andover town council · 2016. 1. 15. · andover town council a notes of allotments sub-committee...

ANDOVER TOWN COUNCIL

To the Members of the Allotments Sub-Committee:

Cllr Kevin Hughes (Chairman), Cllr Alan Cotter (Vice Chairman), Cllr Carol Bartholomew, Cllr Geoff

McBride, Cllr Josie Msontni, Cllr Barbara Long, Cllr Veronika Pond, Cllr Richard Rowles

(copies to all other Members of the council)

You are hereby summoned to attend a meeting of the ALLOTMENTS Sub-Committee to be held at

Town Council Offices, 66c, High Street, Andover on Thursday, 21st January 2016 at 7.30 pm when it is

proposed to transact the following business:-

Wendy Coulter - Town Clerk

15th January 2016

THERE IS NO DISABLED ACCESS TO THE TOWN COUNCIL OFFICES – PLEASE CONTACT THE TOWN

CLERK THREE DAYS PRIOR TO THE MEETING IF YOU REQUIRE ACCESS.

7.00pm SURGERY TIME FOR ALLOTMENT HOLDERS

1 Apologies

To receive and accept apologies for absence

2 Declarations of Interest

To receive Declarations of Interest as per the Town Council’s Code of Conduct

3 Minutes

To approve the Minutes of the previous meeting held on 27th October 2015 Appendix A

4 Follow up from previous meeting

To receive a report on actions taken to address issues raised at previous meeting – report attached

at Appendix B

5 Pest Control

To receive a report on actions taken to mitigate health & safety issues in relation to vermin found

on Allotment Sites – report attached at Appendix C

6 Officer update

To receive a report on highlighting positive feedback from Allotment Holders – report attached at

Appendix D

7 Maintenance Schedule

Members are asked to note that the Allotments Officer will be inspecting sites with the wardens

over the next month and following this a maintenance schedule for the year will be drawn up within

budget guidelines and published on the website.

8 Exclusion of the press & public

To pass a resolution to excluded the press and public at item 9 and 10 due to discussion of personal

safeguarding issues and contractual agreements for the transfer of allotment land.

Part 2 – confidential items

9 Safeguarding issues on allotments

To consider safeguarding issues with have been brought to Officer’s attention.

10 Transfer of Allotment land

To receive an update on on-going negotiations to transfer land to Andover Town Council for more

allotment sites in Andover.

The Chairman will close the meeting.


A Notes of Allotments Sub-Committee Surgery

Time and date

7.00pm on Tuesday 27 October 2015

Place

Town Council Office, 66C High Street, Andover

Attendees:

Town Council Representatives

Cllr K Hughes - Chairman (P) Cllr A Cotter- Vice Chair (P) Cllr G McBride (A)

Cllr V Pond (P) (arrived 7.05pm) Cllr B Long (P) Cllr R Rowles (P) (arrived 7.25pm)

Other Town Councillors Present:

Cllr L Gregori (P)

County & Borough Councillors

Cllr Z Brooks (P)

Town Clerk

Lisa Laing – Allotments Officer (Taking the minutes)

Allotment Holders:

4 allotment holders, 2 x Vigo Road Allotment Site, 2 x Barlows LaneAllotment.

Wardens:

Mr D Bolland – Admirals Way Allotment Site

Mr M Cantillon – The Drove Allotment Site (The Drove Allotment Association)

Allotment Holder – Vigo Road

Reported that due to the number of chickens being kept on various sites, the chickens were attracting rats,

because there are now so many rats, this is attracting foxes. The Allotment holder was aware that the

council were undertaking an intense vermin treatment, but sadly reported a number of sightings of dead

rats and dying rats around the site. The Allotment Officer reported that she had been informed by the

maintenance team that the dead rats had been cleared, however the allotment holder confirmed that this

was not the case. Allotment Officer instructed by the Chair to follow this up with the maintenance team as

a matter of urgency.


