Present: Keith & Jane Parker, Alan Smith, Pat Marriott, Flis Cotton, Andrew Bibbings, Liz Barnes, Gary Buckingham, Phil Moore, Joe Wallis, Christine Guiver, Kay Mason, Mr & Mrs Budd.

The Chairman welcomed everyone to the meeting.

1.    Apologies: Jackie Green, Pat Messenger.

2.    Minutes of the previous meeting were read and approved.

3.    Matters arising from the minutes:

• Chairman will contact LP plotholder for confirmation that the recent incident at the site has been dealt with.

4.    Correspondence:

• Sec has received requests to join the waiting list and has replied to them all.
• Plotholder on 18a LP has asked about planting fruit trees on his plot, instead of growing crops as they have not been too successful this year. Sec has sent a full copy of the TA and advised that 2/3 of plot must be cultivated and less than 25% put to flowers. Committee agreed that this year had not been a successful growing year for most of them, largely due to the weather.
• Plotholder on 14a DR has reported that the strimmer broke while it was being used. Chairman was aware of this and asked that if anyone was not sure how it should be used, to please ask before borrowing it. He will attempt to put it back together.
• Sec had received an email re tipping in the hedgerows at the LP site. The site reps were aware of the items in question and said the window frames could be used as cold frames and the plastic chair was for people to put produce on – to share with other plotholders, if it was surplus to requirements The site reps agreed to look at it and remove it if it was causing a nuisance.

5.    Chairman’s Report:

• 22 Derrell Road has requested that the large hedge bordering the 2 separate plots, be cut back. He has also requested that water be supplied to those 2 plots. This was discussed at length and it was agreed that for a water supply to be put in the separate side of the site, the road would have to be dug up and pipes laid, involving significant expense and disruption to the Society. The two plots on that side were let on the basis that there was no water supply to them and so this is not going to change. If the plotholder concerned would like access to water, he can either trail a hose across the road to the main site at the times he is at the site, or ask to move to another plot on the main site when one becomes available.
• The Chairman reported that the large metal gate to plots 21 and 22 DR has rusted and will need to be repaired or replaced. Welding will be required to make it secure. If anyone has access to a 7/8ft tall metal gate in reasonable condition that the Society could use, please advise.
• The trees on plot 19 are overhanging to the church and a plotholder has said these may need cutting back. Chairman has spoken to a member of the Church, and they have confirmed that the trees do not bother them and in any event, they are the responsibility of the Council.
• The plotholders from LP attended the meeting in response to the Sec’s letter last month about a bonfire at the site, purported to be on their plot, that had apparently caused a nuisance to a homeowner in Langdon Road. The homeowner had since met with a committee member at the site and had agreed that the smoke had come from the woods rather than the site. Again, this was discussed at length and as well as strenuously denying that they were at the site on the day in question, the plotholders provided photographic evidence that the small bonfires were amongst the trees/copse at the bottom of the plots and were nothing to do with any of the plots on the LP site.  It was agreed that a letter would be drafted to the householder to advise him that the fires had possibly been started by rough sleepers and that they were nothing to do with PHGAS. The chairman agreed that he would possibly contact Torbay Council after further investigation.

6.    Vice Chairman’s Report:

• The green manure had been delivered and is now available for sale. VC reported that he had been charged for delivery and so this would be queried.
• Broad beans will be delivered to the site within the next 7 days and there will not be any PHGAS winter onions this year.
• If orders are required – please could plotholders let us have these before Christmas.

7.    Treasurer’s Report:

• Monies in bank:
  • Current account - £165.38
  • Deposit account - £4,274.11
• Cheques
  • Mole Valley Farmers - 100331 - Sawdust - £21.12
  • SW Water - 100333 - LP Water - £189.83
  • Sainsburys - 100334 - Toilet Rolls - £6.00
  • Morrisons - 100335 - BBQ - £127.65
  • Poundland/Iceland - 100336 - BBQ - £227.20
  • SW Water - 100337 - LP Water - £210.69
  • DGM - 100338 - Strimmer parts - £15.82
    
• The Treasurer reported that she thought the BBQ was very successful this year and there was a good turnout. She called for a vote of thanks to Derek and Jenny as they had supplied a lot of food and this was agreed.

