ANNUAL GENERAL MEETING

Held on WEDNESDAY JANUARY 14^th 2009

At 7.30 pm at Cockleshell Community Centre, Eastney

Present:

Mike Simpson

Chairman

Carole Bannister

Secretary

Alice Bird

John Caws

Treasurer

Gina Chambers

Brian Forcey

Trading Officer

Janet Hawarth

Alan and Sheila Moorhouse

Lindsay Murday

Trevor Stark

Apologies: Hilary Day.

The minutes having been distributed before the meeting were taken as read. Any matters arising will be covered under Any Other Business.

The Chairman thanked Carole for all the work she had put in over the last year!

Three new members were welcomed to the Committee last year, Alice Bird, Deb Prytherch and Robin Wilson but it was thought that Robin Wilson wanted to stand down.

Unfortunately, last year Roger Young was taken ill and his position in charge of the allotments was taken over by Stephen Rees.

The plant sale went off very well and Carole thanked everyone who donated plants and cakes. The Autumn Show was thought to be the best ever, thanks to a lot of helpers turning out, and the Harvest Supper which was held at the Cockleshell Centre was reported to have been an excellent evening. The Christmas Raffle, when mince pies and mulled wine were available had a good turnout and Shirley Gunn was thanked for the Christmas Cakes, shortbread and blackberry liquer.

Val Peach organised a trip to Newquay last April when a visit was paid to the Lost Gardens of Heligan and also Trebah Gardens. It was a superb trip, the hotel was fantastic, the gardens were lovely and also the weather! Val is hoping to organise a further trip this April 20^th but is having trouble filling the coach!

There are still a few Christmas newsletters left in the box and if anyone has any articles for inclusion there will be another published in the Spring.

The Treasurer’s balance sheets are attached and John Caws duly ran through the figures.

Rob England asked if the Association would be able to have the same marquee from the church for the Autumn Show but Mike replied that we would not be able to have this one as it would be too expensive! Because the church had double booked they got it for us as a favour but Mike said that we should be able to get the one we had had the previous year! He also stated that it was agreed to give the Church a donation of £200 last Autumn!

Mike also thanked John Caws for all his good work over the past year!

Brian stated that the potatoes should be in by the end of the month, a bit later due to the very cold weather. Also the onions and shallots. He had ordered 720 kgs this year which included 5 types of main crop. Brian said that if anyone wanted to order a specific type next year he would try and get them if possible.

Mike thanked Brian for another good year and said the shop takings were up. Brian and Trevor had done a stock take before Christmas.

Lindsay said that another person was needed for the shop rota on Sunday if anyone would be willing to take it on. It would be once a month for two hours.

Trevor thought that the prices in the shop should be put up slightly to compensate for the perishables that get thrown away. He said that the potatoes were very cheap compared to other places. He thought it would be a good idea for Brian to order less and say that once it has gone it has gone! Brian reiterated that the potatoes and onions were all sold last year and only a few garlic were left and he thought that things were very well priced as he tries to keep them as low as possible.

Mike pointed out that obviously B & Q were cheaper than us as they sold some things cheaper than we can buy it! A lot of the stock in the allotment shop is very good value and some things we just have to pay the price for.

Mike reported that the Plant Sale had been successful due to supply of plants and plenty of helpers.

The Autumn Show was the best show ever according to people who attended and the Judges. It was a great help putting up the marquee on the Friday and there were plenty of helpers. Trevor was in charge and it all went smoothly. Taking it down on the Sunday everything went well and Mike said he was indoors hours before the previous years. A new Show Secretary was needed as Mike said that without one there will not be a show. There are 3 ex Show Secretaries who will be able to give advice to anyone taking it on. Mike said that a secretary was needed as soon as possible and that the job needed someone good with paperwork and that there was nothing physical as such.

The prize evening, all went well, but Mike thought the numbers should be limited to 70 because of the space at the Cockleshell Community Centre. He thanked Rob and the ladies who helped with the catering and thought that if anywhere else was considered they would 99% want the catering in-house and by doing our own catering it keeps the price down.

Mike said the shop needs a coat of paint and would like some volunteers!

