A.G.M. MINUTES 2016
NEW MINUTES FOR 2016 MORE COMMITTEE MEMBERS PHOTOS TO BE ADDED.
New committee members for 2016 still to be added.
2016 AGM
7.30pm
Sunday 17th January 2016
Front Bar, United Services Club
MINUTES
Attendees: (38 people - representing 32 plots)
Ann Atkinson & Anthony Dorey, Andrew Tunks, Dino Boletta, Marie & Mark Innes, Andrew Downey, Philippa Luckett, Doug & Ginging Livett, Maria Anne Smith, Colin Gurr, Wayne Elliott, Martin & Nicky Parnell, Mick Jewell, Robin Harrison, Patrick Sarsfield, Anthony Edwards, Mick Botting, Jagger, John Gill, Dan Jewell, Gerry Larner, Dan Gibbs, Rob Venn, Ray Short, David Pidgeon, Jill & Simon Maskell, Liz Coles, Vicky McGurk, Angelo Cannizzaro, Pietro Pistocchi, Jocelyn & Tom Buck, Richard Hackett, Dan Gibbs
Apologies: (10 plots and 2 waiting list) Silvia Amerio, Rachel Nesbitt, Rosemary Read, Steve & Fatima Myatt, Fiona O’Leary, Patrick Dempsey, Tony Hardy, Andrzej Miotla & Zofia Mackiewicz, Jeff Townsin, Vicky Coupland, Lyndsey Wintringham, Will Chew
1. Welcome and apologies for absence
Martin Parnell welcomed a good turnout, including some recent new members. There were 12 apologies for absence.
2. Acceptance of 2015 AGM Minutes and matters arising
Martin confirmed that the committee were happy with last year’s minutes as a correct record of the 2015 AGM and it had been posted on the website and notice board. The meeting agreed to their adoption.
3. Chairman’s Report
Martin spoke on behalf of Chris Weston who has now left VRAS due to relocating outside Haywards Heath.
a. Martin thanked Chris for his work before he moved
b. This hasn’t been an easy year for growing, some seeds required 3 attempts at planting. However once the growing season started, we had a good summer. Martin stated the plots looked better, in the summer, than he had ever seen them. Autumn brought its challenges though, with lots of wet weather making the plots very wet. Many people have their broad beans already flowering, due to unusually warm weather and perhaps having planted them too soon.
c. A new water pipe was installed on the East side of the site (by Tony Hardy’s sheds). Martin thanked Anthony Edwards whose company gave a very good price and did a great job, also completed very quickly.
d. The water bill has gone up due to someone (forgetfully?) leaving their hose attached to the tap and turned on for two days, also leaving the ground very sodden. Please do remember to turn taps off when using a hose to fill up water butts.
e. Many paths (~50%) were not maintained as per expectations. This is a safety hazard especially when the grass is wet. People can slip and it also unpleasant to walk in tall wet grass as clothes get wet. Martin issued a reminder that everyone is responsible for their paths. Several members (including Colin Gurr) have offered to lend mowers to those who don’t have one.
f. There were several wasp nests this year (5 nests required clearing). Wasps seem to like nesting in compost heaps, especially when used for rubbish rather than being properly maintained. Martin issued a reminder that compost structures should only be used for composting. The first wasp nest cost VRAS £50 to remove. Colin Gurr then removed the others. Neither of these situations are ideal, and this presents a risk for people to get stung.
g. This year saw one of the best, easiest and most well-behaved committees in recent years. There were nine members, which made life easy.
h. There were two very good bonfires. One took place early and helped clear out some of the rubbish from work parties so this worked out really well.
i. The committee was approached by a beekeeper, and eventually found a way to have beehives on site. A consultation took place, and a few people allergic to bee stings came forward and were offered to swap plots. Beehives will be installed just behind the old bonfire site. A screen will be installed so bees disperse up in the air rather than close to the ground. The bees should be installed at some point in February, the beekeeper is waiting for a fairly long cold spell to install them in. It has been a bad year for bees due to the warm weather, they are still coming out when mild enough and the queen is still producing eggs. There is a risk they will run out of food. See update on VRAS website on this topic. It was also discussed that those allergic to bees should always carry an epi pen on them, as the committee could not guarantee a first aid kit containing those would last long if kept on site.
