AGENDA - Cullompton...2018/02/27 · x The central heating system has been modified with new radiators in the Town Clerk [ office and the Committee Room connected to the wet central

All members of the General Purposes Committee are hereby summoned to a meeting of the General Purposes Committee

to be held on Tuesday 27 February 2018 at 2pm at Cullompton Town Hall

Signed: Mrs Judy Morris BA(Hons), Town Clerk Date: 21 February 2018

Membership: Councillors: Mike Thompson, Eileen Andrews, Gordon Guest, Will Jones and Richard Thorne.

PUBLIC QUESTION TIME: 15 minutes is set aside at the beginning of the meeting to enable members of the public to bring issues relating to Cullompton to the attention of Councillors. Up to 3 minutes is allowed for each question.

It may not be possible to reply and your question may just be noted. The question will be recorded.

AGENDA 1. Apologies for Absence: To receive apologies for absence.

2. Declarations of Interests: To receive disclosures of pecuniary and personal interests.

3. Public Question Time: To receive questions from members of the public present at the meeting.

4. Minutes: To approve the Minutes of the General Purposes Committee meeting held on 23 January 2018 (Appendix A).

5. ALLOTMENTS a) To receive update report. b) To receive Clerk’s response to Cllr Thorne’s queries (Appendix B)b) To consider and approve the Allotment Policy and Health & Safety Guidance

(Appendix C).

6. ST ANDREW’S CAR PARKa) To agree way forward with regard to installation of barriers.

b) To consider ways to restrict access to the rear of properties in High Street and Higher Street.

c) To consider whether a height and/or weight limit for commercial vehicles should be implemented and how this will be enforced.

d) To consider how to ensure sufficient space is made available in the car park for holders of annual permits.

7. CEMETERY a) Income & Expenditure report: To receive and note (Appendix D). b) Purchase of cremated remains space: To consider making recompense for error. c) Cemetery Paths: To consider a report on refurbishing the paths in the Cemetery

(East) (Appendix E).

8. TOWN HALL: a) Income & Expenditure report: To receive and note (Appendix F) b) To receive update report c) Hire Charges: To review Hall Hire fees for the Financial Year 2018-2019

(Comparison prices are at Appendix G). d) Fire Safety: To consider investigating measures to improve fire safety.

8. CCTV: To receive a verbal update.

9. KNIGHTSWOOD GARAGE: To consider retaining the use of the rented garage at Knightswood at an annual rental of £639.36.

10. PLAY AREAS: To receive Income & Expenditure report for play area projects (Appendix H).

RECOMMENDATION: That due to the commercially sensitive nature of the business to be discussed, the following item is dealt with as Part 2 business and, in accordance with the Public Bodies (Admission to Meetings) Act 1960 and the Local Government Act 1972 the press and public are requested to leave at this point and the next section of the meeting is conducted in private.

11. PLAY AREAS:a) To consider estimates for the supply and installation of a brace to support a limb on

the veteran Oak Tree at Headweir Road play area. b) To consider estimates for the supply and installation of replacement pedestrian and

vehicular gates at Tufty Park.

12. TOWN HALL: To consider estimates received for the repair and redecoration.

13. DATE AND TIME OF NEXT MEETING:

In accordance with the Public Bodies (Admission to Meetings) Act 1960, members of the public and press are very welcome to attend the meeting.

Members of the public will only be permitted to speak at the beginning of the meeting during Public Question Time.

General Purposes Committee held on

Tuesday 23 January 2018 at 2pm at Cullompton Town Hall

Membership: Councillors Mike Thompson, Eileen Andrews, Gordon Guest, Will Jones and Richard Thorne.

Those present: Councillors Mike Thompson, Gordon Guest, Richard Thorne, Iain Emmett (in the Chair), Eileen Andrews and Lloyd Knight.

The Project Funding Officer. The Assistant Town Clerk (Clerk).

DRAFT MINUTES1. Apologies for Absence: To receive apologies for absence. None received.

2. Declarations of Interests: To receive disclosures of pecuniary and personal interests.

Councillor Richard Thorne declared a personal interest in matters relating to the Allotment Fields as he is currently an allotment tenant.

3. Public Question Time: To receive questions from members of the public present at the meeting. None present.

4. Minutes: The Minutes of the General Purposes Committee meeting held on 11 December 2017 were adopted as a true and correct record of the meeting and signed as such. Proposed Councillor Richard Thorne, seconded Councillor Iain Emmett.

5. ALLOTMENTS a) To receive update report. The Assistant Town Clerk reported that there are currently 6

waiting for first plots, 2 waiting for a second and 1 waiting for a third. 2 eviction notices have been issued for the Top Field.

b) Allotment policy: to receive and consider email setting out concerns with regard to the current Allotment policy. A discussion ensued concerning: The Allotment Association excluding those tenants who choose not to be part of the

Association from information distribution (such as the council’s provision of a skip). That the council, through the Clerk, will have responsibility for all Allotment Fields,

particularly as the town expands and more facilities are provided – there should be an overarching policy that reflects this.

APPENDIX A

c) Allotment policy, risk assessment and Health & Safety Guide to allotments – to review: Policy:

o RESOLVED: Section 12 – To include a clause stating that rents from all allotment sites are paid to the Town Council will contribute to the cost of running the allotment sites. Proposed Councillor Gordon Guest, seconded Councillor Eileen Andrews.

o RESOLVED: That a policy stating the council’s general insurance provision for the Allotment Fields is included in the Allotment Policy for aspects for which the council is responsible (such as PLI for visitors to the allotment fields and trees that the council is responsible for and Employee Liability Insurance) and stating that personal PLI insurance is recommended for individual allotment tenants for individual plots – this recommendation should be included the Tenancy Agreement if this is not already the case. Proposed Councillor Gordon Guest, seconded Councillor Mike Thompson.

o RESOLVED: That the Town Clerk reviews and comments on each point raised within Cllr Richard Thorne’s email regarding allotment policy, to establish where it is within the Allotment Policy and or Allotment Agreement, or if it has not been included as part of the update. The Town Clerk will ensure that both the Allotment Policy and Allotment Agreement are in concordance. Proposed Councillor Richard Thorne, seconded Councillor Gordon Guest.

o Note – Council staff are requested to contact adjacent parishes to see what is included in their Allotment Agreements.

