Paignton Home Garden and Allotment Society (PHGAS) News

Minutes of the OPEN Meeting of the Paignton Home Garden & Allotment Society held at the RAOB Club, Paignton on Monday 2 September 2019

2/9/2019

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:

Many thanks to Joe for judging. This will be his final year of judging , due to other commitments.
The AGM will be held next month - please could any items to be discussed be emailed or passed to the secretary or a committee member at least 7 days prior to the meeting.

10. Date of next committee meeting:

AGM to be held on Monday 7th October 2019 at 7.30pm at the RAOB Club.

Meeting closed at 8.20pm.

	1st	2nd	3rd
Oakleigh	16a	28b	16b
Lower Penns	27a	16a	8a
Derrell Road	3a	12	5b

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Minutes of the OPEN Meeting of the Paignton Home Garden & Allotment Society held at the RAOB Club, Paignton on Monday 5 August 2019

5/8/2019

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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?

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Minutes of the OPEN Meeting of the Paignton Home Garden & Allotment Society held at the RAOB Club, Paignton on Monday 1 July 2019

1/7/2019

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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.

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Minutes of the OPEN Meeting of the Paignton Home Garden & Allotment Society held at the RAOB Club, Paignton on Monday 3 June 2019

3/6/2019

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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:

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.

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Minutes of the Meeting of the Paignton Home Garden & Allotment Society held at the RAOB Club, Paignton on Tuesday 14 May 2019

14/5/2019

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Present: Alan Smith, Flis Cotton, Stefan Phillpott, Andrew Bibbings, Jackie Green, Gary Buckingham, Liz Barnes, Kay Mason, Phil Moore, Jodi White.

The Chairman welcomed everyone to the meeting.

1.   Apologies: Joe Wallis, Christine Guiver, Jackie Yates.

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

3.   Matters arising from the minutes:

Offer of new treasurer – Jodi from LP was present at the meeting. She agreed to allow me to contact the current treasurer with a view to handing over.
With regard to seed sales, the vice chairman suggested that it may be a good idea for site reps at each site to store a box of assorted seeds so they are available to their own plotholders. This would increase availability and hopefully increased sales would follow.
It was pointed out that as the seeds were sold in quantities of 50 or 100, there was probably enough for 2 seasons, hence sales had been a bit slow this year as people had stock from last year. Chairman agreed to look at this and possibly sell smaller quantities next year.
Sec confirmed that the official deadline for payment of plot subs had passed and so if plotholders had not paid for the 2019/20 year, their leases could be forfeited. Sec agreed to ask the treasurer for an up to date list of unpaid plots and contact any non-payers.

4. Correspondence:

A plotholder has asked for details of what is being sold in the shop, other than seeds – Sec said she would report back. This was discussed and the Chairman confirmed that we sell ground cover at £1 per m length and ‘debris netting’ which is sufficient to keep bugs etc. off crops.
Another lengthy email had been received from the plotholder on 16a DR and this was read and discussed. Sec agreed to draft a letter/email to both parties setting out a possible solution, or at least a way forward as we are all keen to see and end to the matter.
Request from plotholder on LP for help with her plot and the vice chairman agreed to email her to discuss.

5. Chairman’s Report:

Chairman reported that he had sold a few onions at the Oakleigh shop which was encouraging and there were still plenty of stock available.
Rubbish is being dumped by the main gate at Oakleigh by plotholders – please could this stop. We are all responsible for clearing our own plots. Please speak to the Chairman if you have any problems with this, but do not leave rubbish by the gate in any event.
A few plots on Oakleigh and DR remain vacant so Sec agreed to contact people at the top of the waiting list. There are currently approximately 44 people on the waiting list. The top 10 are requests for LP site only as there has been no new plots to let on LP for some time.

6. Vice Chairman’s Report:

Nothing to report other than LP site is still looking very tidy at the moment.

7. Treasurer’s Report:

Treasurer not present – no figures available

8. Sites:

Derrell Road
- PLEASE CONTINUE TO LEAVE MAIN GATE UNLOCKED WHEN ON SITE
- 3b – very overgrown. Is plotholder working it at all?
Oakleigh
- 29a – does not appear to have been worked this year – letter required
- 29b – letter
- 37a – plotholder has confirmed that he is keen to keep the plot, but sec is to send a letter just to ask when work will start.
Lower Penns
- 19a – letter asking intentions as plot has grassed over to a degree.
- 25b ? – letter

9. AOB:

A committee member reported that there was a large raised drain cover outside the gate at Derrell Road which, in her opinion, was a major tripping hazard. Chairman agreed to go and have a look at it and if necessary, contact SWW to report it. Please be careful when walking towards the DR gate.
The leaning wall along the Batson Gardens/Oakleigh site was discussed and the Chairman said that he had been so see it. He was trying to contact the Council to arrange a meeting for them to come and look at it as it is their responsibility to repair. Sec agreed to see if she could find a contact at the Council from historic emails to come and inspect the wall.
A committee member reported that the PHGAS website looked like it needed updating as she thought the list of last year’s committee members was still on it. Sec agreed to have a look and pass a new list of committee members to the webmaster.

10. Date of next committee meeting:

To be held on Monday 3rd June 2019 at 7.30pm at the RAOB Club.
(Apologies from Secretary and Jackie Green as both will be unable to attend)

Meeting closed at 8.10pm.

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