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OPEN SPACES COMMITTEE OF ALTON TOWN COUNCIL


Open Spaces Committee Members as at June 2015:-
 Name Position Town Ward
 Councillor Matthew Bayliss
 Chairman Alton Westbrooke
 Councillor Mike Dicker   
 Vice Chairman Alton Amery
 Councillor Sharon Cullen Member Alton Westbrooke
 Councillor Derek Gardner Member Alton Wooteys
 Councillor Graham Hill Member Alton Ashdell
 Councillor Pam Jones Member Alton Whitedown
 Councillor James Voller Member Alton Holybourne

Open Spaces Committee Meeting - 3rd June 2015
 Committee Councillors in attendance Committee Councillors who were absent
 Councillor Matthew Bayliss Councillor Mike Dicker
 Councillor Sharon Cullen Councillor Graham Hill
 Councillor Derek Gardner 
 Councillor Pam Jones 
 Councillor James Voller 
  
  

Correspondence from Alton Allotment Association to the Open Spaces Committee - Link

Agenda:

Minutes:
The Minutes included the following about the Car park at Hawthorns:-

042 Car Park Facilities at Hawthorn Allotment Site

The committee reviewed the three quotes which had been received to provide permanent car parking facilities at the Hawthorn Allotment Site. This project had been on-going since 2012 but due to budget restraints each year had been deferred. Members discussed at length the merits of the location of the car parking facilities seeking further discussion with the Allotment Association and confirmation of any planning constraints regarding sky line before any decision is made. On the proposal of Councillor Mrs Jones, seconded by Cllr Voller it was

RESOLVED To defer a decision on car park facilities at Hawthorn Allotment Site



Open Spaces Committee Meeting - 15th July 2015

 Committee Councillors in attendance Committee Councillors who were absent
 Councillor Matthew Bayliss Councillor Mike Dicker
 Councillor Sharon Cullen 
 Councillor Derek Gardener 
 Councillor Graham Hill 
 Councillor Pam Jones 
 Councillor James Voller 
  

Correspondence from Alton Allotment Association to the Open Spaces Committee - Link

Ltr_Bayliss_July2015.pdf


Agenda:

http://www.alton.gov.uk/AltonTownCouncil/UserFiles/Files/Agendas/Open%20Spaces/20150710084724795.pdf


Minutes:

http://www.alton.gov.uk/AltonTownCouncil/UserFiles/Files/Minutes/Open%20Spaces/2015/15.07.15%20Open%20Spaces%20Committee%20Minutes.pdf


The Minutes included the following comments relevant to allotments:-


130 Allotment Update

Members received a comprehensive update report on a meeting held with the Allotment Association on 2nd July, the current position on the waiting list for plots (site by site, together with approximate waiting time); the outcome of the plot inspections undertaken to date and a site update on the storage container now in situ on the Spitalfields/Wooteys site. Following the trial period for the maintenance of each of the sites, in agreement with the Chairman of the Allotment Association and the Grounds Manager, this will be handed back to the AA, site by site in a phased handback. Councillors Mrs Jones and Mrs Cullen both agreed to represent the council on the Allotments Advisory Sub Committee which was Resolved to be established in June 2014. In order to clarify the membership of the sub committee, in addition to two councillors, up to five members of the Allotment Association would be invited to attend, together with two officers of the council; Mrs Samantha Brown and Mr Ty Smith.


139 Car Park Facilities at Hawthorn Allotment Site

The committee reviewed the three quotes which had been received to provide permanent car parking facilities at the Hawthorn Allotment Site. This project had been on-going since 2012 but due to budget restraints each year had been deferred. The Allotment Association had confirmed they would like to see the work undertaken this year and Councillors in agreeing to the work being undertaken members requested that the Grounds Manager liaised with the Allotment Association for their views on when the work should be undertaken and the materials to be used. On the proposal of Councillor Mrs Jones, seconded by Councillor Voller it was

RESOLVED

To engage Emily’s Road Markings to undertake the work as per the quotation received in the sum of £9,730.30 subject to confirmation from the Allotment Association on timing and agreement to materials to be used.



