HORFIELD
AND DISTRICT ALLOTMENTS ASSOCIATION LIMITED
DRAFT MINUTES OF ANNUAL GENERAL
MEETING
Monday, 16th February 2009
Held at the Good Shepherd Hall,
Kings Drive from 7.30pm.
PRESENT
Mr.Neil Pirie,
Chairman,
Mr.Brian Styles,
Treasurer
Mr John Molton, Secretary.
Mr Steve Clampin BCC
Allotments Officer
Councillor Bev Knott
And approximately 50
members.
NOTICE OF THE MEETING HAD BEEN CIRCULATED IN THE NEWSLETTER
TO ALL MEMBERS
APOLOGIES: Phyllis
Brooks, Val Chainey, Roger Chainey, Phil Hall, Anne Miller, Colin Hendy, Laurel
Smart, Pauline Markovits, George Lewis, Paddy Dance, Rose Boswell.
MINUTES OF LAST ANNUAL GENERAL MEETING
Were distributed to
the membership present and adopted on a proposal by Philip Drew and seconded by
Joe McSorley.
MATTERS AIRISING: There
were no matters arising not covered by agenda items.
CHAIRMAN'S REPORT: A
summary of the Chairman’s report was circulated to the meeting.
The Chairman welcomed
the high turnout of members to the AGM. He highlighted the work of the
committee in their capacity as administrators and appealed for more involvement
of the membership in the maintenance of the fields. The Chairman thanked BCC
for their investment in the fields over the past 6 years and pointed out that
this would cease after 2009. He also invited suggestions for capital works for
2009. He urged greater involvement of the membership in working parties and
appealed for volunteers to come forward as field reps for Birchall and Davis
following the retirement of Jo Madden (Davis) and Emma Carroll (Birchall) both
of whom he thanked for their contribution to the Association.
The Chairman’s report
was followed by a short discussion.
TREASURER'S REPORT
A summary financial
report was distributed to the members present. Full audited accounts are
available to members on request.
The Treasurer
highlighted the contribution of BCC to the apparent health of the Association’s
balance sheet and pointed out that when this contribution ceases (2009) the
revenue from rents will barely cover costs. He praised the work of the
committee in minimising the administrative costs of the Association and noted
that this contribution allowed rents to be kept at a modest level.
The Treasurer pointed
out the high cost of water and urged conservation measures. He stressed the
importance of working parties in keeping the cost of maintaining the fields as
low as possible.
The accounts were
accepted by the meeting, proposed by Dick Probert, seconded by Ben Probert.
It
was agreed that K.V. Momber & Co. continue as auditors, proposed by Philip
Drew, seconded by Ted Ayers Hunt.
ORGANIC ORCHARD:
(Email From Pauline Markovits)
Working meetings proper start next Saturday & we are going to have a
go at tidying the car park area & planting some local plum varieties &
soft fruit on the bank at the back.
We have put up a notice asking for a tarpaulin or
plastic sheet to be spread in the car park if manure etc is dumped there.
We have also got some soft fruit bushes for sale
(josta berries, red Pax gooseberries etc) for sale then 2-4 pm & penultimate
Saturdays.
PRESENTATION OF TED HILL CUP & FIELD PRIZES.
The Ted Hill Cup, and
a £25 garden voucher, for the most improved plot during the first year of
tenancy were presented by Margaret Smith to. Jay Gowin & Suzanne Cottle of 8b
& 9b Longs ‘Best newcomer on field’ awards went to Andrea Skeen,
7 Baptist, Colin Hendy & Lauren Smart 39 Birchall, Kay Crowe 20a Davis
& Bill Ball 25 St Agnes.
BCC ALLOTMENTS MANAGER:
Mr Steve Clampin gave
a brief and informative update on current BCC policies and forthcoming events.
The Bristol Flower
Show will not be taking place this year but the Allotments Office will continue
its promotional work through stalls at suitable venues including the Organic
Festival on Harbour Side and possibly the farmers market. The involvement of
volunteers would be appreciated. The
Allotments Office will be exploring the possibility of reopening disused
allotments sites around the city and will also explore ways of promoting the
growing of food crops in domestic gardens. Mr Clampin confirmed the cessation
of the current round of BCC funding but expressed a commitment to ongoing
investment should funds become available in the future. In the meantime self
managing Associations are responsible for all maintenance costs to their
sites. Mr Clampin outlined the BCC
policies regarding shed security and procedures in respect of neglected plots.
He also announced that the rent for a large plot on a BCC site will rise by
£20.00 over the next 2 years bringing the annual rent to £60.00 in 2 years
time, (this does not apply to H&DAA).
The chairman thanked
those who provided and served refreshments.
THERE BEING NO FURTHER BUSINESS THE CHAIRMAN DECLARED THE
MEETING CLOSED AT 8-40 PM.