Confirmed that he had attended the previous meeting and it was suggested at the meeting that the owner

of the plot in question regarding the chickens should be evicted. He requested if this had happened. The

Town Clerk reported that she needed to check if eviction notice had been served.

Mike Cantillon, Warden - The Drove

Mr Cantillon reported to the committee that a local resident was spraying weed killer on the Allotment

Holder’s plot. The Town Clerk confirmed that a meeting with herself, the Allotment Officer and the

resident had taken place was being dealt with.

Allotment holder – Barlows Lane

Reported seeing rats on site and that her elderly mother had also caught one. The committee were asked

what they intended to do about the rat issue on Barlows and the other allotment sites.

Kevin Hughes - The Chair

Explained that this was an agenda item and would be covered in great detail during the meeting.

Mike Cantillon, Warden – The Drove

Mr Cantillon confirmed that there were no issues with rats at The Drove. However, he asked for

clarification on the situation with bonfires. Mr Cantillon highlighted the paragraph that was published in

the last news letter stating that the Town Council had said there were to be no bonfires.

Kevin Hughes - The Chair

Confirmed this was an agenda item and would give all allotment holders clarification of exactly what the

situation was regarding bonfires across all sites.

Allotment Holder – Vigo Road Allotment

Reported that Vigo Road is in a poor condition and that a number of plots had lots of rubbish dumped on

them. He confirmed that as a fairly new allotment holder he found it very disheartening to see people

dumping rubbish everywhere. However, he said that he was uncomfortable about speaking to the people

in question and he wanted to know what the council intended to do to enforce the rules and regulations.

Len Gates, Allotment Holder – Barlows Lane

Mr Gates expressed that there had been an increase in the rats on Barlows and offered his assistance as a

health & safety expert with experience of working with pest control. Mr Gates offered to give guidance on

questions the Allotment Officer should be asking the Council’s maintenance team on what was expected

of their contract. The Town Clerk thanked Mr Gates for his offer and said that his suggestions would be

considered when approaching both the existing contractor and potential contractors to deal with the

situation.


Requested a new sign on the bottom gate to say ‘shut the gate’. He also asked who was going to be the

new warden now that Barbara Long had resigned. The Chair said that the position would be advertised in

the notice board. The allotment holder then suggested that a mini election should take place with fellow

tenants nominating someone for the position. The Allotment holder requested that it be someone who

was happy to take charge and would be happy to enforce rules.

Cllr K Hughes - The Chair

Suggested a voting form could be sent out, however this needed to be discussed beforehand and that any

literature be approved by himself and The Vice Chair before being sent out.

Cllr K Hughes – The Chair

Highlighted to everyone that unfortunately the Council doesn’t have the resources to enforce rules and

regulations on every situation and that there needed to be some self-policing by the tenants.

Cllr B Long – Committee Member

Stated the Council can only react to situations the Council knows about and that the Warden cannot be

present at all times


Allotment holder again questioned how the committee intended to enforce any rules and regulations. As

the sites are getting worse and allotment holders were concerned that nothing happens to them


Confirmed that a warden would be in place asap. A consultation would take place with all allotment

holders on Vigo Road.


Suggested starting with the plot with the chickens. An eviction notice should be sent.

W Coulter – Town Clerk

We will check the system for previous notes and history and get this action as a matter of urgency

M Cantillion – Warden, The Drove

Any decisions made regarding work need to be made by someone with horticultural experience. Other

Councils invite Allotment holders in and consult with them and use their knowledge and experience.


Thanked Mr Cantillon and confirmed the committee would take on board his suggestion and will invite in

more experts when we look to do any other major work.

M Cantillion – Warden, The Drove

In the past The Drove Association was involved in TVBC

Cllr L Gregori

Suggested that the Town Council could have a consultation committee for allotments to decide on future

matters.

Cllr B Long – Committee Member.

