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Minutes of Dent Allotments AGM Sedgewick Rooms 20th July 2010 Present: Jeff Allen, Lynn Comerie, Bill Corpe, Diana & Melvyn Dickinson, Hilary Firth, Carolyn Francis, Pip Hall, David Hartley, John Hyde, Gill Puncher, John Sibley, Dale & Ken Smith, Peter Stephenson, John Sugden, Christine & Keith Taylor, Dorothy Vernon, Helen Winn. Apologies: Tim Deighton, Steve Farmer and Alan Seabridge
Minutes of last AGM: · Minutes confirmed and accepted. Signed as a true record. Proposed by Dale Smith seconded by Dorothy Vernon.
Election of Officers: · It was proposed by Dorothy that the existing Chairman, Secretary & Treasurer remain in post if they so wish. All present in favour.
Election of Management Committee:
· Present management committee happy to carry on. All in favour.
· A vote of thanks to the committee was voiced from the floor for the work they had undertaken over the past year.
Presidents Report: · Dent Allotments has been a great success & thanks to everyone for coming on board & making it so.
· James Middleton has now installed the water supply. There are three taps spaced out along the allotments.
· Rabbits have become a problem & David has someone visiting the allotments to shoot them, in addition there are reports of myxomatosis in the Dale which should also reduce the numbers.
· £800.00 has been put aside for provision of storage for tools/equipment etc.
· Hedge Trimming: Won’t be an issue this year. Suggestion that everyone becomes involved in future years.
· Grass Cutting: To be discussed later in meeting.
· Fruit Trees: To be discussed later on in meeting.
· David has some stakes and old posts available to anyone who wants them.
· The introduction of the allotments has been good for Dent and has worked extremely well.
· Ken as Secretary offered his thanks to David for his support and hard work. Chairman’s Report: Everything is running smoothly. Thanks to Ken for his hard work and to Christine for her work as Treasurer. Ken is to write letters of thanks to the following individuals for the work they have undertaken: · Kevin Puncher – Supplying notice board. · James Middleton – Connecting us to a water spring and supplying material. · John Sibley – Setting out the plots. · Jim Burton – Cutting the grass. · David Hartley – Hedge laying & general support. · Neville Allen – Help with the website.
Secretary’s report After our first AGM last year I am pleased to advise we have made some great progress on our allotments. Below are the activities during the last year.
Committee meetings We have had four meeting during the year. At the meetings we discussed a wide range of subjects to get the Association on a firm base. All notes of meetings can be seen on www.dentdale.com/allotments Helpers A number of people have helped the Association in the last 12 months
Allotments All of our 30 plots are now allocated except for plot 1, our disabled plot. We are able to add a few more plots if there is a demand. Please let me know if you know anyone who may be interested in a plot. Support members We have fourteen people who have shown interested in supporting us and a number of them have paid there £5 and joined into our activities. Kings Seeds ordering The profit from our seed ordering last year helped our funds. It was disappointing that it was mainly our support member who took up the scheme. I would encourage more people to use the scheme next year as the potatoes, seeds etc are great valve around 30% to 40% cheaper than you can buy from the shops and it also helps our funds. NSALG In January I went to the regional meeting in Durham which was very useful, I will go to one meeting each year. In June I was able to show John Doherty from the NSALG our allotments when he was visiting the area, he was very impressed with our plots and was surprised how much had been done in our first year. Treasurer’s Report As treasurer of the Dent Allotment Association I present the financial report for the year ending 1st July 2010. The accounts have been reviewed by Mr N Allen. An account was opened with the NatWest bank requiring three signatories currently comprising chairman, secretary and treasurer. I am pleased to say that we received generous contributions in the form of grants from Sedbergh Neighbourhood Forum, Cumbria Community Foundation and Dent Parish Council. We received a donation in memory of Mrs A Sibley, for which we thank the Sibley family. The seed catalogue order also yielded a profit. Membership payments are all up to date. Our initial set up costs have been covered by the grants, leaving money for further improvements on the site such as the rabbit proof fencing. However the 2011 projections show that our regular running costs will exceed our income by £232. Although we are in credit from our first year this is partly due to the £15 joining fee paid by our Plotholders which, as a one-off payment, will not be a future source of income. A summary of the income and expenditure is below : £ Income 7456.45 Joining Fees Plotholders 405 Support Members 80 Plot rental (including NSALG and insurance at £10.03) 776.87 Grants Sedbergh Neighbourhood Forum 1000 Cumbria Community Foundation 4091 Dent Parish Council 400 Donations 250.45 Seed order 453.13 Expenditure 2986.21 Sunnybank rental 432 Membership of NSALG/Insurance 245.91
Set up costs Builders supply, equipment hire 208.67 Hedgelaying, 1700 Grass cutting 30 Sundries 8 Seed Catalogue payments 361.63 (profit from seed order: 91.50) Balance 4470.24 This agrees with bank statement no 12 Grants £5491 received in grants, £2270.46(1700 + 208.67 + water at 361.79, paid since accounts reconciled) spent Balance = £3220.54 of grants remaining. Estimated cost of rabbit proof fencing is £1000
If the grants and set up costs are discounted and recent transactions, which have not yet cleared, accounted for, then the account is in credit by £817.91.
