Bolton FM

Margaret is going to be on Bolton FM's "Community Corner" programme next Wednesday (27th April)  between 7.00 and 8.00 p.m. 

She'll be joined by Carol Barlow (Site Secretary at Sapling Rd.) and they'll be talking about allotments and the "Allotted" exhibition

The "Allotted" Exhibition

3 members of the Harpers Lane Society - Dorothy Ellin, Margaret Jackson and David Jackson will be taking part in the exhibition "Allotted" at neo:gallery27 in the Market Place this summer.

Minutes 12.04.2016

HARPERS LANE COMMITTEE MEETING

12.04.2016 – 7.30 P.M. AT HOLLYWOOD RD. SOCIAL CLUB

Present: Keith Worsley (Chair), Margaret Jackson (Sec), David Jackson (Treasurer), Kath Worsley, Glyn Platt, Pev Evans

Apologies from Veronica Burns. The Committee wish her a speedy recovery from her recent foot operation.

SUBSCRIPTIONS

Subscriptions are now due - £10 / £8.

Members will receive a free bag of Revive compost when they renew their subscription (While stocks last). Subscriptions should be paid at the shop on Sunday mornings or to any Committee member.

State of the Amenities Building

The up and over door which permits entry to the shop is giving problems. Ideally it needs to be replaced. In the meantime we need two additional keys.

Mr and Mrs Lodmore have volunteered to fit a new lock on the Ladies’ toilet. The Committee wishes to express its thanks for this.

An application has been made for Area Forum Funds to assist in the renovation of the Amenities Building. This needs chasing up through Cllr. Roger Hayes.

The area in front of the Amenities Building needs scraping off to prevent flooding of the building, we may be able to co-operate with other sites to arrange this (see www.abas2014.blogspot.co.uk for details)

Main Gate

There are again reports of difficulty with the lock on the main gate. If this lock fails we have no source of replacements of this lock. We will revert to one of the standard Council Locks (supplies of which we have now secured). The key which all plot-holders have to access the Brew Room will fit this lock.

This year’s Charity

The Committee selected MacMillan Cancer Support as this year’s charity

Open Day

It is now proposed that Open Day (and the Show which is part of it) will be held on Sunday September 11^th 2016.

The event has been put back due to a number of those who are normally involved being on holiday at the normal date, and to avoid clashing with other Open Days by neighbouring Societies and the Bolton Show (20/08/2016)

We will be organising an Open Day Planning meeting.

We are hoping for Radio promotion (Bolton FM) of the event – Glyn will be taking the lead on this.

There was some discussion about possible locations for advertising banners and also whether new ones should be printed. Pev is looking into this.

Dave will arrange posters and leaflets as usual.

We will need volunteers to leaflet the area as usual.

It was decided that we will again have a Scarecrow Competition this year – there will be no theme, members are free to choose any subject they like.

Margaret will check to make sure that the Appalachian Dancers are available. Pev is checking on a possible choir.

The Committee decided not to hold a Spring Event in May

Open Sundays

As those of you who follow council policy will know the Council is now allowing the Society to have regular open events and to use those events to sell ‘surplus’ produce for Society funds.

The Committee was minded to use our current open Sundays (when the ‘shop’ is open etc.) to stage such sales but has found little enthusiasm for this venture from members. However, we are interested in your views. Should we be doing this? On what sort of terms would you be willing to participate? Please let us know.

One suggestion has been to use the cooking facilities in the Brew Room to run a café on Open Sundays. This would involve the Society registering as a food business and being inspected and given a hygiene rating. What do you think of this idea? Would you use the facility?

Maher Cup

Each year as part of the Society Show on Open Day we select a vegetable which growers enter in the Maher Cup competition. This year’s vegetable is the ONION – either white or red, but not shallots or leeks. Normal show rules e.g. 3 onions on a plate will apply.

