Present: Steve Blair, Lorraine Montgomery, Jodi White, Pat Marriot, Gary Buckingham, Lynne Gibson, Joe Wallis, Alan Smith, Jacqueline Green, Stephen Brown, Andy Bibbings, Hadyn Mudford, Phil Moore, Jude Evans, Uta Banner, Lizzie Brown, Martin Harris (York Road Allotment Committee member)

Apologies: Derrick Went

1.    Minutes of the previous meeting 2nd December 2024 were noted and agreed.

2.    Chairman’s Report
Welcome everyone and thank you for attending this meeting of Paignton Home Garden Allotment Society.
​
We have a guest, Martin Harris from York Road allotments who is interested to see how we manage our sites and I would welcome any suggestions he may give us.

I would like to reflect upon what we are and why we are here.

A Society is an organization or club formed for a particular purpose.

Our purpose is to manage the three allotment sites. These being defined as a valuable community asset, boosting health and wellbeing by providing growing spaces and creating a bio diverse corridor.

This April will be the 16th anniversary of PHGAS which means we have 54 years remaining on our 70 year lease from Torbay Council which should be long enough for most of us.

We owe a debt of gratitude to those who did the hard work to set up the Society, form the Committee and put in the infrastructure such as paths and toilets.

Today we thank the unpaid volunteers who allow us to thrive, in particular Lorraine, our Secretary and Jodi, our Treasurer as they continue the arduous task of collecting the rents. I also want to thank Melanie Philpott from Lower Penns who administers our discounted purchases from Kings Seeds.

In recent years we have been sub dividing our larger plots to enable more local people the to have the opportunity to get out and get growing on a manageable space. However, some newcomers have been unable to devote the time and effort needed to maintain their plots so it is important that the site reps carry out regular inspections. If a plot is not being cared for then they can contact the tenant directly to ask if there is a short term problem or if they need some help, possibly a co-worker. Some may then conclude that allotment gardening was not as easy as they expected so may acknowledge that they no longer wish to continue, and a new person should be offered the plot.

Although I have focused on newer members, we have to be fair and enforce the same rules for those who have been with us for many years.

If they decide to continue but their lack of progress persists then we have a formal process to terminate the tenancy. This has been refined recently so that we are able to recover the land in a reasonable state for the new tenant and the other plot holders are not inconvenienced by intrusive weeds.

I would be grateful if the Secretary could remind us of the procedure and timescales.

The secretary described the procedure whereby when site representatives having carried out an inspection and find plots not meeting the required standards of use or upkeep, they then request she sends a formal warning ‘dirty plot’ letter on behalf of the Society.

This first warning letter highlights the issue to the plot holder and gives 4 weeks notice of a further inspection. Should the site representatives find at the second inspection the plot not been improved sufficiently then a second warning letter would be issued giving 2 weeks to make the necessary improvement. If after this 2 week period the plot still falls sort of the standard then a notice to quit would be issued on behalf of the Society giving the tenant one week to clear the plot. 

Plot holders who had already received a first warning would receive a second warning if their plot was found to be below standard again within a year of the first warning. If a second warning had already been issued and within the year the plot was again found to be lacking the notice to quit could be issued.

3.    Matters arising from previous minutes and AGM

• Tree at Oakleigh. The documents are still in the possession of Brian Coles. The secretary will chase again for them to be sent through to her so the online application to have them inspected can be made. 
• The secretary wrote to Otter Nurseries and Longcombe Cross Nursery to ask if a discount scheme can be set up for plot holders. No response to letters was received. The secretary discussed it in person with manager at Otter and unfortunately there is no scheme available. Secretary will approach Longcombe Cross in person. It was suggested Churston Garden Centre could also be approached – secretary to follow up.
• Website updates - Derrick Went and Leigh Burns the Webmaster have now updated all the website content. However, it does not appear to be being used very much. If anyone has any suggestions, Derrick is happy to consider. Webmaster also renewed our website plan with Weebly and our web address phgas.org. total cost £114.74, we are all sorted until March 2027. At this point we will review how much the site is being used and what other options we can consider.
• Oakleigh boundary wall that had collapsed adjacent to Baston Gardens. Plotholder 11b cleared the area and Derrick Went completed the online Council webform to have it inspected. Incident number ID 262363, nothing actioned by the Council as yet.