j. Martin also congratulated 2015 Best Plot prize winners (Dave & Paula Bryant, Andrew Downey, Pietro Pistocchi)
k. Finally, he also thanked Mick Botting for keeping the VRAS website going
4. Treasurer’s Report.
John Gill presented his report and the annual accounts (see attached document). Here are the highlights:
a. John explained the accounts. Despite some expenses this year, there is a healthy Bank Balance.
b. This year’s biggest expense was the installation of a new tap, performed by Anthony Edwards’ company at a very competitive cost. A £500 grant from the council towards these works meant this only costs VRAS £750.
The Treasurer’s report was accepted.
5. Secretary’s Report.
• Waiting List
o Varied between 0 and 10 people
o Had to seek help from Council when it was 0
o Tony Hardy did a feature for local paper but didn’t obviously attract much interest
o Currently got 3 (may not be enough)
a. There was a lower than average plot turnover in 2015.
i. There are 93 plots and 74 members
ii. 5 reduced size of their plots, (Ann, Dave P, John F, Mick, Jeff), 3 took a second plot (Eva, Doug, Daniel)
iii. 2 people swapped plots
iiii. 8 people left (Dave Midmore, Jean Barnes, Adam Cox, Nicola Celano, Denise Ashton, Paul & Toni Lister, Chris & Sally Weston, Mike Lewis & Dionne Flatman)
v. We have had 6 new members
vi. The waiting list varied between and 10 people. There was a period when the waiting list was quite long. This was followed by a few resignations which allowed new members to take these plots on.
b. We are now back down to low numbers on the waiting list (3). It is likely that there will be a time in 2016 when we again have spare plots. It is not an ideal situation as we end up with plots that are left to go bad. As per last year, the committee will contact the Town Council to see if they have anyone on their waiting list(s). This was done last year but did not result in many applicants. Tony Hardy also did a feature in a local paper but this did not bring many applicants either.
Action: Committee
The Secretary’s report was accepted.
6. Working Party/Volunteer Report
Martin reported on behalf of the committee.
a) Similarly to last year, each member was asked to “donate” two hours per year to participate in working parties.
b) This year’s working parties were well attended; trees were cut, the culvert was cleared
c) Some new faces contributed, thanks were offered to Dan Gibbs, a new member, for his contribution, alongside the committee and those regular helpers who turn out every year without fail.
d) See item 11.
7. Annual Show and Picnic Report
Ann Atkinson read out her report report. Here are the highlights:
a) Ann gave thanks to everyone who helped on the day. It took no less than 8 people to erect the gazebo this year, next year should be easier as the supports have been re-marked. She thanked the judges, the major, and Mick Jewell for being her backup. She also thanked Colin Gurr for organising the tables. There were enough of them as the church had donated some last year
b) This year’s good weather meant there was a good turnout, especially many picnickers. Ann encouraged anyone to join, even if on their own.
c) Prizes of Vouchers were awarded for the most 1st, 2nd and 3rd prize wins, all getting vouchers. The winners were Colin, Val & Mick and Ann. Ann also wanted to mention that Joss and Marie who also had a lot of wins lost out on these prizes. The prize of top tray was won by Colin Gurr.
d) The committee discussed requests for additional categories for 2016 in the single vegetable section. Included next year will be Courgettes, a Cabbage, Longest French Bean, and Longest Runner Bean. A request for Jelly (Jam) was not deemed to warrant a separate section but will be included in the jam section if someone wants to enter it.
e) Val and Mick Botting organised the Adult quiz, which Ann thanked them for. This was won by Richard and Luz
f) Finally, Ann was thankful for the flowers but said they were not necessary next year!
g) Next year’s show will be held on Saturday 13th August 2016. Jocelyn Buck volunteered to help Ann with the organisation.
