Minutes of the AGM held on Thursday 28th January 2010 at 7:00 pm at Woodlands Primary School, Skelmersdale.
Members present:
Margaret B & Carl C, Mike C & Collette C, Paul C & Jo C, Don W & Gary M, Phil M, Nancy R & Brian J, Terry P, Jackie P, Cath B & Jerry B & Judith B, Debbie W, Karen G, Bill C, Steve M, Jerry M, Lesley N, Gerry M, George H, Terry L
1) Apologies
Fred J & Elizabeth J, Mary J, Lesley S & Eddie S, Eddie C, Paul G, Jenny L, Antonio P, Vinnie F, Paul G
2) Minutes of Last Meeting / Matters Arising
Don welcomed everyone and announced his standing down as chair and opened the meeting,
Minutes were proposed and the accuracy was agreed as a correct record
No matters arising
Officers Reports, Circulate to members in advance of the meeting.
Report by Chairperson – December 2009
- The delivery of the Clubhouse has been a great asset to our allotment site. It has helped us put on an Open Day which, due to a lot of members, was a great success. We have had drains and water connected and have Steve to thank for his hard work in piping it in and filling trenches etc. We are looking forward, I hope, to next years Open Day and will be glad of your support. After all, it is for the good and the success of our Society. Thank you to all who helped in unloading and erecting the Clubhouse.
- We held a working party in November but due to the weather only a few helped. However, we managed to cut back some of the bushes and trees on the fence line.
- Steve Martin has worked hard supplying plants. Our thanks to him, Carl, Simon, Duncan and Terry for undertaking the ploughing and rotavating with the Trackmaster
- My thanks, and I am sure all of us, to Margaret on her never ending, tireless work and time spent in procuring funds for our Society. We are particularly pleased to have a toilet! She amazed us all with her relentless efforts and it is our gain to have such a Secretary. We should show our gratitude more than we do.
Report by Secretary – December 2009
- The Fundraising continued to be successful this year and we were granted £1800 by Lancashire County Council towards a solar energy/CCTV system. We need to raise a further £3500 to enable the project to go forward.
- We have yet to hear from Steve Kent at WLDC about our contract to run the site and the rent.
- The additional fence Paul got and Don had erected plus the bushes Steve got and a number of people helped plant has added security to the site and no-one has attempted to get into the site, this year, from the end near the bridge.
- The account for the rotavating and petrol is as follows:
c/f 2008 £24.10
Rotavating £60.00
Petrol £45.50
Income £129.60
Expenditure on fuel £66.46
TOTAL £63.14 to carry forward in cash
- We held another camp this year in North Wales. However, only two plots were represented
Report by Plot’s Secretary – December 2009
· Welcome new members - Terry Parry, Debbie Walker
· 3 vacant half plots to be let prior to AGM with 96 on the waiting list. I have been asked to supply a list of names for all to see in order that the list is open and transparent. The list will be supplied with application dates and surnames only, due to DPA. This will be available for viewing in the summer house.
· Inspections - Monthly inspections took place over the course of the growing season on the first Sunday of the month. Members of the elected committee and ordinary members carried out these inspections. As a result some members received letters concerning the condition of the plot and the action required by the plot holder. Thanks to Nancy Rencontre, Terry Lake and Lesley Norman for their help.
· Website - Any alterations, additions or deletions or things of interest that you may want on the web site contact myself.
· NSALG Federation -Margaret and myself have attended a couple of meetings to try and enable West Lancs set up their own federation as we pay into this but get nothing out. This is to allow for further funding and a better say on how allotments are run in West Lancs. Only two sites are members, ourselves and Liverpool Road, I have received no correspondence from other sites ( Ormskirk and Upholland). There is a requirement of at least three allotment sites to create a federation, this seems beyond our reach.. However, we are approaching Alan Hull the Allotments Regeneration Initiative Mentor North West to ask if we can join St Helens federation to which he runs.
· PACT meetings -I have been attending the local PACT meeting from time to time to keep abreast on the issues around the area. This year we have been blessed with little vandalism and no break-ins. Lets hope for an equally good 2010.