Risk Assessment was noted. Health and Safety Guide should be reviewed following information raised during

the production of the Risk Assessment. o RESOLVED: That the Health and Safety Guide is reviewed in light of the

production of a generic Allotment Risk Assessment. Proposed Councillor Gordon Guest, seconded Councillor Richard Thorne.

d) Notice Board: to confirm location and budget for top field site. RESOLVED: That emails are used to communicate with all allotment tenants with letters and/or telephone calls to those without emails in lieu of the installation of a notice board. Proposed Councillor Mike Thompson, seconded Councillor Eileen Andrews.

6. CCTV: To receive update report and agree way forward. Discussion took place that suggested that the lighting column outside 65 Fore Street could be replaced including sufficient cameras and should cost in the region of £2,000. Assistant Town Clerk should contact DCC with a view to establishing whether or not this post can be replaced with a sufficiently robust column that would support the installation of CCTV cameras.

Following discussion it was:

RESOLVED: That DCC are contacted with a suggestion for replacement of the lighting column outside 65 Fore Street with a view to including a CCTV installation on it. Councillor Mike Thompson will supply an alternative location should the replacement of the existing lighting column prove unacceptable to DCC. Proposed Councillor Mike Thompson, seconded Councillor Gordon Guest.

7. CEMETERY a) Income & Expenditure report: To receive and note. Noted. b) Cemetery wall survey: To receive report and agree way forward.

RESOLVED: That all recommendations in the Cemetery wall report are accepted and that progress will commence on implementation of them in a timely fashion. Proposed Councillor Richard Thorne, seconded Councillor Iain Emmett.

It was further considered that priority is given to manufacture and installation of buttresses to support the SE corner of the wall.

c) Cemetery paths: To agree way forward. It was reported that a specification for works has yet to be drawn up as information is awaited from the National Trust in relation to their own pathways. There was a suggestion that the Cemetery Operative can renew the path a section at time whilst he has the mini-digger in use but there was concern that a specification is required in order that the council complies with external authority requirements with regard to the disposal of surface water runoff.

d) War Grave signage: To consider erection of a Commonwealth War Graves Commission sign outside the cemetery.

RESOLVED: That the Commonwealth War Graves Commission sign is erected outside the cemetery to the left of the main entrance gate. Proposed Councillor Eileen Andrews, seconded Councillor Mike Thompson.

8. Town Hall: a) Income & Expenditure report: to receive and note. Noted. b) To receive update report. The following items have been completed in the Town Hall:

The broken window to the front door has been replaced. Intumescent strips to the Assistant Town Clerk, Reception and Kitchen doors have

been replaced and correctly installed. Doors, as required, have been adjusted including the replacement of hinges on the

Assistant Town Clerk and Kitchen doors in order to make them compliant with fire safety regulations.

The central heating system has been modified with new radiators in the Town Clerk’s office and the Committee Room connected to the wet central heating system. The plumber asked that it be noted that the council staff were particularly helpful and his invoice was reduced as a result.

The Town Clerk is actively obtaining estimates for the remainder of the, mostly, exterior work and these should be available for next month’s meeting – 4 builders have visited the Town Hall and have indicated that they will be submitting estimates for the required works.

These points were noted and the Committee looks forward to receiving the quotation for exterior works.

Councillor Gordon Guest stated that the owner of Lloyds Bank has requested a meeting with the Town Council with a view to establishing what may be done with the building. The

landowner has specifically asked whether or not the council would wish to rent all or part of the building for council use.

9. Date and time of next meeting: Tuesday 27 February at 2pm.

Dear Judy,

Further to the 7th November GP Committee Meeting and the introduction of a draft Allotment Policy, I have got together with Camille so that we could come up with some comments and suggested changes to the draft before it progresses. We both feel that this policy is a good step forward and are keen to ensure that CTC promotes gardening in a manner that does not discriminate against or disadvantage tenants.

Our comments and areas we feel requiring change are as follows:

TOWN CLERK’S COMMENTS AS REQUESTED BY THE GENERAL PURPOSES COMMITTEE MEETING HELD ON 23 JANUARY 2018

The Policy does not set out the relationship between CTC and the Cullompton Allotment Association on the Tiverton Road Site.

A statement about the relationship between the two has been added to the end of the policy. It states as follows:

The Cullompton Allotment Association represents its member’s interests with the Town Council. At the present time membership is limited solely to those with plots on the Tiverton Road allotment site. The Council will support the setting up of associations on other sites.

In addressing CTC relationship with the Association, consider also the relationship with non-association members and how they may be disadvantaged.

This needs to be considered by the General Purposes Committee and agreement reached on how it will ensure that everyone is treated equally.

At General Purposes Committee, discussions are on-going regarding the Council joining the South West Allotment Association - initially to explore the availability of low cost Public Liability Insurance. This needs to be developed further and outcomes included in the new Policy. Would it be best that the Council invites all of its tenants to form a new Association covering all tenants, all sites and future developments?

Several years ago the Town Council invited the tenants of the Top Field to a meeting to discuss setting up their own Allotment Association, there was very little interest and the initiative was not taken forward. The General Purposes Committee could consider inviting the tenants from Haymans Close and Top Field to form an association but, in my opinion, this will only be successful if/when the allotments tenants take the lead.

