The Chairman welcomed everyone to the meeting.
1. Apologies: Kay Mason, Pat Messenger, Joe Wallis, Jackie Green,
2. Minutes of the previous meeting were read and approved.
3. Matters arising from the minutes:
- Fence / trees around 21 DR – this has been inspected and deemed to be safe.
- GDPR – loads of plotholders had not replied. Minutes will now only be sent to those who have replied. It has been confirmed that it is a requirement of NAS insurance cover for the insurers to be provided with members names addresses etc or they will not be covered by site insurance. Sec is to provide site reps with a list of those plotholders who have not replied, for them to be chased. In view of the insurance position, consideration may be given not to let plots to those who decline to be contacted as they will be uninsured when on the site.
- Pest control course – this is being investigated. Gary may be able to do an online course. To be confirmed.
- There has been a complaint from an Oakleigh plotholder about a healthy fruit tree being uprooted and disposed of on plot 41. This was discussed and it was decided that although it was a great shame, particularly as there is not much cultivation going on, no action is to be taken.
- Sec has received an Email from PC Steve Rae re: a complaint made by a former plotholder as to missing equipment left at the Lower Penns site. The plotholder left over 2 years ago and so there was not likely to be any equipment left after that time, despite that the plotholder said he left in march this year. After initial confusion over which plot we were discussing, PC Rae confirmed it was not a police matter and they could not afford the resources to send an officer to investigate. He suggested that it was between the plotholder and the council/society. Sec has written to ex-plotholder to clarify the position.
- Sec has received an email from a plotholder on LP about racist comments made to him while he was on the Lower Penns site. This was discussed at length as it is a serious allegation. The chairman agreed to speak to the plotholder who has reported the allegation and then invite the plotholder concerned to attend an interview with other committee members to discuss what action to take and whether or not the plotholder is to remain in the Society. Sec has agreed to draft a letter to the plotholder concerned and invite him to meet with the chairman.
- Sec has received an email from the disabled plotholder on DR to confirm that he has not been at the site as he has been in hospital. He was hoping to start work on the plot on Monday 2 July. This was noted, but as no work had yet been done, the beds were in a poor condition and so the committee were not hopeful that any work would be done. The position was to be monitored.
- A plotholder on Oakleigh has suggested that a deposit is taken from new plotholders at the start of the tenancy, by way of a deposit to cover if rubbish or debris is left when the plot is vacated. The deposit would then be refunded if the plot is vacated and left tidy. This was thought to be a good idea and would need to be addressed at the next AGM.
- A resident of Batson Gardens has complained that overgrowth from the bottom of a plot on Oakleigh was so bad that it was blocking the path at the end of her garden and access to her home. The plotholder concerned was alerted and this has now been cleared and the homeowner is more than happy. Please could all plotholders on Oakleigh with plots on the left side of the path, be vigilant as to the overgrowth at the bottom of their plot.
- A complaint was received from a plotholder on oakleigh that their plot neighbour has removed their border plants while clearing their plot. This has been resolved, but please can plotholders be careful when clearing borders, not to remove neighbouring plants.
5. Chairman’s Report:
- Chairman has contacted Mole Valley Farmers for sawdust for the site toilets. A 15kg bale will cost £5.28 per bale
6. Vice Chairman’s Report:
- We have found a supplier of compost and the prices are very reasonable. The committee agreed that depending upon demand, some would be ordered.
- Chicken pellets, top dressing, netting and 8ft canes will all be ordered and kept in the society shed. Please ask if you would like to buy some.
7. Treasurer’s Report:
- Monies in bank:
- Current - £199.01
- Deposit - £4,773.71
- Rents received: £3,958.00
- Alan Smith - cash - keys - £26.50
- DGM - cash - parts - £3.00
- Alan Smith - 100327 - fuel and toilet rolls - £7.50
- SW Water - 100328 - water LP - £114.91
- K G Loach - 100329 - chicken pellets - £471.60
- Tarpaflex - 100330 - netting - £95.77
- Derrell Road
- 10 – not being worked – no planting – letter 1
- 17a – monitor position
- 19 – no reply to letter re collecting possessions – sec to send letter 2
- 35a/b – overgrown – letter 1
- 41 – must be cleared and cultivated
- Lower Penns
- Parking in front of the gate was discussed. Site rep was happy to put up a sign to say this is allowed
10. Date of next committee meeting:
- To be held on Monday 6 August 2018 at 7.30pm at the RAOB Club.
Meeting closed at 8.30pm.