Harpers Lane Allotments Society

Thursday, 27 February 2014

AGM - 17.02.2014

JOINT ANNUAL GENERAL MEETING OF

HARPERS LANE ALLOTMENTS SOCIETY

AND

HARPERS LANE ALLOTMENTS LIMITED (HLA Ltd.)

17^th February 2014 – The Finishers – commencing 7.30 p.m.

Opening of the Meeting by the Chair

In the absence of Mr R Hellyer who had given notice of his resignation as Chair, Mr G Platt was asked to chair the meeting.

Explanation as to why a joint AGM by the Treasurer

The Treasurer explained that in September 2012, we started Harpers Lane Allotments Ltd – a co-operative established as an Industrial and Provident Society. The intention at the time was to close the existing Harpers Lane Allotments Society (an unincorporated association). However for a number of reasons (including delays in opening suitable bank accounts for the co-operative) we had to keep the society going. Then the society was awarded a grant by CVS so we had to keep it going until that grant was spent (we’ve still a way to go). Finally we were advised by a CVS-appointed consultant to retain both organisations – so that’s what we are doing. We didn’t want to drag everyone out twice on cold winter nights so we had a joint meeting.

Chair’s Report

The Chair, Rob Hellyer having indicated his wish to resign from the Management Committee of the society and from the Board of the Co-operative, did not attend the meeting and therefore there was no Chair’s Report – the content of that item being divided between the Secretary’s and Treasurer’s Reports. The Secretary wished to record the Society’s thanks to Mr Hellyer for his past service to the Society.

The Minutes of the AGM of 14.10.2012 were accepted, subject to the insertion of the amendment set out below to remedy an omission pointed out previously by the Secretary and Treasurer.

The Committee proposed that we inserted the following into the minutes.

That Christine Hargraves was invited, and agreed, to act as the Society’s Reporter / Auditor for the period of the financial year ending 30/09/2014.

That the Treasurer referred to Clause 129 – Audit of the Co-operative’s model rules and advised that the Co-operative should claim the exemption from Audit (in the technical professional sense) under the Acts referred to. The Co-operative’s advisor has informed us that under the FCA guidance the submitted (unaudited accounts) must be signed by the Secretary and two other members of the Board of Directors / Management Committee.

This was agreed by the meeting.

The consultant also advised that we should reconfirm at each AGM that the members wish this practice to continue.

The Committee proposed that we reconfirm our decision to claim exemption. This again was agreed by the meeting.

Report by the Secretary of the Society and the Secretary / Chief Executive of HLA Ltd

The Secretary’s Report covered the following areas:

Dealings with Bolton MBC

The Borough no longer has a dedicated Allotments Officer – Alan Crook having been redeployed. Communication is now primarily through email to allotments@bolton.gov.uk

New Management Processes and Operational Management Agreements (OMAs)

The Directors of HLA Ltd. have met with Malcolm Russell (Head of Neighbourhood Services). Mr Russell has used Harpers Lane as a pilot for the system of Operational Management Agreements which he wants to introduce. Copies of Mr Russell’s handouts on the new processes and procedures as provided at the ABAS meeting on February 12^th were made available to members.

Under the OMA the Co-operative would be responsible for grass cutting on the site. The Co-operative has a lawn-mower which needs servicing before use.

Under the OMA the Council propose that the Co-operative would be responsible for treating the Japanese Knot-weed at the bottom of the site. This is an area of concern.

Mr Russell has agreed to investigate whether the Council might be able to supply a ‘container / cabin’ to store tools and equipment.

Mr Russell is now in a position to discuss a lease giving security of tenure on the site to the Co-operative. Initially it may be that the lease will just cover the Amenities Hut and the communal areas of the site. If such a lease is obtained then we can apply for grants to improve building security e.g. shutters for the windows etc. The lease would also cover any new community plots which we can create – these will be free of rent.

Community Plots

One important aspect of the pilot scheme has been the introduction of Community Plots.

