Muswell Hill Golf Course Allotment Association
MINUTES OF MEETING  ON  13TH APRIL 2008
Those present
Karen Sellars (Chair), Tullio Moglia (Site Secretary), Debby Rossiter (Treasurer), John Newman, Linda Doughty, John Blackwell, Brian Rossiter, June Lambert, Sean Lambert
Apologies: Tim Hunt, Anna Deduilio,Veronica Rodziewicz,  Gina Christodoulou,

1. Minutes of the previous meeting read and approved.
2. Treasurer's report: BANK ACCOUNT BALANCE ON 13TH APRIL: CURRENT ACCOUNT    £1292 RESERVE ACCOUNT  £1223
Debby will give Karen the full financial report.
3. Chair's Report: FUND RAISING: Karen has applied for the THE MAKE A DIFFERENCE AWARD in the hope that we will get the money for our New Storage Shed.
AGM:  It was agreed that Karen and Debby give reports- Sec and and Trading shed manager to submit short written reports which will be included in AGM materials or read out.
Karen said she will send out an email of last year’s minutes so everyone can read them beforehand to save time at the AGM or have them available at the AGM. Tullio will print out these minutes so as those who do not have email can also read them. We will also be asking for Nominations for Committee Members at the same time.The AGM members will elect the Officers first and then the Committee. The committee decided to award Honararia this year of £350 to Sean and Tullio- it will be decided on by vote at the AGM.At the AGM we will ask for Volunteers for work that is needed around the site. Those that are willing to help out can put there names down for future reference.Entries for the show this year will be 40p. Show schedules will be handed out at the AGM.We must make it clear to Plot holders that themselves, family and friends do not need to pay the entrance fee at the Show. The show date for this year is 31st August.
4. PLANT SALE
The plant sale will be straight after the AGM at 12.00. June will send out email asking plot holders to bring in plants if they have them spare and also to make a cake or something to sell on the day.
5.SHOW TABLESTullio said he will make the show tables.
This year we have decided that we will not hold the Barbecue as we did not make any profit last year.
6. PROJECTS FOR THE YEAR AHEAD (not necessarily in that order)

1. The Community hut needs to have a couple more coats of Cuprinol.
2. Winton Avenue gate Area needs finishing.
3. Shrubs need replacing that died off around the perimeter.
4. We need to speak to the new allotment line manager to ask about Hogging for the roads and compost.
5. Try and replace the storage area this is in a very bad condition one side has nearly fallen to pieces so we are limited to what we can store.
6. Brian has said he will see what he can find out about the compost the Council have said we can have as we have our concerns as to what it is made up of.
7. We also need to ask for Volunteers to make sandwiches cakes quiches etc for the show.
    We need them to give us their names and let us know what they are making or we may end up with too much of the same thing.  We will talk about prices for sandwiches teas cakes etc at the June meeting.
8. . June will make a list of jobs to be done around the site that people can get on with if they have half an hour to spare. This will be posted on the Community Hut so as everyone can take a look. She will also send out an email explaining this to everyone.9. Some site issues were discussed- especially cue jumping issues.

