HEBDEN ROYD TOWN COUNCIL. MEETING of the ALLOTMENTS COMMITTEE held TUESDAY 31 st May 2011 MINUTES

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1 HEBDEN ROYD TOWN COUNCIL MEETING of the ALLOTMENTS COMMITTEE held TUESDAY 31 st May 2011 MINUTES PRESENT Councillors; Davenport, Fearon, Talbot, Trickett & Yorke. Also present Steve Gibson/Bear (Treesponsibility), Polly Webber (ATC), Dongrea Kohl (Treesponsibility), Eddy Beasley (Redacre) & Liz Dodd. 35. ELECTION OF CHAIR It was moved by Cllr Talbot Seconded by Cllr Trickett and RESOLVED: that Cllr Yorke be Chair of the Allotments committee for the Council year 2011/ Apologies for Absence and any substitutions No apologies were received. 37. Members` Interests relating to agenda items for this meeting. Cllr Davenport as a tenant of the Redacre site. 38. Minute removed by Full Council 16/6/11 as duplicate of minute 40 below. 39. Allotment Committee Co-options. Polly Webber, Steve Gibson/Bear and Liz Dodd outlined their interests and experiences relating to allotments. Seconded by Cllr Trickett and RESOLVED to co-opt Polly Webber, Steve Gibson/Bear and Liz Dodd onto the 2011/12 Allotments committee. 40. Minutes of the meeting held 4 th April No matters were arising not included elsewhere on the agenda. 41. Overview of Hebden Royd Town Council Allotment Committees activities in the last 12 months. Emma Housman briefed Councillors on progress at High Hirst, Banksfield, Stubb Playing Field, Land at Stubbing Holme Road, Redacre, Steepfields and Mytholm Meadows. It was suggested by Cllr Yorke that the Allotments Committee should have a well defined set of aims, both short and long term. This should be an agenda item for the next meeting. 42. Banksfield Allotments 1

2 The committee was advised that the proposed transfer was progressing but was complicated by the site being classified as a primary housing area. Permission to transfer was being sought from the Secretary of State for the Environment. It was moved by Cllr Trickett RESOLVED to develop contracts, assess pitches on the site, assess payment(s) of plot holders and develop plans, including costings, for the site. Cllr Fearon questioned weather a large plot could be potentially used for commercial gain. 43. High Hurst Plans previously considered were reviewed. It was moved by Cllr Trickett RESOLVED to endorse a bid to the Big Tree Plant by Treesponsibility & CLOG (Calder Local Orchard Group) for tree planting and fence erection on the High Hurst site subject to HRTC securing a lease for the site and confirmation of the final detailed designs. Seconded by Cllr Trickett and RESOLVED to contact Calderdale MBC requesting a rolling short term lease to the High Hirst site to secure immediate use of the land while still progressing the sites long term transfer. 44. Redacre The initial loan of 2.5k was repaid with further assurances that the second loan for 5k was progressing towards repayment by the end of July Progress Reports a) Land at Stubbing Holme Road. It was moved by Cllr Trickett Seconded by Cllr Yorke and RESOLVED to invite Mr Worsfold to discuss the site and its possible disposal with the Chair of the Allotments Committee and the Town Clerk. b) Steepfields Allotments The recent tree clearance funded by the Community Funding Committee had been a great success. 46. Hebden Royd Town Council Allotments Waiting List. Emma Housman confirmed that the list had been cleaned up applying residency in Hebden Royd and listing on the electoral role as key criteria resulting in only 28 names now remaining on the list. It was confirmed that when Banksfield is transferred the waiting list for that site will also be passed across. A similar process will be completed on 2

3 the waiting list with additional criteria of the date of entry on to the list to allow the two lists to dovetail together. Cllr Yorke expressed a desire for allotments societies/group/parish councils to share there experiences and expertise regarding allotments in the future. It was confirmed that the date of the next meeting would be the 6th September Meeting finished at 9.40pm 3

4 HEBDEN ROYD TOWN COUNCIL MEETING of the ALLOTMENTS COMMITTEE held TUESDAY 2 nd AUGUST 2011 MINUTES PRESENT Councillors; Davenport, Fearon, Talbot, Downs & Yorke. Also present Polly Webber (ATC), Liz Dodd. Clerk Emma Housman (Neighbourhood Manager Hebden Royd Town Council) Apologies for absence and any substitutions. No apologies were received Members` interests relating to agenda items for this meeting. Cllr Davenport declared an interest with regard to plots 2 & 3 at Banksfield Allotments, as an acquaintance of the tenants To report on matters arising from the Minutes of meeting held 31 st May 2011 not itemised on this agenda. Minute 38 of the previous meeting was removed by Full Council 16/6/11 as duplicate of minute Allotments Committee Aims After discussion around the broad themes of encouraging and supporting existing sites and developing new sites Seconded by Cllr Downs and RESOLVED that each member of the allotments committee shall forward ideas for the Aim to the Neighbourhood Manager and that the Aim will be decided at the next meeting Banksfield Allotments Following a report from Cllr Yorke regarding the recent site visit and a lengthy discussion RESOLVED to continue to work on the development of this site in preparation for the Asset Transfer and to seek advice and information from NALG and the Allotments Regeneration Initiative with regard to the structure and future management of the site. 4

