Present: Keith Parker, Jane Parker, Flis Cotton, Liz Barnes, Jackie Green, Pat Marriott, Joe Wallis

The Chairman welcomed everyone to the meeting.  This was held downstairs at the RAOB as the upstairs had been double-booked.

1.    Apologies: Gary Buckingham, Christine Guiver, Andrew Bibbings, Alan Smith

2.    Minutes of the previous meeting were approved, having been read by all previously.

3.    Matters arising from the minutes:

• Chest freezers on DR site – not removed yet.
• Rubbish from 21DR has been removed.
• Chemicals from 10 DR have not been removed – sec to chase ex plotholder again.

4.    Correspondence:

• None other that request to be added to the waiting list

5.    Chairman’s Report:

• I am very sorry to report that we lost one of our own. Gus Luscombe (Oakleigh) sadly died suddenly from complications at Exeter Hospital on 23 April. He was a reliable team player and carried out many duties for the Society, including cleaning the toilet each Monday, strimming vacant plots and he would help any member if they needed help. I know several members will be attending the funeral, which will be held on 11 May at 11.15am at Torquay Crematorium. The family has requested that there be family flowers only and donations can be made to the Air Ambulance. The committee have agreed that we will make a donation on behalf of the Society. We discussed whether it would be a nice idea to have a trophy in his name for the ‘best kept plot’. Gus’s widow will be approached about this before any action is taken.
• I received a call from a lady who would like a plot at Lower Penns. She had tried to apply via the website without success. Please can we see if there is a problem with the site?
• We had a complaint from a householder about a bonfire at Oakleigh about 2 weeks ago. There was a mix up with the plot number and a warning was sent to the wrong person. Sec has apologised to the plotholder. Would plotholders please realise that wind direction is the most important factor – Oakleigh needs wind to be in an easterly direction and Derrell Road, westerly. This way, the smoke has time to disperse before reaching the nearby houses. If smoke from a bonfire, immediately on lighting it, looks like it will go towards the houses, PUT IT OUT.
• The rubbish has now been removed from DR site and Oakleigh will shortly follow. Date to be arranged.

6.    Vice Chairman’s Report:

• Not present – no report

7.    Treasurer’s Report:

• Monies in bank:
  • Current: £383.72
  • Deposit: £4,271.68
  • Rents received: £3,516
• Paid out this month:
  • Alan Smith    cash – toilet rolls         £4.00
  • I Williams (man/van)    100282         £225.00
  • PSB Sales (netting)    100283         £21.60
  • Chairman (sawdust & fuel)  100284         £11.19
  • B&Q (DR Paint)    100285         £39.00

8.    Sites:

• The Society now has a quantity of green fine mesh netting for sale at 50p per metre x 2m width. Please see Alan (Oakleigh) or Chairman or site rep or email sec.
• Several plotholders across the sites have yet to pay for their plots – if subs are not paid by 10 May at the latest (40 days after they become due)  leases will be terminated! Sec will be chasing for payment this week.

Derrell Road

• 1 – given up 
• 10 – chase re chemicals on site 
• 11a – can be re-let

Oakleigh

• 3c – (no work done – letter sent  re: intentions – sec reported plotholder is going to build raised beds.) This is not in accordance with the tenancy agreement and we must see cultivation. There are plenty of people on the waiting list who would like a plot to cultivate. Progress to be monitored.

Lower Penns

• 4 – ready to let

9.    AOB:

• None

10.    Date of next committee meeting:

• To be held on Monday 5 June 2017 at 7.30pm at the RAOB Club. (All welcome)

Meeting closed at 8pm.

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

The Chairman welcomed everyone to the meeting.

1.    Apologies: Christine Guiver, Charlie Jarvis, Pat Messenger.

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

3.    Matters arising from the minutes:

• Removal of chest freezers on DR site - more enquiries are to be made. Freezers are still on the site.

4.    Correspondence:

• Emails have been received regarding plot boundaries on the disabled plot (17a) on Derrell Road and a letter was hand delivered to the Secretary prior to the committee meeting. This was discussed as the letter included details of work done to the plot in 2011. The plotholder asked for clarification as to the boundaries.
  
• The plotholder on 16b had conferred with the chairman as to the extent of his boundaries and he had been allowed to merely reclaim what was originally/historically the plot boundaries and made them straight. The chairman had met with the carer of 17a plotholder at the site today to discuss the situation and they had gone through the changes that had been made.
• The boundary hedge between 16b and 17a was on the plots long before either of the tenants and this had been removed. As far as the chairman was concerned, all matters had been resolved at the site meeting, prior to the committee meeting.
• Disabled plotholder also asked for permission to erect a greenhouse on the disabled plot and the committee agreed that they have no objection to this.
• Plot 4 on Lower Penns have given up as they are ‘shortly’ moving to Scotland. They have left large enclosed duck runs covering whole of bottom plot. Sec has emailed plotholder to ask her to remove netting as the plot will not be able to be let out as it currently is, and will require work to be done before anyone takes it over.