AGM MINUTES May 11th 2008-
Submitted by Karen Sellars, GCAA Chair,
I. Karen thanked everyone who has contributed to the maintenance and upkeep of our allotments this year. The GCAA Committee has met most months and dealt with many site issues in the course of the last year. Vote of thanks given to committee members.
1.1 Minutes of the previous AGM read. Minutes approved unaniomously
II. Officers Reports:
2.1 Treasurer’s Report: (Debby)- approved unanimously. (see below)
2.2 Secretary’s Report: (Tullio)- read by Karen “At present we have a full allocation of members apart from 2 half size plots, and Tullio is currently awaiting clearance from the council to allocate these plots to the next people on the waiting list.
The waiting time for an allotment has risen within the last year from 3 years to around 6 years (this is now starting to lead to cases of queue jumping). At present there are 70 people on the waiting list. In order to get the waiting list down, it was decided to only allocate 5 poles (half size) to new members. This also ensures that more new members will be successful in working their plots.
Within the last month the site had its first inspection under the new rules which also include the health and safety aspect. The results of the site inspection were that 12 NTQ’s were issued. These plots will be re-inspected in about 4 weeks and will be issued with a termination letter if they are not improved. In addition, 34 plots have been put on monitor status. Basically this means that these plots would have received a dirty plot letter in the past, but this letter has now been abolished. If these plots have not improved by the next inspection, they will get a NTQ . From now on, If any member gets 3 NTQ’s, on file and pass every time the fourth NTQ is a straight TERMINATION, regardless. People on the monitoring list will be notified by e-mail.
Finally it has been raised by the Allotments Officer that some the paths around the plots are very dangerous and need improving. The allotments officer has said that if any plots that do not have a min 18 in path all around the boundary of their plot, regardless of the condition of the plot, their plot will be deemed to have failed the site inspection, and be issued with a NTQ. The site inspections from now on are going to be more severe.
Tullio Moglia
Approved unanimously after some discussion
2.3 Trading Shed Report (Read by Karen)
The trading shed made a profit of £853.06 (including subs) Sean says we are doing very well at the moment although the year had a slow start. We’ve got a lot of new stock and we even have some new items for children. This year, we are keeping closer track of subs payments. If you have not paid, please do so by May 31st. The shop will be open after the plant sale and you can pay your subs then and check off your name. Sean would like you all to check out the shop before buying elsewhere- because our price are very competitive!
2.4 Show Report: (Karen)
We had more participants last year (46) and made a healthy profit. The attendance on the day was very good due to the partnership with the NGS. The new show date is Sunday August 31st. VOTE for APPROVAL?? We would like to remind everyone that if you have a child that would like to enter the children’s plot competition, please let the Show Secretary know by end of July by e-mail or writing. We will be needing bric-a brac, plants, produce and sweets and savouries and other help on the day. Please look over the show schedule and join in this year!
2.5 Allotment Forum- Tim
The aim of Haringey Allotments Forum is to create a bridge between allotmenters and the Council and particularly to act as a pressure group to get better funding and servicing from Haringey. Most of Haringey sites are represented on the Forum; the group meets once a month. Tim Hunt is our representative and has been attending forum meetings.
Funding remains the biggest issue. Despite great plans, the forum has been disappointed at the results. It does provide us with an idea of what Haringey is doing, and that is, disappointingly, very little. In the last year. The GCAA received £1800 for plants for security and £3050 for the removal of the Portakabin. We also received £6000 for the gates but this was from the Haringey Make the Difference fund. So we haven’t done too badly, though much of our essential repairs remain to be done from the site survey of 2 years ago.The forum has helped to avert a proposed 35% increase in our rents, which was the council’s solution to raising the money needed to carry out essential works. £300,000 capital expenditure has been allocated next year for Haringey open spaces, but to quote: ‘it was awarded on the basis of priority for expenditure given to parks and public open space’. The allotments were again given a very small portion of this (£27,000). The other issue is the new Tenancy Agreement. This has been rumbling on for over a year. Several of us received from the Council an unapproved version in February, which the Council withdrew. There have been further negotiations both on the Forum’s subcommittee and with Haringey. Tim says: “I have to confess that I have not been successful in getting several Golf Course points across in spite of numerous representations. The process continues.”

2.6 Chair’s report: Events and Activities of the GCAA from April 2007-March 31 2008:
During the course of this last gardening year, we have accomplished the following:

• We have had our new community hut built and furbished and held a Christmas party there
  
• Applied for and was awarded a £5800 grant from the Council to install new gates at the Winton Avenue entrance.
  
• Supervised the installation of the new gates
  
• Sent out Newsletters and updated the web site several times
  
• Written and distributed a new GCAA guide for new plot holders as well as old members
  
• Become members of the National Garden Scheme and held an open day on our Show day for the public to look around our allotments-and for us to make a tidy profit as well
• Decided to register and monitor carpet use on the site- Please remember to register your plot with Sean at the trading shed if your have not already done so.
  
• Insured the community hut against vandalism, fire theft etc.
  
• Renewed our membership of the NSALG as well as the RHS
  
• Sent a representative to the Haringey Allotment Forum and contributed ideas towards the forming of a new tenancy agreement (As yet to be introduced)
  
• Updated names, addresses and e-mails on the data base.
  
• Created a mail shot for those without e-mails
  
• Held a Plant Sale and a July Tea party in which we officially opened the new hut
  
• Applied for a new grant for new trading shed/storage facilities- a work in progress
  
• Raised money for new projects by selling plants, calendars and trading shed merchandise.
  
• Held our annual SHOW
  
• Dealt with site issues as they arose
  
• Arranged occasional rubbish removal lorries - about four or five times this year

During the coming year we have the following goals:

• To follow up on our new grant application (Make A Difference) and build a new storage/trading shed on the site of the derelict one. MAY 20th Area Meeting 7 pm Alexandra Park School
• Maintain the site by having work parties specifically to:
  a) Finish gates at Winton Avenue entrance
  b) Timber treat the new community hut
  c) Replanting and securing the site boundaries with extra plants left over from last year’s efforts
  buy or obtain some economical tables for the Show
• Investigate road repairs with council- try to get them to do something about it
• Investigate green manure distribution to our site- Brian is doing this- do we want it ?
• Meet with allotment council employees to clear up site issues
• Find out why we did not get the promised new gates at Bidwell Gardens and act to get the council to give us new gates there.
• Hold a July Tea Party-date to be announced
• Organise the Annual Show on August 31st- our main fund raising
  
• Follow up collecting subs from as many people as possible.

