AGM 2025 Lewisham Self Managed Allotments AssociationAnnual General Meeting 2025 Friday 31 January 7pmRoom 3 Civic Suite Catford SE6 4RUMinutes of meeting Attendees
Lewisham Self Managed Allotments Association
Annual General Meeting 2025
Friday 31 January 7pm
Room 3 Civic Suite Catford SE6 4RU
Minutes of meeting
Attendees
John Denton (LSMAA Chair) | Chinbrook Meadows |
Katherine Blair (LSMAA Secretary) | Trewsbury Road |
Peter Maynard (PM) | London Borough of Lewisham |
Emilia Lorusso | Barmeston Road |
Ian Stell | Barmeston Road |
Jeff Lilly | Firhill Road South |
Rita Hooks | Hazelbank Road |
Stephanie Brooks | Hurstbourne Road |
Denny Senner | Knapmill Way |
Dean Hughes | Knapmill Way |
Judit Pap | Lee and District Land Club |
Allison Streetly (AS) | Lee and District Land Club |
Angela Eneri | Lee and District Land Club |
Hilary Moore | Lewisham Councillor for LDLC |
Alan Marsh | Meadow Close |
Patricia Gelthooft | Meadow Close |
Andrew McKeown | Meadow Close |
Andrew Bartlett | Priestfield Road |
Helena Russell | Royal Naval Place and Stanley Street |
Dusty Rhodes | Slaithwaite Road |
Ainsley Wickens | Slaithwaite Road |
Dorian Watkins | Taylors Lane |
1. Apologies for absence
Gloria Matthews | Firhill Road South |
All | Longton Nursery |
Elle | Meadow Close |
Steve Belk LSMAA Treasurer | Trewsbury Road |
2. Minutes of previous AGM held on 26 February 2024
Minutes of previous meeting agreed as true record
3. Any matter arising not covered elsewhere on the agenda
LBL food officer role – PM to cover in item 10
4. Chair’s report – John Denton
John noted the success of the competition and awards event and the plan to hold it again in 2025
5. Treasurer’s report – John Denton on behalf of Steve Belk
Lewisham Self Managed Allotments Association
Income and Expenditure for the year ended 31st December 2024
Income
Subscriptions £37.25
£37.25 Total income
Expenditure
S Hassan Video/editing £300.00
Awards venue costs £340.00
Awards overheads £48.30
£688.30 Total expenditure
Excess of Income over Expenditure -£651.05
Balance c/f from 2023 £1672.26
Bank balance at 31/12/24 £1021.21
A levy of £1 per plot holder was agreed for 2025
6. Election of officers
Chair: John Denton re-elected as chair
Secretary: Katherine Blair re-elected as Secretary
Treasurer: Steve Belk re-elected as Treasurer
7. Competition and awards – Katherine Blair
The winners of the 2024 competition were:
· Best plot in Lewisham - Mike Williams at Royal Naval Place 1
· Best new plot holders in Lewisham - Adila Rose and Phil Sanders at Meadow Close
· Best Site in Lewisham - Meadow Close
· Best Photo - Nigel Lloyd at Longton Nursery
Feedback on the awards venue was generally good with the following additional comments:
· There was a limited range of drinks available at the bar. If we use the venue again, we will raise this with the venue.
· Some thought the finalists’ film was too long so we will make it shorter next time.
· The printing of the ballot papers was quite light-coloured making it difficult to read in the low light of the cinema. In addition, the order of the finalists on the ballot did not match the order the films were shown. These items will be corrected for future events.
· The timetable for the evening was not clear so some attendees weren’t sure whether to eat before or after the film. Also, there was a suggestion to include some kind of organised activity while the votes were being counted. In future we will publish a schedule and think about an activity while the votes are being counted.
· A request was made for us to hold more events throughout the year. The committee will take this forward and we welcome any suggestions for events or activities.
8. Site Issues – Katherine Blair
a. Statutory status and legal status of sites as limited companies
LBL have been approached about the possibility of converting sites from temporary to statutory status to provide increased protection from future sell off. This was their response:
In the Council’s new Local Plan, to be adopted next year [2025], the borough’s allotments have been designated as Strategic Open Space with a number also sharing the Metropolitan Open Land designation. This means that development will be strongly resisted. Therefore officers are of the view that the Local Plan provides a robust level of protection for the Council's allotments and that no further protections are needed at this time. That said we would be happy to review this in future should there be a change in the demand for land or an increase in general risk to allotments.
