Present: Stefan Philpott, Flis Cotton, Gary Buckingham, Andrew Bibbings, Joe Wallis, Melanie Philpott, Libby Luke, Phil Moore, Alan Smith, Lynne Gibson, Pat Mariott, Jackie Green, Christine Guiver, Jodi White.

The chairman welcomed everyone to the meeting.

1.    Apologies: Kay Mason, Liz Barnes.

2.    Minutes of the previous meeting in December 2019 were read and approved.

3.    Matters arising from the minutes:

• 16a DR – no contact at all.
• Oakleigh Noticeboard? – is underway but not yet sited

4.    Correspondence:

• A former plotholder has asked to return to the Society. She has asked for her old plot back but this has been let. It was discussed whether she could be offered an alternate plot without waiting, but agreed that this would not be fair and she must rejoin the waiting list. Sec has therefore put her back on the waiting list.

5.    Chairman’s Report:

• Chairman thanked everyone who turned up to help with the bonfire on LP and also thanks to Lorraine for being able to use her plot. It was agreed that they would try and make this an annual event.
• The Society insurance has been redirected to the new chairman.
• The LP ‘multi tool’ is now on site and available for plotholders to borrow. Please see a site rep if you want to use the hedge trimmer/strimmer.
• The Oakleigh hedge trimming has been done and the Chairman proposed thanks to everyone who helped, in particular Ian for the loan of his equipment on site.

6.    Vice Chairman’s Report:

• VC Reported on behalf of the Social Committee - the quiz night was well received by those who attended. Many thanks to Jonty and ?? for arranging the questions.
• The evening made a profit of £12 from the raffle and it was discussed that maybe the next one could be on a different night. The VC agreed to look at all the options, including venue hire on different days.
• Details of a scarecrow competition will be announced nearer the time with judging to take place around Easter (end of April) . Chairman confirmed that he may be able to arrange someone from local TV to attend and judge the competition.

7.    Treasurer’s Report (not present):

• Monies in the bank:
  • Current account: £892.65
  • Deposit account: £3,162.75
• Outgoings:
  • Shield insurance paid for year - £529.39.

8.    Sites:

• Derrell Road
  • 1a looks unkempt but it has been relet during winter months, so early days.
  • Any news on the matting? Sec to ask Steve Fry. The ground must be wet when it is laid, so possibly now would be a good time.
  • Could a working party be arranged to help with the work in laying the matting?
• Oakleigh
  • The strimmer has been serviced and returned to the shed. The lock has been changed and a charge of £2 will now be levied on anyone borrowing it as the Society will provide the fuel. It is NOT to be refuelled by plotholders. The fuel is better quality and therefore more expensive, but it is anticipated that the wear and tear on the machinery will be less.
  • Gary has bought more rat poison supplies.
  • Some of the plots are quite overgrown so Sec was asked to send reminders that inspections will be made this month. Christine has phoned the Council re trees on LP. The upshot is that that several trees need looking at and they will inspect the site soon.
• Lower Penns
  • Phil confirmed that a large dead snake had been found in the undergrowth at LP. This was the second one in 2 years.
  • It was reported that there is a cockerel on site and Sec has been asked to write to the plotholder to request that it is removed as under the terms of the tenancy/lease, they are not allowed to be kept.

9.    AOB:

• Discussion took place about ordering seeds from Kings in future. The Society would have an account and orders could be placed by individual plotholders online directly through this account and they would then be delivered. The Society would earn commission on any sales and it would avoid the need to hold stock and all the time it took to package it and sell it. There would be no wastage and thus no loss to the Society. Seed quality and prices were excellent. This was to be investigated further with a view to putting it in place for next autumn (2020).
• Seeds from last year were still available across all the sites – please see a site rep if any plotholders want any. Most seeds were still available and would be half price to clear them. Please see a site rep or email sec if seeds are required.
• Melanie, wildlife rep, asked about the possibility of bees being kept on any of the sites as they are so good for wildlife and the environment. Discussion took place and a few plots were suggested on each site. The difficulties being that plotholder safety had to be assured. The bee plot on Derrell Road was a ready made enclosure but currently empty of bees, so enquiries would be made and the plotholder approached as to the possibility of sharing the plot with someone who had approached the Society with a view to keeping them. Full indemnity insurances would be required in accordance with the individual tenancy agreement and lease with the Council.
  
• Vice chairman asked about the possibility of arranging a Polish translator to translate the tenancy agreement so the various Polish tenants would be able to see the full extent of the Society terms and conditions.
  
