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.

Present: Keith & Jane Parker, Alan Smith, Flis Cotton, Joe Wallis, Andrew Bibbings, Pat Marriott, Jackie Green, Liz Barnes, Philip Moore, Christine Guiver, Gary Buckingham.

The Chairman welcomed everyone to the meeting.

1.    Apologies: Pat Messenger, Kay Mason.

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

3.    Matters arising from the minutes:

• Seed shop sales are down on last year. This was discussed and it was decided that it may be due to a combination of factors – the poor weather at the start of the season and the seeds being delivered a little late. There are still seeds available on Oakleigh.
• 23 Lower Penns – former plotholder is still chasing for the return of his belongings. After discussing with the new plotholder and chairman, Sec has replied to him. LP Site rep. reported that the hose is still on the plot, albeit practically buried in the long grass.

4.    Correspondence:

• 17 DR - disabled plot has been relet but he is having difficulty gaining access as there is a car parked in front of the gate a lot of the time and he has been unable to get his mobility scooter around it. Chairman and other committee members reported that the car was always parked so as to allow access so they were not sure what the problem was.

5.    Chairman’s Report:

• Chairman reported that a man with a van will shortly be needed again for the debris that had been collected from the plots on Derrell Road. The chairman proposed thanks to Steve and Suzanne Fry for collecting and burning all the wood on 13a Derrell Road and from the rubbish pile.
• A new Society mower is required. Chairman has patched the existing domestic mower for a number of years and it is no longer good enough to do the job. A replacement mower will need to be an industrial one, rather than a domestic one, in order to be good enough for the job. After discussion, it was agreed by the committee that as the Society had sufficient funds, the outlay could be made.
• Plastic matting has been purchased for the DR path at a cost of £297 including fixings. This will be done in the autumn as the path will need to be levelled to a degree, prior to laying it.
• We need to set a date for this year’s BBQ. Last year’s was funded by the sale of scrap metal but as this has not happened this year, the Society will need to fund it from the kitty. It was agreed that up to £150 could be set aside for this and a date will be arranged by next month’s meeting.

6.    Vice Chairman’s Report:

• Seed sales are ongoing. There are also plenty of onions left, which unfortunately are perishable and so the Society may have to stand this loss. It was agreed that stock would need to be delivered earlier next year to maximise sales.
• Vice chairman also reported that there is plenty of netting, ground cover, chicken pellets and top dressing available for plotholders. Please contact us or see Alan Smith on plot 5, Oakleigh St Michaels.

7.    Treasurer’s Report:

• Monies in bank:
  • Current: £261.51
  • Deposit: £5,323.21
  • Rents received: £3,749
• Cash:
  • Cobblers & cleaners - Keys - £35
  • Chairman - Fuel - £12.83
  • Chairman - strimmer parts - £2.80
• Cheques:
  • Tyrrells - 100315 - Roofing felt LP - £32.48
  • Jewsons - 100316 - Parts to repair water leak - £31.51
  • SW Water - 100317 - DR water - £225.40
  • Kings Seeds - 100318 - Seeds - £22.24
  • SW Water - 100319 - LP water - £47.74
  • Ultimate online - 100320 - DR path netting - £294.68

8.    Sites:

• Termination notices are to be sent to plotholders who have not yet paid as the deadline has passed.

Derrell Road

• 4 - available to relet.
• 10b - was discussed. Although plot is being strimmed, there is no cultivation aside from a few pots. Sec to write as in breach of tenancy agreement.
• 13a - plotholders are due some change, but they have not been seen at the site.
• 19 - emailed to ask him to clear. (He will try). Plot letters to be sent to terminate if not cleared by 19th.

Oakleigh

• 33a - no cultivation yet - letter.
• 35a/b - not cleared/no work - sec to write.
• 41a - plot appears to be being used for storage. Breach of tenancy agreement. Sec to write as no insurance etc.

Lower Penns

• 7b - very overgrown at bottom – still untidy – not enough clearance or planting.