Andover Town Council Allotments are run by the Council and not by an allotment association.

Cllr K Hughes – The Chair, confirmed that the surgery had over run by 10 minutes. Cllr Hughes thanked

everyone for their time and then confirmed that the surgery was now closed and requested Town Clerk

record the time as 7.40 pm.

Minutes of Allotments Sub-Committee

Time and date Place

7.30pm on Tuesday 27 October 2015 Town Council Offices, 66C High Street, Andover

Attendees:

Cllr K Hughes (Chairman)(P) Cllr A Cotter (Vice Chairman)(P) Cllr G McBride (A) Cllr V Pond (P)

Cllr B Long (P) Cllr R Rowles (P)

Officers Present:

Wendy Coulter (Town Clerk) (P) (Taking the minutes)

Members of the Public: 3

ASC 14/15 Apologies Action

Apologies for absence were received and accepted from Cllr G

McBride

ASC 15/15 Minutes Action

The Minutes of the Allotments Sub-Committee meeting held on

the 30th June 2015 were agreed as being an accurate record as

proposed by Cllr Hughes, and seconded by Cllr Cotter.

ASC 16/15 Water Charges Action

Members considered whether a survey be carried out on the

existing water pipe work due to the underground leak at Vigo

Road which highlighted that water was leaking underground for

some time.

Cllr Rowles suggested that the Council could invest in Bore

Holes. He believed that cost in the region of £1k-£2k per bore

hole.

Members – highlighted the fact some allotment holders are

using sprinklers and preventing other allotment holders using

the taps. Members also agreed that the price of water would

only increase. The council should be finding alternative ways of

Town Clerk to request plumber

to carry out investigating work, if

Budget from April 2016 to be

approved.

Cllr Rowles to investigate

costings of bore holes and report

back to the committee

Tenants to be reminded in the

newsletter about being

considerate with the use of the

water.

charging.

ASC 17/15 Bonfires Action

Members suggested that tenants should only to use personal

incinerators for burning diseased plants.

Cllr Long informed the committee that due to growing season

diseased plants needed to be burnt during the summer months

(April/May/June/July). These plants cannot be taken to the

dump and they cannot be composted.

Members suggested that provided they were personal

incinerators and that tenants were responsible and stayed on

site whilst plants burnt, bonfires were necessary during summer

months and therefore the Rules & Regulations needed to be

amended to state this.

Cllr Long said that all other green matter should be composted.

The only thing that should be burnt was diseased plants

Cllr Cotter suggested that the dates be amended on the Rules

& Regulations and that it should be about the times that fires

were allowed. Summer time should be after 8pm and Oct –

March should be restricted to 6pm – 10pm

M Cantillon – suggested rules & regs be amend to 4pm during

October - March

Cllr Cotter asked to be excused from meeting and left at 8 pm.

Amend Rules & Regulations to

change “bonfires to personal

incinerators”

Amend Rules & Regulations to

state incinerators to be used

from 8pm April – September and

from 4 pm October – March.

ASC 18/15 Locks & Gates Action

Members noted that concerns had been raised about locking

gates at all times on sites as potentially if someone was working

alone and had an accident the emergency services would not

be able to gain entry. Town Clerk informed the committee that

in an emergency the lock would be forced by the emergency

services.

Cllr Rowles – asked if perhaps a card system could be

introduced. Town Clerk said that this would be expensive and

tenants would still need to have their card on them to get the

gates to open.

The Chairman asked the Allotment Officer how many people

had requested gates being left unlocked. Allotment Officer

informed the committee that a number of allotment holders

had said that they wanted the gate unlocked so that they could

go backwards and forwards to their cars etc. However, a

number of people did want the gates locked due to having their

sheds etc broken into.

Members agreed that the gates were to provide security and

therefore the rules & regulations were to remain the same and

that gates must remain locked and the locks scambled to

ensure passers-by couldn’t work out the code.

