Present:
Committee: Steve Blair, Lorraine Montgomery, Gary Buckingham, Lynne Gibson, Joe Wallis, Jacqueline Green, Derrick Went, Stephen Brown, Andy Bibbings, Hadyn Mudford, Phil Moore.
Also in attendance: Lizzie Brown, Katy Buckingham
Apologies: Jodie White, Alan Smith
1. Minutes of the previous meeting 3rd March 2025 were agreed.
2. Patt Marriott.
The Chairman noted the recent sudden passing of Patt Marriot, a long serving Committee member and plot holder at Oakleigh. He sent condolences to her husband Steve and brother Alan and a moment of reflection was observed.
3. Chairman's Report
Last month a longstanding DR plot holder was seen heading for the gate carrying his tools. He was asked what he was doing and said that he was quitting but he did not know who to tell. He was asked to return so his plot could be inspected and it was apparent that he intended to leave behind years of accumulated rubbish. When confronted he said that the new tenant may want it which was obviously untrue. He was asked to remove the stuff. He then declined to respond to emails on the subject. We prepared an extensive list of items that needed to be removed and sent it to him. We advised him that the Committee would not do this for him so I would give the list to a man with a van and send him the bill, likely to be a couple of hundred pounds and if he declined to pay I would pursue the matter in the Small Claims Court. That weekend he returned with helpers and removed everything on my list.
This type of hoarding has also become apparent on Oakleigh. I feel that when carrying out inspections the site reps should challenge plot holders who appear to be collecting rubbish to remove it before they either walk away or get evicted.
The following weekend I showed the plot to a couple with young children. They seemed surprised that it was rather overgrown and neglected. They declined the plot.
It was apparent that they had no experience of allotments and expected to pay £21 and walk onto a pristine plot.
This is why I would like to discuss the idea of co-workers.
If existing plot holders are finding it difficult to manage their land they can advise the Secretary that they would like a co-worker. People near the top of the list could then be invited to co-work with an experience allotmenteer whilst they await a plot becoming vacant. This could enable them to pick up a few tips, make some new friends and also assist the person who was struggling. It may also result in some prospective gardeners realizing that it is harder work that they thought and decide to come off the list.
We can discuss this further in the body of the meeting.
My final issue concerns enforcement of the tenancy agreement.
It is clear that plot holders must keep their land in a good state of cultivation and clear of weeds that would interfere with neighbouring plots. Also they must maintain the paths between adjoining plots. Last month I advised a DR plot holder that his paths were overgrown with grass and nettles which made them hazardous to use. Also they were about to seed to the detriment of the tidy neighbouring plots so he should resolve this within 7 days. He said that he did not want to do it and decided to resign with immediate effect.
The plot was relet the following day and is now being cleared and returned to full cultivation.
4. Matters arising from previous meeting
5. Correspondence: (Secretary)
Generally busy with ongoing correspondence on behalf of site reps and plotholders since the last meeting.
7 plots have been re-let since the last meeting, 13 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 stands at around 120
Following Oakleigh site inspection today there are 3 letters to be issued, and one new tenant to find.
Wool - Alpaca, still awaiting update on delivery. Smaller volume than suggested.
6. Treasurer’s Report -
Opening Balance £ 7816.41
Paid Out
Bank Charges £ 19.80
Rubbish clearance £ 590
Water Oakleigh/DR £ 815.27
Pallets £ 30
Padlock £ 5.91
Weedol £ 22.26
Lock and Key OAK £ 36
Plywood LP,s £ 7.58
Postage/statioary £ 13.20
Toilet sundries DR £ 15.29
Water LP’s £ 101.47
TOTAL £ 1656.78
Paid In
Subs £ 3338.00
Pellets fbb £ 27.00
TOTAL £ 3365.00
Cash in hand £ 21.00
Closing Balance £ 9503.63
The Chairman noted that it was important to keep a good positive balance on account because of unforeseen issues that may arise which could need funding. He congratulated the Treasurer on maintaining the accounts so well.
7. Site Reports
Derrell Road
Derrell Road site is fully occupied with two plots recently being re-let. The new
plot holders have made good progress with their plots.
Generally, the site is in good order with most plots tidy and under good
cultivation. Emails have been drafted to go out to two plot holders whose plots are under cultivated and in need of tidying.
