Minutes of Annual General Meeting
Held on Thursday 24th April 2003 at 19:30
at The Allotment Shop, Cricket Road
Present: Stewart Young, Claire Stentiford, Andy Henson, Jane Littlehales, Felix Henson, Colin Gammon, Pat Mansfield, Joanna Sephton, Mellard Haye, Stephanie Tee, John Grandy, Mary Pie.
Apologies: John Nichols, Mick McNaboe
The minutes of the AGM of 25 April 2002 were accepted.
None.
Stewart, the President, gave a report, see attached.
Questions were asked which led to a discussion on whether we need a projects officer since there is a lot of work to do even if we are spending grant money. No decision was made.
Clarification of the situation with regard to the lease was requested. Stewart reported that we are "operating without a lease" since the council gave us notice to quit in 1993 to force us to form a viable committee, but 2-3 years ago the council offered a new lease which is not signed yet. The new president should chase this up.
Claire, the Treasurer, gave a report, attached.
We made a loss of about £419 last year since the shop did badly (partly because of a wet spring so the potatoes were not all sold) and we had lost about 15 members at renewal time, so less rent money is coming in. However, there is still about £4000 unallocated money in the bank account.
A £10 shed key deposit was suggested since these keys cost a lot to get cut.
We could display a list of items outside and possibly also in the newsletter to let members know what's for sale. We could have appointments to hire machinery to make it available outside shop hours.
It seemed prudent to decide plot rents at this point rather than later.
Claire proposed a rent rise to £15 for a whole plot (£12 concessions) which was seconded by Pat. Stephanie proposed it be kept at the same level (£12 for a whole plot; £8 concessions) and Stewart seconded this amendment. The amendment passed on a show of hands by 5 votes to 3, so the rent rise was defeated.
The mood of the meeting was that we can afford a lean year and we should attempt to increase membership rather than rents; indeed we could perhaps afford to spend some of our savings on worthwhile projects.
Andy and Jane volunteered to stand again, but only holding one post between them; there were no new officers forthcoming.
Elected as follows:
President Stewart Young
Vice-President (vacant)
Secretary Jane and Andy Henson
Treasurer Claire Stentiford
Elected as follows:
Pat Mansfield
Joanna Sephton
John Grandy
Mary Pie
Chris Rumble (*)
Mick McNaboe (*)
Kath Frisby (*)
(one post vacant).
(*): Chris, Mick and Kath were not present but the meeting believed they would be happy to continue as committee members.
The next 3 Sundays were decided at the meeting:
27 April: Stewart and Jo
4 May: Claire and Kath
11 May: Andy and John.
The secretary will produce a new rota as soon as possible.
Bramble Clearance, Shed on Play Area and Path Levelling were proposed as work to be done. Since sometimes members cannot make a particular date, it seemed easier to choose a whole month for work parties rather than specific days.
Every Sunday in June will have a work party: meet at the shop from 10am.
Mowing: we have standing volunteers
Andy will mow the Shop Road
Stewart will mow the Middle Road
John will mow the First Road
Spending money: it was proposed some of the savings will be spent on "Mypex" (woven plastic sheet) and paying people to lay it on vacant plots to encourage uptake of plots. Applying Glyphosate to bramble was suggested before laying plastic. Stewart and Jo to look at plots next Sunday.
Bonfires: Copies of the bonfire code should be handed out.
A suggestion to permit bonfires only twice a year was proposed but defeated.
Drains: Bob Staig from the council will look at the drainage problem.
The pond constructed by the Urban Wildlife Group seems to be doing good work at draining some plots, but there are fears that at other times of year it may do the reverse.
Social: Social events were discussed, and a BBQ in the Play Area was proposed. The committee will decide in May to have a social event in June.
The next AGM will be held on 29 April 2004.
Colin Gammon gave his apologies for absence for the next AGM.
Next Committee meetings are:
12 June 2003
24 July 2003
4 September 2003
The meeting closed at 21:15