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- Open Spaces and Allotments Committee
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Minutes
STOKESLEY TOWN COUNCIL OPEN SPACES AND ALLOTMENT COMMITTEE
A Meeting of the Open Spaces and Allotments Committee was held in the Town Hall, Stokesley on
Wednesday 6 November 2024 commencing at 7 pm
Open Spaces & Allotments Committee Membership
Cllr Claire Craster, Cllr Bryn Griffiths, Cllr David Oxley, Cllr Graham Sowerby and Cllr Andy Wake.
Present : Cllrs Claire Craster, David Oxley, David Oxley, Graham Sowerby, Andy Wake and Gary Yuille
Clerk –Mrs Julie McLuckie Assistant Clerk – Debbie Young
1/6/11/24 NOTICE OF MEETING
RESOLVED that the public notice of the meeting had been provided in accordance with Schedule 12, paragraph 10(2) of the Local Government Act 1972.
2/6/11/24 MEMBERS OF THE PUBLIC
None
3/6/11/24 APOLOGIES FOR ABSENCE
RESOLVED no apologies received.
4/6/11/24 DECLARATIONS OF INTERESTS IN ITEMS ON THE AGENDA
None declared.
5/6/11/24 MINUTES OF THE OPEN SPACES MEETING HELD ON 31 OCTOBER 2024
RESOLVED that the minutes of the meeting held on 31 October 2024 were agreed as a true record.
6/6/11/24 EXCLUSION OF THE PRESS AND PUBLIC
RESOLVED all members agreed
7/6/11/24 GRASSCUTTING AND WEEDKILLING CONTRACT
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i. Grasscutting Contract – RESOLVED that Cllr Oxley and the Clerk had carried out a full analysis of the four tender submissions and the results circulated to members. Based on the analysis a preferred bidder was identified, and this contractor would be recommended to the Town Council meeting on 12 November for decision. The initial contract will be for a 2 year period, with a review clause for both parties after 1 year. There will be an option to extend the contract for up to 5 years.
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ii. Tree Contract and maintenance programme - RESOLVED that the current contractor be asked to confirm he is happy to continue with the current monthly contract and that they would provide quotes for any additional tree work. It was
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agreed that a formal contract should be drawn up to detail what should be included in this monthly maintenance contract.
8/6/11/24 ALLOTMENTS
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i. Allotment rent – RESOLVED that this Committee would recommend that there would be no increase in the allotment rent for the year 2026 as Lady Hullock’s Trust has confirmed that there will be no rent increase to the Town Council for the allotment site.
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ii. Allotment Fence – RESOLVED that quotes be obtained to replace the fencing where the fire brigade gained entry alongside plots 31,33 and 35, and to increase the height of the boundary fence adjacent to A172. It was agreed to also obtain quotes to install CCTV camera(s).
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iii. Tenancy agreement – RESOLVED to add a paragraph asking tenants not to leave large items which can be climbed on next to boundary fences to help stop intruders. The revised tenancy agreements will be circulated to all the current tenants ahead of the allotment rent night on 29 January 2025, so they have an opportunity to review and raise any questions prior to signing on the evening.
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iv. RESOLVED that the Assistant Clerk would contact the Fire Brigade to request that they do a trial run to ascertain if they can get an engine on to the allotment site and also to ask for any advice on fire prevention that we could introduce.
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v. Allotment fundraiser –Friday 6th December. RESOLVED that the Allotment holders be asked to vote on two options for how the funds be allocated. Option 1 would be to share equally between the three most effected allotment holders and Option 2 would be to contribute towards the installation of a CCTV camera. Each allotment holder would be asked to complete the consultation form at the Allotment rent night and the decision would be based on the majority vote.
9/6/11/2024 OPEN SPACES & ALLOTMENT BUDGET 2025/2026
RESOLVED that the revised budget proposal be submitted to the Finance Committee for consideration .
Play Parks
Play Bark £6000
Maintenance contingency £13000 (Inc Skate Bowl Repairs) – as this was only identified as a medium risk item, this could, if necessary be pushed back to the next financial year if the budget constraints would lead to an unacceptable precept increase.
Cycle Ramps £14000 – to be included in the proposed budget but would look to secure grant funding toward this scheme.
Total £33,000
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Grass Cutting and Weedkilling Contract Income
North Yorkshire Council - £3200
Expenditure
New contract = £33,000
Allotments
Income
Allotment Rents - £2550 Expenditure Lady Hullocks Rent - £1050 Water - £400 Allotments Maintenance - £1100
Trees/ Hedge work Monthly tree work - £3600 Hedge Service Level Agreement - £4200 Contingency fund for tree/hedge maintenance - £5000 Total £12,800
Litter Bins
No requirement for any new litter bins to be included this year.
Seat Repairs
No requirements for any seat repairs to be included this year.
River Banks (Pest Control Contract)
£700
Miscellaneous
£500
Toilets
£10,000
Christmas Lights Maintenance £6,000 Two new lights £1,000 Electricity £500
The meeting closed at 8.00 pm.
Signed ……………………………………………………..Date …………………………….
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