8.    Sites:

• Derrell Road
  • 3b – overgrown – sec to send letter and ask intentions
    
  • 10 – this had become extremely overgrown again and sec was asked to send a letter (text received on 6.9.18 to confirm he is giving plot up)
    
  • 13a – ask intentions as overgrown
    
  • 17a – disabled plot – send termination notice as plot not worked.
    
  • 19 – this is now vacant and the sheds will start to be dismantled next week. Chairman reported that other plotholders are leaving their rubbish on this plot, which is very unfortunate. A man with a van may be required if the wood cannot be burned.
    
  • The large tree on the site is being felled gradually as it is over 30 ft tall and is not a fruit tree. It is draining the land of goodness and so there is no requirement for it to remain.
    
• Oakleigh
  • 35a/b – plots not been worked – and no reply to previous letters. Send termination notice
    
• Lower Penns
  • 1a – has now been tidied
  • 7 - will be planting fruit trees on the top half of the plot
  • 19a, 20a and 21a – letters as no cultivation.
  • A plotholder mentioned that people on ‘a’ plots are digging into the path to gain extra ground in their plots. This is making it increasingly difficult to get cars safely up the path. Please can this stop?
• The hedge inside the gate at Oakleigh needs cutting back – please could we have volunteers to attend the site on Sunday 16 September in the morning to help clear this?
  
• The Lower Penns hedge will also need to be cut back later on when It has died down a little.
  

9.    AOB:

• Next month will be the AGM and the committee were reminded that the Chairman and the Treasurer had given notice of resignation last year.
• If anyone would like to nominate themselves for these posts, please either see a site rep or contact us.
• Checks or references may be required for the post of Treasurer due to the sensitive nature of the position.
• Nominations will be accepted on the night of the AGM, but notices of motion or matters for the Agenda must be received by the secretary at least 7 days in advance of the meeting. Please contact the secretary as above.
• Committee was given notice of Pat Messenger’s resignation from the Committee.

10.    Date of next committee meeting:

• AGM to be held on Monday 1st October 2018 at 7.30pm at the RAOB Club. All welcome.

Meeting closed at 8:45pm.

Present: Alan Smith, Pat Marriott, Flis Cotton, Andrew Bibbings, Liz Barnes, Gary Buckingham, Phil Moore, Jackie Green, Joe Wallis.

The Vice Chairman welcomed everyone to the meeting.

1.    Apologies: Keith & Jane Parker, Christine Guiver.

2.    Minutes of the previous meeting were read and approved.

3.    Matters arising from the minutes:

• GDPR – several more plotholders had replied, although there were still in excess of around 10 from each site (possibly due to them not having email). Sec provided site reps with list of those who had not responded.
• Racist comments complaint at lower penns – Sec had emailed complainant to say that plotholder concerned was happy to apologise if he had caused offence. Being dealt with by the Chairman who was not present at the meeting.

4.    Correspondence:

• Sec has received an email from a member of the public offering potted trees and a greenhouse. All emails had been passed on to the person concerned for him to deal with. We can presume that the greenhouse and trees have all been taken now as sec has not heard from him again.

 
5.    Chairman’s Report:

• None as not present.

6.    Vice Chairman’s Report:

• There are still seeds for sale on the Oakleigh site – please contact Alan Smith or contact us.
• Green manure also available.
• A reminder that the barbecue is on 18th August at around 11.30 on the Oakleigh site.

7.    Treasurer’s Report:

• Treasurer not present.

8.    Sites:

• Derrell Road
  
  • 19 - letter 3 - terminate.
• Oakleigh
  
  • 35a/b - plots not been worked - letter 2.
  • 41 - letter as no cultivation.
• Lower Penns
  • 1a - letter as no cultivation.
  • 21a - letter 1.
  • 19a and 20a - no cultivation - letters.

