ANNUAL GENERAL MEETING

THURSDAY 26 APRIL 2012

MINUTES

Present: David Allen (Chair), Emma Tinker  (Secretary), John Card (Treasurer), Pete and Sandra Mulvany (joint lettings secretary), Dickie Webb, Brian Maisey, James Duncan, Alan Deakin, Margaret Young, Diana Cox, Dai Williams, Pat Mabbutt, George Young, Ana Farina.

Apologies received from: Tim Gardiner, Elizabeth McFarlane, Sharon Murray, Tony and Jane Lawford.

Before the AGM proper, the committee met to examine and subsequently agree the accounts presented by the Treasurer.

1. The Chair (DA) opened the meeting and welcomed everyone.
2. The minutes of the AGM held on 22 April 2011 were agreed and there were no matters arising.
3. David Allen presented the Chair’s report:

• DA began by thanking the committee for their hard work, with particular thanks due to Pat Mabbutt for looking after the toilet and Brian Maisey for mowing the grass.
• Federation/Oxford City Council (OCC Meetings):
  • All members of the Federation were re-elected at the AGM held on 24^th April 2012.
  • Annual accounts were presented showing a surplus of £445.35 for the current year.
  • The Allotments budget/grant will remain the same as 2011, ie. £12000 for reactive maintenance and £3810 for grant money, with priority being given to plot clearance.
  • The Allotment Charter was adopted, and this is now on our website and the OCC website.
  • There will be a rent review in 2014, with a view to all Associations paying the same rent per hectare to OCC. This will affect us significantly, as we have previously enjoyed a discounted rent. Consequently we have increased our plot rent this year and will likely do so again in 2014/15.
  • Suttons Seed Scheme:
    • Our total order value including the initial discount was £1390.92, with a further amount of £155.33 distributed as we reached the maximum discount of 52%. DA asked members to avoid submitting orders at the last possible moment before the deadline.
    • David said that as our membership has grown, he may consider distributing catalogues from the site shed rather than delivering them to members.
    • Petrol/machine hire costs:
      • On 21^st April we had a break-in to our site shed, in which both mowers and the brush cutter were stolen. David said that although we can afford to replace the machinery this time, it may be necessary to revise machine hire costs to cover future depreciation or theft of mowers etc. Charge currently stands at £1.20 per fill of fuel. It has yet to be decided how we will move forward with the loan of machinery.
      • Risk assessments:
        • As a result of last year’s risk assessment of the metal fencing poles around plots, plastic protectors for the ends of poles have been bought and distributed.

4. John Card presented the Treasurer’s report:

• The annual accounts showed a deficit of £249.12 and cash reserves of £4281.26. JC explained that the deficit was due to the overlapping of grants for site clearance: the grant went into last year’s account but the clearance was paid for in this financial year. The other exceptional cost was the final payment for the toilet installation.

5. Emma Tinker presented the Secretary’s report:

• Membership currently stands at 59 and there are 72 out of potentially 74 plots let. This is better than it has been in many years. As we are likely to have a waiting list soon, it is important that plot-holders make good use of their plots.
• We have seen an increase in theft and fly-tipping over the past few months, culminating in last weekend’s serious break-in. ET is currently trying to arrange meetings with the police and Council to discuss these ongoing problems. She urged all members to report any problems to the police, including trespassing and small thefts. The committee are to decide how best to improve security on the site.
• In spite of the supposed amnesty offered by Thames Water, TW have failed to visit or attempt to charge us for our water usage. The committee has decided not to pursue this for the time being, but members should be aware that we still have this potential liability unresolved.
• The Association won second place in last year’s ‘Best kept Site’ competition. ET congratulated everyone on their efforts and encouraged them to enter the competition for individual plots this year.
• BBQ – following our successful BBQ two years ago, this will be revived in late summer (August or early September). Details to follow.

6. Election of Association Chairman:

• ET, Brian Maisey, Dai Williams and others thanked DA for his dedication to the Association over his last three years as Chairman. The post was advertised to members in advance of this AGM but there were no applications. David Allen was proposed for re-election by Dickie Webb and seconded by John Card, and was unanimously elected. Congratulations were offered.

7. AOB:

• There was some discussion and general concern about recent thefts and fly tipping, and the expansion of the traveller site.
• Dai Williams said thanks to ET for arranging delivery of leafmold. ET said that this had been successful and members’ donations had covered the delivery charge.
• There was some discussion of the possibility of planting flowers in communal areas of the site to encourage bees etc, perhaps around the toilet or parking areas. ET to look into this, although there was some concern about maintenance.