• Sec was to ask in a general email if anyone would be prepared to do this.

10.    Date of next committee meeting:

• To be held on Monday 2 March at 7.30 pm at the RAOB Club. (apologies in advance from the Sec)

Meeting closed at 8.30pm.

Present: Stefan Philpott, Flis Cotton, Gary Buckingham, Andrew Bibbings, Joe Wallis, Liz Barnes, Melanie Philpott, Libby Luke, Phil Moore, Alan Smith.

The chairman welcomed everyone to the meeting.

1.    Apologies: Kay Mason, Jackie Green, Christine Guiver, Pat Marriott, Jodi White, Lynne Gibson.

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

3.    Matters arising from the minutes:

• 16a DR – the Chairman is still holding what was left in the shed following the termination notice that was to the previous plotholder, pending contact from him. It was agreed that there was no requirement to return the items to him as he had been given plenty of opportunities to meet and collect his items, but had declined them all.
• A hedgetrimmer has now been purchased for the Society’s use and Phil Moore provided the receipt.
• A plotholder on Oakleigh has offered use of his lopper and shredder – the committee members on Oakleigh will liaise with him and confirm a date for the work to be done.
• It has been agreed that a man with a van will be arranged to remove rubbish from Oakleigh when all non combustible rubbish has been left inside the gate. Two trips will be required. It was decided that anything brought on to the site in future will be closely monitored as the Society is continually having to pay to remove rubbish when plotholders leave and this situation cannot continue.
• LP Trees – one branch had fallen into the field above the plots and so posed no danger to anyone on the site. It was agreed to leave it where it was, in the undergrowth.
• DR path – Alan Smith reported that the matting is still beside the shed. This is to be looked at when the weather gets a bit better.
• Bush roots on 31 Oakleigh – again, the bushes will be dealt with when the weather improves – to avoid them impacting on the mains water pipe that runs under the plot.
• Oakleigh Noticeboard – plotholder reported that she thought this had been made, but not put up, due to the bad weather.

4.    Correspondence:

• A plotholder on DR has asked if a committee member could sign a declaration to say that her daughter has been working on the plot. This activity would form part of her bronze Duke of Edinburgh award. They have photos of her working and have asked for the name, email address, phone number and position within the Society – Gary Buckingham agreed to liaise with her. Sec has emailed them both.

5.    Chairman’s Report:

• The sign for the LP gate regarding vehicular access has been made, but not put in place.

6.    Vice Chairman’s Report:

• Following a meeting of the social committee, it was reported that the Christmas quiz questions have been compiled. The quiz evening was discussed and a request for raffle prizes was made. Various committee members agreed to donate items such as wine, chocolates, fruit basket etc. If anyone would like to donate anything, please contact us and the sec. will pass the contact details on. It was agreed that food would be supplied rather than as previously stated, for everyone to bring their own. Sec is to recirculate people and remind them of the date etc.
• A scarecrow competition was discussed and more information will be announced nearer Easter.
• The vice-chairman said that there is a play on at Brixham Theatre on 10 January 2020 called ‘ Old Herbaceous’. A flyer was circulated and the sec agreed to scan and send with the minutes.. It is a one-man play about a ‘single-minded yet gentle man with a passion for plants’. Described as ‘Downton Abbey with gardening tips’.  Please read the attached leaflet – it certainly looks worth seeing.

7.    Treasurer’s Report (not present):

• Monies in the bank:
  • Current account: £892.65
  • Deposit account: £3,162.75

8.    Sites:

• Derrell Road
  • None
• Oakleigh
  • The strimmer has been put in for a long overdue service. It was agreed that on its’ return, only ‘proper’ fuel would be used and a charge of £2 would be made for anyone wanting to borrow it, rather than plotholders supplying their own fuel. The cupboard lock would be changed and release of the strimmer would be supervised by a committee member. This is due to poor quality 2stroke causing damage to the machine and ultimately costing the Society money to repair.
• Lower Penns
  • A large bonfire was to be arranged on LP to get rid of all surplus wood, growth etc. Sec was asked to provide details of the plotholder on 19a so the chairman could contact him to confirm details.

9.    AOB:

• Alan Smith on Oakleigh asked the sec. to contact a few people from the waiting list as there are currently a few plots available. All are in an overgrown state though.

10.    Date of next committee meeting:

• To be held on 3 February 2020 at 7.30 pm at the RAOB Club.

​HAPPY CHRISTMAS and ALL GOOD WISHES FOR THE NEW YEAR EVERYONE!

