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.

 

 

 

BEE GROUP

We are trying to form a Bee-keeping Group on the Harpers Lane Site.

An area in the woodland has been suggested by the Woodlands Officer where hives could be located.

Anyone interested should contact Kath and Keith Worsley - Plot 42, - kworsley@virginmedia.com

Who knows - maybe we'll have Harpers Lane Honey for Open Day 2015!

ABAS material

The items promised at the ABAS meeting on 12.03.2014 have now been posted on the abas blog site

http://www.abas2014.blogspot.co,.uk

They include

Outline Operational Management Agreement
Draft ABAS Constitution
Council Proposals for future management of allotments based on the presentation on 12.03.2014
Past Minutes

Committee Minutes

MINUTES 05.03.2014 – a MEETING OF HARPERS LANE ALLOTMENTS SOCIETY

1. Apologies for absence – Glyn Platt
2. Minutes of last meeting – 15.01.2014 - agreed
3. Secretary’s Report
1. Resuming Monthly Site Inspections and Reports

                                                              i.      We have three empty plots (41 – full plot, 55B – ¼ plot, 60A – ½ plot) – we have no names on the waiting list – we await Malcolm Russell’s new list.

                                                            ii.      Mal-cultivation

                                                          iii.      Other Breaches of Tenancy – site inspections will resume after Easter for both mal-cultivation and other breaches of tenancy.

2. Plots 41 and 60A – it was noted that these plots have been served notice by Council for non-payment – neither tenant has contacted the Society – no action was suggested
3. Flooding on plots 40/41 – United Utilities have visited the site and tested the water – they believe it is coming from a diverted water course – they suggest we collect the water and use it – Gary Taylor has located a source of ‘tanks’ which could be used to collect the water and Malcolm Russell has said he will try to source some piping. Since plot 41 is empty – see above – work could begin on that plot – if the plot is designated a community plot we could apply for grant aid to fund the water collection system.
4. Issues about the Top Field – there are a number of rumours about the Top Field which centre around the demolition of the hedge between the stables field and the top field, the removal of the hedge along the stables fields boundary with the back lane, and the poor state of the fencing along the back lane. This has severely decreased the security of the site. We are also concerned that the drainage system installed by  the contractor on his land does not seem to link into any outlet drain but steers water under the gate onto plots 1, 2 and 3.

The Committee asked the Secretary to contact the owner of the stable field about these issues and also instructed her to make the Council aware of (i) the drainage issue, (ii) the fence issue and (iii) our continuing concerns about the top field.

It was agreed that IF the Council do not replace the fence OR Mr Whipp provide something more substantial we should consider building a temporary fence (wire and posts, backed with bramble, hazel etc.) and that we should promote the active use of the top field by the Society – either as new community plots, another community poly-tunnel, a new store, a secure container, more frequent events etc. It was suggested that we should consider whether the Show site could be moved elsewhere on the allotments to allow this (e.g. onto the D or onto a newly cleared area at the bottom of the site). It was also proposed that the Secretary should speak to Astley about a possible involvement of Church Rd. School on a plot in this area.

5. Brew Room / Amenities Hut

                                                              i.      Security / doors & windows – Mick C has suggested a means of making the Brew Room more secure - the Treasurer was instructed to contact Malcolm Russell over the proposed lease on the Amenities Hut which would permit us to apply for a grant to improve the security of the building and also allow us to do work on the Hut.

                                                            ii.      Fitting oven etc. – Pev and David are to make the casing w/c 10/03 – Steve T will do wiring once he’s fit enough.

                                                          iii.      Microwave – Pev offered a microwave

                                                           iv.      The Committee instructed the Secretary to follow up the proposal that the Council’s Landscaping Section install drainage on the area above the Brew Room.

 

4. Treasurer’s Report
1. Finances Society (inc balances on grants)

Restricted Funds – ARI £52.40, CVS £169.42, Barclays Grant £100

Unrestricted Funds - £191.48

The Treasurer explained that subscriptions are now starting to come in, but the expected income from subscriptions will only bring Society funds up to the level needed to pay next December’s NSALG membership and the Site Insurance. It is therefore vital that income comes in from Open Day and / or other fundraising activities.

2. Potential Grant Applications

                                                              i.      Re: Amenities Hut – see item 3(e) plus more extensive bid under Awards for All

                                                            ii.      Re: Container / Cabin – we have heard nothing more of MR’s offer to look for a container / cabin for us – it was felt that if that does not happen we should make the acquisition of a suitable cabin a priority and the subject of either a CVS or an Awards for All bid.

                                                          iii.      Other Projects – e.g. wind turbine / solar panels, bees in woodland, reclaiming former plots – there is a need to develop a bidding strategy around these – the bees project is a priority – It is hoped that a group can be formed around Bob Smith and possibly Keith Worsley, perhaps chaired by Glynn Platt, which will seek funds and implement the bees project in the woodland area.

