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.