Oakleigh
1. Can plot holders please keep dogs on a lead and on their own plots.
2. If dipping or washing out watering cans in the tanks beneath the taps please make sure there are no chemicals or dirt in your watering can. Others ca then use this water to water by hand. Unfortunately, the middle tank seems to have been contaminated rendering it useless for watering.
3. We are continuing with monthly plot inspections and have had good results, the majority of people receiving ‘Under Used’ plot letters have improved their plots and the site is looking better.
4. There are still ongoing issues with plot holders leaving vans and cars in the turning space despite being asked to take vehicles off site when they have been unloaded. Please be considerate of all using the site.
5. We would like to set up a working party to help plot holders who are struggling because of ill health Lynne is happy to organise and Co ordinate this. Please contact her on [email protected] if you can spare a few hours to help fellow plot holders or are in need of help.
6. Site security some issues have arisen break ins and locking of gate. The keys have been copied so many times many no longer open the main gate. It was decided the chain needs to be welded to the lock. The site reps are to look for someone to do the welding.
Lower Penns
Following the new tenancy year, all plots are now fully let, with one whole plot being split into two. Another plot is now split into three in order to help plot holders remain on site with a smaller area to manage. This will also help to reduce the waiting list. All new plot holders are now enthusiastically digging and the site has been well attended during a sunny Spring time.
A delivery of pallets arrived in April and all were eagerly claimed by plot holders. Whilst everybody was sensible in how many pallets they took, all of the pallets were gone in just a few days.
The site reps have been busy... The boundary fence has been repaired in a number of places.
Phil has painted the exterior of the toilet shed and the tool store.
Two taps have been mended
All three site reps cleared plot 9b prior to reletting, having a bonfire to clear old unwanted wood and Andy making a trip to the tip with the non combustible material.
Andy has also been regularly cutting the grass on the main path.
Three Dirty plot letters were sent out following an inspection at the end of April and all of the plot holders have responded positively by strimming, digging and clearing overgrown brambles. A couple of potential safety risks have been dealt with. A stack of broken glass has been removed, and a ramshackle fruit cage has been taken down, before it collapsed.
In conclusion, we have a good LP site. The site rep, along with the treasurer and secretary get along with our lot and enjoy doing it.
8. Co workers (Steve)
Steve proposed setting up a co-worker scheme to support plot holders who are struggling or needing to take a break and to give people on the waiting list some experience of what is involved in having an allotment. Site reps are to mention this to plot holders they feel are struggling and the secretary will contact the top 5/6 people on the list to offer this opportunity. It will be for the plot holder to decide with their co-worker how they want to work e.g.. divide up tasks or subdivide the plot. Anyone wanting a co-worker is also invited to contact the site reps or Secretary.
A Co-worker scheme will also act as a trial for potential new plotholders to reduce the incidence of new plot holders giving up shortly after taking a plot on because they discover the effort and dedication involved.
9. Crime Prevention Options (Steve)
Issues have arisen sporadically on all sites and more recently at Oakleigh. In the main it was vandalism and petty theft. The Committee felt maintain secure boundaries, keeping gates locked, signs warning of wildlife cameras and use of black tar paint on high gates etc, were sufficient deterrent.
10. Saving water – (Lynne)
Plot holders are asked to use water butts to collect rainwater where possible. Also please ensure your hose connections are good and water is not being wasted. Oakleigh plot holders are asked to leave the water connectors on taps. It is expected that some spare water butts will soon become available on Oakleigh.
11. Role of Site Representatives (Lynne)
It was felt useful to remind plot holders of the role of site reps:
The role is voluntary
To contribute to the general running of each site
To carry out monthly plot inspections and contribute to a site report
To try to resolve problems on the site as they arise
Your Site Reps are:-
DR – Steve Blair plot 5b, Jaqueline Green plot 5a, Steve Brown plot 6a
OAK – Gary Buckingham plot 19, Derrick Went plot 12, Lynne Gibson plot 16b
LP’s – Andy Bibbings plot 24, Haydn Mudford plot 8a, Phillip Moore plot 13
12. AOB
No items raised.
Date of Next Committee Meeting: Monday 1st September 2025
Meeting Closed at 8.20 pm
Committee: Steve Blair, Lorraine Montgomery, Gary Buckingham, Lynne Gibson, Joe Wallis, Jacqueline Green, Derrick Went, Stephen Brown, Andy Bibbings, Hadyn Mudford, Phil Moore.