The Council’s Local Plan emphasises the importance of community food growing. Community group plots in allotments are key to providing greater food-growing opportunities for residents, and these will be encouraged through the creation of a Community Food Growing Officer post on a fixed term contract to support the Council’s Allotments Service. This funding follows on from significant investment in recent years for improvements to allotments in Lewisham through the Mayor’s Greening Fund and internal budget.
Several sites noted their concerns that while this is welcome, they do not feel it provides adequate protection. LBL would prefer all sites to undertake this together rather than individually. Therefore, LSMAA will take this forward on behalf of all sites. We will make representation back to LBL on your behalf approaching the relevant cabinet members James-J Walsh (Cabinet Member for Inclusive Regeneration and Planning) and Louise Krupski (Deputy Mayor and Environment, Transport and Climate Action).
b. Site documentation and invoicing
PM has still not received site documentation from all sites for 24/25. Without this he is unable to issue invoices for 24/25 though they have been prepared for issue.
On 7 February 2025 PM will issue the rent letter with the rate per rod for 25/26 and a template for declaration form for sites to complete and return to PM. Please fill in and return the form promptly so invoices can be issued.
[Post meeting note: the rent letter needed to be approved by the Mayor and cabinet so was delayed and sent out on 14 February]
c. Site insurance
Several sites have noted increases in insurance premiums and administration costs. Most sites have policies with Ecclesiastical through Marsh commercial. Sites are advised to review their level of cover and shop around for other providers. Sites can add an extra cost to their annual rent if the cost of insurance is prohibitively high.
Chris Knott insurance were suggested as a competitive alternative.
As noted in the meeting papers in the appendix, sites can get insurance through the RHS if they are an affiliated society. This affiliated membership offers others benefits as follows
d. Progress on production of standard LBL site constitution
No update to report. Sites can use the NAS model site constitution which can be downloaded from their website https://thenas.org.uk/legal
e. Charges for sites with water supply
Sites without a water supply pay £51-10 for each 5 rods, sites with a water supply pay £65.85. Higher rent charges reflect the provision of extra services on sites such as water, toilets etc. AS from LDLC will contact PM separately about how this should be presented.
Everflow are an alternative water supplier who may offer lower rates than Castle Water or Thames Water
f. Advice sought on contractor works on neighbouring property (Ian Stell, Barmeston Road)
PM will put Barmeston Road in touch with council officers who can take this up with the contractors on the site’s behalf
g. Communication between sites and resource sharing (Alan Marsh)
Googling gives two websites when Lewisham Self-Managed Allotments society is searched
https://lewishamallotments.wixsite.com/association this one is correct and we have access to edit it. Volunteers are sought to administer the site
https://lewishamallotment.wixsite.com/forum - this one is wrong but we are unable to delete it. If anyone knows how to get rid of it please let us know.
It was agreed that a WhatsApp group would be a useful resource for LSMAA sites. One representative for each site was suggested to reduce online overload, though if you wish to add more members you can do so at your site’s discretion. Please let me know who you would like to be added to the group.
[Post meeting note: LDLC have introduced me to WhatsApp communities which I think will work better than a chat group. I will look into this a bit more and send out a separate email about it]
9. Waiting list and allocation of names – Peter Maynard and Katherine Blair
There are currently (30 January 2025) 15 vacancies waiting for Peter to provide names. There are 12 where contact has been made and PM is awaiting a response. 79 names have been issued since we started using a spreadsheet tracker and holding 4-weekly meetings between LSMAA and PM.
Please can sites update the portal with the outcome when names are provided; plot taken or plot refused. The full process for dealing with vacancies and name allocation is in the meeting papers in the appendix.
Results from the January 2025 wave of the names and vacancies survey are provided in the appendix. Satisfaction is improving but there is still a way to go. JD and KB will continue to meet with PM every four weeks to track progress.
10.Lewisham’s Perspective – Peter Maynard
The Food Growing Officer role recruitment is progressing and hopefully someone will be in post in April 2025. The officer will provide support to PM in managing vacancies and raising the profile and provision of community food growing opportunities.
Some composting toilets have been installed on sites using LBL funding. No decision has yet been made on NCIL funding for 2025
11.Propositions and proposed amendments to the LSMAA Constitution
None raised
12.Any other competent business
Hazelbank Road asked what happens if a committee cannot be formed and can plot holders hold other responsibilities such as through sub-committees.
If a committee cannot be formed, then the site becomes unconstitutional and would revert to council control.
On smaller sites more than one officer role may be held by the same person.
