2017 AGM Minutes
Roeshot Hill Allotment Association
Minutes of the Annual General Meeting, Tuesday 30th May 2017.
At Stanpit Village Hall
There were 34 members present including spouses and committee members.
The Meeting opened at 7.30 pm.
Apologies were received from Richard Humphrey, David and Julie Sheppeard, Dudley Powell, John Lack and Chris Brake.
Minutes of previous A.G.M
Members present were given copies of the previous AGM to read before the meeting began. It was proposed by Sid Warren and seconded by Robin Dade that the minutes be accepted.
There were no matters arising
Secretary’s Report.
The secretary’s report this year contained no major concerns or worries for the Association. There was nothing to report on relocation or closure of the site. Members were given time to read and digest the report before the meeting began.
The Chairman added his thanks to those who had helped around the allotments, in particular John Lack and Mark Merrit who had worked so well with Steve Godley, particularly on the disabled plot, to Doug Cort for the trading hut, to Kay for the hours spent on plot allocation, to the brave souls who turned up regularly for the working parties and of course to Ronnie Clarke for the hours clearing plots, covering water tanks and maintaining the site. It was especially good to see Don Hilton in fine fettle and to thank him for the excellent work on the signage which is helping to bring a continual number of people on to the site to apply for plots.
There was a plea that plot holders should keep all their rubbish within their plots.
It was proposed by Linda Clarke and seconded by Don Hilton that the secretary’s report be passed. This was accepted by the meeting.
Core Strategy
There was nothing to report-for a change.
Treasurer’s Report
Richard presented his final set of accounts before stepping down and gave his usual clear and simple explanation to show that the finances are in good order. He made mention of the fact that more money was being made at the trading hut, that the cafe was making a nice and tidy profit and that the proceeds from plant sales had been exceptional. Net assets on the day of the AGM stood at £16,596.38
Thanks were offered to Alan Day, hon.auditor for his work in auditing the accounts.
It was proposed by Pauline Ruck and seconded by Hugh Merrett that the treasurer’s report be accepted. Once again it was all in favour and no dissent.
Trading Hut Report
Doug Cort presented his report. At £7200 sales were down markedly from four years ago but profits were up. There had also been a significant rise in wholesale prices over the past 12 months. He did wonder if there was a general lack of awareness by plot holders concerning the range of gardening goods on sale at the trading hut. Sales had been good in April. On the brighter side there had been a massive increase in plant sales and he added his own thanks to the two Hughs, Merrett and Jones, to John Ferry and Rosemary De Souza who had grown so many plants over the year.
There was a further appeal for volunteers to come to man the trading hut. Saturday opening in the Spring and Summer was being curtailed by lack of volunteers and committee members were filling the Sunday morning slots-which meant being at the trading hut at least once a month in some cases. Doug ended by thanking all those who came to help unload the lorry at times of bulk delivery and particularly to Hugh Merrett for fetching whole trailer loads of quality posts.
It was proposed by Kay Power and seconded by Paula/Linda Clarke that the report be accepted. The meeting agreed.
Green Flag Award
Jane Merret rose to give an outline of the Association’s work to gain Green Flag awards and how important it is in the efforts to remain at the allotment site at Roeshot Hill. She reminded members of the very high marks awarded to the site and how it is one of the very best in the UK. More importantly there was the prospect of active help by Keep Britain Tidy in fighting any further prospect of relocation.
Show
It was announced that the Show would take place on Saturday 12th August, run by Julie and David Keeton with others volunteering their services. Two new tents would be purchased to replace the originals. There might be minor changes to the Show schedule.
Election of officers
John Batchelor was unanimously re-elected Chairman. He was proposed by Alan Ruck and seconded by Kay Power.
Alan Ruck remained as Secretary
Kay Power is still plot allocation officer-not allowed to leave
Julie Keeton was confirmed as Association Treasurer when Richard Mann stood down.
Linda Clarke and Derek Chaffey, stood down and were re-elected to the committee, as per the Constitution, and the other officers remained on the committee.
Ronnie Clarke was confirmed as an honorary committee member, which means he has insurance cover when using Association equipment.
The committee was elected following a proposal from Don Hilton seconded by Sid Warren.
A.O.B.
Steve Godley reported that he would be away for six weeks and was looking for someone to maintain the web site. Karl Forman volunteered to step in.
There was concern about speeding on the back road of the site. Don Hilton was to produce new 5mph signs which might encourage offenders to slow down.
Kay Power informed the meeting that there had been a turnover of 46 plot holders in the past year. In 2011 it was 20. Since January 2017 25 plots had been allocated whilst the remainder had deferred until the right plot came up. By and large new plot holders were doing well. There is still a very small hard core group who do not cultivate their plot. There is still concern that information is not being properly collected and passed on from the Civic Buildings.
A letter from a plot holder caused the most heat if not the most light. There was concern that the council rodent exterminators were not doing the job successfully and rats were as active as ever. The secretary undertook to contact the borough council and ask for a meeting with both officers and a representative from the contractor.
To end the meeting Chairman John Batchelor proposed a vote of thanks for all the cafe volunteers who prepare the teas, coffees and cakes which helped to make Sunday mornings so pleasant through the Summer months.
Before he could officially close the meeting the Association president, Hugh Merrett made a further plea for members to get involved in the activities of the Association, not least as they could learn so much by taking part. He asked for and led a round of applause for the committee.
