AFOS August 2020 Minutes
Deeping St James Parish Council
The Institute, 38 Church Street, Deeping St James, Peterborough PE6 8HD
E-mail: clerk@dsjpc.co.uk
Tel: 01778 343266
//parishes.lincolnshire.gov.uk/deepingstjames
Parish Clerk: Julie Fortnum
Minutes of the Allotments, Footpaths and Open Spaces Committee (remote by Zoom) held on Tuesday 25th August 2020 at 7pm.
Present: Councillors Bowell, Fowler, Hall, Halls, Stevens and Thomas. Councillor Shinkins-Hoppe ex-officio voting members. Parish Clerk - Julie Fortnum, Assistant Clerk - Louise Brown.
10.20 To receive apologies for absence.
Apologies were accepted from Peter Robinson.
11.20 To receive declarations of interest, if any.
None declared.
12.20 To adopt the minutes of the meeting held 9 July 2020 (enclosed).
Minutes agreed by all and to be signed by the Chairman when next in the office.
13.20 Clerks report.
An inspection of the allotment plots took place on the 22nd July 2020. Twelve letters were sent out the next day; one of these was a notice to quit and we have not heard from him. Three Tenants were asking if the plot holders would like to reduce their plot sizes due to concerns and seven more had a letter of concern. I have since heard back from five of the Tenants on this list; two are quitting their plots, one will not be renewing in September, one is reducing their two half plots to half a plot and one person stated that they had been poorly, but would try to sort their plot out. Furthermore, there has been another Tenant, not related to this that has given their notice to quit. To sum up, we currently have seven plots becoming available soon.
We have also had concerns regarding a rather large construction being built in one plot and there is a query to monitor this and speak to the owner as necessary.
There has been discussion regarding bonfires, times and management safety regarding these.
14.20 To agree the terms of the allotment plot rental increases over two years.
Councillor Bowell offered a proposal (appendix 14.20), referring to Deeping St. James Parish Council Allotments, and an increase in plot rental to occur in increments over two years.
Cost Now at Sept 2020: Full Plot £35 Half Plot £20
From Sept 2021: Full Plot £45 Half Plot £25
From Sept 2022: Full Plot £55 Half Plot £35
This increase was agreed. Resolved.
15.20 To agree the new Tenancy agreement for plot holders.
Councillor Bowell provided a copy of an amended DSJPC Tenancy Agreement for the allotment gardens at Hall Meadow Road (appendix 15.20), for all to view.
Alterations were made regarding:
• Number and size of structures given permission to be placed on the plot.
• Bonfires, when they are allowed, how they are to be managed and sanctions.
• Restrictions on tree planting (various dwarf trees are acceptable) and prohibited invasive plants.
• A section has been included by the Allotment Association to encourage more plot holders to become members, offering information of what they do, what the plot holder would get and how to get hold of them.
Councillor Halls proposed that we accept the Tenancy Agreement as it is and review next year if there are problems. All Councillors agreed. Resolved
16.20 To consider whether to pursue an agreement between the Allotments Association and the Parish Council following the Allotment Associations rejection of the Agreement.
Councillor Bowell provided copies of emails between himself and the Allotments Association (appendices 16.20a, 16.20b), discussing both the Tenancy Agreement and a memorandum of understanding between the Allotment Association and Deeping St James Parish Council.
After a lengthy discussion, it was proposed to remove the Parish Council/Allotments Association Agreement completely and deal with cases as they arise. All Councillors agreed.
Resolved
The meeting ended at 19.58pm.
17.20 Dates of the next meetings to be decided –
17 September 2020