III. New Business

3.1 Election of new/ officers: All officers and committee members are requested by the rules to resign at the AGM. New officers elected: Karen Sellars (chair), Tullio Moglia (Secretary), Sean Lambert (trading shed manager) June Lambert (assistant trading shed manager), Debby Rossiter (Treasurer), Karen Sellars ( Show Secretary)
3.11 Nominations for committee members - New nominations: Alwyn Pritchard, Mick Gerry. Present committee members agreed to stand again. All were elected again by unanmous vote.

3.13 New committee members are: John Blackwell, John Newman, Gina Christodoulou, Anna De Guillo, Alwyn Pritchard, Mick Gerry, Veronica R., Brian Rossiter, Tim Hunt, Linda Doughty
3.15 Auditors- must not be members of the committee- elected Nigel Errinton, Ann Hunt
4.0 HONORARIA-
A. Proposal to award Sean and Tullio £350 each (Debby) Seconded and approved by members
5.0 APPROVAL OF LONG TERM PLAN:- (SEE CHAIR’S REPORT) - approved by members.

AOB: issues arising

1)Discussion of paths and responsibilities of members towards their paths. Put forward to June’s meeting agenda

2) Discussion of what constitiutes an ‘monitoring situation’ on plots. What must members do? (Put forward to June agenda)

3) Concern expressed about new tenancy agreement. Members will be notified and a special meeting called when we have the final tenancy agreement. ( June agenda)

Treasurer’s Report:
GCAA ANNUAL ACCOUNT SUMMARY YEAR END MARCH 2008
31/03/ 07 Balance
£12,442.81
INCOME
Council Grant £1,201.20
Small Grant (Insurance) £ 450
Trading Shed/membership £4,631.60
Fundraising £3,569.64
Cards/Raffle/ Social £ 404.22
Calendar £1,724
Show £1,441.42
Interest £45.40
TOTAL INCOME £22,340.65

EXPENDITURE
Trading Shed £3,778.54
Calendar £1,255
Honoraria £ 700
New Shed /maintenance £12,246.86
Show £ 954.98
Insurance £ 984.65
TOTAL EXPENDITURE £19.920.03
Profit - Exp £2420.62
YEAR END BALANCE:
Current Account £1292.27
Reserve Account £1128.35

TOTAL CARRIED FORWARD £2420.62

Muswell Hill Golf Course Allotment Association
Minutes of Sunday June  8 2008

1.0 Those Present
Karen Sellars (Chair), Tuillio Moglia (Secretary), Debby Rossiter (Treasurer), Gina Christodoulou, Linda Doughty, Tim Hunt, Brian Rossiter, John Blackwell & Veronica Rodziewicz (min secretary).
Apologies: June & Sean Lambert.

2.0 Minutes of the previous meeting
The minutes of the previous meeting were agreed as a true and accurate record of the meeting.

3.0 Officers Reports

3.1 Secretary (Tullio Moglia)

No major issues were reported by Tullio. Two plots were waiting to be allocated. Tullio stated that he was updating the ‘waiting list’ and the current ‘allotment holders list’.
3.2 Treasurer (Debby Rossiter)
Debby reported that there was £1,860 in the current account. More money will be moved into the ‘Reserve Account’. If Nat West Bank were going to apply small business rates then there was a possibility of switching to a Nationwide Savings Account with instant access.
3.3 Chair (Karen Sellars)
Karen welcomed new committee members. Tim & Brian would continue to attend the Forum meetings.
3.4. Trading Shed
Sean reported that sales for June were very good. Peat free compost was now available. A new lawn mower had been bought and would be rented out at £5 / hour.

4.0 Old Business

1. Brian would look into obtaining ‘green manure’ from the Council.
2. Karen would book Wayne Hoban for the show.
3. (a) It has been decided to paint the community hut with linseed oil. Debby would contact the shed manufacturer to determine the quantity needed which Tullio would then procure. It was decided that the painting would be performed next Sunday morning at 9am. Karen, Alwyn, Mick, Tim, John, Debby, Brian would assist. Ladders and brushes would be provided.

(b) Tullio would see to the completion of the gates within the next couple of weeks.
(c ) John and Tullio would liaise with Karen regarding the show tables.
(d) Approximately 12 bushes needed to be re-planted around the site. Tim, Brian and Linda would assist June in this task.

1. It was decided that Karen would organise an informal meeting with Alex Fraser at his office. Only a small number of committee members would attend (Brian, Tim & Alwyn). The following would be discussed:
1. Bidwell Gardens Gates
2. The fence adjoining Alexandra Park School
3. A grant for the shed
4. Pot holes.

5.0 New Business
5.1       Karen would like to apply for a small grant towards the cost of a new Trading Shed.
5.2       Tullio would present a summary of ‘what makes a plot acceptable’ and will email this to Karen. Karen will then publish this on the web site.