With Mr Russell’s assistance we were able to retake possession of Plot 70 and its poly-tunnel and shed. This then became a ‘training plot’ where some 8 people from the waiting list were able to gain some experience of running a plot. At the end of these ‘induction’ sessions four people were placed onto vacant plots, two are now sharing plot 70 and two dropped out. Based on these outcomes we believe that community plots and induction sessions reduce the number of early drop-outs on newly rented plots, thus reducing the time plots stand uncultivated.

Plot 1 has now been designated as the new Community Plot.

Drainage on Plots 40/41, above the Brew Room and plots 1-4

The Secretary has raised the problems of flooding on plots 40 and 41 with Mr Russell. He has promised action but any attempts seem to disappear somewhere between the Council bureaucracy and United Utilities. Mr Platt has attempted to find out through contacts at UU what approaches have been made by the Council but to no avail. However we now have some plans as to where UU pipes run across the site. Similarly Mr Russell can’t find out where within Bolton MBC the matter is at present. In the meantime plots 40 and 41 are unusable and the situation is deteriorating as neighbouring plots become affected. A proposal to install a drainage ditch, holding tanks and piping has been outlined but neither the Council nor the Co-operative has the funds. To enable this to happen it might be necessary for the Council to declare plots 40 and 41 as community plots, provide a long lease and then we could apply for a drainage grant. It has been agreed (as a second best solution) that Mr Taylor (plot 40) has first refusal on any full-sized plot that comes vacant, but we have as yet no agreement with Mr Bimpson (plot 41).

Since the AGM a United Utilities engineer has visited the site. After testing, he tells us that the water is spring or stream water. He believes either an old drain or a culvert has become diverted sending the water down a new course. He suggests that the best remedy is to capture water in channels and tanks and use it to reduce water consumption on the plots. We intend to pursue this remedy – Mr Taylor is seeking to source some recycled water tanks and Mr Russell is trying to find a source of suitable piping.

There was a proposal to insert new drains to protect the Brew Room and Shop, which would be funded by the £260 allocated for Harpers Lane for 2013-14 under the OMA which we have not yet accessed. An engineer from the Council’s Landscaping Section came and surveyed the site and proposed a solution just before Christmas. It looks like this initiative was likely to cost more than the sum available. We’ll pursue this as well.

Finally, the new owner of the horse paddock / stables (David Whipp) has employed contractors to lay new drains on his land. Our understanding was that these drains would join up with the drain installed by the Council between plots 1 and 2 last winter, and then flow away down the large drain that runs along the site road. Mr Whipp’s drains however seem to end at the gate to his property, they do not join with the site drains and water is flooding onto plot 2. The Secretary will take this up with Mr Whipp.

Concern was expressed by members about the fact that Mr Whipp has effectively destroyed the hedge that ran between his land and the top field. The Secretary stated that it had been her understanding that Mr Whipp was going to install a security fence along the lane boundary and a secure fence between his field and the allotments. He has installed a fence at the bottom of his field. In conversation Mr Whipp had stated that (rather than have the land for stabling horses) it was now his intention to seek planning permission to build a house on the plot. To this end he was seeking the grant of a 5 metre strip at the top of the Allotment Site to create an access road into his property. The Society would oppose such a proposal and the Secretary had contacted Malcolm Russell who confirmed that such an approach had been made but that the Council saw no merit in it and it had been refused. It was proposed that the Co-operative undertake the building of a fence / hedge between the top field and Mr Whipp’s property.

Members also expressed concern that a number of non-plot holders seemed to have keys to the site. The Secretary promised to review the situation.

CVS Grant

The Society received a grant (from the Big Bolton Fund) of £1384 to establish the Community Plot on Plot 1. We have erected a poly-tunnel (the Secretary thanked all those who helped) and are now building a set of raised beds. When the beds are completed and the Council provide an updated waiting list, we will run another induction course. The grant will also enable us to buy tools / wheelbarrows.

The management of the poly-tunnel will be by a sub-committee of Barry Savage, Tom Liptrott and Richard Isted. Under the terms of the grant, the poly-tunnel’s primary use is to provide plants which can be sold to plot-holders / members through the Allotment Store. Any monies raised will go to Society Funds. Other uses will be developed by the sub-committee over time.

