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Wellington Fields Allotment Committee

Minutes of the meeting held at 7.00pm on
Wednesday 9th April 2014 at the Bank House

Present: Colin Hutchinson, (CHu) (chair), Karen Appleton, (KA) (treasurer & secretary), Alan Hartley (AH), Rose Jones (RJ), Michelle Creese-Ellin (MC) Nigel Baxter (NB) Joy Ashford (JA), Chris Hall (CHa) Nigel Baxter (NB)
Apologies: Jason Johns (JJ) 

414.3 Minutes of previous meeting.
The minutes of the meeting held on 26th February 2014 were read, approved and signed by the Chairman 

414.4 Matters arising.
Compass advert Article was featured in last month’s Compass Carried forward from last meeting Calendar JJ has costed printing at £2.25 - £2.50 per calendar & will bring a ‘mock – up’ to the next meeting. KA JJ 

414.5 Treasurer’s report – Account balance @ 13th March 2014 £2,618.17 

414.6 Waiting list update.
As a result of the article in the Compass plot 7R has now been taken & there are 2 new people on the waiting list KA

414.7 Building & Entrance Update.
A discussion was held regarding the recent email from HPC inviting Chu & KA to meet to discuss how the costs for the entrance were to be ‘split’. According to our contract with the HPC, point 3 clearly states that HPC are responsible for ‘reasonable structural maintenance of….Main access track, pathways, parking area and manoeuvering area’ With a vote of 8 to 1 it was decided WFA would not make any contribution to the costs of the repairing the entrance as this would set a precedent for any future repairs. It was decided that we could afford to advance them next year’s rent early, giving HPC a fund of around £1700.00. If the concrete option was taken, costing £2348.00, then that would leave a shortfall of £648.00. WFA could afford to offer an advance of £300, in order to get the work done quickly, in the clear understanding that it is an advance. KA to write to HPC to inform them of this decision. KA

414.8 Social on 17/5/14.
Despite the relatively low returns from the email & flyers that went out to the allotmenteers (10 returns) it was decided to go ahead with the social. Another meeting will be needed to confirm arrangements, but commitments were made by committee members to provide cakes. (parsnip, pumpkin marmalade; Victoria sandwich, bread pudding, any, & carrot cake respectively) KA to do chillis & buy potatoesNB volunteered to provide coleslaw and Chu to provide squash Suggestions for the format of the quiz included photo round, identifying plants, pests, people, equipment Anagrams, TV gardeners, famous gardeners from history, famous gardens. Tim Moss was co-opted to compare the quiz for us. CHu asked the quiz to be forwarded to him so he could liaise with Tim. MC volunteered Simon to do the quiz for us. It was decided that the quiz should be ready to present at the next meeting so that there is time to get it copied. It was decided to ask JJ to do the tickets. RJ volunteered DJ to do the tickets if JJ could not. KA to email JJ & provide details. RJJA CHKAKANB ChuCHuMCJJRJKA

414.9 Suzanne Burt’s tree.
The committee to look at the height of the tree on plot on 17L & discuss options at the next meeting. ALL

414.10 Any Other Business.
Agenda items for the AGM in May to be raised at the next meeting.Chu offered to dig JJ’s plot & asked for volunteers. ALLCHu

Next meeting: 30th April 2014, 7pm at the Bankhouse

Please email any agenda items you may have to KA at least 7 days prior to the next meeting

Minutes of the meeting held at 7.00pm on
Wednesday 26th February 2014
at the Bank House

Present: Colin Hutchinson, (CHu) (chair), Karen Appleton, (KA) (treasurer & secretary), Alan Hartley (AH), Rose Jones (RJ), Jason Johns (JJ) Michelle Creese-Ellin (MC) Nigel Baxter (NB) Joy Ashford (JA), Chris Hall (CHa)
Apologies: Nigel Baxter (NB)

214.3 Minutes of previous meeting
The minutes of the meeting held on 15th January 2014 were read, approved and signed by the Chairman .

