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Minutes of the Committee meeting held on
Tuesday 17th September 2019 in the Bank
House
Present: Simon Ellin, Jane Garner, Alan Hartley, Karen Appleton,
Mark Connell, Suzanne O'Farrell, Barry Williams, Nick Brookes.
9.19.1 Apologies: Chris Hilton .
9.19.2 Minutes of previous meetings and matters arising.
The minutes of the meeting held on Tuesday 23rd July 2019 were approved
by the committee and signed by the chairman.
The decision about the ring-fenced money from new tenants being used to
subsidise rents was changed at the A.G.M. It will now accumulate until
it reaches £350.00.
There has been no communication from the PC about a liaison officer.
The decision about the N.S.A.L.G. is ongoing.
9.19.3 Financial report. (13th August)
The account balance is £2780.14.
The rent and water charges have been paid to the PC.
Simon has receipts for the repair of the strimmer and the purchase of
new strimmer blades.
There is no change in the ring-fenced memorial account (£69.25).
9.19.4 Compost storage area.
Simon, Mark and Pete Appleton met Brendan at the allotment site and
explained the plans for the storage area. Brendan was concerned about
the impact the area might have on parking and suggested that it be moved
nearer to the hedge. Simon agreed that this was a good idea.
A risk assessment will be drawn up for the construction and the site
will be closed to plot holders while it is completed.
Brendan thought that the insurance and planning issues should be sorted
by the end of the week and so the construction can then go ahead.
Simon thanked Pete for his work on the plans and for giving up his time
for the meeting.
Barry has a contact who owns a mini-digger. He is willing to do the
groundwork for £60.00.
Duncan Lowe has a generator which could power a cement mixer.
Brendan discussed the recent Asset Check by members of the PC with Simon
and said that the PC are planning to put boards along the left hand side
of the access path.
9.19.5 Composting guidelines.
It was felt that a composting talk would be helpful and a leaflet of
suggestions could then be printed and possibly hand-delivered to all
plot holders.
CH
9.19.6 Uncultivated/untidy plots.
Jane will write to the following plot-holders reminding them of the
first rule in the tenancy agreement and saying that unless the plots are
cultivated and tidied the plot holders will not be invoiced next
February and their tenancies will end.
Mark Grimes' plot has been covered, but he has not yet cultivated it.
The blue plastic cover is now starting to break down and pieces of it
are being blown around the site.
Lis Herd has been unwell, but her plot has been left, is uncovered and
weeds are spreading to neighbouring plots.
Suzanne Burt's plot was worked on earlier in the year, but is now
covered in weeds which are spreading.
JG
9.19.7 Barbecue and Quiz
Yet again, circumstances have overtaken the planning for these events
and so the barbecue will be re-scheduled to a date earlier in the summer
next year and the quiz will be postponed until January.
9.19.8 Offer of slabs
We have had an offer of 100 paving slabs and it was agreed that these
would be very useful for plot holders. Jane will try to arrange
transport and Nick and Mark offered to help with the lifting.
JG
9.19.9 A.O.B.
Tenancy agreements – The plot holder who has not yet signed the
agreement has agreed to do so. Jane will send them a new copy.
Seed orders – Jane will remind plot holders that copies of the
seed catalogues are in Karen's shed. All orders must be back to Karen by
18th October.
Newsletter – Suggestions for the newsletter were given to Alan.
Water trough – Simon thanked Barry for installing the water
trough by the middle tap. If it is successful we will plan to install
more.
Wildflower area – It is hoped to create a wildflower area next
year by the bottom tap and possibly a small storage shed.
JG
Next Meeting December.
Minutes of the Committee meeting held on
Tuesday 23rd July 2019 in the Bank House
Present: Simon Ellin, Jane Garner, Alan Hartley, Chris Hilton,
Karen Appleton, Mark Connell, Suzanne O'Farrell, Barry Williams
AGM.
Treasurer's Report – Karen will report that there has been an increase
of 3% in the rent charged by the PC, in line with the RPI. This year the
rent is £1,460.11 (last year it was £1,417.68). The water charges have
increased from £115.00 last year to £317.68, due to the dry period last
summer.
There was discussion as to whether to use some of the ring-fenced money
to subsidise the rents, but it was agreed to increase the rents slightly
to ensure that the amount paid was a true reflection of the costs.
Karen will explain this at the AGM. The ring-fenced money will therefore
be left to accumulate to a total of £350.00, unless it is needed to
cover the costs of empty plots.