The Tiverton Road allotment site, which is a registered charity, has its own association but they have stated as follows: Whilst the Association is happy to assist and work with others to set up associations for the other sites they are not interested in expanding their membership to other sites. It was accepted that the Association has valid reasons for this. (Minutes of Gift of A Burrow for Allotments trustees meeting 29 Nov 2017.

Should the Council establish a community-wide allotment association to champion allotments and gardening generally? The current Allotment Association should be challenged to cover the whole of Cullompton including the Garden Village, so, if they do

APPENDIX B

not wish to do this then a new association championed by CTC should be established to include promoting allotmenting in Cullompton.

See above

The draft policy does not address CTC insurance requirements.

The allotment agreement includes the following clause “It is recommended that tenants have public liability insurance”, there is also now a clause in the Allotment Policy about insurance

Currently CTC collects CAA subs at the same time it collects annual rents - is this a legitimate function or transaction for CTC? If so, needs to be covered in the policy.

At a meeting of the Gift of A Burrows trustees held on 29 Nov 2017 it was agreed as follows: It was considered that this is a legitimate function of the Town Council as it would do the same for any other association on any other site.

Under draft policy items 2. and 3. - Aim and Objectives - How does the CTC intend to cater for the ever growing number of people wanting an allotment - a situation that will worsen as our town growth continues at a pace.

This is something for the GP Committee to consider – would the Council be willing to take responsibility for the allotment site to be provided on the NW Extension?

Item 4 Resources - Need to clarify the CTC policy on allotment sizes. Currently there is a mix of 1/2 plots and full plots. A 1/2 plot is good for a trial as a beginner or hobbyist but is insufficient for a serious gardener trying to grow for health benefits and a degree of vegetable and fruit self-sufficiency. Regarding the latter, a keen enthusiast would require additional space. In developing further allotments and in managing existing plots, CTC should consider how the holdings are managed, subdivided and expanded to suit everyone's needs and the Policy be expanded upon.

Allotment policy states as follows: Due to there being a waiting list for allotments new tenants will generally be offered a half plot unless it is a “poor condition” plot which they are willing to bring back to good standard and that no-one else wants. Tenants will not be entitled to more than one full plot unless there is no waiting list.

Item 6 Waiting List. Understand the Primary List is for Cullompton Parishioners - so, is there a secondary list for those outside of the Parish?

Allotment policy states as follows: Allotments are primarily for the benefit of those living within Cullompton and will only be let to Cullompton parish residents unless there are special circumstances and then at the discretion of the Town Council will someone living outside the parish be added to the secondary waiting list.

Item 6 Waiting List- need to consider whether existing tenant has a 1/2 plot, a whole or two 1/2 plots. Additional plots should be allocated as 1/2 plot size?

See Above

Allocating an allotment - is there a need to assess an applicants physical capabilities against the condition of the plot?

It is for the person to decide whether they feel able to cope with the plot they are being offered not the Council.

Poorly maintained plots. This draft policy does not address poorly maintained plots and the actions or sanctions available to the council. Even at the Tiverton Road site there are numerous poorly maintained plots and at least one which has been overgrown for this season - As the Policy is unclear, sanctions or actions are ineffective.

This is covered in the Allotment Agreement which states as follows:

The Tenancy may be terminated by one month’s notice in writing, given by the Council, if:

i) the rent is in arrears six months after demand is made for payment ii) the allotment is in a poor state of cultivation, or iii) the Tenant has failed to comply within a reasonable time any notice in writing served

by the Council on the Tenant requiring him/her to remedy any breach or failure to comply with the conditions contained herein.

Item 9 Declining an allotment - what if the applicant declines 3 offers? Go to the bottom of the list or taken off altogether?

Allotment policy now states as follows: The applicant will be offered 3 plots. If they decline all 3 offers they will start again at the bottom of the waiting list.

Item 13 Environmental Information (Rules or Requirements?) - Will this be enforced and if so, how and what will the sanctions be?

The policy states as follows: The Town Council will encourage tenants to maintain their plots …… there is no suggestion of enforcement or sanctions.

14. Maintenance - The Council should maintain the growth of trees and branches that overhang the boundary plots but why should the Council maintain or cut hedges - surely each tenant should maintain the hedges that occur adjacent their plot?

The Allotment Agreement states as follows:

The Council is subject to the following conditions:

1. To maintain boundaries, hedges, fences and gates on the site unless installed by others.

The Tenant is subject to the following conditions:

1. The plot must be used for the purpose of an allotment garden only. It must be wholly or mainly used for the production of vegetables or fruit for the consumption by the leaseholder or his/her family. It must be kept free from weeds and every part must be maintained in good condition. It is expected that at least 75% of the plot will be kept cultivated.

2. All paths on the perimeter of the plot are the responsibility of the Tenant and must be kept clean and tidy and not dug, cut or reduced to less than eighteen inches in width.

14 Maintenance - Policy or tenancy agreement should be clear on split of responsibilities. There are paths within the Tiverton Road site which are becoming undermined and badly sloping. Is it the Town Council that should address these matters? Safety of these paths needs to be addressed.

See above, as it refers to the Tiverton Road site then needs to be referred to the Gift of A Burrow trustees.

Item 16 Health and Safety - a brief statement, can we see these requirements to comment on please?

Health & Safety Guidelines included with the agenda.

New Tenancy Agreement mentions vermin but what is the Policy on vermin such as rats, hornets, wasps, etc.? what will the council do if a tenant reports a problem?

There is nothing in the Tenancy Agreement about rats and vermin. The Allotment policy document states as follows: Vermin: Rats carry 70 diseases, including Weil’s Disease, which can cause human death via contaminated water. Plot holders must be vigilant and report any signs of infestation, including burrows, tracks, droppings and observing vermin. Contact the Town Council to report any problems. The Town Council will then consider how best to deal with the problem.

