Minutes of the 2005 Annual General Meeting

Held at the Mid Devon Constitutional Club on 18th March 2005

The Chairman opened the meeting at 7.30 PM, welcomed any new members and read a short statement prepared by the Committee.

The key points of the statement were –

That “we were a small gardening club” and this was all the members wanted, or that the committee were capable of running. It had not been an easy year for many on the committee. Dave Mirfin, had been through serious family illness, and, as a consequence, had stood down as Secretary. Francesca Colomb was currently fulfilling both the post of Secretary and that of Treasurer. She too had suffered bereavement and illness within her own family, hence her absence from the AGM.

The Chairman advised the members that Mr Mirfin, who was originally going to step in for Mrs Colomb, and take the minutes, was unable to attend as his wife had been taken ill. He explained that this left the Committee without a Registered Secretary for the evening. The members were informed that the Committee had sought legal advice and that providing the majority present were in agreement and were happy with Committee Members giving individual reports the meeting could continue. The Chairman called for a show of hands in favour of proceeding, all present were in favour of continuing the meeting.

He went on to highlight the waste of time, effort, and money, members’ money, incurred by the Association as a consequence of the actions of one member. Fortunately the Committee had received the whole hearted backing and support of the Town Council throughout, not to mention the support from the people that count, the members, for which the Committee were very grateful.

The Committee’s statement then addressed a letter that many members had received in which the Former Secretary had laid out their own motions for discussion. The Committee’s response to this agenda after taking legal advice was that - All motions must be proposed and seconded 14 days in advance of any meeting; the motions were not seconded within the time limit and were therefore invalid.

Under Article 44 the Committee has the power to decide which items are relevant for discussion. It decided that based on huge public opinion, these items were not relevant and would not be discussed at this AGM or any other in the future by this Committee.

The Committee’s statement continued to say that when one is under constant attack there is an overwhelming tendency to forget all the good and positive things that happen. The members were reminded that all of the fields were full, that the waiting list now had over 60 names on it, that the state of plot cultivation was improving year on year.

Above all the acquisition of Coach Road, a former allotment site now partially returned, on which work had already begun in association with the Town Council.

The members were urged to focus on these issues and to concentrate on the real interests and needs of the Association.

The Chairman thanked the members and asked for their permission to move to the official agenda.

The Former Secretary rose to his feet and said that as his name had been mentioned he would like to reply. Several members pointed out that his name had not been mentioned.

He then argued that he had not in fact resigned, and a copy of an official Termination of Directorship and Secretary-ship Document from Companies House signed by the Former Secretary on the 19th April 2004 was produced as was a Director’s list from Companies House in which the Former Secretary was shown as Resigned. The Former Secretary returned to his seat.

1) Apologies for Absence

Lord Clifford of Chudleigh, Mr S. Parker, Mr L. Parker, Mr & Mrs Haynes, Mr & Mrs Colomb, Mr H. Hooper & Mr Mrs Mirfin.

2) Confirmation of the 2004 Minutes

Proposed Mr A. Gibbs, Seconded Mr R. Tucker

3) Matters Arising

There were no matters arising

4) Approval of 2004 Accounts

Mr B. Townsend read the Auditor’s Report prepared by Dennis King Accountants for the year ending 31/12/04. The letters said that the Association was still solvent, but that the situation will weaken in future years if no action is taken.

No queries were tabled therefore the accounts were Proposed by Mrs T. Gibbs and Seconded by Mr Pow.
5) Officers’ Reports – Membership Secretary

Christine reported that she took over the post of Membership Secretary from Francesca in April 2005. Due to all plots being full it had been a year when we had to wait for members to leave before names from the waiting list could be allocated plots. In total 30 members had resigned in 2004 and with the exception of one half plot we finished the year with all but one half plot rented out.

Christine reported some procedural changes i.e. Membership Packs were now given to new members by the Field Managers to save postage. On the Rent Renewal members had been asked for their date of birth to make the process easier in the future, 76% of members had supplied their D.O.B. most of the rest of the members were over 60 already. Reply Envelopes were included this year to speed it along.

Christine reported that there were over 60 names on the waiting list for plots across all of the fields.

Officers’ Reports - Publicity Officer:

Clive reported that the Association had held a successful Open Day in June that had been well supported, and that there had been positive coverage of the return of the Coach Road site in the local press. The whole allotment movement was fashionable at the moment, hence the long waiting list for plots, and that it was important to try to push for maximum benefits for both current and future plotholders whilst this was the case.

Officers’ Reports - Shop Manager

Ferai Akyol gave details of the new season’s stock and running procedures and how it had become a community meeting point where members and the public alike came to buy, ask questions and chat.

Officers’ Reports - IT & Insurance

IT: Trevor Spencer co-opted onto the Committee last year, talked about out website and how he was working to improve and upgrade it so that it contained more information. He said that he hoped to have individual field information, plus Committee details and to develop a forum where help and advice could be posted. Any members interested in contributing were asked to contact him.