In later discussion it was recognised that most produce from the raised beds will obviously go to the people on the induction course who are cultivating them. However it was agreed that surplus produce from both the raised beds and the poly-tunnel could either be sold for Society funds or distributed to good causes (the Diggers’ Kitchen being an example).

Other projects (future)

The Secretary reported support from Council officers for the Society / Co-operative to use the woodland areas on the site. She is particularly keen to see a Bee Keeping group established with an apiary in one of the woodland areas. She invited volunteers.

The Treasurer also pointed out that the Society has the frame of another poly-tunnel and permission to erect it on a piece of unused ground. He invited anyone interested in this project to get in touch once the weather improves.

A more substantial project is the recovery of former allotments below the bottom road many of which were swallowed up by the Tree Nursery. The Treasurer had been discussing with the Bolton Together group at Bolton CVS the possibility of getting private sector firms involved but this initiative seems to have faltered.

The issue of the Site Road was raised. The Treasurer pointed out that (unless and until the Co-operative have control of / responsibility for the site), the site road is the Council’s responsibility and they have declined (citing lack of funds) to undertake any repair / improvement. It is also unlikely that Area Forum funds could be used to cover this work since the site road is not a highway. The Secretary informed members that the Council is hoping to reintroduce its self-help scheme. Under that scheme the Council might be able to supply us with road planings which we could use to fill in holes etc. Whilst this would help there was a feeling that something more substantial (involving road drains, compacting etc.) was needed.

Harrogate Trip

A party from the Society went to the Harrogate Autumn Show. There was some member support for a further trip to the Spring Show especially to renew contact with the Yorkshire Regional Societies. The secretary will post details in the Brew Room.

Barclays Grant

Following the break-in in November the Treasurer applied for a £100 grant from Bolton CVS to replace the cooker and microwave etc. that had been stolen. £100 was received from Barclays Bank following this application. We have also been given a ‘built-in’ double oven and hob. The aim is to acquire a housing into which that can be fitted and a new microwave. We are proposing not to install the microwave until the Brew Room has been made more secure.

Outside Matters

ABAS

ABAS is the Association of Bolton Allotment Societies. The Association has been much weakened in recent years, at recent meetings only 5 out of the 37 sites in Bolton have been represented. However there has been a revitalisation in recent months and the last two meetings have been very well attended (over 60 people at each, with something like 75% of plot-holders represented).

ABAS is to a degree on trial. It can provide both the body which will run the Borough-wide allotments competitions and a channel of communication between plots and the Council.

If ABAS proves itself it will need funds. The proposal is that each site should contribute 50p per plot to the ABAS fund. The meeting agreed that subject to ABAS demonstrating its relevance this sum should be paid from Society funds.

NWCAA

The Secretary and Treasurer attended a meeting of the North West Counties Allotment Association – the regional group of the National Allotments Society (NSALG). It is proposed that the Society continue to be represented at such meetings.

NSALG / NAS

The Society is a member of the ‘National’ – we have received quite a bit of support from both the National’s legal officer and the new North Western Area representative. The subscription at £146 represents a substantial part of the monies raised as membership subscriptions but is felt to be essential. It is proposed that the Society continue in membership of the NSALG/NAS.

Presentation of the Accounts of the Society

Essentially the Society continued as it had previously between 01/07/2012 and 19/9/2012 –then all non-grant related activities switched to the co-operative. The balance of assets held by the society was transferred (in the form of an interest-free, unsecured loan) to the co-operative. Simplified summaries covering the balance sheet and the trading activities of the co-operative were circulated at the meeting.

The members agreed the acceptance of the accounts.

Statement by the Reporter / Auditor of the Society

The auditor (Christine Hargraves) has signed off the society’s accounts. She had concerns that at the time the accounts closed (30/9/2013) the monies of both society and co-operative were kept in the same account at Lloyds Bank. This is now remedied and the society and co-operative bank accounts are separated (two in Lloyds for the society and two in the Co-operative Bank for the co-operative).

Christine has expressed her willingness to continue as the Reporter / Auditor for the society. The meeting agreed that Mrs Hargraves continue as reporter / auditor.

