MINUTES OF THE ALLOTMENT COMMITTEE OF CHOPPINGTON PARISH COUNCIL WEDNESDAY 24 SEPTEMBER 2025 AT THE PARISH COUNCIL OFFICES
Members present:
Cllr H Allsopp
Cllr K Burn
Cllr A Cottrell
Cllr D FitzGerald
Cllr J Foster, (Chairman)
Cllr M Jackson
Cllr J Rowell
Cllr L Watson
In attendance:
Mrs A Brindley Parish Clerk, Mr D L Nicholson DPC, Mr D Iley FO/AO
A01/25 1. APOLOGIES FOR ABSENCE
Cllr G Huntley (family commitments) The meeting agreed that these were proper reasons for absence.
A02/25 2. MEMBERS’ DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(S).
Although an officer is not required to make a disclosure DPC Mr D L Nicholson advised the Committee he was an allotment tenant
A03/25 3. PUBLIC QUESTIONS
There were no non-allotment related questions from the public
A04/25 4. APPOINTMENT OF CHAIRMAN FOR 2025/26
Cllr J Foster being the sole nominee was appointed to serve as Chair for the council year 2025/26
A005/2 A05/25 5. APPOINTMENT OF VICE CHAIR FOR 2025/26
Cllr D Fitzgerald being the sole nominee was appointed to serve as Vice Chair for the council year 2025/26
.A06/25 6. TERMS OF REFERENCE
Members approved the terms of reference
A07/25 7. MINUTES OF THE MEETING OF THE 29 JANUARY 2025
The meeting agreed the minutes represented a true record, authorizing, that they be signed as such by the Chairman and placed in the public domain.
A08/25 MATTERS ARISING
The Parish Clerk advised that the rodent management course run by the Northern Counties Allotment Association, has been cancelled twice due to low interest. The DPC is liaising with the NCA to see whether one could be organised in this area, that will attract more attendees.
RESOLVED: Members approved the initiative
A09/25 8. PARISH CLERKS REPORT
Members have visited the site during the year and reported that there are two plots causing concern. These are 2 double vacant allotments plots. The 2 x 2 vacant plots are proving difficult to clear. The local team were able to partially clear one of the double plots, however the rubbish is still to be removed from the site. The other double plot is an extremely difficult one. There are building structures on it which may have safety issues and the land itself is known to be waterlogged. Currently officers are pursuing options.
There is another plot that is uncultivated and will be followed up.
The Clerk requested that plot numbers be clearly displayed on the fencing of each allotment. Although this has been done in the past, some numbers are no longer visible due to the removal or replacement of fence panels over time. Reinstating the plot numbers would assist in identifying individual plots during inspections.
A10/25 9. TENANTS OPEN FORUM
There were no tenants present at the meeting; however, it was observed that the main tenants meeting is held in January. Tenants are encouraged to contact the office as needed when issues arise.
There being no further items for discussion the meeting closed at 6.50pm
Chairman……………………………………………… Date………………………
Agenda item 6
Allotments Committee Terms of Reference
Committee:
The Allotments Committee is constituted as a committee of the Council.
Membership:
All Councillors can be members, with a minimum of 5 Councillors.
The quorum shall be 3 members of the Committee (not including co-opted members).The Chairman (and Vice Chairman) of the Committee will be elected at the first meeting of the Committee following the Annual Meeting of Choppington Parish Council.The Committee will meet at twice a year, with a minimum of 3 working days’ notice given, at least one meeting with be an allotment tenants forum meeting
Purpose:
To oversee the management, maintenance, and development of allotment sites under the control of the Parish Council.
To ensure fair and consistent application of allotment tenancy agreements and policies.
To encourage the productive and sustainable use of allotments for the benefit of the community
Responsibilities:
To monitor the condition and occupancy of allotment plots.
To recommend improvements, maintenance, and capital work as required.
To consider issues raised by allotment tenants and seek appropriate resolutions.
To review and recommend to the Parish Council any changes to allotment rules, tenancy terms, or fees.
To promote responsible cultivation and good environmental practices.
Liaison and Consultation: To engage with allotment holders through meetings or correspondence, and to encourage the formation or continuation of allotment associations or representatives.
Budget Oversight: To work within the allocated budget for allotment maintenance and development, and to make recommendations to the Finance Committee for any additional funding required.
Minutes: The business of the meeting is recorded as minutes and approved at the next meeting of the Committee. Minutes are noted at the following Parish Council meeting, including any recommendations for action.
Review: The terms of reference to be reviewed annually by the Committee
Notwithstanding the powers delegated to this committee, the Council retains the right to exercise such powers when required.
Agenda item 7
MINUTES OF THE ALLOTMENT COMMITTEE OF CHOPPINGTON PARISH COUNCIL MONDAY 29 JANUARY 2025 AT THE PARISH COUNCIL OFFICES
Members present:
Cllr H Allsopp
Cllr K Burn
Cllr J Foster, (Chairman)
Cllr G Huntley
Cllr J Rowell
Cllr P S Vaughan
Cllr L Watson
In attendance:
Mrs A Brindley Parish Clerk, Mr D L Nicholson Deputy Parish Clerk Mr D Iley FO and 4 members of the public
A010/24 1. APOLOGIES FOR ABSENCE
Apologies were received from Cllr A Iley (illness). The meeting agreed that this was a proper reason for absence.
A011/24 2. MEMBERS’ DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(S).
Cllr Vaughan declared he had a personal interest in the Bomarsund site as he maintained an allotment there and if, as the meeting progressed, there became a prejudicial interest he would withdraw from the meeting.
.A012/24 3. TO RECEIVE THE MINUTES OF THE 24 APRIL 2024
The meeting agreed the minutes represented a true record of the meeting, authorizing that they be signed as such by the Chairman and placed in the public domain.
A013/24 4. MATTERS ARISING
09/24 Tenants Forum
Water taps – have been replaced or repaired which includes insulation
Track identified by residents has been reinstated.
Tenants were contacted who had uncultivated allotments had been contacted by Council and have either left the site or have started work.
A014/24 6. REPORT FROM THE CLERK
Plot occupancy
Currently collecting fees for 2024/25. Most tenants have renewed however the Council has been advised that 2 allotments will be vacated. There is in addition 4 out of action.
Unadopted land to gates
The remedial work for the unadopted land to the main entrance will commence in the week beginning 17th March 2025. The Parish Clerk will put out a notice closer to the start date. During this time tenants can access the site by the other gate. There are no plans to repair this road at present.
Break ins/ Vandalism
The site has been subject to break in and vandalism in recent weeks.
Change to Meeting schedule
Tenants are reminded that this January meeting replaces the meeting in April that in past years has taken place. The next Allotment meeting will take place later in the year.
A015/24 7. TENANTS OPEN FORUM
Issues discussed:
Unoccupied allotments
A request to keep unallocated allotments sprayed was accepted by the members and the Clerk asked to be informed by tenants of problems. Members were keen to make inspections during the year and were advised by tenants that the best time to visit would be March to see preparations to gardens, May/June where the gardens would be fully in use and October as the growing year comes to a close.
Continued rat problem
The removal of the woodshed had not alleviated the problem of rats. Rats would be attracted to chicken coops and would remain a problem on site. The willows growing around the site was also thought to harbour rats and the Parish Council was ever alert to opportunities that would encourage NCC to cut them back. The Deputy Parish Clerk is taking a rodent management course next month which may offer further options for their management.
There being no further business to be transacted the meeting closed at 7.05pm
Chairman……………………………………………… Date………………………