Insurance: Trevor told the members that last year the Insurance had not been done correctly and that we risked a fine of up to £1000 per day as a consequence. He gave details of how we now need Employee Liability Insurance which has pushed our premiums up. Trevor went on to report that he had arranged Insurance for Coach Road for an extra £76.

Mr Gray, Bradley Field, asked if cover could be obtained for his shed and tools. Trevor explained that this is the plot holder’s responsibility and can be covered under their household insurance.

6) Eviction Clause

An Eviction Clause was put forward by the Committee because it had come under attack on a couple of occasions in 2004 and they wanted the members to make a clear definition.

7) Eviction Resolution

The Committee proposed that 2/3rds of a plot should be under cultivation at all times, newcomers would be exempt if they took on a very dirty plot. Plots considered to be under 2/3rds cultivated would be sent a Lapse in Cultivation letter, if no response or progress was made within 6 weeks, an Eviction Letter would follow.

From the floor: “Does this take into consideration people with reading/writing problems? The reading should be softened”.

Committee: “The 2/3rds of a plot is taken from national recommendations. Exceptional circumstances are taken into account, i.e. sickness.

Mr Mirfin – Decoy Field: “I think the 2/3rds rule is acceptable.
Mr Charlton -Decoy Field: “I think 2/3rds is okay”.
Mr Akyol: - Decoy Field: “I suggest that members are reduced to a half plot as a result of non cultivation”

A great number of opinions for and against followed.

Chairman: “It would seem that we are not all in agreement, I propose that the Committee go away and give this some more thought”. All were in agreement.

8) Project Reports – Coach Road

Clive reported that a steering group had been recently set up, together with Newton Abbot Town Council. The purpose of this was so as to develop the site as an ideal facility for approximately thirty plus, new allotments. So far meetings on site and back at the Town Hall had taken place. These had been well supported by the local councillors, who were all positive about the type of community involvement this new allotment field would provide, based on the Societies past recent achievements.

Project Reports – Cheese & Onion Fayre.

Mr Lewis-Thomas reported that the C & O Fayre will be in a different format this year. The date of the Fayre will be Wednesday 3rd August 2005. This is one week earlier than usual, to coincide with school holidays. Mary Allison will be organising an art section, like the one that was very successful two years ago, she will also be organising visits to our allotment sites. In conjunction with N.A.T.C., we will be using the Adult Community Learning Centre in Market Street for three days, 30th Aug. to 1st Sept. 2005. There will be a wide variety of art/craft and social groups have been invited. It will be a celebration of many sections of our community. Fermoys and Jack’s Patch are helping with this. N.A.D.C.A.A. will I hope support the show with flowers, vegetables and plants, not individually. Many other societies have shown an interest in showing. Any help setting up and stewarding will be gratefully received.

Key Developments - Chairman

The Chairman reported that thanks to the Council the driveway at Decoy Field had at long last been tarmaced.

He went on to report that there was a serious water leak between Blake’s & Cooke’s Field and that investigation by Mr McKendry had shown that the pipe was starting to break up and split. He called for volunteer’s for a working party to help replace the pipe. He also reported that the water meter which had been moved to outside Blake’s Field no longer seemed to record water usage at Cooke’s Field, SWWA had been contacted regarding this.

The Chairman explained that Mr Rew has placed all of his holdings in the hands of a land agent; this has lead to non negotiable rent increases, with a 100% increase in 2004. How much could we realistically afford to pay before it becomes too expensive? If we refuse to pay the increase we have been told that Mr Rew’s Land Agent will rent the land out for horses.

Renewal of the Tenancy Agreement had been put on hold since September 2003 due to Coach Road; now that this land is being transferred we hope to have a new Agreement for this September.

The Town Council had donated a computer to the Association.

9) Rents

The Chairman demonstrated the current financial situation of the Association using a detailed PowerPoint presentation, the years 1999 to 2004 were concentrated on with 2005 projected.

The Chairman asked all the members if they could all afford one copy of the Western Morning News (cost 40 pence) once a week. Everyone indicated that they could afford this newspaper.

A common factor was required and that factor was the number of half plots which totalled 333 across all four fields. Using bar charts Income was shown first followed by Expenditure plotting the historical data 1999 – 2005. When Income & Expenditure were displayed side by side it could be seen that the Association had been making a loss for several years. In the last three years this loss had grown due to increased running costs i.e. water, ground rent, insurance etc, and it was revealed that expenditure was exceeding income over a consistent period.

The issue of grants to the Association was raised, but it was explained that these had been excluded from the presentation because they would distort the figures unnecessarily, as grants were always spent on the purpose for which they were given.

The National Average (N.A.) for 1997 was shown as £14 per plot, today the N.A. is £25 per plot and recent figures suggest £36 per plot. The N.A. for Devon was shown as £25 per plot. (Source Mr Geoff Stokes Secretary NSALG.)
Mr Gray raised the issue of Honorary Members getting free membership. The Chairman told Mr Gray that he understood what he was saying but that this was to be covered under AOB. It was also pointed out that these were very few in number (currently 3). It was demonstrated that rents elsewhere in Devon for equivalent plots ranged from £25 in Exeter, Buckfastleigh, Ilfracombe, etc. to over £100 in Teignmouth.

