Notes and Minutes

BLAHA AGM Meeting Minutes

Sunday 14 April 2019 at Allotment Site 11.00 a.m.

31 individuals attended the meeting. See attached list.

Apologies: Nicola John 27a, Andy & Katie 8b, John Ward 2

John Jarvis thanked people for their attendance and explained that the recent running of Allotment business had been conducted on an informal basis with the committee meeting on an occasional basis. Concern had been expressed that there had not been enough communication with plot holders and therefore the AGM had been called to enable individuals to express their opinion.

Accounts

Clive, the treasurer, circulated copies of the current accounts.

Rent to Cheshire East has not been paid for some years and indeed has not been demanded for some time. The last demand received was not paid as BLAHA felt the council had not fulfilled its obligations on a variety of issues: maintaining the track, fencing. The Council did not pursue the demand.

Rent costs vary from year to year, currently thought to be approx £800. At moment, there is a healthy bank balance principally to cover cost of potential rent demand at some stage and to fund any necessary work as we are self managing.

Shed monies are paid into the account after deducting minor expenses  .

Change of Ownership

John explained that Cheshire East are in the process of handing over ownership of some allotments to Macclesfield Town Council, 5 in total. In order to assess their liabilities, a Town Council rep (Pete Turner) had conducted a site inspection. There were a number of issues thrown up which need addressing, many of a Health and Safety nature: broken glass, uncoiled hoses, uneven slabs, unsafe/unsuitable structures, debris against neighbours' fences etc.  

In general, the MTC are very helpful, wanting a happy site where all holders continue to enjoy the benefits of allotmenteering. They do not want to leave the site in a financially weaker position and intend therefore to charge a peppercorn rent. BLAHA would be expected to maintain roads and perimeters, but MTC would be prepared to help out if some significant work needed completing and as such is in the process of contacting the local farmer with regard to the broken boundary fence running down Plot 27b (Mark Day's) and behind the shed to get him to repair. If the landowner is not forthcoming, Council will provide the fencing for BLAHA to erect.

Discarded debris will have to be removed e.g. that deposited over the fence by the canal. However, the point was made that it was often common practice to allow green material to break down naturally, that the site boundary actually stretches to the canal edge and that Cheshire East had erected the paling fence on that side to ward off unwanted visitors from the canal. In addition, it was also suggested that a possible future revenue source could be to charge mooring fees.

Plot holders who had structures deemed unsafe or inappropriate, with the exception of 1 individual, had been informed of the situation and the need to respond accordingly. Mark Day had managed to get  an individual to take the very large polytunnel away from the site, Thursday 18 April, starting removal between 8 and 9.

MTC are also unhappy about the use of open fires and wood burning stoves on site. This resulted in much discussion, after which it was suggested that we be allowed to burn a fire once a year on a communal space to be decided by the committee. This would occur around Nov 5. Plot holders to keep wood for burning neatly on own site until the date of communal fire. John J to report back to council with this proposal. Clive would send in his own representations re his own site. It was also suggested that the fire date could be used for a communal gathering.

MTC will provide 3 midi skips after next week for disposal of rubbish: metal, plastic, glass wood etc, a priority. Green waste not to be placed in skip. The committee is to conduct an inspection to determine key sites to be addressed.

Once agreement had been reached with MTC, it would be put forward to the plot holders. No time frame has been given and MTC say Cheshire East's communication is poor.

Election of Officers/Committee

At the moment this is done informally by invitation. This has led to concerns about lack of communication, integration and engagement with many holders. It was decided formal elections would make the situation properly democratic and address these concerns.

Discussion proceeded on to specifics. It was proposed and accepted that the Chair and Treasurer serve for 5 years, the committee to consist of 11 people in total, 1/3rd up for re-election every 3 years. A quorum of 6 is required. The committee would also need the power of co-option.

Currently 1 vacancy exists on the committee. A formal election would take place to determine who would fill that role. Debbie, Robyn, Brian and Paul offered their services. Candidates were requested to post a resume of themselves and what they would like to achieve etc by the end of the month on the appropriate platforms. The voting would then occur, the final date for casting votes being May 7. Voting to occur by email where possible. It was seen as important that as many plot holders as possible submit email addresses to make communication easier. Mel offered to help with ensuring that email addresses were appropriately protected.

The process to elect a new committee would take place at the next AGM or when MTC formally took over the site, whichever came first.

It was pointed out that BLAHA does not have charitable status, but does have rules.

Condition of Site

It was pointed out that historically when tidying plots, holders tended to push material up against fencing so that on the bottom of the site, much had now become embedded with tree roots, sometimes below the line of the foundations of properties on the other side. Caution was needed when removal of such debris occurred.

Working Party

A positive response was given to the request for volunteers for a Working Party when the skips arrive. Volunteers were asked to sign on the Attendance Sheet if they were able/willing to help. Again email could be an efficient way of alerting people to this.

Waiting List

There are 4 names on the list.

Shed Opening Times

After much discussion, it was decided to leave arrangements as they are now. Key holders present identified themselves. It was also emphasised that plots should be clearly numbered so those with keys could be more easily traced. As general practice, it was felt all plot holders should clearly indicate their plot number on their site.

Community Plot

As the large polytunnel had to be removed, the community space suggestion would not be possible to implement.

AOB

Mel reminded the meeting that she had created a site blog and distributed addresses for those who wanted to use it.

The blog should be used to disseminate important site information e.g. the progress of the hand-over, timings of working parties.

Anthony wanted to raise money for Barry Wright's charity through, for example, the selling off of surplus produce/seedlings etc. A donation from BLAHA of £30 had already been forwarded.

The issue of offering plots on a trial basis was raised to ensure that they were being appropriately tended. This did not happen at present, but £25 deposit was requested at the Brookfields site, for example,  which was not refunded in the case of poor management after a year. No further action was taken at present on our site.

The issue of non plot holders being on site and our liability was raised. Our insurance needs to be checked to ascertain who exactly is covered by our Public Liability. The related issue of who exactly the plot holder is was also raised as in the case of couples, partners etc. Clarification is required.

People were requested to park considerately on the site.

On leaving early, Wendy thanked John J for his hard work and services.  

The meeting closed at 12.36 p.m.