Minutes of Meeting of the Committee of Tilehurst Allotments Society:Wednesday 4 December 2013
Present: Richard Buckingham (Chair), William Macphee , Colin Richardson, Karen Fidler (Treasurer), Jenny Cottee(secretary), Iris Geater Michael Geater, David Griffiths, Ken Phillips
Apologies: Stephanie Keighley (Agent of TPLC),
1 / Minutes of meeting held on 21 Oct 2013 had been circulated & were agreed to be correct2 / AGM Minutes : text of trustees Q &A had arrived earlier that day so the minutes will be placed on the website .We determined in future a) to request the agreed text should be mailed prior to the AGM and b) to add minutes to the website within 2 weeks of the AGM regardless of non-arrival of text / Add to website when complete
agenda Sept 2014
3 / Reports b) Treasurer- Totals now come to £10,064.10( made up of Current Account: £363.95 Money Manager account : £700.11 Bond £ 9,000.00 ) with three cheques to pay totalling £72.14 the current account will hold £321.85 , and grand total will then be £10,021.96) , c) Secretary:Most tenants swopping plots have done an excellent job in vacating previous plot for the new incumbent Folders for new tenants- given to all new tenants known to jenny , remainder are ready for names to be passed on. Various issues with new tenants re keys are being resolved. New tenants need reminding that is not necessarily sensible to strip off the covering on a plot- weeds recover quickly… Alan Slade has undertaken maintenance on the KOG plot- to remedy problem of ramp being slippery when wet note near –miss accidents had been unreported.. The Nigel Slater TV program will struggle on without our tomatoes- apparently Cotswold farm had a good crop too .I have been in contact with the MP re the Chapel hill situation. He will make contact with Colin Cairns and report back. I have not received any reply to my questions about the role description of the allotment manager- suggest we consider it at our next meeting. I attended the first meeting of THA members re the possibility of the association entering a stall at theNewbury Show- see their website for details Launch of Reading Growers Network –various practical suggestions are being worked on-with aim of making systems that are self-sustaining, and having a range of venues to suit where the growers live/grow food. I contacted RBC re Xmas tree collection and agreed to the arrangement as in previous years. RESCUE will be on weekend of 15 & 16 March 2014- I suggest we have similar arrangement to last couple of years when asked /given a choice- ie plot holders collect stuff on Friday and Saturday, rbc collect sat and sunday, in response to a query I said that the parking area on plot pc7 was (as other odd parking places) at the discretion of the plot-holder so he/she could dig it up if they wish. / quiet word with tenant
Dig it reminders- uncover slowly,
Ask tenants to pass on info re hazards
add allotment manager update to next committee agenda
Most arrangements for RESCUE to be sorted by mail- arrangements as last year
4 / Trustees report, Richard reported that Stephanie had apologised for absence in an email received earlier that day she reported that (i) re the Ash Tree (Near John Kirton plot. She had contacted the householder and the tree is not causing any issue for their garden/property (householder mentioned brambles!). Stephanie had received a couple of quotes to remove the2 damaged branches; the Trustees have asked follow up on further on this due to the high quotations.
(ii) New Tenants. Stephanie reported 9 new tenants over recent weeks after 4 open mornings and meeting more people on the waiting list this weekend as well.
5. Vacant Plots. There are currently 5 vacant plots + 2 waterlogged plots which she listed
5 / Lettings and vacant plots : Main site The meeting considered map showing rented plots prepared by jenny 9.00am 4.12.13. There are discrepancies since (i) the sole Chapel Hill tenant reported by Stephanie in November as wishing to take a plot on the main site (PC12b) being omitted from Stephanies list (4.12.13). Situation unclear- Michael had been asked by the tenant for clarification. (ii) some new tenancies had not yet been reported to jenny
KOG plot letting effort delayed until March
We noted that two whole plots unsuitable to be divided had been let as whole plots. Ken raised the related issue of plot AB16 which has a large area covered in concrete- (livestock held there previously).
Problems re getting keys (shed and gate ) to new tenants are being resolved. / Contact Stephanie saying good luck-we hope all plots let, sort discrepancies and get lists updated
review process next agenda
reconsider matter of 12 months rent for less than 12 months use of the land
6 / Summary of CharityAnnual Report and accounts. We noted the non-publication of reports and accounts on the Charity’s website and decided that the summaries produced by TAS should be referred to on the TAS website , / modify versions then add to tas website- with note
7 / Chapel Hillsite issues and actions :. Michael and Iris reported little interest in taking up offer of tenancy on main site- plots expensive and landlord track record were issues.
Neighbour and tenants prepared to respond to any forthcoming proposals to build.
Meanwhile good spirits prevail.
