MOTCOMBE PARISH COUNCIL

Minutes of the Public Forum on Allotments, held on Thursday 30th October 2008 at Motcombe Memorial Hall.

Present:    Cllr A Cardy  Chairman
               Cllr M Hagger  Vice Chairman
               Cllr J Phillipson
               Cllr S Rogers
               Cllr J Odell
               Cllr A Leask

In attendance: Mrs Nicola Phillips (Parish Clerk)

There were twenty two members of the public present.  The public was asked to fill in their names and addresses on the form supplied. This was to ensure that all the public present were residents of Motcombe Parish.

The Chairman opened the meeting by introducing himself and the Councillors to the public.  The Chairman gave a brief overview, stated the aim and the procedures for the meeting.  The Chairman explained to the public that the meeting had been called to enable the residents of Motcombe to express their views and concerns regarding the proposed allotments at the Motcombe Meadows site.

The Chairman asked the public to view the notice boards which gave information on the proposed sites of the allotments and information on the different management schemes which the Council are considering.  The Chairman also stated that if any member of the public would like to ask a question to a Councillor instead of in the open section, that the Councillors are only too happy to oblige.

At this point the public and Councillors viewed the information on the notice boards.

The Chairman opened the floor to the public for questions on the possible locations for the proposed allotments. 

A question was raised asking if the Council had contacted Bloor Homes.  It was noted that the Council are receiving guidance from the Solicitors and following initial contact with Bloor Homes, formal permission to establish Allotments from Bloor Homes would be via the Solicitors. 

Concern was expressed regarding the building lines.  It was noted that the building lines are to the rear of the properties.

It was noted that no kind of structure can be put up on the site without planning permission from NDDC, unless the Council have a single communal structure erected.

A question was raised regarding the size of the Allotments.  It was noted that the proposed size of the Allotments would be 3000 sq meters and it was noted that it was felt a quarter plot would be a sufficient size.

After questions had been received and answered where possible, the public took a vote on the preferred site for the proposed allotments.  The outcome from the public was as follows:
• Site A =  14
• Site B =   0
• Site C =   1
• Site D 1 =0
• Site D2 = 15

The following concerns were expressed:
• Access to the Allotments
• Drainage
• Local wild life
• Condition of the soil

The Council noted the concerns and reported that these concerns will be looked at over the next coming months.

The Chairman asked Cllr Phillipson to explain the different management schemes which the Council are considering.

Cllr Phillipson explained that there are three options for managing the Allotments.  The first is for the Council to take full management of the Allotments, which includes all costs for setting up and running.  It was noted that the Council do not have these funds available and would need to raise the money before proceeding.

Option two is for the Council to delegate a sub-committee to manage the allotments and report back to the council on a regular basis.  This would also enable the capital cost to be split between the Council and the organisation (sub – committee).

Option three is for the Council to devolve full responsibility to an organisation for managing and setting up the Allotments including all costs.

It was further noted that the Council have a legal duty to ensure the issuing of allotments is done in the correct manor.  It was noted that even if the responsibility for the allotments is devolved to an organisation, it is the responsibility of the Council to advertise the vacancies for allotments and they are given out on a first come first serve basis.

It was noted that if the Council hand over the allotments to an organisation this will be done under an annual contract and with agreed conditions.

After questions had been asked and answered where possible, the public took a vote on the preferred management scheme.  The outcome from the public was as follows.
• Option 1 - Council control the allotments     = (0)
• Option 2 - Delegated management                = (0)
• Option 3 – Devolved              = (20)

The Chairman asked the public if they had any further question or concerns on this section. There was no response. 

The Chairman went on to summarise the evening noting that the public’s preference for the site of the proposed allotments were site A and D2 with suggestions that the Clerk contact Hall & Woodhouse and the owners of the land which requires crossing for access to site D2.
          Action – Clerk

The Chairman also stated that there was a clear consensus from the public that the preferred management option was the devolved scheme through an allotments association. The Chairman went on to ask the public if there was anyone present representing an organisation wishing to apply for the management of the allotments. 

Mr Barrie Moss reported that he is the Chairman of the Motcombe Allotments Association, which has already been formed.  The Chairman asked for Mr Barrie Moss to forward the association’s proposal in writing to the Clerk, which will enable the Council to consider it.

The Chairman reported that the Council have no dates on which the proposed allotments will take affect due to the legal process and consultation needed with other bodies.

The Chairman asked if the public had any further question or concerns.  There were none.

The meeting closed at 8.55pm