Meeting closed at 8:00pm.

Present: Stefan Philpott, Flis Cotton, Gary Buckingham, Andrew Bibbings, Joe Wallis, Liz Barnes, Pat Marriott, Jackie Green, Christine Guiver, Melanie Philpott, Lynne Gibson.

The chairman welcomed everyone to the meeting.

1.    Apologies: Kay Mason, Jodi White, Libby Luke, Phil Moore, Alan Smith.

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

3.    Matters arising from the minutes:

• Petrol hedge trimmer bought yet? (Phil Moore – not present but Christine will ask him so it could be used on Oakleigh – see correspondence)
• Repair of Batson Gardens wall – nothing has been heard from council or Tor2 – chairman to try and contact.

4.    Correspondence:

• 16a DR further email received after termination letter sent. Chairman attended site – see Chairman’s report.
• Events sub committee has arranged a Christmas Event – including pub quiz on Sunday 15 December at the Devonport pub – posters to be placed on all sites . Please can plotholders and friends and families support this fun event at the Devonport Pub – bring mince pies and nibbles to share around - £1 to Club funds.
• Plotholder on 3a has offered to make a noticeboard for Oakleigh – discussed and sec is to ask him to go ahead – very grateful.
• A Plotholder has asked if the hedge can be trimmed from the gate onwards at Oakleigh. Christine will check with Phil to see if the hedge trimmer has been bought and if so, please can we have volunteers to attend the site one Saturday morning to help – the more people who help, the quicker it will get done. Please contact us if you can spare a Saturday morning when the weather improves…

5.    Chairman’s Report:

• The Chairman attended Derrell Road with his daughter and the Hon Vice President to see what remained on plot 16a, the subject of many emails over the past months. Despite several phone calls the former plotholder once again declined to attend and was now not answering his phone. The plot was in a very poor condition as was the unsecured and rotten shed. There were no tools in the shed and the chairman took photos. There was a bag that the former plotholder had said was ‘priceless’ and so the chairman took this home with a view to posting it to him by registered post. The former plotholder had previously agreed that there was no lock on the shed.
• The Chairman has bought new combination locks for the site as plotholders seem to be leaving without keys being returned. It was agreed that new locks would be put on the DR gate when the new tenancy agreements were sent in February next year and the combination would be disclosed to those who had paid their subs. Anyone who had not paid would effectively be locked out of the site.
• The Chairman raised the dangerous state of the ladder between Oakleigh and DR site. Improvements to access was discussed and the Chairman said he would speak to the plotholders either side of the wall who would be affected by any changes.

6.    Vice Chairman’s Report:

• None – not present

7.    Treasurer’s Report (not present):

• Monies in bank:
  • Current account: £392.65
  • Deposit account: £3,662.75
• Outgoings:
  • Wasp killer £4.99
    
  • Chairman - BBQ food - £42.29
    
  • Gary B - £82.90 - rat poison

8.    Sites:

• Requirement for man with van or skip was discussed for Oakleigh. Prices to be obtained. Skip was decided as the best way forward – ONLY non-combustible stuff to be put in the skip which will be placed just inside the gate. Access to the site by car will be blocked while it is there but so be it!
• No site visits done as weather has been too bad.

9.    AOB:

• Lower Penns – a tree had been reported as having collapsed into the field. It didn’t pose any danger to anyone on the site tho. Chirstine would have a look and possibly alert the Council.
• The tap in the loo on LP was said to be dripping – committee member to have a look and possibly repair if necessary.
• A sign was required for the LP site gate to warn of ‘no vehicular access’ as the path was so dangerous for cars. A laminated sign is to be printed and put on the gate.
• The issue of the DR path was discussed as it is so dangerous at the moment. What has happened to the matting that was bought to repair the DR path a few years ago? Sec is to contact Steve Fry as it was thought that this would be in his shed
• Tree roots on 31 Oakleigh were discussed as these go over the water mains to the site and if they impact on the pipework, would be a disaster. The plot was to be inspected with a view to possibly removing the trees.

10.    Date of next committee meeting:

• To be held on Monday 2 December 2019 at 7.30 pm at the RAOB Club.

Meeting closed at 8:25pm.

Annual General Meeting of the Paignton Home Garden & Allotment Society held at the RAOB Club, New Street, Paignton on Monday 7th October 2019 at 7.30pm.

Hon Vice President, Joe Wallis welcomed everyone to the meeting and thanked the committee for their work over the last year.

