HARPERS LANE ALLOTMENTS SOCIETY – MEETING 15.09.2014

Present: Gill Chamberlain (Chair), Margaret Jackson (Sec), David Jackson (Treas), Pev Evans, Tom Liptrott, Glyn Platt, Kath and Keith Worsley

The meeting began at 7.30 p.m.

1.       Apologies for Absence

Barry Savage

 

2.       Minutes of Last Meeting

The minutes of the last meeting having been posted ion the blog-site were passed.

 

3.       Matters Arising from previous meeting

a.       The skip was hired and waste material removed.

b.      Open Day was held – see below

c.       Mikron Theatre will be visiting in 2015 – May 10^th is the date set

 

4.       Feedback on Open Day

a.       Monies to Prostate Cancer – a cheque for £75 has been sent to Prostate Cancer Awareness UK

b.      A Total of £720 was raised. How to spend the remaining £645?

Priorities are|:

                Site Security – CCTV cameras, Warning Signs

                Sorting out the drainage on plot 41 – see below

Hiring a mechanical scythe to cut down the growth on the D-shape before Bonfire NIght

c.       Remaining Prizes (Raffle?)

It was agreed to hold a Christmas Raffle using the large high-value prizes left from Open Day

d.      Surplus Books (Disposal of)

It was agreed to organise a car-boot sale on October 19^th. Plot-holders and others will be invited to take a stall. The Society will have a book stall (Kath and Keith volunteered to staff it). Gill is co-ordinating the event. Pauline Liptrott will organise the café. Dave J will create a banner for the event which will be placed on the gate. We may also use the A-frame to advertise it.

MJ will distribute a leaflet to all plot-holders about the event and posters will be put up in Morrisons and Church Rd Post Office

 

5.       Monthly Report

a.       August report (including vacant plots and waiting list)

The August Report was circulated..

b.      Arrangement of September Inspection

It was agreed to conduct the September Site Inspection on the evening of Monday Sept 22^nd

c.       Update on Plot 41 (water)

In the short term the trench seems to be draining plots 40 and 41 effectively, but the problems now seem to have shifted to the plots below.

Progress on a proper solution seems halted – waiting on others

We are waiting for the drainage expert to survey the pipe and report back

The Council has agreed to visit the site and re-inspect the pool at the top on Safety Grounds

If nothing happens soon we shall simply buy tanks and pipes and try our own remedy.

 

6.       Update and Forward Plans on Plot 1

MJ reported that she now has volunteers to Plot 1 and look after the poly-tunnel

Plans need to be finalised for growing plants / produce both for the spring event and Open Day 2015.

 

7.       Report back from ABAS meeting with Council

DJ reported that he had attended a meeting between ABAS representatives and Malcolm Rusell. A full report will be posted on the ABAS blog-site ( http://www.abas2014.blogspot.co.uk )

 

8.       Onion and Leek Show 2015

a.       Sponsorship of a class

It was agreed that the Society will sponsor a class at the Onion and Leek Show

 

9.       Kings’ Catalogues

The Kings’ Seeds Catalogues have arrive and have been placed in the Brew Room.

It was agreed that the small additional discount that the Society receives for aggregating orders etc. should be retained by the Society and set against admin.costs.

 

10.   Planning Application – Stables Field

The Society submitted comments relating to the application to build two houses on the stables field.

The Secretary has spoken to the applicant who has now abandoned any plans to acquire any part of the allotment field as access.

The applicant had also explained how he intends to deal with the drainage and sewage issues raised in our comments.