The shortfall per plot was shown followed by the Committee’s proposal that rents should be increased by £5.00 per half plot from January 2006, and that rents should be reviewed every year to ensure that this kind of increase never happened again.

The Chairman raised the Western Morning News and reflected back on his opening question “could everyone afford a copy of the paper once a week?” He then told the members that this increase was equivalent to an increase of 7 pence per week per half plot for members over 60; or 10 pence per week per half plot for members under 60, the cost of a few pages of the paper. He reminded everyone that they had all said they could afford the whole paper.

A proposal from the floor was made that the rents should be doubled, but the Chairman went on to show that an increase of £5 per half plot would hopefully mean that current expenditure was covered.

Proposal: A rent increase of £5 per half plot dating from January 2006 and annual rent reviews in the future at the AGM.

Proposed: Roger Beech, Seconded: Robin Lewis-Thomas, and subsequently carried by an overwhelming majority of members, there being only one abstention.

10) Best Newcomer Awards

Bearing in mind the circumstances the Chairman told the members that there had not been enough time to pick the Best Newcomers, he asked if they would mind if the awards were moved to the September Social evening, all were in favour.

11) Nomination of Officers

¨ President: Lord Clifford of Chudleigh - Proposed - Mr. Gibbs 2nd - Mr. Mirfin
¨ Vice-Chairman: Roy Tucker - Proposed - Mr. Mirfin 2nd - Mr. Akyol
¨ Membership Sec.: Christine Callard - Proposed - P. Bence 2nd - C. Beech
¨ Treasurer: Robin Lewis-Thomas - Proposed - Mr. Mirfin 2nd - Mr. Stevens
¨ Publicity Officer: Clive Burton - Proposed - Mr Mirfin 2nd - Ian Hole
¨ Coach Road Chairman: Clive Burton - Proposed - Mr. Mirfin 2nd - Ian Hole
¨ Shop Manager: Ferai Akyol - Proposed - Mrs. Pool 2nd - Mrs. Gibbs
¨ Decoy Field Manager: Rob Pike - Proposed - C. Beech 2nd - Mr. Firth
¨ Bradley Field Manager: R. Lewis-Thomas - Proposed - Mr. Gray 2nd - Mrs. Richards
¨ Blake’s Field Manager: N. Hamzij - Proposed - F. Akyol 2nd - L. Bubb
¨ Cooke’s Field Manager: M. McKendry - Proposed - Mr. Mirfin 2nd - T. Wonnacott

The Chairman told the members that the position of Secretary had not been handled correctly at the last AGM and that the Committee should have chosen the person for this post at the first meeting after the AGM, this would be rectified this year.

All the above nominees were returned unopposed.

Assistant Field Managers Decoy Field – See Footnote

12) A.O.B.

Free Membership for Honorary Members: The proposal was brought forward that henceforth all Honorary Members should not pay rent. It was pointed out that we all owe a debt to these long-standing plot holders who had kept the fields going through many difficult years and that they had all paid significantly over the years and they had helped to keep the allotment movement going... The proposal was agreed unanimously.

Mr Arthur Grove of Cooke’s Field was proposed for Honorary Membership, and this was agreed to unanimously.

The Chairman read a postal motion from Mr Parker at Bradley Field. In it he requested that the Accounts be broken down and shown by field. The general consensus of opinion was that this would cost more to audit and that the administration of such an idea was just too much. The Motion was defeated.

13) Chairman’s Review

In his closing remarks the Chairman pointed out that the future for the Association was a very positive and hopeful one. All fields were full, with a long waiting list, relations with the Town Council were excellent, and work on the new field was ongoing. There were now 16 volunteers all helping with the Shop Rota. Mr. Neil Dixon, Regional Rep. of the NSALG, had used the Newton Abbot Association as a role model of how Allotment Associations should be run. He told the members that the recent health problems for some of our members and Committee members had served to remind us how important it is to keep issues in perspective. We did all after all just join to grow some fruit and vegetables. He thanked all members for coming, and for their overwhelming support, without which the Association could not go on.

The Chairman invited Councillor Mike Ryan Chairman Allotments Sub Committee to say a few words. Councillor Ryan told the members how much the Town Council supported the work of the Committee and about the problems they had encountered over the last year. He also talked about his hopes for Coach Road.

The members showed their appreciation.

Mr. Tucker thanked the Chairman for all the hard work he does for the Association.

Footnote: Due to the circumstances the Chairman omitted to read the nominations for Assistant Field Managers - Decoy Field. These were Basil Townsend, Neil Hopkins and Dave Mirfin. Mr Pike needs the assistance of these volunteers and therefore the Committee, under the circumstances decided to let the Assistant Field Managers continue in their roles as though the nominations had been read. We apologise if any of the members feel that this is incorrect.

The meeting closed at 9.20 p.m.