4.    Correspondence

• There has been a lot of ongoing correspondence on behalf of site reps and plot holders since the last meeting, in addition to this the following has taken place:
  • Annual Insurance was renewed in January
  • Annual subscription with NAS also renewed in January.
  • Database of plotholders across 3 sites updated and provided for NAS / Insurance
  • Website subscriptions renewed.
  • 7 plots have been re-let since the last meeting
  • 14 new applicants have been added to the waiting list since the last meeting in the process of re-letting posts we have removed 12 names from the top, so waiting list relatively static at 125-130.
  • There have been 6 requests for updates on position on the list.
  • All tenancy agreement renewals went out the last week in March - 155 tenancy agreement sent out (6 by post).
  • Four dirty plot warning letters have also just been issued for Oakleigh.

5.    Treasurer’s Report

• Opening Balance £7,612.72
• Paid Out
  • Bank Charges £19.40
  • Insurance £498.94
  • NASLG £500.50
  • Pallets £15
  • Returned key deposit £20
  • Water LP’s £33.23
  • Roofing Felt Oakleigh £28
  • Rat Poison £46.28
  • Sawdust toilet LP £15.96
  • TOTAL £1,177.31
• Paid In
  • Subs £1,192
  • Joining Fees £150
  • Chicken pellets £39
  • TOTAL £1,381
• Cash £18.90
• Closing Balance £7,816.41

6.    Site Reports

• Derrell Road
  • We remain fully occupied. We conducted a site inspection in January which resulted in 3 plot holders being asked for their intentions.
  • One person has not responded or made any progress so we are considering whether we should send them a further email or start the formal process.
  • Thankfully, one responded and has started to get their plot into much improved cultivation. 
  • The third plot holder decided to acknowledge that they did not want to continue due to a change in their circumstances. They had inherited a messy plot due to the previous tenant bringing lots of unusual material to the site then becoming unwell and leaving suddenly. We declined to pay them to remove his unwanted items as there was no precedent for this at that time. However, during their 4 + years tenure they made scant progress, despite an initial dirty plot letter. Sadly they added to the unwanted rubbish and are now difficult to engage with.
  • We would like to raise the question of assisting the new tenant to return the plot to full cultivation in the AOB later.
• Oakleigh
  • Since the last meeting 3 plots have been re-let and we are in the process of letting 3 more. 
  • One scrap metal collection has taken place and a further one is imminent.
  • A clearance of a large build up of unwanted material on one plot is arranged for Sat 8th March, by a licenced waste collector at a cost of £295. A large trailer will be brought onto site and the contractor will load it and remove it.
• Lower Penns
  • Two plot holders gave up their plots ahead of the new tenancy agreements being sent out. The site reps cleared one whole plot took the opportunity to use it to have a bonfire to clear all unwanted timber from Lower Penns. This plot has now been divided into 2 half plots and one of these has already been re-let.  Two further half plots are in the process of being let. 
  • One longstanding plot holder and Committee member has decided to give up her plot. Christine Guiver had been on Lower Penns for 29 years and had served on the Committee for many of those years. Christine was one of the founding members of PHGAS, she will be greatly missed on Lower Penns and the Society would like to thank her for all her work over the years.
  • Hayden Mudford has very kindly agreed to step up to be a site rep for Lower Penns. We therefore have a vacancy for the wildlife officer position for the Society should anyone be interested.
  • Site reps have been busy securing the site boundaries over the winter. Most plot holders are now in the process of preparing their plots for the coming growing season, many were on site yesterday in the sunshine. The hope is those that haven't been seen for some time will return having received their new tenancy agreements. 
  • There are a handful of plots that were underused last year, site reps will monitor these closely over the next few months to ensure they are brought into full use this year.

