Greencroft and Waterman's Allotments in Henley-on-Thames, Oxfordshire
Minutes of AGM held at 7pm on the 12th October 2009 at the Council Chambers, Henley Town Hall
Alison Engleby, Natasha Street, Sally McEwen, Ian Reissmann, Tom Batty, Mike Hails, Frank Coppi, Peter Martin.
Passed as correct.
None.
This had been circulated in advance with the AGM papers. The Chairman thanked the Committee members for all their hard work, in particular the two Site Managers, Doug Richards and Liz Cope, who work tirelessly behind the scenes to maintain the sites and manage plot letting. The sites looked the best he had ever seen them, and rent collection was 100% for the first time in years. He also thanked Dave McEwen, Treasurer, Peter Herbert, Secretary, and Marisa Francini, Assistant Secretary, for all their hard work in the past 12 months. The Chairman commented that the Committee works well together, and that the relationship with Henley Town Council (HTC) continues to be good. The Chairman also thanked Linda Martin, Committee Administrator at HTC, for all her hard work and wished her a happy retirement. He also welcomed Becky Walker, who is taking over this role.
This had been circulated in advance with the AGM papers.
Dave pointed out that the accounts looked very healthy compared to last year, with a surplus of £3030.65 compared with £1842.44 last year. However, this was mainly because the 2008 Cricket Club annual donation and the 2008 annual HTC grant (now called a management fee) were included in the 2009 accounts because of the timing of the payments. The other main profit drivers included £574 profit made from the Hobbs Boat Trip, and £150 from the Plant Sale. Dave pointed out that, other than these 2 events, most of the social events that take place are intended to break even, as that the Committee believed that this was what tenants wanted. However, occasionally events might lose money, as with last year’s Christmas Dinner, where 3 tenants were ill, and their ticket refunds pushed this event into the red by £19.30. Dave also pointed out that the membership fees for NSALG were based on tenant numbers, so the fees had increased from £240 last year to £334 this year. However, this membership gives free access to NSALG legal facilities and tenants could take advantage of the cheap seed ordering system, so it was worth keeping. Dave asked for suggestions from the floor as to what projects tenants would like to see some of this surplus spent on. There were no suggestions made, but ideas from all tenants would be welcome.
5.1 Dave suggested that the honorarium, which was paid equally to the main 5 Committee positions (Secretary, Assistant Secretary, Treasurer, and 2 Site Managers), might be increased for 2009, as the tenant numbers/workload had increased. Harold Fitch proposed that the honorarium should be approx £2 per tenant, and that as the tenant numbers were over 180, that the honorarium be increased to £350. This was seconded and passed.
5.2 Carl Lambourne asked what the £161.55 spent on the communal shed had purchased. Doug replied that this was the cost for corrugated felt roofing for the shed, as the shed roof had gaping holes in it. Doug praised the new Town Clerk/HTC as being the most supportive for years, and mentioned that the HTC had very kindly contributed towards the cost of the roofing to help keep costs down. Doug asked for help in mending the shed roof as soon as possible, and Carl and David Gobbett offered their help.
5.3 Liz Cope mentioned that she has obtained quotes to repair the fence/clear the brambles near the car park at Greencroft, and that some of the Allotment Association funds would pay for this.HTC would also be asked to help with this project.
This had been circulated in advance with the AGM papers. Peter Herbert invited questions from the floor, but there were none. The Chairman thanked Marisa for producing a very comprehensive report.
The Chairman confirmed that all Committee members were standing down, but were prepared to stand again for the next year. David Gobbett proposed to accept the motion, and Steve Cook seconded it.
7.1 Dave mentioned that the Committee are keen to get new blood on the Committee, particularly as there are so many new tenants on both sites. Help is needed on bringing the website up to speed, as well as organising social events. The Committee meets every 6 weeks for approximately 2 hours, and tenants can be co-opted to the Committee. The workload is not great, and it would be good to have new tenants contributing to the running of the allotments. Any interested tenants should let Committee members know they would like to help.
David Burnside has agreed to continue as auditor for the next year. This was put to the vote and approved. A gratuity would be given to him by way of thanks.
