Minutes of the Meeting of the Paignton Home Garden and Allotment Society held at the RAOB Club Paignton on Monday 2nd February 2026.

Present
 
Committee:
Steve Blair (Chairman), Lorraine Montgomery (Secretary) Jodi White (Treasurer), Hadyn Mudford (Vice Chairman).
DR: Stephen Brown, Jacqueline Green.
OAK: Gary Buckingham, Lynne Gibson.
LP: Andy Bibbings, Phil Moore.
 
Also in attendance:  Jude Evans, Uta Banner, Lizzie Brown
 
 

1. Minutes of the previous meeting 15th September 2025 have been circulated and agreed.
2. Chairman’s Report

Welcome to our first meeting of 2026.
 
It’s been a cold, damp start but that makes the prospect of impending spring weather even more appealing.
 
Firstly, can I share the new dates for this year’s meetings.
 
Apologies, when I booked them last year neither myself or the Steward had a 2026 diary, so we have had to make some amendments due to Bank Holidays and RAOB Committee meetings clashing with the initial proposals.
 
The next meeting will be on Monday 18th May. I am not available that week so would be grateful if Haydn is able to step into the Chairs role.
Then we have moved the meeting planned for 3rd August to 17th.
The AGM will still be held on 2nd November.
Whilst on the subject of meetings, I would welcome opinions in AOB if we remain content with the frequency and the current starting time.
 
Last year the committee members on our three sites worked hard towards our goal of having every plot let and cultivated.
 
 
The position at the AGM was:
 
Derrell road, 35 plots, all occupied and only one being required to make
improvements.
 
Lower Penns, 51 plots with 5 vacancies.
 
Oakleigh, 73 plots with several vacant areas in need of work before they were ready to be let.
 
I hope that tonight’s site reports show continued progress.
 
At the AGM we agreed to increase the rent for a half plot to £25 in April. This should generate an additional £600. Also every plot with a tenant is creating an income. Therefore, I would not oppose site reps having the autonomy to request a modest remuneration for volunteers to assist with work such as weed clearance, bonfires and taking scrap metal to a collection point. If reps could advise the Secretary of such arrangements they can be agreed without referral to a Committee meeting.
 
There has been recent correspondence regarding poultry keeping. I would be grateful if, in AOB Lynne is able to tell us the circumstances of perceived problem and Haydn can assist us with his research. This should allow the Committee to decide if any action is required and if our rules are adequate.
 
Finally and importantly, Lease Renewal
 
The lease for the 3 sites needs to be renewed. Lorraine has been in contact with the Council and they have clarified the process.
We need to take a vote in favour of embarking on the process to renew. Lorraine will then notify the Council of our request to renew. This request will be reviewed and a Heads of Terms drawn up by the Council Estates team.
 
There was a unanimous show of hands in favour or requesting immediate action to renew the lease. The Vice Chairman and Jude Evans volunteered to lead on the process for the Society,
 
 
 
 
 

1. Vice Chairmans Report

 
Protected Spaces
Once we have secured our lease, I am interested in exploring what is involved in getting Statutory status for our Society’s 3 sites.
 
Committee Voting
I was asked if I was going to step down as Site Rep now I am Vice Chairman as it would not be right for one person to have two votes on the committee.  Having looked at the Constitution, it appears silent on this and there are precedents of committee members holding more than one post.  To me it makes sense that it should be one vote per committee member irrespective of how many positions that person holds.  Can we clarify position here?
 
This was discussed; it was noted that this had been the case for some years and was confirmed as ‘one vote per committee member irrespective of how many positions that person holds. 
 
Horse Manure 
There are a couple of equine establishments have been found where horse manure is available. Both properties are next door to each other on Moles Lane just on the right, up the lane from Otter Garden Centre. 
1) Sue 07825027757 horse manure (bag yourself) free 
2) horse manure (bagged) £1 per bag 07766718918. If a large order is placed they will bag it up and place it ready for you.
 