1.    Apologies: Kay Mason, Jackie Green, BettyMacdonald, Elaine Care, Alan Smith, Christine Guiver, John O'Neill

2.    Present: Joe Wallis, Flis Cotton, Stefan Philpott, Liz Barnes, Gary Buckingham, Ruth Bibbings, Melanie Philpott, Carole Philpott, Philip Eley, Jodi White, Phil Moore, Andrew Bibbings, Pat Marriott, Libby Luke, Lynne Gibson

3.    Minutes of last AGM held on Monday 1st October 2018 were read, proposed and seconded then signed.

4.    Correspondence:

• Request from plotholders to swap 6b DR with 13b DR (father/son) – I advised I didn’t think it would be a problem but would check. All agreed this would be OK.
• Request from plotholders on Oakleigh to set up an Events sub committee & swap shop for plants and seeds across the site – Lynne Gibson, Jonty & Joyce would be willing to arrange. This was discussed and it was agreed that they would try to arrange at least 4 x year social events and other ideas would be discussed when the committee was up and running. The motion was carried and it is ok for them to proceed.
  If any plotholders were interested in being on the committee, please email the secretary or contact us in the first instance.

5.    Chairman’s Report:

• None as the Chairman was not present, however, a letter of resignation from him had been received. The Hon VP thanked the Chairman for all his work in the past year for the Society. 
• The Hon Vice President said that he had recently met with the President of PHGAS, Colin Stephenson, and reported that due to recent health issues, Colin was unable to chair the meeting. The Society wish him well.

6.    Vice Chairman’s Report:

• The issue of thefts from Oakleigh and Derrell Road sites was discussed and the VC was looking into getting CCTV for the two sites. The difficulty being that there is no power, so portable power would be required.
  If any plotholder is the victim of theft from his plot, please report this to the police and obtain a crime reference number. 
  Gary Buckingham on Oakleigh has confirmed that he has an open/ongoing report of theft from the sites, with the police, so please could any plotholder who is a victim also let a site rep know, or Gary or contact us.
  The VC has also bought 2 new padlocks for the site gates and it would be confirmed in due course when the locks would be changed.

7.    Treasurer’s Report:

• Income:
  • Rent/membership £3,312.00
  • Chicken pellets/shop £720.51
  • Fuel £6.00
  • Sub-total £4,038.51
• Expenditure:
  • BBQ £42.29
  • S W Water £1,557.95
  • Stationery/postage £72.12
  • Shop £1,249.65
  • Subs £1,253.04
  • Maintenance £549.04
  • Assets
  • Fuel (for mower/strimmer) £39.17
  • Sub-total £4,763.26
• Deficit for the year: -£724.75
• Monies in the bank:
  • Current account £517.84
  • Deposit account £3,662.75
  • Cash in hand £4,180.59
• It was noted that the deficit was not as bad as at first glance because there was a significant amount of stock held in the Oakleigh shop, being chicken pellets, seeds, ground cover and fertiliser. 
• The Society insurance has to be paid in January 2020 and SW Water bills for Oakleigh and DR, then the subs will be due in again next March.
• IF ANYONE WOULD LIKE TO BUY CHICKEN PELLETS, GROUND COVER ETC. PLEASE SEE A SITE REP, OR EMAIL THE SECRETARY
• The Hon Vice President thanked the Treasurer for her work in the few months since she had taken over as Treasurer and hoped that she would stay! 
• It was proposed that the treasurer’s report be accepted and this was seconded.

8.    Motions and Proposals:

• Proposal for chairman – Stefan Philpott
• Proposal for vice-chair – Libby Luke
• Proposal for Oakleigh wildlife officer – Lynne Gibson

9.    Election of Officers:

• Chairman - (proposed and seconded) Stefan Philpott
• Vice Chairman - Libby Luke
• Secretary - Flis Cotton
• Treasurer - Jodi White
• The Chairman proposed to re-elect the remaining committee members en-bloc - this was proposed and seconded
• Web Master - Leigh Burns
• Wildlife Officers:
  • (DR) Jacqueline Green
  • (LP) Melanie Philpott
  • (O) Lynne Gibson
• Fundraising Officer - (none)
• Site Reps (3 for each site):
  • DR - Jacqueline Green, Kay Mason, (1 Vacant)
  • Oakleigh - Gary Buckingham, Pat Marriott, Liz Barnes, Alan Smith
  • LP - Phillip Moore, Christine Guiver, Andrew Bibbings
• Volunteers for the vacant posts above would be gratefully received
• Social Committee:
  • Libby Luke, Lynn Gibson, Jonty & Joyce Osborne-Lisle, Melanie Philpott

10.    Representatives on Other Organisations:

• National Vegetable Society – Joe Wallis. He agreed to report to PHGAS on NVS matters.