Presentation of the Accounts of HLA Ltd.

HLA Ltd is treated as a limited company by HMRC – this means that we need to submit formal statutory statements of accounts – unlike the society. These statements have been produced in house, and will be submitted along with all other required returns to both the HMRC and the Financial Conduct Authority. Given an overall loss of around £520 over the period there will be no liability for corporation tax falling on the co-operative this year.

Simplified summaries covering the balance sheet and the trading activities of the co-operative were circulated at the meeting.

The members agreed the acceptance of the accounts.

Statement by the reporting directors of HLA Ltd. on the HLA Accounts

The Directors have examined the draft statutory accounts of the co-operative and as the Board of the Co-operative will submit those accounts to both the FCA and HMRC.

Report by the Treasurer of the Society and the Financial Director of HLA Ltd.

There will be changes to the financial management policies for 2013-2014 and beyond.

We have been advised by a consultant provided by the CVS:-

a) To use the society to receive all membership subscriptions

b) To use the society accounts to pay insurance and membership of national, regional and local bodies

c) To receive small grants which do not involve capital work

d) To pay the costs of the brew-room facility

The Treasurer’s opinion was the membership subscriptions will only just cover items b) and d) and there is unlikely to be sufficient spare money to fully cover administration. Therefore it is essential that activities such as Open Day continue and that they make a positive contribution to the finances of the society.

We have been advised that the co-operative should:-

a) Take on any leases or agreements with third parties

b) Carry out the requirements of the Operational Management Agreement with the Council

c) Receive any grants that involve contractors or capital work

d) Undertake any works on site

e) Undertake any trading activities (including running the shop on behalf of the Society – the shop is properly referred to as the ‘store’, since it is essentially a means of distributing, and recovering the costs of, goods bought in bulk collectively to individual members, rather than a commercial enterprise.)

The Treasurer stated that as with the Society funds are tight – the original business plan was based on the Council rebating a proportion of rents to the Co-operative which could be used to cover the costs of maintenance and management activities – this the Council claims it is unable to do since the rents from some sites are used to subsidise the costs of providing facilities at others – thus balancing income and costs across the Borough. It is vital therefore that members support services such as the store so that we do not incur losses.

Vote on proposed change to the Constitution of Harpers Lane Allotment Society

Amendment to the Constitution of Harpers Lane Allotments Society

It is the recommendation of the Secretary that the following item be added to the standing orders of the Co-operative:that any expenditure exceeding £50.00 (with the exception listed below) must be explicitly authorised by a vote of Management Committee.

The exception will be where expenditure is fully covered by monies received as a grant and where the expenditure is specified as part of that grant.

The motion was agreed by the meeting.

Vote on proposed changes to standing orders of HLA Ltd.

Addition to the Standing Orders of Harpers Lane Allotments Limited

It is the recommendation of the Secretary that the following item be added to the standing orders of the Co-operative: that any expenditure exceeding £100.00 must be explicitly authorised by a vote of the Board of Directors.

The motion was passed by the meeting.

Setting of the rate of membership subscriptions to Harpers Lane Allotments Society

The Management Committee recommended that the subscription be kept at £9.00 per member and £7.00 concessionary.

The motion was passed by the meeting.

Report by the Open Day Committee

Sue Jones reported on the Open Day 2013. The event had been successful both in terms of raising monies for the Society and for our nominated charity (Derian House). The event had also been a great success as a community event. Mrs Jones stated however that more help is needed – the event is growing and there are more tasks to be done each year. She asked that members both sign up for jobs and also actually turn up when work needs to be done.

Members asked whether the marquees could be erected the week previous to the event rather than on the evening before. It was felt this change might mean moving the site of the flower show away from the top field and onto the ‘D’ as the top field might attract vandals. The Committee will discuss this with the Open Day Committee when formed.

Members asked whether (given the Society’s need to generate funds) it might be possible to stage a Spring event (which would also improve cash-flow and give us money when we need it.) The Committee will discuss the form of such an event. The Secretary has previously informed members that there will be no theatre presentation this year, but we hope it can return in 2015.