8 / Rent levels at RBC and TPLC sites. We noted the rent levels and renting arrangements for comparable areas of land shown in tabular form attached to minutes .We decided that the most significant matter is the rent for a half plot to tenants eligible under the strict tplc concession arrangements. Far fewer are eligible than under RBC terms, if eligible their rent has risen very significantly, and is many times higher than the RBC concession level .This rent policy seems at odds with the purpose of the Charity and may deter potential tplc tenants
We noted that there had been talk of requesting a rent freeze-this might well be the area to spot-light. / Future agenda- seek steer from tenants–possibly at meeting
9 / Dig It-(i) last edition, photos and articles always needed, delivery arrangements worked- many thanks to all, a couple of tenant have reported problems opening pdf reduction in print copies continues (ii) next edition due by end for delivery at end of February/beginning of March (RESCUE info) so copy date was agreed to be Thursday 6 February- allowing for holidays
We wish to add Stephanies email address to the contact details box to ease communication / copy welcome-any time before deadline
note tim Metcalfe has little manure to sell
ask/alert stephanie
10 / Main site issues : (a) water turn off arrangements – the arrangements to have a plumber to turn off water have not happened however Rod has turned off the Armour Hill supply, b) boundary hedges- we noted the hedge at car park and NW boundary need cutting back so space not lost and tractor has safe access for manure delivery- land lord’s responsibility. c) flooded plots- hazard? we will monitor what happens and alert plot-holders / jenny contact Stephanie re a) and b)
Dig It
11 AOB / Stolen cast iron bath tubs- 2 gone missing- one from Williams plot and one from the KOG plot(dipping tank) Police have been informed of one theft
Tenants copies of tenancy agreement-these have not been supplied- need to remind landlord that this omission will not be remedied next AGM- will need action. Tenants should have their copy of thislegal document. / seek replacements –tell jenny for Kog plot if successful
remind stephanie
Richard thanked William and Joan for their continued excellent hospitality, and closed the meeting at 8.40pm
Date of next meeting - Monday 10 March 7.30-9.00pm agenda – RESCUE final arrangements and on going issues listed above
Allotment rents
rbc / tplccharge according to actual area of plot in units of 25m2 / charge according to either a notional full size or half plot ( 250 m2 or 125 m2)
charge for actual number of months rented / charge a full year whenever plot taken up
rental charges may change in january / rental charges may change in october
concession if 60+ etc / concession if state pension is main income and live within area of benefit
charges per year in jan 2014
no your reading passport- ie lives outside borough / £67.7 for 250 m2
£33.85 for 125 m2
£6.77 for 25 m2 / £64-full size
£40-half size
£10 -kog
Lives in Reading borough / £60.9 for 250 m2
£30.45 for 125 m2
£6.77 for 25 m2 / £64-full size
£40-half size
£10 -kog
Concession / £10.6 for 250 m2
£5.30 for 125 m2
£6.77 for 25 m2 / £47-full size
£32-half size
£10 -kog
TPLC rent levels
Oct 2008 / Oct 2009 / Oct 2010 / Oct 2011 / Oct 2012 / Oct 2013full size / £36 (£26 reduced) / £40 (£28 reduced) / £44 (£32 reduced) / £47 (£35 reduced) / £55 (£40 reduced) / £64 (£47 reduced)
half size / £21 (£16 reduced) / £24 (£18 reduced) / £27 (£21 reduced) / £29 (£23 reduced) / £35 (£28 reduced) / £40 (£32 reduced)
kog / £10 (£9 reduced) / £10 no reduction / £10 no reduction / £10 no reduction / £10 no reduction / £10 no reduction
Minutes of Meeting of the Committee of Tilehurst Allotments Society:Monday 21 Oct 2013
Present: Richard Buckingham (Chair), Joan Macphee , Colin Richardson, Karen Fidler (Treasurer), Jenny Cottee(secretary), Iris Geater Michael Geater, David Griffiths
Apologies: Stephanie Keighley (Agent of TPLC), William Macphee, Ken Phillips,
1 / Minutes of meeting held on Monday 16 September 2013 had been circulated & were agreed to be correct; the only point to add beyond those already on the agenda was that the Chair of the charity had not replied to the letter dated 30 August enclosing the list of tasks associated with management of the allotments (produced by Oliver Jenks), asking about any modifications, and how the tasks are to be delivered- job share or what..2 / AGM: We thought that the AGM arrangements had been satisfactory. The timing of the interval meant that the most difficult issues were addressed before the interval, and the break in procedures was useful. The mood of the meeting was clear, concern about chapel Hill site overwhelmed other matters. Draft minutes were agreed . We need to secure arrangements for accurate record of formal Q&A session.
3 / Reports b) Treasurer-Little change in the situation since last report. The problems with HSBC re the interest bond’s interest rate had been resolved c) Secretary: Folders are ready for new tenants- to be given after they have accepted a plot, cardboard treatment seems to be reasonably effective on the plots held vacant. We stopped collecting card in early September.
4 / Trustees report, Richard reported that Stephanie had apologised for absence and reported that the Trustees had not met since the previous TAS committee meeting (16 Sept) , She had arranged to meet 3 tenants from Chapel Hill re renting plots on the main site over the coming weekend, and had contacted 9 people on the waiting list to visit the site with a view to renting plots on Sat 2 November. The date for a H&S inspection has to be agreed.
5 / Chapel Hillsite issues and actions :We noted the petition form- Michael had presented initial batch with 400 +signatures in the interval at AGM, Colin Cairns had replied saying the Trustees would consider the issue at their next meeting.