5.    Chairman’s Report:

• Chairman has received a request from Alan and May Burgess to sell back the large gas barbecue on Derrell Road site, to them. This was discussed and it was decided that PHGAS would prefer to keep it. No further action to be taken on this.
• The Derrell Road site grass path is very slippery near the gate and the chairman discussed whether it would be a good idea to put in place some artificial matting that would allow the grass to grow through. It would reinforce the ground by the tap area. Base mats are 40mm x 500mm x 500mm and cost £93.54 for 40. He estimated that 80 would be required, so an outlay of around £187 would be on the cards. Gary Buckingham said that he thought his company could also supply these mats and he agreed to look at the prices and let us have the costings.
• Chairman reported that the new plotholder on 21 Derrell Road had made excellent progress in clearing the site but had uncovered so much rubbish that had accumulated over the years, that another skip or man with van would be required to remove it. Plotholder had taken a lot up to the tip, but had exceeded the limit he was allowed to take and so had no other way of disposing of the rubbish. Plot 1 also still has a quantity of rubbish to get rid of from the clearance of that plot, as has Oakleigh.
  
• It was discussed that a van might have difficulties in negotiating the path on Oakleigh and getting around the corner at the bottom. It was agreed that the chairman would contact the man with van and invite him to have a look at whether he would be able to reach the relevant plots on Oakleigh and to give a price. Authority for the outlay was agreed by the committee.
• 10b Derrell Road had given up their plot but a large drum with chemicals had been left on the site. The secretary was asked to contact them to ask them to remove this and also to enquire as to what the chemical was? If the society has to remove it, a charge will be incurred and they will have to reimburse us.
  

6.    Vice Chairman’s Report:

• Seeds are still being sold at the ‘shop’ on Oakleigh.
• There are still many varieties available – including shallots.
• Value of seed stock is approximately £700.

7.    Treasurer’s Report:

• Monies in bank:
  • Current: £608.76
  • Deposit: £3,471.59
  • Rents received: £2,790.00
• Paid out this month:
  
  • SW Water     Water Lower Penns       £9.56
    
  • SW Water     Water Derrell Road        £224.02
    
  • Organico       pellets/top dressing     £670.32
    

8.    Sites:

• PATHS:  EVERY PLOTHOLDER IS RESPONSIBLE FOR THEIR OWN BORDERS
  

​
Derrell Road

• 1 - still no work done
• 11a - available to be let after site bonfire
• 11b - not much work done
• 13a - monitor as not yet paid (family bereavement)
• TOILET BLOCK NEEDS PAINTING – VOLUNTEERS REQUIRED PLEASE
  

Oakleigh

• 3c - no work done – letter re: intentions
• 13b - letter re intentions: not paid
• 15b - very overgrown – letter re intentions  - not paid
• 16b - not paid – no work done for a few years – terminate
• 41b - no work done yet – paid – need to refund key deposit (letter 1)
  

Lower Penns

• 4a - vacant and has been re-let
• 4b - vacant but will need to be dismantled – write to plotholder as they should do it.
• 23a - having help from plotholders on 23b (good)
• 25b - bringing co-workers on to the site. Insurance position? Site rep will speak to plotholder to see if they are insured independently by school.

9.    AOB:

• Vice president asked that if anyone was going to show fruit/veg this season, please study the exact criteria required for showing, or their produce may be disqualified.

10.    Date of next committee meeting:
To be held on Tuesday 2nd May 2017 at 7.30pm at the RAOB Club. All welcome.

Meeting closed at  8.40pm.

Present: K & J Parker, F Cotton, E Barnes, P Marriott, P Messenger, J Green, C Guiver, A Bench, J Bench, A Bibbings, P Moore, A Smith, E Murphy, J Wallis.
 
The Chairman welcomed everyone to the meeting.

1.    Apologies: Charlie Jarvis & Gary Buckingham.

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

3.    Matters arising from the minutes:

• Oakleigh Hedge – the Chairman had been to look at the hedge and was not too worried about it.  It was his opinion that as the council had cut the hedge, they had taken responsibility for it. No action required.