 
4.   Matters arising from previous meeting
 

1. Oakleigh trees.  A council tree officer visited Oakleigh on 24th Nov 2025 to inspect the large pine trees on the boundary adjacent to plots 2/3. The trees were assessed to be safe and not needing any work at the present time with no dead or hanging limbs. The Council confirmed it was responsible for the trees and that it would continue to manage then under their Tree Risk Management Strategy which prioritises work based on safety.
2. Oakleigh boundary wall Incident number ID 262363, Derrick will continue to follow up but no a repair yet.
3. Plot Awards – All winners have received their awards and a number wrote in to thank the Committee.
4. New water taps at Oakleigh. Secretary followed up a verbal request to the tree officer about the location of water supply pipes on Oakleigh and Derrell Road. The response suggested contacting SWW and pointed out the water supply pipes where the Society’s responsibility.
5. It was agreed there was no need to contact SWW, their responsibility ends at the stopcock outside the Kingdom Hall. At this location the water supply to DR and OAK can be turned off.
   Oakleigh site reps are draw up specifications and to obtain quotes to have the required pipe extensions at 18” depth and new taps.
    
    
   5.  Correspondence: (Secretary)
    
   Our insurance has been renewed.
   Plot holders have been directed to remove or cover any standing water that falls within the classification of a pond. Also those keeping poultry are required to sign their runs.
    
   Membership of the National Allotment Association has been renewed. They have an online database of all members and coworkers 180+.
    
   Communications with plotholders on behalf of site reps has been ongoing:
   Since the September meeting 11 First warnings have been issued
   (4 of those since the AGM), 9 Final warnings (2 of those since the AGM), and 5 notices to quit (one of those since the AGM)
    
   We have relet a total of 14 plots since the September meeting (10 since the AGM)
    
   2 vacancies that have come to light in the last few days are in the process of being filled. (1 DR and 1 OAK)
    
   Our waiting list is now 85 and we are offering plots to people on the list who joined in April 2024 for Oakleigh and Derrell Road and those who joined the list April 2023 for Lower Penns.
    
   So the wait still averages just under 2 years or OAK and DR and just under 2 and a half years for Lower Penns.
    
            
   6.  Treasurer’s Report
    
   Opening Balance                       £ 8,137.72
   Cash in hand                             £97.90
   Deposit account                       £2490.47
    
   Paid Out
    
   Kings Seeds                               £574.07
   Chris Knott Insurance                £503.94
   NSALG membership                  £630.00
   Water LP’s                                  £ 42.82
   Bank Charges                              £    4.40
   Steve DR keys                            £  33.00
   Steve Oakleigh Hedging            £128.28
   Steve stake                                 £    4.99               
   Andy railing LP                            £  24.00
   Lorraine Laminator                     £  37.98
   F Giibbon/ Robert Clear up        £  20.00
   Jackie Toilet supplies                 £  22.59
   Vouchers                                    £  60.00              
    
   TOTAL                                         £2086.07
    
   Paid In
    
   Subs                                            £586
   Kings Seeds                              £650.83
    
    
   Closing Balance                        £ 7,348.48.48
   Cash in hand                             £97.90
   Deposit account                       £2490.47
    
    
   The Secretary will be issuing new tenancy agreement at the end of this month. Reminder to please reference the site and plot number when paying for your tenancy so the treasurer can match payments with correct plot.
    
   7.  Site Reports
    
    
   Derrell Road
    
   DR has one plot to let 16A as 16C has recently been let to Raurie.
    
   Greg’s old plot has been taken by Amy. Amy and Partner have done a fantastic job of clearing the plot especially with the bad weather we have been experiencing.
    
   Unfortunately, the tool shed doors blew off during one of the storms, but Steve Blair has managed to fix them.
    
   We have asked that cars/vans do not drive over the paths during the very wet weather to avoid damage.
    
   Those plotholders with ponds have been informed about the necessity to make them safe.
    
   Wishing for better weather and happy allotmenting.
   DR Reps
    
    
   Oakleigh
    
   We have welcomed quite a few new plot holders to Oakleigh and we look forward to them working on and enjoying their plots. 
    
   The recent high winds and rain have caused some damage to polytunnels and greenhouses but so far we seem to have got off quite lightly.
    
   Concerns have been raised by plot holders about the welfare of chickens on site this will be discussed at the meeting.
    