1. A plot inspection is scheduled for the 13th June (pm). Brian, Sean & Mick will accompany Tullio. Final decisions would rest with Tullio. Some termination notices were envisaged to be issued. A map of the site is to be updated for Karen with the width of narrowed paths annotated in ‘red’.
2. Regarding Haringey’s new inspection rules, Brian raised the issue of the width of paths and expressed his concern at the cost to the allotment holder of widening narrowed paths.
3. It was decided that an ‘International Lunch’ for allotment members only would be held on Sunday 13th July @ 1pm. Notices would be placed on both gates.
4. Tullio would liaise with Anne Jones regarding the translation of ‘Allotment Guidance for non English Speaking Members’.
5. The issue of maintaining show grounds would be deferred to the next meeting.
6. Meeting with Alex Fraser – please refer to 4.4.
7. Alex Fraser would be consulted regarding trees that need cutting on the site.

6.0 AOB

1. Tullio would hire a mini digger for approximately £150.
2. A member raised concerns regarding bonfire fumes at the last bonfire session. He was asked to present his concerns to this meeting but failed to attend.

7.0 Date of Next Meeting
The next meeting will be held on Sunday, 13th July, 10.30 am.

V. Rodziewicz (minute secretary

Minutes of Sunday July 13 2008

1.0 Those Present
Karen S (Chair), Sean L (Trading Shed Mgr), June L (Assist Trading Shed Mgr), Linda D, Tim H (Forum), Brian Rr, John N, Alwyn P, Mick G, Anna DeG & Veronica R (min secretary). Apologies: Tullio M (Secretary), Debby R(Treasurer) & Anna DeG.

2.0 Minutes of the previous meeting
The minutes of the previous meeting were agreed as a true and accurate record of the meeting.

3.0 Officers Reports

• 3.1 Secretary (Tullio M): In Tullio’s absence, it was reported that he had put bolts in the gates and fixed the defective taps.
  3.2 Treasurer (Debby Rossiter): In Debby’s absence it was reported that a balance of £1,808 existed at the end of June. Receipts from the Trading Shed were healthy but there had been steady expenditure against different items. In July an extra £334 will be withdrawn for the NSALG membership renewal. After further investigation at Nat West, it appears that our account will not be subject to regular charges therefore Debby proposed that things are left in situ.
  3.3 Chair (Karen S): Karen, Tim, Tullio and Brian met with Alex Fraser. Alex was presented with a list of concerns. It was an open and friendly meeting.
  Karen reported that the RHS were holding a competition relating to container gardens. It was envisaged that transporting entries would be a problem.
  3.4. Trading Shed: The new lawn mover had been broken but since repaired. A new strimmer had also been purchased.
  3.5 Show Secretary: Karen stated that she had booked the Mayor for the show.

4.0 Old Business

1. Regarding the ‘green manure’ from the Council, Brian concluded that this would entail a lot of complications and suggested that members telephone the Council about this scheme individually if they were interested.
2. Brian and Tim had counted that 22 bushes are required by the woods. Twelve bushes were already available for planting which Brian & Tim would undertake.
3. Small grant application: Karen stated that she would apply for the grant on her return from holiday assisted by June.
4. Update on members subs: This item was not discussed.

5.0      New Business
         5.1       Forum report: It was reported that the Council was to take out a loan of £25K and would then raise our rents accordingly.
         5.2       Tullio would compile a list as to ‘what makes a plot acceptable’ and would publish this on the web site & to members according
         5.3     Alex Fraser would be reviewing the Council’s new inspection rules which would form part of the new tenancy agreement. It is envisaged that this would be effective as from January 2010 but published in October 2009. 
                     New tenants would be given the old agreement and then everyone would be issued with the new agreement.
          5.4 Preparations for the ‘International Lunch’ would take place after the meeting

6.0      AOB: None
7.0      Date of Next Meeting: The next meeting will be held on Sunday, 10th August, 10.30 am.
V. Rodziewicz

GCAA Committee Meeting 10 August 2008

1.0       Those Present
Karen Sellars (Chair), Sean Lambert (Trading Shed Mgr), June Lambert (Assist Trading Shed Mgr), Linda Doughty, Tim Hunt (Forum), Brian Rossiter, Debby Rossiter, Gina C, John Blackwell Apologies: Tullio Moglia (Secretary), Anna D., John N, Alwyn Prichard, Veronica Rodziewicz
2.0      Minutes of the previous meeting: The minutes of the previous meeting were agreed as a true and accurate record of the meeting.
3.0      Officers
Due to the fact that this meeting was a show planning meeting, no officer’s reports were submitted
4.0       Old Business
Due to the fact that this meeting was a show planning meeting, no old business was discussed.
5.0      New Business:  Show organisation and task assignments (See show notebook for specifics)
6.0 AOB -Date of Next MeetingThe next meeting will be held on Sunday, 14 Sept , 2.30 pm.