Newsletter

It was agreed to produce a Newsletter to be circulated to all plot-holders on the site covering:

• ·         Payment of Subscriptions
• ·         What ‘subs’ cover (e.g. NAS membership, abas membership, public liability assurance, Amenity Building electricity bills, Toilet Rolls and cleaning materials, manure deliveries (if we have to pay for them) etc.)
• ·         Open Day details
• ·         Maher Cup
• ·         The decision not to hold a Spring Event in May (but to include the questions about ‘open Sundays’)

The D-area

The D-area is the area of rough ground below the Amenities Building on which we hold bonfires.

Most of this area has been covered with blue sheeting by Pev Evans to suppress weeds. The Committee wishes to thank Pev for doing this.

Bolton Allotment Competitions

The Committee has identified potential entrants in the Greenhalgh Trophy (for smaller plots) and the New Entrants Trophy (in which last year Harpers Lane came 1^st and 2^nd). The Secretary will be contacting those plot-holders in the near future to see if they wish to be put forward.

Any plot-holders who wish to be put forward for either the above trophies or for the Fairhurst Trophy (full-size plots) should contact the Secretary or another Committee member.

The Committee has also decided to enter the site in the Rosebowl Competition for Best Site in the Borough.

Toilets Rota

Two toilet cleaning rotas are being set up. One (men) to do the gents and one (women) to do the ladies. Volunteers are needed. The society provides rubber gloves, cleaning materials, brushes, toilet rolls etc. Please contact the Secretary or another Committee member if you’d like to help.

Wood Chippings and Manure

There should still be regular deliveries of wood chippings. Please use on a first come, first served basis.

Manure deliveries are more problematical. There are difficulties with the current supplier. If these cannot be resolved the Secretary will obtain supplies from another source. However the society will have to pay delivery costs on these. At present however, there are no plans to charge members.

Actions

The Committee approved the purchase of a large sealed water container to be connected to the guttering of the Amenities Building. This water will be saved so that during winter (when the mains supplies are cut off) it can be used by members. A primary use will be to flush the toilets so that they can continue to be used in the winter months.

The Committee approved further investigation of a Green Waste Skip for members to dispose of weeds. The Committee did not feel it could (at present) approve the hire of a general skip which costs over twice as much, but this will be kept under review.

Summer Solstice

The Society will hold a Bonfire Event on June 18^th to celebrate the Summer Solstice. Details are to be finalised.

Society Show

The Show is a central part of Open Day.

The Secretary has already arranged the judges.

We now need volunteers to help with Show administration and marshalling.

The Site Roads

There have been complaints about the state of both the top and bottom roads,

Current information suggests that we are unlikely to be able to persuade the Council (whose responsibility site roads is) to do any work on them this year. The cuts to Council resources are well known.

Some sites within abas are looking to band together to try to arrange contractors etc. to a block of work in the Borough. Abas is also trying to get the Council to extend its self-help scheme and give more help with sourcing materials (like cold planings).

We need to explore whether grants are available to us – a potential source is the National Allotment Gardens Trust – but in past years many funders have refused grants for such capital works either because we have no collective lease on the site or because they see roads as the landlord’s (i.e. the Council’s) responsibility.

We’ll continue to look into this both individually and with colleagues in abas.

(The Treasurer would like to ask if anyone is interested in becoming involved in grant applications. IT would be useful to form a funding sub-committee as the process of identifying funders and completing applications can be energy and time consuming.)

‘Paths’

There have been some queries about paths on the site, and rights of access etc.

The Society is not responsible for the maintenance of any paths.

Each plot-holder is responsible for the maintenance of one path along one boundary of their plot. The plot-holder has the right to access their plot using this path.

For these purposes the term path does NOT imply it’s paved or gravelled etc. simply that it is a ‘clear’ means of access.

We may need to clarify in each individual case which path each plot-holder is responsible for.

We are conscious that a number of paths between plots have vanished over the years and that a number of paths are now effectively ‘shared’. Such arrangements should not be disrupted lightly.