5 214. High Hirst Following a review of the existing proposals and a lengthy discussion RESOLVED that the Neighbourhood Manager should continue to investigate and report back on the costs of; developing the site, possible funding streams, securing of the land (including a short term lease) and parking options Progress Reports a) Allotment Community Cllrs were advised that attempts to engage with private allotment holders had not been successful. RESOLVED that the Allotments Committee would revisit this once there were actual Allotments in place. b) Land at Stubbing Holme Road Cllrs were informed of the current land value of the site which is in the region of 150k. Seconded by Cllr Downs and RESOLVED that to pursue this land is not a feasible option. The Neighbourhood Manager will write to Mr Worsfold and thank him for his time. c) Redacre Growing Group The second loan to enable the Redacre Growing Group to buy the Rochdale Canal Trust land has been repaid Any Other Business After a brief discussion regarding the National Allotments and Leisure Gardner s Society (NALG) Seconded by Cllr Talbot and RESOLVED that the Neighbourhood Manager will contact NALG for a list of benefits and report back at the next meeting DATE OF NEXT MEETING It was confirmed that the next meeting would be held on Tuesday 6 th September 7:30m Meeting finished at 8:55pm 5

6 HEBDEN ROYD TOWN COUNCIL MEETING of the ALLOTMENTS COMMITTEE held TUESDAY 6 th SEPTEMBER 2011 MINUTES PRESENT Councillors; Davenport, Fearon, Downs & Yorke. Also present Polly Webber, Liz Dodd, Bear Clerk Emma Housman (Neighbourhood Manager Hebden Royd Town Council) Apologies for absence and any substitutions. Apologies were received from Councillors Boggis and Talbot 266. Members` interests relating to agenda items for this meeting. No interests were declared To report on matters arising from the Minutes of meeting held 2 nd August 2011 not itemised on this agenda. There were no matters arising Allotments Committee Aims A report prepared by the Neighbourhood Manager was presented and discussion followed. Seconded by Cllr Downs and RESOLVED that the Aim of the Allotments Committee will be; Hebden Royd Town Council will strive to create sustainable allotment provision which meets demand for the residents Hebden Royd and will promote sustainable gardening techniques and organic gardening. It will also promote the development and use of allotments to the wider community of Hebden Royd primarily for the growing of fresh vegetables, flowers and fruit, but also as leisure or wildlife areas High Hirst A draft proposal for the Asset Transfer of the High Hirst site was presented by the Neighbourhood Manager. Discussion followed and the question of maintenance liability for the fencing was raised RESOLVED That the report should be submitted to Calderdale Council, with an amendment to address the issue of maintenance. Once a positive response is received from Calderdale Council the Neighbourhood Manager will continue to research costs and funding streams. 6

7 270. Banksfield Allotments An update was received from the Neighbourhood manager that the Asset Transfer is ongoing. 271 National Society of Allotment and Leisure Gardeners Following a discussion of the benefits It was moved by Cllr Fearon Seconded by Cllr Yorke and RESOLVED that Hebden Royd Town Council should be member of the National Society of Allotment and Leisure Gardeners at an annual subscription of 55 plus VAT. It was confirmed that the date of the next meeting will be Tuesday 15 th November. Meeting finished at 8:20pm 7

8 HEBDEN ROYD TOWN COUNCIL MEETING of the ALLOTMENTS COMMITTEE held TUESDAY 15 th NOVEMBER 2011 MINUTES PRESENT Councillors; Davenport, Talbot & Yorke. Also present Liz Dodd, Bear Clerk Emma Housman (Neighbourhood Manager Hebden Royd Town Council) Apologies for absence and any substitutions. Apologies for lateness were received from Councillor Talbot Members` interests relating to agenda items for this meeting. No interests were declared To report on matters arising from the Minutes of meeting held 2 nd August 2011 not itemised on this agenda. There were no matters arising National Society of allotment and Leisure Gardeners It was reported that Hebden Royd Town Council are now members of the National Society of Allotment and Leisure Gardeners. A range of literature provided by the Society is available for committee members Banksfield Allotments It was reported that the Secretary of State has now approved the transfer of Banksfield Allotments to Hebden Royd Town Council. It is now with David Gilliard in Land and Property Services who is preparing the Asset Transfer document. It is hoped that this will be ready in the near future. RESOLVED Upon receiving the transfer documents, to convene an extraordinary meeting to discuss the strategy to engage existing tenants and to make the desired improvements High Hirst Allotments An update was received from the Neighbourhood Manager that the Asset Transfer proposal is with Pam Smithies in CMBC and that it should go to cabinet in January. Transition Towns and Treesponsibility have been successful in securing a grant for the Big Tree Plant. High Hirst will benefit from this award receiving woodland tree planting to the value of