8. Site Safety Report
Jagger reported on a less challenging year but there were still a few incidents.
a. Fencing was damaged on 3 occasions (in exactly the same place by the footpath). The council fixed the wooden fencing by Vale Road entrance, Colin fixed the other sections that were cut through.
b. Jill Maskell’s brand new shed was broken into, part of the actual shed was stolen with the remains of the structure left on the ground, and tools gone. This incident has been reported to the local police. There were also some petty thefts (cauliflowers, butternut squashes going missing). It was discussed and agreed that all incidents, no matter how small, should be reported to the police. Police require individual plot holders to register the incident and get a crime number.
Action: all involved to report to police
c. Gates are still being locked the majority of the time but on some occasions they are left open. Martin reminded that anyone who spots another person not locking up should tell them to do so.
d. Work parties contributed to keeping the allotments looking tidy, Jagger thanked all volunteers and asked all to remember offering their time.
e. A new tap was installed (see item 3c)
f. A new first aid box is needed as the current one is likely out of date.
Action: Jagger
g. Sand was ordered and will be delivered soon to help with paths being slippery due to wet weather.
Action: all to spread where necessary
h. As some paths become hazardous, it was suggested that tape around these paths could help identifying dangerous spots and avoid incidents.
Action: Jagger
i. Most water butts have lids, Jagger reminded everyone to put lids on those that don’t have any as these are hazardous.
Action: all concerned
j. Jagger asked that all hazardous materials (petrol containers, slug pellets, any sprays) are removed from plots and locked away securely
Action: all concerned
k. Finally, a proposal was made to apply for council grants to subsidise on-site toilet facilities (see section 10)
9. 2016 Committee nominations and voting
After Martin mentioned the 2015 committee had worked well, having a few more volunteers on board compared to previous years, the nominations were accepted as a group with responsibilities as follows.
Chairman
With Chris Weston having moved away from Haywards Heath, Colin Gurr has accepted the position of Chairman.
Treasurer
John Gill is willing to continue in the role for another year.
Secretary
Martin Parnell is stepping down from the role but will remain on the committee and deal with plot allocations. Marie Innes has accepted the position of Secretary.
Site Safety
Jagger is willing to continue in the role for another year. Anthony Edwards will shadow Jagger with a view to take over next year.
Show & Picnic
Ann is willing to continue in the role. Jocelyn Buck will join the committee and help Ann with the show & picnic.
Other committee members
The rest of the committee will be made up of, Mick Jewell, Anthony Edwards, Patrick Sarsfieldand Vikki McGurk. Specific roles will be allocated at the first meeting of the new committee and published on the website and the two gates so that members know who to contact. Action: Marie
10. Committee Proposals
a) Work party volunteering was raised as an issue earlier in the meeting. The committee asked whether the meeting would support the introduction of penalties for those who do not offer their time as outlined in the rules. The meeting agreed that this was not feasible and the following alternative suggestions were made
a. Availability of ad-hoc list of tasks to do, for those who cannot offer their time in advance (e.g. shift workers)
b. Setting up dates much earlier in the year
c. Pay someone to do the clearing and include it in rents so that everyone contributes
d. Forming teams with responsibility to keep specific areas clear
e. Making shed owners responsible for cutting grass by the culvert
Action: committee
11. Member Proposals
a) The idea of on-site toilet facilities was brought up again and discussed. This has been raised and discussed at previous AGMs, and decided against as cost was highlyprohibitive, and would take several years to save up for. However, all members agreed that they would be willing to accept a rise in rent in order to support the cost of an on-site toilet. Jagger mentioned that other allotment sites (America Lane) have toilets available and were subsidised by the council. This needs to be checked, as if this is the case VRAS could potentially apply for similar funding. It was agreed that the committee would re-examine the case, explore potential available funding and report on this later in the year.
Action: committee
b) Jill Maskell suggested that flora is planted around the beehives. It seems that bees might be diverted away from this area and encouraged to go up in the air rather than staying near the hives, making this flora unnecessary. This will be discussed and confirmed with the beekeeper
Action: committee
c) Dan Jewell suggested we should have both a winter and spring bonfire. Two bonfires were held this year and worked very well. The idea was well received and we will have another two bonfires this year
d) Jill Maskell suggested planting thorny hedge around weak fence spots, with the aim to increase the security and making it more difficult to enter. This was turned down due to the amount of hedging that would be required which would then have to be maintained.
e) Jill Maskell also suggested that reduced priced / subsidised shed alarms were available in the town centre. It is however likely that the alarms go off at a time when nobody is around to turn them off, which would upset the neighbours. It was agreed, however, that their availability would be mentioned on the website.