7.    AOB

• Initial non-returnable £50 joining fee – This was introduced at the 2023 AGM as a measure to help issue of plots being left in an underused and  poor condition, the thought being it would encourage new plot holders to think more carefully about taking on a plot. A discussion took place on the pro’s and cons of this initial fee being a returnable deposit, - returnable when a plot holder surrenders their plot if it was in a good ready to be let condition. Committee members were evenly split on this issue so it was decided to keep it as a non- returnable fee for the moment.
• DR site reps made a case for the Society to fund the removal of rubbish accumulated on plot 4 to help the new plot holder get the plot back into good use. This would be a similar cost to the Oakleigh one scheduled to take place later this week. This was agreed by the Committee. It was noted there will most likely be a need for further similar clearances in particular on Oakleigh to get sites rubbish free and to set a new acceptable baseline for cleanliness on the sites. 
• The wildlife officer Hayden reported that, unfortunately, the criteria for rehoming hedgehogs could not be met on our sites, so this will not be pursued further.

8.    Date of Next Committee Meeting

• To be held on Monday June 2nd 2025

Meeting Closed at 8.30pm.

Present: Joe Wallis, Alan Smith, Steve Blair, Lorraine Montgomery, Jodi White, Pat Marriot, Gary Buckingham, Jacqueline Green, Christine Guiver, Andy Bibbings, Hadyn Mudford, Derrick Went, Stephen Brown.

Apologies: Lynne Gibson, Jodie White, Philip Moore.

As recently appointed Chairman, Steve Blair opened the meeting by thanking all new members of the committee for taking up their new post and for the existing committee members for continuing to support the society. The committee members were then asked to introduce themselves to the meeting.

The Chairman then set the scene for the meeting by describing Allotment use, past, present and future.

The Allotments Act 1908 required Councils to provide land to grow food if there was a demand. During the First War that demand boomed to 1.5 million plots. The Second War "Dig for Victory" campaign prompted a further surge.

However, the 1960s saw a decline following the ending of rationing and the mass production of cheaper food. As a result, as plots became vacant, some people took on a second or third one.

In case you wondered, a full plot measures 10 poles (or rods) which is about 250m2.

Incidentally, we charge £42 however, the Council run allotments in Exeter cost £84, Plymouth charge £181 and Bath over £200 so there is great variation across the country.

Today, allotment gardening is becoming more popular but now it’s a hobby rather than a necessity. Most newcomers are content with half a plot or even less so as sites become available we sub divide them into manageable units.

Perhaps it timely for those with full plots or multiple plots to consider if they still have the vitality and enthusiasm to continue to keep them well cultivated or if they wish to return some land to the Committee for the 100-plus people on our waiting list to get started.

1.    Minutes of the previous meeting 2nd September 2024 were noted and agreed.

2.    Matters arising from previous minutes and AGM:

• Tree at Oakleigh
  • Torbay Council need map, photographs and concise description of the issue before they will process. Oakleigh site reps are to provide this for the secretary to populate the online Tree contact form on Council website. The documents are in the possession of Brian Coles and the secretary will ask for them to be sent through to her so the application to have them attended to be lodged.
• Request for an additional water tap at Oakleigh
  • Costing for the materials had been prepared by the plot holder making the request this was reported as £68. Whilst the materials cost is low the committee concluded that the overall project involved a considerable amount of trenching which was not that straight forward and as the labour is not available without employing a contractor it would be overall expensive. The offer was made to reimburse the plot holder for a dual tap connector to reduce the probability of the existing tap being in use when they needed it.
• Request for committee to buy in bulk compost
  • It was decided this was not practical because there is a lack of storage space and also it a reliance on a few barrowing many bags across site. However, the secretary agreed to contact Otter Nurseries and Longcombe Cross Nursery to ask if a discount scheme can be set up for plot holders.

2.    Correspondence:

• There is a lot of ongoing correspondence on behalf of site reps and plotholders regarding site specific issues taking place. Enquiries and dirty plot letters are being issued between meetings as site inspections take place.
• There have been 5 more requests to join the waiting list. The secretary is continuing to pass applicants on to York Road, 4 have taken up plots there, so our list remains at about 130.
• The secretary would like to request that any plot holders not intending to keep their plots on next year please let us know now ahead of the re-issuing of tenancy agreements. This saves a great deal of admin time and gives new tenants a good chance to clear plots over the winter and get ready for next spring. Also, anyone struggling with the size or number of plots please let us know.
• A complaint from a plot holder about the use of general emails was briefly discussed, they feel offended being tarred with the same brush as those guilty of the subject matter.  The feeling of the meeting was that site reps and secretary spend a lot of time chasing plotholders who are not acting in the communal interest or abiding by the regulations. A general mail is a useful efficient way to get a message out quickly and those who are happy it does not apply to them are free to ignore it.