Also in attendance: Lizzie Brown, Katy Buckingham
Apologies: Jodie White, Alan Smith
1. Minutes of the previous meeting 3rd March 2025 were agreed.
2. Patt Marriott.
The Chairman noted the recent sudden passing of Patt Marriot, a long serving Committee member and plot holder at Oakleigh. He sent condolences to her husband Steve and brother Alan and a moment of reflection was observed.
3. Chairman's Report
Last month a longstanding DR plot holder was seen heading for the gate carrying his tools. He was asked what he was doing and said that he was quitting but he did not know who to tell. He was asked to return so his plot could be inspected and it was apparent that he intended to leave behind years of accumulated rubbish. When confronted he said that the new tenant may want it which was obviously untrue. He was asked to remove the stuff. He then declined to respond to emails on the subject. We prepared an extensive list of items that needed to be removed and sent it to him. We advised him that the Committee would not do this for him so I would give the list to a man with a van and send him the bill, likely to be a couple of hundred pounds and if he declined to pay I would pursue the matter in the Small Claims Court. That weekend he returned with helpers and removed everything on my list.
This type of hoarding has also become apparent on Oakleigh. I feel that when carrying out inspections the site reps should challenge plot holders who appear to be collecting rubbish to remove it before they either walk away or get evicted.
The following weekend I showed the plot to a couple with young children. They seemed surprised that it was rather overgrown and neglected. They declined the plot.
It was apparent that they had no experience of allotments and expected to pay £21 and walk onto a pristine plot.
This is why I would like to discuss the idea of co-workers.
If existing plot holders are finding it difficult to manage their land they can advise the Secretary that they would like a co-worker. People near the top of the list could then be invited to co-work with an experience allotmenteer whilst they await a plot becoming vacant. This could enable them to pick up a few tips, make some new friends and also assist the person who was struggling. It may also result in some prospective gardeners realizing that it is harder work that they thought and decide to come off the list.
We can discuss this further in the body of the meeting.
My final issue concerns enforcement of the tenancy agreement.
It is clear that plot holders must keep their land in a good state of cultivation and clear of weeds that would interfere with neighbouring plots. Also they must maintain the paths between adjoining plots. Last month I advised a DR plot holder that his paths were overgrown with grass and nettles which made them hazardous to use. Also they were about to seed to the detriment of the tidy neighbouring plots so he should resolve this within 7 days. He said that he did not want to do it and decided to resign with immediate effect.
The plot was relet the following day and is now being cleared and returned to full cultivation.
4. Matters arising from previous meeting
- Tree issue at Oakleigh. Still outstanding. Oakleigh site reps offered to take on contacting the Council through the online process.
- Secretary emailed Churston Farm Shop re discount scheme. No response as yet. However members have been successfully using the discount scheme at Longcombe.
- Oakleigh boundary wall that had collapsed adjacent to Baston Gardens. Derrick Went completed the online Council webform to have it inspected. Incident number ID 262363, nothing actioned by the Council as yet., Derrick to follow up.
5. Correspondence: (Secretary)
Generally busy with ongoing correspondence on behalf of site reps and plotholders since the last meeting.
7 plots have been re-let since the last meeting, 13 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 stands at around 120
Following Oakleigh site inspection today there are 3 letters to be issued, and one new tenant to find.
Wool - Alpaca, still awaiting update on delivery. Smaller volume than suggested.
6. Treasurer’s Report -
Opening Balance £ 7816.41
Paid Out
Bank Charges £ 19.80
Rubbish clearance £ 590
Water Oakleigh/DR £ 815.27
Pallets £ 30
Padlock £ 5.91
Weedol £ 22.26
Lock and Key OAK £ 36
Plywood LP,s £ 7.58
Postage/statioary £ 13.20
Toilet sundries DR £ 15.29
Water LP’s £ 101.47
TOTAL £ 1656.78
Paid In
Subs £ 3338.00
Pellets fbb £ 27.00
TOTAL £ 3365.00
Cash in hand £ 21.00
Closing Balance £ 9503.63
The Chairman noted that it was important to keep a good positive balance on account because of unforeseen issues that may arise which could need funding. He congratulated the Treasurer on maintaining the accounts so well.
7. Site Reports
Derrell Road
Derrell Road site is fully occupied with two plots recently being re-let. The new
plot holders have made good progress with their plots.