9.    AOB:

• There are gaps in the wall on LP by the gate. Repairs may be required but it would be a specialist job. Please take great care if driving a vehicle on to the site through the gate. Situation to be monitored.
• The vice-president Joe Wallis had visited all three sites and judged the plots on their condition. He has adjudicated as follows: 
  • Derrell Road:
    
    • 1st place: Plot 1 - "this tenant has worked miracles since taking over the plot. What a pleasure to see someone who is enthusiastic to gardening".
    • 2nd place: Plot 18
    • 3rd place: Plot 5b
  • Oakleigh:
    • 1st place: Plot 3a
      
    • 2nd place: Plot 26
    • 3rd place: Plot 30a
  • Lower Penns:
    • 1st place: Plot 16a
    • 2nd place: Plot 9
    • 3rd place: Plot 10a
  • The vice president concluded: "There were quite a number of plots that could have gained these positions, but gained ‘highly commended’, too many to number. My overall observation of all three sites is quite a number of tenants have improved since last year, but there are still quite a number of plots that need strimming and a good tidying up. I will leave this to the site reps to disclose who they are".

10.    Date of next committee meeting:

• To be held on Monday 3rd September 2018 at 7.30pm at the RAOB Club.

Meeting closed at 7.55pm.

Present: Keith & Jane Parker, Alan Smith, Pat Marriott, Flis Cotton, Andrew Bibbings, Liz Barnes, Gary Buckingham, Christine Guiver, Phil Moore.

The Chairman welcomed everyone to the meeting.

1.    Apologies: Kay Mason, Pat Messenger, Joe Wallis, Jackie Green,

2.    Minutes of the previous meeting were read and approved.

3.    Matters arising from the minutes:

• Fence / trees around 21 DR – this has been inspected and deemed to be safe.
• GDPR – loads of plotholders had not replied. Minutes will now only be sent to those who have replied. It has been confirmed that it is a requirement of NAS insurance cover for the insurers to be provided with members names addresses etc or they will not be covered by site insurance. Sec is to provide site reps with a list of those plotholders who have not replied, for them to be chased. In view of the insurance position, consideration may be given not to let plots to those who decline to be contacted as they will be uninsured when on the site.
• Pest control course – this is being investigated. Gary may be able to do an online course. To be confirmed.

4.    Correspondence:

• There has been a complaint from an Oakleigh plotholder about a healthy fruit tree being uprooted and disposed of on plot 41. This was discussed and it was decided that although it was a great shame, particularly as there is not much cultivation going on, no action is to be taken.
• Sec has received an Email from PC Steve Rae re: a complaint made by a former plotholder as to missing equipment left at the Lower Penns site. The plotholder left over 2 years ago and so there was not likely to be any equipment left after that time, despite that the plotholder said he left in march this year. After initial confusion over which plot we were discussing, PC Rae confirmed it was not a police matter and they could not afford the resources to send an officer to investigate. He suggested that it was between the plotholder and the council/society. Sec has written to ex-plotholder to clarify the position.
• Sec has received an email from a plotholder on LP about racist comments made to him while he was on the Lower Penns site. This was discussed at length as it is a serious allegation. The chairman agreed to speak to the plotholder who has reported the allegation and then invite the plotholder concerned to attend an interview with other committee members to discuss what action to take and whether or not the plotholder is to remain in the Society. Sec has agreed to draft a letter to the plotholder concerned and invite him to meet with the chairman.
• Sec has received an email from the disabled plotholder on DR to confirm that he has not been at the site as he has been in hospital. He was hoping to start work on the plot on Monday 2 July. This was noted, but as no work had yet been done, the beds were in a poor condition and so the committee were not hopeful that any work would be done. The position was to be monitored.
• A plotholder on Oakleigh has suggested that a deposit is taken from new plotholders at the start of the tenancy, by way of a deposit to cover if rubbish or debris is left when the plot is vacated. The deposit would then be refunded if the plot is vacated and left tidy. This was thought to be a good idea and would need to be addressed at the next AGM.
• A resident of Batson Gardens has complained that overgrowth from the bottom of a plot on Oakleigh was so bad that it was blocking the path at the end of her garden and access to her home. The plotholder concerned was alerted and this has now been cleared and the homeowner is more than happy. Please could all plotholders on Oakleigh with plots on the left side of the path, be vigilant as to the overgrowth at the bottom of their plot.
• A complaint was received from a plotholder on oakleigh that their plot neighbour has removed their border plants while clearing their plot. This has been resolved, but please can plotholders be careful when clearing borders, not to remove neighbouring plants.