214.4 Matters arising.
Calendar JJ has costed printing at £2.25 - £2.50 per calendar & will bring a ‘mock – up’ to the next meeting. Compass advert KA read out the advert for the Compass & the wording was approved. Ka to place the advert this month. JJKA 

214.5 Treasurer’s report – Account balance @ 13th February 2014 £1,417.17. 

214.6 Waiting list update.
2 existing plot holders plus one new person now on the list. KA to contact new person as soon as soon as JJ & NB’s allocation are arranged. Alan Hutchinson & Linda Crean have given up their plots, numbers 9-10L & 17-18R respectively. Chu suggested an advert went in the Post Office. KA.

214.7 Social on 17/5/14.
KA Costed out food for social, max £2.00 per head. JJ offered to help with shopping as he has a Macro card People to bring own drinks, cost £2.50 per person Simon to write the quiz, MC to organise this. JJ will read it out & bring his karaoke machine & lap top for music. It was suggested we have a stall selling chutneys, jams & cakes & include the recipes with them. We need prizes for a raffle JA to organise this, others to liaise with her if they have offerings. It was suggested an email went out notifying everyone of the future event so an idea of numbers could be got before the end of March. Chu & KA to meet to agree wording of this within the next 7 days. JJMCJJJAChu & KA

214.8 Building & Entrance Update.
Chu & KA met with Sue & Brendan. The specification for Tarmac, as suggested by HPC was accepted & work was ready to go out to tender. KA offered to pay allotment rent to HPC early if they needed it. Chu & KA stressed the building was unsafe & mentioned that KA had called John Martin when the corrugated roof was blown half off, who then propped it up against the side of the building. Brendan is getting a structural engineer to survey the building, after which a decision will be made as to what will happen. 

214.9 Any other business.
Compost heap – AH said he would dig out the 1st ready bin around the end of the month & suggested an email went round mentioning that it would be available for anyone to use & would be good for anyone wanting to make raised beds. AH

Next meeting: 9th April 2014, 7pm at the Bankhouse

Please email any agenda items you may have to KA at least 7 days prior to the next meeting

Wellington Fields Allotment Committee
Minutes of the meeting held at 7.00pm on
Wednesday 15th January 2014 at the Bank House.

Present: Colin Hutchinson, (CHu) (chair), Karen Appleton, (KA) (treasurer & secretary), Alan Hartley (AH), Rose Jones (RJ), Jason Johns (JJ) Michelle Creese-Ellin (MC) Nigel Baxter (NB)
Apologies: Joy Ashford (JA), Chris Hall (CHa)

114.3 Minutes of previous meeting
The minutes of the meeting held on 27th November 2013 were read, approved and signed by the Chairman 

114.4 Matters arising.
Accident book KA has new folder with accident section containing all reported accidents.
Water Buckets. Will be replaced when water gets turned back on.
Compost bins. AH has prepared a Do s & Don’ts list for discussion & will complete the notice with the amendments suggested i.e. removing references to potatoes & tomatoes, putting ‘no branches’ instead to ‘no thick branches.
Chicken Manure. There is space in the compost bins for another delivery. KA to phone Jeff.
Building & Access. Chu has left a message with Brendan McKeown to check progress of both. Chu concerned for the safety of the plot holders & suggested all keep an eye on the building & report if it becomes unsafe.
Water Charges. KA read out the amendments to paragraph 6 which CHu signed at the HPC meeting on 17.12.13.
Calendar. JJ has costed printing at £2.25 - £2.50 per calendar & will bring a ‘mock – up’ to the next meeting. KA AH KA JJ 

114.5 Treasurer’s report.
Account balance @ 13th December 2013 £989.17 

114.6 Waiting list update.
Existing plot holders only, now on the list. KA phoned a new enquiry but got no response as yet. 

