Sunday, April 6, 2014

Minutes March 2014

Minutes of Meeting of Harris Road Allotment Society 20th March 2014

Present:  Asha (Chair), Stewart, Vicky, Ben

Apologies:  Melvyn, Peter

Minutes of the last meeting:  Approved.

Matters arising:  Stewart to order the outstanding items for completion of jobs on the next workday (mainly soil, sand, grass seed etc.).  Sow seeds for a chamomile lawn area.
: Need to check with Ben about the status of the newsletter.

April workday:  Would be to complete the raised beds by filling, relocate the front drop post, lay the grasscrete structure, fill with sand and sow grass seed.

Future workdays – could spend more time tending to individuals needs.
  • July after bird nesting season, cut back privet hedges to a reasonable height as per tenants wishes.

RHS Grant:  See above.  Any extra money could be used for wildflower seeds.

Open day – May 17th.  Members who are able can sow extra seeds to generate plants to sell.  This may be able to occur in the front raised beds.
  • Vicky is not able to run the proposed children’s activities (“grass heads”) but this is easy and cheap and would be a good idea if someone else could run it.
  • Peter to contact the Council events team.

AGM is in May (17th).  Thought should be given to who will replace Asha as Chair and whether anyone else wants to be a Committee member [Asha to look into the point of Committee members].

Thursday, February 6, 2014

2014 AGM - Notice of Meeting

Our Anual General Meeting will be held on Thursday April 19th, at 7pm in the upstairs room of the Hillsborough Park Pavillion (subject to room booking approval).

Asha is resigning as Chair so we are seeking volunteers to take up this position. As Peter is such an efficient secretary this is not a very demanding job!

Minutes of January 2014 Meeting

Present
Asha (Chair); Ben (Treasurer); Vikki McA, Jen & Fran , Ann, Melvyn, Peter (Secretary)

Apologies 
Stewart, Vicky C

1 RHS Grant 
Ben reported that there is £3,188 grant remaining to be spent.
Peter is meeting Steve Whittaker at the weekend to get a quote for the patio at the entrance to the poly tunnel.
It was agreed to spend the remainder on 
  • the patio subject to the quotation
  • aggregates for the paths etc
  • trees 
  • grass seed 
  • soil
  • the entrance gate up to £500; Peter to seek council funding for the other half to make up to a total cost of £1000. 

Stewart to be asked to order aggregates, trees, grass seed and soil.
Peter to contact Ceri re the gate.
Fran to fix the gate subject to SCC funding; 

Grant should be committed by the end of January by holding stock on site and issuing orders.

Post Meeting Note The terms of the grant are ‘If all the grant provided is not allocated to the project, unspent grant must be returned to RHS within six months of the end date of the project as stated on your application form’.  The end date of the project is 31 January 2014.

2 February workday
Agreed to hold the workday on Saturday 8 and Sunday 9 February.  Members to attend on either day to suit availability.
Tasks 
  • completing edging the path
  • building the raised beds
  • finishing the poly tunnel
  • depending on deliveries planting the fruit trees incl clearing the weeds

Peter to contact the school to see if any of the parents that helped in the past could come this time.

3 Orders for discount seeds received - Peter to send off the order ASAP.

4 Open day 
Arranged for Saturday May 17 from 10.00 until 2.00.  Aim is to promote the society and the community garden to local community.
Peter to inform SCC events team.
Flyers to be sent to parents with children at the school and residents.
Workday on 10 May will be used to tidy up the site and prepare for the open day.
Sell cake and soft refreshments
Sell plants - pots to be used to rgow plants for sale to be left near the wood chip bin.
Publicise to press and radio and maybe get a celebrity to open the event.
Vicky to be asked to run an activity for children as planned last time.

Firm up the details at the next meeting in February.

5 Newsletter
Ben has written first draft. Asha offered to contribute more copy.
To be delivered to local residents and may coincide with publicity for the open day.

6 AOB
Ann asked if the council is intending to outsource allotment management to Groundwork as has happened in Barnsley.  As far as we know Sheffield has no similar plans.
Vikki asked how to get hold of a post rammer; advised to contact Ceri as the Ranger Service has helped in the past.
THe council has written to all tenants inviting applications for concessions.  Applications must be made between Monday 20 January and Friday 21 March 2014.
AGM will be in April. Jen will publicise on the website.
Asha is retiring as Chair.  Members are asked to consider standing.  Asha offered to explain responsibilities if members could contact her.
Peter to book the upstairs room in the pavilion.

Monday, July 8, 2013

Minutes June 2013


Please see below the minutes of the June meeting.
The next meeting is on 18 July.

The next workday is this Sunday 14 July from 10.00.