Chairman's report - Simon has checked the rules and will make it
clear to the meeting that plots must be worked and kept tidy. After the
AGM letters will be sent to plot holders who are not cultivating their
plots.
Simon will report that 2 tenants have still not signed their tenancy
agreements, even though the PC solicitor has said that the agreements
are fit for purpose. Simon will speak to the people concerned, saying
that new agreements will be issued to them next February and that they
will have to be signed or relinquish their plots.
Secretary's report – Jane will report on the day to day running of the
allotments, including the waiting list, composting, plastic, rats and
memorial garden.
7.19.1 Apologies: Nick Brookes, Rose Jones
7.19.2 Minutes of previous meetings and matters arising.
The minutes of the meeting held on Tuesday 25th June 2019 were approved
by the committee and signed by the chairman.
7.19.3 Financial report.
This is not needed because of the imminent AGM, but the current balance
is £2,708.14.
7.19.4 Compost storage area.
The metal struts have been painted.
The PC want to check with Stafford Borough Council in case planning
permission is needed. They also want a structural engineer to check that
the proposed structure is safe, given the use of concrete. The committee
were supportive of these proposals but Simon will contact them to
mitigate against delay and request a timescale.
SE, JG.
7.19.5 PC Liaison officer.
The committee welcomed the appointment of a PC liaison officer, and
would invite them to outline their priorities and hopes for the
allotments. However, they agreed that the person appointed should be
neutral and objective and that impartiality would be paramount. A
previous plot holder with a history of conflict, might not be the most
suitable or appropriate person.
7.19.6 Speaker.
Chris has found a possible speaker who will talk about composting. He
will contact him to find some possible dates. CH
7.19.7 NSALG or SWCAA?
Chris has compared the two organisations and what they have to offer.He
will contact the SWCAA to see what discount schemes they might offer, or
if they might negotiate on price. As things stand, joining SWCAA would
mean a £2.00 increase for each plot holder, but they seem to offer more
advice and seem more helpful and up to date than NSALG. We will pursue
this further. CH.
7.19.8 AOB.
Barbecue – Jane will invite plot holders to Wellington Fields' inaugural
barbecue on 27th September. JG
Next meeting: AGM on Friday 2nd August 2019 in the Memorial Hall at
7.30pm, with a pre-meeting at 7.00.
Wellington Fields Allotments Minutes of the
Committee meeting held on Tuesday 25th June 2019
in the Bank House.
Present: Simon Ellin, Jane Garner, Alan Hartley, Chris Hilton,
Karen Appleton, Nick Brookes, Rose Jones, Mark Connell.
6.19.1 Apologies:
Barry Williams, Suzanne O'Farrell.
6.19.2 Minutes of previous meetings and matters arising.
The minutes of the meeting held on Wednesday 27th March 2019 were
approved by the committee and signed by the chairman.
Memorial Garden – Simon thanked Joe for all his work regarding
the Memorial Garden.
6.19.3 Financial report.
The account balance was £4,470.24 on 13th June.
The amount to be paid in rent is approximately £1,800.
The Quiz made £145.00 and we are still holding £69.25 from the Memorial
Garden.
Karen has bought a present for the accountant.
The strimmer has broken again and is back at Buxtons for a quote for
repair. Depending on the quote it might be better to buy a new one which
would be more reliable.
6.19.4 Vacant plots/waiting list.
There are no vacant plots and three people are on the waiting list. One
plot is covered and has not been worked for more than 12 months. Jane
will write to the plot-holder asking if he wants to continue. JG
6.19.5 Tenancy agreement update.
The PC solicitor has found the revised Tenancy Agreement to be fit for
purpose. There are still two agreements unsigned and those tenants are
therefore technically without a contract, but having paid the rent, the
implication is that they have accepted the terms of the Agreement.
6.19.6 Site maintenance.
Compost storage area - In discussion with John Martin, plans for
the storage area have been drawn up, together with costings. John has
supplied some concrete plinths, sleepers and steel beams. It is
estimated that the materials will cost approximately £995.
The steel will need painting with Hammerite and Chris has offered to do
this in advance of the construction.
The storage area will not exceed the footprint of the old building so it
will not have any impact on parking.
Simon asked for his thanks to be passed on to Pete Appleton for all his
work on the plans.
At a recent Parish Council meeting it was mentioned that the project
might need planning permission. Mark Connell has looked into this and
has found that it should come under permitted development because the
structure will not be more than 2.5m high and is not near to the road.
Jane will write to Catherine, explaining this, together with a copy of
the plans.