114.7 Next Year’s rent.
It was decided to keep the rents the same £52 and £32 and the 2 smaller plots £27 & £19 respectively. KA to send out reminder emails before the end of the month. KA

114.8 Any other business.
Social. The date was moved to 17th May as it will be our 3rd anniversary & booked in the village hall. Ideas suggested included; Quiz, plant swap, GQT type event, raffle, music & food, (people to bring own drinks) RJ to ask Andy Chisholm (DJ) what his charges are KA to cost food (Chilli & rice/potatoes & vegetable cakes!) Both to be done for next meeting when a firm plan for the evening will be discussed Compass MC suggested we have a small notice in the Compass to encourage new people onto the waiting list. KA to devise wording & bring to the next meeting. RJ KA KA

Next meeting: 26th February 2014, 7pm at the Bankhouse.
Please email any agenda items you may have to KA at least 7 days prior to the next meeting

Wellington Fields Allotment Committee
Minutes of the meeting held at 7.00pm on 
Wednesday 27th November 2013 at the Bank House

Present: Colin Hutchinson, (CHu) (chair), Karen Appleton, (KA) (treasurer & secretary), Alan Hartley (AH), Rose Jones (RJ), Joy Ashford (JA), Chris Hall (CHa) Jason Johns (JJ) Michelle Creese-Ellin (MC)

Apologies: Nigel Baxter (NB)

1113.3 Minutes of previous meeting
The minutes of the meeting held on 25th September 2013 were read, approved and signed by the Chairman 

1113.4 Matters arising
Tenant accidents.
Chicken Manure. 
There has been another delivery & Jeff has another ready as soon as we use this one. 
Facebook 
There is now a link from the web site to Facebook. JJ to maintain. KAJJ 

1113.5 Treasurer’s report 
Account balance @ 13th November 2013 £954.173 new tenants have paid their rents few people bought seeds so only £4.80 made from sales

1113.6 Waiting list update 
All new people applying have got plots. Existing plot holders only, now on the list. 

1113.7 Accident Book
HPC suggested WFAC keep their own accident book. KA researched available options on HSE website, there were none appropriate. KA to keep a separate list of all reported accidents. KA

1113.8 Water Charges
HPC have requested Chu & KA to attend their next meeting on 17th December to review the wording on the agreement with particular reference to the water charges. Both will attend. KA printed out tenancy agreement for WFAC to view.Chu to turn water off at the right time. (1st Dec?) KAChuCHu

1113.9 Compost bins
Chu thanked Alan for his hard work turning the compost & removing material which was not compostable, eg plastic, polystyrene & woody stems. KA to make 2 signs showing what can & cannot be composted in order to prevent this in future & to run it past Alan for checking KAAH

1113.11 Any other business
Building & Access 
This is now subject to planning application from HPC. Chu asked if WFAC objected to contributing to the fund if it would speed up the process. KA referred to the tenancy agreements which show the joint responsibility for repair costs is between HPC & John Martin. HPC are to get a structural engineer to survey the building. WFAC agreed to wait until his report before deciding what action to take.
Lock on small gate 
This has been reported broken KA to get a replacement.
Strimmer 
Still in Orson’s shed. KA to send email to plot holders in March reminding them it we have one for use
Rotivator 
It was suggested WFAC hire a rotivator in the spring & announce when it was available so plot holders could sign up to use it 
Calendar 
WFAC still think this is a good idea & to include a recipe and tips for each month. KA to send what photos have been collected to JJ & AH.AH to put some on the web site/facebook JJ to cost calendar, it was suggested last month that greetings cards may be costed.
Fundraising 
JA costed a hog roast but it was decided it was too expensive. Fundraising ideas were suggested, including a quiz night at the Bankhouse, Chu to talk to Dave Robbie from Haywood & Colwich allotments re a quiz (available on Mondays), selling plants, American supper, pumpkin competitions, charity raffle and summer BBQ. A provisional date or 15th March 2014 was booked to hire the village hall for a social event, the details of which will be discussed at the next meeting. School Links Discussions were held re developing links with the local school, either by allotmenteers going down to support them on their school plot or inviting them up to Wellington Fields. JJ to see what interest there is from the school.Water BucketsThese need replacing, but not until spring. KA to get
Email NB / Dogs on site 
KA read email from NB querying whether treasurer + secretary jobs too much for KA. KA wondered whether this was because she failed to respond to his email of 16th October regarding Vicky & Richard’s dogs. KA explained that this was a committee decision & not an individual one. Chu supported her in this. NB wants to amend the ‘no dogs sign to include the word sorry. This was dismissed as unnecessary. The issue of dogs on site has been raised 3 times and dismissed each time. It was agreed that there was no benefit in it kept being raised. KAKAAHJJKAChuJJKA