Generally, the site is in good order with most plots tidy and under good
cultivation. Emails have been drafted to go out to two plot holders whose plots are under cultivated and in need of tidying.
Oakleigh
1. Can plot holders please keep dogs on a lead and on their own plots.
2. If dipping or washing out watering cans in the tanks beneath the taps please make sure there are no chemicals or dirt in your watering can. Others ca then use this water to water by hand. Unfortunately, the middle tank seems to have been contaminated rendering it useless for watering.
3. We are continuing with monthly plot inspections and have had good results, the majority of people receiving ‘Under Used’ plot letters have improved their plots and the site is looking better.
4. There are still ongoing issues with plot holders leaving vans and cars in the turning space despite being asked to take vehicles off site when they have been unloaded. Please be considerate of all using the site.
5. We would like to set up a working party to help plot holders who are struggling because of ill health Lynne is happy to organise and Co ordinate this. Please contact her on [email protected] if you can spare a few hours to help fellow plot holders or are in need of help.
6. Site security some issues have arisen break ins and locking of gate. The keys have been copied so many times many no longer open the main gate. It was decided the chain needs to be welded to the lock. The site reps are to look for someone to do the welding.
Lower Penns
Following the new tenancy year, all plots are now fully let, with one whole plot being split into two. Another plot is now split into three in order to help plot holders remain on site with a smaller area to manage. This will also help to reduce the waiting list. All new plot holders are now enthusiastically digging and the site has been well attended during a sunny Spring time.
A delivery of pallets arrived in April and all were eagerly claimed by plot holders. Whilst everybody was sensible in how many pallets they took, all of the pallets were gone in just a few days.
The site reps have been busy... The boundary fence has been repaired in a number of places.
Phil has painted the exterior of the toilet shed and the tool store.
Two taps have been mended
All three site reps cleared plot 9b prior to reletting, having a bonfire to clear old unwanted wood and Andy making a trip to the tip with the non combustible material.
Andy has also been regularly cutting the grass on the main path.
Three Dirty plot letters were sent out following an inspection at the end of April and all of the plot holders have responded positively by strimming, digging and clearing overgrown brambles. A couple of potential safety risks have been dealt with. A stack of broken glass has been removed, and a ramshackle fruit cage has been taken down, before it collapsed.
In conclusion, we have a good LP site. The site rep, along with the treasurer and secretary get along with our lot and enjoy doing it.
8. Co workers (Steve)
Steve proposed setting up a co-worker scheme to support plot holders who are struggling or needing to take a break and to give people on the waiting list some experience of what is involved in having an allotment. Site reps are to mention this to plot holders they feel are struggling and the secretary will contact the top 5/6 people on the list to offer this opportunity. It will be for the plot holder to decide with their co-worker how they want to work e.g.. divide up tasks or subdivide the plot. Anyone wanting a co-worker is also invited to contact the site reps or Secretary.
A Co-worker scheme will also act as a trial for potential new plotholders to reduce the incidence of new plot holders giving up shortly after taking a plot on because they discover the effort and dedication involved.
9. Crime Prevention Options (Steve)
Issues have arisen sporadically on all sites and more recently at Oakleigh. In the main it was vandalism and petty theft. The Committee felt maintain secure boundaries, keeping gates locked, signs warning of wildlife cameras and use of black tar paint on high gates etc, were sufficient deterrent.
10. Saving water – (Lynne)
Plot holders are asked to use water butts to collect rainwater where possible. Also please ensure your hose connections are good and water is not being wasted. Oakleigh plot holders are asked to leave the water connectors on taps. It is expected that some spare water butts will soon become available on Oakleigh.
11. Role of Site Representatives (Lynne)
It was felt useful to remind plot holders of the role of site reps:
The role is voluntary
To contribute to the general running of each site
To carry out monthly plot inspections and contribute to a site report
To try to resolve problems on the site as they arise
Your Site Reps are:-
DR – Steve Blair plot 5b, Jaqueline Green plot 5a, Steve Brown plot 6a
OAK – Gary Buckingham plot 19, Derrick Went plot 12, Lynne Gibson plot 16b
LP’s – Andy Bibbings plot 24, Haydn Mudford plot 8a, Phillip Moore plot 13
12. AOB
No items raised.
Date of Next Committee Meeting: Monday 1st September 2025
Meeting Closed at 8.20 pm
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