September Committee Meeting: 14.09.08
Present: Tullio, Karen, Sean, June, Anna, Mike, John Blackwell, John Newman, Gina, Debby, Brian, Tim and Linda  Apologies: Veronica.  Karen announced that Veronica has resigned from the committee as minutes secretary due to personal reasons and has thanked her for her time.

• Karen started the meeting by reading the previous minutes which was approved

Officers Reports

• Secretary – Tullio raised the matter how to contain the waiting list which stands at 92, by possibly placing restrictions with relevance to the site. After some discussion it was decided to close the list for the time being. In addition, any new applicants would have to live in the borough and also within 2.5 miles
• Treasurer – Debby reported that the show made a profit of over £1000 and gave out a detailed breakdown of the show accounts. We have approximately £3500 in our two accounts
• Chair – Karen has stated that she is applying for another council grant for the sum of £1000. The application from is rather long, the money to be used for the purchase of the new trading shed. Further investigation has found that we will need planning permission. A tree survey to be carried out w/e 29.09.08 (date to be confirmed), John Newman and Tullio would be available to attend but only if the date is known beforehand.
•  Trading Shed – Sean reported that all is well and basically is awaiting the arrival of winter stock
• Show Sec – Report will be put back the November meeting for completion and special thanks was given to Ann and Tim. NGS again booked for next year show which will be on 06.09.09 and this time they will be asked not to ask for donations from our members as many feel pressurised in doing so.
• Forum – Tim reported from the latest meeting and handed out a detailed forum sheet which was discussed in detail

Old Business
Point 4.1 – already discussed in Chair report
Point 4.2 – June and Debbie to follow up on membership subs to collect from non payers

New Business

• 5.1 – After lengthy discussions to choose a new trading shed for which the grant was to be used for, it was finally decided to opt for the Ottery Multished, with additional options of window shutters and door shutters. The cost of the shed would be around the £4000 mark and it was decided to wait until the new year before purchasing
• 5.2 – December Party, put back to next meeting
• 5.3 – Calendar, Karen stated that she is working on the new calendars and is hopeful that it would be finished soon

A.O.B.

• Was noted that next year on the 20.06.09 it would be the allotments 80th birthday and it was decided to hold a party instead of a tea party on June 20th, 2009
• Brian also wanted to have put on record that there was more vandalism to greenhouses in their area of the allotments

October 2008

Golf Course Allotments Association

Minutes of Committee meeting held on 12 October 2008.

1.0  Present:
Tullio M(Secretary), Karen S (Chair), Debby R(Treasurer), June L (Assistant Trading Shed Manager), Gina C, Linda D, Brian R, John B, Alwyn P, Mick G, Anna DeG  Apologies: Tim H

2.0  The Committee unanimously approved the minutes of the September meeting.

3.0  Officers’ reports:
3.1  Secretary (Tullio Moglia):

• The waiting list is now closed. A plot inspection had been held since the last meeting: this resulted in 9 notices to quit and 5 termination notices being issued (though appeals against these could be forthcoming).
• An application had been received from Team Spirit, an organisation which works with children who have learning difficulties. The committee agreed to seek a statement from the Council that they would take full responsibility for the children whilst on the Allotments.
• Tullio and Karen would take on the task of re-numbering the plots.
• Negotiations were ongoing with the Council on the future supply of rubbish skips; the Association is also able to call on Robbie to carry rubbish by lorry; some felt that skips had been misused and were not needed.
• The next inspection will be at the end of October.

3.2  Treasurer (Debby Rossiter):

• At the end of September, the Association’s bank balance was £4052

3.3  Chair’s report
Tree survey

• Alex Fraser from the Council had conducted a survey of trees on the site on 30 September
• He has proposed that branches overhanging the boundary road are cut back so as to ensure that the canopy is at least 5 metres above the road surface
• The corkscrew willow on the main entrance road is unsuited to its location: it has been attacked by fungus and it is suggested that it  be cut down; the Council will take away the diseased wood
• The two large oak trees on the main entrance road will remain but their branches will be thinned out.
• John Newman will hand prune two oak trees which are very close to the fence
• Responsibility for trees on individual plots lies with members. If they have trees that need lopping, they should notify the secretary who can arrange for that work to be done
• All plot holders will be informed about the above arrangements by e-mail

New shed for trading and storage

• Planning permission had been sought by the chair

GCAA calendar 2009

• Final checking of the proofs is now complete; the Committee thanked Veronica Nolan and Elin Murphy for their work on this
• 225 copies have been ordered at an average price of £5.02; further orders can be placed at the same price
• The sale price per copy to members will be £7.50; orders taken by via the web will be charged at £8.50 which includes p&p; Sunshine Garden Centre and the park café will sell copies at £9.99 
• Arrangements will be made to advertise the calendar via the Haringey Allotments Forum and the website www.downtheallotment.co.uk