Best wishes,

Richard

___________________________________________________________________________________________________________

28 Applying for an Allotment Policy 2017

CULLOMPTON TOWN COUNCIL ALLOTMENT POLICY (FIRST DRAFT)

1. INTRODUCTION

Cullompton Town Council has a statutory duty to provide allotments to improve people’s quality of life by promoting healthy food, exercise and community.

2. OUR AIM

It is the aim of the Council to provide allotment plots of an acceptable standard to enable individuals to improve their quality of life, health and diet, by growing their own food and providing a place to relax at a reasonable cost.

3. OBJECTIVE

The primary objectives are to manage and administer allotment sites in convenient locations to serve the community within the Town Council’s Parish boundaries. This means ensuring that allotment plots are kept in reasonable condition and tenants are treated equally and fairly under the terms and conditions of their tenancy agreement.

4. RESOURCES

As the service is primarily for individuals rather than the benefit of the whole community the Town Council will keep any subsidy to a reasonable level.

The Council is responsible for the following allotment sites: Tiverton Road: Registered Charity of which the Council is the sole trustee (Gift of A Burrow

for Allotments) – 31 full size Plots (currently split into 52 full and half-size plots). Top Field: owned by the Town Council – 14 full size plots (currently split into 17 full and half-

size plots). Haymans Close – leased from Mid Devon District Council – 5 plots (currently split into 6 full

and half-size plots).

5. APPLYING FOR AN ALLOTMENT

All applicants are to complete an application form. When this form is received by the council the name will be added to the waiting list.

6. WAITING LIST FOR NEW APPLICANTS

The Town Council maintains a primary and secondary waiting list for each site. The primary waiting list is for those living in the parish who do not already rent an allotment plot from the Town Council, this system operates on a first come, first served basis and takes priority over the secondary waiting list.

APPENDIX C

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The secondary waiting list is for those who already rent an allotment from the Council and would like an additional plot, this system operates on a first come, first served basis, but will only be considered if there is nobody on the primary waiting lists. Existing tenants will also have to prove they are eligible for a second plot by consistently achieving good to excellent inspection results.

Due to there being a waiting list for allotments new tenants will generally be offered a half plot unless it is a “poor condition” plot which they are willing to bring back to good standard and that no-one else wants. Tenants will not be entitled to more than one full plot unless there is no waiting list.

Allotments are primarily for the benefit of those living within Cullompton and will only be let to Cullompton parish residents unless there are special circumstances and then at the discretion of the Town Council will someone living outside the parish be added to the secondary waiting list.

7. WHEN AN ALLOTMENT BECOMES VACANT

The council will contact the applicant advising an allotment has become available and make arrangements for them to view it. If accepted, a tenancy agreement with an agreed starting date will be issued to the applicant for signing and returning within 14 days. An invoice will also be issued for rent for the remainder of the letting year. Once this has been received, the applicant can start work on the plot on or after the agreed start date.

8. ACCEPTING AN ALLOTMENT

If the council does not hear from the applicant within 14 days, it will be assumed that they are no longer interested in having an allotment and their name will be taken off the waiting list. The plot will then be offered to the next person on the waiting list.

9. DECLINING AN ALLOTMENT

The applicant will be offered 3 plots. If they decline all 3 offers they will start again at the bottom of the waiting list.

10. SHARING AND SUB-LETTING

The tenancy agreement is with one named individual, there are no joint tenancies. Family or friends can help but the tenancy will be in one name only.

To register a co-worker on the plot the tenant is required to put in writing the co-worker’s name, address, telephone number and email address. The co-worker will then become entitled to take over the plot provided they have been registered as a co-worker for a minimum of one year. A tenant can un-register a co-worker in the same way at any time.

Plots cannot be sub-let, neither all nor part of a plot. If the tenant wishes to give up part of their plot, the surrendered part will be offered to the next person at the top of the waiting list.

11. PASSING THE ALLOTMENT TO A FAMILY MEMBER

A tenant can apply to pass their plot on to a family member at any time provided the plot is not in a neglected condition and the tenant has held it for a minimum of one year. Please contact the council to arrange the transfer. The plot cannot be passed to friends unless they have been registered as a co-worker for a minimum of one year.

___________________________________________________________________________________________________________


12. RENTS

The level of rent will be reviewed annually.

13. ENVIRONMENTAL INFORMATION

The Town Council will encourage tenants to maintain their plots in an environmentally friendly way as set out below:

Re-using materials and use of recycled materials. Minimal use of pesticides. Minimal use of artificial fertilisers. Reduction in water consumption and encourage use of water butts. Composting

14. MAINTENANCE

Where the Town Council is responsible it will maintain the infrastructure of the sites including: paths, boundary walls and fences, gates and water supplies.

Vacant plots will be re-let as soon as possible to avoid them appearing neglected. If necessary the Town Council will clear vacant plots by strimming and removing dangerous materials.

In the event of vandalism the Town Council will report all incidents to the Police and repair/replace its property.

Tenants are responsible for their own property, if a tenant’s property is stolen or vandalised they are encouraged to inform the Town Council and report the incident to the Police.

15. TENANCY AGREEMENT

The Tenancy Agreement is between the Town Council and the allotment tenant, it sets out the terms and conditions of having the allotment plot.

16. HEALTH & SAFETY

To abide by any Health & Safety requirements brought in by the Town Council, copies of the Health & Safety guidelines can be obtained from the Town Council office.

17. ALLOTMENT ASSOCIATION

The Cullompton Allotment Association represents its member’s interests with the Town Council. At the present time membership is limited solely to those with plots on the Tiverton Road allotment site. The Council will support the setting up of associations for the other sites.