The use of any other path is by the invitation / consent of the responsible plot-holder.

There is no general right to use paths to get from the top road to the bottom road. That’s what the roads are for. If you wish to have access then you must agree with the plot-holders whose paths you are using.

Plot-holders are reminded that there should be a two foot gap between any plot boundary and any structure or other impediment on the plot. This two-foot gap was frequently referred to as ‘the path’ by the former Allotments Officer. Effectively this could be held to mean there’s a four foot strip of clear ground between the used areas of each pair of plots.

The ‘Shop’

As members will be aware the Society operates a facility whereby we purchase a range of allotment supplies in bulk and then resupply them (at cost plus a very small handling charge) to society members.  This facility is usually called the shop, and is open most Sundays from 12.00 to 1.00 p.m.

The running of the shop is increasingly falling on a very small number of volunteers. It is becoming very difficult to ensure that the shop can be open every Sunday. If you see the shop as a valuable resource and maybe would even like to see it open more often or for longer hours, please consider joining the volunteers. IF you’re interested please contact the Secretary.

The next Committee Meeting will be on 10^th May at 7.30 p.m. – Hollywood Social Club.

Additional Post

It has been pointed out that an item was missing from the minutes of the March meeting that are posted below.

The Committee is investigating the possibility of having a Green Waste Skip on the site. This skip would be (as its name suggests) purely for green waste, essentially weeds, prunings etc. We feel that such a skip should help eradicate the practice of tipping materials down the bank and into the valley at the edge of the site. Members have previously been warned (there is a sign on the shop door) that the Council regard this practice as 'fly-tipping' and will take action (including giving 'Notice to Quit') against any tenants caught tipping.

A Green Waste skip can be provided at a much reduced cost against the cost of general purpose skips. However if any waste other than green waste is in the skip the full price is charged on disposal.

The Committee is considering ways in which the use of such a skip could be managed.

Committee Minutes March 2016

Minutes from a meeting of the Committee of

Harpers Lane Allotments Society

Held at Hollywood Rd. Social Club

08/03/2016

Present: Keith Worsley (Chair), Margaret Jackson (secretary), David Jackson (Treasurer), Kathryn Worsley, Glyn Platt, Pev Evans – apologies from Veronica Burns

Items discussed:

It was confirmed that Dave Wynne’s request for his plot to be made a joint tenancy with his wife has been actioned by the Council. Mr Wynne has the forms and is returning them.

The Secretary has spoken to the Council about the rats problem and has been promised that the rat catcher (Billy) will be in touch in the near future. If we hear nothing soon we are to contact Malcolm Russell who will chase up the matter.

The Secretary will be trying to establish a kitchen and toilets cleaning rota to begin as soon as possible.

The shop will open for the first time this season on Sunday 13^th March. It will then be open from 12.00 – 1.00 p.m. each Sunday. The exception will be the Easter weekend when the shop will be open on Saturday 26^th March and Monday 28^th March. The Secretary is setting up a rota to staff the shop.

Projects

1.       The area in front of the Amenities Hut needs to have the top layers of mud scraped off and a small trench dug in front of the Hut to catch run-off. Hopefully this will prevent the periodic flooding of the Brew Room and Shop.If any members know of a local contractor who has a suitable JCB / Mini-digger who might be able to do the work at a reasonable costs could they please contact a Committee member.

2.       The guttering on the Amenities Hut needs to be checked and cleared out.

3.       The roof of the Amenities Hut needs to be checked and repairs made.

4.       The windows and doors of the Amenities Hut could do with replacement. The Council is very unlikely to do this. We need to consider if and how we should raise funds to do this ourselves.

5.       The D-shaped grass area behind the Amenities Hut is to be covered with the blue material to reduce weeds etc. An area will be kept free for approved bonfires (see the Secretary if you wish to have one)

Fund-raising

The Council has issued new guidelines on produce sales etc.

