Agenda and minutes

There were none.

All Members are required to disclose at this point in the meeting or as soon as possible thereafter, any disclosable pecuniary interest or personal interest in any item(s) being considered at this meeting.  

Councillor Kelly declared a personal interest in agenda item 7 due to her partner being an allotment tenant.

RESOLVED: That the minutes of the meeting held on 7^th July 2021 be signed as a true and correct record.

(NOTE: The Board is required to receive a deputation(s) on a matter which is before the meeting of the Board provided that notice of the intended deputation and its object shall have been received by the Borough Solicitor by 12 noon on Monday 6^th September 2021.  The total time for deputations in favour and against a proposal shall not exceed 10 minutes).

There were none

(NOTE: The Board is required to allow a total of 15 minutes for questions from Members of the public on matters within the terms of reference of the Board provided that notice of such Question(s) shall have been submitted to the Borough Solicitor by 12 noon on Monday 6^th September 2021).

There were none

The purpose of this report is to seek approval from the Board for a change in the mowing regime across approximately 70,000 m2 (5%) of amenity grass within the Borough. To establish naturalized flower zones that will create a more attractive and diverse environment, increase biodiversity, reduce greenhouse emissions and improve the health and wellbeing of the community.

Consideration was given to a report by the Head of Streetscene seeking approval for a change in the mowing regime across approximately 70,000 m2 (5%) of amenity grass within the borough. To establish naturalised flower zones that will create a more attractive and diverse environment, increase biodiversity, reduce greenhouse gas emissions and improve the health and wellbeing of the community.

Members expressed their approval of the areas that had already been seeded.

Members were advised that the areas shown in this report formed a trial, and could be extended to other areas if successful. Feedback will be welcomed along with suggestions of other potential sites.

Officers advised that guidance would have to be sought from Natural England regarding seeding areas in Walpole Park due to the implications of seed matter finding its way into the lake.

Members were reassured that the formal planting in areas such as Falkland Gardens would be preserved and that any area identified for the scheme would be chosen as a conscious decision and not just left to go wild.

Members were pleased that the scheme would incur no additional costs.

RESOLVED: That the Board approved the proposed maintenance changes from managed amenity grass to naturalised flower zones at the locations in Appendix A.

To seek approval for the adoption of the Allotment Strategy and Action Plan for Council provided allotment sites only (note this does not include the privately owned site managed by the Gosport Allotment Holders and Garden Association (GAHGA)).

The overall objective of the strategy is to improve availability and access for residents to meet the current level of demand and ensure adequate resources are available to support and develop the allotment service provision over the coming years.

Consideration was given to a report by the Head of Streetscene seeking approval for the adoption of the Allotment Strategy and Action Plan for Council provided allotment sites.

Members congratulated the Officers on a comprehensive report and thanked Mr Jim More and the members of the Allotment Stakeholders Group for their input.

Members were happy to see that charity groups such as Loud & Proud and Firstlight Trust were able to use allotment sites as community gardens and all agreed the benefits of working on an allotment.

Officers advised that the current Wardens were lifetime members, currently relaxed due to the insurance issues regarding the pandemic. Alternative arrangements were being considered including site representatives who would be engaged under the Councils volunteer policy with a job description. In addition, it was hoped that there could be a daily on site presence through the DSO, dealing with issues of repair and maintenance and to assist with plot clearance.

Members were advised that part of the strategy was to make all sites statutory not temporary to help protect from future building.

Officers advised that the terms of the tenancy agreements regarding non cultivation were going to be more strongly enforced. The Allotment Stakeholders Group (ASG) would be looking to introduce a new agreement that would revoke all existing versions. Tenants would be asked to sign up to the terms of the new agreement and would receive a period in which to correct any issues on their plot, before the termination process is triggered. Members supported this and wished for a firm stance to be taken with those who do not use the allotments appropriately.

Members were advised that the ASG continued to look into providing toilet facilities on sites but costs of supply and maintenance could prove prohibitive. Compost toilets were part of that consideration.

Officers advised that the Probation Service had been approached to assist in the clearing of plots for re- tenanting, but although keen to help, the current Covid situation meant a delay in starting. The only costs involved would be for the removal of the rubbish created.

Members were advised that an education programme needs to continue in regard to non recyclable items brought onto sites and although the twice yearly skips will continue for the present a longer term aim will be to enforce tenants removing their own rubbish.  The green bag scheme is no longer an option but communal compost areas on each site might help and burning is still allowed.

In answer to a Member’s question, the Head of Streetscene advised that he hoped to be able to deal with potholes in allotment roads in house.

Officers agreed to continue sending reminders to tenants regarding the locking of gates and would ensure that damage or issues with the locks would be resolved as soon as a report is received.

The Head of Streetscene advised that a survey of perimeter fences would be required in order to determine where clearing of brambles etc would be appropriate  ...  view the full minutes text for item 95.

To update the Board on the progress of the New Cemetery project, approve the recommendations of the Cemetery Task and Finish Group and proceed with the reappointment of Cemetery Development Services (CDS) as technical consultatnts for this scheme which would culminate in the submission of a planning application for the scheme.

Consideration was given to a report by the Head of Streetscene updating the Board on the progress of the New Cemetery project, approve the recommendations of the Cenetery Task and Finish Group and proceed with the reappointment of Cemetery Development Services (CDS) as technical consultants for this scheme which would culminate in the submission of a planning application for the scheme.

Members were advised that there was less than five years capacity in the existing cemeteries and no time to re-start the process

RESOLVED: That the Board:

i)              Noted the progress of the Gosport New Cemetery project.

ii)             Approved in principle the recommendations of the working group for the proposed new cemetery site.

iii)           Approved that Officers should now proceed with the reappointment of Cemetery Development Services (CDS) as technical consultatnts for the scheme culminating in the preparation of a detailed planning application for the scheme

iv)           Approved the request for an exemption to the Contract Procedure Rules (CPR) (Section 3) to enable the direct appointment of CDS as technical design and cost advisors for this scheme through to the planning application phase at a cost of £35,150.