Michael and Iris reported on next actionsdecided at a recent meeting of site members: Radio interview, posters, press letters, and other correspondence. They explained that they anticipated a long haul to seek permission to use the land from the end of September 2014 until planning permission to build had been obtained ( if ever)
6 / Summary of CharityAnnual Report and accountsJenny presented summaries of the annual reports for 2010 and 2011 which are available to the general public via the TPLC website, but appear to be very difficult for people to understand. No other committee members had studied the annual reports so were not in a position to judge . many were doubtful about the level of interest in the reports .We decided to defer the decision to permit more time for reflection. / next agenda –all compare documents
7 / Main site issues : We noted the vacancy situation as far as we know there are 9 half plots and 4 full size plots-ie 8 future half plots so a total of 17 vacant half plots excluding the two flooded plots . With the increase in numbers of half plots, the number of tenants has increased. The last update from Stephanie listed 18 people on the waiting list- excluding any current Chapel Hill tenants.
The cardboard covering the 7 plots held vacant is unsightly but has reduced the weed nuisance so that the task for in-coming tenants will be less daunting. We do not plan to repeat this voluntary effort and hope that the vacant plots will be let soon so that new tenants can start to tackle the work before the land is unworkable. We decided not to reclaim materials used for this work so that tenants can phase tackling the work as they wish.
(b) water turn off arrangements on main site
© pigeon litter delivery had resumed= encourage people to use this compost accelerator. / Next agenda
8 / Dig It- next edition due by end for delivery by end of November so copy date was agreed to be Friday 8 November- ready for printing Mon18 November
Colin will be available at the end of that week for delivery- anyone with any problems please contact Jenny asap
9 / Formation of local Growers Network: jenny reported she had been to an initial meeting- many possible activities were identified- and examples of other locally- based food growing networks many about sharing expertise, swopping seeds, food surpluses etc. she will notify people about the programme for the launch- speakers etc Sat 23 November afternoon- ( 2,00- 4.00pm – Friends meeting House off London street
10 / Town meal: We noted that people were pleased to donate produce. The organisers had been rather optimistic - food left on main path collection point did not reach town centre..,.
8. / AOB (i) RESCUE tea hosted by the mayor for volunteers who help clear up event had been a good event- William went representing TAS- other people had gone representing other Tilehurst organisations
(ii) warn pumplin owners to be vigilant- no trouble at the moment
Date of next meeting - Wednesday 4 December 7.30-9.00pm agenda to include update on lettings on the main site
Richard thanked William and Joan for their continued excellent hospitality, and closed the meeting at 8.40pm
Minutes of Meeting of the Committee of Tilehurst Allotments Society:Monday 6 August2013
Present: Richard Buckingham (Chair), Kate Jones, William Macphee , Ken Phillips, Colin Richardson, Karen Fidler (Treasurer), Jenny Cottee(secretary), Michael Geater (Chapel Hill representative) and (visitors from Chapel Hill site : Iris Geater, Mike and Sue Weston, Diane Wakefield, Eileen Williams, Dave Williams):
Apologies: Dave Griffiths , Stephanie Keighley (Agent of TPLC)-
Richard welcomed everyone to the meeting ,explaining that we would tackle agenda items as relevant to Cha[el Hill first to enable some to leave earlier , and would try to cover all items on the full agenda1 / Minutes of meeting held on Thursday 20 June 2013 had been circulated & were agreed to be correct ( earlier draft version had been circulated and suggested modifications included) . Matters arising were considered in the agenda.
We noted with dismay that many items had been overtaken by events- e.g. the assurance about prompt resumption of letting, and that presumably Stephanie had been bound by an inexplicable and unmentioned requirement of secrecy by the landlord. This experience made reliance on future assurances problematic
2 / Reports of matters not covered elsewhere : Chair, Secretary had received a summary of correspondence and actions from the Clerk dated 23.06.2013 2013 . Charity will no longer supply paper copy of TPLC annual reports, date of availability of report has moved from March to October.
Treasurer Total £10,043.64 (Current Account: £843. 10 ,Money Maker account ,£700.11, Bond £ 8,500.00 ) .The auditing and preparation of papers for Dig It and AGM are in hand, We decided that the bond should be increased by £1000, to £9,500 for a six month period later this month
3 / Notice of Termination of Tenancy in September 2014delivered to all Chapel Hill tenants.. The visitors explained that on the evening of Thursday 27 June ( up to 9.15pm) all had received an unexpected and in some cases alarming visit from what emerged to be Colin Cairns (chair of TPLC)- he did not introduce himself,, asked if the addressee was , thrust an envelope into the hands of whoever opened the door without explanation ( like a bailiff on a film ) .Some thought they had been accused of transgressing the tenancy agreement. It emerged that all had received the same letter, notice of termination of tenancy-no explanations or reasons given. The delivery had been planned in secret to ensure the minimum notice of 15 months. None could understand why such a minimum time was adhered to or why the unpleasant secret methods had been followed. Planning application procedures do not recognise ambush strategy.