Follow up meeting to AGM, 5th June 2011

Present:- Lynn, Tim, Sue Conner, Vilma, Robbie, Nick, Bob, Denny, Allyson
Apologises:- Marian, Cathy and Brian

What follows is a summary of the discussion which took place at the meeting highlighting specific topics which were raised. As the meeting was inquorate it was not possible to make a final decision on any of these points therefore feedback would be greatly appreciate from members to enable the Committee to formulate this year’s work program and diary.

1. Meeting and On Site Code of Conduct:- Allyson – Circulated meeting code of conduct memo which had been previously emailed to ensure all members present were clear as to the boundaries within which the discussion would operate.

2. Tenancy and code of conduct agreement:- Members reminded that the new Tenancy and code of conduct agreement needs to be signed by all Members.

3. Feeding of Cats and Foxes Continues:- Concerns have once again been raised relating to the continued feeding of the cats and foxes which frequent the site. A reminder copy of the April 2010 newsletter was circulated which expressly stipulated that the feeding of these animals was unacceptable and that anyone caught doing so would be in jeopardy of losing their plot.
As this warning has been ignored Members are now being asked whether the Committee should follow through and terminate the offending Plot-holders tenancy or for suggestions of alternative action that could be taken.

4. Knapmill Blog:- Dennis has created a blog page for our Association. So far it holds an online copy of our
• Constitution/Rules/
• Duties of officers
• Agm minutes
Our Blog will also contain the annual work program, our volunteer policy when it is finalised and a diary of events among other things. Allyson to circulate link.

5. Servicing & Maintenance. A Community responsibility:- The following are several items which were discussed under this heading:-

a. As only one of the petrol run mowers is working and the Association’s contingency repair funds has already been heavily drawn on the Committee informed the meeting that the operational mower will be kept in reserve for use on the communal pathways only. By doing so the amount of money which may have to be spent on equipment repairs is kept to a manageable amount. Members will still be able to use the strimmers on their plots.

b. Maintenance of communal pathways:- As part of our bid to reduce the Association’s outgoings Denny has been in touch with Katy Delaney to ask if we can be included in green services to mow the communal pathways or possibly pave them over. Another alternative might be possibly hiring machines every week/ 2 weeks? Denny to report back with findings.
Denny has since reported back that all of these options were far too expensive.

c. Wheelbarrows:- Most of our wheelbarrows are in a sorry state of disrepair and have been for some time. Ahmed has been wonderful at coming up with imaginative ways to keep a few of the barrows operational for which I know many of us are grateful. However things are so bad now that we need to work out a plan of action for raising funds and agreeing dedicated communal hours either for purchasing new equipment and disposing of the old, or carrying out major repairs.
Members are asked to forward suggestions as to how we may raise funds and either carry out repairs or purchase new wheelbarrows.

d. Volunteers:- A great deal of unrecognised hard work is undertaken by many plot-holders for the benefit of our community as a whole. In the past this came about on a reasonably friendly, goodwill, ad hoc basis. However, as an Allotment Association we now have several very specific, time intensive chores which only become manageable if we work as a community because as they say many hands make light work. Projects like: fundraising, communal repairs plus maintenance, a possible trading post, a communal shelter.
I. The Committee is also deeply aware of the fact that occasions arise when one or more of our membership finds themselves struggling to stay on top of their plot and would very much appreciate a bit of extra support but find it difficult to ask for help.
II. A suggestion was put forward of having a yearly listed rota and work plan with identified duties and a basic number of compulsory hours which each member would be required to contribute for the good of our Association as a whole.
III. It was highlighted that some Members would not wish to participate in any such scheme, particularly if it were compulsory, preferring to keep to themselves. How then are we to undertake even the most pressing, large communal tasks without overburdening a small few of our membership?
IV. The discussion lead to the proposal of setting up our own Volunteer/Time-bank Scheme where anyone, be it plot-holder, a friend or relative of a plot-holder could undertake aspects of the communal work programme. An open record would be kept of the Community Time invested by each person so that participants could draw on their invested time to either get assistance with their own plot or trade for produce.
V. .Members who did not want to physically participate could still contribute by opting to pay an agreed sum against maintenance and repair costs or offering up a portion of their plot which would then be used for growing plants on behalf of the Association and sold at open days to raise funds for the site.
VI. In principle attendees arrived at a consensus for the scheme. However it was also felt that a test run needed to be undertaken prior to agreeing the programme as a permanent fixture in our community’s structure. A Volunteers’/operational policy would also need to be put in place to safeguard any members and/or visiting friends of the Association who take part in this trial programme from abusive and inconsiderate behaviour. Therefore the proposal being brought to the wider Association is to agree the setting up and implementation of the trial Volunteer/Time-bank Scheme with supporting policies for the current year. A report will then be presented at the AGM or a separate meeting to review and assess the success of the trial.
Does the wider Membership support the proposal for the Volunteer/Timeshare Scheme? If so do Members support the running of a trial Scheme with supporting policies or……… would Members prefer to have the compulsory rota put into action?

6. Brick shed:- The ideas for transforming the brick shed into a place for both storing our heavy equipment and meeting in inclement weather were brought a little closer to being realised by an offer from Tim to use his generator to produce light/heat for the building. In addition to this a large window has been obtained from somewhere (possibly Freecycle) which could be installed to allow some natural light into the shed. The three biggest concerns raised were did we have the right as an Association to make alterations to the building, how the installation of the window might compromise security and who was going to do the work. In the end it was felt that more information was required and that we also needed a co-ordinated work plan and team to take this forward.
Committee to find out what are the Association’s legal rights with regards to the brick shed. Members who could assist in moving this project forward are also being asked to come forward to be part of work team. Please include times and days when you could be available


e. Co-ordination of general maintenance:- To start the Volunteer Programme rolling Nick has offered his services as out Maintenance co-ordinator with a view to his trying to keep Fridays free to be on hand to co-ordinate or carry out agreed areas of work. It was agreed that this would be a very positive first step in setting up the Volunteer/Time-bank Scheme. Allyson said she would endeavour to draft an initial Volunteers’ Policy so that work could begin straight away if the Trial Scheme were agreed.
Allyson will have the Volunteer Policy completed by the end of July.

7. Food Coop and Trading Posts in Lewisham:- The discussion on this topic was led by Nick as he is already involved in the development of this project. It was quite enlightening to hear about the background and issues around establishing food co-operatives and trading posts. As members are aware we did agree to set up our own on site trading post as this would promote good relations and offer individual members a wider selection of produce than they themselves might be able to successfully cultivate. Although that was not the original intention, this part of the discussion actually highlighted how necessary it is for our Association to move ahead with setting the on site Volunteer/Time-bank Scheme as a first step in possibly extending into involvement in the neighbourhood and wider community.
Members who could assist in strengthening the existing frame for the gazebo for use as a trading post are being asked to come forward to be part of work team. Please include times and days when you could be available

8. Finances and Fundraising:- There was a query raised concerning our bank balances. Lynn explained that on the surface The Association currently appears to have a healthy bank balance. However on closer inspection this is not the case. Our outgoings, particularly in the area of equipment insurance, maintenance, repairs, and petrol substantially exceeds our income. To date this has been cloaked by ‘borrowing’ money from the funds acquired as part of our toilet bid; funds which were ring-fenced as part of the major site repairs such as the fencing which desperately need attention. To go on as we are is not sustainable. Eventually we’ll have no more fencing money left to borrow from and the fencing will become an even bigger issue than it already is. It is necessary therefore to do two things (1) look at how we can reduce general maintenance costs and (2) raise funds to pay for communal expenses which fall outside of rent and basic insurance.

a. Reducing outgoings:- One option for reducing pathway maintenance costs has already been alluded to (see point 5b). It would be useful if on seeing this report the wider membership of the Association could put forward other solutions/suggestions.

b. Social events and funds:- On a slightly different note strong concerns were raised by one member regarding funds spend on communal socials. In previous discussions at AGMs it was up help that social events and activities were not only enjoyed but welcomed by almost all of the Association’s membership as a way of fostering good relationships and community spirit. That being said it was also accepted that there needs to be transparency concerning where the funds come from to pay for basic provisions when we have these events. A proposal was made at the meeting that a separate social events funding stream be set up. This was supported in principle but raised a number of issues which included (a) how will this be managed? (b) bearing in mind that members already bring food and drink to these events would they also be prepared to pay an additional voluntary contribution? Views were mixed here. Some felt a suggested amount of £5 per year into a social fund would be acceptable (individual plot-holders could contribute more if they wished). Contributions would of course be confidential.
Members are being asked whether they would like to have a separate Social Fund and whether they would be prepared to pay an annual contribution of say £5 into it.


c. Open days and fundraising:- one very practical way the Association could raise funds without having to dig into our own pockets would be to hold our own, as well as taking part in local open days. To do this would require setting aside provisions and plants which were either donated by Members or specifically grown for the fundraising programme or both. In addition Plot-holders who produce their own products from things they have cultivated and nurtured could either have their own stall and make a contribute to the Association from their sales or simply a donation of goods. Whichever mode was agreed upon there would still however be the outstanding issue of how this would be co-ordinated and managed. It would not be feasible for the Committee to undertake all of the work that would be involved.
Once again members would have to decide just how much of this plan they would like to happen and the amount of work they would be prepared to put in to help raise funds for the Association.

d. Association’s account:- A reminder that the Committee on behalf of the Association annually submit accounts to the Council for ratification as required by law.
The books are available for personal viewing should any member of the Association wish to do so upon written request left in our communal post box to arrange with Lynn.


9. Here the meeting ended due to rain!!!

Please post any feedback to the above points, in the box below.

Thank you.