The Society could (if it wishes and if there is support) have an Open Sunday on a weekly to monthly basis at which surplus produce could be sold on behalf of the Society funds. If any members are interested in this please contact a Committee member.

Similarly we could have another Spring Event along the lines of last year’s successful market.

Members may wish to consider whether we should have a Car Boot Sale again, either in conjunction with the Spring Event or separately.

The Open Day and Society Show is being moved back this year to avoid clashes with the holiday plans of many plot-holders. It will be on either August 28^th or September 11^th. (September 4^th was originally considered but this clashes with Guide Dogs Open Day which many of the stalls who traditionally support our Open Day will also be attending)

Other Items

The Society has been donated a pallet of 60 bags of ‘Revive’ compost / soil conditioner by Viridor. It has been decided that (as long as stocks last) plot-holders will receive one bag of compost when they pay their 2016 subs (£10/ £8).

Vacancies / Waiting Lists

Mr and Mrs Kerfoot have relinquished plot 46B – this plot will now be re-let by the Society.

A new updated waiting list has now been received and agreed with the Council and the plot will be offered to the next person on that list.

Annual Bolton Allotment Competitions

The Secretary has now received information about the Fairhurst, Greenhalgh and New Entrants Trophies for 2016. Any plot-holder interested in entering these competitions should contact her (preferably during shop opening on the 26^th or 28^th March).

Bolton Vegetable Show

The All-Bolton Vegetable Show will be held at Trinity Methodist Church on Saturday 20^th August 2016. There are 25 classes – the Secretary has details. We hope that plot-holders will enter produce in this Show.

2014-2015 Accounts

AGM Minutes 2015

AGM – 2015

Hollywood Rd. Social Club 7.30 p.m. December 8^th

There were 24 members in attendance

WELCOME AND CHAIR’S REPORT

The Chair (Keith Worsley) welcomed the members to the AGM and briefly outlined the main events of the year.

These included the creation of a separate Bees Group (Lumswood Beekeepers) and the arrival of hives in the woodland area at the northern edge of the site.

The Chair also reminded members that it is essential that any vandalism or thefts from the plots (whether of tools or produce) are fully reported to the police. Each plot affected must individually report their incident to the Police. A block report by the Society is not accepted by the Police.

SECRETARY’S REPORT

The Secretary (Margaret Jackson) began her report by thanking the Committee for their support during her illness and for taking on a range of duties that she normally carried out. She introduced the members of the Committee (Keith Worsley – Chair, David Jackson – Treasurer, Kath Worsley, Veronica Burns, Glyn Platt and Pev Evans. She also thanked Josie Bruos who had served on the committee throughout 2015 but was unable to attend the AGM.

She then outlined the Society’s key responsibilities under the OMA (operational management agreement) with the Council. These are:-

·         Granting Permission for the erection of structures (lead committee member Glyn Platt)

·         Granting Permission for the keeping of chickens (a committee role)

·         Managing the letting of plots using the Council Waiting List, setting probation periods for new tenants, advising the council of the successful completion (or otherwise) of probation  (lead committee member Veronica Burns)

·         Handling transfers between plots on the site (a committee role)

·         Advising the Council of changes of address (a committee role)

·         Submitting a Monthly Report to the Council as to the condition of the site (including mal-cultivation on individual plots (a committee role)

The Treasurer (David Jackson) told members that in carrying out these functions the Society acts as the agent of the Council and decisions are made under strict criteria set down by the Allotments Section. Plot-holders remain tenants of Bolton Council with rights of appeal to the Council.

Plot 1 - the change in the Council’s policy about induction for new plot-holders has made the Society’s Training plot (#1) redundant. The plot has been amalgamated with plot 2 and the poly-tunnel on plot 1 has been sold – the monies going into Society Funds. (This sale took place after the close of the 2014-2015 Financial Year and is not included in that year’s accounts).