3.    Chairman’s Report

• The Chairman opened the meeting with his report, please see above.

4.    Vice Chairman’s Report

• No report

5.    Treasurer’s Report

• Opening Balance - £7,477.50
• Paid Out
  • Bank Charges - £5.00
  • Water Penns RD - £13.05
  • B&Q - £14.15
  • Kings Seeds - £496.03
  • Pallet delivery - £15.00
  • TOTAL - £543.23
• Paid In
  • Subs - £21.00
  • Seed sales - £571.80
  • Chicken Manure - £12.00
  • Pellets bfb - £90.00
  • Broad Beans - £2.50
  • TOTAL - £697.30
• Closing Balance - £7,631.57
• Cash - £18.90

6.    Site Reports

• Derrell Road
  • A big thank you to Greg for all his hard work whilst volunteering as one of our site reps (in particular for our lovely little orchard) Also a big welcome to Stephen who has come on board as our new site rep, many thanks for volunteering.
  • DR is fully occupied, but we do have a couple of plots which have been under cultivated for a while. These plot holders will receive a polite reminder to undertake work to rectify this before the early spring site inspection so as to avoid further action being taken.
  • Unfortunately, despite an email being sent regarding the inappropriate use of the bonfire site and the request for removal of offending items, the compostable materials still remain. As this behaviour is not deemed to be acting in a community focused manner, the site reps reserve the right to ask the culprit, if identified, to resign their plot.
• Oakleigh
  • A swap of allotments has taken place to resolve two ongoing issues.
  • Currently 3 vacant plots, 2 are ready to be filled and this is in progress. One plot holder still in the process of moving so will be available soon.
  • A site inspection took place last week and as a result a number of dirty plot letters will be issued in addition to others being contacted to clarify their intentions with regard to future use of their plots. A general email was also sent all plot holders asking them to tidy up their plots and remove any rubbish. 
  • The site reps raised some concerns about the derelict buildings on plots 1 and 2, which pose a hazard. The plot holder agreed to make them safe. The discussion continued regarding the fact the site is predominantly half plots and those with multiple plots could consider if they are able to continue to keep them fully cultivated.
• Lower Penns
  • A number of plot holders have been contacted to confirm their intention to use their allotments fully next year. All responded positively and this will continue to be monitored by the site reps. 
  • Andy Bibbings has continued to inspect the site boundaries and infill gaps as necessary to improve security.
  • Most plot holders have taken steps to clear and tidy their site for the winter.
  • There was some minor damage due to the recent stormy weather, plot holders were alerted and have made safe blown material/ structures.

7.    AOB

• Derrick Went had agreed to coordinate updating the website however he has had no response to his emails to the webmaster. The secretary is to contact the webmaster to ascertain if the preference is to give Derrick Went the editing rights to maintain the website.
• There is a section of Oakleigh boundary wall that has collapsed adjacent to Baston Gardens. Derrick Went agreed to complete the online Council webform to get this attended to.

8.    Date of Next Committee Meeting

• To be held on March 3rd 2025

Present: Lorraine Montgomery, Joe Wallis, Brian Coles, Adrian Beal, Jodie White, Pat Marriot, Jacqueline Green, Derrick Went, Brian Knott, Lynne Gibson, Samantha Bearne, Maria Simcox, Gary Buckingham, Phillip Moore, Andy Bibbings, Haydn Mudford, Katy Buckingham, Debbie Buckingham, Liz Barnes, Flis Cotton, Alan Smith, Steve Blair, Greg Beal

Apologies: Christine Guiver, Ann Manning

President Joe Wallis welcomed all to the AGM meeting. He thanked the Secretary for all her work over the year. He noted the Chairman Brian Coles was now stepping down and thanked him for his service over the last two years and also thanked Adrian Beal who is also stepping down as site representative at Oakleigh.