Action: Mick Botting
f) Jill Maskell suggested allotment holders could get together and bulk buy items, such as manure. At the moment it is unclear where manure is available, one of the usual providers is not able to deliver any this year. There were no other items than manure suggested, but this was deemed a good idea. The method of sharing was agreed to be via the website/blog rather than through the committee.
Action: committee
g) Tony Hardy wanted to raise the issue of plots going to ruin. Martin commented that 4-5 warnings had been sent, as per the rules, to those concerned. Other than paths and compost heaps, it was agreed that the plots generally looked good for most of the year, considering the variable weather. Martin reminded the members of the mainexpectations
a. March / April – plots should be dug over, ready for planting
b. June – all plot holders should be cultivating / growing produce
c. Autumn – there are currently no expectations set but some should be agreed on the control of weeds.
12. AOB
a) David Pidgeon said he had a hand mower on offer – please contact him if interested – UPDATE: now gone
b) Penny Davies passed away on Christmas Day. Our condolences to her family.
vras2009@live.com
Vale Road Allotment Society
2015 AGM
7.30pm
Sunday 11th January 2015
Front Bar, United Services Club
MINUTES
Attendees: (49 people - representing 39 plots & 1 Waiting list)
Ann Atkinson & Anthony Dorey, Roy Austin, Sue Best, Dave & Paula Bryant, Claire Bull, Angelo Cannizarro, J.Coles, Patrick Dempsey, Andrew Downey, Anthony Edwards, Rob Forster, Mike Steer, John Froude, John Gill, Tony Griffiths, Colin Gurr, Richard Hackett, Tony Hardy, Robin Harrison, Marie Innes, Jagger, Mick Jewell, Jocelyn Kean, Gerry Larner, Alan Miles, Louise Nesbitt, Neville Nyatanga, Fiona O’Leary, Lynn Packham, Martin & Nicky Parnell, David Pidgeon, Pietro Pistocchi, Mick Pratt, Rosemary Read, Patrick Sarsfield, Ray Short, Maria Smith, John Swaisland, Rob Venn, Cyril Williams
Apologies: (4 plots) Mick & Val Botting, Paul & Tony Lister, Jill Maskell, Chris & Sally Weston
Welcome and apologies for absence
Martin Parnell welcomed a good turnout. There were 4 apologies for absence.
Tony Hardy thanked a number of people who had made contributions during the year, notably Ann Atkinson who stepped in at the last minute to organise the Show.
Tony mentioned that three members had passed away this year. They were Ron Topson, Arthur Keen and Penny Strong (Sister of Wendy Swinton-Eagle). Our commiserations to their families.
Acceptance of 2014 AGM Minutes and matters arising
Martin confirmed that the committee were happy with last year’s minutes as a correct record of the 2014 AGM and it had been posted on the website and notice board. The meeting agreed to their adoption.
Chairman’s Report
Tony Hardy said that it had been a difficult year
He was concerned that many of the plots and paths were not being maintained to the expected standard.
He also raised the issue of members washing the soil off their produce in the communal water tanks; the build up of silt as a result was an issue for transmitting disease.
Treasurer’s Report.
John Gill presented his report and the annual accounts (see attached document). Here are the highlights:
John explained the accounts. There is a healthy Bank Balance but we have some items of expenditure being proposed at the AGM.
The National Association affiliation fee has been raised by another 25p per plot holder. It was £2 in 2013, £2.25 in 2014 (an increase paid by club funds) and is £2.50 this year. It is unclear that members are getting any benefits other than newsletters which only a couple of people appear to be reading.
Robin Harrison suggested that affiliation might be useful in any disputes with the landlord (The Town Council) but relationships have been excellent over the years and John Froude said that the land is covenanted as allotments so cannot be taken from us.