Grants from Haringey Council

• Debby Rossiter and Tim Hunt had submitted a bid to fund the erection of the new shed; Council officials have agreed in principle to provide £500 towards the £670 erection cost

Alexandra Park School Forum

• This is a forum of the School’s neighbours and was attended by Karen
• A two-storey building is to be constructed on the other side of the Bidwell Gardens school entrance road but it will not overshadow the GCAA site

3.4  Trading shed (June Lambert):

• Shop takings had been strong in the past two weeks

3.5  Show secretary’s report

• This was deferred to the November meeting

• Existing business

4.1  Members’ Christmas party

• The party will be on 14 December from 12 noon to 2pm
• Members will be invited to contribute food and drink
• The Committee will finalise the plans at its next meeting
  

5.0 New business

5.1  RHS raffle: tickets were received and were available for any member who wanted to buy

5.2  Arrangements for building a base for the new shed: discussion was deferred to the January 2009 meeting;

5.3  Plant care around the site: the plants on the site perimeter need attention including weeding underneath them and tying them to the fence where appropriate; Linda agreed to look at the ones near the entrance and other members were urged to taken on an area near their plots; progress will be reviewed at the November meeting;

5.4  Photos: The photos taken during the Mayor’s visit to the show are available at
  http://lancechinnian.com/photos/alan/allotments/009.html

6.0  Any other business

• Alexandra Park School had found it difficult to maintain its allotment during holidays and are trying to get teachers and parents interested in helping with this; some practical issues were raised, e.g. provision of keys and supervision of those working on the allotment (as they are not GCAA members); Action: Karen to accompany those working on this plot when asked
  
• June drew attention to the flooding of plots near the central road and requested action to prevent this in future; it was agreed that the first step should be to get help to identify the location of drains; Action: June
• A book of photos taken of the allotments site was available for consultation in the local library; this was the work of a school student; Action: Karen to request a copy for GCAA archives
• The next meeting would be held on 9 November 2008  

Golf Course Allotments Association
Minutes of Committee meeting held on 9 November 2008.

1.0  Present:
Karen Sellars (Chair), Gina Christodoulou, Linda Doughty, Brian Rossiter, John Blackwell, Alwyn Pritchard, Mick Gerrie, Tim Hunt

Apologies: Tullio Moglia (Secretary), Debby Rossiter (Treasurer), June Lambert (Assistant Trading Shed Manager), Anna DeGuillio  

2.0  The Committee unanimously approved the minutes of the October meeting.

3.0  Officers’ reports:

3.1  Treasurer (Brian Rossiter on behalf of Debby):

• At the end of October, the Association’s bank balance was £4329. This did not reflect money paid out for producing the calendar or money received to date from calendar sales.
• Twenty plotholders had not paid the annual subscription to the Association. Following the death of Association member John Ringham, a donation of £50 had been made to the McMillan Cancer Care charity. 

3.2  Chair (Karen Sellars)
New tenancy agreements

• The Council would send these to Members soon, before invoicing for the 2009 rent.

Allotment Association Calendar 2008:

• Karen reported that this was now available. She would be selling copies at the Alexandra Park School Christmas Fair.

Muswell Hill Gardeners website:

• The website http://www.muswellhillgardeners.co.uk/  had requested that a link to it should be placed on the GCAA website. The Committee agreed to this.  

Annual Show:

• Ann and Tim Hunt had carried out a detailed analysis of the Summer Show, covering the money raised from each activity, the numbers of entries in each category and, generally, what they felt worked well and what did not. The Committee agreed that a small meeting of interested parties would be convened in March 2009 to examine these findings in detail and make recommendations for the structure of the 2009 Show.

December meeting and GCAA Christmas Party 

• The next Committee meeting would be on December 14 at 11am. This would be followed by preparations for the Christmas Party (including making punch). Each committee member was asked to contribute a bottle of wine. 

• The Christmas Party would be from 12noon to 2pm. A donation of £1 would be requested from those attending. Members will also be asked to contribute food items for the party as well as other items for sale, particularly items of their own making such as preserves and decorations. Alwyn circulated specimens of cards which could be sold at the event. It was agreed that the designs would be shown on the GCAA website and orders taken by e-mail for collection at the Party at a cost of 40p each.

4.0  Other business
Water supply:

• The supply would be turned off when the temperature approached freezing point; it would be reconnected for the Christmas party. 

Flooding

• The Chair had received a report from member David Davies following his investigation of flooding in plots adjacent to the Golf Course. It contained an analysis of the problem and a proposed solution. The solution required the digging of a deep trench which could only be carried out by a specialist contractor; the cost was estimated at £12,000. David’s report had been sent to Alex Fraser at Haringey Council who will be coming to visit the site and discuss the report on 21 November. The Report would be circulated to all Committee Members. Action: June.

Vandalism

• Some incidents had been reported since the last meeting. Members had been asked to report each separate piece of damage to the police.