1.    Minutes of the last AGM held on Monday 6th November 2023 were agreed.

2.    Chairman’s Report

• As another year draws to a close, we can look back on 2024 as a year of mixed fortunes. As for the weather my impression was that it was cooler and wetter than previous years, and this obviously affected the results of our efforts. We did well with broad beans earlier in the year and managed to escape a blackfly infestation – autumn seeding does reduce the risk of it. The spring was quite cold and this delayed a lot of the planting, but we managed to get a healthy crop of runner and French beans, along with cabbages and courgettes. Slugs and snails were a problem due to the wet weather, and of course we are now limited on the slug bait that we can use nowadays. Other crops such as tomatoes were a disappointment.
• We have welcomed in some new plotholders – some are quite industrious with their organisation and efforts, but others not quite as active and enthusiastic. When they are confronted with the work needed to maintain an allotment, the enthusiasm soon fades. Perhaps TV gardening programmes make it look too easy.
• As you are probably now aware, I am stepping down from the Chairman’s post, due to health reasons. I must say that I have enjoyed the last couple of years, but it is time for somebody else to step in and, hopefully, keep improving the running of the Society.
• Good luck all of you for the coming year ahead.

3.    Vice Chairman’s Report

• The Vice Chairman had nothing to add.

4.    Treasurer’s Report

• Opening Balances
  • Deposit Account - £2,412.52
  • Current Account - £5,282.55
  • Cash in hand - £165.00
• Paid Out
  • NSALG subs -  £429.00
  • Insurance - £549.99
  • Shop/ seeds - £362.82
  • Bank charges - £72.54
  • SWW Lower Penns - £441.38
  • SWW Oakleigh - £593.77
  • Repairs/ maintenance - £700.22
  • Total - £3,149.72
• Paid In
  • Subs/ Key Deposits - £4,686.50
  • Shop/ seed sales - £552.30
  • Total - £5,238.80
• Closing Balances
  • Deposit Account - £2,448.20
  • Current Account - £7,477.50
  • Cash in hand - £58.00
• The Treasurer’s Report was accepted by the meeting.

5.    Election of Officers 2024/2025

• The current Chairman Brian Coles is standing down. The Society wish to thank him for all is work over the last two years.  
• The remaining committee members except for 2 site rep posts at Oakleigh i.e., Brian Coles and Adrian Beal are happy to continue in post.
• The secretary confirmed nominations received as being one for Chairman Steve Blair and two for Oakleigh site representatives Lynne Gibson and Derrick Went.
• Voting took place and those present duly appointed Steve Blair as the new Chairman. Lynne Gibson and Derrick Went were also appointed as site representatives for Oakleigh.
• It was agreed Steve Blair would also continue as Vice President. 
• Committee Members are confirmed as:
  • President Joe Wallis
  • Vice President Steve Blair
  • Chairman Steve Blair
  • Vice Chairman Alan Smith
  • Treasurer Jodie White
  • Secretary Lorraine Montgomery
  • Site Representatives
    • Derrell Road: Steve Blair, Jacqueline Green, 2 Vacancies to be filled
    • Oakleigh:, Pat Marriot, Gary Buckingham, Lynne Gibson, Derrick Went
    • Lower Penns: Andy Bibbings, Christine Guiver, Phillip Moore
  • Wildlife Officer: Hadyn Mudford
    
• It was also noted that Derrick Went has volunteered to work with the Web Master to update the Societies Website. The secretary is to put the Web Master and Derrick in contact. 

6.    Representatives of Other Organisations

• Joe Wallis reported that the SW branch of the National Vegetable Society has disbanded due to lack of interest. The funds have been transferred to the South division and will be held available for 5 years if there is interest to re-form it. Joe Wallis will remain in contact with the South division.

7.    Any Other Business

• Two items had come forward from plot holders:
  • A request that the committee consider buying in compost in bulk,
  • A request that consideration be given to installing an additional tap at the lower end of Oakleigh.
• It was decided both these items required more investigation and should be discussed at the next monthly meeting.
• A brief discussion took place to review how effective new measures introduced at the last AGM had been over the year:
  • Enforcing the 2 month probation period – this had been done and was agreed to have been effective.
    
