Committee Minutes

January 2022 Committee Meeting Minutes

Highbury South Allotment Association

Minutes of the Committee Meeting

13th January 2022 – 19:00 (by Zoom)

Present online: Michael White (Acting Chairman), Bob Heyman , Mark Homer, Stephen Tyrer, Anne Paton, Chris Sutcliffe, Tim Parsons, David Callan, Jo McSwaine, Pam Brown (minutes).

Apologies: Edmund Smith, Mai Linh Phan.

Minutes of last meeting and brief matters arising.

The minutes of the last meeting were approved. Bob Heyman reported that he had researched the purchase of a CCTV for approximately £70-£80 for possible use on the south side of the allotment. This would require frequent battery changes and it was decided not to go ahead with buying this at this time.

Chair’s report.

Stephen Tyrer, on behalf of Edmund Smith, reported he couldn’t find ES's article about the Annual Show on the association’s web-site. Jo McSwaine said the article had been awaiting a proof reading and would be uploaded very soon. In future, Jo said she would prefer the author of articles to be proof read and amended by the author themselves and it was acceptable to contact Jo or Tim directly over the publications of such articles.

Secretary’s report

Stephen reported that David Kenny wasn’t available until possibly February to progress the construction of the raised beds on Plot 130B. BH suggested that the required wood could be bought from a merchant in Consett in anticipation and the measuring done at the next working party.

There was a full discussion regarding the damage to the greenhouses following the storm, with the committee debating the support which should or should not be offered to members who suffered damage. Much discussion ensued. It was suggested that a hardship fund might be set up to assist some members and plot-holders should be aware of where to obtain cheap and/or strengthened glass. If necessary, a working party might be required to remove damaged greenhouses. ST agreed to do an inspection of the greenhouses and report back to the owners. The Committee stressed that the issue of compensation for damaged greenhouses could not be recommended.

Action ST

Treasurer’s Report

Anne Paton reported a current balance of £8713.46 with a cheque for £1029.80 still to be cleared plus £100 fee for the web-site and catering costs from David Callan.

All site rents had been paid for the year.

In view of the reduced bank balance, it was likely that members' rents would be increased.

AP has liaised with Roger Blight regarding the spreadsheets and together they will meet at the bank on the 19th January for a handover.

BH advised that the new Treasurer should be prepared not to receive an invoice from the Freemen for each financial year as historically invoices are not always issued in a timely fashion. In September 2022 the Freemen will take over from Urban Green. The Freemen do not allow concessions but the committee can authorize them at the discretion of the committee. This has been previously minuted.

Website

Tim Parsons provided the committee with a spreadsheet which showed a tailing off of traffic after the allotment show. Two new blogs will be posted soon and Tim said they were keen to receive more blogs for publication.

Membership Secretary's Report & waiting list update

Mark Homer reported there were 61 people on the waiting with 1 new plot holder and 2 other vacant plots which he was in the process of letting.

Bulk Supplies

BH agreed to temporarily take over the ordering of manure and woodchip as Mai Linh is soon to have a baby. It was suggested that the Highbury noticeboards should highlight new deliveries and Chris Sutcliffe offered to take over the task of the noticeboards. Pam Brown to pass on the keys to CS.

Action BH , PB

Equipment and grass cutting

CS reported that he had repaired the fence which had blown down after the storm however there is still an area beyond repair. Brian Ireland to be approached for a quote for 10 new posts. Scott Fencing had also been contacted but cannot carry out an inspection until March.

Action CS

Working party

ST reported a good turn out and in particular congratulated attendees on the clearing of Plot 130B and the cutting back of the willow hedge at the barbecue area.

ST to produce a 2022 calendar of events including the next working party date. DC asked that the Covid situation be taken into consideration when organizing working parties.

Action ST

West Jesmond School and community garden

The children are due to return to the site at the beginning of February.

Venue for future meetings

It was agreed that next meeting would be held by Zoom. JM advised there are other free alternatives via Google and Teams.

Retirement of Committee Members

Four members have resigned their positions:

Mark Homer – Membership secretary

Anne Paton – Treasurer

Mai Linh Phan – Bulk supplies

Edmund Smith – Chairman

New appointments will need to be provisionally appointed (by email) prior to the AGM if necessary. Pam Brown to take over as Acting Membership Secretary and Roger Blight as Acting Treasurer. Other appointments to be decided.

A.G.M.

After discussion on the merits of Zoom versus in-person, it was agreed that the AGM should ideally be held in-person and the provisional date agreed is Thursday, 17th March. CS has already been in contact with Northumberland Cricket club who can accommodate the meeting in principle. Notice must be given to members of the forthcoming AGM at which point CS can confirm the reservation with the cricket club. Confirmation will be decided at the next committee meeting dependent on the Covid situation. AP asked ST to ensure that the new Treasurer was invited.

Action ST

A.O.B.

A mini working party to prune fruit trees to be organized for February. ST to contact Fiona Clarke to arrange.

CS was approached by a Highbury North member who was concerned about the number of individual fires from Highbury South. It was felt that the Committee should consider more communal fires and to ask members not to burn wet compostable material which leads to excess smoke and particulate matter. Consideration will be given to hire a petrol shredder. This will be addressed at the next meeting.

MH and AP explained this was their last committee meeting and ST thanked them both, as well as Edmund Smith and MLP for their superb work over the years. AP told the Committee that she had been a member for 15 years and it was now time to leave after this long time.

Action ST , The Committee

Date of next meeting - Thursday, 3rd March 2022 @ 7pm.