SOUTH HARPENDEN ALLOTMENT& GARDENS SOCIETY
MINUTES OF ANNUAL GENERAL MEETING
HELD ON 25 SEPTEMBER 2013 AT THE TED ALLEN ROOM, ALLOTMENT CENTRE, DARK LANE, HARPENDEN
PRESENT - Committee members: Roger M. Glanville, Roger Gillett, Pauline Payne, Irene Boogerman, Eve Meert, Chris Overton, Jenny Stevenson, Chris Wilson, Albert Callaewert.
SOCIETY MEMBERS: Carole Pamphlett, Peter Goucher, Patrick Fisher, Walter Lawrence, John Molson, Peter Loveland, Mike Cobley.
APOLOGIES:
David Ebbels, Nic Hale, Malcolm Lingwood, Ralph Martin, Shireen Langton.
CHAIR: Lin Norman
Chairman welcomed all those
attending.
1.
Minutes of the 2012
AGM
·
2012 AGM Minutes were presented and taken as read. They were agreed to be an accurate record of the meeting.
Proposed by Irene Boogerman, seconded by Eve Meert. Approved.
2.
Matters arising from Minutes
No matters were arising
3.
Proposed amendment to the Society Rules
LN introduced the one amendment to the Rules that was being proposed and asked for any comments.
Tenancies and Plot rentals 6 n)
(ii) Raised Beds on Plots :
Refer to the attached paper “Proposed Amendment to Society Rules”. Change to the clause relating to the permitted height of any raised beds increasing the height from “250mm above the natural level of the land” to “450mm”.
JM asked whether the plot-holder had time to make changes if they were found to have exceeded the Rule in terms of height or width. LN confirmed only the height limit was changing and EM asked about the origin of the width limit (1.5m). This was suggested to have been the width by which one could comfortably reach from the side.
PG asked if there was a limit on the length plus he was unsure if the Rule meant the max size would be 1.5m x 1.5m. RMG this was not the case and indeed had received a similar question by email from Mark Sanders, to which he would be replying. RMG confirmed there was no limit on the length of a raised bid, apart from the size of the plot itself.
LN explained a size limit had to be set to prevent large structures appearing. IB mentioned that this had been a problem in one instance previously, hence the Rule. JM asked again what sanction was available and LN confirmed if future beds were oversize the new Rule would be
enforced.
CO agreed with the height restriction but thought the width limit should only be a sensible size PF suggested the width limit be a recommendation only. EM agreed.
The meeting agreed to accept the revised height limit but wished the width limit be changed to a recommended width of 1.5m.
AC expressed the concern that wider use of raised beds could lead to the loss of the shape of plots within the entire site plan. CW agreed and added many people then surrounded beds with stones which eroded the growing area and could lead to problems once a plot is vacated.
LN proposed that this subject be looked at in committee by a sub group. PG also wished for those discussions to look at demarcation of plots as this could sometimes be a problem.
A vote on this amendment was carried unanimously and will be incorporated in a new issue.
4.
Trustees Reports
4.1
Chairman’s report – Lin Norman
·
Refer to the document Trustee, Officer and Committee Reports for the full Chairman’s Report.
The Chair focussed on some key points from her report for this year to the meeting namely:-
The Reduction of the HTC grant which was an ongoing issue for the Society and required cost savings to be made. A number of initiatives had been embarked upon e.g. Newsletter by email, thanks were passed to IR for her contribution, to raise the profile of the Society as had links with Harpenden Photographic Society who would be recording the Society’s work in the future.
LN confirmed though the twice-yearly PlotSoFar would continue.
Work parties had been introduced and a stall been taken at a couple of the Farmers Markets.
A very successful Awards Evening had been held with over 70 attending.
IB expressed her concern about the grant reduction and felt the differential of grant between S.H.A.G.S. and E.H.G.S. was unfair and both
societies should be treated the same. LN responded that at the negotiations in January the Society had argued against the cut and to be treated the same as E.H.G.S. We succeeded in phasing it over 5 years rather than 2 years as intended. HTC had also agreed to review the decision if the economic climate allowed.
LN also told the meeting the Society would continue to lobby for the situation to change.
PF asked about the Council responsibility for hedges and trees. LN indicated HTC were responsible for perimeter hedges and trees if they were on the site itself the Society is now responsible. PF mentioned a willow tree on Aldwickbury site and wondered if HTC would remove/reduce it and if it would come out of the grant. LN confirmed HTC may assist but costs would not come out of the grant.
4.2 Secretary's report – Roger M. Glanville
·
Refer to the document Trustee, Officer and Committee Reports for the full Secretary’s report.