Forecast for 2011 2011 expenditure Sunnybank rental 420.00 NSALG 58.00 Insurance 200.00 Water £3 per plot 87.00 Grass cutting £30 each time, approx 14times 420.00 1185.00
2011 income Plot rental including insurance, NSALG and water 838.06 Seed catalogue profit 90.00 estimated New support members / Fundraising 25.00 estimated 953.06
Shortfall £231.94
May I also suggest a petrol rate of 24p per mile to compensate any committee member attending NSALG meetings representing the association.
Mr Chairman, I therefore table the treasurer’s report for adoption at the AGM
· Treasurers Report adopted at the AGM. Proposed by Dorothy Vernon, seconded by John Sibley.
· Accounts available to be viewed at AGM.
· Thanks to Neville Allen for reviewing the accounts.
Amendments to the Constitution: · Discussion took place regarding additional costs to subscriptions because of the costs incurred in paying to have the grass cut. Jim Burton is willing to cut the grass at £30 per session. This could amount to an additional cost of £14 per member depending on how often the grass is cut. All present were happy to pay extra for this service. Requests by plot holders for discussion 1. Keeping Bees. A proposal has been put forward that bees should be kept on the allotments. Several points were made regarding pros and cons of keeping bees. One salient point was made that the position of the allotments weren’t suitable for bees. It was agreed by all present that bees shouldn’t be kept. 2. Planting fruit trees. A suggestion has been made that compact fruit trees such as apple & damson should be planted on the allotments near to the front entrance. The trees chosen would need to suit the Dentdale climate and possible floods. David is happy for this to happen. All present in agreement with this proposal. Peter Stephenson was willing to advise. He will need volunteers to assist. It was felt by all that it would be appropriate for the donation received from Mrs. Sibley’s family be used to purchase the trees. 3. Grass Cutting: Debate took place regarding frequency of grass cutting. It was agreed by all that Ken should make the necessary arrangements as he sees fit with Jim. 4. Fencing Discussion took place re: the success of the fencing to keep rabbits out and should chicken wire be used. At present arrangements have been taken to shoot rabbits on the allotments, and if myxomatosis is around they may not be a problem in the future. The situation is to be monitored and reviewed. Excess Vegetables grown. In the event of there being a surplus of vegetable suggestions were made as to what to do with the excess: sell the produce at Dent show, have a stall at Cowgill church sales, or sell through the shop. As this is the first year members aren’t sure how much (if any) surplus there will be. It was suggested that a notice be placed on the notice board and people list what they think they might have available. Fund Raising: Christmas Cards: There is a possibility of raising funds from the sale of Christmas cards. A print of John Cooke’s has been chosen to be used on the front. The cost for 1000 cards works out around £161.00 (16p each) these could then be sold on at a profit. The W.I. and Grammar school Foundation are interested and any profits made would be shared between the three organisations pro-rata. Dent Show: We have been offered a stand at Dent show. The usual cost has been wavered and the show committee is happy for a donation to be made to their funds. It was agreed to display our vegetables and sell them on the Sunday with profits going to our funds.