Dave McEwen reported on future social events. A new event is being trialled on 7th November (10am to 11.30am): a tenants’ workshop on Watermans. The objective of this event is to allow experienced and new plot holders to share ideas, and for (new) tenants to learn about composting. Sue Rippon, an allotment holder at Watermans, has attended a 2 day course on composting in April 2009 (run by Garden Organic), and has become a Master Composter. Part of her role is to encourage composting in the community. All are welcome.
9.1 Gardeners’ Question Time, in conjunction with Henley-in-Bloom again this year, will have the same format as last year, with Martin Sheldrake and Sue Rippon as guest speakers. The panel will also consist of the 2 Site Managers, and the Chairman. This year the event will take place in the Council Chambers, as the room used last year at the River and Rowing Museum is no longer free of charge.
9.2 The Christmas Dinner is being repeated this year: tickets should be purchased early to avoid disappointment. Tickets cost £16 per person.
9.3 A barn dance is being considered for March 2010, but feedback is needed from tenants as to whether they will support this.
9.4 The Plant/Seed Sale/Swap last May (in conjunction with Henley-in Bloom) was vey successful, and will be repeated in May 2010. Dave asked that tenants sow extra seeds for this event, as it is a good source of profit for the Association.
9.5 The 2009 Greencroft BBQ numbers were down on 2008, but 39 people attended (plus children) and enjoyed the day. The intention is to hold this at Watermans next year, perhaps during early September rather than mid-August.
9.6 Dave reminded everyone that there is only one more week before the cheap seed orders deadline, and thanked Margot Dapper for organising it.
9.7 The Hobbs Boat trip will continue to be held in May, rather than April. Thanks to Hobbs for their continued support.
9.9 Carl Lambourne confirmed that the Pumpkin/Scarecrow/Sunflower Competition will take place at 12.30pm on Sunday 25th October 2009 at Watermans. Carl was thanked for all his hard work.
The use of polytunnels had been raised before the meeting. The Tenancy Agreement (clause "u") states that tenants needed to write to HTC to obtain permission to use them. Permission is needed for new sheds, greenhouses and polytunnels (retrospective permission for existing structures is not required).
10.1 Mr Leaver (Watermans) mentioned that he had not received a rent letter, although he had had an allotment for many years. Doug mentioned that 2 other Watermans tenants had also complained that they had not received a letter. Marisa will look into it.
10.2 Viv Greenwood asked about the recent vandalism at Watermans, and whether anything further could be done to secure the site. The Chairman confirmed that the Committee had discussed various options, including improving the security at the top end of the site adjacent to The Spinney with fencing, but this was deemed to be very costly/not really a deterrent to vandals. Doug confirmed that generally theft occurred at Regatta time, or during the school holidays. Each individual theft has to be reported to the police by each victim: the police will not allow a spate of thefts to be reported by the Site Manager as one incident. Chris Pye confirmed that he had met with the police and discussed this issue, and that they had agreed to increase patrols to try to help ward off potential vandalism. Doug suggested that low "bench" tool boxes are less prone to theft as they are less visible. Private insurance can be obtained for sheds, but is very expensive. Doug suggested that polite questioning of strangers on the site would help keep vandalism down (e.g. "Can I help you?"), and anyone who witnessed vandalism first-hand should ring the police on 999. Carl Lambourne presented a dummy CCTV camera that could be erected on Watermans, and suggested that even a blank camera might be an effective deterrent. Petra Tonder asked if non-allotment holders were allowed to be on the allotments. Doug confirmed that they are, so questioning should be pleasant, and not too aggressive.
10.3 Sarah Sharland asked why sheds could not be erected on the middle plots at Greencroft, rather than around the side of the site (on the common allotment land). Many views were given as to why this was, but shading of neighbours; plots/ untidy look of the site is the most likely reason. Peter Anderson believes that HTC cannot refuse permission for any shed up to 50ft2 as this was the size that governed planning permission for temporary/permanent structures. HTC allows sheds sized 6’x 4’ maximum, and Peter Anderson proposed that this size restriction should be challenged. Plot numbers should be displayed on sheds so that Site Managers can contact tenants in case of break-ins.
