The Friends of Newby & Scalby Allotments Group Minutes of the Friends of Newby and Scalby Allotments Group Annual General Meeting Held on Tuesday 6 th May 2014 1. Present 25 members 2. Apologies for Absence Mr & Mrs Beaton, John Freeman, Martin McGraw 3. Minutes of the AGM held on 24th April 2013 The minutes of the meeting were read by the Chairman and approved as correct 4. Chair s Report Many thanks to all of you for attending tonight's meeting. On your behalf as well as my own, I d like to record my thanks to the current committee members and others who help throughout the year. So thanks to John Stott, Trevor Teasdale, Bob Kendall, Annette Brayshaw, Dave Monkman, Jeremy Smith, Ged Crinnian and Pete Everitt In particular thanks are due to the Inspections Sub Committee. We all dread inspections but they are an essential part of keeping plots tidy and maintaining standards. It s good to know that our allotments have been held up as a shining example to another Scarborough allotment project (Barrowcliffe) so thanks to John and Bob. At the moment we have no vacancies and a waiting list of two. John has been a stalwart Vice Chairman and managed our liaison with the Parish Clerk as well as many other activities. Liaison with the Parish Council is an important part of the Committee s task list and helps to ensure a smooth and constructive relationship with our landlord. Bob as well as inspecting and organising the seed catalogue event is manager of project shed it s been a while in the planning but work has finally commenced! We are building a 10 by 8 steel structure, with a chemical toilet, in the South West corner of the site. The first sod was turned on Saturday 3 May by John, Bob, Jeremy and myself, ably FONSA - Friends of Newby & Scalby Allotments Group
abetted by Dave Millar and Ian Johnson who had the misfortune to be in volunteering range! (See photo on website) Trevor, our Treasurer, has managed our finances with his traditional skill and efficiency and along with Tracey has been a leading light in the BBQ organisation, as have Dave, Annette, Ged and Peter. Tracey also maintains the FONSA website Thanks to Trevor, Angela and Jenny for the mouth-watering cakes tonight and for organising the catering. This year seems to have got off to a better start than 2013 weather-wise long may it continue. Your committee have been making temporary repairs to fences caused by the Hunt s passage through the site as well as general wear and tear. Thanks to the Parish Clerk for her assistance. We have also filled some pot holes and ruts in the roads at both ends of the site and have plans to do some more work in the future and we are going to apply for a Parish Council grant to put up pig wire on the beck side of the site to try and reduce intrusion by foxes and humans. There have been some thefts of produce over the year and of a mower used by a plot holder to maintain paths so please feel free to politely challenge strangers on the site when you see them if they are not accompanied by a plot holder. Rents on the allotments have been stable for a while now. Following a review by the Duchy the council have decided to raise rents to 33 for a full plot and 16.50 for a half plot. The increase will be effective from 1st October 2014 and will cover the period 1/10/2014 to 31/9/2017. It is appreciated that no one likes price rises, however, the rents are still considerably less than those charged by Scarborough Borough Council and at less than 10 pence a day are I hope you agree extremely good value. Scalby Fair is on the 21 st June this year. We will be taking a double stall as we did last year when we raised just short of 200 for FONSA funds. Please be prepared to donate produce this year. Most money was made last year on Rhubarb, Spinach and Flowers, but any produce you can offer will help. Please contact committee members to volunteer produce. The social side of the FONSA year has been a great success. We held a well attended and enjoyed BBQ and Open Meeting in the late summer (Video on website) as well as a Pie, Peas and Seeds event at the Duchess in the winter (40% reduction on seed prices achieved thanks Bob). A capacity crowd filled the Yew Tree restaurant for the Annual Dinner which judging by the noise of gardening and other chatter was enjoyed by those who attended. Some dates for your social diary are: BBQ 20 th July at Redscar Lane end of the site (and in September if there is a demand) Newby and Scalby Produce show 27 th July in this building Seed event in November watch for news on the website and newsletter. All the very best for the growing season. Mark Richards 6th May 2013. 5. Treasurer s report 2