RMG referred to his efforts this year to maintain a monthly routine around committee meetings and all meetings were now being recorded in order to aid Minute accuracy.
He also wished to applaud the work of LN since becoming Chair and paid tribute to the efforts and work of Malcolm Lingwood as outgoing Treasurer.
4.3 Treasurer's report – Malcolm Lingwood
·
Refer to the document Trustee, Officer and Committee Reports for the full Treasure’s report.
·
The Chair explained that following the Treasurer’s resignation at the end of August a summary of the Society’s finances had been prepared and was part of the report available for the meeting. The Chair could not necessarily answer all points on the night but the new Treasurer would take any points raised and endeavour to respond later.
All Bank/Savings accounts were in the black although the General Account did show there was a shortfall on Income over Expenditure. It was explained that the Shop Account was separate to the General account.
An enquiry was made about auditing and PL told the meeting auditing was unnecessary in the Society’s case, plus it would be an added expense, but that previously the Accounts had been inspected by a qualified person for a small charge.
WL had a contact that he could put the society in touch with for the future.
CO referred to the deficit this year and in view of the grant reduction asked if rents should be increased. LN agreed additional income was necessary and this being looked at.
PF agreed and cited London rents which were much higher and PF thought the Society should definitely raise rents.
Grants were available and had covered this year the costs of the wildflower meadow and the compost toilet unit at Cross Lane.
IB queried the high cost of Machinery and PP confirmed that there had been an accounting anomaly that had resulted in extra charges falling in this year and that coupled with the series of machinery failures over the 2012 season had significantly affected the figure. In addition machinery was no longer handled by a volunteer and had to be contracted out again adding to costs. Matters had however improved this year.
PG asked if the meeting could empower the committee to raise rents this year however the Chair indicated this would require a separate Extraordinary General Meeting.
PL thought it had been agreed at a previous AGM that rents could be simply raised however it was felt prior notice was needed to cover this point.
5
Officers’ Reports:
5.1
Letting Secretary’s report
– Jenny Stevenson/Chris Overton
·
Refer to the document “Trustee, Officer and Committee Reports” for the full Lettings Secretary’s report.
CO told the meeting that essentially sites were 97% let and although there were waiting lists only Harpenden Rise had a long list. Plans were to include a Lettings link on the website.
LN mentioned the concern of neglected plots although the clear-up at Piggotshill had helped letting there and CO highlighted the signs on
site gates in attracting potential plot-holders.
PF felt the problem of letting could be the size of the plots and a solution was to offer smaller plots. CO agreed and this was offered to people starting. WL was concerned this might lead to proliferation of half plots but CO felt this was unlikely. More likely one with a half plot would soon graduate to a full size plot.
LN also explained it had been established Oakley Road site was the only site not statutory allotment land and discussions were ongoing with HTC
and plot-holders about future action.
LN thanked CO/JS for their efforts in improving not only the procedures but the overall database.
5.2 Distribution Manager –
Roger Gillett
·
Refer to the document “Trustee, Officer and Committee Reports” for the full Distribution Managers report.
RG cited an improved year as the season had been better for gardening overall.
RG had also compared Shop prices with local garden centres and maintained Shop prices were very competitive both for compost and shelf goods.
5.3
Machinery Manager’s Report –
Pauline Payne
·
Refer to the document “Trustee, Officer and Committee Reports” for the full Machinery Managers Report.
PP reported overall winters store/servicing costs of some £2250 and this year to date a much reduced £817 had been spent on machinery costs.
A new rotovator for Aldwickbury was still outstanding and required sanction by committee.
PG raised the issue of machinery being broken and not reported which PP agreed added to costs.
JM proposed a page be added to the website to report breakages and show status of machines.
5.4
Webmaster’ Report
– Eve Meert
·
No report available
EM reported the new site up and running with unlimited pages and could now include pictures and was cheaper.
LN recorded thanks to EM for her work on the new website.
5.5
Newsletter Editors Report -
David Ebbels
·
No report available
5.6 Health & Safety
Officer’s Report –
Shireen Langton
No report available
5.7 Database Managers Report –
Chris Overton
·
Refer to the document “Trustee, Officer and Committee Reports” for the full Database Managers report.
5.8 Publicity Officer –
Irene Boogerman
No report available
IB reported on her work in setting up the monthly email
Newsletter using the upgraded Database on which she has worked with CO.
A monthly routine was in place to issue emails monthly after the
committee meeting to include any items coming out of the meeting plus other
contributions.
IB also prepared a press release for the Awards Evening however
it was not used.
