discuss and resolve a request from plot holder 10 to add a member to their tenancy

As the additional tenant is from Cherry Willingham it was agreed to allow this amendment but they will be issues a new tenancy Resolved

Action Clerk

9, To receive an update on unpaid allotment annual fees and vacant plots

Two plots 29 & 30 have not paid their fees, these to be offered to the next two Cherry Willingham residents on the waiting list, existing tenants to be informed of this Resolved

Action Clerk

10, To discuss and resolve any actions required with regard hedge cutting at Tanfaine

Purchase order has been issued for cutting the hedge the deadline is 29/2/24 due to birds nesting

11, Items in progress

 i, Noticeboard

Materials have been identified to be built in due course

ii, Allotment entrance

Entrance to be completed 4th, 5th and 6th March all allotment holders have been informed as entrance will not be permitted during this time.

12, Matters for report and future agenda items

New plot holders/vacancies

Review the condition of plots

Update from Allotment Association

Review of entrance

Update on locks

13, To confirm a date of next meeting

13th May 2024 Millennium Hall at 7 pm