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:

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

The vice chairman welcomed everyone to the meeting.

1.    Apologies: Christine Guiver, Stefan Phillpott.

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

3.    Matters arising from the minutes:

• All plots had now been paid for.

4.    Correspondence:

• Usual requests to join waiting list – all replied to.
• Letter from plotholder on 16a Oakleigh - re shed and bbq’s. Sec to reply by letter as the committee is very concerned at the potential liability where uninsured visitors are at the site.
• 16a Derrell Road – Matter is now considered closed and sec is to respond by letter to this effect. No further dialogue is to be entered into.

5.    Chairman’s Report:

• Chairman reported that seeds were still being sold if plotholders still wanted to buy from the Oakleigh shop.
• Green manure is shortly to be ordered and will be available in the coming months – please speak to a site rep or email the secretary if you would like some. Cost to be confirmed.

6.    Vice Chairman’s Report :

• Not present

7.    Treasurer’s Report :

• Monies in bank:
  • Current account: £819.09
  • Deposit account: £3,662.75
• Cheques:
  • SW Water - LP water bill - £78.20
• The treasurer reported that the Lower Penns water bill is significantly higher than last year and all previous years. Whilst she is aware that there is a water leak by the gate, the bills to date are for usage prior to the leak.
  
• Please could all plotholders be aware that the site is on a water meter and USE WATER SPARINGLY.

8.    Sites:

• Derrell Road
  
  • 13a – letter 1
    
  • 16a – very poor condition – letter asking intentions as very overgrown.
    
  • 19a speak to new plotholder – there may be some confusion about this
    
  • PLEASE CONTINUE TO LEAVE MAIN GATE UNLOCKED WHEN ON SITE
• Oakleigh
  
  • 3b – remind about requirement to cultivate in the lease
    
  • 29b – letter 2
    
  • 36 – write to plotholder
    
  • 41a – still nothing planted – sinks stored on site – please remove
  • 42a – ready to relet?
• Lower Penns
  • 19a and 20b – leaving mid august after clearance – will notify sec when plot vacant.
  • THE WATER LEAK BY THE MAIN GATE IS TO BE REPAIRED SHORTLY

9.    AOB:

• President will continue to judge plots this month.
• Phil Moore asked if a petrol hedge trimmer could be bought by the Society for use across all 3 sites – he felt this would be really useful. Site reps on LP will investigate prices ans report back to the committee next month.

10.    Date of next committee meeting:

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

Meeting closed at 8:15 pm.

• 24a – given up?

Present: Stefan Philpott, Christine Guiver, Gary Buckingham, Andrew Bibbings, Joe Wallis.

The vice chairman welcomed everyone to the meeting.

1.    Apologies: Kay Mason, Flis Cotton, Jackie Green, Pat Marriott, Alan Smith, Phil Moore, Jodi White.

2.    Minutes of the previous meeting were read and approved.
 
3.    Matters arising from the minutes:

• 3b Derrell is the only plot not yet paid for (see site list). Sec has sent letter in the post – plotholder has replied that she really wants to keep the plot, but there has been so much to do since her father died, she just has not got round to dealing with it. She will pay by return (sec sent another tenancy agreement) and she promised to start clearing.

4.    Correspondence:

• Usual requests to join waiting list – all replied to
• Letter from plotholder on 16a DR – sec to respond

5.    Chairman’s Report:

• None as not present

6.    Vice Chairman’s Report:

• Stefan and the Sec have made contact with NAS and all correspondence has been provided to vice chairman. To be discussed at the next meeting.
• Chairman has reported that TOR2 are looking into the wall issue at Batson Gardens.