Wildlife - A wildlife area could perhaps be established by the
bottom tap. If the hedge is cut back it will give a good sized area. We
will need to arrange a working party to complete this.
Fruit trees - Jack Martin can obtain some fruit trees for
communal use in the village. It was felt that we could perhaps find room
for a few at the bottom of the site and that others could be dotted
around the village.
Cattle trough - We still need to find a suitable cattle trough to
replace a tap.
Compost bins - The compost bins still seem to be multiplying. If
they can be matched with a lid they can be taken to Katherine House,
otherwise Simon will take them to be recycled.
Fence – John has pushed some of the fence to a more upright
position, but Jane will ask Catherine for an up-date. CH, JG.
4.19.7 Social/fundraising.
Quiz - The last quiz was very successful and so another one has
been planned for 22nd September. As the sound system caused some
problems, Simon will test it in advance.
Speakers – Chris will try again to find a speaker on composting.
Jane will contact Ray Bassett to see if he might do a Gardeners'
Question Time evening. SE, CH, JG
4.19.8 N.S.A.L.G.
Simon will look at alternatives to NSALG and Chris will put the issue of
whether we need to be affiliated to an organisation to the A.G.M.. Jane
will find out whether the N.S.A.L.G. magazine can be accessed online.
Karen will have a look at Chiltern Seeds and compare them and the
benefits with Kings Seeds. SE, CH, JG, KA
4.19.9 Items for Newsletter.
N.S.A.L.G.
Quiz (27th September)
Compost storage area
Compost bins to be recycled if no-one needs them
Best plot competition
Barbecue (22nd September) AH.
4.19.10 A.G.M.
This will be held at 7.30 pm on Friday 2nd August in the Memorial Hall,
with a brief pre-meeting for the committee at 7.00pm.
Jane will email plot-holders to inform them of the date and to ask for
agenda items two weeks before the meeting. An agenda will then be sent
out seven days before.
Simon and Karen will meet to sort out rents for 2020/21 JG, KA, SE.
4.19.11 A.O.B.
Memorial Garden – Simon and Chris worked on the garden recently and were
concerned that it was too shady and that some plants weren't thriving.
We will consult Joe and Tim to see if anything can be done.
Next meeting: Tuesday 23rd July in the Bank House, at 7.30 (to discuss
the A.G.M.)
Minutes of the Committee meeting held on
Wednesday 27th March 2019 in the
Bank House.
Present: Simon Ellin, Jane Garner, Alan Hartley, Chris Hilton,
Karen Appleton,
Barry Williams, Suzanne O'Farrell, Nick Brookes
3.19.1 Apologies:
Rose Jones, Mark Connell.
3.19.2 Minutes of previous meetings and matters arising.
The minutes of the meeting held on Wednesday 5th December 2018 were
approved by the committee and signed by the chairman.
Simon introduced Suzanne and Nick and welcomed them to the meeting.
Cattle troughs – An 8' galvanised trough can be bought for about
£100.00, but we will have to check that they are deep enough to take a
watering can. Chris will find out the measurements of the troughs at
Colwich.
Report to Parish Council – Simon attended the December meeting
and reported on the allotments over the past year.
Glyphosate – There seems to be a great deal of conflicting
evidence about the use of Glyphosate. Chris offered to do some more
research and to contact NSALG for their advice. CH
3.19.3 Financial report.
The account balance was £4,262.24 on 13th March. This includes the money
received from rents which will be paid to the Parish Council in May. The
accounts are healthy and we can therefore spend some money on the
storage area and possibly a shed.
£40.00 from the memorial fund was spent on a wreath for 6th January,
leaving £69.25 in the fund.
3.19.4 Vacant plots/waiting list.
There are no vacant plots and two people are on the waiting list.
3.19.5 Tenancy agreement update.
There are still two agreements as yet unsigned.
3.19.6 Site maintenance.
John has offered to help with the storage area, but the concrete slabs
will need cutting. There will be a meeting at the site on Saturday (30th
March) with John, to plan the next moves.
Unsuitable material is still being put into the compost bays. A talk on
composting might be useful.
The woodchip has been used so Alan will ask for some more.
3.19.7 Social/fundraising.
There will be another quiz in the Bank House on Sunday 12th May. Entry
will be £2.00 per person and there will be a raffle. Jane will email
plot holders to let them know the date and ask for raffle prizes.
Jane has found a speaker who gives talks on composting, but Chris has
also heard of some speakers who are both entertaining and informative,
so he will find out more. JG. CH.