Next meeting: 15th January 2014, 7pm at the Bankhouse

Please email any agenda items you may have to KA at least 7 days prior to the next meeting

Wellington Fields Allotment Committee
Minutes of the meeting held at 7.00pm on
Wednesday 25th September 2013 at the Bank House

Present: Colin Hutchinson, (CHu) (chair), Karen Appleton, (KA) (treasurer), Alan Hartley (AH), Wendy Field (WF), Nigel Baxter (NB), Rose Jones (RJ), Joy Ashford (JA)

Apologies: Chris Hall (CHa) Jason Johns (JJ) Michelle Creese-Ellin (MC)

913.3 Minutes of previous meeting 
The minutes of the meeting held on 3rd July 2013 were read, approved and signed by the Chairman.

913.4 Matters arising 
Access Road - Chu cannot remember saying that the entrance should be concreted as a temporary measure.

HPC Maintenance fund - email received from HPC, details below: - 

Tenant accidents - Catherine says she is recording them on a spreadsheet.

Communal Compost bins - Chu would like to thank all that helped put them up & AH for maintaining them. They are proving popular. NB has put up notices to ask that potato debris taken off site because of blight issues & not put in the compost bins. 

Chicken Manure - There have been 2 deliveries & these have been popular with plot holders.

Facebook - AH to discuss this development with JJ.

913.5 Treasurer's report - Account balance @ 9th September 2013 £887.52. All tenants have paid their rents.
More netting sold so next sale will bring us into profit with more to sell £245.65 . £25 received from AH for web advert.

913.6 Seed Catalogues - KA distributed a few Kings seed catalogues but cannot get a pdf version this year. Emails have gone out telling plot holders they are here but a reminder will be sent again & more catalogues ordered.

913.7 Waiting list update - 3 more requests for plots over the summer, 2 from existing plot holders.

913.8 Sympathy card - For Alan Jones' widow. KA sent one on behalf of the plot holders. Eunice has expressed an interest in keeping the plot going and it was agreed that it will be transferred into her name at the next round of rent collections in February.

913.9 Accidents - There have been 3 accidents recently, Linda Overton, Kathleen Newbould & Wendy Field. The HPC have met recently & this was on their agenda so it was decided to wait for feedback from them before taking this issue forward.

913.10 Dogs on site - This was discussed and voted against with a vote of 5 against dogs being allowed on site, 1 in favour & 1 abstention. It was decided that they should not be tied up to the gate because of the danger of being run over by cars coming & going from the site. KA to email a reminder to everyone about this.

913.11
Any other business 
Resignation Due to personal reasons Wendy Field has resigned from the committee & her plot. Chu thanked her for all her hard work.
Lock on small gate This has been reported broken KA to get a replacement.
Cow Manure JA is getting some delivered to her plot & has offered some to people if anyone wants any.
Calendar KA & NB brought copies of photos for people to look at, but it was decided to think about this for next year so costs could be explored in more detail as well as taking a group photo and not just produce. Kathleen Newbould also has some photos she may be willing to contribute.
It was also suggested that greetings cards may be costed. It was suggested that (in his absence) JJ might want to take this on because of his good IT skills, but this will need verifying.
Fundraising Other fundraising ideas were suggested, from a hog roast to an American supper, pumpkin competitions, charity raffle and summer BBQ. JA to get prices of a hog roast. KA to bring the village hall diary to next meeting so dates can be looked at.

