Minutes of a meeting of the Town Projects Committee held in the Council Chamber, Windmill Lane, Northam on Thursday 4th March 2010

PRESENT: Chairman - Cllr R W A Miller

Members - Cllrs B Edwards, R Johnson, C Langton, R H Osborne

Other Members in attendance – Cllrs Mrs S Collins and A Eastman

Apologies were recorded on behalf of Cllrs Mrs A J Boyle, Mrs M Cox and P Hames

1. Minutes

The minutes of the Town Projects Committee held on 16 th February 2010 were approved and signed.

(Vote: Unanimous)

2. Hanging Baskets

Mr Vince Sherkle on behalf of Tom Butler Flower Hire Service, explained the background to his company and showed the Members a number of flower displays. Mr Sherkle advised that there was no commitment to continue if the service was not to the Council's satisfaction. Members considered the options and RESOLVED to give the scheme a try for this year commencing mid April and finishing in early October. This would give a season of 26 weeks with a change of flower display from summer to autumn around about August. The total cost of the scheme for 60 baskets to be £3042. The price to include delivery, installation and seasonal change.

(Vote: Unanimous)

3. Burrough Farm allotments – Tenancy agreement between the Association and the Town Council

Members considered the terms of the agreement that would be necessary and had to hand an example that had been used by the Bideford Town Council. It was RESOLVED to offer the Association a lease for ten years with a review after five and the rent to be £100 per annum.

(Vote: Unanimous)

With regard to the other terms of the agreement it was RESOLVED to use the Bideford document as a basis suitably amended. Members had to hand the comments of Cllr Hames.

(Vote: Unanimous)

4. Burrough Farm allotments – Allotment Association tenancy agreement

Members considered the draft tenancy agreement between the Allotment Association and the Allotment Holders, together with the comments of Cllr Hames. It was agreed that the Agreement was acceptable but that the termination reasons should apply to all points set out in section 2. To some extent the agreement conditions were duplicated under the rules of membership of the BFAA where it was explicitly required under rule 11 that no chemical sprays be used.

5. Burrough Farm allotments – draft constitution of the Association

Members considered the draft constitution and were satisfied that this document adequately covered the issues that the Council would be concerned about except that it was thought there should be some reference in the document to the tenancy agreement between the Town Council and the Association.

6. Seagate car park

Members discussed how best to proceed with the Seagate car park which was purchased in order to protect it from any future development and to ensure that there was adequate parking for the gig boats. There were a number of difficult issues to consider, particularly in relation to the existing licence holder of the site and it was agreed that the Town Mayor, Cllr Langton, together with Cllrs Edwards and Johnson would meet to consider the matter further and report back to a future meeting.