10.4 Harold Fitch asked if there were plans to reissue plot number plaques at Greencroft, many of which were missing/faded (including his own). Liz confirmed that 50 metal plaques had been hand-made for use at both sites, and had just been painted up ready for use in the New Year. Doug mentioned that plaques had been stolen by vandals in the past, as well as switched around to cause confusion!
10.5 Margot Dapper asked if bees could be kept on the allotments. Dave confirmed that the Committee had discussed this at the last meeting, and that it had been suggested that Margot should look into the best practice required to do this (as she was very keen to keep bees), and update the Committee on what is required. Guidelines suggest that a number of areas needed to be looked at, including where to site hives, 6’ fence surrounding part of the hives being required, swarming issues, beekeeper responsibilities/membership of the National Beekeeping Association, public liability issues, etc. HTC has been approached briefly, and in principle would support beekeeping, so long as it felt the guidelines had been properly followed and that the Committee were happy that all eventualities were covered. Both Chris Pye and Caroline Chisholm already keep bees, and could be called upon for advice.
10.6 Keeping of chicken was also discussed. The Tenancy Agreement (clause "y") forbids keeping of all livestock, including chickens, but allotment law permits chickens to be kept (but no cockerels!). However, the regulations associated with keeping chickens on allotments are very onerous on the chicken keeper. Sonning Common allotments allow chickens to be kept, but this has got out of hand (see Henley Standard article 9.10.09), with one tenant keeping c.50 chickens. However, as things stand, the keeping of chickens on the HTC allotments is not allowed.
10.7 The selling of produce was also discussed, and Peter Anderson confirmed that surplus produce could be sold, but cultivation of produce as a commercial venture was illegal.
10.8 A question was asked regarding waiting lists, and how long it is taking for people to get an allotment. Doug confirmed that he had managed to allocate plots to people on the list within 6 months. However, it was pointed out that this has primarily
been achieved by splitting 10 pole plots into 2 x 5 poles, and by being much stricter with tenants who were failing to cultivate their plots. These options are rapidly disappearing, so waiting lists are expected to increase during this year. The Chairman said that HTC is looking for another site/looking at the cost of purchasing land adjacent to Watermans, but this was very much a long-term plan. Gillotts Field is no longer an option as it has been registered as a Town Green. "Garden Share Schemes" (where people with large gardens allow their land to be worked by others with produce being shared) are also being looked at. The boundary for allotment qualification has been tightened by HTC from 15 miles to 5 kilometres, which should help keep waiting lists down and ensure that allotments go to local people only.
10.9 It was confirmed that the rent for 2010 will be frozen at 2009 rates (£36 for 10 poles).
10.10 Congratulations and a round of applause was given to Mrs Cranford (Watermans), who is giving up her allotment after 50 years!!
The Chairman explained that in mid July, he and Liz Cope visit every allotment plot and scored them out of 5. Following this, 3 awards are given, Best Plot, Best Newcomer and Best Site. The winners were announced as follow:
Best Plot : Tony Robinson. Watermans Plot 15
Best Newcomer : Josh Trendall Watermans Plot 35B
The Chairman commented that there were a number of plots that scored 5 out of 5, and that these plots had been revisited to decide which deserved the Best Plot prize. The Best Newcomer plot was a clear winner, and it was great to see a 15 year old boy so interested in gardening. He also commented that the scores for Best Site were very close indeed, with Watermans scoring an average mark of 3.3, and Greencroft scoring an average mark of 3.4!! Both sites were to be congratulated. The Watermans site had improved enormously, helped by the neat grass verges seen on entering the site, as well as fewer unkempt plots. It was suggested that tenants be reminded a couple of weeks before the judging that they should try to tidy up their allotments to make a good show, and that judging/awards might take place bi-annually. Tidy plots also helped the Henley-in-Bloom Campaign. Caroline Bleakley’s mum was thanked for keeping and polishing the shield.
This would be in October 2010, exact date to be confirmed.
The Chairman thanked everyone for attending, (52 people in total).
Liz Cope thanked the Chairman for doing such a good job, and all applauded!
The meeting ended at 20.30.
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