6 Election of Officers and Committee for 2013/2014
Committee member resignations: Malcolm Lingwood (Treasurer), Angela Lingwood (Awards Officer), Joe
Payne.
The Chair gave a vote of thanks to all those retiring from the committee.
The Secretary detailed the various Trustee/Officers that were up for election at the meeting. RG asked the meeting to accept a block vote for all Officers since there were neither additional nominations nor objections so far as he was aware. LN wished for there to be a separate vote to elect the new Treasurer. The meeting accepted this.
Refer to document, “Election of Members SHAGS AGM 25 September
2013”.
Positions up for election amongst the Trustees at the AGM 2013
were the Hon Treasurer. ·
Carole Pamphlett elected as Hon. Treasurer
Committee Members due for re-election in 2013 and willing to
stand for re-election:
Roger Gillett
Distribution Manager
re-elected
Eve Meert
Webmaster
re-elected
Hazel Upton
Aldwickbury
re-elected
Kevin Burton
Churchfield
elected following co-option
Jenny
Stevenson
Cross Lane
re-elected
Barry
Watts
Cross Lane
re-elected
Glenda Fish
Harpenden Rise
re-elected
Shireen
Langton
Oakley Road
re-elected
Jim Machin
Piggotshill
re-elected
Albert Callaewert
Piggotshill
re-elected
Brett Clarbour
Piggotshill
re-elected
Chris
Wilson
Sibley Ave.
re-elected
Treasurer and Officers duly elected.
Posts still vacant at this AGM;
Site Rep.(1 of 3) – Aldwickbury
Site Rep’s (2 of 5) - Piggotshill
Awards Officer
7 Questions from Members
None
8 Any Other Business
·
PL asked if the Society had considered an Apple Day. The meeting agreed it should be considered and will be looked at for
2014.
PL expressed his concern at the shortage of helpers in the Shop. In addition to RG only 3 others including him helped out and he felt it was unreasonable that a Society with our membership numbers could not get more volunteers.
The only solution was to establish a rota which was essential to maintained and adhered to by those volunteering.
CW asked about the volunteers who had come forward at this year’s rent collection but RG replied no response had been received.
IB indicated an item would be added to the Newsletter.
The next AGM 2013 will be held on Wednesday 24 September 2014 at 8pm in the Ted Allen Room
Chairman declared the meeting closed at 9.20.pm.
MINUTES OF ANNUAL GENERAL MEETING
HELD ON 25 SEPTEMBER 2013 AT THE TED ALLEN ROOM, ALLOTMENT CENTRE, DARK LANE, HARPENDEN
PRESENT - Committee members: Roger M. Glanville, Roger Gillett, Pauline Payne, Irene Boogerman, Eve Meert, Chris Overton, Jenny Stevenson, Chris Wilson, Albert Callaewert.
SOCIETY MEMBERS: Carole Pamphlett, Peter Goucher, Patrick Fisher, Walter Lawrence, John Molson, Peter Loveland, Mike Cobley.
APOLOGIES:
David Ebbels, Nic Hale, Malcolm Lingwood, Ralph Martin, Shireen Langton.
CHAIR: Lin Norman
Chairman welcomed all those
attending.
1.
Minutes of the 2012
AGM
·
2012 AGM Minutes were presented and taken as read. They were agreed to be an accurate record of the meeting.
Proposed by Irene Boogerman, seconded by Eve Meert. Approved.
2.
Matters arising from Minutes
No matters were arising
3.
Proposed amendment to the Society Rules
LN introduced the one amendment to the Rules that was being proposed and asked for any comments.
Tenancies and Plot rentals 6 n)
(ii) Raised Beds on Plots :
Refer to the attached paper “Proposed Amendment to Society Rules”. Change to the clause relating to the permitted height of any raised beds increasing the height from “250mm above the natural level of the land” to “450mm”.
JM asked whether the plot-holder had time to make changes if they were found to have exceeded the Rule in terms of height or width. LN confirmed only the height limit was changing and EM asked about the origin of the width limit (1.5m). This was suggested to have been the width by which one could comfortably reach from the side.
PG asked if there was a limit on the length plus he was unsure if the Rule meant the max size would be 1.5m x 1.5m. RMG this was not the case and indeed had received a similar question by email from Mark Sanders, to which he would be replying. RMG confirmed there was no limit on the length of a raised bid, apart from the size of the plot itself.
LN explained a size limit had to be set to prevent large structures appearing. IB mentioned that this had been a problem in one instance previously, hence the Rule. JM asked again what sanction was available and LN confirmed if future beds were oversize the new Rule would be
enforced.