Regarding the bonfire – Roger Young had agreed to it being lit on bonfire night to save the wood being put in the skip but Stephen Rees had forbidden any fires at all. He said that this had come from above him in the council! All the plot holders who were going to burn their wood on their plots had taken the wood to the big heap. Mike thought this had forced the Council to do something about it! It is now costing them £3,000 to take it away to land fill which Mike commented is not being environmentally friendly! Stephen wants to organize a meeting with the Chairman of the Council, himself, Mike and various others and Mike thinks we may have our bonfire next year.

Mike said we have got to do something with the compost heap as it needs shredding and if it gets much bigger there will not be any room for the shredding machine. Mike also commented that last year the Council used some of the shredded compost for the flower beds so it was to their benefit to get it shredded. He has talked it over with Stephen Rees who says the budget ran out 3 months ago! Mike commented that they had found £3,000 to move the wood pile! Stephen Rees said he would try and find the money from somewhere!

The scrap had yielded about £200 over the year and there was another lot to go. The price of scrap has done down, it was £85 per ton and now £45, but Mike said it was money for nothing so well worth collecting.

Regarding the big white van in the car park Stephen Rees has been told and wants to get it moved after some details are sorted out!

It was discussed and agreed to keep the subscription at £2.50. Rob England asked who on the Committee received honorariums and how much was given. John answered that Brian, Carole and himself received honorariums of £30 each. Mike Simpson said that his expenses mostly consisted of petrol money and telephone costs.

Trevor Stark thanked the Chairman Mike Simpson on behalf of the Committee for all his work for the Association. He proposed that Mike be elected for another year and this was seconded unanimously by all present.

Carole Bannister, Alice Bird, John Caws, Gina Chambers, Hilary Day, Brian Forcey, Janet Hawarth, Alan and Sheila Moorhouse, Lindsay Murday and Trevor Stark were proposed by Bill Archer and seconded by Rob England to be members of the Committee.

John Wade and Robin Wilson have stepped down from the Committee.

John Langley asked why after Mr McBride’s allotment had been taken over for a car park the workers at the Children’s Home were being allowed to use it? Mike replied that he had brought this to Roger Young’s attention previously and he thought that there was no way this could be stopped other than by policing it! There are two large white vans one of which is not taxed and the other belonging to someone who lives on the road! Apparently it was not Council property but Stephen Rees will look into it!

Also, John Langley asked whether Garden Angels should be paying for shredding the compost pile as they were dumping there. Mike replied that they had been allowed to tip by Roger Young providing they pay the contractors to push it up. Mike said he would talk to the husband of the owner of Garden Angels to see what is being done and also the Council. Stephen Rees said he would try and find money to do it. Mike thought they might ask the Association to help pay for it but it was commented upon, that as it was Garden Angels and also the Council who are doing the dumping, they should provide the money. Mike added that it was the Council who were also dumping on the wood pile!

John Langley also asked if there was any chance of getting the roads done as there were deep ruts on the path leading to his plot. He said that the center rut had been scraped down about 5 years ago but the road was now quite bad. Mike said he would meet with John to see exactly what could be done! John also mentioned that some of the water taps were dripping after the very cold weather and that the water used to be turned off! Mike replied that the Special Needs area needed the water on so as the toilets could be flushed!

John also wanted to clarify what exactly it meant regarding no bonfires? Does this mean no flame throwers or braziers? Also wood fires provided much needed potash to use on the plots. Mike said he would mention this at the meeting with the council.

David Miller asked if anyone could help with all the rubbish being put onto plot 137 belonging to Elaine Davenport. The builders had been working at 232 Locksway Road and had dumped all their debris on her plot. Mike replied that he had reported this to Stephen Rees and it would be dealt with!

Alice Bird asked if anything was being done about the amount of rubbish on a nearby plot! Mike replied that Stephen Rees would like the association to have a say in the eviction of dirty plot holders and the committee to take a note of all dirty plots. Mike commented that Stephen ‘was on our side’ and that there were still 200 people waiting for plots at Eastney and Milton allotments.

It was asked if there had been any more dead foxes on the allotments since Christmas! Mike said that John Caws had found a dead fox near his allotment and the PDSA had taken it away for examination. So far nothing had been heard but Mike said he had seen one that day and John Langley had seen 1 healthy one and 1 not so healthy with a big scar.

Mike declared the meeting closed and the next meeting of the Committee arranged for Thursday 12^th February 2009 at 7.30 pm at 8 Lorne Road, Southsea.