The Chairman allowed Mr Cantillon to speak: on the Drove

allotment holders work the on the allotments by the gates and

therefore can see who is coming in and working etc. It was

down to common sense and that the gates are closed but not

Newsletter to inform allotment

holders of the rules and

regulations regarding the gate

and locks. However, common

sense approach to continue.

locked whilst people are working on the allotments.

Members suggested that in the newsletter it be stated in the

rules & regulations that the gate should be locked and that this

was to the benefit and safety of allotment holders, however the

committee is aware that people do work on a common sense

approach and this could continue but for everyone to be

sensible and that security was the main concern.

ASC 19/15 Children & Dogs Action

The Town Clerk informed the committee that there had been 1

or 2 concerns about children on allotments, however overall

families have been enjoying their time on their allotments.

Town Clerk suggested to the committee that as it is in the rules

& regulations that parents are gently reminded in the

newsletter, however this was not a concern that required any

discussion.

Members agreed.

There were concerns about allowing dogs on allotment sites as

it could be a health and safety issue.

Town Clerk said the reason officers had been asked was

because elderly tenants wanted to spend time at their allotment

but couldn’t due to needing to exercise their dogs. If they could

have their dog on their plot this would help.

Members understood this but asked if the council was covered

by its insurance to have animals on site.

members requested Town Clerk to check insurance before the

committee looked into this matter in great detail.

Members suggested that depending on the Town Councils on

insurance a survey was the best way of deciding as it would

allow the allotment holders to have their say.

Town Clerk to check insurance

and report back to the

committee

ASC 20/15 Budget Action

Town Clerk informed the committee about the Town Council’s

obligations regarding tree maintenance.

Cllr Rowles enquired what was needed. Town Clerk informed

the committee that the health & safety survey’s needed to be

carried out regarding tree and hedges to comply with insurance

cover.

Members agreed this was a priority and that the costs need to

be covered and the tree survey and any subsequent work

carried out a priority.

Members suggested that if there was insufficient funding in the

budget the funds needed to be made available to ensure the

work was carried out. The works agreed & budget are attached

to record minutes.

Tree Survey to be carried out

as a matter of urgency and

suggested recommendations to

be passed to P&R for potential

funding

ASC 21/15 Vigo Road Action

It was agreed that Cllr Long take Allotment Officer on site and

do a report on Vigo and to look at ways to improve it overall

Cllr Long to provide date to go

to allotment site

ASC 09/15 Rats on Barlows Lane & Vigo Road Action

Town Clerk reported that a number of allotment holders had

reported rats on Vigo allotments. The contractor had been

Allotment Officer to enquire

about the following:-

given the go ahead to carry out vermin treatments and this was

still going on. The Town Clerk requested that whilst site visit

took place that Allotment holders were reminded to make sure

there was no potential opportunities for rats to build nests etc.

Len Gates, Allotment Holder followed on from his offer to give

guidance on how to treat vermin he asked what did our existing

pest control contract offer and how much were we being

charged and what service was the council getting for their

money.

Cllr Rowles asked if every year did the contracts get reviewed

and tenders for the grounds maintenance received. Cllr Rowles

also asked what the history was with chickens being allowed to

be kept.

Len Gates, Allotment Holder said that it wasn’t worth going to

tender each year, however the pest controller needed to be

monitored.

Cllr Long asked if TVBC do any form of prevention at Rooksbury

Mills

Bait boxes – details on

the bait boxes

What bait is used

Are traps used

Is there a plan of the

bait boxes

Is pest controller

reacting or keeping a

trend of the number if

increasing

What prevention do

TVBC use?

It was noted that the date of the next Allotments Sub-

Committee meeting would be Thursday, 21 January 2016.

The Chairman closed the meeting at 9.15pm.

Chairman Date

ANNEX 1


F Draft Allotment Budget 2016/2017

Purpose of the Report

To note the current Draft Budget for Allotments 2016/2017 attached at Annex 1.