Sub committees are suggested to spread the load from the main committee for specific areas of interest or expertise, for example, wildlife, site maintenance, machinery etc
13.Date of next meeting
The next meeting will be January / February 2026. It won’t be on a Friday nor close to the tax return deadline
Appendix
Lewisham Self Managed Allotments Association
Annual General Meeting 2025
Friday 31 January 7pm
Room 3 Civic Suite Catford SE6 4RU
Papers
Item 2 – Minutes of previous meeting, 26 February 2024
See separate attachment
Item 7 – Competition and Awards
The winners for 2024 are :
· Best plot in Lewisham - Mike Williams at Royal Naval Place 1
· Best new plot holders in Lewisham - Adila Rose and Phil Sanders at Meadow Close
· Best Site in Lewisham - Meadow Close
· Best Photo - Nigel Lloyd at Longton Nursery
Item 8a – Statutory status of sites
Section 8 of the Allotments Act of 1925 gives protection to land acquired specifically for use as allotments, so-called statutory allotment sites, by the requirement for consent of the secretary of state in the event of sale or disposal. However, land which was originally acquired for other purposes and which has been used for allotments in the interim (temporary allotments) is not protected in this way.
Some temporary sites have been used as allotments for many years and the Future for Allotments inquiry report recommended that land which has been in continuous use as allotments for over 30 years should be designated as ‘statutory’ if possible. Although the law has not been changed there is no legal obstacle to the voluntary redesignation of temporary allotment sites as statutory
Name of Site | Status |
Ballamore Road | Non-statutory /Temporary |
Barmeston Road | Statutory |
Blackhorse Road | Non-statutory /Temporary |
Broadmead | Non-statutory /Temporary |
Castillon Road | Non-statutory /Temporary |
Chinbrook Meadows | Statutory |
Clarendon Rise | Statutory |
Exford Road | Statutory |
Firhill Road South | Non-statutory /Temporary |
Hazelbank Road | Non-statutory /Temporary |
Hurstbourne Road | Non-statutory /Temporary |
Jim Hurren | Non-statutory /Temporary |
Kendale Road | Non-statutory /Temporary |
Knapmill Way | Non-statutory /Temporary |
Lee & District Land Club | Statutory |
Longton Nursery | Statutory |
Meadow Close | Statutory |
Priestfield Road | Statutory |
Romborough Gardens | Non-statutory /Temporary |
Royal Naval Pl. Stage I | Non-statutory /Temporary |
Royal Naval Pl. Stage II | Non-statutory /Temporary |
Sedgehill Road | Non-statutory /Temporary |
Slaithwaite Road | Non-statutory /Temporary |
St Mildreds Road | Non-statutory /Temporary |
Stanley Street | Non-statutory /Temporary |
Taylors Lane | Non-statutory /Temporary |
Trewsbury Road | Non-statutory /Temporary |
Lewisham response to concerns about protection of sites from development
In the Council’s new Local Plan, to be adopted next year [2025], the borough’s allotments have been designated as Strategic Open Space with a number also sharing the Metropolitan Open Land designation. This means that development will be strongly resisted. Therefore officers are of the view that the Local Plan provides a robust level of protection for the Council's allotments and that no further protections are needed at this time. That said we would be happy to review this in future should there be a change in the demand for land or an increase in general risk to allotments.
The Council’s Local Plan emphasises the importance of community food growing. Community group plots in allotments are key to providing greater food-growing opportunities for residents, and these will be encouraged through the creation of a Community Food Growing Officer post on a fixed term contract to support the Council’s Allotments Service. This funding follows on from significant investment in recent years for improvements to allotments in Lewisham through the Mayor’s Greening Fund and internal budget.
Relevant resolutions from Lewisham Council motion, Declaring Lewisham as a Right to Food Borough with Good Food Neighbourhoods & Wider Participation
22 January 2025
- To seek out and establish Good Food Neighbourhoods where a place-based, hyper-local systems approach activates community food growing and allotments and uses food as the lens through which we tackle some of the most pressing issues including obesity, diet-related ill health, climate change, food inequalities, loneliness and isolation, leading to improved mental health, effective social prescribing and increased opportunities for volunteering, employment and community cohesion.
- To build on work already done and develop a strategic plan for the Council’s public sector and wider partners to encourage, support and enable people to eat healthily and increase physical activity.
- To Utilise the Planning Department's ability to work proactively with developers to bring forward food growing and Sustainable Food statements of intent in new housing and non-residential developments, highlighting the needs and desires for this in Lewisham.