 

11.   Spring Event

The current plan is to hold the Spring Event on EASTER MONDAY.(April 6^th 2015)

(Alternatives might be to combine the event with the visit of the Mikron Theatre Company on 10^th May – (perhaps holding a two day celebration? Or holding it on May 4^th – the early Spring Bank Holiday and leaving the marquee(s) up for a week )

 

12.   Bonfire Night

Bonfire Night will be on November 8^th

Usual free entry to plot-holders and guests

Society will provide food (Curry and Rice (Pev), Parkin, Black Peas, see Mick about burgers etc.) and beer (DJ to get small barrel)

 

 

 

13.   Any Other business

It was agreed to hold the AGM (of the Society) before Christmas

MJ will seek to find a room for the meeting (this may be difficult as the Finishers’ is being refurbished and will become open plan)

 

There is some urgency about mending holes I the top raod near plots 41 and 42.

 

14.   Bees News

MJ is booked on her bee course.

 

 

 

Open Day Competition

GUESS THE WEIGHT OF THE COURGETTE

The weight of the courgette was 6lbs 6 oz (2904 gms)

The nearest guess was 6lbs 4 oz

Well done!

OPEN DAY

OPEN DAY IS ON THE 10TH AUGUST 2014

 

IT STARTS AT 12.30 P.M. AND ENDS AROUND 4.00 P.M.

 

THE SITE IS OFF CHURCH RD.

(BETWEEN HARPERS LANE AND CAPTAINS CLOUGH RD.)

 

TYPE BL1 6HJ INTO GOOGLE OR A SATNAV FOR DIRECTIONS

MINUTES OF MEETING 09/07/20134

Committee Meeting 09/07/2014

1. Present: Gill Chamberlain (Chair), Margaret Jackson (Secretary), David Jackson (Treasurer), Pev Evans, Tom Liptrott, Barry Savage, Kath Worsley, Keith Worsley

2.Apologies for absence
Glynn Platt
3.Matters arising from 11/06/14
a.     Return of Marquee –
Mr Caswell has returned the marquee and made a donation to Society funds
b.    Van body
The plot-holders have removed the van body from plot 32. NICE have removed the aluminium and the remaining wooden parts will go into the ‘spring clean’ skip.
c.     Our Councillors were contacted re any approaches to the Council about the stables field and top field. They could find out little, but pressed the Director. As a result we received an email from Malcolm Russell which covered all matters outstanding in relation to site management but there is still no information from Estates as to whether the owner of the stables field has applied either for a connection from his field drains to the allotment drains (which will prevent run-off onto plots 2 and 3) or about a possible application for access through the top field.
d.    A Newsletter has been circulated to all plot-holders
e.     Members of the Committee had been invited to return the visit to Harpers Lane by the Sapling Rd Committee and visited them on Saturday 21^st June.

4.    Monthly Council Report –
The secretary reported that the monthly report to the Council had been filed and went through the salient points with the Committee.

5.    New Tenants

The Secretary reported that two plots had been re-let and two new tenants taken on. Both have joined the Society.

6.    CVS Grant
The Society has been awarded a grant of £1273.93p by the Big Bolton Fund. The first use of this grant will be to hire a skip for a site clean-up before Open Day. The Committee agreed that the use of this skip be restricted to paid-up members of the Society. Non-members wishing to use the skip should join on the day and may be asked to pay a skip fee. The grant also covers the printing of the Open Day leaflets and the purchase of a second large gazebo to act as the Society tent at Open Day.

7.    Open Day

a.     The next Open Day meeting will take place at 2.00 p.m. on July 27^th in the Brew Room.
b.    The schedule for erecting the Marquees, building the stage etc. will be posted on the Brew Room Door. It is anticipated that the field marquee will go up on the 2^nd August and the Car Park Marquee on the 6^th August.
c.     We are hoping that the Prizes in the Flower and Veg Shows will be presented by our newly elected Ward Councillor Andrew Martin. The prizes in the ABAS Bolton Allotments Trophies will also be presented on the day in this case by Cllr. Sufrana Bashir-Ismail (Executive Member for the Allotments Service)
d.    Volunteers are needed to help with tidying Plot 1. The Committee agreed to lay a weed suppressing membrane over parts of the plot and the Secretary agreed to try to source bark to cover the paths. The Harpers Lane Plant and Produce stall will be placed at the front of the plot on Open Day. The Secretary also reported on contact with Johnson Fold Community Action Group who are using builders’ crates to create instant raised beds. She hopes to acquire some crates for use on plot 1.  