Open Spaces Committee Meeting - 9th September 2015

 Committee Councillors in attendance Committee Councillors who were absent
 Councillor Matthew Bayliss Councillor Sharon Cullen
 Councillor Mike Dicker Councillor Graham Hill
 Councillor Derek Gardner 
 Councillor Pam Jones 
 Councillor James Voller 
  
  

Correspondence from Alton Allotment Association to the Open Spaces Committee - Link

Letter_to_Cllr_Bayliss_7th_Sep_2015.pdf

Letter_to_Mrs_Coney_8th_Sep_2015.pdf


Agenda:

http://www.alton.gov.uk/AltonTownCouncil/UserFiles/Files/Agendas/Open%20Spaces/20150903100639852.pdf


Minutes:

http://www.alton.gov.uk/AltonTownCouncil/UserFiles/Files/Minutes/Open%20Spaces/2015/15.09.09%20Open%20Spaces%20Committee%20Minutes.pdf

The Minutes included the following comments relevant to allotments:-


198 Questions and representations from Members of the Public


2. Mr Pritchard wished to update Members in regard to the Alton Allotment Association. They are currently trying to recruit an additional two people to assist with grass cutting and hedges as unfortunately two of the previous volunteers have been unable to continue. In talking to plot holders Mr Pritchard said he was pleased that there has been a decrease in the number of complaints arising from untended plots.

He was pleased at the development of the relationship between the Alton Allotment Association and the Town Council and he looks forward to the first meeting of the Allotment Advisory Sub-Committee. There will be an Extraordinary AGM on the 7th October to consider the collection of Alton Allotment Association membership fees by the Town Council when rent renewals are sent out.

Cllr Mrs Jones wished to commend Mr Pritchard on the production of the Autumn Newsletter.



Open Spaces Committee Meeting - 26th October 2015

 Committee Councillors in attendance Committee Councillors who were absent
 Councillor Matthew Bayliss Councillor Sharon Cullen
 Councillor Graham Hill Councillor Mike Dicker
 Councillor Pam Jones Councillor Derek Gardener
  Councillor James Voller
  
  
  

Correspondence from Alton Allotment Association to the Open Spaces Committee - Link

Letter_to_Bayliss_19Oct15pdf.pdf

Letter_to_Town_Clerk_20Oct15pdf.pdf


Agenda:

http://www.alton.gov.uk/AltonTownCouncil/UserFiles/Files/Agendas/Open%20Spaces/open%20spaces%20papers.pdf


Minutes:

http://www.alton.gov.uk/AltonTownCouncil/UserFiles/Files/15.10.26%20Open%20Spaces%20Committee%20Minutes.pdf


201 Allotment Update

The Administration Officer’s report was received. Further to the comments made by Mr Pritchard the Clerk was asked by Cllr Dicker to ensure that there was no liability upon the Town Council acting as a third party in respect of collecting membership fees on behalf of the Alton Allotment Association.

Cllr Bayliss said he was pleased to hear the plot inspection regime was working well. He further highlighted the commencement of the works to the car park at Hawthorns next week. Members further commended the installation of the new storage container on the Wooteys and Spitalfields site.


294 Minutes of the Allotment Advisory Sub Committee & Recommended Actions Arising

The Minutes of the Allotment Advisory Sub Committee meeting were circulated to Members together with the draft Terms of Reference. Members were invited to note the minutes and to consider the recommended actions arising. Councillor Hill asked who would be paying for the water at Wooteys if additional taps were installed. The Clerk replied it would be the Town Council. Councillor Mrs Jones stated that water usage was unlikely to go up it just meant it would be less far for plot holders to carry their water. Councillor Bayliss noted that in the draft Terms of Reference item two should be removed as it was outside the scope of a sub-committee to monitor delivery of any Council strategy, notwithstanding the fact that there is currently no such strategy for the allotments. It was further suggested that the Sub-Committee might like to remove the definition of their “purpose” as this was covered in the terms themselves but might like to replace this with a little background on the sites and the Council’s duty to provide allotments.

On the proposal of Councillor Hill, seconded by Councillor Mrs Jones it was

RESOLVED to


(i)   Agree the Terms of Reference of the Sub Committee, subject to the removal of item two and a recommendation to remove the “purpose” and replace with background information to give context.