Next meeting: 27th November 2013

Wellington Fields Allotment Committee.
Minutes of the meeting held at 8.00pm on
Wednesday 3rd July 2013 at the Bank House

Present: Colin Hutchinson, (CHu) (chair), Karen Appleton, (KA) (treasurer), Alan Hartley (AH), Wendy Field (WF), Jason Johns (JJ) Nigel Baxter (NB), Rose Jones (RJ), Michelle Creese-Ellin (MC) Joy Ashford (JA)

Apologies: Chris Hall (CHa)

713.3 Minutes of previous meeting The minutes of the meeting held on 8th June 2013 were read, approved and signed by the Chairman 

713.4 Matters arising Access road–. Draft of letter postponed because of planning application. Concerns raised about increasing difficulties in accessing the site & wider issues of safety. KA
HPC Maintenance fund - email sent to HPC, no reply as yet. KA
Tenant accident - no confirmation has been given from our request to verify if the accident was reported in their log  KA 

713.5 Treasurer’s report – Account balance @ 13th June 2013 £2,114.02 All tenants, bar one had paid their rents£1, 273.04 paid to HPC for rent, + £ 94.93 for water NSALG membership of £80 paid Started a petty cash system with £50, current balance £31.44 Spent £250 on netting, got £213.80 back so far with plenty left to sell. When all monies taken into consideration running total in the bank is £795.27 KA

713.6 Waiting list update – Request from Jason for an extra plot & enquiry from new couple 

713.7 Communal Compost bins Pallets are by the gate AH suggests 2-3 people needed to construct them, AH, Chu, NB to make a start 6/7/13. AH, NB CHu 
Email sent out to inform others. KA Strimmer now to be kept in Joy’s shed, KA to have spare key. JA 
Committee felt that if allotment members wanted to use strimmer at home then okay, better it was used.  

713.8 Chicken Manure – KA has used some on her plot & no toxic odour. KA

713.9 Facebook – JJ volunteered to set up a Facebook page, link to be displayed on web site. JJ

713.10 Reduced rates for pensioners - Committee felt this was not necessary 

713.11 Items left in the building – the trailer that was in there has been removed; the owners of the ladders & plastic greenhouse that are there at the moment are known to Chu & he will mention this to them so that they can be removed as the building is not safe. CHu

713.12 Any other business. CHu raised issue of the building & access: HPC stated building to be renovated, made safe & amenity for WFA , drive to be hard paved. Plans decided at AGM have been submitted. It has been agreed that WFA pay ½ planning costs, no invoice received as yet. CHu suggested temporary measures for the access, eg. Concreting. Access meant to be managed by John Martin & HPC. 2 quotations passed to HPC already. CHu 
KA said got spare copies of Constitution in shed & felt all plot holders should have one. KA 
Chu raised the point that there is nothing in the Constitution which says WFA has to report to HPC & committee is under no obligation to do so. Chu to ask Orson for a copy of his last report. Chu 
Surpluss produce – suggested this could be donated as gift. Ka to devise a list of needy with Rev Stephen Abrahams. KA.
Attendance at meetings - a reminder that if a committee member misses 2 meetings without acceptable reasons it will be assumed that person is no longer a committee member. Minutes – once they are signed off then they can go on the web site.  KA/AH

Next meeting: 25th September 2013

Hixon Allotment committee meeting
22nd May 2013

Present: Orson Blewitt (OB)(Chair), David Jones (Secretary)(DJ), Karen Appleton (Treasurer) (KA), Joy Ashford(JA), Alan Hartley (AH), Colin Hutchinson(Chu), Chris Hall (CHa), Wendy Field (WF), Michelle Creese-Ellin(MC)

Apologies: 


· OB & DJ informed the committee of their decisions to stand down from Chair and Secretary respectively, and also from the committee. DJ will email tenants to inform them and let them know vacancies exist for these positions and as a committee member.