 

8.    Other Matters
a.     The cause of the fire on plot 67 remains unknown. The plot-holder has begun clearing the debris.
b.    The Ladies Toilet Key has been found.
c.     There had been a request from Christine Flanagan and Chris Green Both Conservative candidates – council and parliament respectively – to visit the site. The Committee agreed but hoped that candidates etc. of other parties would make similar visits. The Treasurer reported that he had recently spoken to Julie Hilling MP’s secretary and that Ms Hilling was keen to attend one of our events.  

9.    Any Other Business
It was agreed that the two plots facing a Council ‘Notice to Improve’ should be re-inspected on July 18^th. The plot-holders were informed in writing.
It was agreed that the visits by the Mikron Theatre in previous years had been much appreciated and that the Society should seek to secure a visit in 2015.

10.  Date and Venue of Next Meeting
No August Meeting was scheduled.

MINUTES COMMITTEE MEETING 11TH JUNE

Present: Gill Chamberlain (Chair), Margaret Jackson (Secretary), David Jackson (Treasurer), Tom Liptrott, Glyn Platt, Kath Worsley, Keith Worsley

1.     Apologies for absence

Barry Savage, Pev Evans

2.     Minutes of last meeting

Were agreed by the Committee

3.     Matters Arising from last meeting

See below

4.     Update on Waiting List

The Secretary reported that there are 5 names on the waiting list as Joanne (who had been helping on plot 1) has taken over Frank Ward’s old plot.

5.     Financial Update

The Treasurer provided details of the Societies balances.

6.     Outstanding Matters

a.     What to do with the remaining Fencing

It was agreed to store the fencing for the time being

b.     Marquee and Brian Caswell

One of the marquees has been loaned out to Brain Caswell for his daughter’s birthday party.

c.      Organised Fires on the ‘D’

Council advice is that we can have fires as long as these are limited in number and take place on the D-shaped area at the end of the plots. No plastic or offensive materials (e.g. painted wood) should be burnt. Materials should be dry to reduce smoke. Members wishing to burn wood / weeds should arrange a date with the Committee in advance.

d.     Van Body

The van body on plot 32 will be cut up and removed

e.     Drainage on plots 40/41

The Secretary reported that contractors working on Harpers Lane say that the Highways drains on the road are broken and they do not know where the road water is going. This may be a contributing factor to the flooding on plots 40 and 41.

The Committee thanked Keith Worsley for digging a trench down plot 41 to protect plot 40 from further flooding.

The Secretary reported that Ray Maginn had found a source of water storage tanks at £40 per tank.

It was agreed to take no further action until we find out mor about the drainage problems on Harpers Lane other than to move one of the blue sheets onto plot 41 to suppress weeds.

f.       Hiring Digger

The Treasurer reported that we would not need any additional licences to use a 1.5 ton mini-digger. The cost would be of the order of £150 per day.

g.     Drainage work on Harpers Lane road

There is still no news from the Council about drainage work relating to the manure bays and the car park above the Brew Room

h.     Drainage on plot 2

There is still no news from Estates about a concession to allow Mr Whipp to connect his field drains to the council drain at the base of plot 1 and thus water from his field continues to flood plot 2.

i.       Electric Strimmer

An electric (battery) strimmer is now available through the shop for use on Sundays.

j.       Petrol Strimmer

The petrol strimmer continues to be available through Barry Savage but members are requested to show consideration in when they ask Barry to provide it and when they arrange to bring it back.

k.     Contact Cllrs about Whipp’s plans

It was agreed that (in the absence of information from the Council about proposals relating to the stables field etc., the Committee should express concern to our Ward Councillors.