4.    Correspondence:

• None of note

 
5.  Chairman’s Report:

• All  tenancy agreements had been sent and funds were gradually coming in to the Treasurer.
• PLEASE LET US KNOW IF YOU HAVE NOT RECEIVED YOUR AGREEMENT YET.
• Chairman reported that the three sites were gradually being cleared of the debris that has accumulated before PHGAS was formed, when the sites were under Council ownership. The overall appearance across the sites is improving.
• The seed shop is going well; a stock check would be done by the time of the AGM. Some veg went very fast and new stock has been bought, but there is still stock remaining. Please go to the Oakleigh site on Saturday mornings to purchase.
• The chicken pellets and top dressing had arrived today day (96 bags) and had been unloaded with help from  others. Thanks to those who gave their time and effort.
• If anyone wants chicken pellets or top dressing, please see your site reps or contact us.
• Chairman had looked into the cost of removal of the 2 large chest freezers on plot 1 Derrell Road that had been there for years. The cost would be £75 each plus the cost of the van to get them to the tip. Chairman was not minded to spend this and said he would look at other methods of disposal.
• We discussed whether a skip or a ‘man with a van’ would be the most cost effective way to get rid of rubbish on Oakleigh. Man with van on Derrell Road had cost £225 to take two loads and so was cheaper than a skip. Chairman asked for authority to incur this cost and it was agreed.

6.    Vice Chairman’s Report:

• None (all covered in Chairman’s report).

7.  Treasurer’s Report:

• Monies in bank:         
  • Current: £737.26
  • Deposit: £2,371.54
  • Rents received: £1,066.00

 

• Paid out this month:
  • Poundland              Seed packaging                        £11.10
  • B&Q                           Paint – Lower Penns shed     £47.74
  • SW Water                 Water – LP                                   £10.10
  • Tuckers Seeds        Seeds & envelopes                  £37.00
  • J Williams                Man and Van – Derrell Rd      £225.00
  • Morrisons                 Fuel for mower etc.                 £18.00

 
8.    Sites:

• Please be careful if bringing vehicles on site (especially at Lower Penns and Derrell Road), as the path is narrow in places and could topple in to top of plots. (Avoid using vehicles where possible)

Derrell Road

• 1 - has been cleared and paid (work not started yet)
• 6a - overgrown - monitor?
• 10b - overgrown but has now been re-let
• 13a - letter
• 14a - letter
• 20 – has been cleared and paid

Oakleigh

• 11a - overgrown
• 15a - ask intentions, not seen at site
• 16b - overgrown
• 29a - ask intentions, not seen at site
• 36 - ask intentions, no work done yet

 
Lower Penns

• Trees - still no progress with Tor 2/Council. Christine has trimmed the hedges.
• 1 - no information, not seen or heard from plotholder
• 23a - overgrown, letter 1
• 23b - plotholder reported difficulties in gaining access through the big gate due to not having the correct combination for the lock. Sec would email all plotholders on LP with the code.
• 24b - site rep agreed to attend site on Sat am and clear the chicken coop structure that is there, so that the plot can be let.

9.    AOB:

• None

10.    Date of next committee meeting:

• To be held on Monday 3 April 2017 at 7.30pm at the RAOB Club. All welcome.

 
Meeting closed at  8.20pm.
Please be careful if bringing vehicles on site (especially at Lower Penns and Derrell Road), as the path is narrow in places and could topple in to top of plots. (Avoid using vehicles where possible)

Hello all

Just a reminder that the tenancy agreements have now been sent out to all plot holders for the coming year.
Please print and send a completed agreement with your payment to the Treasurer by the end of March.
We do require a signed copy of the agreement for each plot.
If you have not received a copy, please contact us and we will make sure you get one.

We are making a real effort to tidy across all three sites this year, so on behalf of the committee, I would ask that if you feel that you may not have the time to devote to cultivating your plot this season, please consider not renewing your lease so that someone else may have an opportunity to enjoy a plot.

Finally, I have had a request from a plot holder for rhubarb crowns and a grape vine. If anyone has either to spare, please contact us and we will put you in touch.

Many thanks

Please see below for the list of seeds available through the PHGAS 'shop'.

I think you will find they are all top quality and at bargain prices - far cheaper than shops or garden centres!
Unfortunately, there will not be any potatoes after all, but I think practically every other vegetable is covered.

Alan Smith will be at the Oakleigh site every Saturday morning (until further notice) between 09:30 and 12:30 if you would like to go over and buy from him.

The seeds will be kept in the PHGAS shed, so you will have to walk on to the site and up the path to meet him. The main gate should be unlocked.

If you are not able to attend on Saturdays, please either see your site rep: 

• Lower Penns: Christine (11a), Phil (13) or Andrew (26b)
• Derrell Road: Charlie (17a), Jacquie (5a) or Pat (6b)
• Oakleigh: Alan (5), Liz (18a) or Gary (19)

or use the Contact Us page and we will pass your order on to Alan.

Alan has asked if you could bring the correct change, it would really help him.