Rosendale Allotment Association Committee Meeting. Meeting Notes

Transcription

1 Rosendale Allotment Association Committee Meeting Meeting Notes Monday 2 nd June 6.30pm (Community Building) Attendees: Rachel Sharp (RS), Louisa Allen (LA), Marco Barella (MB), Barbara Weidman (BW), Rosanna Durham (RD), Sue Conway (SC), Sandra Long (SL), Paul Williams (PW), Karina Reed (KR) Apologies: Rosanna Durham, Sophia Pearson and Sandra Long 1. Minutes Minutes from April and May committee meetings were agreed. 2. Matters Arising PW suggested that members make note of the previous meeting minutes and raise any outstanding issues at the next meeting. BW suggested actions from previous meetings were added to the agenda as a reminder. Survey procedure needs to be finalised, contradictory information in the handbook. Action: PL and BW to draft and circulate. RS reported delay in changing contact details to the bank account this was due to the bank, in hand and being processed. 3. Plot inspections BW reported that the annual plot inspections had been completed. 60% had passed and 40% failed, similar findings to last year s surveys. Letters to be sent to the failed potholders over the next two weeks notifying them that a resurvey would take place in the first week of September. 4. Lettings KR reported she had let 1 plot, and a ¼ plots during May. Both plot holders will be on a probationary period, if the period is successfully completed, the plot holder can apply for a shed and a sharer. 5. Finance Budget circulated by RS. Some minor discrepancies noted and explained. She suggested the hire of tools needs to be reviewed, an increase in price and a better system put in place. Action: MB to assist 6. Website/ s Discussion on a more effective system for traffic. Zoho mail which provides 10 free user addresses was suggested. BW offered to help set this up at some point. Action: All committee members to reply to their s including their RAA address.

2 7. Stores update SC reported that sales were going well and circulated an updated stores rota with dates. Requested a plant sale notice to be designed and laminated - MB. 8. Membership issues MB reported that he had written and spoken to the two plot holders having received a complaint from a local resident about the scale and size of their sheds and polytunnels. He has given them one month to reduce and modify all their structures to comply with the Byelaws. 9. Agreement with school To continue to charge the school for plot and room hire use. The RAA to pay the school for the hire of their hall for the next AGM. 10. Allotment outing Visit to City Gardens Saturday/ Sunday 6 th 7 th or 13 th or14 th. To be confirmed at next meeting. 11. AOB Discussion regarding Hopeton s recent resignation. Action: PW to circulate an acknowledging thanks and goodbye to Hopeton and advertise the position of a vice chair to the membership by PW. It was agreed a draft of the 2014 AGM minutes should be displayed. Action: MB to arrange. PW reported that Lambeth food growing hub would like to visit Rosendale and to potentially bid for a shared education officer. Action: LA offered to attend meetings if able and could be a point of contact. Complaint from neighbour (resident and plot holder) regarding noise at night from plot holders. MB reported he had investigated and to spoken to the plot holders concerned. Complaint from resident near to the shop entrance on the smell, rubbish spillage and increasing amount rubbish being left out beside the large bin. Action: to go out to membership requesting not t leave rubbish beside the bin if full and take rubbish away. A sign to go up near to the bin with a polite request. 12. Dates of next meeting - Monday July 7 th

3 Rosendale Allotment Association Committee Meeting Meeting Notes Tuesday 6 th May 6.30pm (Community Building) Attendees: Rachel Sharp, Louisa Allen, Marco Barella, Shona, Barbara Weidman, Rosanna Durham, Sue Conway, Sandra Long, Paul Williams, Karina Reed Apologies: Hopeton McDonell-Reid 1. Minutes of last meeting, not available but to be agreed at the next meeting. 2. Feedback from AGM The meeting had been well attended. Minutes were circulated and it was agreed that these would be made available after being approved at the 2015 AGM. Actions from the meeting to be addressed. Actions: The motion not to externally audit the accounts but to proposed a named qualified accountant needs to be circulated in good time before the 2015 AGM to enable people to consider. RS Discussion on the request from member representing Garden4Health. SL agreed to look into the issue and report back to the committee at the next meeting. 3. Plot inspections 19 th May Barbara is co-ordinating the site surveys with 8 volunteers, 2 are new for this year. General discussion on prioritising site issues and amending the form. The following amendments to be made. Under Notifiable Issues there are no high, permanent fences erected around plot to be moved to the Cultivation criteria. There is no more than one greenhouse or one shed.. to moved from Notifiable Issues to Fineable Issues. An additional item to be added to Notifiable Issues, saplings to be removed and fruit trees not be exceed 3.6 metres. It was also agreed that anyone who did not pass the survey and had more than one plot would automatically have their second plot removed. Action: PW to write up a procedure note for the surveyors to provide clarity and better guidance on how to implement the survey s findings if needed.