Emma Tinker

Secretary

07769 697208

Contact Jane Lawford (plot 269-70) -  0797 3280146

MINUTES OF COMMITTEE MEETING 16^TH FEBRUARY 2012

Present: David Allen (Chair), Emma Tinker (Secretary), Pete Mulvany and Sandra Mulvany (joint lettings secretary), John Card (Treasurer), James Duncan,  Brian Maisey, Dick Webb.

Apologies: Tim Gardiner

1. Minutes of the meeting of 20^th October were approved and signed with one typographical correction. No matters arising that were not on the agenda.
2. Lettings:
   - PM reported that we have just 2 x 5 pole plots vacant.
   - The possibility of fencing another 2 or 3 plots was discussed, but it was agreed that we would hold off for the time being.
   - ET noted that posting our plot vacancies on the Council website had been a success, but will be discontinued for now, due to limited availability.
3. Treasurer’s report:
   - JC reported that a small loss was currently being shown but this is owing to one off costs incurred in the previous year.
4. Federation report from DA.
   - DA reported on the plan for a city-wide rent review in 2014, and distributed the timetable for this. As previously discussed, it is accepted that our rent is likely to double. JC estimated that we would need to increase rent by just over £2 per 10-pole plot if we are to cover the anticipated shortfall. The committee confirmed an agreement to raise rent incrementally, starting with an increase in April to £17 per 10-pole plot. ET to send email reminder in March.
   - DA to send off for information leaflets on non-cultivation of plots and managing waiting lists, published by the Local Government Association.
5. ET expressed gratitude for the Council Parks Department’s decision to cut our hedge. DA reported that this is now part of an established maintenance programme and will be repeated every 2 – 3 years.
6. Following the previous meeting’s agreement that the committee would no longer fund the delivery of leafmold from the Council, ET reported that she intends to pay for this privately.
7. ET raised the question of whether plot holders should have contact details of committee members. It was agreed that only ET and PM would make their phone numbers widely available, whilst others would be identified only by plot number on a list to be posted on the site shed and website.
8. The committee discussed at length the problem of fly-tipping in Redbridge Hollow, particularly at the end of the track. Concern was raised about the problem of nails, broken glass etc potentially damaging car tyres, and the health hazard posed by asbestos. ET to continue chasing OCC and VWH Council for action on this. JD offered to help pursue the matter through his Council contacts.
9. It was agreed to revive our summer barbeque, tried successfully in 2010.
10. Date change for AGM – 26 April 2012 – 7.15pm (committee to meet at 7pm).

MINUTES OF COMMITTEE MEETING 20^TH October 2011

Present: David Allen (Chair), Emma Tinker (Secretary), Pete Mulvany and Sandra Mulvany (joint lettings secretary), Alan Deakin, James Duncan,  Brian Maisey, Tim Gardiner, Dick Webb.

Apologies: John Card (Treasurer)

1.     Minutes of the meeting of 17^th February were approved and signed.

2.     Lettings: PM reported that he had just let the last 2 x 10 pole plots, leaving just 2 x 5 pole plots vacant. Another 10 pole plot will become vacant in November when Anna Mentzel leaves plot 313, and we have someone waiting for this. ET agreed to contact those whose plots are overgrown to see if they wish to continue.

3.     ET reported further unsuccessful attempts to get Thames Water to set up billing for our water. It was agreed to drop this for the time being.

4.     ET reported that the council will charge £160 + VAT to cut the hedge along the track. It was agreed that we will try to manage this ourselves, starting with a work party to be arranged in November.

5.     The purchase of wire to fence new plots was discussed. TG pointed out that we had agreed not to pay for any more wire. However, it was felt that in view of the small amounts required to finish fencing, we will look into one more purchase of wire and poles.

6.     ET reported that the website is changing slightly because our webmaster Anna Mentzel is giving up her plot and leaving the Association. The site has now been redesigned and updated with new pictures etc.

7.     DG reported on the Federation meeting of 13^th September. The new Allotment Charter was discussed and broadly approved. TG noted that Employers’ Liability Insurance (noted in section 2 of the charter) is provided to Federation members by the Council.