Health & Safety Guidelines for Allotments (Sept 2017 version 2) Page 1

CULLOMPTON TOWN COUNCIL

HEALTH AND SAFETY GUIDE TO ALLOTMENTS

Allotment sites and the activity of gardening is relatively risk free if people are aware of the hazards and take steps to ensure that they do not put themselves, other people or wildlife at risk. Please read and consider the following points before allotment gardening.

1. Physical exercise: Digging the soil is one of the most physically demanding tasks in gardening, as it involves continued bending and straightening of the back when lifting a spade of soil. It needs to be approached with care, particularly if you are not used to heavy work. Sensible shoes are essential to save you from a forked foot or worse.

2. Hazardous rubbish: Ensure that you do not leave broken glass and other hazardous materials on the allotment. If you discover a significant amount of rubbish underneath the soil, such as broken glass, plastics etc., then please contact the Council who can offer some assistance in removing it from the plot.

3. Tetanus or Lockjaw: This is a serious infection caused by bacterium that lives in the soil, especially manured soil. It enters the body through tiny abrasions, scratch, thorn, puncture or cut and a few days later the illness hits. Please make sure that you have a vaccination that can protect you against tetanus.

4. Skin irritations: Wear gloves and a long sleeved top when pruning plants that can cause skin irritations for example ivy, euphorbia or rue.

5. Garden tools: Garden tools can be a hazard if they are not stored properly or are left lying around the allotment or paths when not in use. For example upturned spades and forks.

6. Pesticides and fertilisers: The Town Council does not allow use of toxic weed killers. If you must use weed

killer then use a non toxic one according to the manufacturer’s instructions. When using pesticides or fertilisers please ensure that you wear suitable clothing,

including rubber gloves. Store chemicals in a safe place keeping them tightly closed and in their original

containers. Please ensure that pesticides or fertilisers are disposed of responsibility. They should never be included in household rubbish, burnt, placed in skips or poured into any kind of drainage system or watercourse.


Only use chemicals when they are really necessary. Garden Organic www.gardenorganic.org.uk provides advice and publications on methods of pest control that so not require pesticides and gardening methods that reduce pest attack.

7. First Aid Kit: A first aid kit is a wise addition to the tools kept in the shed. A small selection of adhesive plasters, antiseptic ointment, a pair of tweezers for removing thorns and splinters and a gauze or lint pad to use as a compress to stop bleeding if you are badly cut.

8. Power Tools: Most power tools need specific safety and handling training e.g. power chainsaws, strimmers and rotavators. A large rotavator can be a bit of a strain to control so take a while to get used to it. Power strimmers and shredders have their dangers as well. Always follow the manufacturer’s instructions and wear the recommended personal protective clothing and equipment such as googles.

9. Legionella: In very hot weather, especially in greenhouses, it is possible, although very rare, for Legionella (Legionnaires’ Disease) to multiply in warm water to potentially harmful levels. Avoid storing potting media in greenhouses or spraying fine mists.

10. Ponds and water Ponds that are planned and maintained properly pose a tiny risk, far outweighed by

the numerous benefits to wildlife and enjoyment to people of all ages. Contact a Wildlife Trust, Froglife of the Pond Conservation Trust about construction and maintenance of wildlife ponds.

Children under three are at most risk of drowning in ponds. Children should be supervised at all times by an adult and must not go onto other people’s plots with their express permission.

Aim to make ponds shallow and seasonal; 30-50cm at the deepest point is sufficient for biodiversity and sloping sides also prevent drowning of mammals that come to drink water. In winter use a float to prevent icing-over, otherwise children may be tempted to walk on ice and pond-life will be starved of oxygen.

11. Hazards for wildlife on allotments: This includes litter, low-level fruit netting, use of pesticides, open drains, slug pellets, mowing, strimming, broken glass and pre-stacked bonfires. Certain wildlife e.g. badgers, slowworms, some birds of prey and reptiles have specific legal protection regarding their management. English Nature can provide information about protected species.

12. Vermin: Rats carry 70 diseases, including Weil’s Disease, which can cause human death via contaminated water. Plot holders must be vigilant and report any signs of infestation, including burrows, tracks, droppings and observing vermin. Contact the Town Council to report any problems.

http://www.gardenorganic.org.uk/


13. Risk of infection: Humans are at risk of infection from handling animal manure. Always wear gloves

when handling any type of manure. Fresh manure should be heaped for 6 months, giving time for e-coli to break down. Basic hygiene and checking that tetanus boosters are up to date is the responsibility of the plot holder.

Stopping for lunch breaks helps restore energy after lots of digging but don’t forget to wash your hands first. Keep a hand-sterilising gel handy or in the shed.

Always wash your fruit and vegetables thoroughly before eating them.

14. Personal Safety: Allotment gardeners often spend long periods of time on their own site: take

personal safety seriously and tell another person where you are going and what time you will be back. If you have a mobile phone take it with you. If your plot is on the Tiverton Road site then always close the gate behind you when entering or leaving the site.

Be aware of weather conditions that can affect walking surfaces such as hardcore and grass. Use sunscreen to protect yourself from over exposure to the sun.

15. Bonfires Between April and October bonfires should not be lit before 6pm and between

October and March not before 4pm. Check weather conditions to ensure that there is no significant wind, do not leave a

fire unattended and ensure that it is completely put out with water before you leave.

Check the bonfire for wildlife before lighting it.