4 Shona updated the committee on the recent re-inspections as a result of written and face-to-face appeals, the results of these are as follows: Appeal date Plot(s) Plot holder 05/08/ Hopeton Reid 05/08/ Chela James 04/11/ Hongye Wu 04/11/ , Maria 473 Freitas 02/12/ Joanne Jarrett Reinspection date 2014 Survey result Committee decision Result (action Marco or Shona) end March Fail Reduce to half plot Accepted - kept bottom half end March, extended to April 22 Fail Reduce to half plot Declined, left. end Feb Pass Must pass spring 2014 survey end Feb Bare Must pass spring and pass autumn 2014 surveys. Encouraged to keep just one plot. end Feb, extended to end March Pass Must pass spring and autumn 2014 surveys Wants to keep both plots. It was a greed that Hopeton Reid and Chela James who had failed this second survey would be asked to take on half plots. MB to undertake. 4. Lettings Karina reported she had let 1 x ½ plot, and 2 x ¼ plots from April. Membership fees had been collected. Brief discussion on sharers also paying a membership fee - generally agreed (to be discussed in more detail at next meeting). 5. Finance Budget circulated by RS. She suggested the hire of tools needs to be reviewed, an increase in price and a better system put in place. It was agreed that the new signatures to bank accounts should be: Cheques Rachel Sharp (Treasurer) and Paul Williams (Chair) For Online banking Rachel Sharp. Debit card holders and signatories to be Lance Hodgson for the Stores Account, Rachel Sharp for Rosendale Allotments Account. Marco Barrella, Site Officer. Action : Rachel to action Action: MB to undertake the above. RS requested committee members complete a form from HCSA to claim gift aid as a non profit organisation on fundraising monies. 6. Website/ s Website looking very good, thanks to all involved. Sue Fiddler reviewing traffic. Lance had set up a small subgroup to manage.

5 Old website still available and needs to be taken down by Paul and Andy? Sensitive information needs to be removed and useful information saved. Action: PW to research and find a solution for accounts for members. 7. Stores update Request for committee members when they unlock to ensure the poly tunnel plants are brought to the front of the shop. Suggested generic pricing for plant sales - SR to arrange. New rota arranged for opening and closing. LA and RD agreed to join. Action: RS to circulate the new rota. 8. Membership issues Two complaints: Complaint from local resident and photos circulated. Large structures/sheds have been erected in two neighbouring plots, 40 and 42, obstructing view, unsightly, and breaching RAA ByLaws 1 shed no more than 2m x 2.5m are allowed. Resident had also complained about a powerful unpleasant smell coming from the plot. Action: MB agreed to ask the plot holders to reduce and remove additional structures to comply with By Laws. It was suggested an area away from residential houses to be found for Comfrey brewing activities. Radio disturbance complaint from another member Action: MB agreed to investigate and discuss this with the member concerned. 9. Agreement with school/ SLA discussion Deferred to next meeting 10. Allotment outing - ideas Deferred to next meeting 11. Dates of next meetings agreed Tues 3 rd June, Mon July 1 st, Mon 4 th Aug, Tues 2 nd September, Mon 6 th October, Mon 3 rd November, Mon 1 st December Tues 6 th January, Mon 2nd Feb, Mon 2 nd March, Mon 6 th April, Wed 22 nd April AGM 12. AOB Rachel mentioned a letter had been received from Dulwich College Estates. LA to draft a letter. MB to get a quote for tree pruning.

6 Minutes of RAA Committee Meeting March Present: Hopeton Reid (Chair), Shona Woodburn (committee member), Karina Reed (Lettings officer), Paul Williams ( Meetings officer), Louisa Allen (Secretary), Marco Barrella (Non committee member, RAA employee) Sandra Long (committee member). Apologies: Deidre Russell, Rachel Sharp. 1) Minutes of the last meeting: approved. 2) Matters arising: None 3) Final Report from the project. Deferred 4) AGM. Louisa and Shona reported that all the arrangements for the AGM were in place, the documents would be posted to the members immediately after the deadline for nominations and proposals, 12 th April, had passed. The annual report was discussed and agreed. Marco informed the committee that the RAA would not be required to pay for the Venue (Rosendale Primary School) on this occasion but there was a need to formalise the quid pro quo between the RAA and Rosendale for the future. 5) New appointments to RAA post of site management. Paul reported that two appointments had been made. Marco Barrella and Sophie Pearson each on a 12hrs per week 1 year basis. Paul Williams volunteered act as line manager, Rachel Sharp to deal with PAYEE. A formal induction to be arranged to be attended by Paul, Rachel and Catriona 6) Survey Reports. Shona reported that two re surveys had been completed and that Joanne Jarrett, who was the holder of 3 plots had been deemed to failed and it was agreed that she would be informed that she would have to relinquish two of her plots and would have to bring the remaining plot up to standard within two weeks. Next plot surveys to start week commencing 19 th May. Barbara volunteered to organise this (did I get this right??????) 7) Correspondence with Jose Cha Cha. Paul reported that Jose had contacted the RAA to inform that he was leaving his plot to someone who was not eligible. After some discussion it was decided that Marco would inform the plot holder that this was not permissible. 8) The treasurer being unable to attend there was no financial report to this meeting. 9) The New Website Stuart and Dierdre have prepared the new website and all members have been able to view it, the general view was very favourable, however there were still more comments to come There was a emphatic sentiment that the way s are structured needs to be decided and that discussion was scheduled for the next meeting 10) See item above 11) Stores report. Paul reported on behalf of the stores co- ordinators that stores are doing good business taking on average 400 per week. Seedlings would soon be available form the stores 12) Annual report: See AGM item 13) Lettings: Karina reported that there were 4 new member/plotholders since last meeting and that she had identified a new ¼ plot that could be let. AOB Manure deliveries were discussed and deferred to next meeting. It was agreed that members addresses need to be updated. To be discussed at next meeting. The meeting closed at 8pm

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