It was agreed that John would make a final effort to ensure that there is no risk entailed in terminating our affiliation. Action: John
If not paid, it was agreed that this year’s £2.50 (already charged to members) would be used to help fund an extra water line (see Item 10).
The Treasurer’s report was accepted.
Secretary’s Report.
Plot turnover was below average in 2014.
We have had 13 new members
There was a period around March/April when we had 4 free plots. These were eventually taken by existing members to ensure that these plots were not left to go to weed.
We now have 19 members with two or more plots each.
We have one spare plot (Plot 4 - was Hollie Sargent) and one person on the waiting list
Plot 82 is not currently fit for purpose. It may require the purchase of topsoil to raise the height and prevent flooding. Alternatively it may be turned over to orchard with planting of trees.
It is likely that there will be a time in 2015 when we again have spare plots. Martin reminded members that they were able to move to bigger or smaller plots if they wanted to consolidate their plot holding. Anyone wanting to move plots should let Martin know. He will keep a note of their requirements and notify them if a suitable plot becomes available.
Action: All
If we have spare plots, Martin will contact the Town Council to see if they have anyone on their waiting list(s). Lynn Packham mentioned that the Council are looking for land for additional allotments so it is assumed there must be a long waiting list. Action: Martin
Martin’s report echoed Tony’s concerns that many paths were in a disgraceful state with long wet grass obscuring edges, slopes and holes. A lady fell and hurt herself and has written a letter of complaint. It is only a matter of time before someone breaks a leg. Grass cutting was bad last year but has got worse this year. (see Item 11)
Martin thanked Ann Atkinson for re-joining the committee to organise the show, mid-year, when Neil Clarke fell ill.
Martin noted that the committee were all struggling to meet their commitments due to lack of spare time. A larger committee would help the situation (see Item)
Martin apologised for this year’s confusion over the date for the Show. It was set too early in the year and had to be changed at the last minute to allow people to grow suitable entries. A better dates should be chosen (and kept to) this year. Action: Committee
The Secretary’s report was accepted.
Working Party/Volunteer Report
Martin reported on behalf of Dave Smith who was unable to make the meeting.
As agreed last year, each member was asked to “donate” two hours per year to participate in working parties. This is written into the new members welcome letter.
This new approach gave us the most number of volunteers in recent times and a good deal of work was accomplished
More could have been achieved as one complete day was ‘rained off’ because it was too wet for grass cutting
More work could have been done if there were more people with strimmers. Rather than rely on people using their own strimmers, it is proposed that we purchase a new one to replace the one stolen in 2013. (see Item 10)
The new approach will be tried again this year. People will only be asked to ‘donate’ their time for one session although it is recognised, with gratitude, that some people turn out for every session whether asked to volunteer or not. Action: Committee
Annual Show and Picnic Report
Martin read out Ann Atkinson’s report. Here are the highlights:
Ann gave thanks to everyone who helped on the day. She noted that the gazebo was difficult to put up and take down. She thanked the judges, the mayor and Steve Myatt who escorted them.
The Show has now been held for 3 years and we are grateful to David Pidgeon for again borrowing church tables (see Item 11)
The entry time was extended from 9 am to 10:30 am with judging from midday. This worked better than last year
Vouchers were given to the winners this year, instead of cups and medals; this is a much less expensive approach and will be continued in future. Certificates were handed out.
Children’s category winners receive a trowel and medal.
Winners of the main categories were Colin Gurr (Top Tray), Mick & Val Botting (overall Top 1st & 2nd) and Mick Pratt (Top 3rd).
Not all categories had entries; this was probably due to the difficult weather this year.
More help is required this year to get the results put together. Action: Committee
Mick Botting put together a quiz instead of the usual treasure hunt for children. This was successful and Mick has offered to repeat it this year.
Finding a date for this year’s Show will be difficult due to the St Wilfrid’s Church’s 150 year celebrations. Tables will not be available for borrowing (see Item 11)
Site Safety Report
Jagger reported on a quiet year but agreed with Tony and Martin that neglected paths are a hazard.
