Field Allotments EGM Thursday 9th June 2011
Orson Blewitt opened the EGM at 20.10hrs.
Orson welcomed everyone to the meeting, introduced
David Jones as the new secretary following Peter Godbeer standing down,
and gave the reasons for calling the meeting:
Signing Tenancy Agreement.
Rules / Constitution.
Any Other Business.
1) Final version of
tenancy agreements (that were provided as people entered the meeting) were
to be signed and guidelines on how to complete later were to be provided.
2) Karen Appleton (Treasurer) thanked people for their payments and
gave an update on the Finances
Money received from rent £1744.
received from advertising £100.
Still to pay to HPC £1200
for the year in relation to land rent.
Still to pay Water charges at the end
of the year.
3) Orson briefed out various rules and advice:
Site security The last person leaving the site to please
ensure that the road gate for vehicles is closed and locked There have
been several instances where this has been left open.
Hosepipes At the present moment hosepipe use is not
permitted, but this may be revisited at a future date. Susan McKeown (HPC)
was going to speak to John Martin (Land Owner) with regards to access to
some free water, and also chase the groundwork contractor on drip trays
that should have been provided to go under the taps. A suggestion was made
regarding a sump to collect rainwater this would require further
Sheds / Greenhouses / Tool Stores / Polytunnels Brendan
McKeown (HPC) gave an update on these. Planning permission was not
required as this could be done under permitted development by HPC. The
maximum total volume for the site was 200 cubic metres. A Shed /
Greenhouse measuring 6 x 4 x 66 equated to 4 cubic metres,
meaning a total of 50 units of this size could be erected. This is the
maximum size of shed / greenhouse that will be permitted and only one shed
OR greenhouse would be permitted per Tenancy agreement. All applications
to erect a shed / greenhouse or tool store must be submitted to the
secretary. Once approved on behalf of Wellington fields allotment
committee, this would be subject to approval by HPC, who will issue an
approval notification and installations will be subject to subsequent
inspection. Poly tunnels are not permitted, unless of the low cloche
Fencing between plots Use of barbed wire is not
permitted. Requests were made regarding installing fences between plots
rules will be set on maximum height for these and 2 or 3 agreed
specifications will be adopted. Any suggestions regarding type / style are
to be forwarded to the secretary for future discussion.
Parking Vehicles are the be parked at the area at the
bottom of the site Vehicles may be taken to plots for dropping off /
picking up, but must be moved immediately after that to the designated car
Vehicle Access As part of the lease agreement between
the Landowner and HPC access by vehicles is limited to between the hours
of 8AM to 8PM This document will be placed on the Wellington Fields
Allotment Website when a copy is obtained from HPC.
Vehicles A suggested mirror at the entrance to improve
visibility was going to be investigated, this would need approval from
Highways. Wellington fields allotment committee would write to HPC
regarding the stone at the access ramp leading onto the site being
loosened and drifting into the road. Anyone walking past with a spade /
shovel could move a bit from the highway and back onto the ramp.
Dogs Currently dogs are not permitted on the site.
Children Children are welcomed on the allotment site,
but the allotment can be a dangerous place. Any children on site will be
deemed to be under the responsibility of a parent / guardian, even if they
are there without the parent / guardian being present.
Contact details Could any amendments to original contact
details be made to the secretary in writing so they may be updated.
Pesticides Use of pesticides is not permitted. Organic
controls are allowed.
Livestock / Bees With all the initial work involved in
getting the site operational a decision on permission to allow livestock
on the site is still to be reached and will be considered during the
course of the year.
BBQs portable barbeques will be permitted as will the
use of burners, when using these, consideration must be given for other
tenants on the site. As a consideration to others loud music / swearing
must not be used.
4) The following questions
- NSALG membership this
will be applied for on your behalf as part of the annual rent. This can be
done once the bank account is operational. (Cheap seeds can be obtained
from Kings via NSALG)
- Fruit Trees a question
was asked regarding fruit trees. These would be allowed, but to a max
height of 2m and would need removing if you were to vacate your plot.
Building at bottom of
site: Brendan & Susan McKeown offered to draw a plan of this building,
and wanted suggestions of what the building could be used for. One
suggestion was for communal composting, but it was felt that this may be a
possibility elsewhere, leaving the building for an alternative use. Any
suggestions to be made via the secretary. Once a decision was reached
Brendan would kindly seek funding to complete the project.
- Guidance was given on the
completion of the tenancy agreements, and Tenants completed their
Orson thanked everyone for
attending and closed the meeting.