PLEASE NOTE: This document should be read in conjunction with the Allotment Tenancy Agreement which can be found on the Council’s website at www.cullomptontowncounci.gov.uk.

http://www.cullomptontowncounci.gov.uk/

CEMETERY INCOME & EXPENDITURE 2017.18

INCOME FROM BURIAL FEES (Budgetted income 2017/18 £23,000)April May June July Aug Sept Oct Nov Dec Jan Total

Burial fees 3790.00 3630.00 3540.00 1930.00 1150.00 3830.00 3390.00 8040.00 1490.00 1975.00 32765.00

Business rates (half year) 3110.37 0.00 0.00 0.00 0.00 0.00 3110.00 0.00 0.00 0.00 6220.37Digger Hire 120.00 0.00 160.00 60.00 60.00 60.00 60.00 170.00 155.00 165.00 1010.00Strimmer Hire 0.00 0.00 0.00 132.25 0.00 0.00 0.00 0.00 0.00 0.00 132.25Strimmer service 0.00 0.00 0.00 0 0.00 103.48 0.00 0.00 0.00 0.00 103.48Cleaning materials 5.88 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5.88Mole Valley Farmers 9.55 0.00 16.99 41.69 3.70 0.00 46.78 0.00 0.00 0.00 118.71Labdon Bld Supp 0.00 18.99 16.61 39.18 1.74 28.31 0.00 306.34 0.00 8.65 419.82Exeter Road Garage 0.00 46.59 55.11 65.43 49.59 42.56 29.83 0.00 0.00 0.00 289.11Allstar (fuel card) 0.00 0.00 0.00 0.00 0.00 0.00 18.83 38.12 0.00 0.00 56.95MST 0.00 0.00 10.40 0.00 0.00 0.00 0.00 0.00 0.00 0.00 10.40PPE (Boots & Trousers) 0.00 59.74 0.00 0.00 0.00 0.00 0.00 0.00 44.14 56.59 160.47Fire Extinguishers and service 0.00 115.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 115.00Thorne & Carter (wall report) 0.00 0.00 150.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 150.00New phone for cemetrey operative 0.00 39.30 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 39.30Toilet door symbols 0.00 10.95 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 10.95Sundries 0.00 0.00 37.48 0.00 0.00 0.00 0.00 30.94 24.99 0.00 93.41Electricty 0.00 0.00 128.56 0.00 0.00 133.27 0.00 0.00 88.90 0.00 350.73Skip hire 0.00 0.00 290.00 20.00 20.00 20.00 20.00 280.00 300.00 20.00 970.00Turf 0.00 0.00 0.00 0.00 8.82 0.00 5.88 7.35 19.11 0.00 41.16Insurance 0.00 0.00 0.00 0.00 0.00 700.00 0.00 0.00 0.00 0.00 700.00Insurance Quad bike 0.00 0.00 0.00 0.00 0.00 0.00 284.75 0.00 0.00 0.00 284.75Mole catcher 0.00 0.00 0.00 0.00 0.00 0.00 75.00 0.00 0.00 0.00 75.00Notice Board 0.00 0.00 0.00 0.00 0.00 0.00 758.00 0.00 0.00 0.00 758.00Refuse collection (wheelie bin) 0.00 0.00 0.00 0.00 0.00 0.00 0.00 427.70 0.00 0.00 427.70Grass cutting 0.00 0.00 0.00 0.00 0.00 0.00 0.00 288.00 0.00 0.00 288.00Empty sewerage tank 0.00 0.00 0.00 0.00 0.00 0.00 0.00 235.00 0.00 0.00 235.00Wall survey 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 480.00 480.00Heater for toilet 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 25.87 25.87

3245.80 290.57 865.15 358.55 143.85 1087.62 4409.07 1783.45 632.14 756.11 13572.31

Expenditure -general running costs (Annual budget £15,000)

CULL.Assistant

APPENDIX D

Page 1 of 3

Cullompton Cemetery – Project Review – Replacement Paths

1. Introduction For some time the General Purposes Committee has expressed a desire to improve pedestrian access to the whole of the old cemetery but has been unable to agree a strategy or to allocate the necessary resources. Budget estimates have been obtained with likely capital costs running into tens of thousands of pounds.

The General Purposes Committee has further been unable to agree upon a specification for the replacement paths with opinion divided regarding delivery – project as a whole; delivery via contractors; delivery in phases being delivered by existing CTC workforce as and when they have spare time.

Councillor Richard Thorne met with Ruth Dugdale (Funding Officer) on Friday 26th January with a view to assessing the project in its broadest terms and to come forward with workable proposals for the General Purposes Committee to take forward.

2. The Old Cemetery Site To assist in locating the various paths and their condition, please refer to the attached Google Earth satellite view and a selection of photographs of the main paths. Added to the photographs document are a number of images of paving on National Trust properties

The Old Cemetery has the benefit of a network of footpaths and tracks generally running north to south with a long loop running around the lower portion of the old cemetery. As opposed to the new cemetery (which has modern tarmac and kerbed paths to highways standards) these paths can be described as follows:

The upper north section has three tarmacadam paths of varying widths bound in by pre-cast concrete channels on each side. Once provided with drains and perhaps soakaways, the paths and surface water drainage have deteriorated to a point beyond economic repair.

The lower south section has a continuous loop of paths with these being somewhat wider but not benefiting from kerbing or surface water drainage. The upper length and that running down to the old cemetery entrance are surfaced with tarmacadam or gravel while the section running parallel to Tiverton Road is simply a grass track.

The upper or northern network of paths benefits from drainage gullies running into soakaways – it is assumed that any soakaways have become blocked over time. The lower site paths has no visible drainage so run-off water will find its way down to Tiverton Road boundary.

Without further surveys and observation during a period of heavy and prolonged rainfall, it can be presumed that the majority of surface water percolates into the open ground and in heavy rainfall, run off may well run down to the bottom of the site and on to Tiverton Road. The true extent of surface water flow and run may be known to the cemetery staff. (Ruth Dugdale to make further enquiries)

3. Public and Town Council Expectations This has not been determined but it is likely that as a minimum, the public would like a network of access paths such that those reliant on motorised buggies can access all areas.

APPENDIX E

Page 2 of 3

Others may expect paths finished to general highways standards as depicted in photograph 7.