  • Regular inspections taking place and initiating action between meetings – this had been happening and had been effective in speeding up actions with plot holders.
    
  • Plotholders initiating contact with the society when issues with looking after their plot – this has been taking place but was worth emphasising again to all.
    
  • Reducing dirty plot letters to 2 
• it was agreed to reduce the warning/ dirty plot letter from 3 to 2 per tenancy year, before a termination letter will be issued. The first letter will give 4 weeks to make a significant improvement and the second will give only 2 weeks. In place and to be continued
• List of banned items was introduced reflecting Torbay Councils items needing to be paid for disposal. This had been effective in greatly reducing the unwanted materials being brought onto sites, in particular on Oakleigh.
• Joe Wallis thanked everyone for their participation and continued support of the society. 

8.    Date of next meetings:

• Next AGM is October 6th 2025
• Next monthly meeting is December 2nd 2024

Meeting closed at 8.20pm.

Present: Joe Wallis, Brian Coles, Adrian Beal, Jodi White, Pat Marriot, Gary Buckingham, Jacqueline Green, Christine Guiver, Andy Bibbings, Hadyn Mudford, Lynne Gibson

Apologies: Lorraine Montgomery, Phil Moore, Steve Blair, Alan Smith

1.    Minutes of the previous meeting 1st July 2024 noted and agreed.

2.    Matters arising from the minutes:

• Tree at Oakleigh.
  • Torbay Council need map, photographs and concise description of the issue before they will process. Oakleigh site reps are to provide this for the secretary to populate the online Tree contact form on Council website. The documents are now in the possession of the chairman and will be scanned in as the application is probably electronic.
• Bank paying-in procedure
  • Joe Wallis raised the fact that his rental cheque had not been cashed at the time of the last meeting. Physically paying in at a bank branch is becoming more difficult as they are disappearing. The treasurer says that paying in can be done at Post Offices, which will ease the situation.

3.    Correspondence:

• Quieter than usual – there are a few more names added to the list.
• Ongoing management of plots requiring letters and emails to plot holders.

4.    Chairman’s Report:

• It never rains – it either pours or it is annoyingly damp, with not enough rainfall to make an appreciable difference. The latter is true of this summer, with not enough warm sunshine to suit some plants such as outdoor grown tomatoes. However we have done extremely well with runner beans, climbing French beans and cabbages. The leeks we have planted appear to be doing well. However this damp weather has brought out the slugs and snails, and they are a problem to contain as the old slug pellets are now illegal and are no longer available. Back along we tried beer traps (yoghurt pots sunk into the ground filled with beer), but the local wildlife drank the beer and left the slugs behind. There might be a drunken fox on the loose at Oakleigh!

5.    Vice Chairman’s Report:

• Not present

6.    Treasurer’s Report:

• Opening Balance - £7,389.53
• Paid Out
  • Bank Charges - £11.20
  • Water Penns RD - £251.80
  • S Blair mower repair - £45.00
  • S Blair petrol - £20.00
  • B Coles keys - £31.50
  • Brian Coles petrol - £7.80
  • TOTAL - £367.30
• Paid In
  • Oak pellets - £41.00
  • Subs - £114.00
  • TOTAL - £155.00
• Cheque - £125.00
• Cash - £295.00
• Closing Balance - £7,597.23

7.    Site Reports:

• Derrell Road
  • DR continues to be fully occupied.
  • This season the majority of plot holders have enjoyed their allotments and harvested some good crops. We intend to ask the small minority if they have plans to make their plots more productive.
  • After 2 visits to Stoke Gabriel and £45 outlay, the big mower is now working well.
• Oakleigh
  • We have 2 more plots to let, as a result of evictions, and we will be contacting people from the list in this next couple of weeks.
    
  • Site inspections are to be carried out this week.
    
  • We are still trying to resolve a boundary issue between a plotholder and an access lane to a property in Batson Gardens, it appears that some work has been done towards it.
    