3.19.8 Memorial Garden rota.
Joe has sent out a new rota for the upkeep of the Memorial Garden. At
present it seems to need very little maintenance.
3.19.9 NSALG
It is still difficult to know whether the NSALG subscriptions offer
value for money. Simon will contact NSALG to discuss the benefits. Chris
will find out whether Colwich allotments are affiliated to any
organisation or if they manage without. SE.CH
3.19.10 AOB
Church fete – This will be held on May 4th and they have asked if
plotholders would donate any spare plants for the plant stall. Jane will
contact the organisers for further details nearer the time.
Village spring clean – This will be on the weekend of 13th/14th
April and Nigel has asked for volunteers. He will send more details
later.
Compost bins – There are several compost bins at the bottom of
the site. Jane will email plotholders saying that they are spare and can
be used. If no-one wants them they will be disposed of.
Plastic – There is still a large amount of plastic waste around
the site which blows onto the neighbouring fields. Plotholders will be
reminded again to take any that they find home.
Next meeting: Tuesday 30th April in the Bank House, at 7.30. (An
informal meeting to prepare for the Quiz)
Minutes of the Committee meeting held on
Wednesday 5th December 2018 at The Granary,
Egg Lane
Present: Simon Ellin, Jane Garner, Alan Hartley, Chris Hilton,
Karen Appleton, Mark Connell + Mick Kelly from PC.
12.18.1 Apologies:
Barry Williams, Rose Jones.
12.18.2 Minutes of previous meetings and matters arising.
The minutes of the meeting held on Wednesday 26th September 2018 were
approved by the committee and signed by the chairman.
Memorial stone – The new stone is now in place near to the bridge
and the site of the accident. It is now insured by the PC.
NSALG – We still need to look at possible alternatives to the
NSALG.
Cattle troughs – Chris has been to look at the cattle troughs on
Haywood allotments. They are made of zinc and are about 5 feet long. We
will look at prices (e.g. Wynnstay, Burtons, Carwarden?) and sizes.
Quiz – There was little response to the proposed quiz, so we will
try to arrange another one in the pub, in January. Karen will speak to
the Bank House with a possible date of 27th January.
New committee members – Jane will write to Nick Brookes who
seemed quite interested. Carole Lawrence will also be approached. All,
JG, KA, JG.
12.18.3 Financial report.
The account balance was £2,625.24 on 13th November, but the new memorial
stone has now been paid for. There is now only £109.25 held from the
memorial fund and some of this this will be used to buy a wreath which
will be laid on 6th January next year. Money will also be needed to
replace plants as time goes on.
Alan has donated the money to pay for the domain name for the next 3
years. Simon thanked Alan for his generosity.
We need to talk to John Martin about payment for the concrete slabs for
the storage area. We also need to find out how to cut them to size.
It is still hoped to purchase a storage shed. SE.
12.18.4 Vacant plots/waiting list.
There are at present no vacant plots, but also no-one is on the waiting
list. It is hoped to install some cold frames on the small plot at the
bottom of the site (31/32R), but Michelle Ellin will take on whatever is
left.
12.18.5 PC items (Mick Kelly)
Annual report - Mick reminded Simon of the annual allotment
report to the PC. Simon is more than happy to report to the next meeting
but asked that Catherine send him a formal invitation.
Invoicing – Some members of the PC feel that the invoices should
show all the details of the components of the rent. It was agreed that
this can make the invoices very confusing and so just basic information
about the rents will be shown on the individual invoices. However, a
full breakdown of all the costs will be presented at the AGM and the
extra details will be posted on the website and the notice board. Karen
will send the breakdown to Alan. SE, KA.
12.18.6 Tenancy agreement update.
Simon has tweaked the revised Tenancy Agreement to incorporate The GDPR
as an appendix, and so any new tenants will, by signing, accept the WFA
GDPR policy. SE.
12.18.7 GDPR update.
There are still 3 forms outstanding, (Simon Cull, Mark Trickett, Adrian
Smallwood). Jane and Simon will talk to those concerned when they next
see them. SE, JG.
12.18.8 Site maintenance.
Neglected plots - After the plot inspection, letters were sent to
Andy Teague, Brendan McKeown and Michelle Jordan-Davis. Andy apologised
and said that he and his father-in-law hoped to get on top of things by
the end of the year, but a new baby had arrived and he is rather busy.
Brendan also said that he would sort the plot before the new year but
Michelle said that she could no longer maintain her allotment because of
a bad back. New tenants have now been found for this plot.