Notes of the Committee meeting held on the 4th May 2010 at The Hill Dent. Attendees John Sugden, Dale Smith, Ken Smith, John Sibley and Christine Taylor Apologies Non received The meeting was opened and the notes of the last meeting of the 12th January 2010 were agreed and confirmed. Matter arising from the meeting Ken and Dale reported back from their first meeting in Durham of the NSALG, no actions required. All details on the website have been up dated. First newsletter was sent out All other items were on the Agenda for discussion. Chairman Very happy with the progress made since the last meeting, the majority of the plot holders are working on their plots. Some concerns have been raised on fencing and watering the plots, both these items are on the agenda for action later. Treasurer
It was agreed a reserve of £500 should be held for the cost of setting up the Disabled plot. Christine would also look at projected costs for 2011. Secretary A letter was received from Cumbria CC regarding the £1000 grant for fencing. It was agreed to write back stating we are behind on some of our projects but would hope to start the work in the near future, after a meeting with David Hartley. An invoice was received from Davis Hartley for £1700 for the cost of the laying of the hedgerow. This will be paid in the next few days. Programme of work
AOB Compost and Recycling meeting 11th May Extra posters will be displayed in the shop and on the Allotment. Tea and coffee will be arranged by Lynn Comerie and Christine Taylor at no charge. The presentation will start at 7.30pm and the speaker will be introduced by Ken Smith. AGM This will take place on the 20th July in the Memorial Hall starting at 7.30pm. ‘Excess vegetables grown on the allotments’. A discussion took place on how we could support the members and help the community. It was agreed to add the item to the agenda of the AGM. Keeping in contact with the school It was agreed that contact would be made with the school to see if we could help in the knowledge of growing vegetables. Action Ken Smith Open Gardens Discussions took place early in the year for inclusion of the allotments into the scheme. It was agreed that Ken would follow this up with Christine Brown, Action Ken Smith
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Notes of the Committee meeting held on the 12th
January 2010 Attendees Dave Banlin, Gill Puncher, John Sugden, Dale Smith, Ken Smith and Christine Taylor Apologies John Sibley The meeting was opened and the notes of the last meeting of the 28th September 09 were agreed and confirmed. Matter arising from the meeting These were no matters outstanding. All items were actioned Chairman’s report Very happy with the progress made since the last meeting especially with the activities in December when the majority of the plot holders worked together to remove and rotivate the area, a great community atmosphere. He believes once we can get started, the allotment area will be a place of growing vegetable and meeting our friends from the valley. Treasure report
Secretary report
Programme of work
AOB
The next committee meeting to be agreed and will be help at John Sugden. ________________________________________________________________ How to get Started Meeting 14th October 2009 Venue Reading Room Attendees; Jeff Allen, Nicola Charnley, Jennifer Levitt, Sue and Keith Owen, Jan Dalton, John Sugden, John Sibley, Ken Smith, Dorothy Vernon and Catherine Steele. Apologies; Kate Roberts, Bill Corpe, Phillipa Summers, Jackie Bellis The following are the key points of our meeting;
The aim of the weekend is to remove the turf and rotivate the Allotments,
Please return this page with your needs and dates available to help
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Notes of the Committee meeting held on the 28th
September 2009 Attendees Dave Banlin, Gill Puncher, John Sugden, John Sibley, Dale Smith, Ken Smith and Christine Taylor The meeting was opened and a welcome was given to John Sibley on his first meeting. The notes of the meeting of the 3rd August were confirmed and agreed. Matter arising from the meeting
Constitution John Sugden will meet D Hartley and sign the agreement. Chairman’s report Very happy with the progress made since the last meeting Treasure report
Secretary report
AOB
The next committee meeting will be on the 15th February details to follow ________________________________________________________________ Notes of the 1st Committee held on the 3rd August 2009 Attendees Christine Taylor, Gill Puncher, John Sugden, Dave Banlin, Dale Smith and Ken Smith Notes of the open meeting of the 1st July There were confirmed and agreed. Constitution This was amended and confirmed by all the committee. Plot holders agreement Following the AGM additional clause to the termination agreement was confirmed. Tenancy agreement All of the committee were happy with the contents but asked for it to be sent to the NSALG to ensure all rights of the Land owner and the Association are not comprised. Setting up a bank account Christine to open an account at a local bank Work needed to be completed Fencing
Hedge laying
Stakes for making out plots
Water troughs
Marking out plots This work will start on the 1st November or before if agreed by the Land owner. Water Supply John is in discussion with David Pilgrim about equipment and will report back at the next meeting. Funding There are a number of funding agencies which will be applied to for money in the next few months for our projects.