The lady who fell and hurt herself on an overgrown path has not followed up her initial letter of complaint but all members must ensure that their paths are not a health hazard. (See Item 11)
2014 Committee nominations and voting
After Martin had outlined the problems with lack of nominations, we were delighted that eleven people came forward to volunteer. It was decided to expand the committee from the nominal 8 to allow all 11 to stand. The nominations were accepted as a group with responsibilities as follows.
Chairman
With Tony Hardy having resigned due to lack of time, Chris Weston had accepted the position of Chairman to provide continuity from last year’s committee.
Treasurer
John Gill is willing to continue in the role.
Secretary
Martin Parnell is willing do one more year unless another volunteer comes forward. It is hoped that one of the new members will shadow Martin and take over next year.
Site Safety
Jagger is willing to continue in the role.
Show & Picnic
Ann is willing to continue in the role.
Other committee members
The rest of the committee will be made up of Colin Gurr, Mick Jewell, Marie Innes, Anthony Edwards, Steve Rudd and Patrick Sarsfield. Specific roles will be allocated at the first meeting of the new committee and published on the website and the two gates so that members know who to contact. Action: Martin
Committee Proposals
John proposed that an additional water pipe run with tap(s) and tank(s) be installed at the top (high) end of the site where a temporary hose has been buried underground for several years. This pipe has split 3 times and has caused significant leaks this year. John has had one estimated a cost of between £1,500 and £2,000. The committee feels that this can be done more cheaply by hiring a digger and using the skills of members and will proceed on this basis in late Spring/early summer. This expenditure was approved. Action: Committee
John proposed that a strimmer be purchased as a cost of around £400 to replace the one stolen in 2013. This expenditure was approved. Action: Committee
A member asked what would be done to prevent this one being stolen as well. Martin explained that one of the committee would store the strimmer at their house and have it insured under their contents policy. The Society would, of course, have to pay the committee member compensation for any loss of no claims bonus, etc. Action: Committee
Tony pointed out that powerful strimmers were a most dangerous tool and it was agreed that protective goggles would be required and proper training for anyone in a working party who operates the strimmer. Action: Committee
Martin suggested that the problem of long grass on paths would not ‘go away’ and that the worst paths would be cut back by any working parties. There was concern that this would make members even less likely to look after their paths but a strongly worded warning letter will be sent to any members whose paths are tidied up in this way. Action: Committee
Colin proposed that the rules be updated to specify a maximum size for sheds. After some discussion it was agreed that a guideline of 6x6 would be added. Action: Martin
Member Proposals
Ann proposed that the Society pay for grass cutting once a year at the beginning of the season to give the site a ‘good start’ and encourage members to look after their plots. This was agreed.
Jocelyn Kean asked if competitive quotes could be organised before agreeing who would do the job. Lynn Packham noted that there is a charitable organisation employed by the Council who would give us a good price. This will be done. Action: Committee
Ann mentioned that the Show date would be difficult to achieve in August due to church celebrations causing a demand on tables. We now store some tables of our own in the Container but we don’t have enough (at least 12 are required). Ann suggested that we buy some wallpapering tables but, whist these are relatively inexpensive, they are not very strong
After the meeting, Gerry Larner offered to borrow some tables from Cuckfield Church. The committee will therefore need to move quickly to set a date and liaise with the two churches to ensure tables are available. Action: Committee
Discussion Items
The annual discussion on site security raised a number of issues but a huge majority voted to continue locking the gates (with only two dissenting votes). The following issues were raised.
4 sheds have been broken into (Marie Innes, Nina Mader and two others), but nothing has been taken on any occasion. One padlock was stolen from another shed (Dave & Paula Bryant). In Tony’s opinion, this is the work of kids who can easily climb in if they want to.
The fence separating the Vale Road car park and the Housing Association land has blown down over Christmas and is a security issue. The Council is trying to get the Housing Association to repair it ASAP.