In terms of affordability and expectations on quality, the ideal may be a network of paths constructed to the highways standard footpath of tarmacadam and concrete edging kerbs + surface water drainage. The affordable options however may be a set of paths edged with either treated edging timbers or concrete kerbs and surfacing consisting of permeable tarmacadam, or resin based systems or alternately, footpaths having a sub-base with a topping of scalping’s or hogging’s (well compacted 20mm to dust quarry waste). Typically the latter can be found at many National Trust Sites – see photographs 8 to 11, all taken at Stourhead Gardens in Wiltshire.

A further considerations when choosing a preferred option is the cost of maintenance – a tarmacadam path may well last for 30+ years whereas the NT specification would require annual maintenance in the form of sweeping, weeding and general repairs.

A network of pathways based on the National Trust specification and standard would still require the following basic considerations:

The existing paths would have to be dug up and arising’s removed from site. Lengths of paths such as those at the Tiverton Road Boundary would require

excavating and soil arising’s removed from site. Edges of the paths so be supported by either timber edging boards or concreter

kerbing set in concrete.

While existing water run-off may percolate into the adjoining ground, new paths would need a surface water drainage system complete with soakaways. The extent of this element would require a topographical survey and a civil engineer design.

4. Recommendations to General Purposes Committee The nature and scale of this project is considered beyond the scope of our small workforce thus the work must be undertaken by contractors. In arriving at this conclusion we have considered the fact that it would be difficult to secure off the working area (which may be left for weeks in between activity) to prevent a member of the public being injured – a common since consideration but also a statutory requirement).

The likely costs – upwards of £40,000 – demand that the project is fully designed by a civil engineer and tendered in an appropriate manner. The tender process will require topographical surveys, drainage strategy and a full specification and drawings. Professional fees for civil engineering design and tender process will probably exceed £5,000. An approach to MDDC Planning would be wise to determine whether planning or heritage approvals apply.

If General Purposes Committee consider that such a project is affordable then the following steps should be taken:

i. Appoint an appropriate consultant to give consideration to technical options and to prepare a project budget estimate.

ii. Seek fee proposals for the necessary design and tender process

Page 3 of 3

iii. Ensure that the town council fulfils its obligations on the Construction (Design and Management) Regulations 2015 including fulfilling the client duty in making appointments suitable and capable duty holders including designers and contractors.

iv. Ensure that all necessary consents are applied for (planning, heritage, etc.) prior to committing the tender process.

Prepared by Councillor Richard Thorne

30th January 2018

Cullompton Cemetery – Paths within the Old Cemetery

Page 1 of 6

Photograph 1 – Path Running Down the Rear of Chapels (Note that this path turns left looping down the lower boundary of the site adjacent to Tiverton

Road where it is unpaved for much of its length

Photograph 2 – As above running up towards the Allotments


Page 2 of 6

Photograph 3 – Tarmac Path Running North East (@ boundary to new cemetery)

Photograph 4 – Central Tarmac Path Running South


Page 3 of 6

Photograph 5 – Tarmac Path Running South Adjacent St Andrews Estate/Allotments Boundary

Photograph 6 – Grass Path Running Across the Top of the Site


Page 4 of 6

Photograph 7 – Modern Tarmac and Kerbed Path Link New and Old Cemetery Sites

Photograph 8 – National Trust (Stourhead Gardens) Path formed with scalping’s


Page 5 of 6

Photograph 9 – National Trust (Stourhead Gardens) - Timber forming Chanel across the path

Photograph 10 – National Trust (Stourhead Gardens) – with timber edging


Page 6 of 6

Photograph 11 – National Trust (Stourhead Gardens) – gulley to soakaway system or nearby watercourse

TOWN HALL INCOME & EXPENDITURE 2017.18

INCOME FROM HALL HIRE (Budgetted income 2017/18 £11,225)April May June July Aug Sept Oct Nov Dec Jan Total

Hall Hire income 830.00 1000.00 1115.00 810.00 1095.00 900.00 1035.00 1005.00 945.00 690.00 9425.00

Business rates (half year) 557.48 0.00 0.00 0.00 0.00 0.00 557.00 0.00 0.00 0.00 1114.48Gas 380.15 112.29 24.04 10.08 0.00 21.21 50.29 198.88 307.94 307.94 1412.82Electricity 0.00 267.35 135.24 135.24 135.24 135.24 135.24 181.03 181.03 181.03 1486.64Sanitary bin 8.50 8.50 0.00 0 0.00 0.00 0.00 0.00 0.00 0.00 17.00Cleaning materials 38.90 0.00 43.27 35.30 0.00 38.07 53.54 0.00 0.00 63.35 272.43Mole Valley Farmers 22.45 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 22.45Labdon Bld Supp 10.98 0.00 3.71 0.00 0.00 0.00 17.72 0.00 0.00 3.94 36.35Boiler service agreement 21.83 21.83 21.83 21.83 21.83 21.83 21.83 21.83 21.83 24.18 220.65Window cleaning 48.50 45.00 0.00 45.00 45.00 0.00 45.00 0.00 0.00 45.00 273.50Water & sewerage 0.00 293.88 0.00 0.00 143.65 0.00 0.00 0.00 0.00 326.98 764.51Sundries 0.00 0.00 5.99 0.00 5.28 14.99 19.09 0.00 17.08 0.00 62.43Insurance 0.00 0.00 0.00 0.00 500.00 0.00 0.00 0.00 0.00 0.00 500.00Premises Licence 0.00 0.00 0.00 0.00 0.00 0.00 70.00 0.00 0.00 0.00 70.00Portable Appliance Testing 0.00 0.00 0.00 0.00 0.00 0.00 50.00 0.00 0.00 0.00 50.00Fire alarm and Emergency lighting 0.00 0.00 0.00 0.00 0.00 0.00 97.86 0.00 0.00 0.00 97.86Fire extinguisher service 86.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 86.00Repairs and maintenance 0.00 0.00 0.00 0.00 0.00 0.00 60.00 0.00 0.00 0.00 60.00Central heating system improvements 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 560.00 660.00 1220.00Chair cleaning 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 304.50 0.00 304.50Stair lift service 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 160.00 160.00Glass panel replacement front door 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 73.75 73.75