14. Election of Officers

· Chair – Gillian Chamberlain was elected Chair of the Society and Chair of the Board of Directors of Harpers Lane Allotments Ltd.

· Secretary – Margaret Jackson was elected Secretary of the Society and Chief Executive / Secretary of Harpers Lane Allotments Limited.

· Treasurer – David Jackson was elected Treasurer of the Society and Finance Director of Harpers Lane Allotments Limited.

· Committee Members – Glyn Platt and Barry Savage were re-elected as members of the Committee of the Society and as Director of Harpers Lane Allotments Ltd. The following were elected as members of the Committee of the Society and will be invited to become Directors of Harpers Lane Allotments Ltd. – Tom Liptrott, Pev Evans, Kath Worsley and Keith Worsley.

Setting of the Date of Open Day – Open Day (subject to reviewing other events on that day) will be 17^th August 2014.
Announcement of the Vegetable for the Maher Trophy - COURGETTE
Any other Business –

Health and Safety Issues relating to dangerous structures – it was reported that a structure on one allotment is in a dangerous condition and is a threat to health and safety. The Treasurer advised that such matters were covered by the new rules on the reporting of a ‘breach of tenancy’. Representatives of HLA will therefore take photographs of the structure and contact the plot-holder. If the matter is not remedied then the relevant report supported by photographs will be submitted to the Council.

Trespassing and theft of produce – it was reported that there have been incidents of people trespassing on the plots of other members and that in some instances produce has been taken. Such behaviour is again a ‘breach of tenancy’ and if it is reported to the Committee and evidence can be gathered, the procedures as stated above will be followed.

Choice of Charity

Prostatecanceruk is the Society’s chosen charity this year having gained the most votes (8) above

Urban Outreach (6)

Guide Dogs (6)

Crones’ Disease Awareness (1)

18. Close of Meeting – the meeting closed at 10.15 p.m.

There were 21 members present at the AGM

Saturday, 18 January 2014

COMMITTEE MEETING – JANUARY 15^TH 2014

Present: Margaret Jackson (Sec), David Jackson (Treas), Gill Chamberlain, Glyn Platt, Barry Savage

Updates

Barclays Bank Grant / Brew-room Cooker – a grant of £100 has been received from Barclays Bank via the CVS £100 Challenge to assist in replacing the microwave and the cooker in the Brew-room. An oven and hob unit have been donated by Andrew Holden. We need an oven casing to put the oven in and someone to wire them up. These items will not be installed until we have investigated improving the security of the Brew-Room.
ABAS meetings with Council – ABAS is much revitalised. A meeting was held with Malcolm Russell (Bolton Council) on 08/01/14. ABAS will hold a second big meeting at Astley Bridge CC on Feb 12^th at which Mr Russell will outline the council’s new management.
HLA meetings with Council

Lease – We are hopeful that elected members will grant the Co-operative a lease on the Amenities Hut and Community land if not on the site as a whole. This would enable us to apply for grants to improve security.
Waiting List – all waiting lists are frozen pending the result of Mr Russell’s proposals but we understand that Harpers Lane’s list is down to just two or three

Flooding of Brew Room– The Council’s Landscaping Section surveyed the problem just before Christmas and proposed putting in two drains – they are going to do some costings and see what the section can do.
Shop Order – the order has been placed with Mahers – we await a delivery date
Andrew Holden – Support for Grant Bids – AH was appointed by the CVS to assist us with bids – he has given us two days of consultancy support. There are two sets of proposals (1) about working with local firms on major projects to restore the site to something like the situation on the 1946 map and (2) a proposal for us to ‘partner up’ with a local school – create a school plot – and get Awards for All Funding to cover the project. AH is conducting some investigations with Corporate Property and Neighbourhood Services at the Council to see if there are any impediments to extending the cultivated areas on site and whether a formal request has been received from the new owner of the adjoining field for land for access. AH has also suggested we investigate wind turbines and solar panels on the site to reduce electricity bills.

Finances

We have been advised to have both the ‘Society’ and the ‘Co-operative’.

