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Minutes of the Committee meeting held on
Tuesday 31st October 2023
at the Bank House.
Present:
Simon Ellin, Jane Garner, Karen Appleton, Julie Hilton, Mark
Connell, Alan Hartley.
10.23.1 Apologies:
Nick Brookes.
10.23.2 Previous minutes and matters arising.
The minutes from 22nd August were agreed and signed by the chairman. The
draft minutes of the AGM (1st September) were also accepted.
Matters arising were covered by the agenda.
10.23.3 Financial report.
Account balance (31st October): £6,214.10 (which includes £1,137.44
for the Memorial Garden Fund).
Total WFA funds: £5,076.66.
The income is mainly from seed orders, sales of ground cover material
and refunds from Dunster House for faulty parts of the toilet.
There are now stocks of Enviromesh and ground cover in the new shed,
which can be sold by any of the committee, but it was suggested that the
shed shop could be opened at specified times.
It was suggested that when the accounts are next audited, there is a
separate line for the ring-fenced memorial garden money, to ensure
transparency. Karen will discuss this with the auditor. KA
10.23.4 Composting toilet and shed.
These are now installed and complete, apart from a sloping edge around
the bottom of the shed to prevent damp. It was agreed that a light be
fitted inside the shed, either powered by a battery or linked to the
solar panel on the toilet. Pete will be asked to look into which would
be best.
10.23.5 Future projects. (social area and composting.)
We have been offered two picnic tables from the Millennium Green for the
social area. The ground will be prepared with hardcore and stones, and
slabs will be used for the paths.
The tenant who used to cultivate the area, has yet to move his shed.
Simon will talk to him and ask for it to be moved as soon as is
possible.
The composting area needs some work and it is hoped that we can get an
expert to give us advice on the best way forward. Julie will ask Chris
to speak to his contact.
We need some more wood chip and so need to contact any tree surgeons who
might be in the area. SE, JH.
10.23.6 Vacant/uncultivated plots and waiting list.
There are 5 people on the waiting list with no vacant plots.
10.23.7 Plot inspection.
Simon and Jane looked around the site recently and a few plots are
causing concern. It was agreed that Jane would write to some plot
holders, asking about their intentions for next year and in one case
suggesting that they give up half their plot.
In January an email will be sent to all plot holders informing them that
we will be starting monthly plot inspections and that all allotments
must be kept tidy and show evidence of cultivation, especially as there
are now several people waiting for a plot. JG
10.23.8 Memorial garden working party.
The garden is now five years old and is in need of a little
refurbishment. Karen and Jane have been to look and feel that things can
be improved quite easily. Some plants have died and need taking out
while some are in the wrong place and can be moved. Others just need
cutting back. Once this work has been done, we can take stock and devise
a planting plan, before buying some new shrubs and plants.
It was agreed that a working party would be held on Monday 6th November,
weather permitting.
Minutes of the Committee meeting held on
Tuesday 22nd August 2023
at the Bank House
Present: Simon Ellin, Jane Garner, Karen Appleton, Julie Hilton,
Mark Connell, Joe Craen (liaison councillor from HPC)
8.23.1 Apologies:
Nick Brookes, Alan Hartley
8.23.2.
Simon began by explaining that as Chris is now on the Parish Council, he
is no longer able to be on the allotments committee, however Chris's
wife Julie, has agreed to take his place.
Previous minutes and matters arising.
The minutes from 5th July were agreed and signed by the chairman.
Matters arising are covered by the agenda
8.23.3 Financial report.
Account balance (11th August): £6,419.05 (which includes £1,137.44 for
the Memorial Garden Fund)
The grant for the toilet and shed has been received from the Community
Fund.
8.23.4 AGM and setting rents for 2024/5.
The AGM will be held on 1st September at 7.45 in the Memorial Hall and
there will be a 'feedback' item at the end of the meeting.
It was agreed that the rents will be increased by 11.4% in line with the
RPI, but there will be no increase in the running costs.
8.23.5 Progress re: composting toilet and next steps.
Instructions for the use of the toilet have been attached to the door,
but it is not yet in use as there are a few minor things to complete.
8.23.6 Future projects.
The path to the toilet is quite uneven, but this should not stop the
toilet being used. Chris will complete a risk assessment.
The shed will now be ordered and a decision made as to whether or not a
floor is needed.
We will also need to decide on trellis to screen the toilet, and benches
and planters for the communal area.