To consider projected allotment costs for 2016/2017.

To consider either an amendment to allotment rents or a request to Policy and Resources Committee to take funds

from reserves.

Current Situation

Officers have projected that the income from Allotment Rents in 2016/2017 will be £24,590.

There are a number of Grounds Maintenance works that need to be carried out in 2016/2017 as well as a rolling

programme for investigation of status of water pipes across all sites.

Grounds Maintenance for 2016/2017

Tree Survey under Health and Safety Regulations – All Sites (approximate cost - £7,000)

Tree cutting –

Admirals Way - £800

Barlows Lane - £600

Churchill Way - £800

Old Winton Road - £1,600

Vigo Road - £3,000

Total for tree cutting - £6,800

Hedge cutting – Mylen Road - £600

Repair of fencing

Old Winton Road - £1,200

Vigo Road - £800

Total for fence repair - £2,000

The cost of this maintenance will be in the region of £20,400.

Other costs

The cost for the provision of toilets is £7,000 per annum.

General grounds maintenance such as grass cutting, pest control, weed control £7,000.

The water rates per year for ALL allotment sites is approximately £9,200 per annum

Repairs and Renewals, this has been increased to include the investigation for water pipes total £4,740 per annum.

Equipment (including new notice boards, locks, plastic sheeting) total £2350 per annum.

Recommendations

A tree survey is required to be completed for the Town Council to comply with Health and Safety regulations,

preliminary quotes have been received in the region of £7,000 (£1,000 per site).

The total cost of the allotments, to cover all outstanding works, water charges and provide for equipment for

2016/2017 is £50,690.

The water rates are charged at cost, therefore although the water costs are included in budget it is a notional figure

so the actual predicted budget would be £41,490.

The income from allotment rents is predicted to be £24,590 leaving a shortfall of £16,900

Officers suggest that it would not be in the Town Council’s best interests to increase the allotment rental to cover

the £16,900, this would increase the rent to approximately £81.35 per allotment or 0.65p per sq mtr.

Therefore it is suggested that Members prioritise the works to be completed:

Option 1

To comply with Health and Safety regulations it is suggested that the Tree Survey be carried out at an approximate

cost of £7,000

The investigation of the water pipes is a priority therefore the Repairs and Renewals budget should remain at

£4,740

The allotments holders have indicated that they wish the toilet provision to continue at a cost of £7,000.

The general maintenance including grass cutting, weed control and pest control should be provided at a cost of

£7,000.

The total for these works is £25,740.

Option 2

To comply with Health and Safety Regulations the Tree Survey should be carried out, however as this is a statutory

duty, to request that this be paid for from Council Reserves.

The investigation of the water pipes is a priority therefore the Repairs and Renewals budget should remain at

£4,740

The allotments holders have indicated that they wish the toilet provision to continue at a cost of £7,000.

The general maintenance including grass cutting, weed control and pest control should be provided at a cost of

£7,000.

The Equipment budget be reduced to half, to allow for new plastic sheeting only £1,175.

The total for these is £19,915.

Tree cutting to be undertaken at Vigo Road and Old Winton Road and Hedge Trimming to be undertaken at Mylen

Road at a cost of £5,200

Total Budget required for these works £25,115.

Financial Implications

The financial implications are outlined in the report above.

Legal & Policy Implications

The Town Council has a duty to comply with Health and Safety Regulations.

Recommendations:

To consider the above options for recommendation to the Policy and Resources Committee to feed into

the overall Council Budget for 2016/2017.

21 October 2015

Note: The person to contact about this report is Wendy Coulter (Town Clerk), Andover Town Council, 66C High

Street, Andover, Hampshire. SP10 1NG

Tel: 01264 335592

Email: [email protected]

Website: www.andover-tc.gov.uk

Distribution: To all Members of the Staffing Sub-Committee.

mailto:[email protected]

http://www.andover-tc.gov.uk/


B Update from previous meeting


To update members on actions taken from issues raised from previous meeting.