(ii) Agree the collection of opt-in membership Allotment Association fees together with the annual rent to the Council,


(iii) Agree the timetabling of regular site inspections for 2016 on the second Tuesday of the month with Councillors Jones and Cullen in attendance at the first inspection of the year


(iv) Approve the additional taps at Wooteys to be funded by the Allotment Association and installed by plot holders


(v) Agree to put forward to the Budget Workshop the request to increase the allotment budget for 2016/17 to reflect the requests made by Mr Pritchard in his submission to the Chairman of the Open Spaces Committee.



Open Spaces Committee Meeting - 13th January 2016


Agenda:

http://www.alton.gov.uk/AltonTownCouncil/UserFiles/Files/Agendas/Open%20Spaces/2016/16.01.13%20Open%20Spaces%20Cmte%20Agenda%20and%20previous%20minutes.pdf


For Allotment Update see Agenda Item 11 (vi)

http://www.alton.gov.uk/AltonTownCouncil/UserFiles/Files/Agendas/Open%20Spaces/2016/16.01.13%20Open%20Spaces%20Cmte%20Items%207%20to%2011.pdf




Open Spaces Committee Meeting - 4th May 2016

Agenda:
http://www.alton.gov.uk/AltonTownCouncil/UserFiles/Files/Agendas/Open%20Spaces/20160428151903139.pdf

Agenda Item 16 states:-

ITEM 16 ALLOTMENTS UPDATE                                      FOR INFORMATION/DECISION


REPORT BY ADMIN OFFICER


ALLOTMENT PLOTS


Renewals for the plots went out in December 2015 and this resulted in 26 plots being relinquished.  These plots are in the process of being re-allocated to prospective new tenants.  The current waiting list stands at 48.



PLOT INSPECTIONS


In March pre-season visits to all sites were made by Mr Ty Smith, Grounds Manager, accompanied by Councillors Mrs Sharon Cullen and Mrs Pam Jones, site representatives also in attendance.  It was agreed that inspections will commence on Tuesday 5th April and following inspections for the season would be on the first Tuesday of every month.  If plots are not up to standard following inspection in May enforcement letters will be issued.



ALLOTMENT ASSOCIATION


Membership for the Allotment Association was collected with the annual rents, this resulted with just under 180 members for the Association.


The Committee is invited to note this report.


Following comments made at the Open Spaces Committee on the 28th October 2015 a revised Terms of Reference is attached to this report to be adopted by the Open Spaces Committee.


The Committee is invited to adopt the Terms of Reference.


17

ALLOTMENTS ADVISORY SUB COMMITTEE


TERMS OF REFERENCE


Background

"There have been allotment gardens in Alton for many years and they make a valuable contribution to the community.  As well as the plotholders, many other people benefit - produce is given to families and many friends and, as green spaces within the built-up area, allotments benefit everyone.  Gardening is a health-promoting activity and it yields fresh, tasty fruit and vegetables which are free from excessive pesticides and have not been transported hundreds or even thousands of miles (food miles).


The Town Council works very closely with Alton Allotment Association and organises an annual allotment holders' competition." (Alton Town Council website 10th February 2016) The Alton Neighbourhood Plan, currently awaiting the outcome of a referendum, also supports allotments. "Policy CH7 therefore supports the provision of new allotments associated with housing development schemes.  Where a development proposal includes new allotments, this will be considered as a positive feature of that scheme." (Alton Neighbourhood Plan).


Function

The function of the Allotment Advisory Sub Committee is to act as a consultative and advisory body to Alton Town Council on matters affecting the provision of allotments in the Parish.


Membership

The Sub Committee shall consist of two Councillors, up to five representatives of the Alton Allotment Association, to include site representatives, and two officers from the Council (Grounds manager & Allotments Officer).


1.        To advise on allotments provision, management, improvement and funding;


2.        To ensure that there are good channels of communication between tenants, the Alton Allotment Association and the Town Council and good channels of tenant /site representative communication;


3.        To assist in promoting awareness and best practice amongst all allotment sites;


4.        To work in conjunction with the Alton Allotment Association, to ensure mutual understanding and joint working;


5.        To review tenant rent charges each year, to ensure any rent increase is agreed with the Alton Allotment Association, and then notified to tenants by the end of December each year;


6        To identify any additional strategic budgetary requirements that may need to be borne by the Town Council;


7.        To monitor health & safety at allotment sites and ensure that there is a safe working environment for staff, tenants and visitors;


8.         To help develop the involvement of local schools to encourage children to become more actively involved in growing produce.








 
 
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