Minutes of AGM held 26th March 2023
Present: Steve Yorke SY, John Stooke JS, Mark Robinson MR, Kay Graham KG, Barry Mitchell BM, Diane Yorke DY, Wendy Thomas WT, Michael Graham MG, Tom Hutchinson TH, Charles Dewa CD, Winifred Beck WB, Jane Bowden JB, Carol Brier CB, Gary Brier GB, Shaun Taylor ST, Matthew Whyman MW, Alan Gonzalez AG, Gill Moore GM, Helen Bristow HB, Simon Hudson SH.
Apologies: Steve Williams, Roy Lawson, Paul Hibbs
SY opened the meeting at 10:35 by welcoming and thanking everyone for attending. It was confirmed that the meeting was just quorate as 20 people were present. This was a disappointing turnout from the 66 people possible, although a total of 26 people had returned the voting forms. In future we could reduce the number needed to make the AGM quorate or work at getting more people to attend. BM felt that attendance at the AGM could be improved if people were encouraged to attend Committee meetings as observers. JS agreed to look at ways to improve attendance.
Minutes from last year’s AGM held on 24 th March 2022 were read out by the Secretary. These were proposed by WB and seconded by CB.
Matters Arising:
FCA charges: MR confirmed that the FCA did not charge for submitting our accounts.
First Aid: Information is on the noticeboards.
Razor Wire: Has been fitted.
Grids for the car park: Are to be fitted shortly.
New lease: BM requested that the Association and Committee should behave as if the proposed new lease (PNL) and management agreement (MA) were already in place and that a management/financial plan should be developed now rather than waiting. JS explained that several documents need to be tied up including the PNL and MA and that when we were at the point of negotiating our specific new lease, a ballot of members would be held.
Chair’s Report:
SY briefly explained his history in the role which stretched back some 14 years. He had had a break but was happy to be back. He thanked SH for his work as Chair since the last AGM, and also JS for his work as Secretary.
Treasurer’s Report:
The accounts for 2022 were presented and MR confirmed that these had been audited by Perveen Hussain. Mark advised that the balance at the bank is currently around £7170, of which £2200 is available for projects. There had been no unusual items of expenditure. The increase in the cost of fuel was due to the extensive tree work undertaken by Ray Bauser and Roy Lawson. He considers the Association to be in a sound position financially. It was agreed that Perveen should be asked to audit the accounts again next year. (Proposed: CD, Seconded: JB).
Secretary’s Report:
JS explained that it had been an extremely busy year and that, consequently, not everything planned or wanted had been achieved. A key aim for next year was to get more people involved and enthusiastic about the Association. We are a Co-operative and it is therefore particularly important that every member participates. To achieve this, information will be placed on the website and on noticeboards. Key documents such as the Proposed New Lease (PNL), Management Agreement (MA), FCA Registered Rules etc. are now on the website under their own tab.
Vacant Plots Currently 2 are vacant and 1 (plot 4) is unusable due to glass pollution although there is a plan to deal with this. Potential members are visiting shortly to see the vacant plots (1 and 23). A suggestion was made that new members should be given extra encouragement to get involved. JS also proposed producing a loose-leaf folder for all plot holders with information including policies and procedures.
It is hoped that by running coffee mornings, working parties and opening up the common areas such as the polytunnel, more members will get involved.
Security: Recently the padlock on the main gate had been removed from the inside with an angle grinder. This will entail a cost to the Association for its replacement. The perpetrators had then gone on to break through the fence in the main car park and had stolen aluminium from one of the neighbouring factories. Everyone was asked to be vigilant. CCTV was discussed and JS agreed to look into the costs and to find out if the Council might be able to help, particularly as there is an issue with fly tipping in Old Coach Road.
Burning Day Roy Lawson had asked for the policy on burning day to be changed to burning weekend. There was a unanimous decision not to do this.
Standards Policy There is a problem with bad plots, including when people give up their plots and leave loads of items for others to clear. The proposed new policy clarifies the standards that gardeners should be aiming for. It is not designed to be a way of getting rid of people but of enabling gardeners to meet the standards required and of offering guidance. Currently 13 plots would fail the old Council inspection due to the lack of things being grown or the stuff that is being stored on them. If items are brought onto site for sharing then they need to be stored neatly and safely and moved on as soon as possible. The new policy allows the Committee to withhold the offer of a new lease in September for 2 months to allow for improvements to be made. No rent would be taken during this period. Where improvements are made then the gardener would be offered a new lease but would be required to pay for the full 12 months. It was pointed out that anyone doing the inspections must not be in breach of it themselves. The new policy and procedure on standards and inspections had been sent to members along with the voting slips. 26 members had returned their votes:
22 voted for the policy
2 voted against
2 abstentions
The Inspections Policy was therefore passed.
Local Federation: JS explained that the Local Federation (LF) was made up of 2 members from each of the allotment associations from around the city. JS and JB had attended 3 meetings at which the LF was set up again with a view to restarting negotiations with the Council over the PNL/MA and also as a way to pool experience and offer support and advice to each other. The Council seems to respond more quickly to a group than an individual Association. The cost of joining the LF was likely to be about £25 to cover admin costs. It was agreed that we should join the LF. In response to questions, JS confirmed that it did not need to be the same 2 people that attended the LF meetings and also that we need to be members of the National Association as part of our governance arrangements.
Communication: JS confirmed that he is now putting minutes and agendas on the website as quickly as he can and will remind members that they can have input into Committee meetings or can attend. He will also include minutes from LF meetings.
New noticeboards are still being planned. They will provide a lot more information than at present. BM requested that all documents should be dated and the author/contact point identified. The Model Rules will be included.
Election of Officers and New Committee
This year all members had been invited by letter to stand for the Committee, either as officers or ordinary members. Once nominations had been received, all members were given the opportunity to vote and, if they wished, to object to nominees. The results of the secret ballot were:
Officers:
Chair – Steve Yorke
Secretary – John Stooke
Treasurer – Mark Robinson
.
Ordinary Committee Members:
Winifred Beck
Jane Bowden
Carol Briar
Charles Dewa
Tom Hutchinson
Wendy Thomas
KG had checked the results and if anyone else wished to check them, JS would make them available.
There had been some objections to those nominated which led to a discussion about the rights and responsibilities of members and of Committee members. All members are welcome to raise concerns with members of the Committee who should listen and refer concerns to the Secretary, Chair or full Committee. However, members should ensure that their comments are constructive and politely worded. Members of the Committee are volunteers who give up their time and energy to run the Association and it is unacceptable for them to be addressed discourteously.
Dates for the diary:
It was agreed that this year’s BBQ will take place on Saturday 9th September at 12 midday.
The 2024 AGM will take place Sunday 26th March 2024 at 10:30 am.
WT (lead on Maintenance group) is planning to hold Working Parties every 5 to 6 weeks (free
refreshments for those who help!)
Easter event: WT and WB are organising an Easter event on Saturday 8 th April. All welcome.
Any other Business
In response to a question, JS confirmed that the mains water will be turned on by Good Friday
A vote of thanks was made to JS for his work, particularly on the fencing around the polytunnel/community orchard, as well as his other work as Secretary. It was also made to all those on the Committee who had kept the Association going.
Close: Meeting closed at 12.25pm.
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