The Secretary then outlined what (in her view) were the major challenges facing the Society for 2016.

The Site Road – this has now deteriorated to the extent that it is a hazard to vehicles. Grants cannot be obtained to repair it as funders see maintaining the road as a Council responsibility. The case of a member whose car was damaged as a result of the poor state of the road was raised and the Committee felt she might have a case against the Council. The Secretary proposed that plot-holders might take responsibility for the strip of road fronting their plot. The Society might then concentrate on the two curves at each end of the site. The area in front of the Brew Room also needs skimming and the drainage improving to prevent flooding of the Amenities Building.

The Amenities Building – the damage to the Amenities Building caused by the break-in in the early part of 2015 has still not been repaired despite numerous promised from the Allotments Section. The Secretary will pursue the matter with our Ward Councillors and if necessary with the NAS and through the media. (Since the AGM the Secretary has been contacted by the Allotments section. A new contractor has been appointed and it is anticipated that the repair work and the removal of asbestos from the site will now proceed without delay.) On a related matter the Secretary asked for volunteers to sign up for a rota for the cleaning of the Brew Room and toilets.

The Society Store (‘the shop’) – The purpose of the store is to buy items in bulk and then to make them available at reduced prices to members. A small percentage is added to the cost price and this generates a surplus that is used to cover administration and other society activities. The Treasurer said that the surplus raised by the shop / store activities was £140 in 2014/5 – this is down considerably from the figures of £300-£400 earned only a few years ago, but does represent progress after some losses in recent years. Some items have had heavy demand – compost, canes and scaffolding netting, but others e.g. tomato food have remained unsold. The Committee will have to be selective in what is stocked next year, and would welcome suggestions from members as to what should held. The Secretary asked members to support the shop.

Communal Areas – the Secretary reported that the Committee had identified a contractor who would take over the cutting of the grass on the top field – this will be paid for from Society funds. The D-area where we hold the Bonfire etc. will however still need regular strimming and there is a need to create a storage area for wood (for subsequent burning). Members asked what had happened to the regular deliveries of pallets and the Secretary said that we had lost our supplier. Members were asked to suggest a replacement. Members were reminded that the tipping of any materials (including weeds) in the woodland areas around the site (particularly into the valley along Moss Bank Way) is forbidden. The Council’s Allotments Section has issued a notice to the effect that this will be treated as fly-tipping and legal proceedings will be taken. In addition any plot-holder convicted will be issued with a notice to quit.

Site Security – The Committee has decided to continue with the current padlocks at least for the foreseeable future. The Committee has decided to purchase more CCTV cameras to be deployed around the site following a number of thefts of produce and materials this autumn.

Other matters – the Secretary informed members that Brian Caswell had retired from the plots after being a plot-holder for some 30 years. The Committee had decided that (as is customary practice) he will be offered life membership of the Society.

The Society is a member of Abas (the Association of Bolton Allotment Societies). Abas organises the annual Bolton Allotment Awards and this year Tony and Hazel Buckley (Plot 62A) won the Best New Tenant Award, while David Hargraves (Plot 61) was highly commended for his efforts in restoring that plot. They were presented with their awards by the Mayor of Bolton (Cllr Swarbrick) at a ceremony at Astley Bridge Cricket Club in August.

Abas will this year be running the Bolton Vegetable Show which will take place on Saturday August 27^th – it is hoped members will enter.

THERE WAS THEN A SHORT BREAK FOR A PASTY AND PEAS SUPPER

TREASURER’S REPORT

The Treasurer presented the accounts for 2014-2015 (01/10/2014 – 30/09/2015)

The accounts had been signed off by the Society’s Auditor Christine Hargraves. The Treasurer thanked her for her work in doing this, it is much appreciated. Copies of the accounts will be separately posted on this site.

