This meeting was chaired by Wendy Gunter, and minutes taken by Sue Jones
Present
Wendy Gunter (Treasurer), Sue Jones, Martin Pasek, Mike Powell, Rhys Williams
Apologies
Richard Masterman, Gordon Goldsmith, Lewis Evans
Actions from previous minutes
As agenda
Chair report
- Richard apologised for his absence, but family, personal, and travel commitments precluded his attendance.
- Richard has confirmed that from the date of the AGM he will withdraw from Committee duties, and he thanks his fellow Committee members for their support over the last few years.
- Those present acknowledged their gratitude to Richard for all his work and amiable company during these years.
Site Rep’s (shared role) report
Council matters
- Site Reps’ meeting 15th May: Sue and Rhys to attend.
- GDPR and allotment record management software training: Sue to attend Wed 8th May 2024. While the new software is being introduced all Council waiting lists for allotments will be closed. Lists are expected to reopen in June.
PPA Matters
- Sue reported that there are two free plots following resignations, and there are expected to be another two by the end of June. She has let out two plots to new tenants. The Council have also given the details of ten tenants who have not paid for their plots. Sue explained that there are too a few tenants who do not work their plots, who nevertheless pay, but who are not contactable to resolve the position.
Treasurer’s report
- Wendy reported that Dave King, ex-plot holder, is in the process of checking the Accounts for independent verification.
Site security
- Richard communicated that he expects to install a second security camera in an appropriate position soon.
Plot inspection and termination procedures
- These will begin in June. A team of three Committee members are to walk the site and to issue Pre-Notice Letters Of Concern where needed.
Plant sale
- The plot holder volunteer tending the plants has suggested the morning of Saturday 8th June for this. Rhys has offered to assist too. For practical reasons no plants will sold in advance of the sale.
Wildlife habitat enhancement
- It was agreed that no more than £500 total should be spent on the purchase of suitable trees and shrubs, and that £250 of this will come from the Site Representative’s award, which is not taken. However, it was also suggested that the total actually spent will probably be far lower.
Boundary and other trees
- It was noted that branches overhanging the Western Avenue security fence made entry easier for climbers, and proposals to address this problem were made.
- Ash die back disease is affecting some large trees and these could present safety issues. The Council are aware, and propose a re-inspection in June.
- Plot holders are reminded that we are required not to maintain, i.e. we must remove any broadleaf, conifer, or willow trees growing on our plots. Sycamore and evergreen (holly-leaved) oak saplings are a particular problem on PPA site.
- Fruit trees should not be free-growing varieties. That is, only those on dwarf root stock should be planted. No tree should be more than 4m tall. (Ignoring this can quickly cause serious shading problems for neighbouring plot holders.)
AGM
- To be held on Sunday, 2nd June 2024. Time and agenda are to be publicised, along with a resumé of the past year’s activities.
- There will be the usual invitation to plot holders to join the Committee, and the appointment of officials. Richard is expected to restate that he will resign from Committee duties and responsibilities.
Any other business
Management of the shop
- With Richard’s departure there will need to be a suspension – hoped to be short – of the shop’s activities.
- It was agreed that the previously-emailed stock list and order form is now revoked.
- There is hoped to be a sale – to coincide with the Annual Plant Sale – of popular items among legacy stock. A list of these and prices is intended to be publicised in advance.
There was no further business and the meeting closed at 2030.
Date of next meeting
4th June 2024, at 1900, the Butchers’ Arms, Canton