 

5. Plot 1 – Update – progress on plot 1 was reported by Barry and Tom. The poly-tunnel is now functioning – the raised beds have been made and need to be installed outside poly-tunnel.

The primary need is for Top Soil to fill the beds both inside and outside the poly-tunnel – it was agreed that the £169 left in the CVS grant pot should be used for this purpose. Tom / Barry will arrange this before the end of March.

There remains some confusion about the use of Plot 1 and in particular the poly-tunnel (possibly due to previous misinformation). The position is clear.

The poly-tunnel and remodelling of plot 1 is being funded by a grant from Bolton CVS. The basis of the grant is as follows:-

The poly-tunnel will be used by the Society to raise collectively plants and seedlings which will then be made available to Society Members for transplanting onto their own plots. 

The management and operation of the poly-tunnel has been placed in the hands of Tom and Barry who have the authotity to co-opt others. Any questions relating to what is being grown etc. should be directed to Tom or Barry.

As plants and seedlings become available they will then be made available at an agreed price to members – either directly from the poly-tunnel or through the shop/store operated by Harpers Lane Allotments Ltd. All income from such ‘sales’ will go to the Society.

Any surplus will be sold on through Harpers Lane Allotments Ltd either from the site or at e.g. Smithills Farmers Market. Income from these sales will be divided between Harpers Lane Allotments Ltd. and the Society.

The aim is that through these activities the poly-tunnel may be made self-financing and may even make a contribution to Society funds as well as providing an additional service to plot-holders.

The remaining area of Plot 1 (the external raised beds) is initially intended for use as an induction area for people taken off the waiting list.

If there are no suitable persons from the waiting list then the beds will be planted collectively by society members.

There is a proposal to plant the banking at the top of Plot 1 with soft fruit e.g. strawberries, gooseberries etc and / or herbs.

Produce raised in these areas will be disposed of according to the agreement reached at the AGM on 17.03 2014

It was agreed that the Secretary will place a large sign on the Amenities Hut and / or Plot 1 setting out this position for all members.

6. Events
1. Need for a First Aider – it was suggested that we approach St John Ambulance about Open Day – other events need further consideration – the location of the First Aid Box needs to be more widely advertised.
2. Suggestions for a Spring Event – it was felt that ideas about an Easter Event should wait until next year – but that other events could be considered.
3. Other fundraising ideas – collective activities e.g. cafe, jam making, sale of surplus produce etc. (see also decisions at the AGM 17.02) should be encouraged. However, we need more people involved in actually planning, fundraising and doing.
7. Delegate(s) to AGM – National Allotment Society Saturday 7^th June at the De Vere Village Hotel and Leisure, East Park Drive, Blackpool, FY3 8LL – it was agreed to ask for volunteers to attend this event (max 2)
8. AoB  

The Treasurer reminded members of the need to maintain a separation between the activities of Harpers Lane Allotments Society – an unincorporated association which represents the plot-holders on the Harpers Lane Site and Harpers Lane Allotments Limited – an Industrial and Provident Society (Co-operative) which manages the Operational Management Agreement with the Council– including operating the allotment stores under an agreement with the Society.

To that end it was agreed that:-

Mrs Chamberlain will be the Chair of the SOCIETY

Mr Platt will be the Chair of Harpers Lane Allotments Limited.

Any current directors of Harpers Lane Allotments Limited (Mr and Mrs Jackson, Mr Platt, Mrs Chamberlain, Mr Savage) will (subject to their agreement to continue) still be eligible to be Committee members and officers of the Society.

‘New’ members of the Society Committee will NOT automatically be expected to become Directors of Harpers Lane Allotments Limited. That is a totally separate matter.

Meetings such as this one (05.03.2014) are meetings of the SOCIETY.

Should any matters arise in which the Society is e.g. considering commissioning services from Harpers Lane Allotments Limited, then those Committee members who are also Directors of HLAL should refrain from voting.

Matters solely relating to the Co-operative should be the subject of a separate meeting – which for convenience may be held before or after the Society meeting. 

9. Date and Time of Next Meeting – the next meeting will take place in the Finishers at 7.30 p.m. on Wednesday April 16^th 2014.

 

HARPERS LANE ALLOTMENTS LIMITED

As a matter of information those Committee members who are also Directors of HLAL were informed that current available funds are £377.

The Directors decided not to add additional items of stock to the store at the present time.

The Treasurer was instructed to obtain extra sets of keys for the shop / store for new members of the shop rota.

The scales used in the shop need to be checked.

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.

 

1. 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.

2. 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.

3. 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.

4. 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.

 

5. 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.

6. 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.  

7. 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.

8. 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.

9. 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.

 

10. 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.

 

11. 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.

 

12. 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.

 

13. 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.

 

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