The Treasurer pointed out that the major ‘fixed’ expenses of the Society are its membership of NAS and ABAS and the Site Insurance Policy. Membership fees have already been paid for 2016 and we await the renewals estimate on the insurance. However the failure of Bolton Council’s ‘estates’ department to deliver the anticipated lease on the amenities building together with the neglect of that building by the Council in 2015 means that the ‘premises’ element of the insurance will not be renewed and therefore some savings may be possible.

The Treasurer pointed out that the Fundraising Events (Open Day etc.) are vital to the financial health of the Society.

MEMBERSHIP SUBSCRIPTIONS

 The Committee proposed that subscriptions be raised to £10 for under 60s and £8 for plot-holders aged 60 or over. In answer to a question from the floor the Treasurer said that the decision as to whether to pay the full £10 or to take the ‘pensioner discount’ was (as it has always been) a personal choice for each plot-holder over 60.

ELECTION OF OFFICERS

The Chair reported that Josie Bruos had decided to step down from the Committee. The Secretary thanked her for her support and efforts in 2015.

The remaining Officers and Committee were returned unopposed to serve until the 2016 AGM–

Chair – Keith Worsley

Secretary – Margaret Jackson

Treasurer – David Jackson

Committee – Kath Worsley, Veronica Burns, Pev Evans, Glyn Platt

FORWARD PLAN FOR 2016

It was decided that Open Day will take place on Sunday August 14^th 2016.

Following the success of the Car Boot Sale and the Spring Event in 2015 the Committee will organise EITHER a Spring Event OR a short series of monthly Open Sundays on the site. Details will be finalised at meetings after Xmas.

There will be no Theatre Visit in 2016 – although the event was well supported, that support did not come from either Harpers Lane plot-holders or the local community around the site. In view of this and in view of the considerable work involved in creating the venue, the Committee needs time to review the role of Theatre productions in its programme.

PRESENTATION OF SOCIETY AWARDS

The following Awards were presented:-

·         Albert Parker Trophy for Plot of the Year – Craig and Janet Wall – plot 26

·         Hospital Saturday Trophy for Best Small Plot – Eddie and Christine Bickerstaffe – plot 46A

·         Barron Trophy for Best Newcomer – Michael and Anne Lodmore – plot 22A

·         Brian Caswell Trophy for Most Improved Plot – David Hargraves – plot 54

·         Joan Caswell Trophy for Most Improved Small Plot – Marie and Bob Clenton – Plot 70A

·         Walker Challenge Trophy for Best Frontage – Susan and Tony Torkington – Plot 15

ANY OTHER BUSINESS

Mal-cultivated Plots – Some members raised the fact that in their opinion there were a number of plots on the site whose condition left much to be desired, and that in some cases the Committee appeared happy to allow this to continue.

The Treasurer repeated his earlier point that plot-holders are tenants of the Council not of the Society. Where a plot is (in the opinion of the Committee) not being properly or adequately cultivated then the Committee will make the Council aware of this through the Monthly Site Report (that report must contain photographic and / or documented evidence of the state of the plot). The Committee then requests the Council to invoke a three stage process which may result (if no improvement is made) in the Council serving a tenant with a notice to quit. In the past, at Harpers Lane at least, the Council has nearly always accepted the Committee’s recommendations.

However, it is always up to the Council whether to accept the Committee’s opinion and evidence and to decide whether it feels there are mitigating circumstances which would lead to it not taking action.

In the case of one of the plots mentioned the Committee had in fact made a report in July of this year, the Council had (as yet) taken no action on that report. In the case of another the Committee felt that there were strong mitigating circumstances. However the Committee took note of the plots mentioned and will re-examine them when inspections resume in the Spring.

Japanese Knotweed – following a discussion it was decided to take up the Council’s refusal to take action on the incursion of Japanese Knotweed onto the site with the Environment Agency.

Rats - following a discussion it was decided to report the rat infestation to the Council’s Environmental Health Department. The Committee will also investigate the purchase if rat traps for use on badly affected plots

There being no further business the meeting closed at approximately 10 p.m.