CO agreed with the height restriction but thought the width limit should only be a sensible size PF suggested the width limit be a recommendation only. EM agreed.
The meeting agreed to accept the revised height limit but wished the width limit be changed to a recommended width of 1.5m.
AC expressed the concern that wider use of raised beds could lead to the loss of the shape of plots within the entire site plan. CW agreed and added many people then surrounded beds with stones which eroded the growing area and could lead to problems once a plot is vacated.
LN proposed that this subject be looked at in committee by a sub group. PG also wished for those discussions to look at demarcation of plots as this could sometimes be a problem.
A vote on this amendment was carried unanimously and will be incorporated in a new issue.
4.
Trustees Reports
4.1
Chairman’s report – Lin Norman
·
Refer to the document Trustee, Officer and Committee Reports for the full Chairman’s Report.
The Chair focussed on some key points from her report for this year to the meeting namely:-
The Reduction of the HTC grant which was an ongoing issue for the Society and required cost savings to be made. A number of initiatives had been embarked upon e.g. Newsletter by email, thanks were passed to IR for her contribution, to raise the profile of the Society as had links with Harpenden Photographic Society who would be recording the Society’s work in the future.
LN confirmed though the twice-yearly PlotSoFar would continue.
Work parties had been introduced and a stall been taken at a couple of the Farmers Markets.
A very successful Awards Evening had been held with over 70 attending.
IB expressed her concern about the grant reduction and felt the differential of grant between S.H.A.G.S. and E.H.G.S. was unfair and both
societies should be treated the same. LN responded that at the negotiations in January the Society had argued against the cut and to be treated the same as E.H.G.S. We succeeded in phasing it over 5 years rather than 2 years as intended. HTC had also agreed to review the decision if the economic climate allowed.
LN also told the meeting the Society would continue to lobby for the situation to change.
PF asked about the Council responsibility for hedges and trees. LN indicated HTC were responsible for perimeter hedges and trees if they were on the site itself the Society is now responsible. PF mentioned a willow tree on Aldwickbury site and wondered if HTC would remove/reduce it and if it would come out of the grant. LN confirmed HTC may assist but costs would not come out of the grant.
4.2 Secretary's report – Roger M. Glanville
·
Refer to the document Trustee, Officer and Committee Reports for the full Secretary’s report.
RMG referred to his efforts this year to maintain a monthly routine around committee meetings and all meetings were now being recorded in order to aid Minute accuracy.
He also wished to applaud the work of LN since becoming Chair and paid tribute to the efforts and work of Malcolm Lingwood as outgoing Treasurer.
4.3 Treasurer's report – Malcolm Lingwood
·
Refer to the document Trustee, Officer and Committee Reports for the full Treasure’s report.
·
The Chair explained that following the Treasurer’s resignation at the end of August a summary of the Society’s finances had been prepared and was part of the report available for the meeting. The Chair could not necessarily answer all points on the night but the new Treasurer would take any points raised and endeavour to respond later.
All Bank/Savings accounts were in the black although the General Account did show there was a shortfall on Income over Expenditure. It was explained that the Shop Account was separate to the General account.
An enquiry was made about auditing and PL told the meeting auditing was unnecessary in the Society’s case, plus it would be an added expense, but that previously the Accounts had been inspected by a qualified person for a small charge.
WL had a contact that he could put the society in touch with for the future.
CO referred to the deficit this year and in view of the grant reduction asked if rents should be increased. LN agreed additional income was necessary and this being looked at.
PF agreed and cited London rents which were much higher and PF thought the Society should definitely raise rents.
Grants were available and had covered this year the costs of the wildflower meadow and the compost toilet unit at Cross Lane.
IB queried the high cost of Machinery and PP confirmed that there had been an accounting anomaly that had resulted in extra charges falling in this year and that coupled with the series of machinery failures over the 2012 season had significantly affected the figure. In addition machinery was no longer handled by a volunteer and had to be contracted out again adding to costs. Matters had however improved this year.
PG asked if the meeting could empower the committee to raise rents this year however the Chair indicated this would require a separate Extraordinary General Meeting.
PL thought it had been agreed at a previous AGM that rents could be simply raised however it was felt prior notice was needed to cover this point.
5
Officers’ Reports:
5.1
Letting Secretary’s report
– Jenny Stevenson/Chris Overton
·
Refer to the document “Trustee, Officer and Committee Reports” for the full Lettings Secretary’s report.
CO told the meeting that essentially sites were 97% let and although there were waiting lists only Harpenden Rise had a long list. Plans were to include a Lettings link on the website.