5.    Chairman’s Report:

• Chairman has contacted Mole Valley Farmers for sawdust for the site toilets. A 15kg bale will cost £5.28 per bale

6.    Vice Chairman’s Report:

• We have found a supplier of compost and the prices are very reasonable. The committee agreed that depending upon demand, some would be ordered.
• Chicken pellets, top dressing, netting and 8ft canes will all be ordered and kept in the society shed. Please ask if you would like to buy some.

7.    Treasurer’s Report:

• Monies in bank:
  • Current - £199.01
  • Deposit - £4,773.71
  • Rents received: £3,958.00
• Outlay:
  • Alan Smith - cash - keys - £26.50
  • DGM - cash - parts - £3.00
  • Alan Smith - 100327 - fuel and toilet rolls - £7.50
  • SW Water - 100328 - water LP - £114.91
  • K G Loach - 100329 - chicken pellets - £471.60
  • Tarpaflex - 100330 - netting - £95.77

8.    Sites:

• Derrell Road
  • 10 – not being worked – no planting – letter 1
  • 17a – monitor position
  • 19 – no reply to letter re collecting possessions – sec to send letter 2
• Oakleigh
  • 35a/b – overgrown – letter 1
  • 41 – must be cleared and cultivated
• Lower Penns
  • Parking in front of the gate was discussed.  Site rep was happy to put up a sign to say this is allowed

9.    AOB:

• None.

10.    Date of next committee meeting:

• To be held on Monday 6 August 2018 at 7.30pm at the RAOB Club.

Meeting closed at 8.30pm.

Yes, this impacts us as well!

We, as a society, store your information that you supplied when you became a member.
Under the new GDPR rules, we need your permission to continue to contact you with things such as the monthly minutes, announcements regarding the society, etc.
We also need your permission to be able to give your details to the National Allotment Society for their Liability Insurance scheme for plot holders. Any one who does not opt in, will not be covered by their allotment insurance scheme.
For further information, see our Privacy Notice.

Please can everyone, if you have not done so already, contact us to give us your permission to do the above.
You can either use the Contact Us page on our site, reply to the email that Flis sent out on 30th May 2018, or download this form, fill it in and drop it in to any committee member or site rep.

Present: Keith & Jane Parker, Flis Cotton, Joe Wallis, Andrew Bibbings, Jackie Green, Liz Barnes, Gary Buckingham

The Chairman welcomed everyone to the meeting.

1.    Apologies: Kay Mason, Alan Smith, Pat Marriott, Pat Messenger, Christine Guiver, Phil Moore.

2.    Minutes of the previous meeting were read and approved.

3.    Matters arising from the minutes:

• Man with van attended DR site last Thursday and took away all the rubbish. Chairman reported that it seemed quite expensive, but was still cheaper than a skip. Another load will need to be taken from the Oakleigh site before the next meeting and the committee approved the outlay. Please can everyone be vigilant as to items not relating to allotments, being brought on to the site as it is the Society that ultimately ends up having to get rid of them when plotholders move on.
• DR - Society mower – the old mower is still working so no action had been taken on getting a new one. Also, we have recently bought a load of chicken pellets, so were holding back on additional expenses.
• Date for BBQ – it was agreed that this year’s summer BBQ would be held on SATURDAY 18TH AUGUST from around 11.30am on the Oakleigh site. ALL WELCOME.