9 The Allotments Committee have been successful in securing an award from Northern Gas Networks of 3,260 to assist with the development of the site. RESOLVED that the Neighbourhood Manager should obtain three quotes to provide detailed drawings of the site, one of these to be Richard Jeffries who has already undertaken significant work on the project. 441 Budget Setting 2012/13 Following a lengthy discussion RESOLVED that the allotments committee request that the Strategy and Review Committee consider an amount of 15,000 for the budget 2012/13. It was confirmed that the date of the next meeting will be Wednesday 25 th January Meeting finished at 9:00pm 9

10 HEBDEN ROYD TOWN COUNCIL MEETING of the ALLOTMENTS COMMITTEE held TUESDAY 24 th JANUARY 2012 MINUTES PRESENT Councillors; Boggis, Davenport, Downs & Yorke. Also present Liz Dodd, Bear, Polly Webber Clerk Emma Housman (Neighbourhood Manager Hebden Royd Town Council) Apologies for absence and any substitutions. Apologies were received from Councillor Talbot Members` interests relating to agenda items for this meeting. No interests were declared To report on matters arising from the Minutes of meeting held 15 th November 2011 not itemised on this agenda. There were no matters arising Budget 2012/13 Cllr Yorke reported that 19,000 had been allocated in the Budget for Allotments in the year 2012/13. This consisted of the existing 15,000 and an additional 4,000. There is also an award of 3, Banksfield Allotments It was reported that draft Heads of Terms had been forwarded to HRTC s solicitor for inspection. The process is ongoing and the allotments are expected to transfer on the 1 st April It was moved by Cllr Downs RESOLVED To review the site in early March with regard to improvements needed and for the Neighbourhood Manager to draw up a draft tenancy agreement including charges for allotments based on CMBC s existing rates High Hirst Allotments An update was received that the Asset Transfer had been agreed and it is expected that the land will be transferred on the 1 st April. It was moved by Cllr Downs RESOLVED that Richard Jeffries be appointed to undertake the designs with an implementation budget of 7k (not including essential groundwork s, fencing and water supply). The first 20 people on the waiting list are to be contacted to establish a) if they would take up an 10

11 offer of a plot at High Hirst and b) if they would like to be involved in the development of the site. It was confirmed that the date of the next meeting will be Tuesday 20 th March Meeting finished at 9:00pm 11

12 HEBDEN ROYD TOWN COUNCIL MEETING of the ALLOTMENTS COMMITTEE held TUESDAY 20 th MARCH 2012 MINUTES PRESENT Councillors; Davenport, Downs, Sweeny, Trickett & Yorke. Also present Polly Webber Clerk Emma Housman (Neighbourhood Manager Hebden Royd Town Council) Apologies for absence and any substitutions. Apologies were received from Councillor Talbot with Councillor Sweeney substituting Members` interests relating to agenda items for this meeting. No interests were declared To report on matters arising from the Minutes of meeting held 25 th January 2012 not itemised on this agenda. There were no matters arising. RESOVLED to accept the minutes as a correct record ASSET TRANSFER - BANKFIELD ALLOTMENTS Cllr Yorke gave an overview of the current state of the site and the Neighbourhood Manager updated on the status of the Asset Transfer. It is likely that the transfer will not be completed for the first of April as expected. Seconded by Cllr Downs and RESOLVED To contact the existing plot holders by way of introduction and invite them to a meeting to discuss the future of the allotments also to confirm the situation with regard to CMBC contracts being carried over. Once the plots have been transferred there must be an appropriate press release and volunteers can be organised to work on the plots ASSET TRANSFER HIGH HIRST ALLOTMENTS It was updated that the land would certainly not be ready for transfer on the 1 st of April, however when the land is transferred the Town Council need to be ready to get on site. Richard Jeffries had been approached on several occasions to look at the plans. It was moved by Cllr Downs 12

13 RESOLVED To contact Richard Jefferies once more, then to look for alternative landscape architects, in addition to continue to develop alist of potential plot holders and volunteers for High Hirst WAITING LIST Following discussion It was moved by Cllr Downs Seconded by Cllr Yorke and RESOLVED that plots will always be offered on a first come first served basis starting at the top of the list regardless of situation or location HEADS OF TERMS Following Discussion Seconded by Cllr Downs and RESOLVED to accept the Heads of Terms after clarification regarding Fair Allocation Policy and Disability Policy 739. TENENCY AGREEMENT Following discussion Seconded by Cllr Downs and RESOLVED to draw up a charges list for HRTC based on the existing charges at Banksfield Allotments. The Tenancy agreement is to include a clause that the use of artificial fertilizers and pesticides should be kept to a minimum. Also to look at the Redacre tenancy agreement regarding their termination clause. Meeting finished at 8:47pm 13