GLEBE ROAD ALLOTMENT ASSOCIATION

DRAFT - MINUTES

COMMITTEE MEETING 19:30THURSDAY22 SEPTEMBER 2016

(Committee - John Besford (Chair), Keith Robinson(Sec/Treasurer), Dodie Brown (Plots Sec), Tony Brown, Bernard Kelly, John Carrick, Paul Winter,Wilf Whatmore, Graeme Harman,Dave Cowley)

  1. Chairman’s opening remarks.
  2. Chair –Apologies – Graeham Harman.
  3. Chair - Minutes for 25th August2016 - approved
  4. Chair - Matters arising from minutes:

a.PLOTS 4-6 FLOODING-DRAINAGE/DOG FAECES/JEYE’S FLUID:Sec and Chair wrote to the council/Fabric Hosing requesting meeting. John B and several plot holder met on site with reps (Dave Adamson and Louise Ellis) from the Council and Fabric and it was agreed to deal with the issues.

b.MISCELANEOUS COMMITTEE DECISIONS: tabled and agreed to be posted on notice board.

  1. Secretary:

a.Correspondence in/out from members since last meeting

  1. None

b.Correspondence in/out from non-members since last meeting.

  1. Council/Fabric - above
  2. Lingfield point closure items for sale. Leave it to individual members to buy anything they want.
  3. St Teresa acknowledement of £50 received.
  1. Plot Secretary – Dodie –report.

a.New applications/waiting list.

  1. 17 now on list.

b.Vacant/condition report/plot holders

  1. Plot 8 vacated.
  2. Plot 26 let no rent to be charged for this year.
  1. Accounts to end Julytabled –Bank balance £1853.40 - no queries.
  2. Sufficient balance in bank account to refund treasurer £1000 loan to Association.
  3. Misc issues:-

a.Pie and Peas. Those who want to attend should pay cash to Dodie/Linda in the shop. Club will need to know number week before.

ACTION JOHN/DODIE: arrange with Club.

b.WELCOME PACK: Sec finalised the welcome pack for new tenants. Committee agreed to policy on shed fences and green houses etc.

AGREED: POLICIES ON FIRES/RATS/STRUCTURES ETC AGREED FOR INCLUSION IN WELCOME PACK.

c.NEW LEASE FOR SITE: Cockerton has received a copy of their new lease it is expected that ours will be the same. ISSUES: lease will be for 20 years but there is a RELOCATION CLAUSE - the council can 3 years after signing the new lease issue the Association with an “Allotment Re-location Notice” The period of notice will not be less than 5 years and the council will provide an alternative allotment site within a reasonable of the existing site. So effectively we will get an initial 8 years than rolling 5 year notice.

AGREED: THE COMMITTEE AGREED THAT THE NEW LEASE IS NOT UNREASONABLE.

  1. AOB
  2. HEDGE CUTTING: agreed to have work party on 14th October 0900. Call for volunteers.
  3. STRUCTURES AND TOOLS LEFT ON PLOTS AFTER TERMINATION OF TENANCY. Tenant’s Agreement states (Clause 12) that on termination of the agreement the tenant has 14 days to remove produce andbuildings – after this period the property is forfeited to the Association.

AGREED: WITH ALLOWANCE FOR SPECIAL CIRCUMSTANCES - THE COMMITTEE WILL TAKE POSSESSION OF ITEMS LEFT ON PLOTS AND ITEMS WILL BE AUCTIONED.

  1. PLOT SECRETARY: Sec proposed that, to avoid confusion, the tile of the Plot Secretary be changed to PLOTS MANAGER

AGREED: CHANGE “PLOT SECRETARY” TITLE TO “PLOTS MANAGER”

  1. Date time next meeting:-
  2. Next committeemeeting changed to 27th October 19:30

MEETING CLOSED 21:00