4.    Correspondence:

• A Plotholder has suggested Trago Mills or Mole Valley Farmers for sawdust – Chairman is to investigate.
• 21 DR – plotholder has mentioned that he thinks the fence to the road and the trees and hedge are dangerous. Chairman has looked and whilst he does not think they are dangerous, we will possibly ask the Council to look at them as trees are not our responsibility.
• Sec had received an email from a plotholder on DR that he wanted to make a complaint about a committee member. As yet, no complaint has been received.

5.    Chairman’s Report:

• GDPR:
  • This was discussed at length. Some plotholders had replied by email with their consent, but most had ignored the request for consent. In accordance with the legal requirements, Sec has now removed them from the contacts list and so many plotholders will no longer receive the monthly minutes.
    
  • It was discussed that if plotholders do not give consent to the Society using their contact details, then we cannot provide these to the NAS insurers when the insurance is due for renewal.
  • Sec is to query whether, as this is a requirement of the insurance cover, those plotholders whose names are not provided, will be insured.
    
  • PLEASE CAN EVERYONE EITHER REPLY TO THE EMAIL THAT WAS SENT TO THEM ON MAY 30th or contact us to indicate they agree to their name, address, telephone number and email address being stored by us and used for insurance purposes.
  • Sec agreed to make notices for all sites to alert plotholders to the importance of taking action.
• A delivery of chicken pellets had been received and the chairman thanked Barry and Gary on the DR site for their help in unloading this. It has all now been stored in the DR shed – please see a site rep if you would like some.

6.    Vice Chairman’s Report:

• None – not present.

7.    Treasurer’s Report:

• Monies in bank:
  • Current £571.29
  • Deposit £4,923.47
  • Rents received: £3,878
• Outlay:
  • Chairman - primer bulb for strimmer - £2.98
  • Autoculture - 100322 - strimmer line - £24.95
  • SW Water - 100323 Water - LP site - £14.09
  • Netting - 100324 - Netting - £26.38
  • T Brobyn - 100325 - Refund site key money - £5.00
  • V Edwards - 100326 - rubbish collection - £280.00

8.    Sites:
Derrell Road

• 13a - clearing is underway.
• 17a - disabled plot - plotholder may struggle to maintain. No work has been done yet. Refund to be offered.
• 19 - very overgrown - no work since 2017. Sec to send letter 1 and inform belongings will be cleared by 3rd letter as no progress being made.

Oakleigh

• 41a - used for storage. Plotholders not replied - committee to monitor and speak to plotholder.
• 3a - Council have inspected the trees and confirmed that they do not pose any danger to the public.
• 29a - plotholder has agreed to be site FIRST AIDER and will leave his phone number when not on site as he lives close by.

Lower Penns

• 7b - clearance has started since last month.
• 19b + 24a - site rep will strim so they can be relet.
• 20a - has been strimmed and is now covered in plastic. No plating done - site reps to monitor.

9.    AOB:

• New legislation has been brought in relating to the use of poisons. It was discussed that it would be of benefit to the Society if we were to send Gary B on Oakleigh on a course on pest control and the use of toxic substances. This would then allow him to use industrial pesticides when dealing with an infestation of rats and could be called upon across all 3 sites. We would try and look for local courses as the only ones found so far are in the north of England.
• A plotholder who was vacating his plot on DR in the last month has tried to sell the shed on the plot and Joe Wallis asked for clarification on what was Society property as the shed had been on the plot when this plotholder had taken over. It was agreed that if a new plotholder took over a plot with equipment (shed/greenhouse etc) already on it, then these are the property of the Society and were to be left in situ when the plot is vacated.If a new plotholder brings their own equipment on to the site – then prior to leaving the Society, they must make their own arrangements to either sell it or remove it, otherwise it will be deemed to be donated to the Society.

10.    Date of next committee meeting:

• To be held on Monday 2 July 2018 at 7.30pm at the RAOB Club.

Meeting closed at 8.35pm.