8.     ET to chase the new Public Liability Insurance certificate, as the old one expires this month.

9.     Discussion took place about the likely increase in rent in 2014, as the Federation is pushing for equal rent across all Oxford Allotment Associations. South Ward currently receives a 50% rebate. TG expressed concern about removal of grants; BM and TG suggested a gradual rent increase over the next few years. JC to look into the financial consequences of the proposed increase.

10. It was agreed to discontinue the delivery of council leafmould, as we are to be charged approximately £50 for it.

11. ET congratulated everyone on our collective triumph – second place in the Federation competition for best site. Certificate to be posted on the site noticeboard.

12. Dates of next meetings:

-       16 February 2012 – Committee meeting 7pm

-       19 April 2012 – AGM 7.15pm

-       18 October 2012 – Committee meeting 7pm

ANNUAL GENERAL MEETING

TUESDAY 21 APRIL 2011MINUTES

Present:

• David Allen (Chair),
• Tim Gardiner (Secretary),
• Brian Maisey,
• Emma Tinker,
• John Card,
• Julia Curry,
• Margaret Young,
• Diana Cox,
• Alan Deakin,
• Ivor Roberts,
•  Ivan Sanxiao,
• Dickie Webb,
• Dai Williams,
• Pat Mabbutt

Apologies received from:

• George Young,
• Jean Gray,
• Jo Faulkner,
• Sue Whorton,
• Pete Mulvany,
• Linda Williams,
• Sandra Mulvany,
• and James Duncan

Prior to the AGM proper the committee met to examine and subsequently agreed the accounts presented by the Treasurer.

1. The Chair (DA) opened the meeting and welcomed everyone.
2. The minutes of the AGM held on 22 April 2010 were agreed and there were no matters arising.
3. David Allen presented the Chair’s report:
   • The Oxford Federation of Allotments AGM was held on 19 April at which Wendy Skinner Smith was voted chair for a further 3 years.
   • The federation accounts show cash balance of 2087.03 which is sufficient to pay Public and Employers Liability should the council decide to withdraw paying this for member allotments.
   • Leaf mould may be charged for in future. Grants from the OCC Parks dept for the following year will continue to be only for plot clearance. There is a small budget held for reactive maintenance.
   • Risk assessments on our site have been updated for bee keeping and the site shed. A risk assessment was carried out on the steel rods which hold up plots’ rabbit wire and as a result it has been agreed by the committee to purchase protective covers which will be distributed in the near future.
   • The Sutton’s seed scheme produced discounts of 50% once again saving members 473.08. 34 members (70%) participated. More care is required in correct completion of order forms (16 had errors) and it would help considerably if the forms could be returned by the date requested.
   • David thanked the many members who have helped with some of maintenance and construction jobs in the last year and in particular the committee and Brian Aldridge. Thanks were also given to all those who ‘adopted’ a fruit tree. A new updated list of adoptees will be prepared in the near future and a ‘map’ with tree descriptions placed on the notice board.
4. Tim Gardiner presented the secretary’s report but started by proposing a vote of thanks on behalf of the Association to David for all the work that he does for the Allotment.
   • Membership currently stands at 50 and there are 64 out of potentially 73 plots let. This is approximately the same as last year but it is anticipated the vacant plots will fill up in the coming weeks.
   • Two new plots have been created 276 and 297.
   • The Kazubaloo was constructed and opened in May last year and seems to be a welcome facility. Having been vandalised in the winter it is expected to be re-opened in the next few days. A lock (same key as for the gates) has been fitted.
   • A meeting was held in August last year with local council members and the Gypsy Liaison Officer in an effort to get over some of the problems of vandalism, dogs etc. and the GLO subsequently sent a letter to all the residents of the gypsy encampment asking for them not to interfere or disturb in any way with the Association members activities. Unfortunately there have still been some isolated problems with dogs being a nuisance and the site shed was broken into during the winter.
   • It was agreed by the committee in October to discontinue membership of the National Federation of Allotments as there was not sufficient value provided and that they were proposing through their insurers to make it compulsory to buy their Public Liability insurance if we wanted to take out insurance on machinery. As we already have PL insurance through our local federation from Oxford City Council the committee agreed this was not fair and would take the risk of discontinuing coverage of the two machines which have been insured in the past.
   • An amnesty has been offered by Thames Water to all those who registered their situation of not having paid water rates in the past. TG has declared our situation and attempted (to no avail yet) to set up a meeting with TW to go through the layout/logistics etc. The situation does mean that we do not have to retain cash for the last seven year’s estimated water consumption but it does mean however, that once TW have properly administered our situation that future rents will have possibly have to be raised to cover water consumption.
   • The Association won first place in last year’s ‘Best kept Site’ competition. TG thought that the work done to achieve this award was good for everyone’s well-being and motivation to keep standards of gardening at a high level. Pat Mabbutt offered her thanks to all the committee members who particularly worked hard at ground maintenance etc.
5. John Card (Treasurer) presented the annual accounts which showed a surplus of 601.18 and cash reserves of 4530.38. He explained that the surplus was artificial as there work for plot clearance and some of the repairs to the site shed had not been charged for in these accounts. As a result there will be a deficit next year to counter the surplus this year but over the two years there should be an approximate break even.It is proposed to move 2000 from the bank accounts into a fixed bond in order to attract more interest
6. It was agreed to add the following into the association’s rules and regulations:‘Members are welcome to bring children to the allotment so longs as they remain on or close to their plot. The must not be allowed to roam free unsupervised and in particular not in or near the stream.’
7. The charge for the use of petrol mowers this will be 1.20 per session. Weed killer will remain at 1.
8. Tim Gardiner offered his resignation as secretary after 13 years at last October’s committee giving twelve months’ notice in order for sufficient time to be provided to re-think the distribution of the various jobs carried out by officers and for a replacement to be found. The vacancy was advertised to the members in February and there had only been one ‘application’ for each of the two posts: Association secretary (Emma Tinker) and Lettings secretary Pete and Sandra Mulvany). Proposed by David Allen and seconded by John Card both were unanimously elected and congratulations to both were offered. There will be a phased handover from Tim over the coming weeks but in the meantime Tim will continue the role until this is complete and will remain a committee member.  David Allen thanked Tim on behalf of the Association for his dedication, hard work and support over the last 13 years and made a presentation. John Card had completed the statutory three years as Treasurer but was willing to stand again. This was proposed by Dick Webb and Tim Gardiner. Alan Deakin and James Duncan have been appointed members of the Association Committee.