9.    AOB:

• Phil Moore proposed thanks to Christine Guiver for being tenacious with the Council and sorting out the trees on Lower Penns. They have now been felled/cut back properly.

10.    Date of next committee meeting:

• To be held on Monday 4 June 2018 at 7.30pm at the RAOB Club.

Meeting closed at 8.20pm.

Present: Alan Smith, Flis Cotton, Joe Wallis, Andrew Bibbings, Pat Marriott, Jackie Green, Liz Barnes, Philip Moore, Pat Messenger, Kay Mason, Christine Guiver.

The Chairman welcomed everyone to the meeting.

1.    Apologies: Gary Buckingham.

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

3.    Matters arising from the minutes:

• Seed shop sales are still down and there are plenty available.

4.    Correspondence:

• 17 DR is giving up the disabled plot. Sec had recently spoken with a plotholder at the top of the waiting list who wanted a disabled plot, so it may be relet straight away.
• Sec has provided NAS with individual member details and received an assurance as to confidentiality of the names and addresses and that they are not used for marketing purposes.
• Former plotholder on 23a LP is concerned that his shed appears to have been emptied of his tools and personal belongings. Sec agreed to speak to new plotholder to ask about this.

​
5.    Chairman’s Report:

• None as not present.

6.    Vice Chairman’s Report:

• Nothing to report other than that there are plenty of seeds available at the shop on Oakleigh site.

7.    Treasurer’s Report:

• None as not present.

8.    Sites:

• ​Site inspections across all 3 sites will be done before next month’s meeting.

Derrell Road

• 19 - ask intentions

Oakleigh

• 41b - ask intentions.
• 29a - ask intentions.

Lower Penns

• 7b - very overgrown – ask intentions.
• 19a - has plotholder moved away from the area?

9.    AOB:

• None.

10.    Date of next committee meeting:

• To be held on Tuesday 15 May 2018 at 7.30pm at the RAOB Club.

Meeting closed at 7:50pm.

Present: Keith & Jane Parker, Flis Cotton, Joe Wallis, Gary Buckingham, Andrew Bibbings, Alan Smith, Pat Marriott, Jackie Green, Liz Barnes, Philip Moore, Pat Messenger, John O’Neill, Eamonn Murphy.

The Chairman welcomed everyone to the meeting.

1.    Apologies: Kay Mason, Christine Guiver.

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

3.    Matters arising from the minutes:

• Matting for DR path – It has still been too wet to do anything about this and so it is ongoing.

4.    Correspondence:

• All tenancy agreements have now been sent out either by email or in the post. Please let sec know if not received.

5.    Chairman’s Report:

• The Chairman has been disappointed with the response to the seed shop as there are still a lot of seed available for sale. We agreed that the weather had not been good and so hopefully sales will pick up as the weather improves. We agreed that if a loss is made on the sales this year, then the Society would not be able to continue with the shop in future years.
• There has been a water leak on both Oakleigh and Derrell Road sites. These are awaiting repair by the chairman and the vice-chairman and will be done as soon as possible.
• NAS has advised the chairman that they now provide personal indemnity insurance for individual members if they have an accident while they are on site as long as the accident was not as a result of negligence. The cover amounts to £50,000 per incident.

6.    Vice Chairman’s Report:

• No news other than there are plenty of seeds including onion sets still for sale – please see him on the Oakleigh site.

7.    Treasurer’s Report:

• Monies in bank:
  • Current: £169.12
  • Deposit: £3,022.89
  • Rents received: £819.00
• Cheques:
  • This is it - Cash - Labels for seeds - £3.95
  • K Parker - 100312 - Rat poison & labels - £15.12
  • Kings seeds - 100313 - Seeds - £371.08

8.    Sites:
Derrell Road

• None

Oakleigh

• None

Lower Penns

• 23a – terminate lease if not already done. (done in Feb)

9.    AOB:

• None

10.    Date of next committee meeting:

• To be held on Tuesday 3 April 2018 at 7.30pm at the RAOB Club.

Meeting closed at 7.55pm.