7.     Monthly Report (June)

a.     Breach of Tenancy – stage 1

Letters have been sent to those identified in the inspection tour

b.     Breach of Tenancy – stage 2 – the Council has been advised to issue a Notice of Improvement to one tenant.

c.      The next Inspection will take place w/c 23/06/2014

8.     Open Day 2014 –

a.      Update from meeting

A meeting had been held on 8^th June at which preliminary plans had been agreed. The Secretary will arrange a second meeting at the beginning of July.

b.     10% charity donation

The Committee confirmed that 10% of profits will be donated to Prostate Cancer Awareness.

c.      CVS Bid

A bid has been submitted to the CVS by the Treasurer to provide support for Open Day and other events

9.     Proposal for a Newsletter

The Secretary’s proposal for a (one-off) Newsletter to be distributed to all plot-holders was agreed by the Committee. Copies will be placed on plots / pinned to structures.

10.                        Visit to Sapling Rd

It was agreed to visit Sapling Rd. Allotments Site on Saturday June 14^th.

11.                        ABAS update

The Treasurer reported back on the ABAS meeting of 09/06/2014.

12.                        NAS Update

Kath and Keith Worsley reported back on the NSALG / NAS AGM at Blackpool held the previous weekend.

TIME, DATE AND VENUE OF THE NEXT MEETING

7.30 p.m. Wednesday 9^th July at the Finishers

OPEN DAY

It was felt by the Chair that the meeting of 14.05.2014 left the question of the date of Open Day unclear as to whether we were going with the AGM date of 17/8/2014 or the date that coincides with the end of National Allotment Week (10/08/2014).

After reviewing what else is happening, various commitments plus the additional coverage we should generate from an association with National Allotment Week the officers agreed that the 10th of August offered the best opportunity.

This will therefore be the date offered to the meeting on June 8th.which will make the final decisions on Open Day and indeed whether Open Day can go ahead.

MINUTES OF COMMITTEE 14.05.2014

MINUTES – HARPERS LANE ALLOTMENTS SOCIETY – 14.05.2014

Present: Gill Chamberlain (Chair), Margaret Jackson (Secretary), David Jackson (Treasurer), Barry Savage, Tom Liptrott, Pev Evans, Kath Worsley, Keith Worsley

1. Apologies for absence

Glyn Platt

 

2. Minutes of last meeting – were read out by Margaret Jackson and agreed
3. Site Management –

a)      Tipping Signs - Margaret has erected signs “No Fly-tipping” behind the Amenities Hut and on the road.

b)      Weeds - It was agreed that the tipping area by the playing field wall is now effectively full and that plot-holders should be advised either to compost weeds on their plots or to take their waste home. Plot-holders should also be aware that tipping waste of any kind in the wooded areas below the bottom road is seen by the Council as a breach of tenancy.

c)      Unlocked Gates – plot-holders are continuing to leave the gates open and / or unlocked – unauthorised persons have already been apprehended on the site – plot-holders should be aware that it is a condition of their tenancy that they keep the gates locked.

d)      Weed-killing – Margaret has done some of the necessary weed-killing work – please note that we have Giant Hogweed along the bottom road – this is a toxic plant – its sap causes blistering and is harmful to children and adults – we would remind all plot-holders that it is their responsibility to make sure children and visitors are properly supervised. We are also trying to tackle the Japanese Knot-weed infestation. We can expect no help form the Council despite their legal responsibility to deal with this.