The Society will collect membership subscriptions, pay for site insurance, membership of the NSALG etc. and will receive and administer the majority of grants
The Co-operative will carry out all site work, operate the shop and anything akin to trading

Society Balances – The Society currently has £828 in ringfenced funds (i.e. grant funds not yet spent) and £161 in free funds. The free funds will cover the annual electricity bills (£120) and AGM costs (£40).
Society Budget

Insurance – paid - £295
NSALG membership – paid - £146
Electricity Bills – payable monthly at approx £10 per month
AGM / Admin - £40
We will decide on e.g. ABAS subscription as and when the need arises -

Co-operative Balances – the Co-operative has no restricted funds – the balance in all accounts is £ 666 of which £395 is committed to paying the Maher’s order when it is delivered leaving a free balance of £271
Co-operative Budget

Shop Purchases – initial order is £395
FCA Fees - £55 per year (already paid)
On subscriptions to the wider Co-op organisations DJ will write to Co-op UK asking what the benefits are

Setting Subscription Levels for 2014 – the Committee will recommend to the members at the AGM that subscriptions remain at 2013 levels - £ 9 / £7 concessions

AGM 2014

Date and Venue – The AGM will be held in the Finishers at 7.30 p.m. on February 17^th 2014
The standard agenda is

Secretary’s Report
Treasurer’s Report
Auditor’s Report
Acceptance / Rejection of Accounts
Election of Officers - Anyone wishing to stand for election to the Committee is invited to put forward their candidacy prior to the AGM
Open Day Feedback
Any other business which will include – Setting of date for Open Day 2014 - the date of Open Day will be set by members at the AGM. It was proposed that members be presented at the AGM with a list of charities asked to vote which we should adopt for 2014.

Members are invited to suggest any other topics for AoB

Site Issues

New Tenancies / Transfers – these are frozen during the Council review - once the new arrangements are in place the Society will take appropriate actions
Site Inspections – the site inspection regime is suspended during the Council review – once the new arrangements are in place the Committee will resume site inspections
Vacant ¼ plots – the Council would prefer that we do not have ¼ plots (except as part of community projects. We have two ¼ plots vacant. The holders of the adjacent plots are not interested in taking these plots over.
Flooded Plots – The Secretary has reported the flooding to the Council on numerous occasions. She has arranged that neither plot-holder will be billed for rent. These plot-holders will be offered first choice on any full plot that comes up. Environmental Standards have examined the flow of water and believe it is clean i.e. not sewerage nor grey water. Neighbourhood Services have reported the leakage of water (believed to come from Canon’s Close) to United Utilities. Following no reply they asked the Engineer’s Dept to approach UU. They also have made no progress. The Secretary will contact Malcolm Russell again after 12/02. In the meantime the Committee is examining ways in which the flow can be collected and used on the site. Collecting the water should reduce the flooding / water-logging. All solutions to date involve considerable expense.

Glyn Platt will enquire through a contact at United Utilities if anything can be done.

Plot 1 and the Polytunnel – Malcom Russell has confirmed that plot 1 has been assigned to the Society at a zero rent per annum. We still need (as part of the grant funded project) to build and place the raised beds on plot 1 – DJ will purchase the wood and start the building at the start of February. Management of the polytunnel will be by Barry Savage and Tom Liptrot. Richard Isted has offered to be involved. It was reported that people were under the misimpression that the manure pile on plot 1 is purely for that plot and that members cannot help themselves. This is untrue. The only restriction is that the Sec asked if members could restrict themselves to 5 barrow-loads. Barry Savage has offered to put up a sign on the plot saying this. The Secretary enquired whether she should order a second delivery at a cost of £50. The Committee decided against this. The Treasurer reported that someone had removed some of the sharp sand in the bags on plot 1. This sand is for the raised beds only.
Water switch on 2014 – this should take place in March – no date has been announced
Opening the Shop – it was agreed that the shop will open every Sunday from 12.00 – 1.00 p.m. starting on 02/03. The Secretary will draw up a rota.