Fence posts – John has managed to straighten some of the posts
which were leaning.
Compost bays – The retaining boards on the compost bays are
beginning to disintegrate.
Woodchip – Alan will try to order some more as it is being used
quite quickly.
12.18.9 Social/fundraising.
It is hoped to have a quiz in the Bank House in January.
Jane has found a speaker who is willing to come and talk about different
aspects of composting. She is waiting to hear back from him. JG.
12.18.10 Manure.
Jane has spoken to the wife of the manure man and they are quite happy
to keep delivering, but her husband has recently had an operation and so
has been unable to fill the bags. They will bring some more as soon as
possible and don't need contributions towards the cost of the bags.
12.18.11 Invoicing.
The invoices will be sent out in January, one month before the rent is
due.
As agreed at the AGM, the rents have been frozen for another year.
12.18.12 AOB
Memorial rota – Joe has sent everyone a continuation of the rota
for the next few months, but it's unlikely that anything will need doing
now until the spring. We could possibly put some spring flowers around
the new memorial. A wreath will be laid on 6th January and this will be
paid for from the fund.
Newsletter – Alan has offered to produce the next newsletter and
he would like ideas for items for inclusion.
Water – The water needs to be turned off before the bad weather.
Karen will talk to Alan.
Glyphosate – There is plenty of research but it's difficult to
interpret. We will look at it more carefully over the next few months
and it will be discussed at the AGM, along with organic slug pellets
etc. KA,AH.
Next meeting: TBC but before the Quiz (27th January)
Minutes of the Committee meeting held on Wednesday 26th September 2018
at The Granary, Egg Lane.
Present: Simon Ellin (delayed), Jane Garner, Alan Hartley, Chris Hilton, Karen Appleton
9.18.1 Apologies:
Barry Williams, Rose Jones, Mark Connell
9.18.2 Minutes of previous meetings and matters arising.
The minutes of the meeting held on Tuesday 26th June 2018 were approved by the committee and signed by
Chris.
Memorial Garden – A memorial, which will be sited near the scene of the accident has been ordered and the PC have agreed to insure it as it will be near to the road. This will use most of the ring-fenced memorial money, leaving only a small amount in the WFA
account.
BBQ – The barbecue didn't take place for a variety of reasons, but a working party was held on 15th September and the overgrown plot was
cleared.
NSALG – The committee were not sure that the NSALG subscriptions provided value for money. We will therefore look into other possibilities before next year's
AGM.
Cattle troughs – The committee looked at examples of different troughs which could be used to replace the taps. It was difficult to judge from photos, so Chris offered to go and look at the troughs on Colwich Allotments.
All CH
9.18.3 Financial report.
The account balance was £2,582.39 on 13th September, but after the ring-fenced rent and memorial fund monies have been taken out there will be £1857.14 available for projects. A site visit was therefore arranged to discuss the possibility of some sort of storage facility for tools etc. and an area for compost, wood chip and manure. This might be a good use of the site of the old RAF building, but it would need a proper base and retaining walls. The wildlife area would then be sited elsewhere.
9.18.4 Vacant plots/waiting list.
There are at present no vacant plots, but also no-one is on the waiting list.
9.18.5 Tenancy agreement update.
There are still two tenancy agreements outstanding. Simon will write to the tenants concerned. SE
9.18.6 GDPR update.
Simon will add a line to the tenancy agreement relating to GDPR, so that by signing tenants are agreeing to our GDPR process. Jane will send the existing GDPR form to the new tenants. SEJG
9.18.7 Site maintenance.
A plot inspection was held on 23rd September. Most plots seem to have been well looked after, but a few have been very neglected. Jane will write to the tenants. JG
9.18.8 Social/fundraising.
It was agreed that a barbecue would be planned for early summer next year, giving scope for re-scheduling if the weather is against
us. This year we will have a Pre-Christmas Feast and Quiz with a provisional date of 30th November. Plot holders will be asked to contribute a plate of food and bring own drinks. There will be a raffle and entry will be £2.00 per person. Jane will arrange a speaker for next spring. JG
9.18.9 New committee members It was agreed that we need new committee members and it is hoped that some of the new tenants might be prepared to join.
9.18.10 AOB.
Rats – There is evidence of some rat activity near to the compost area. Ian (from SBC)has put some bait in the
box.
Glyphosate – There is now some doubt about the safety of Glyphosate after a recent court ruling in America. Jane offered to look into current research and possible alternatives. JG
Next meeting: Monday 12th November (TBC)
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