AFOS 2021 Minutes

Minutes of the Allotments, Footpaths and Open Spaces Committee on Tuesday 21 September 2021 at 7:45pm held at the Institute.

Present: Councillors Hall, Halls, Stevens (District), Thomas (District) and Shinkins-Hoppe.

Assistant Clerk Louise Brown.

14.22    To receive apologies for absence.

Councillors Bowell, Fowler and Rose.

15.22    To receive declarations of interest, if any.

None.

16.22  To adopt the minutes of the meeting held Monday 17 June 2021. 

The Minutes were agreed to be a true representation and signed.

17.22  To receive reports from the Clerk.

The Allotments Show was held on 15th August 2021.  Councillors Halls, Bowell, Fowler and Rose attended along with Vice-Chair Shinkins-Hoppe who presented the trophies. 

The Allotment Car Park was expected to be resurfaced on Monday 20th  September 2021, however, was reviewed and it was discovered that roadways 2, 3 and 4 could be attended to within the budget, so the date has been moved to the 4th October 2021.

The Assistant Clerk is to send the rat information out to tenants for the renewal date.

A contractor was also due to attend the Skate Park, Hall Meadow Road Allotments, Millennium Woods and Deeping St James Cemetery to survey the trees on the 20th September 2021.

The Assistant Clerk has been in touch with the maintenance man regarding the leaky taps  at the allotments.  There is some query about many hands helping, which can create a larger problem.

ALLOTMENTS

18.22  To receive and discuss the report from the Allotments Association and make any recommendations to Council.

The Councillors reviewed the Allotments Association Quarterly Report and brought out Request points to discuss.  

1, The skips provision has been discussed at point 23.22.

2, The perimeter hedge has been discussed at point 24.22.

3, The Parish Council have alerted the maintenance worker to the problem of the leaking taps, but would also like the Allotments Association and tenants to alert the Parish Council as soon as possible regarding concerns; so that the maintenance worker can act more  quickly rather than the resulting many hands helping, which can cause more damage. 

4, The raised beds at Plot 32B – DSJPC, plot have been slowly degrading over time.  It has previously been agreed that this plot is to be offered to a new tenant.  Whereupon Deeping St James Parish Council was alerted to the possibility of this land being unsuitable for growing plants.  The Councillors have agreed that the planters should be dismantled and four large new planters built in place for a tenant with specific needs.  The  Assistant Clerk is to obtain quotes.

5, The plot numbering has been discussed at point 25.22.

19.22  To receive a report on progress with reallocating Allotment plots, together with an update on current tenants. 

As at 14/09/21 - We have 114 plots currently available for tenants: -

(Not including club house & DSJPC land)

2 plots are abandoned and awaiting attention from a contractor.

3 half plots are being returned at the renewal.

10 plots are full sized.

104 plots are half sized.

34 plots taken by Market Deeping tenants.

74 plots taken by Deeping St James tenants.

4 plots taken by Stamford, Northborough, Maxey and Deeping Gate.

The waiting list status is currently at 34: -

8 people waiting from Deeping St James.

13 people have a plot and are asking for another.

13 people waiting from Market Deeping area.

20.22 To receive a report of the budget position to date and expected outturn for the financial year 2021/22. 
    
Expenditure 2021/22

After the Agenda we sent out, there was a change to the Allotments Improvements costing, this has been changed in the table to £4,900 still to pay to reflect this.

Allotments Improvements also has a reserve pot of £4,500, that has been saved for a few years that will assist with the cover of the cost of the Car Park and Roadways 2, 3 and 4.

21.22  To consider budget estimates for 2022/23 and make recommendations to the Finance and general purposes committee.

Maintenance and Misc:  Budget to remain at £2,000 to cover skips etc.

Trees, Hedges, Bulbs and Wildflowers:  Budget to remain at £500.  Councillors would like some nets of bulbs for Jubilee Park and other various ventures.

Riverbank Maintenance: Budget to remain at £1,500.

Jubilee Park:  Budget to remain at £10,000. 

Allotment Improvements:  Budget to increase to £2,000.

Flag Pole/Storage Shed:  Budget to increase to £2,000.

Maintenance of trees and hedges:  Budget to remain at £6,000.

Begin new pot ring fenced for Play Equipment at Jubilee Park £10,000.

22.22  To receive an update regarding repairs to car park and roads at the Allotments. 

The Allotment Car Park was expected to be resurfaced on Monday 20th  September 2021, however, was reviewed and it was discovered that roadways 2, 3 and 4 could be attended to within the budget, so the date has been moved to the 4th October 2021.  The expected cost of this is now anticipated to be £4,900.

23.22  To consider the need for a skip at the Allotments in the Autumn.

The Councillors discussed that the tenants received three skips last year, which was an anomaly due to the number of tenants accessing their plots throughout the COVID lockdown.  The Councillors wish to reduce the skip allocation to once this financial year and encourage the tenants to make thorough use of their composts. 

24.22  To consider the management of the perimeter hedge.

The Assistant Clerk is to contact the farmer and arrange for the perimeter hedge to be cut during a dry period to protect the roadway access.

25.22  To consider ideas for plot numbering.

Councillors looked at a variety of ways to number the allotment plots.  It was agreed that numbered stakes would be used.  The Assistant Clerk is to approach Councillor Robinson to see if he can assist.

OPENSPACES 

26.22  To consider the outcome of the Tree Survey.

The report had not been supplied at the time of the meeting and so this point shall be carried until details have been sent.

27.22.  To agree date of next meeting.

Thursday 20th January 2022 at 7.45pm