AGM MEETING NOTES
LEWISHAM SELF MANAGED ALLOTMENT ASSOCIATION
AGM MEETING
24/09/2014 7PM CATFORD TOWN HALL CIVIC SUITE
PRESENT : Dave Gibbins - Jim Hurren; Simon Frazer - Firhill South; John Brooks - Hurstbourne; Rob Tomlinson - Chinbrook Meadows; John Denton - Chinbrook Meadows; Bob & Lynn Hubbard - Knapmill; Denny Senner- Knapmill; Paulette Walker - Broadmead; Dorian Watkins - Taylors Lane; Ron Melluish - taylors; Maurice taylor - Barmeston road;Bob Rogers - Royal Naval; Mark Kyriadides -meadow close; plus one name could't read ; Katy Delaney - Lewisham Allotments Team
APOLS :Guy Gibson (unable to chair meeting) Steve Belk - Tewesbury
John Denton agreed to chair this meeting in Guys Absence
MINUTES AGREED AS TRUE RECORD
MATTERS ARISING
Waiting List = Waiting list will not be closed, as demonstrates the desire for plots across the borough
waiting list currently been updated by katy.
Training = This hasn't Happened- we are not organised enouh yet to determin what is needed / wanted.
When site visits take place, the allotment committee members will gauge what skills plotholders have/want to share, and where training is wanted/needed - this will be used to form a training request, hopefully at next years agm to implement the following year.
Application Process: New plot holder advice sheet Circulated Katy Requested to post to all sites
Committee Roles: Katy Ciculated a sheet explaining roles of officers - also to be posted on to all sites
Allotment Breakins: John Brooks - Hurstbourne rd ; Houses around the site were broken in to via the allotment as some homeowners / tentants backing on to the site have unsecured access alleys leading to allotment via their gardens.
Sites should ensure that they look at possible vulnerable spots around their boundarys and contact neighbours to see if these can be made secure, for the benifit of all
Allotment Forum: it was suggested that this would be an excellent way for all sites to contact each other and to get advice in any issues volunteer(s) needed to set this up.
Budget: Questions were raised as to how funds are divided between self and managed sites. Katy explained that self managed sites tend to be more pro-active, they do get the larger share of the budget.
Treasurers Report: $225 Paid out $130, Receipt today for $95 For hire of room - Balance of $35
Katy was asked for a budget to be allocated - meeting was told we would need to provide details of what money was needed and also to provide receipts for previous spend before any new funds can be issued.
Katy is happy for letters etc to be forwarded by email to her and she will print out and post off to plotholders /committees as it was identified that this was a large cost to officers. it was also felt that letters are read and treated with more respect than emails - which could explain why some absent from this AGM and the awards eve.
Secretaries Report : Denny explained that the committee has not made any progess on any issues raised in last years AGM.
without leadership from the committee it's not possible for the organisation to move forward /achive anything tangible.. a committment was undertaken that this would not be repeated this year.
AIMS AND OBJECTIVES FOR THE YEAR AHEAD
Awards eve: Katy explained that the awards eve wasnt cancelled, although never took place because less than half of all sites submitted entries this made the event Financially unfeasible, but if interest could be restored then the event could be reinstated in a differant (cheaper) format.
Ron Melluish : Explained to committee that just because things arent going well we cant just give them up. This point was widely Agreed with. He Explained that the decline of those attending the awards eve was not simple apathy, but stemmed from historic changes made to the structure of the event which have alienated some sites and made them not want to bother with it / not see the benefits.
we need to bring back an event that unites sites in compettition, and is a focal point of the allotment year.
it was agreed that the thing which is important to most sites/plotholder about the awards eve is winning either best plot on their own site /best over all plot in the borough / best site in the borough (and a cup) not the vouchers / buffet / wine / speeches.
The cost of all these is unnecess ary. it was also thought that changing the day to a saturday afternoon, at a possibly cheaper venue may be a good idea, also plotholders who stuggle to attend because of mobility/childcare issues should be assisted.
Also, it was suggested that sites could include a small extra charge when they ask for rents that could be forwarded to the allotment committee and go towards the cost of the event. Katy said lewisham would then be happy to consider assisting in the remaining cost where funds were avaliable. sites were also reminded that, subject to proir agreement made at respective self managed commitee AGM'S Additional annual charges above the set council rental rate could be made, as long as there is a justifable need with evidence to do so - for example incresed water charges.
Feedback on these Suggestions are needed from Sites - Please Contact Denny with any thoughts.
The Committee will need to discuss this further - and meet with katy later in the year to ensure something is put in to place for next year.
Sites Visits ; The committee will be scheduling visits to all self managed sites during the coming year.
The idea will be to ensure that good practice is happening across the sites and that sites who are struggling with some point of good practice receive the help and advice they need sites will also be encouraged to participlate in the awards event.
Also communitcation between the committee and all sites need to be re-established and strenthend so that we can all move forward as a community - and delevop beyond just functioning as individual sites but be able to assist each other in a varity of ways.
Election Of Officers: Guy was unable to attend this Agm, And did not express a desire to be re-elected. His Contribution to the committee over the years was much Appreciated.
John Denton = Agreed to stand as Chair
Paulette Walker = Treasurer
Denny Senner = Secretary
A.O.B :
Tree Cutting : Trees issues should be reported to the tree department via katy who will refer it on to the relevant officers. inspections will then be within 28 days, Then a priority will be set as to when and if the work will be done. It may be quite a wait if there is no immediate risk.
MEETING CLOSED AT 9.15PM
NEXT MEETING WILL BE SCHEDULED FOR A SATURDAY AFTERNOON - IF COMMITTEES FEEL THIS WOULD BE BETTER FOR MORE PEOPLE
PLEASE GIVE FEEDBACK ABOUT THIS TO DENNY ASAP