Tim Gardiner
Secretary
01865 739653

COMMITTEE MEETING 17th February 2011

MINUTES

Present:

• David Allen (Chair),
• Tim Gardiner (Secretary),
•  John Card (Treasurer),
• Emma Tinker,
• Dick Webb,
• Pete Mulvany,
• Sandra Mulvany

1. Apologies received from Brian Maisey. Moira Wilson has resigned having given up her plot.
2. Minutes of the meeting of 14 October 2010 were approved and signed.
3. Matters arising:
   • Clause re safety of children will be drafted into the associations rules and regulations for approval at the AGM in April.(TG)
   • Water tap to be fitted on to tank at plot 206 (PM)
   • Decision on purchase of bench(es) was once again deferred.
   • Plot 297 is being cleared by Garden Rescue on 25 February. (now postponed until drier period)
4. TG reported that there were currently 4 x 10 pole and 1×5 pole plots vacant.
5. Seven plot holders have been sent letters warning them of the need to achieve the 90% cultivation policy this year and so far four of these have replied their intention to comply.
6. The repairs to the shed roof will be dealt with in the spring(DA). A grant from Kennington Parish Council of 200 towards this has been made.
7. JC reported that a financial surplus of 1000 was currently being shown but this is more likely to be a small loss for the year. The accounts will show the one off exceptional costs incurred this year so members can see the overall picture.
8. Discussion took place regarding the job descriptions that DA had drafted (which all were in agreement with) and it was decided that TG and DA will circulate a letter to all members advising them of the vacancies of Secretary and Lettings Secretary and Treasurer – note that John Card  intends to stand for re-election this year.
9. It was agreed to obtain samples of rod protection caps as a risk assessment showed that they did present a medium degree risk. Cost for pack of 2500 is 173.18 which the committee agreed that,, subject to the samples being satisfactory, it was in order to purchase.
10. It was agreed that TG would approach Thames Water regarding their recent offer of an amnesty for customers who have not been charged for water in the past.
11. Adopt a tree 2011 – DA will re- issue a list of members who will participate this year. Requests for helpers will be contained in the letter re; vacancies.
12. Dates of next meetings:
    Thursday 21 April 2011
    Committee   7.00 pm
    AGM            7.15 pmThursday 20 October 2011
    Committee   7.00 pm