  • We have had another issue between a plotholder and a neighbour in Batson Gardens over the height of a boundary fence, and the fence has now been taken down to the 2 metre rule avoiding planning permission. We have heard nothing more so hopefully the dispute has died down.
  • Regular site inspections are now in progress, and hopefully many of the problems that we have encountered are going to be a thing of the past.
• Lower Penns
  • Very quiet, everything is running smoothly.

8.    AOB:

• Membership joining fee
  • We had an issue recently where a new plotholder raised the matter of paying the £50 new member fee, as he was already a family member on another plot. The question is do we waive the fee for family members and co-workers, or do we rename the fee as something else, i.e. new tenancy fee. It was agreed at the meeting that we rename the fee as a new tenancy fee.
• Site Security
  • We have experienced some more break-ins at Oakleigh, but strangely nothing has been stolen or disturbed. Indeed my own shed was broken into and nothing was taken or disturbed. As it is suspected that children and youths are the culprits, it is suggested that the side gate is locked after 4 p.m.
• Plot 3A Oakleigh.
  • The plotholders have raised the fact that the boundary tree roots are growing into their plot by a good 12 -15 feet, rendering a good slice of their plot unproductive. They are at present paying £41 for a full plot, although the plot is no bigger than 3B or 3C, which are charged at £21 for half plots. It was agreed that the rental is to be reduced to £21 as a half plot.

9.    Date of Next Committee Meeting:

• AGM to be held on Monday November 4th 2024. Any items to be raised at the AGM must be forwarded to the Secretary at least 7 days before the meeting

Present:  Steve Blair, Greg Beal, Phil Moore, Andy Bibbings, Christine Guiver, Gary Buckingham, Pat Marriott, Adrian Beal, Joe Wallis, Brian Coles.

Apologies: Lorraine Montgomery, Jodi White, Jacqui Green, Alan Smith.

1.    Minutes of the previous meeting 4th April 2024 noted and agreed.

2.    Matters arising from the minutes:

• Tree at Oakleigh
  • Torbay need map, photographs and concise description of the issue before they will process. Oakleigh site reps to provide this for the secretary to populate the online Tree contact form on Council website.

3.    Correspondence:

• Busy - there have been 8 new requests to join the waiting list since the last meeting and 5 requests for updates on position on the waiting list, which remains approximately 130.
• There has been some correspondence regarding boundaries at Oakleigh, see notes in any other business.
• Ongoing management of plots requiring letters and emails to plot holders.

4.    Chairman’s Report

• The main growing season is now upon us, but with a colder than usual June, I have noticed that some plants have been slow in growing, but now warmer weather is with us they are beginning to catch up. We have had some good results from the autumn planting items –the broad beans are probably the best ever crop that I have experienced. Likewise the onions are doing well, and our strawberry yield is among the best we have had.
• At Oakleigh there have been some “observations and requests” from neighbouring houses about overgrowth of trees, briar etc causing problems. I would request that all site reps check their boundaries to ensure that we are not upsetting owners of neighbouring properties, and encourage plot holders to trim back any excess growth.

5.    Vice Chairman’s Report

• Not present

6.    Treasurer’s Report (provided after the meeting)

• Paid Out
  • Bank Charges - £19.80
  • Water LP’s - £30.72
  • Fruit Trees - £170.00
  • Repairs/ Maintenance LP’s Loo - £212.20
  • Total - £432.82
• Paid In
  • Subs - £940.50
  • Shop sales - £15.00
  • Total - £955.50
• Closing Balance - £7,389.53