The Vale Road lock has been difficult at times although the locksmith has recently repaired it. Colin and Tony are going to enlarge the space above the padlock so that people can get their hands through the gap more easily. Action: Tony & Colin
The members have mandated that we lock the gates, reaffirmed by AGM votes every year, and the committee members are therefore obliged to try to enforce locking up. There have been occasions when this has resulted in verbal abuse from members to the committee who are only doing their job. This must stop. However, it is only common sense that members should be allowed to leave the gate open whist they carry produce and equipment on and off site. Alan Miles lives across the road and is a good test case for how long the gate can be left whilst he ferries equipment over from his house. It was agreed that members and committee should be polite when challenging but common sense dictates that gates can be left open for ‘a few minutes’ to allow movement in and out. How many minutes do not need to be specified in any rules if common sense is used. Action: Everyone
A small number of people are leaving the gate open for considerably more than ‘a few minutes’. Members are complaining to the committee that this is unfair to those who are diligent in locking up. The committee will have to take action against persistent offenders in the interests of the democratic vote of the majority.
A new member Neville Nyatanga asked if the 2015 rules were on the website. Martin explained that the rules had not changed since 2014 and so they should be up to date but agreed to check. Martin noted that, whilst the committee may suggest new or changed rules in response to issues arising, the membership “owned” the rules and not the committee. The AGM is the only place where rules can be changed but the committee can introduce ‘interim’ changes’ to be signed off at the following AGM. Martin will send out a note asking members if they are happy with the current rules or want to suggest any changes. Action: Martin
Tony said how well the bonfire went this year. It was all over in around 3 hours. Despite having a massive pile of wood and branches to burn, Tony was very concerned that many members had missed the opportunity to get rid of rotting wood, etc. He counted around 15 plots which, despite publicity, had not made use of the bonfire. A member suggested that we organise 2 bonfires next year and this was agreed. Action: Committee
Tony complained that people were not keeping lids on all their water butts. Martin pointed out that this also applied to the tanks in the water line. Jocelyn noted that the lid on the Edward Road tanks is rusty and needs replacing. Action: Committee
A member noted that the bag of sand was now empty and the paths are very slippery. After discussion of whether the sand was detrimental to mower blades it was agreed to purchase another bag ASAP. Action: John
There was a question about trees being planted without permission. The committee must approve any ‘large’ trees to make sure they do not shade their neighbour’s plots but also to make sure that fruit trees varieties with small root systems are planted which are not going to ‘invade’ neighbouring plots. Permission should be sought via email to VRAS2009. Action: Everyone
Any Other Business
Colin noted that tractors/trailers have been causing damage to neighbouring plots when delivering manure. Members are reminded that any damage caused by these merchants is the responsibility of the member concerned and it is up to that person to make good any damage. Action: Everyone
Martin recognised the brilliant job that Mick Botting does with the Society website and explained that he and Ann had attended Town Council meetings aimed at getting the Council website up to our standard for allotments under Council control. Despite the success of the website, Martin noted that relatively few members use it and he asked the Committee to lead the way in keeping the content updated. Action: Committee
The meeting closed promptly at 8:35pm. Many thanks to everyone who attended and to everyone who has already paid this year’s fees
Martin Parnell,
Secretary, on behalf of The Committee.
Dear All,
Following this weeks committee meeting, please see a few miscellaneous updates:
1. Just a quick reminder that it looks like we will have at least one plot free soon. Please let me know if you are interested in taking on a 2nd plot or swapping your existing plot for a larger or smaller one. I can't promise to get you exactly the plot size or position that you want but I can keep you in mind if plots come free.
The fence between the Vale Road car park and the Housing Association land blew down before Christmas. We have made every effort to get the Housing Association to mend it to stop people trespassing on our plots but we are still waiting for action.
2014 saw many members letting their paths get really overgrown and we had an incident with a lady who badly twisted her ankle. This is a real problem as holes get covered up and become dangerous. It is not acceptable to put your neighbours in danger. Colin Gurr has a mower on site that anyone can borrow at any time. Please see Colin (Plots 33 & 36) if you want to use it.
Mick Botting does a really great job on the VRAS website. I would encourage everyone to make use of it. The blog is particularly useful for beginners to find out helpful hints. You can find it at www.spanglefish.com/VALEROADALLOTMENTSOCIETY
5. The Society’s rules (attached). The committee is open to updating these rules at any time if you think