11.    Any Other Business:

• The requirements for GDPR were raised in view of the setting up of a new sub-committee (social). All emails could be directed to the secretary or to the contact form in the first instance and the sec will send them on the Libby Luke as vice-chair.
• Hon vice president had asked the RAOB Club for dates of availability for next year and was waiting for confirmation. No dates should need to be changed as there are no coinciding bank holidays.
• Hon VP will not be able to judge plots next year due to other judging commitments and so another judge will have to be found if this is to continue within the Society . To be discussed.

Next Annual General Meeting: Monday 5th October 2020 at 7.30pm at the ROAB Club.
Next committee meeting: Monday 4th November 2019 at 7.30pm

Meeting closed at: 8:05pm.

Present: Alan Smith, Flis Cotton, Jodi White, Gary Buckingham, Stefan Philpott, Andrew Bibbings, Joe Wallis, Liz Barnes, Pat Marriott, Jackie Green, Phil Moore, Kay Mason, Christine Guiver, Daniel + Ms Glowaki.

The vice chairman welcomed everyone to the meeting.
 
1.    Apologies:

• None

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

3.    Matters arising from the minutes:

• The leak has been repaired at LP
• 14b Oakleigh – was discussed and the committee expressed concern about the Society’s liability for uninsured visitors due to the plotholder holding BBq’s etc.. The adjoining plotholders have also raised many concerns about the permanence of the structures and there now seems to be a gazebo on the plot. It was acknowledged that the plotholder’s English is not that good and so another plotholder has agreed to speak with him in Polish about our concerns and ask what his intentions are regarding cultivation of the plot, rather than developing it.
• Phil Moore reported that a Petrol hedge trimmer will cost £150. It was discussed and agreed that it would be a good idea and so he will buy it on behalf of the Society.

4.    Correspondence:

• Another email from 16a Derrell Road – sec replied that matter is considered closed and that if no work is done on the plot, dirty plot letters will be sent as per the tenancy agreement. The President indicated that in his opinion, the plotholder had technically relinquished his plot by saying in an email that he is not going to tend it.
  The committee agreed that another dirty plot letter (2) was to be sent with a final termination letter (3) to be sent in 2 weeks time if no work on the plot had been done at all. It was discussed that ‘cultivation’ did not mean merely planting, but growing, keeping weeds down and generally keeping the plot tidy.
• 1a and 1b can be relet as key has been surrendered in the post.
• 10b LP has requested to put a polytunnel on the plot. Discussed with LP site reps & notified plotholder ok.

5.    Chairman’s Report:

• The Chairman has said that he has not heard from Torbay Council regarding inspecting the Batson Gardens Wall. He will chase this up in the hope of getting some action.
• Seeds are still available as is groundcover and netting. Please see Alan at plot 5 on Oakleigh.

6.    Vice Chairman’s Report:

• Nothing to report – all going smoothly on LP and all plots are let.

7.    Treasurer’s Report:

• Monies in bank:
  • Current account: £738.86
  • Deposit account: £3,663.37
• Cheques:
  • SW Water – Lower Penns £204.23
  • P Moore – Barrels on LP    £40.00

 
8.    Sites. 

• Derrell Road
  • 13a – letter 2
  • 16a – letter 2
  • PLEASE CONTINUE TO LEAVE MAIN GATE UNLOCKED WHEN ON SITE
• Oakleigh
  • 29b – vacating plot as no time to cultivate
  • 36 – plot in a terrible condition – see if we can contact plotholder
• Lower Penns
  • All plots now let
  • 21a overgrown – monitor
  • PLEASE USE WATER SPARINGLY AS THE SITE IS ON A METER

9.    AOB:

• The theft of produce across the sites has been reported to the Police. A crime reference number has been received. Please can all plotholders report any thefts of produce to the committee so the police can be notified. It was discussed that we may have to change the main lock on the site to a combination lock as plotholders leaving do not seem to be returning their keys.
• There has not been a summer BBQ this year and so it was agreed that one would be held on this Saturday 7th September on the Oakleigh site from around 11.30 onwards. Secretary has emailed all plotholders to inform them. Food will be provided – please bring a chair! Numbers in advance for catering would be good.
• President has judged the remaining plots this month so the overall results are: