Minutes of the Meeting of the Paignton Home Garden & Allotment Society held at the RAOB Club, Paignton on Monday 3 April 2017

Present: Keith Parker, Jane Parker, Flis Cotton, Liz Barnes, Gary Buckingham, Alan Smith, Jackie Green, Phil Moore,  Ruth & Andrew Bibbings, Pat Marriott, Joe Wallis

The Chairman welcomed everyone to the meeting.

1.    Apologies: Christine Guiver, Charlie Jarvis, Pat Messenger.

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

3.    Matters arising from the minutes:

• Removal of chest freezers on DR site - more enquiries are to be made. Freezers are still on the site.

4.    Correspondence:

• Emails have been received regarding plot boundaries on the disabled plot (17a) on Derrell Road and a letter was hand delivered to the Secretary prior to the committee meeting. This was discussed as the letter included details of work done to the plot in 2011. The plotholder asked for clarification as to the boundaries.
  
• The plotholder on 16b had conferred with the chairman as to the extent of his boundaries and he had been allowed to merely reclaim what was originally/historically the plot boundaries and made them straight. The chairman had met with the carer of 17a plotholder at the site today to discuss the situation and they had gone through the changes that had been made.
• The boundary hedge between 16b and 17a was on the plots long before either of the tenants and this had been removed. As far as the chairman was concerned, all matters had been resolved at the site meeting, prior to the committee meeting.
• Disabled plotholder also asked for permission to erect a greenhouse on the disabled plot and the committee agreed that they have no objection to this.
• Plot 4 on Lower Penns have given up as they are ‘shortly’ moving to Scotland. They have left large enclosed duck runs covering whole of bottom plot. Sec has emailed plotholder to ask her to remove netting as the plot will not be able to be let out as it currently is, and will require work to be done before anyone takes it over.

5.    Chairman’s Report:

• Chairman has received a request from Alan and May Burgess to sell back the large gas barbecue on Derrell Road site, to them. This was discussed and it was decided that PHGAS would prefer to keep it. No further action to be taken on this.
• The Derrell Road site grass path is very slippery near the gate and the chairman discussed whether it would be a good idea to put in place some artificial matting that would allow the grass to grow through. It would reinforce the ground by the tap area. Base mats are 40mm x 500mm x 500mm and cost £93.54 for 40. He estimated that 80 would be required, so an outlay of around £187 would be on the cards. Gary Buckingham said that he thought his company could also supply these mats and he agreed to look at the prices and let us have the costings.
• Chairman reported that the new plotholder on 21 Derrell Road had made excellent progress in clearing the site but had uncovered so much rubbish that had accumulated over the years, that another skip or man with van would be required to remove it. Plotholder had taken a lot up to the tip, but had exceeded the limit he was allowed to take and so had no other way of disposing of the rubbish. Plot 1 also still has a quantity of rubbish to get rid of from the clearance of that plot, as has Oakleigh.
  
• It was discussed that a van might have difficulties in negotiating the path on Oakleigh and getting around the corner at the bottom. It was agreed that the chairman would contact the man with van and invite him to have a look at whether he would be able to reach the relevant plots on Oakleigh and to give a price. Authority for the outlay was agreed by the committee.
• 10b Derrell Road had given up their plot but a large drum with chemicals had been left on the site. The secretary was asked to contact them to ask them to remove this and also to enquire as to what the chemical was? If the society has to remove it, a charge will be incurred and they will have to reimburse us.
  

6.    Vice Chairman’s Report:

• Seeds are still being sold at the ‘shop’ on Oakleigh.
• There are still many varieties available – including shallots.
• Value of seed stock is approximately £700.

7.    Treasurer’s Report:

• Monies in bank:
  • Current: £608.76
  • Deposit: £3,471.59
  • Rents received: £2,790.00
• Paid out this month:
  
  • SW Water     Water Lower Penns       £9.56
    
  • SW Water     Water Derrell Road        £224.02
    
  • Organico       pellets/top dressing     £670.32
    

8.    Sites:

• PATHS:  EVERY PLOTHOLDER IS RESPONSIBLE FOR THEIR OWN BORDERS
  

​
Derrell Road

• 1 - still no work done
• 11a - available to be let after site bonfire
• 11b - not much work done
• 13a - monitor as not yet paid (family bereavement)
• TOILET BLOCK NEEDS PAINTING – VOLUNTEERS REQUIRED PLEASE
  

Oakleigh

• 3c - no work done – letter re: intentions
• 13b - letter re intentions: not paid
• 15b - very overgrown – letter re intentions  - not paid
• 16b - not paid – no work done for a few years – terminate
• 41b - no work done yet – paid – need to refund key deposit (letter 1)
  

Lower Penns

• 4a - vacant and has been re-let
• 4b - vacant but will need to be dismantled – write to plotholder as they should do it.
• 23a - having help from plotholders on 23b (good)
• 25b - bringing co-workers on to the site. Insurance position? Site rep will speak to plotholder to see if they are insured independently by school.

9.    AOB:

• Vice president asked that if anyone was going to show fruit/veg this season, please study the exact criteria required for showing, or their produce may be disqualified.

10.    Date of next committee meeting:
To be held on Tuesday 2nd May 2017 at 7.30pm at the RAOB Club. All welcome.

Meeting closed at  8.40pm.