001 ELECTION OF CHAIRMAN

Cllr Anderson was proposed, seconded and accepted the nomination. There were no further nominations and Cllr Anderson was unanimously elected as Chairman.

002 APOLOGIES FOR ABSENCE - None as all members were present.

003 DECLARATIONS OF INTEREST – None.

004 MINUTES OF THE PREVIOUS MEETING

Minutes of the meeting held on 18 March 2003 were presented to the Council at the meeting on 27 March 2003 and received no adverse comment with all recommendations being approved. It was unanimously agreed to adopt the minutes and these were duly signed by the Chairman.

005 REVIEW OF PROGRESS ON THE PREPARATION WORKS

The Committee inspected the land available and were pleased with the size, aspect and location. The clerk reported that little progress had been made since the last meeting as the land would not be available until 1 October 2003. Having considered the investigations necessary, it was unanimously agreed to recommend that:

• Quotations for the cost of surveying the land and drawing up a site plan indicating the plots, communal access facilities and water points to the Committee’s requirements be requested from Mr R Roberts and Mr T Robinson, and that the lowest quotation be accepted and the work ordered as soon as possible to allow for other investigations to then take place.
• Cllr Thomas investigates potential sources of recycling grants to help offset the cost of setting out the communal areas.
• The clerk contacts the British Trust for Community Volunteers for advice/assistance with boundary hedge planting.

006 SAFETY INSPECTION AND REPORT FOR HEALTH & SAFETY PURPOSES

The Committee acknowledged its responsibility towards setting up an inspection and record regime and agreed to consider this at the next meeting when the land will be available to commence preparation works.

007 TERMS OF REFERENCE, DELEGATED POWERS AND MEETING TIMETABLE

It was unanimously agreed to recommend that the Committee should:

• Undertake to consider on behalf of the Council all aspects of activity relating to the provision of allotment gardens and make decisions in accordance with any approved delegated powers or, where none exist, make recommendations to the Council.
• Prepare a budget for the forthcoming financial year in accordance with the Financial Regulations of the Council and its precept timetable.
• Monitor its expenditure from time to time throughout the year and consider adjustment of plans and activities if appropriate.
• Monitor the payment and collection of allotment rents.
• Deal with any other matter passed to it by the Council from time to time.

It was unanimously agreed to recommend that:

• Expenditure of a revenue nature (maintenance/general) may be approved by the Committee without recourse to the Council providing the expenditure is contained within the previously approved annual budget for the Committee and reported to the next Council meeting.
• Expenditure of a capital nature takes the form of a recommendation to the Council for decision.
• All other activities/actions of the Committee take the form of a recommendation to the Council for decision.

It was agreed to recommend that the Committee meets three times per year (February, June & October) at 7.45pm on the Thursday immediately preceding the Council meeting. Further meetings will, if necessary, be called for urgent business arising between meetings.

This recommendation will not have any cost implication as the meeting would be held immediately after the monthly Planning Committee meeting.

008 DATE OF NEXT MEETING - Thursday, 23 October 2003 at 7.45pm.

There being no further business, the meeting was closed at 7.45pm.