LN mentioned the concern of neglected plots although the clear-up at Piggotshill had helped letting there and CO highlighted the signs on
site gates in attracting potential plot-holders.
PF felt the problem of letting could be the size of the plots and a solution was to offer smaller plots. CO agreed and this was offered to people starting. WL was concerned this might lead to proliferation of half plots but CO felt this was unlikely. More likely one with a half plot would soon graduate to a full size plot.
LN also explained it had been established Oakley Road site was the only site not statutory allotment land and discussions were ongoing with HTC
and plot-holders about future action.
LN thanked CO/JS for their efforts in improving not only the procedures but the overall database.
5.2 Distribution Manager –
Roger Gillett
·
Refer to the document “Trustee, Officer and Committee Reports” for the full Distribution Managers report.
RG cited an improved year as the season had been better for gardening overall.
RG had also compared Shop prices with local garden centres and maintained Shop prices were very competitive both for compost and shelf goods.
5.3
Machinery Manager’s Report –
Pauline Payne
·
Refer to the document “Trustee, Officer and Committee Reports” for the full Machinery Managers Report.
PP reported overall winters store/servicing costs of some £2250 and this year to date a much reduced £817 had been spent on machinery costs.
A new rotovator for Aldwickbury was still outstanding and required sanction by committee.
PG raised the issue of machinery being broken and not reported which PP agreed added to costs.
JM proposed a page be added to the website to report breakages and show status of machines.
5.4
Webmaster’ Report
– Eve Meert
·
No report available
EM reported the new site up and running with unlimited pages and could now include pictures and was cheaper.
LN recorded thanks to EM for her work on the new website.
5.5
Newsletter Editors Report -
David Ebbels
·
No report available
5.6 Health & Safety
Officer’s Report –
Shireen Langton
No report available
5.7 Database Managers Report –
Chris Overton
·
Refer to the document “Trustee, Officer and Committee Reports” for the full Database Managers report.
5.8 Publicity Officer –
Irene Boogerman
No report available
IB reported on her work in setting up the monthly email
Newsletter using the upgraded Database on which she has worked with CO.
A monthly routine was in place to issue emails monthly after the
committee meeting to include any items coming out of the meeting plus other
contributions.
IB also prepared a press release for the Awards Evening however
it was not used.
6 Election of Officers and Committee for 2013/2014
Committee member resignations: Malcolm Lingwood (Treasurer), Angela Lingwood (Awards Officer), Joe
Payne.
The Chair gave a vote of thanks to all those retiring from the committee.
The Secretary detailed the various Trustee/Officers that were up for election at the meeting. RG asked the meeting to accept a block vote for all Officers since there were neither additional nominations nor objections so far as he was aware. LN wished for there to be a separate vote to elect the new Treasurer. The meeting accepted this.
Refer to document, “Election of Members SHAGS AGM 25 September
2013”.
Positions up for election amongst the Trustees at the AGM 2013
were the Hon Treasurer. ·
Carole Pamphlett elected as Hon. Treasurer
Committee Members due for re-election in 2013 and willing to
stand for re-election:
Roger Gillett
Distribution Manager
re-elected
Eve Meert
Webmaster
re-elected
Hazel Upton
Aldwickbury
re-elected
Kevin Burton
Churchfield
elected following co-option
Jenny
Stevenson
Cross Lane
re-elected
Barry
Watts
Cross Lane
re-elected
Glenda Fish
Harpenden Rise
re-elected
Shireen
Langton
Oakley Road
re-elected
Jim Machin
Piggotshill
re-elected
Albert Callaewert
Piggotshill
re-elected
Brett Clarbour
Piggotshill
re-elected
Chris
Wilson
Sibley Ave.
re-elected
Treasurer and Officers duly elected.
Posts still vacant at this AGM;
Site Rep.(1 of 3) – Aldwickbury
Site Rep’s (2 of 5) - Piggotshill
Awards Officer
7 Questions from Members
None
8 Any Other Business
·
PL asked if the Society had considered an Apple Day. The meeting agreed it should be considered and will be looked at for
2014.
PL expressed his concern at the shortage of helpers in the Shop. In addition to RG only 3 others including him helped out and he felt it was unreasonable that a Society with our membership numbers could not get more volunteers.
The only solution was to establish a rota which was essential to maintained and adhered to by those volunteering.
CW asked about the volunteers who had come forward at this year’s rent collection but RG replied no response had been received.
IB indicated an item would be added to the Newsletter.
The next AGM 2013 will be held on Wednesday 24 September 2014 at 8pm in the Ted Allen Room
Chairman declared the meeting closed at 9.20.pm.