Wood chips

• Ann Waters had written to the Committee complaining about unauthorised dumping of woodchips on the site by tree fellers. In discussion, various members pointed to the benefits of having access to wood chips and to the disadvantages of having them dumped in inappropriate spots. It was agreed to control the dumping of wood chips by erecting signs in areas where no more chips should be dumped. Plotholders in those areas would be responsible for putting up the signs. Members would be urged to take chips from areas where they were a problem, e.g. at the north west corner of the site.

5.0  Any other business

Peter T, plot 40, attended in connection with the Notice to Quit he had received dated 29 September. The Notice alleged that there was an excessive accumulation of rubbish on his plot. Karen explained that a plotholder receiving a Notice to Quit had 3 to 4 weeks to rectify the situation. The Committee agreed that the plot would be reinspected shortly by the Secretary and a Committee member, as is the usual practice. They would notify the Allotments Officer and Peter of their findings before any confirmation of termination could be issued. Meanwhile, Peter should continue to cultivate the plot.

• The Committee marked Rememberance Sunday by observing a two-minute silence

• The next meeting would be held on 14 December 2008

Golf Course Allotments Association
Minutes of Committee meeting held on 11 January 2009

1 Attendance:
Karen Sellars (Chair), John Blackwell, Gina Christodoulou, Linda Doughty, Mick Gerrie, Tim Hunt, June Lambert (Assistant Trading Shed Manager), Sean Lambert (Trading Shed Manager), Tullio Moglia (Secretary), John Newman, Alwyn Pritchard, Brian Rossiter, Debby Rossiter (Treasurer)

Apologies: Anna DeGuillio  

2 The Committee unanimously approved the minutes of the October meeting.

3  Officers’ reports:

3.1  Secretary (Tullio Moglia):
16 plots had been reassigned during 2008. There were currently 4 vacant plots; a further 9 plots are expected to become available for assignment during the next few weeks. Tullio will contact all those on the waiting list to ask if they were still interested. The tenant of plots 9 and 21 was given notice to quit in late 2008 but has now paid rent for the coming year (though no one has seen her). Tullio would keep this under review.

A number of cracks in damaged pipes are to be repaired over the next few weeks. The Council is to put up new signs at the entrance gates. The Council’s contractors had reinforced some of the existing fencing near the Bidwell Gardens boundary but Tullio thought that the difficulties – pupils climbing over - could only be resolved by erecting a higher fence. An inspection of plots is to be carried out soon by Ted Butcher (Haringey Parks Service). The Committee reiterated its priorities in this respect: how to alleviate flooding and preventing vandalism. 

There was a brief discussion of how to make new members feel more welcome. A first step would be to synchronise the three databases held by different committee members so that new members can be reliably identified. Action: Karen, Tullio, June. When this has been done, the Chair will send all new joiners a welcome note containing relevant information and guidance.     

3.2 Chair (Karen Sellars)
Karen gave a progress report on the purchase and erection of a new Trading Shed. Since negotiations with the supplier had started, the price of the shed had gone up by 13% (from £3279 to £3699). The depreciation of the pound against the euro had been given as the main reason. The amount payable to the supplier now stood at £4552, of which the installation fee (£672) would be covered by Haringey Council. This amount excludes site preparation (taking down the old shed and preparing the base) as well as some finishing work on the new shed (e.g fixing felt on the roof, fitting security doors). Members would need to carry out these tasks.

There was some discussion of the risk faced by the Association in the event of the supplier going into financial difficulties. This had been raised with the company and it had provided some reassurance. The Committee re-affirmed its commitment to a new Trading Shed. To take matters forward, the Secretary will prepare an estimate of the cost of the materials required to prepare the site and send it to the Chair and Treasurer for approval. Action: Tullio.

The work of preparing the site would be done by volunteer labour. The following tasks were identified:

• Taking out the contents of the existing shed either for temporary storage elsewhere or for disposal: machines would be moved to the current Trading Shed while the trading functions would move temporarily to the Community Hut
• Taking down the existing shed
• Breaking up the existing floor
• Preparing the floor for the new shed (6 inches of concrete under the walls and 4 inches elsewhere)

A working party would meet on the weekend of 17/18 January to start on this work. Given satisfactory progress on these issues, the Committee would confirm the purchase at its next meeting. The purchase would require a deposit payment of 20% on placing the order, followed by the balance 2 days before delivery (which would be 2 or 3 weeks after the deposit payment). Insurance cover for the new trading shed will not include malicious damage: this is because of the onerous conditions imposed by the insurer.

To ensure that financial resources are adequate, members will be approached to pay their GCAA subscriptions early in the year. Action: Debbie to provide wording to Karen. The Committee stressed that the Trading Shed secretary should not delay ordering goods for the coming season but should follow the usual timetable. Action: Sean

Other business:

• Attendance at the Christmas party was much higher than in past years, possibly because there were more attractions. Karen thanked those members who had contributed to the success of the event.
• To date, 180 Christmas calendars had been sold yielding a surplus of about £250. It was considered that this venture was still worth doing.