· AGM – Discussions held around AGM preparation 

Agenda will follow the following:

1. Welcome (OB)
2. Treasurer’s Report (KA)
§ Q&A
3. Secretary’s Report (DJ)
§ Q&A
4. Proposal registered by Jim Carmichael: Opposed by the Committee, and voted against by members at last year’s AGM*
5. Proposal registered by Jim Carmichael: Alternative proposed by the committee.*


The committee proposes the below alternative variation to rule 49 – Voting at General Meetings, to allow a simpler and more available option available to members:

An addendum to be added to clause 49: One tenancy agreement shall be entitled to one vote. Members will have the option to register a proxy vote, where they are unable to attend a general meeting. Notice of items that will be voted on will be sent out in an agenda prior to the meeting. Members will be given enough time to return their proxy vote to the secretary prior to the said meeting.

6. Election of Officials (Cha)

*Added following Post meeting receipt of letter from J Carmichael

· OB / DJ gave update of the meeting held with Brendan & Susan. Brendan / Susan to confirm if planning is required for a more permanent fix to the access. The committee decided that going forward Brendan / Susan would be invited to a slot at committee meetings, when either party has any updates to discuss re access & building. Building plans would be given the final approval by the new committee. Confirmation to be sought from Brendan / Susan that building would be for allotment use only. KA has obtained a quote to tarmac the access at a price of £1600, which seemed very reasonable. DJ to write to Brendan / Susan on the above.

Next Meeting: Sat 8th June 10:00hrs (prior to AGM) @ Village Hall

Hixon Allotment committee meeting
24th April 2013

Present: Orson Blewitt (OB)(Chair), David Jones (Secretary)(DJ), Karen Appleton (Treasurer) (KA), Joy Ashford(JA), Alan Hartley (AH), Colin Hutchinson(Chu), Chris Hall (CHa), Wendy Field (WF), Michelle Creese-Ellin(MC)

Apologies: 


· Access Road - Meeting to be set up with Brendan & OB / DJ to discuss the deterioration of the entrance issue. KA will also speak to Matt Crutchley for a price.

· Treasurers Update (KA) – Current balance £1251.21 KA sent copy to DJ

· Waiting List & Recent plot allocations (DJ) – No change at 4 people (2 of which are maybe’s) – No recent allocations.

· Bonfires – DJ proposed a ban on bonfires & Braziers due to recent property damage incurred. 8 For / 1 Against. Lidded incinerators would be permitted. DJ to send out notification.

· Allotment Rules Reminder – For the benefit of new tenants and to remind existing tenants a rules reminder would be sent out by DJ.

· Communal Composting – all agreed a communal composting facility should be created at the bottom of the site. JA can source pallets and construction take place on a forthcoming Workday. We could maybe provide a drink & a barbeque for volunteers attending a workday, as a thank you and to give some added encouragement.

· Planning permission for the shed – Following a request from HPC to pay half the planning application fee for renovating the building 5 voted to pay ½, 3 voted to pay none, 1 abstain. In principle WFAC will pay ½ the fee, subject to WFAC approving the proposed plans. Suggested use would be for Storage / Seed sharing / ‘Shop’. Progression to be discussed with HPC.

· AGM – New date has been set as Saturday 8th June 11:00hrs in the Village Hall. Committee will meet at 10:00hrs.

· Tenant Notification – DJ will create a notification encompassing the following points:
o Changes to Annual Rent Date 
o Fee for the period 17th May 2013 to 16th Feb 2014 (can be paid at AGM)
o Bonfires / Braziers no longer permitted
o Allotment Rules reminder
o Calendar pictures reminder
KA will drop to the following tenants who are not on email: Mike Naylor / George Collyer / Ray Wooley / Alan Jones.

Next Meeting: Wednesday 22nd May 2013 7PM @ The Bank House

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