Other matters

Choosing Vegetable for the Annual Competition – we have chosen the COURGETTE

Wednesday, 18 December 2013

Christmas Post 2013

CHRISTMAS NEWS FROM HARPERS LANE

We have received a £100 grant from Barclays to enable us to replace the items stolen in the burglary. The money should be here next week, so we'll try to get a new microwave etc. after Christmas.
The ABAS meeting on Dec 5th went well. ABAS are meeting with Malcolm Russell in January to discuss the Council's proposals for managing allotments following the cuts.
The accounts are now with Christine as the Auditor - after Christmas she, David and David Walsh (plot 70) will do the returns for the Financial Conduct Authority and the HMRC. Life is more complicated as a co-operative! We are aiming to have our AGM in either January or February. We just need to find a suitable (warm and dry) venue.
The site insurance has been renewed.
The 2014 Subscriptions will be due in January.

Best Wishes, Happy Christmas to All

The SIte also featured in Allotment and Leisure Gardener - the journal of the NSALG - Issue number 4 2013

Monday, 21 October 2013

RE-ARRANGEMENT OF BONFIRE AND QUARTERLY MEETING

Due to circumstances beyond our control, the Annual Bonfire Party and Quarterly meeting have now been postponed until 9TH NOVEMBER at 7.00 p.m.

Wood can be placed at the bonfire site from November 2nd.

Please note that the Bonfire Party is for plot-holders (and their invited and accompanied guests) only

Monday, 23 September 2013

CANCELLATION OF OCTOBER MEETING

The Quarterly Meeting and Barbecue planned for the 5th October has had to be cancelled due to family commitments of the Secretary and Treasurer.

It is proposed that the Quarterly Meeting will now be held before the Annual Bonfire on November 2nd and the Barbecue will be part of that event.

Thursday, 5 September 2013

COMMITTEE MINUTES 03/09/2013

Present: Rob Hellyer (Chair), Margaret Jackson (Secretary), David Jackson (Treasurer), Gill Chamberlain, Glyn Platt, Barry Savage

The Quarterly Meeting / EGM and Barbecue / Thank You meeting will take place on Saturday 5^th October – a notice will be put up on the Amenity Hut
The Co-operative’s AGM will be held in February 2104 –
3. Results of August Site Inspections

Under-cultivation – Letters are to be sent to the plots identified.

Flooded Plots – Fred Entwhistle has located a drain which seems to flow across the road immediately above the flooded plots – we cannot however find the outlet pipe – report to Alan Crook

4. Open Day Report

Donation to Derian House –

The Society’s normal practice is to donate 10% of takings on Open day to the chosen charity in this case Derian House. The Treasurer was instructed to send a cheque for £70 to Derian House.

There had been representations that more money should be donated to Derian House, particularly the entire proceeds of the book stall. It was pointed out however that many who donated books were donating them to the Society to raise funds for improvements on the site and not to Derian House. In the light of this it was decided that we should stick with normal practice and donate 10%. It was however agreed that should members feel strongly about this issue they should table a motion for the Quarterly Meeting.

It was further agreed that next year we must clarify who is raising what money and for whom on Open Day - There is a need to clearly differentiate between stalls raising money for the chosen charity (e.g. Derian House), stalls raising money for the Society and stalls being run for the benefit of the stall-holders and this must be made clear in advance.

Members have raised the issue as to whether plot-holders who are not (at the time of the Show) fully paid-up members of the Society should be allowed to enter the Show. It was pointed out that it is the Society’s Show and is not an Open Show. Therefore it was resolved that only fully paid up members of the Society should be allowed to enter the show – the Show Organisers will be provided with an up-to-date Register of paid up members by the Secretary for Open Day.

Members have queried whether plot-holders should be allowed to have stalls on their own plots and if so whether they should still pay the stall rent fee (as do those with stalls on the field).

It was pointed out that the Risk Assessment approved by the Council for Open Day assumes stalls will be restricted to the top field and the area around the Amenities Hut (although the provision for ‘open plots’ does create some leeway.)

All activities on Open Day are covered by the Society’s Public Liability and Product Insurance, this includes the stalls.