Item 8b – Site documentation and invoicing
Invoices for 24/25 are ready to upload to finance but there are still several sites who have not supplied the information required to complete the invoicing
PM will issue the rent letter for 25/26 by 7 February 2025. This will say what the cost per rod is for sites.
He will also request sites to complete the required site documentation to create invoices.
Sites should return this information to PM by 28 February 2025 so invoices can be issued around the start of the financial year
Item 8c – Site Insurance
Insurance is offered by the RHS for affiliated societies
Any gardening club, allotment association, flower arranging society, friends of a garden or community gardening group can become an RHS Affiliated Society. Groups can access a range of RHS benefits to inspire their members and build connections with other societies to share gardening knowledge.
More information here
Free allotmenteer's liability insurance - protecting individual and association plot holders with up to £5 million cover in the case of being accused of accidental injury or property damage.
See also separate NAS leaflet
Item 9 – Waiting list and allocation of names
Results of name allocation survey
Wave 1 | 26 May - 31 July 2023 |
Wave 2 | 9-18 February 2024 |
Wave 3 | 30 August - 22 September 2024 |
Wave 4 (pulse) | 24-29 January 2025 |
Outputs of LBL names tracking spreadsheet at 29 January 2025
Status | Site vacancies | Per cent of total |
Names issued to sites | 79 | 75% |
Contact made - pending | 12 | 11% |
Outstanding – contact still to be made | 15 | 14% |
Grand Total | 106 | 100% |
Names issued to sites |
| |
Site | Number of names issued | |
Barmeston Road | 3 | |
Castillon Road | 18 | |
Chinbrook Meadows | 2 | |
Exford Road | 11 | |
Firhill Road South | 2 | |
Hazelbank Road | 7 | |
Hurstbourne Road | 3 | |
Knapmill Way | 3 | |
Lee & District Land Club | 3 | |
Longton Nursery | 4 | |
Meadow Close | 6 | |
Priestfield Road | 2 | |
Romborough Gardens | 1 | |
Royal Naval Pl. Stage II | 1 | |
Slaithwaite Road | 2 | |
St Mildreds Road | 2 | |
Stanley Street | 1 | |
Taylors Lane | 4 | |
Trewsbury Road | 4 | |
Total | 79 | |
Contact made - pending |
|
Site name and number | Days since notifying |
Castillon Road, Plot number: 14, 5 rods | 331 |
Castillon Road, Plot number: 59, 5 rods | 331 |
Chinbrook Meadows, Plot number: 2, 2.5 rods | 112 |
Hazelbank Road, Plot number: 44b, 2.5 rods | 260 |
Hazelbank Road, Plot number: 6a, 2.5 rods | 260 |
Lee & District Land Club, Plot number: 29a, 5 rods | 111 |
Royal Naval Pl. Stage II, Plot number: 21, 3.5 rods | 22 |
Slaithwaite Road, Plot number: 9a, 2.5 rods | 73 |
Trewsbury Road, Plot number: 27a, 2.5 rods | 125 |
Trewsbury Road, Plot number: 4a, 2.5 rods | 125 |
Trewsbury Road, Plot number: 51, 5 rods | 125 |
Trewsbury Road, Plot number: 59, 5 rods | 125 |
Average | 167 |
Outstanding notification |
|
Site name and number | Days since notifying |
Castillon Road, Plot number: 26, 5 rods | 287 |
Castillon Road, Plot number: 5, 5 rods | 132 |
Castillon Road, Plot number: 60, 5 rods | 132 |
Castillon Road, Plot number: 62, 5 rods | 294 |
Castillon Road, Plot number: 78, 5 rods | 294 |
Lee & District Land Club, Plot number: 30a, 5 rods | 111 |
Lee & District Land Club, Plot number: 30b, 5 rods | 111 |
Lee & District Land Club, Plot number: 31a, 5 rods | 111 |
Lee & District Land Club, Plot number: 31b, 5 rods | 111 |
Lee & District Land Club, Plot number: 32a, 5 rods | 111 |
Lee & District Land Club, Plot number: 32b, 5 rods | 111 |
Lee & District Land Club, Plot number: 33a, 5 rods | 111 |
Lee & District Land Club, Plot number: 33b, 5 rods | 111 |
Lee & District Land Club, Plot number: 8a, 5 rods | 65 |
Lee & District Land Club, Plot number: 8b, 5 rods | 65 |
Average | 144 |
Item 11 - Propositions and proposed amendments to the LSMAA Constitution
See separate attachment of LSMAA constitution
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