The meeting closed at 2039.
Minutes of the Annual General Meeting, Tuesday 30th May 2017.
At Stanpit Village Hall
There were 34 members present including spouses and committee members.
The Meeting opened at 7.30 pm.
Apologies were received from Richard Humphrey, David and Julie Sheppeard, Dudley Powell, John Lack and Chris Brake.
Minutes of previous A.G.M
Members present were given copies of the previous AGM to read before the meeting began. It was proposed by Sid Warren and seconded by Robin Dade that the minutes be accepted.
There were no matters arising
Secretary’s Report.
The secretary’s report this year contained no major concerns or worries for the Association. There was nothing to report on relocation or closure of the site. Members were given time to read and digest the report before the meeting began.
The Chairman added his thanks to those who had helped around the allotments, in particular John Lack and Mark Merrit who had worked so well with Steve Godley, particularly on the disabled plot, to Doug Cort for the trading hut, to Kay for the hours spent on plot allocation, to the brave souls who turned up regularly for the working parties and of course to Ronnie Clarke for the hours clearing plots, covering water tanks and maintaining the site. It was especially good to see Don Hilton in fine fettle and to thank him for the excellent work on the signage which is helping to bring a continual number of people on to the site to apply for plots.
There was a plea that plot holders should keep all their rubbish within their plots.
It was proposed by Linda Clarke and seconded by Don Hilton that the secretary’s report be passed. This was accepted by the meeting.
Core Strategy
There was nothing to report-for a change.
Treasurer’s Report
Richard presented his final set of accounts before stepping down and gave his usual clear and simple explanation to show that the finances are in good order. He made mention of the fact that more money was being made at the trading hut, that the cafe was making a nice and tidy profit and that the proceeds from plant sales had been exceptional. Net assets on the day of the AGM stood at £16,596.38
Thanks were offered to Alan Day, hon.auditor for his work in auditing the accounts.
It was proposed by Pauline Ruck and seconded by Hugh Merrett that the treasurer’s report be accepted. Once again it was all in favour and no dissent.
Trading Hut Report
Doug Cort presented his report. At £7200 sales were down markedly from four years ago but profits were up. There had also been a significant rise in wholesale prices over the past 12 months. He did wonder if there was a general lack of awareness by plot holders concerning the range of gardening goods on sale at the trading hut. Sales had been good in April. On the brighter side there had been a massive increase in plant sales and he added his own thanks to the two Hughs, Merrett and Jones, to John Ferry and Rosemary De Souza who had grown so many plants over the year.
There was a further appeal for volunteers to come to man the trading hut. Saturday opening in the Spring and Summer was being curtailed by lack of volunteers and committee members were filling the Sunday morning slots-which meant being at the trading hut at least once a month in some cases. Doug ended by thanking all those who came to help unload the lorry at times of bulk delivery and particularly to Hugh Merrett for fetching whole trailer loads of quality posts.
It was proposed by Kay Power and seconded by Paula/Linda Clarke that the report be accepted. The meeting agreed.
Green Flag Award
Jane Merret rose to give an outline of the Association’s work to gain Green Flag awards and how important it is in the efforts to remain at the allotment site at Roeshot Hill. She reminded members of the very high marks awarded to the site and how it is one of the very best in the UK. More importantly there was the prospect of active help by Keep Britain Tidy in fighting any further prospect of relocation.
Show
It was announced that the Show would take place on Saturday 12th August, run by Julie and David Keeton with others volunteering their services. Two new tents would be purchased to replace the originals. There might be minor changes to the Show schedule.
Election of officers
John Batchelor was unanimously re-elected Chairman. He was proposed by Alan Ruck and seconded by Kay Power.
Alan Ruck remained as Secretary
Kay Power is still plot allocation officer-not allowed to leave
Julie Keeton was confirmed as Association Treasurer when Richard Mann stood down.
Linda Clarke and Derek Chaffey, stood down and were re-elected to the committee, as per the Constitution, and the other officers remained on the committee.
Ronnie Clarke was confirmed as an honorary committee member, which means he has insurance cover when using Association equipment.
The committee was elected following a proposal from Don Hilton seconded by Sid Warren.
A.O.B.
Steve Godley reported that he would be away for six weeks and was looking for someone to maintain the web site. Karl Forman volunteered to step in.
There was concern about speeding on the back road of the site. Don Hilton was to produce new 5mph signs which might encourage offenders to slow down.
Kay Power informed the meeting that there had been a turnover of 46 plot holders in the past year. In 2011 it was 20. Since January 2017 25 plots had been allocated whilst the remainder had deferred until the right plot came up. By and large new plot holders were doing well. There is still a very small hard core group who do not cultivate their plot. There is still concern that information is not being properly collected and passed on from the Civic Buildings.
A letter from a plot holder caused the most heat if not the most light. There was concern that the council rodent exterminators were not doing the job successfully and rats were as active as ever. The secretary undertook to contact the borough council and ask for a meeting with both officers and a representative from the contractor.
To end the meeting Chairman John Batchelor proposed a vote of thanks for all the cafe volunteers who prepare the teas, coffees and cakes which helped to make Sunday mornings so pleasant through the Summer months.
Before he could officially close the meeting the Association president, Hugh Merrett made a further plea for members to get involved in the activities of the Association, not least as they could learn so much by taking part. He asked for and led a round of applause for the committee.
The meeting closed at 2039.
