WHSA August 2025 Minutes
Minutes of Witham St Hughs Allotment Committee meeting held on Monday 18th August 2025 at 7.30pm, in the village hall.
Present Cllr Karen Harrison, Cllr Mark Gascoigne, Claire Shepherd & Stuart Traves - Cargill Representatives.
Rachel Popplewell Parish Clerk
No public comments were received.
Agenda Items
1. Welcome & Apologies
The Chair welcomed everyone to the meeting, apology had been received from Dawn Moll, Committee Member
It was Resolved to accept the apology and the reason for absence. All agreed
2. TO RECEIVE DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE LOCALISM ACT 2011 – being any pecuniary interest in agenda items not previously recorded on Members’ Register of Interest and requests for dispensations.
Cargill representatives – Stuart Traves & Claire Shepherd.
3. Notes of the Allotment Committee meeting held on Tuesday 24th June 2025 to be approved as minutes.
It was Resolved to approve the notes as minutes and a true record, All Agreed – show of hands. Signed by the Chair.
4. Clerks update & correspondence – to Resolve to approve any subsequent actions.
The Clerk made comment that the gate had been repaired, and the new sign is now in place. Thanks were passed onto Game Engineering for repairing the gate.
The Parish Council has approved costs to cut the hedges and bushes in the area around the carpark and front boundary of the Allotments.
The Clerk received a request from Nottinghamshire Wildlife Trust, asking if they could bring wood chippings to the allotments from a local area that they were clearing. It was Resolved to approve the request, the clerk was asked to check the amount of chippings to be brought over the winter. The first load will be checked, if okay, a key could be given to allow access to the allotments.
The Clerk made comment that a can of oil & plastic containers had been fly tipped/left at the allotments, a plot holder & Councillor has removed them. It was proposed that cameras were put up to cover the entrance to the plots and the shed, to deter any future incidents.
Action Clerk/Cargill.
5. Review of Allotment Inspections.
The Clerk made comment that inspections had been carried out with Cllr Gascoigne with most of the plots looking good. The plots that need attention have been contacted by the Parish Clerk. The Clerk asked the Committee to consider refunding a deposit of a plot that has been vacated, the plot has been cleared, and all the rubbish/waste which is now in a pile at one side of the plot. After discussions it was Resolved to refund the £100 deposit if the IBC water container is removed and half of the wood is moved onto the bonfire. All agreed – show of hands.
6. Update of the Lease Agreement, between the Parish Council and Cargill.
Cargill representative made comment that the lease was due for review August 2025. The lease is now on a rolling term.
7. To approve a controlled bonfire.
Clearing of the empty plots and getting all the wood in one place for a bonfire was discussed. It was Resolved that Cargill would hold a Volunteer/Community Day to help clear the vacant plots along with Councillors, plot holders and the village caretaker to get a bonfire together. The wood would then be burnt the following week.
The clerk was asked to speak to the allotment liaison to arrange a date for the bonfire.
Action Clerk
Date & Time of next meeting & inspections.
Inspections – Tuesday 16th September 2025 at 12 o’clock.
Allotment Meeting – Tuesday 28th October 2025 at 6.30pm.
Meeting Closed 8.15pm.
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