Anyone with a stall is therefore benefiting not just from the efforts of the Open Day Committee in organising and publicising the event, but also from this insurance provision (paid for by the Society).

It was felt that in fairness all stall-holders should make a contribution to these costs.

It was suggested that next year the Risk Assessment document be amended to cover stalls etc. on individual plots.

It was further suggested that anyone wishing to sell produce or any other items on Open Day should register with the Open Day Committee in advance of the day and pay an agreed sum which may depend on the location of their stall and / or whether they need a Society Gazebo etc. Anyone unwilling to pay this sum will be required to demonstrate to the Open Day Committee that they have taken out their own Public and Product Liability Insurance as a condition of being permitted to participate in Open Day.

It was agreed that the Treasurer look out for cheap deals on pop-up gazebos with a view to obtaining a further two.

Equipment

Members are invited to make proposals to the EGM/Quarterly meeting as to whether to to buy more equipment.

Manure Delivery

We are trying to get some more manure deliveries onto the site

Site Maintenance Work

The shop will not re-open on Sundays until early 2014 (for seed deliveries etc.) However a notice will be placed on the shop door informing members that the shop can be opened on request by any Committee member to enable them to buy goods. The notice will contain a list of Committee Members.

A new Toilet and Brew Room Cleaning Rota will be set up (by Susan Jones). Efforts will be made to expand the pool of volunteers involved.

Update on Plot 70

All persons on the Harpers Lane Waiting List were contacted. All who were still interested were invited onto an induction programme using plot 70. There are 8 people involved. As they complete the programme they will move onto individual plots (if they so wish). Some may wish to remain cultivating Plot 70. It has been agreed that the course members will provide work parties to assist each other with the move onto their new plots.

Update on Plot 1

The Council has given permission for a communal development on Plot 1, which is being funded by a grant from the Big Bolton Fund. The poly-tunnel (20’ x 12’) has been ordered. Help will be needed to erect the poly-tunnel, build the raised beds and move the contents of the compost bay to plot 1. When completed Plot 1 will be the Society’s main training plot. It was again agreed that the poly-tunnle will be used to raise plants (e.g. tomato or brassica plants) which can be sold through the Society’s shop to raise funds for the Society. There may also be space which can be used by members to raise their own seedlings..

Future projects

Business Partnership Scheme at Bolton CVS has been mothballed over the summer – we hope they will start up again in September / October – aim for a scheme for new plots and woodland gardens etc. members have suggested that that this scheme include Communal Beekeeping. The Treasurer will also investigate a Co-op funded initiative called Plan Bee.

The Secretary introduced the idea of obtaining a large canteen / office container-cabin which would provide a larger meeting place and a storage area for furniture, perhaps a even a training room for future courses etc. (The Treasurer will investigate Awards for All, Co-op Community Fund etc. over the winter)

Harrogate Trip

The trip is now fully booked. The Society has agreed to make up the deficit on vehicle hire.

Association of Bolton Allotment Societies (ABAS) report back

Following the last (August) ABAS meeting an email was drafted and sent to Sarah Schofield (AD, Neighbourhood Services) outlining the Association’s views on the abolition of the post of Allotment Officer plus the Association’s proposal that a) ABAS take over the organisation of the Fairhurst and other trophies and b) that ABAS investigate bringing back a Borough-wide Allotment Show. Ms Schofield has replied agreeing to meet ABAS to discuss these issues.

Monday, 12 August 2013

OPEN DAY

Open Day was a huge success (despite the competition from the Ironman event and a concert in Queens Park). Many thanks to Cllr John Byrne who came along and presented the prizes for the Flower and Vegetable Shows, thanks to our friends from the Association of Bolton Allotment Societies for acting as judges, and to Gill and Barry for organising the shows. Thanks to everyone who had a stall on the market area (especially Gladys on the Bookstall and Doreen and Pauline on the Tombola) and especial thanks to everyone who helped in the cafe. As always thanks to 'Leap to Your Feet' and the Soyaband for providing the entertainment (and to Lorenzo for his magic act).

The event raised £686 which will be divided between this year's charity (Derian House) and the Society's own projects to enhance the site.