Trevor Teasdale circulated copies of his accounts to the meeting for consideration. After clarification the accounts were accepted by a unanimous show of hands. It was indicated that the accounts were subject to audit. Trevor requested that we provide a bottle of wine or similar to Mr Dale who audits the accounts for no fee unanimously agreed. It was also agreed that Mr Dale be approached to carry out an audit on the accounts now presented to the meeting. 6. Election of Committee and Officers With the exception of Ged Crinnion all existing committee members agreed to continue to serve and were unanimously elected by a show of hands. Pete Everitt was assumed to be standing in the absence of other information. (Later clarification after meeting Peter does wish to remain on the committee so his election in absentia stands) Existing officers were re-elected. Mark Richards as Chair, John Stott as Vice Chair and Trevor Teasdale as Treasurer. There were no volunteers to stand for Secretary. Existing committee members agreed to share this task. 7. Open Floor Debate. Members were asked for their views and suggestions on matters affecting the allotments. i. Clarification sought re shed and toilet facility. Information was provided by the Chair of the purchasing process which was being undertaken by the Parish Council. The cost would be paid back by FONSA over three years. There was discussion on how best to secure the shed and toilet. A combination lock seemed to be the most popular option. Bob explained how the chemical toilet would be obtained as a second-hand unit and serviced from FONSA funds. It was agreed to keep appropriate cleaning materials in the porta-loo cabinet for users to maintain. A discussion took place regarding the allowable height of sheds. The four foot rule must be complied with as it is a condition of tenancy. The community shed is the only allowable exception. ii. Clarification re the FONSA web address was sought. It is http://fonsaallotments.webnode.com/. The Chair requested that members made their web addresses known to the Committee and used the website for communication as far as possible. Newsletters and other information will be provided via the website to those with email addresses. iii. A suggestion for the provision of two community compost bins was made on behalf of John Robinson who could not attend the meeting. This was rejected on a show of hands because of concerns regarding the potential spread of weeds and possible problems with maintenance and materials which had been treated with weed killer. Many allotment holders already have their own composting facility. It was suggested that an article recently published in the BBC gardening magazine be circulated if copyright allows. 3
iv. John also requested that the contractors who strim paths be asked to take more care to limit spreading grass cuttings on allotments and damaging crops. John Stott to discuss in his liaison meetings with the Parish Clerk. v. It was noted that there had been some recent damage to crops which was believed to have occurred because the water troughs on site had been used to rinse out spraying equipment. It was also noted that various detritus had been found in troughs and on one occasion a trough had been full of leeks presumably being washed. All of the above is potentially damaging and increases maintenance work so allotment holders were requested to avoid contaminating troughs in any way. vi. Whilst the signs regarding fly tipping were felt to have been generally effective there were still people who put out green waste on the wrong day or not in appropriate sacks. There was a discussion about the potential use of brown bins as the sacks are so flimsy. The Chair agreed to look into this and agreed to consider a small trial. There would be a cost to purchase the bins and there would need to be volunteers to put out the bins on the appropriate day. It was felt that leaving the bins permanently outside the site might lead to opportunist dumping by non allotment holders. vii. At the previous AGM there had been a suggestion that a produce stall on the allotments be considered. The minutes of that AGM had shown that those interested in this option should mail the website with their interest, but no emails had been received in the last 12 months on the matter. There was further discussion and many present thought it was worth a try with an honesty box and proceeds to be donated to a local charity. The Chair agreed to consider this further at the next Management Meeting once clarification had been obtained from the Parish Clerk regarding the need for permissions etc. viii. A donation of 30 will be made to the Scalby Sweet Pea fund on behalf of FONSA to sponsor a page on next year s calendar. The Chair asked members to email in any suitable allotment photos. ix. Annette Brayshaw noted that at a recent meeting there had been an interesting item about growing vegetables on unused ground or wasteland. Annette was asked to request the same presentation to be made at a forthcoming FONSA open meeting. x. Trevor was asked to provide further information about any RHS discounts which might be available tofonsa members. He will look this up and put information on the website. xi. There was a suggestion from the floor for a combined garden and brewery visit to Wolds Top. Rick volunteered to look into this on behalf of the group. 4
xii. Ged McNamara asked if the FONSA Allotment show might be reintroduced. Pat Eves had previously organised this. The idea was well received and after discussion it was agreed this would be looked into by the Management Committee and possibly reintroduced at the 20 th July BBQ Open Meeting. The Committee will also consider organising a plant sale. There being no other business the meeting closed at 20:55 for tea and cakes. 5