7.    Treasurer’s Report:

• Treasurer was unable to attend the meeting, but sent account details:
• Monies in bank:
  • Current account: £853.29
  • Deposit account: £3,662.15
• Cheques:
  • SW Water - LP water bill - £109.71 

8.    Sites:

• Derrell Road
  • PLEASE CONTINUE TO LEAVE MAIN GATE UNLOCKED WHEN ON SITE
  • 3b – Sec has sent a letter in the post – no reply as yet
  • 16a – very poor condition – letter 1 as exceptionally overgrown
• Oakleigh
  • 14b – growing on to path – please cut back
  • 15b, 27b, 37a - letters
  • 29b – terminate letter?
  • 36 ?
  • 3b – ask intentions?
  • 41a – storage of non- allotment items on site (again) – please remove
• Lower Penns
  • 1a – please remove rubbish
  • 19a and 20b – letters sent in the post asking them to give up as emails bounced back – no reply yet – termination notice to be sent
  • 5b – will be having chickens – email to notify no cockerels allowed

9.    AOB:

• President will be judging plots this month – he has been informed that 41a are dumping pots at the site.

10.    Date of next committee meeting:

• To be held on Monday 5 August 2019 at 7.30pm at the RAOB Club.

Meeting closed at 8:10pm.

​Present: 

The Chairman welcomed everyone to the meeting.

1.    Apologies: Jackie Green, Flis Cotton, Andrew Bibbings.

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

3.    Matters arising from the minutes:

• Jodie has taken over the position of Treasurer but has not yet got the books
• The seeds are available at Lower Penns plot 27a Saturdays 1000 -300
• The plotholder on 16a DR has not replied to a request for mediation
• Plotholder on LP contacted by Stef
• Any progress with council regarding sloping wall bordering Batson Gardens?
  • Chairman still dealing with this  see report
• Large raised drain cover outside gate at DR – has this been reported?
  • Chairman still dealing with this
• 3b Derrell is the only plot not yet paid for (see site list). Any action to take?
  • Chairman is seeing plot holder

4.    Correspondence:

• Plotholder emailed sec to ask about 80-90 teracotta pots left outside DR gate – I have so information on this?  Is it sorted?
  • Ongoing
• LP plotholder has suggested that newcomers be given a third of a plot to start with, to test their commitment and allow them to monitor the work required.  Then move on to a half a plot as they become available.  This would also ease pressure on the waiting list. Sec said she was not sure if this was workable, but would raise it to be discussed at the meeting.
  • This has been discussed but the committee felt that it was not a viable option
• Lots of emails for requests to go on waiting list (all dealt with)

5.    Chairman’s Report:

• Chairman reported that a meeting has been arranged to look into the wall at Batson Gardens
• The area where terracotta pots are is a sharing space

6.  Vice Chairman’s Report:

• Nil

7.    Treasurer’s Report:

• Treasurer gave the financial report with info passed from Flis

8.    Sites:

• Derrell Road
  • PLEASE CONTINUE TO LEAVE MAIN GATE UNLOCKED WHEN ON SITE
    
  • 3b – no reply to sec letter and plot subs still not paid (David Fosberry – plotholder)
• Oakleigh
  • 29a – being helped to work plot
  • 29b – ls working plot now
  • 7b/41b given up
  • 35a still vacant
• Lower Penns
  • 19a being worked? Neighbouring plotholders concerned at condition of it
  • 19a/20b - No work being carried out stiff letter needed

9.    AOB:

• Sec has emailed the new treasurer to see if something can be worked out to allow plotholders to pay their subs online as lots of people are now saying they don’t have cheque books etc. It would HAVE to be dependent upon them quoting their plot number as a reference otherwise we would have no idea who has paid. To be considered/discussed further.
• Jodie has the forms to change bank details and will sort out online banking and payment of subs online.
• Discussion took place regarding the continuing situation regarding the Plotholder on 16a DR. It was decided to contact NAS with a view to obtaining legal advice. The Chairman has said that he would contact them on Tues.

10.    Date of next committee meeting:

• To be held on Monday 1st July 2019 at 7.30pm at the RAOB Club.

 
Meeting closed at 8.35pm.