Lewisham Self-Managed Allotments Assoc. AGM minutes

Lewisham Self Managed Allotments Association

AGM October 2^nd 2012

Present :

Name	Allotment		Name	Allotment
J. White	St Mildreds		R.  Aldridgge	St Mildreds
M. Taylor	Barmeston		S. Fraser	Firhill Rd South
D. Gibbins	Jim Hurren		G. Richardson	Castillon Road
D. Watkins	Taylors Lane		R. Melluish	Taylors Lane
R. Tomlinson	Chinbrook Meadows		I. Winter	Slaithwaite Rd
P. Taylor	Royal Naval		B. Rogers	Royal Naval
C. Granger	Romborough Gdns		L. Hubbard	Knapmill Way
D. Senner	Knapmill Way		K. Delaney	Lewisham Allotments Officer
S. Brooks	Hurstbourne		M. Kyriakides	Meadow Close
J. Holman	Firhill Rd South		S. Vaughan	Broadmead
P. Walker	Broadmead (Treasurer)		G. Gibson	Trewsbury Rd (Chair)
V. Fairbrass	Blythe Hill (Secretary)		A. Lewis	Blythe Hill

Sites not represented : Ballamore, Blackhorse Road, Clarendon Rise, Hazelbank, Longton Nursery, Priestfield Road, Stanley Street, Kendale, Lee & District

Apologies : Andy Grant, Romborough Gardens

Meeting opened 19.00             Guy Gibson, Chair of the Association welcomed members.

1.     Minutes of AGM 2011 were agreed as a true record and there were no matters arising.

2.     Chair’s report

            2011/2012 had been a poor year as regards weather and harvests. Demand for plots was still             high. The Association will be looking for a new secretary as Valerie will have to retire from             the post as Blythe Hill is no longer self- managed. The Chair offered thanks to Valerie for her             contribution over the last four years. A new constitution has been developed with the             Council and will be presented to the meeting later. The Chair thanked all allotment site             committees for their hard work this year.

3.     Secretary’s report. A written report had been provided for all sites outlining the number of plots rented out this year and the extent of the waiting list.

4.     Treasurer’s report. £70 is currently in the Association’s account and this will need to be topped up by the Council to cover the next year’s outlay

5.     Election of officers. The Chair and Treasurer were re-elected unopposed. It was agreed that Valerie Fairbrass would remain in post until next autumn with the intention that the role be handed over to Denny Senner, Knapmill Way during the spring and summer of 2013.

6.     Association Consitution.

            This was presented to members by the committee who had agreed the details with the             Council and the Legal Department.  Various issues were raised by the meeting :

            If a site is struggling to manage, for whatever reason, then the Chair and Secretary of the             Association will try and assist. The Committee will endeavour to provide some form of             training for site committees to give them confidence to deal with issues as they arise.

            Tenancy agreement – site committees can make local adjustments to this to suit their own             site while remaining within the spirit of the agreement

            If plotholders leave part way through the year they are not entitled to any of their rent back.             This can lead to plotholders hanging on to their plots for longer than is helfpful.

            The Committee recommended acceptance of the Constitution and it was agreed             unanimously           

7.     Water – not all sites have metered water and there was a variety of means by which sites ensured that water bills were covered. It was essential that where water was metered, sites keep a regular eye on the meter. There was a suggestion that water farming could be a useful way of ensuring water was conserved and possibly reduce water rates. If sites wish to impose additional charges on plotholders to cover water they must let the Allotments Officer know of their intention.            

8.     Waiting list. It was essential that all sites use the same procedures for offering plots to those on the waiting list. It was agreed that those offered plots be given two weeks to respond. If they miss that window of opportunity they will remain at the top of the list and the next name will be offered the plot. Sites should ensure that they only offer plots to one person at a time.

9.     Managing untended plots. It is necessary to be firm with all plotholders who are not tending their plot according to the tenancy agreement. Where medical issues are involved then plotholders should be encouraged to use friends/colleagues/other plotholders to maintain the plot.

10.  Any other business

a.     Management agreements should be with sites by the end of October.

b.     Insurance – Hiscox did not require NSLAG membership

c.     Barmeston Road had a crane working overhead during building works. The crane company             are responsible for all issues of health and safety regarding plotholders beneath the crane.

d.     Tenancy agreements do not need to be re-signed each year.

e.     Composting toilets – Trewsbury Road built theirs for £800

Meeting closed 20.25