   Site inspections will start again in March we are hoping by then plot holders will be preparing their beds for Spring and enjoying planning their plots and buying seeds. 
    
   Just a reminder that there has been a delivery of wood chippings from a local tree surgeon left outside the gates of Derrell Road. This is really useful for paths mulching and spreading on chicken runs to encourage scratching and natural behaviours. Just take some bags over and help yourself. 
    
   If anyone would like a water butt there are some available. 
    
   Best wishes to everyone and here’s hoping for a good growing season. 
    
    
   Lower Penns
    
   September 2025 - February 2026
    
   The main grass path has been regularly cut.
   Overhanging tree branches have been lopped and boundary fences have been improved.
    
   An Ash tree which had blown over was dealt with. A picnic table and benches have been placed by the former turning circle for anyone and everyone to use.
    
   Monthly plot inspections took place and the "dirty plot" letters process was followed on fourteen plots. This resulted in six tenancy agreements being terminated with the resultant plots now being relet. 
    
   Unfortunately, much rubbish was left on site by the previous tenants. Three plots had to be cleared by site reps. Rotten wood was burned, whilst metal and plastic rubbish was taken to the council tip.
    
   Following dirty plot letters, and after discussions with existing tenants, a number of plots are now being improved, and monitored, with the site reps reserving the right to take further action, including, where appropriate, going straight to Notice to Quit stage if agreed improvements are not completed. A shed that was considered dangerous has now been demolished by the plot holder and the remaining car tyres on one plot have now been removed from the site.
    
   We have finally let the remaining vacant quarter plot so we are fully let.
    
   Finally, a number of ponds have been drained and/or filled in following the email regarding insurance. 
    
    
    
   10. AOB
    
   
6. Standards for keeping poultry on our sites- LG/ HM
7. There has been an ongoing issue on Oakleigh where there is concern for the welfare of Poultry being kept by a plot older. The plot holder has been approached a number of times by the site reps and Secretary but remains belligerent and insistent the weekly visits are sufficient.
    
   The Vice Chairman described the welfare standards set out by DEFRA, NSALG, Local Councils, Hen Trust and RSPCA all describe daily visits to check on the welfare as the minimum. This check being necessary to look for signs of distress or sickness and ensure there is food and fresh water available.
   Our Societies Full Agreement Conditions are clear that flouting of any animal welfare regulation by the Tenant will result their permission to keep poultry being withdrawn and notice given to remove their livestock from the allotment garden.
   Clause 7 of our Tenancy agreement conditions states that birds may be kept following the issue of a Livestock Licence by the Secretary. Flouting of welfare requirements will result in the licence being withdrawn.
   Previous Committees omitted to issue these licences but the practice will be resumed so existing poultry keepers will be given one subject to site reps being satisfied that the provisions are suitable to promote the birds welfare. 
   It was agreed plot holders keeping poultry are to allow site reps to inspect their provision to check it meets acceptable welfare needs, if a request is made.
    
   As of 1stOctober 2024 it has been a legal requirement for all plot holders keeping poultry on allotments to register with DEFRA and APHA (Animal and Plant Health Agency) regardless of the number of birds. This is needed to track and manage outbreaks of notifiable diseases in particular bird flu. Proof of this registration will be required from all current PHGAS poultry keepers and going forward.
    
   The secretary was asked to write to the plot holder, and to be clear the current welfare standards are deemed unacceptable to the Society.
    
   (b)Ponds
   A discussion took place regarding how to make safe standing water in troughs and other containers above ground. Many at Lower Penns have been filled with earth or covered with metal grills / wire mesh. Site reps are to look again what is on their sites.
    
    
   
8. Meeting Frequency and starting time.
9. The Chairman was keen to know if the committee and others present wanted to change the frequency or start time of the meeting, All were content with the arrangements in place.
    
    
    
   11. Future Meetings                       
    
   Next Meeting                          Monday 18th May 2026
    
   Future Meetings                     Monday 17th August 2026
    
   AGM Monday 2nd November 2026
    
    
    
    
    
    
   Meeting Closed at  8.25 pm