• David Davies’ report on the flooding of plots was now with Alex Fraser at Haringey Council.
• The Committee felt that the Christmas party had been a great success. It was attended by many more people than in previous years.    
• The Committee thanked Mick Gerrie for preparing signs which will be left on the woodchip piles to indicate when no more chips are needed.
• Concern was raised about former plotholders who still held a key to the entrance gate.
• The Committee was informed of a Seed Swap event to be held on 22 February at Bruce Castle.

3.3 Treasurer (Debbie Rossiter)
Debbie mentioned some difficulties in her dealings with the Association’s bank (NatWest). A cheque for £50 bearing inconsistent data had “got lost” – and was still lost - at the Bank. There was wide support for changing bankers. Debbie would look into the possibility of on-line banking and whether it could accommodate the need for two signatories.   

3.4 Trading Shed (Sean Lambert)
The Trading Shed had a successful year. More detail will be made available soon.

4 Other business

• Concern was expressed that some paths were still blocked or in a dangerous state 
• It was suggested that water tanks should be numbered to make it easier to carry out repairs. The Committee agreed to this. Action: Tullio.

Golf Course Allotments Association

Draft Minutes of Committee meeting held on 8 February 2009

1 Attendance:
Karen Sellars (Chair), John Blackwell, Gina Christodoulou, Anna DeGuillio, Linda Doughty, Mick Gerrie, Tim Hunt, June Lambert (Assistant Trading Shed Manager), Sean Lambert (Trading Shed Manager), John Newman, Alwyn Pritchard, Brian Rossiter

Apologies: Debby Rossiter (Treasurer), Tullio Moglia (Secretary)

2 The Committee unanimously approved the minutes of the February meeting.

3 Officers’ reports:

3.1 Chair (Karen Sellars)

Financial position: Taking into account the bills due for payment and receipts not yet banked, the Association’s funds stood at approximately £5,000. Receipts from the sale of seed potatos were expected to boost this sum over the coming weeks. It was noted that members had heeded the committee’s request to pay their subscriptions at the start of the season.

Haringey Council: The council will have £50,000 to spend on the upkeep of all its allotment sites in 2009/10 (as compared with £25,000 normally). Among the work it plans to carry out are a survey of trees and the removal of asbestos from sites. The Council had access to quantities of compost which it could deliver to allotment sites free of charge. The Committee deferred any action on this until the next meeting. However, concerns were expressed about the potential this activity had to lower the site shop’s takings and about whether the site’s gates were wide enough for the delivery lorries.

A meeting of Haringey allotment site secretaries is to be scheduled soon. It was agreed that Tullio would represent GCAA. (Action: Tullio)

New trading shed: preparing the base: There was further discussion of the proposal to erect a new shed adjacent to the Community Hut. The old shed on the site had been taken down and the area cleared. The base still has to be made level: the Committee agreed to ask David Davies for advice. The estimated cost of materials for this is about £400 and this spending was authorised.

New trading shed: purchasing the building: Karen reported that Dunster House, the supplier with whom GCAA was negotiating, had continued to increase its price (which was now £4,030). The Committee decided that Dunster House would not supply the building. Karen and June had examined what other companies were offering. Their favoured option was a shed from Keops Interlock of Evesham. This measures 4.8 metres by 4.8 metres; it can be fitted with double doors at the front (to expedite stock deliveries) and a customer door opening onto the covered “tea area”. The shed features log walls which are 34mm thick and it has 7 feet of headroom. The roof is of bitumen shingles. The price is £4,030 including VAT plus £839 ( £730 for special option) for installation: this price is guaranteed until 5 March. Alwyn will visit the supplier within 2 weeks to gain a better idea of the product and will report back to the Committee. (Action: Alwyn)

B&Q Own Planet Living Awards: B&Q are making awards (up to £10,000 of B&Q products) to locally based organisations which can demonstrate that they have lowered their impact on the planet, for example by growing produce within their local community. GCAA has been invited to apply. More details are at:
http://www.diy.com/diy/jsp/bq/templates/content_lookup.jsp?content=/aboutbandq/2004/social_responsibility/YCDI_Awards/main.jsp&menu=aboutbandq
The application form would be circulated to all committee members (

The Committee was informed of Haringey Council’s “Making a difference” campaign which makes small awards to improve areas visible to the public. The Committee could not find a project within the site boundaries which would meet these criteria but June agreed to have a look at it
Action: June)
Future events:
May 17: AGM and Plant Sale
June: 80th birthday of GCAA Allotments

Any other business:
Brian Rossiter stated that the work done by the Council’s contractors on the boundary fence near his plot was unsatisfactory. Action: Tullio to take this up with Haringey Council and Alex Fraser.

Next meeting: March 8.

No meeting-Karen ill