Hixon Allotments Association

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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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