1174.79 748.85 234.08 247.45 851.00 231.34 1177.57 401.74 1392.38 1846.17 8305.37

Expenditure -general running costs (Annual budget £15,000)

APPENDIX F

The Hayridge, Cullompton

The Hayridge has six meeting rooms available for hire, ranging from a small interview room for two people, to a conference room with capacity for 60 people. Other rooms comfortably accommodate 12, 20 or 30 people. All the rooms at The Hayridge are spacious and airy, and are ideal for business meetings or training classes. With a pay and display car park just outside the library, each room has Wi-Fi, and refreshments can be provided by the Hayridge Café on-site or delegates are welcome to use the kitchenette facilities. A range of services are available including projectors, smart boards, screens, flip charts and computers and Chromebooks available on request. Prices start from just £10 per hour. To book a meeting room at The Hayridge or find out more call 0333 2342123.

Tiverton Town Football Club

The club has 3 rooms available – a function room, the lounge bar and a board room – all of which can be available with access to a kitchen. Prices are the same for each room and no differentiation is made between commercial and community organisations renting space.

Pricing

Before 6pm £15 per hour After 6pm £20 per hour Block booking midday to 6pm £85 Block Booking 6pm to Midnight £90 Block Booking Midday to Midnight £160 Kitchen per booking £100 and £50 will be returned if left clean

Moorhayes Community Centre, Tiverton - Main Hall

8.00am to 6.00pm £15/hour 6.00pm onward £20/hour Including Bar (incurring an additional £135 cost for Door Staff) 6.00pm onward £22/hour Ideal for: functions (up to 250 people), large group activities, dancing, indoor sports (no ball games).

This is our largest room (approx 18m x 9m – Cullompton Town Hall is 13m x 8m). There is an ample store of chairs and tables to seat up to 150 people. The Hall has a removable stage and a polished wood sprung floor with under-floor heating.

APPENDIX G

The Venue, Cullompton – Commercial Rates

Although there is no direct size comparison with Cullompton Town Hall, it is considered that Hillersdon 1 (Large) is closet in terms of size and capacity.

Room Mon – Sat9am – 5pm Capacity Facilities

Hillersdon (Whole)

Session-£165Day-£290

Theatre – 200Café – 120

I.T./Sound/Vision. Kitchenette/Hatch to main kitchen

Hillersdon 1(Large)


Theatre – 160Café - 100


Hillersdon 2(Small)


Theatre – 52Café – 30Boardroom-24

I.T. plug in and projection. KitchenetteToilet/Baby changing

Langford Session-£77Day-£128


I.T. plug in and projection.Kitchenette includes dishwasherBalcony

Westcott Session-£72Day-£123


I.T. plug in and projection.Kitchenette includes dishwasher

Colebrook(Whole)



I.T. plug in and projection.Adjacent kitchenette

Colebrook 2(Large)




Colebrook 1(Small)




Kingsmill Session-£32Day-£57


I.T. plug in and projection.Kitchenette nearby

Stoneyford Session-£20Day-£35

Three easy chairs and a coffee table

I.T. plug inAdjacent kitchenette

Main kitchen £60 per day Professional facilities

Gas range/two ovens/large warmer cabinet/fast dishwasher

The Venue, Cullompton – Community Rates

Although there is no direct size comparison with Cullompton Town Hall, it is considered that Hillersdon 1 (Large) is closet in terms of size and capacity.

Room

Other timesWeekdays 9.00-5.00/Fri eve/Anytime Saturday

Community Priority TimesMon – Thurs 5.00pm –11.00pm

Capacity Facilities

Hillersdon (Whole) £38ph £32ph Theatre – 200

Café – 120


Hillersdon 1(Large) £30ph £25ph Theatre – 160

Café - 100


Hillersdon 2(Small) £24ph £20ph


I.T. plug in and projection. KitchenetteToilet/Baby changing

Langford £23ph £19phTheatre – 40Café – 30Boardroom-18

I.T. plug in and projection.Kitchenette includes dishwasherBalcony

Westcott £21ph £17ph Theatre – 25Café – 24Boardroom-12

I.T. plug in and projection.Kitchenette includes dishwasher

Colebrook(Whole) £23ph £19ph



Colebrook 2(Large) £18ph £15ph



Colebrook 1(Small) £15ph £12ph



Stoneyford £10ph £8phThree easy chairs and a coffee table

I.T. plug inAdjacent kitchenette

Main kitchen £15phMax £40

£13phMax£30

Gas range/two ovens/large warmer cabinet/fast dishwasher

PLAY AREA PROJECTS INCOME & EXPENDITURE 2017.18

INCOMEDate

Jun-17 MDDC S.106 10000.00Dec-17 MDDC S.106 12000.00

Jul-17 Viridor (Headweir) 39278.00Aug-17 Viridor (Tufty) 51759.00

113037.00

Jul-17 Sutcliffe Play (Headweir) 47278.00Aug-17 Wicksteed (Tufty) 62700.00Oct-17 Play area signs 314.54Nov-17 Tree work (Headweir) 240.00

110532.54 110532.54

Balance remaining 2504.46

EXPENDITURE

APPENDIX H

Documents

AGENDA - Cullompton...2018/02/27 · x The central heating system has been modified with new radiators in the Town Clerk [ office and the Committee Room connected to the wet central