· New Sites - I have also attend meetings chaired by Martin Trengrove of West Lancs Community Volunteer Service who has been tasked by the Primary care Trust to source new allotment sites in West Lancs. Identifying new sites is proving difficult but Martin has not given up hope and has a few volunteers attending his meetings and carrying out studies and to form a committee etc.
· Red Apple a trust based in Newburg is setting up new allotments. These will cost between £100-£150 per annum. They are also willing to grow anyone’s seeds for a small cost. They are base between the Red Lion and Round O quarry if anyone is interested.
· Missing items - It is with regret I have to inform all members that items have been taken off site from plots without plot holders permission. Can everyone please be vigilant in order this can be nipped in the bud and to safe guard all our assets.
· I have approached Shevington allotments who sell fertilises, feeds, small equipment etc at low prices and asked if they would be prepared to sell to ourselves. This has gone to their committee. I’ll keep you informed.
· Plant sales - Sales have not been as good as expected. 2010 will be by order only. List will be supplied early on in the season for orders.
· Termination of tenancy - If you are giving up or thinking of giving up your plot any stage please keep me informed of your intentions. It helps me in keeping plots occupied and worked.
· I would like to thanks all those who have supported me during the past 12 months.
· Let’s hope for another successful year.
No Comments were given.
The sad passing of John Barlow was announced and condolences were offered from the society,
3) Financial, still not spent Lancashire gateway money, as awaiting match funding from lottery, if this is successful we will have cctv run through solar, but if unsuccessful we doubt we will be able to secure the match funding and complete this work, due to eon being over subscribed.
Increase in fee’s due to increased insurance cost due to the value of the equipment held.
4) Expenditure for this year will include insurance for public and employers liability, machinery and servicing, building, locks and keys, and National Society of Allotment and Leisure Gardeners (NSALG) total cost £1080 to be meet by plot fee of £36 per plot £18 per half plot and £4 per member, Nancy proposed increase and Billy Seconded
5) Changes to tenancy agreement, Margaret informed people of the proposed changes to the tenancy agreement. Gerry suggested that 2 years was an adequate time span and Billy agreed this and said that if something happened to him it would not be fair for Vinnie to be removed, it was also raised that in the future allocation should only be made as one plot per tenancy holder.
This Proposal will be presented at the next agm.
Therefore the change to the tenancy agreement will read; addition to 2a) If the tenant wishes to transfer the tenancy to any other person(s), then the(se) persons(s) must have been in membership for 2 years and have actively worked the plot alongside the relinquishing tenant.
6) Election of officers – the committee nominated the following
a. Chairperson – Paul Cragg - seconded by Terry Lake
b. Secretary – Margaret Blake - Seconded by Paul Cragg
c. Treasurer – Colette Coghill – Seconded by Don Wrudd
d. Plot Secretary – Steve Martin – Seconded by Bill Cummings
e. Fence Warden – Terry Lake – Seconded by Judith Ball
f. Machinery Maintenance – Carl Coughlan – Seconded by Jerry Mulville
g. Health & Safety – Karen Garmen – Seconded by Jo Cragg
h. Ordinary Member – Mike Coghill – Seconded by Gerry Mulville
i. Ordinary member – Jo Cragg – Seconded by Karen Gamen
7) Potato day – Ashurst community centre 10:00 – 3:00 100 plus tuber types, we get 10% of profits from sale of the tubers and profits from refreshments and tombola, we will have to cover the venue cost at £70, and ingredients for cakes. Rebeka Seeds have advertised, as well as promotion through NSLAG, schools and champion, tasks raised, make cakes, setting up, packing up, Contact WLCVS. The following agreed to make cakes, Jo, Colette, Karen, Billy, Terry P, Don, Judith, Nancy, Lesley N.
A.O.B.
Terry, launch of West Lancs food growing co-op, 18 schools buying into growing, and a request that the society support cobs brow, Contact John Hutchinson WLCVS.
Camping in Coniston, dates and details to go in summer house
NSLAG, setting up a federation for West Lancs, 3 societies to make a federation, anyone willing to help set this up, benefits include access to funding, volunteers Steve, Carl, Terry L.
Karen health and safety officer, question was raised what’s the protection for Karen, and establish a health and safety role.
The meeting finish at 7:45 and was followed by a talk on Dahlia Growing.
Signed as a correct record:........................................................ Date: ....../....../........