Wellington Fields Allotments Association
DRAFT Minutes of the AGM held on Monday 11th
in the Memorial Hall.
1. Welcome and apologies.
Simon Ellin opened the meeting and welcomed the plot-holders and John
Apologies were received from Nigel Baxter, Nick Brookes, Mark Connell,
Joe Craen, Kathleen Newbould, Suzanne O'Farrell, Claire Pullinger and
2. Minutes of previous AGM and matters arising.
The minutes of the AGM held on 2nd August 2019 were accepted as a true
record and signed by the Chairman.
There were no matters arising.
3. Chairman’s Report. (Simon Ellin)
Simon began his report saying that Wellington Fields Allotments
Association, now in it's 10th season, continues to be a great asset to
the community and one in which he feels proud to be involved.
He has been pleased that over the past two years the allotments have
served a useful function during COVID and have given a release to many
in difficult times. The Government allowed allotments to remain open and
so, with certain risk-assessed measures put in place the site has been
busy and productive.
Simon again thanked the Martin family and the Parish Council for the
provision of the facility and the committee for their work in ensuring
that the site is in a good and safe condition.
The day to day running of the site is delegated to the WFA committee,
whom he introduced and who he said, brought together a variety of skills
to ensure that the site was operated in 'a diligent, accountable,
respectful and dynamic manner'. Simon asked if anyone else would like to
join the committee as there are a couple of vacancies at present.
The site is divided into 63 plots and there are currently 36 plot
holders. There are no vacant plots and 4 people are on the waiting list.
The main improvement project this year has been the construction of a
storage area for compost, woodchip and manure, which allows much easier
access and ensures that the car park is tidier and safer. The
site-produced compost is a great asset and Simon urged people to use it
to improve their plots and also to read Alan Hartley's informative
article on compost and its usefulness. He thanked Pete Appleton for
project-managing the construction.
The installation of the water troughs to replace the taps has also been
a great improvement and has made a huge difference when watering. Simon
thanked Barry Williams for all his work on the installation and
maintenance of the troughs.
The site is strimmed on a regular basis by Simon, keeping the perimeters
tidy, but at the same time encouraging bio-diversity wherever possible.
Plot holders were reminded of their individual responsibility to keep
their own paths in a good and safe condition.
Finally Simon thanked Chris Hilton for his work on reviewing and
updating the risk assessments, which will ensure the safe operation of
4. Secretary’s Report. (Jane Garner)
Jane reported that it had been a rather strange couple of years, but
that the fact that the allotments had been able to remain open had been
helpful to a lot of people. Jane thanked Chris Hilton who kept everyone
up to date with the changing Government rules and guidelines and ensured
that the site operated safely.
Jane reiterated Simon's comments on the new storage area and the repairs
to the car park which have tidied up the site considerably. Other
improvements included the water troughs, the ramp to the compost bay,
the boarding (provided by the Parish Council) along the plots bordering
the left hand side of the access path and the repairs to the perimeter
fence, thanks to John Martin.
Chris Hilton has produced a comprehensive handbook for new plot holders
which has proved very useful, as has Alan Hartley's article on
There have been a few social events, in spite of the restrictions. These
have included a quiz in the Bank House and two very successful plant
sales, which have now become an annual event. The association has
provided prizes for the village scarecrow competitions and it is hoped
that the composting talk which was planned before the lockdowns can be
The Allotments committee are still involved in the upkeep of the
Memorial Garden, and have now been joined by volunteers from some of the
rail companies who have cleared a large area at the back of the garden,
re-set the edging stones and created a proper base for the bench. The
rail companies have raised a considerable amount of money towards the
naming of a train to commemorate those who died or were injured in the
accident and have provided a replica name plate for the Memorial Hall.
In addition a commemorative stained glass window has been commissioned
for the church.
As many plot holder have had more time recently, the site is looking
tidy, well cared for and productive and it is to be hoped that the
association will continue to go from strength to strength.
5. Treasurer’s Report. (Karen Appleton)
Karen explained the audited accounts, which are divided into two
sections to differentiate between income and expenditure from the rents
and income and expenditure from fundraising.
The income from the rents has been used to pay the rent and water
charges, the pest control contract with SBC and NSALG subscriptions and
the storage area. Repairs to the strimmer, new stationary, the first aid
box, signs for the storage area and a thank you present for the
accountant have all been taken from this income.
The fund-raised income from the plant sales, the sale of seeds, ground
cover, slug pellets etc. has been used to pay for the water troughs and
We now hold £227.00 ring-fenced money from extra rents, as a buffer
against any future empty plots. The Parish Council hold £588.98
ring-fenced money, having spent £688.00 on replacing the gatepost.
6. Setting rents for 2022/23.
Karen explained the figures and showed that the rent to the PC has
increased by the RPI and the water charges have increased by £90.00. The
committee aims to keep rents as low as possible, but have had to
increase the running costs slightly for the first time in 4 years. The
NSALG subscriptions remain the same. The rents will therefore be
increased by a very small amount.
Karen proposed that the new figures be accepted and this was unanimously
7. Election of officers.
Chair: Simon Ellin (proposed by Karen Appleton, seconded by Jane Garner)
was unanimously re-elected.
Vice Chair (New position): Chris Hilton (proposed by Simon Ellin,
seconded by Wayne Foster) was unanimously elected.
Secretary: Jane Garner (proposed by Chris Hilton, seconded by Hilary
Aldridge) was unanimously re-elected.
Treasurer: Karen Appleton (proposed by Jane Garner, seconded by Chris
Hilton) was unanimously re-elected.
The committee was then unanimously re-elected en bloc – Mark Connell,
Alan Hartley, Nick Brookes and Suzanne O'Farrell.
8. Future improvements. (Chris Hilton)
Chris explained that the committee needed plot holders' ideas for future
improvements to the site. One idea would be to provide some sort of
secure storage facility so that items such as weed suppressant or
enviromesh could be bought in bulk and sold to plot holders. This could
be a metal or plastic shed and there are a few spaces at the bottom of
the site where this could be sited. However Chris stressed that
suggestions from plot holders were important and an email would be sent
out asking for ideas for the best use of the money.
Paul Hopcroft and Wayne Foster thanked the committee for all their work.
Simon then thanked everyone for attending and closed the meeting.