Allotments-AGM-Minutes18-Sept-2023

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Chard Town Council
The Guildhall, Fore Street, Chard, Somerset TA20 1PP
Tel: 01460 239567 www.chard.gov.uk
Mayor Cllr Garry Shortland Town Clerk Gareth Hughes

Minutes of the Annual Allotment Holders meeting
held on Monday 18th September 2023 in the Auditorium at 5:30 pm
Present:
Councillors: N. Watson (Chair)
In Attendance:
Kevin Dyer (KD) – Operations Manager
Gail Chadwick (GC) – RFO & Grants Officer
There were No. 16 members of the public present and No. 0 members of the press
present
The meeting started at 5.30 pm
1. Apologies:
Apologies were received from Mike Lee.
2. Minutes of Last Meeting
The minutes from the last AGM meeting held on 23rd October 2019 were confirmed.
The minutes from the Allotment Forum held on Wednesday 26 April 2023 were discussed
and confirmed.
3. Maters Arising from the Last Meeting
The following matters arising where outstanding issues were previously raised were
discussed:
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Water Tanks - On-going issues with vandalism and filling of tanks. KD confirmed
he would investigate use of standpipes, including costings and work through
solutions with the Committee. It was recognised that if this solution is
implemented, hosepipes will need to be banned and the standpipe fitted with a
tap that will prevent a hosepipe being attached.
Locks – Still working ok since the last replacement
Fences & Hedges – KD acknowledged that a plan needs to be implemented
regarding Fence/Hedge management that will ensure maintenance on a rolling
basis.
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Sheds & Greenhouses – It was confirmed that an allotment holder can have one of
either a shed or a greenhouse but not both. There is a supplemental form which
contains the additional conditions relating to these structures that needs to be
completed in advance by the allotment holder to obtain permission from the
Council.
Car Park extension – KD confirmed he would get prices for the work and revert at
the next meeting.
Budget Report – GC provided an updated budget report for the current financial
year as agreed at the last forum meeting. She also confirmed that the lease
charge payable for the land has now been split between two cost centres
(Allotments and Amenities) on a 70/30 split as in the past reflecting the joint use of
the land covered by the lease. There was a question regarding the water bill as no
charge has been made this year. GC agreed to investigate.
Allotment Association organised a site clean-up during the summer and the
Amenities Team removed the rubbish. This will become a regular feature and KD
confirmed the Amenities Team would continue to remove the rubbish.
Bee Hives – some allotment holders have asked about keeping bees. This would
contravene the clauses in the current lease and all those present voted
unanimously to ensure no Bee Hives would be permitted.
Dead Ash Trees – KD confirmed that the Council would include the tress on the
allotment in the tree survey and act on the recommendations of the Arborist.

4. Report on Allotment Data 2022-2023
There are 181 manager plots – 164 full size and 17 half size.
2023 -7 vacant plots
2022 – 13 vacant plots
Currently 96.13% occupancy
Allotment inspection took place on 7 June 2023 following which letters were sent to 24
allotment holders. The next inspection is due end of October.
Number of plots terminated – 1 Oct 22 to 17 Sep 23 – 22; 1 Oct 21 to 30 Sep 22 – 22
New Allotment Holders – 1 Oct 22 to 17 Sep 23 – 19; 1 Oct 21 to 30 Sep 22 – 16
Waiting Lists – 14 applicants on waiting list and 13 current allotment tenancy holders
would like another plot.
5. Rent for 2024-2025
The last rent increase was for the financial year 2017-18. Based on inflation in the
intervening years and predicted inflation for this year, the fees will be rising to the
following levels with effect from 1 October 2024:
Full Plot - £31
Half Plot - £16.95
Licence Fee per plot - £25

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6. Any other business
Plot numbering – It was agreed that the numbering for the plots needs to be changed
and members (Emma, Graham & Bob) have agreed to support the Operations Manager to
achieve this.
Timescales for termination – members requested that the timescales re shortened for
termination to assist with reducing the waiting list. KD agreed to look into this.
Workplan for hedges – A request was made to include a newsletter with this year’s bills
regarding the workplan for the hedges as well as notification of up and coming changes
and reminder regarding no parking on the track. NW agreed to obtain a translation of the
newsletter into Portuguese and Polish.
Wasp’s Nest – There is a wasp’s nest near plot 91 which members asked to be removed
without using Rentokil.
Anti-Social Behaviour – members agreed to report to CTC regarding anti-social
behavior and will report such to CTC who will send letters to the relevant allotment
holders. It was agreed that the existing tenancy agreement needs to be changed with
regard to anti-social behaviour.
Compost Toilet – members asked if the Council could look into the provision of a
compost toilet.
The chair thanked members and officers for attending. There being no further business
the Meeting finished at 18.48

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