7.    Site Reports

• Derrell Road
  • DR remains fully occupied and mostly well cultivated.
  • A plotholder suggested that people were bringing domestic waste to the bonfire site and the ashes of a recent fire contained asbestos residue. We inspected the ashes and concluded it was more likely to be fibre glass. Either way we would like to remind everyone that this facility is provided solely for disposal of combustable, non contaminated allotment material.
  • Another plotholder recently found a full dog poo bag on the main path. We chose not to ascertain if it was dog, cat, badger or fox faeces but again, would like to remind those who bring dogs to the site to act responsibly.
  • The lawn mower is defective. Adrian and I tried to resolve the issue but failed so it is now at a local garden machinery workshop who gave us an estimated repair cost below £50. This compares favourably to the alternative options. A new one costs £375. Cheaper versions are available from £190 and DGM wanted £125 plus parts for a service.
• Oakleigh
  • We have managed to let 4 vacant half plots this spring and early summer, and it appears that the new plot holders have got off to a good start, with Obaida on plot 7B having made remarkable progress, bearing in mind that this was a problem plot with a lot of rubbish dumped on it. We have a couple of plots that have recently become vacant to let after the end of this month.
  • Whilst Adrian and Gary manage to keep many of the communal areas trimmed back, we would like to remind plot holders that it is their responsibility to keep the paths between the plots clear so that access for other plot holders is not impeded.
  • Regular site inspections are now in progress, and hopefully many of the problems that we have encountered are going to be a thing of the past.
• Lower Penns
  • We are fully occupied and majority of plots are being well managed. A handful of plots are being monitored by site reps where concerns have previously been raised and progress is slow or more intermittent than needed.

8.    AOB

• Coastal compost deliveries
  • Coastal have brought in a delivery charge £171.00 which is a lot. Steve Blair had reported that York Road allotments were charged £60. This was investigated by Lorraine, Coastal said they were trying to share delivery costs for splitting loads for a trial but have now confirmed the £171 as the charge. The delivery cost would appear to be the same regardless of the size of load.
  • This was thought to be expensive for the quality and it also would introduce the need to make sure it was distributed very fairly if the society was paying for it. This would be too difficult.
  • Lorraine suggested if groups of plot holders are happy to pay this directly between them they could then manage the ‘pile’ themselves for their own use recognising the committee would need some involvement to make sure an issue with access or neighbours was not created.
  • After a discussion, the committee decided not to continue with the deliveries of the compost, but if individual plot holders wanted to manage a delivery on their own account and pay direct, then the committee would have no objection. However it was pointed out that they must clear up after the delivery is cleared.
• Allotment Society Website
  • Steve Blair notified Lorraine that there was a  need to update information on the website. Lorraine had tracked down the Webmaster Leigh Burns, (son-in-law of John O’Neil on Oakleigh). Leigh has kindly offered to continue to update the website. Lorraine has given Leigh the updated committee members and corrected the number of plots on each site. Leigh has also posted the latest minutes.
  • It was suggested that if committee members could find time to look through the website and note down any mistakes and amendments needed, and pass them to Lorraine for updating.
• Site Boundaries 
  • A couple of requests have been received about boundary issues at Oakleigh, mainly to do with overgrowth, so all site reps were requested to inspect the boundaries and encourage plot holders to keep the boundaries tidy so that our neighbours are not inconvenienced.
• Frequency of meetings
  • With modern methods of communication, the consensus of opinion from committee members was that monthly meetings were not necessary going forward. So this year it was proposed that our next meeting is September, with the AGM in November, with a follow up meeting in December to implement any items that arose from the AGM.
  • Then for 2025 quarterly meetings were quite adequate, with the AGM moved back to October, with the follow up meeting in November 2025.
• Cashing cheques
  • Joe Wallis raised the fact that he passed over his rental cheque in April and to date it has still not been cashed. Is there a problem with banking cheques nowadays? – bearing in mind the fact that many bank branches are closing. Should we be looking at a standard payment method i.e. bank transfers? Perhaps this will need further discussion when the treasurer is present.
• Finances
  • It was suggested that at the AGM a full breakdown of income and expenditure is presented. Again the feasibility of this should be discussed at the September meeting when the treasurer is present.
• Equipment inventory
  • A request was made for an inventory of equipment owned by the Society and the response was as follows:
    • Derrel Road – 1 Mountfield ST55 Lawnmower &  1 Honda 4 stroke strimmer
    • Lower Penns – 1 Honda 4 stroke strimmer
    • Oakleigh – 1 Einhel 2 stroke strimmer, 1 JCB rotavator, 1 4 stroke 240V generator and 1 4 stroke petrol powered jet wash with the hose missing.

9.    Date of the next Committee Meeting

• To be held on Monday September 2nd 2024 at 7.30pm.

Meeting closed at 8.15pm.