Joining fees It was agreed for Christine to ask members to pay for their joining fee as soon as possible to enable insurance and other costs to be paid. The plot rent will be required in November. Donations Ken informed the meeting of the kind donation from Mrs Ann Sibley family to the Allotment Association. A letter of thanks will be sent. AOB
Date of next meeting 28th September at John Sugden house 14th November Open day on the Allotment, details to be agreed 15th February 2010 Allotment committee meeting venue to be agreed ________________________________________________________________
Notes of Annual General Meeting Date 27 July 2009 Location Sedgewick Room. Attendees Jeff Allan, Jackie Bellis, Dave Banlin, Bill Corpe, Jan Dalton, Caroline Francis, Ian Fletcher, Pip Hall, John Hyde, Sue and Keith Owen, Anne Oxley, Gill and Kevin Puncher, Ken and Dale Smith, Peter and Dorte-lis Stephenson, John Sugden, Christine Taylor. Apologies Lynn Comerie, Jennifer Levitt, Alan Seabridge, John Sibley. Election of Officers President David Hartley proposed by Ken Smith seconded by Peter Stephenson Chairman John Sibley proposed by Ken Smith seconded by Sue Owen. Secretary Ken Smith proposed by Sue Owen seconded by Dale Smith Treasurer Christine Taylor proposed by Jackie Bellis seconded by Anne Oxley Committee Members Gill Puncher Dave Banlin Dale Smith All present in favour of the above nominations. Interim Chairman elected until John Sibley able to take up his duties. John Sugden proposed by Ken Smith seconded by Dale Smith. All agreed for Ken to continue to Chair AGM Adoption of Constitution Ken Smith asked for comments on the Draft Constitution document. Discussion took place about the cost of the one off initial joining fee. It was noted that Sedbergh had put their joining fee at £5. It was proposed that Dent Allotment joining fee be set at £10. Clarification was asked for on what set up costs would have to be incurred to justify the level of the joining fee. These were listed as Insurance, setting out stakes, 3 water troughs at £75 each, and fencing. People were concerned that £10 may not be adequate and John Hyde proposed £15 which was accepted by the group. It was agreed that 8 people would make up the minimum quorum at any future AGM. Adoption of Plot Holder Agreement. Comments were asked for regarding the Draft Plot Holders Agreement document. It was suggested that more flexibility should be given on payment dates. The meeting agreed to keep to the original timing. Based on the rental levels of the land, Ken Smith proposed that the cost of renting an allotment should be £0.50 per sqm per annum, plus insurance and membership of NSALG which was agreed. The circumstances explaining how a Plot Holder can give notice to quit needed to be included in the document. All agreed that the individual should notify the Secretary of intention. It was also agreed that the Secretary should be notified if the individual plot holder had exceptional circumstances such as illness which prevented their allotment being maintained in a reasonable state. There was some concern that there were no facilities to store tools. John Sugden reported this need may be addressed in the future. Adoption of Tenancy Agreement. This Draft document had not been circulated to those present at the meeting. Ken Smith proposed that it should be discussed by the new committee at their first meeting. He also wanted to discuss the document with the legal department of the National Society for Allotment and Leisure Gardens The Next Steps Setting up a bank account would take place after the first committee meeting The committee would agree a programme of work, including the marking out of plots. A discussion took place about water supplies and it will be followed up at the first committee meeting. AOB. The land owner is able to supply manure at a cost of £10 per load. The grant to the Neighbourhood Forum has to be in by 8th August it was proposed that this should include both the fencing and water trough costs. Ken informed the meeting that the fencing configuration had been changed slightly to meet the land owner preference. The meeting was informed that a family member of Mrs Ann Sibley had expressed a wish to donate a sum of money to the Dent Allotment Association in memory of Ann. The date of the first committee meeting will be on 3rd August 2009 7.30 at Cowgill Barn. ________________________________________________________________
Notes of Meeting Meeting date 1st July 2009 Location Reading Room Attendees;Jeff Allen, Keith Taylor, Christine Taylor, Jennifer Levitt, Bill Corpe, John Sugden, Dave Banlin, Sue Owen, Keith Owen, Ken Smith, Dale Smith and Pip HallApologies; Jackie Bellis, John Sibley, John Hyde, Lynn Comerie and Alan Seabridge Copy; Jock Cairns, David Hartley, Kate Roberts and Dorothy Vernon
Allotments Meeting 18 March 2009
Present: Ken Smith, Bill Corpe, Jeff Allen, Jackie Bellis, John Hyde, Keith Taylor, Christine Taylor, Keith Levitt, Mark Levitt, John Sugden, John Sibley, Jock Cairns Those present decided that they wanted to try and create allotments in Dentdale, if possible close to the village. SiteIt was agreed that the site needs to be about an acre in size, in full sun and not prone to flooding. It would also need good access, be close to car parking and have a water supply or the possibility of providing one. It was agreed that members of the group should approach a number of local landowners to see if they had, or knew of, a suitable piece of land which they would be prepared to lease: John Hyde Margaret Taylor David Hartley Alan Oversby John Bentham Mr Callum (Conder Farm) Keith Burrow Jackie Bellis Jackie Foott Margaret Middleton John Sibley Bob Ellison Dent Combined Charities (Brain Goad) Dent Grammar School Educational Foundation (Brain Goad) Jennifer Levitt John Ashton Christine Taylor Geoffrey Woof Ken Smith Bradford Diocese Planning PermissionJock Cairns agreed to find out the National Park’s attitude to change of use for allotments. . Funding Jackie Bellis agreed to search for possible sources of funding. ConvenorKen Smith agreed to act as the group’s convenor, and to book a room for the next meeting. Next MeetingThe next meeting will be at 7.30pm on Wednesday 22nd April 2009. The venue will be notified later. ______________________________________________________________________
Notes of Meeting Meeting date 22nd April 2008 Location Sedgwick Room Attendees;*John Hyde, *Jeff Allen, Christine Taylor, John Sibley, Jennifer Levitt, Bill Corpe, John Sugden and Ken Smith* Received notes by hand Apologies; Jackie Bellis and Alan Seabridge Copy; Jock Cairns
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