The compost bays have deteriorated and need new boarding. We will take
advice on the best way to manage the composting and will then refurbish
the bays. CH
8.23.7 Vacant plots and waiting list.
There are no vacant plots and six people on the waiting list.
8.23.8 Untidy plots.
Some of the plots are very untidy so a general email will be sent to all
plot holders asking everyone to make sure that plots are tidy and
cultivated, as we have people waiting.
One plot holder who took on a plot earlier in the year, has done very
little so Jane will write asking them to clear the weeds.
There will be another inspection in the next couple of weeks and where
there has been no improvement, individual letters will be sent. JG
8.23.9 Memorial garden.
The memorial garden has become rather overgrown and the plants need some
sorting out. In September, Karen and Jane will have a look at what
plants are there and will begin to think about devising a new planting
scheme. JG, KA.
8.23.10 Composting.
Chris will arrange for a composting expert to talk to the committee and
advise on the composting area. We might then arrange a talk for all plot
holders. JG
AOB.
None
Minutes of the Committee meeting held on
Wednesday 5th July 2023
at the Bank House.
Present: Simon Ellin, Jane Garner, Karen Appleton, Alan Hartley,
Chris Hilton, Mark Connell, Joe Craen (liaison councilor from HPC)
7.23.1 Apologies: Nick Brookes, Steph Willson.
7.23.2 Simon welcomed Joe Craen to the meeting.
Previous minutes and matters arising.
The minutes from 28th March were agreed and signed by the
chairman.
Plant sale - Simon formally thanked Alan for all his work in
preparing the plants for the plant sale, which raised just over £440.00.
Joe Craen took the leftover plants and included them in another plant
sale which raised money for HCA.
Quiz – The quiz was very successful and made a profit of £158.00.
7.23.3 Financial report - Accounts for year ended 30th April
2023
Current account: £6,816.87 (which includes £1,360.44 for the
Memorial Garden Fund)
The rent to HPC will be increased by 11.6% in line with RPI,
therefore the rent for tenants will also be increased. Karen and Simon
will meet to discuss the rents for the coming year. SE. KA.
7.23.4 Funding of composting toilet and storage shed +
timescale of project
Mark reapplied for funding from the National Lottery Community Fund and
was successful, resulting in funding of £3250.00 towards the project.
Simon thanked Mark very much for all his work.
We now have a surplus with which we will be able to use to enhance the
community area at the bottom of the site with possible picnic benches,
raised planting beds, trellis for the outside toilet wall and a floor to
the shed.
The toilet has been delivered and the concrete slabs for both buildings
are now down. The plans will be discussed at the next PC meeting on 18th
July and as a matter of courtesy we will wait until then before
beginning the installation. However, this should be started as soon as
possible so that the building which is still in flat pack form, does not
deteriorate.
Once the toilet has been installed we will buy the shed.
7.23.5 Future projects.
As we now have unexpected funds it was felt that the compost bays should
be refurbished. Advice from an expert will be sought and possibly a talk
arranged for plot holders to ensure that everyone understands the
principles and importance of composting. CH.
7.23.6 Vacant plots, waiting list and advertising.
There is one vacant plot. The previous tenant has cleared the top growth
from the weeds, but it now needs covering for a while to try to prevent
regrowth. The cover from the compost will be used.
There is one person on the waiting list, but as he admits that he is a
gardening novice, it was felt that it might be best for him to wait
until an easier plot becomes vacant.
We will advertise the allotments on the Hixon Face Book page and perhaps
later will advertise in the surrounding villages through the Parish
Council. CH.
7.23.7 Untidy plots.
There are a few untidy plots and so Simon and Chris will do an
inspection in the next couple of weeks.
7.23.8 Memorial garden.
The new fence has made a big difference to the garden, but it is
becoming rather overgrown and could benefit from replanting. We will
have a look in September and will try to devise a planting plan to be
carried out in the autumn.
7.23.9 Refund for Plot.
The previous tenant gave up the plot at the beginning of May, but has
since written to ask if any of the rent could be refunded due to their
difficult personal circumstances. While this is not usually done it was
agreed that the rent paid for May 2023 until February 2024, would be
refunded. Jane will write to the tenant asking them to send their bank
details to Karen. JG. KA
7.23.10 AOB
AGM – The AGM will be held at 7.30pm on Friday 1st September.
Jane will email plot holders with the date and will ask for any agenda
items. JG.
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