Actions taken

Pest Control – A permanent pest control contractor is being source. However, immediate action is being

taken under health & safety to mitigate the current situation.

Chickens – significant improvements have been made following initial monitoring from the Allotment

Officer. The Warden is now carrying out daily inspection and has reported that attempts have been made

to improve it. This is an on-going issue that is being monitored.

Following on from a reported incident of the use of weed killer by a local resident the officers visited the

resident and received assurances that it will not happen again. Negotiations will continue regarding this

matter.

Bonfires – a newsletter was sent out before Christmas updating all allotment holders on the changes on

the rules and regulations on bonfires.

Condition of Allotments – the newsletter as requested that allotment holders to have a general tidy up of

their allotments. Reports have been raised from Wardens to say this is happening.

Vigo Road Warden – Following on from the advertisement place in Vigo Road notice board 1 application

was received from Glenn Black. Glenn has now been appointed as warden and has very quickly become a

valuable member of the team.

Water – Officers have had a meeting with the plumbing contractor who will be carrying out investigation

works on all sites to access the condition and type of water pipes.

Water (sprinklers) – the over usage of sprinklers was raised at the previous meeting and this was covered

in the newsletter and allotment were asked to be sensible with their water usage.

Locks/gates – in the newsletter allotment holders were asked to use a commonsense approach, however

the closure of gates is an ongoing issue as the warden at Vigo Road reported a potential fly-tipping

incident.

Children on allotment sites – a reminder was included in the newsletter regarding asking parents to

ensure their children were supervised at all times. A call was received from an allotment holder ensuring

us that his children aged 46 & 49 had been reminded of theirs manners and to behave themselves!!!!

Dogs on allotments – Officers are continuing to investigate.

Tree Survey – quotes currently be sourced for this work to be carried out.

14th January 2016



Tel: 01264 335592







C Pest Control


To update members on the current situation with pest control on the allotments

Current Situation

Following the previous allotment sub-committee meeting officers sourced a locally based pest controller to

investigate the concerns raised about rat sightings on the allotments. Following investigations the pest

controller with his experienced and well trained dog found that there is a major rat infestation particularly at Vigo

Road Allotments.

Officers requested the pest controller to submit a quotation for the necessary work to be completed to eradicate

the rat infestation complying with health & safety regulations.

Officers requested that he investigate and quote for every site. This involved considerable work and was not

received until the 22nd December 15. Upon returning to the office after the Christmas break the Vigo Road

Warden informed the Allotment Officer that the rats are now being seen in broad daylight and that local

residents are reporting them to him as well.

As this is such a serious health and safety issue officers have authorised the pest controller to take immediate

action and have produced leaflets for local residents informing them the action to be taken and what to do if

they see any rats. Letters have also been sent to each individual allotment holder on Vigo Road to inform them

of the action being taken and instructions not to disturb any boxes or bait that they might see.

Whilst this immediate action is being taken officers will continue to obtain further quotes for the on-going pest

control and will report back to a future meeting of the Allotment Sub-Committee.

14th January 2016



Tel: 01264 335592







D Officers Report


To give an overview of current matters

Current Situation

Allotment holders generally seem very happy and we have received both a thank you card for the tree

work and Christmas card.

The newsletter is working well and we have had a number of allotment holders say they think it is good

and they are enjoying reading it.

Allotment Holders were asked to have a tidy up of their allotments and this has been happening and

wardens are seeing improvements on their sites.

Following feedback from Allotment Holders and Wardens they are keen to have inter-allotment

competitions and with the goal of having Andover Allotments showcased in the Allotment & Leisure

Gardener magazine

14th January 2016



Tel: 01264 335592






andover town council · 2016. 1. 15. · andover town council a notes of allotments sub-committee...

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