April 5 2009 GCAA Meeting Agenda
1.0 Those Present:Karen Sellars (Chair), Debby R (Treasurer), June L, Linda
Doughty, Brian Rossiter, John Blackwell, Mick G, John N, Sean L Apologies:
Tullio, Gina C, Alwyn P, Anna D, Tim H
2.0 Minutes of the previous meeting-Minutes of the previous meeting (February)
were approved as read.
3.0 Officers Reports
3.1 Secretary-(Tullio by e-mail):
Just to advise that this week 3 new tenants are being sent letters that they
are being refused tenancy agreements due to not working on their allotments,
so hopefully re-allocation will happen in early May. Water repairs have all
been done as of today. Total of 8 tanks worked on. Work involved repairs and 2
installations. All tanks have been numbered. Waiting list has currently 85
people on it, this despite of implementing the agreed restrictions. No dates
have been set for site inspections as of yet.- Secretary’s report accepted.
3.2 Chair (Karen) Draft of Chair’s AGM report submitted for committee’s
approval discussed in new business
3.3 Treasurer (Debby) At end of March, approximately £1343 in current
account, and £22.80 in reserve. Subs are up significantly this year. £360
Jan-Mar 09 compared to £234 by July 2008. Further reminders in Oct collected £92.
Important source of income. Trading Shed receipts up 7/11 months in comparison
with previous year. Do not yet have a final profit on calendars as still in
dispute with Nat West re lost £50 cheque. Have now written a letter of
complaint to Custoer Relations Manager. Treasurers report accepted. Debby suggested
that we should give an earlier reminder than October about new subs for year
2010
3.4 Trading Shed (June L) Thanks to all who helped. Good feed back for people
kusing shed and especiallynew allotment holders. The Council gave us a £673
grant towards the installation of the shed but it was noted that we needed
to get our own insurance
4.0 Old Business
4.1 New Shed :Concrete base by the side of the shed needs to be made safe by
May 17th if possible. Action: Tullio, Sean Mick?
4.2 B &Q Grant application - £2000 B&Q grant application completed
and sent off by Karen. Results announced around June 22 2009. Grant is for
new sink, extra amchinery for members etc.
4.3 Making a Difference Grant Application: June completed the making a difference
council application and applied for a £10,000 to fix the road. She submitted
a report written by David Davies to justify the road repairs sought.
5.0 New Business
5.1 Ash Quait want B-Hive on our site-Brian Rossiter will investigate health
and safety issues with this and Karen will contact Ash Quake with information
and contact info. Issue is access to site appl
5.2 Show meeting date- for show schedule - Karen will liasse with Linda, Tim
or Ann and anyone else who wants to participate shortly after Easter Break.
We will invite new LD Councillor to participate /present prizes. Debby suggested
that e re-allocate some flower tropies as a veg trophy-Linda and Karen to look
into this.
5.3 water turn on and fixing of tanks, etc- Water repairs have been done but
John N and Tullio to fix further one broken next week
5.4 Tickets etc We have tickets for NGS open garden scheme should anyone want
them- please see Karen
6.0 AOB
6.1 New Shed insurance until Jan 1st 2010; fire only £68
6.2 Allotment members and garden members may enter show -but details to be
discussed with Karen and Linda later
6.3 Karen to email members asking especially new members to join committee
along with general email about AGM and plant sale
6.5 June 20th- History of llotment talk and tea party 3 pm start followed by
tea
6.6 Chair’s draft AGM agenda and report:
I. Welcome
1.1 Minutes of the previous AGM. See attached. Minutes approval - vote
II. Officers Reports: ( To be emailed to members before AGM)
2.1 Secretary’s Report: (Tullio)
2.2-Treasurer’s Report: (Debby)
2.3 Trading Shed Report (Sean L)
2.4 Show Report: (Karen)
2.5 Allotment Forum- Tim
2.6 DRAFTChair’s report: Events and Activities of the GCAA from April
2008-March 31 2009:
Events and Fund Raising Activities 2008-9:
Annual Show
Plant Sale/AGM
Christmas Party
International Lunch in October
Calendar
Selling Jams, Cards, other items at Christmas Party
Trading Shed Sales
Community Meetings Attended by Committee Members:
Allotment Forum
APS Community Meetings
GCAA Actions and Imporvements 2008-2009
Finished gates at Winton Avenue entrance
Built cement base for new trading shed
Paid for, installed cleaned up, and refurbished new trading shed
Replanted site boundaries with extra plants left over from Council Grant
Applied for and was awarded grant of £673 to install new trading shed
Preserved trading shed and community hut
Numbered all water tanks; repaired water tanks and leaks
Sent out Newsletters and updated the web site several times
Held successful show
Met with allotment council employees to clarify up site issues
Resolved carpet issues
Renewed our membership of the NSALG as well as the RHS
Updated names, addresses and e-mails on the data base.
Created a mail shot for those without e-mails
Dealt with site issues as they arose
Arranged occasional rubbish removal lorries - about four or five times this
year
Obtained more tables for the Show
Submitted Flooding Report to Council- thanks to David Davies
Submitted Grant Application for B&Q (Karen)
Submitted Make A difference Grant Application for new Road Repairs (June and
David Davies)
Investigated green manure distribution to our site- conclusion Council’s
lorry can not fit into our site;also we had concerns with compost quality as
meat was permitted
collected subs from as many people as possible
Council Actions 2008-9 on our site
Tree Survey- implementation still undetermined
Asbestos Survey- action plan still undetermined
Reorganised site repair assessments and set priority goals-
New Tenancy agreement- completed and sent to members
Reorganised site visits
Some fencing repairs done but we have complained about inadequacy of job to
Alex Fraser
Granted us £673
A special thanks to AlexFraser forincreased council interest in the allotments
GCAA GOALS for 2009-10
1.Flooding Issue- try to get some action from council or decide on where to
go next
2. Road repairs- what is happening- try to get commitment from council on money
and execution
3. Tree work- lobby allotment officers for action
4. asbestos removal- lobby council
III. New Business
3.1 Election of new/ officers/committee members: All officers and committee
members are requested by the rules to resign at the AGM . It is up to you
to vote in the new year’s officers and committee members.
3.11 Nominations for committee members (Alwyn Pritchard)
3.12 Seconds, vote
3.13 New committee members are:
3.14 Nominations,second, votes for officers:
3.141 Secretary
3.142 Chair
3.143 Treasurer
3.144 Trading Shed Manager
3.145 Assistant Trading Shed Manager
3.146 Show Secretary
3.15 Auditors- must not be members of the committee (WE NEED TWO)
NOMINATIONS? VOTE?
4.0 HONORARIA-
A. PROPOSAL -£350 SEAN, £350 TULLIO? DISCUSSION? ANY OTHER PROPOSALS?
VOTE:
5.0 APPROVAL OF LONG TERM PLAN:- VOTE
WHAT YOU CAN DO :
We need you to remember to:
Stick by the bonfire rules
Keep your paths clean and clear -Keep your little section tidy especially around
the boarders of your site.
Close the gates when the shop is closed.
Work your plots and clean up the rubbish by bringing it home.
Support the trading shed and our fund raising projects.
Tell the Secretary in writing when you are giving up your allotment
Help the committee when maintainence jobs arise
TEA AND PLANT SALE FOLLOWS IMMEDIATELY