 

4. Update on Monthly Report – MJ provided a copy of the May monthly report to the Council. It was agreed that the next Committee inspection will be on Wednesday 21^st May at 6.30 p.m.
5. Follow-up to Malcolm Russell’s Site Visit – MJ reviewed the action points following MR’s recent visit – there has been no positive action by the Council on any issue.
6. Visit to Sapling Rd – MJ was asked to arrange a visit to Sapling Rd allotments
7. Feedback from ABAS meeting 12.05.2014 – and the ABAS Committee’s meeting with Malcolm Russell 12.05.2014 – it is abundantly clear that site societies are on their own – the Council want us to do the paperwork etc. but we can expect no physical help other than with urgent Health and Safety matters. There is some encouragement about a possible school involvement on the site – Pev to continue to contact Church Rd. Kath to speak to Church Rd mentor.
8. Operational management Agreement – it was agreed to accept the OMA as sent (on the grounds that it’s all that’s on offer)
9. Projects approved in OMA

Spring on plot 41 – MJ reported that the flooding is back on plot 40 as well. We will attempt a cheap and cheerful solution. DJ to price up hire of a digger for three days plus acquiring some water troughs. Possible bundling in of other jobs on individual plots (for which plot-holder would pay) to defray costs. If finances are feasible we would need to organise a working party.

 Poly-tunnel at end of middle row – Council has agreed to Anthony setting up a poly-tunnel at the Riefield end of the middle row. This will be used for the growing of medicinal and culinary herbs. This is regarded as an experiment, if in October 2015 it has proved feasible, then the area will be designated a plot and the plot-holder will pay rent.

 Beekeeping in woodlands – the Lumwood Beekeepers Group has been properly formed. The group will now seek funding to establish hives on the designated area in the woodlands.

10. OPEN DAY –

It was agreed that MJ should issue an invitation to Julie Hilling MP to open Open Day

It was agreed to ask plot-holders to plant poppy seeds along their frontages and verges as an alternative to the usual competition

 

The Secretary will post a notice calling for an Open Day meeting at 2.00 p.m.on June 8^th. We need to stress that Open Day is vital to the finances of the Society.

 

If there is not an adequate response from members to that notice then we may not be able to hold Open Day this year.

 

The Treasurer will write to local businesses seeking sponsorship and support for Open Day.

 

11. DECISIONS

a)      It was agreed that the CVS bid should be made and that it should cover (part of) the costs of the annual programme of events – this comprises a) Open Day 2014 b) Bonfire Celebration 2014 c) Spring Event 2015  

b)      Future of Plot 1 – beyond 01.10.2014 – it was agreed that this should remain the Society plot – even if the Society does have to pay rent from 01/10/2014. The poly-tunnel should be used for intensive salad growing (including tomatoes). The Society will evaluate the feasibility of opening a stall every Sunday which will sell plants and produce with all profits going to the Society for collective projects. The Committee were reminded that for many years it was the practice to sell tomatoes in the summer and Chrysanthemums in the Autumn.

12. WORK-PARTIES / PROJECTS

a)      Water management of plot 41 – this is a major undertaking and needs a mechanical digger. The Secretary has asked that the Committee include a survey in their site inspection on 21/05/2014 to assure the practicality of undertaking this work. We have already had a complaint that it is a Health and Safety Issue.

b)      Repositioning gutters at Amenities Hut – a date will be posted for a work party

c)      Moving van body from plot 34 to the D to be used as a wood store. This will require at least 8 fit and able people – the Secretary wonders if we can get that many together at any one time! Need to reassess once the plot-holders have removed the floor and the rubbish (17/5/2014)

d)     Wild-flower meadow on D area – it was agreed that the D should become a wild flower meadow

e)      Future of top fields – the promised chestnut paling which we were to erect as a fence has not been delivered as promised by the Council. The top field will be mown for Open Day (and left as meadow until then). A portion of the top field may be pegged and dug over if the school plot project takes off.

13. Any Other Business

It was confirmed that dog-training may be done on the top field, but that any dog must be on a lead once it goes onto the site beyond the upper boundary of plot 1.

The lock on the Ladies toilet door needs attention – DJ/MJ to remove lock and take it for repair.

There remains a need for a large prominent Notice Board – any offers to make one?

14. Date of Next Meeting – the next meeting will be in the Finishers at 7.30 p.m. on 11^th June.