Harris Road Allotment Society Minutes of Meeting 20 June 2013
1 Present
Asha (Chair) Ben Vicki, Ann, Peter
Apologies
Jen, Fran, Barbara, Vicky, Pat

2 Minutes of previous meeting 
Agreed

3 Matters arising 
3.1  Report back from the workday on 9 June
  • Wood chip bay completed.
  • cleared  the site entrance and the poly tunnel
  • volunteers asked to bring wheel barrows; shovels; earth moving equipment

3.2 Summer Open Day
Cancelled as to much work to undertake to the site.
Agreed to hold a Open Day next spring when the improvements will have been completed.
There is a plant sale on Tues 25 June at the school with proceeds to be shared with the society. 
Peter to send email to members advertising the arrangements

3.3 Membership subscriptions
Subs are due from the 1 July.
Peter to send email to members asking for subs at the next meeting on 18 July.

3.4 Federation meeting 
The Sheffield Allotment and Leisure Gardeners Federation  (NB we are not members but we are able to attend meetings) met with the council on 20 May when the rent increases were discussed.  Reported back that it was an structured meeting, but with an absence of constructive dialogue.
The Federation asked if we could host a visit Asha agreed to make the arrangements with their officers.

4 Improvements from the RHS grant
Agreed to place order for the ground works with Steve Whittaker
Please see below the minutes of the June meeting.
The next meeting is on 18 July.

The next workday is this Sunday 14 July from 10.00.
We are doing some planning tomorrow so I'll send another email later in the week.
best wishes 
Peter

Harris Road Allotment Society Minutes of Meeting 20 June 2013
1 Present
Asha Dube (Chair) Ben Kentzer, Vicki McAuley, Ann Toy, Peter Morton

Apologies
Jen Mickelborough, Fran Mickelborough, Barbara Rose, Vicky Cooper, Pat Haismith

2 Minutes of previous meeting 
Agreed

3 Matters arising 
3.1  Report back from the workday on 9 June
  • Wood chip bay completed.
  • cleared  the site entrance and the poly tunnel
  • volunteers asked to bring wheel barrows; shovels; earth moving equipment

3.2 Summer Open Day
Cancelled as to much work to undertake to the site.
Agreed to hold a Open Day next spring when the improvements will have been completed.
There is a plant sale on Tues 25 June at the school with proceeds to be shared with the society. 
Peter to send email to members advertising the arrangements

3.3 Membership subscriptions
Subs are due from the 1 July.
Peter to send email to members asking for subs at the next meeting on 18 July.

3.4 Federation meeting 
The Sheffield Allotment and Leisure Gardeners Federation  (NB we are not members but we are able to attend meetings) met with the council on 20 May when the rent increases were discussed.  Reported back that it was an structured meeting, but with an absence of constructive dialogue.
The Federation asked if we could host a visit Asha agreed to make the arrangements with their officers.

4 Improvements from the RHS grant
Agreed to place order for the ground works with Steve Whittaker for £1066 + VAT.
Stewart is looking at options for the ‘grass crete’ top coat on top of the gravel.
Peter is following up the offer of buying a second hand poly tunnel from Heeley City Farm; its 16 x 20 feet; needs new skin; and HCF may be able to help with erection.
Peter to arrange site visit with Stewart and Barbara;and get comparison prices.
If its not long enough an extra hoop could be bought.
If it proves to be a sound proposition Peter delegated authority to proceed with purchase.

5 Next workday 14 July
Tasks include
  • possibly laying the grass crete
  • possibly constructing the poly tunnel
  • clearing the root stumps from the front entrance

6 Next meeting 
18 July at 7.00 at Hillsborough Pavilion.
Stewart is looking at options for the ‘grass crete’ top coat on top of the gravel.
Peter is following up the offer of buying a second hand poly tunnel from Heeley City Farm; its 16 x 20 feet; needs new skin; and HCF may be able to help with erection.
Peter to arrange site visit with Stewart and Barbara;and get comparison prices.
If its not long enough an extra hoop could be bought.
If it proves to be a sound proposition Peter delegated authority to proceed with purchase.

5 Next workday 14 July
Tasks include
  • possibly laying the grass crete
  • possibly constructing the poly tunnel
  • clearing the root stumps from the front entrance

6 Next meeting 
18 July at 7.00 at Hillsborough Pavilion.

Friday, April 12, 2013

Public Notice of AGM & Minutes of April Meeting

Notice of Annual General Meeting Thursday 18 April at 7.00 at Hillsborough Pavilion
Below the agenda for our AGM, including the minutes for March 2013 Meeting (with blue margin) and the minutes of our formational meeting in February 2012
1 Attendance and apologies 
2 Minutes of the previous (first) AGM
As follows
Minutes of Harris Road Allotment Society 1st AGM, 23.02.12 at Hillsborough Pavilion
Present
Mr and Mrs Caveney, Vicky Cooper, Ian Bowler, Ann Toy, Jocelyn Beal, Asha Dube, Ben Kentzer, Jennifer Mickelborough, Peter Morton, Ceri Ashton, Joanne Buck
Apologies 
None received
Minutes of last meeting
Minutes of the last meeting were agreed
Management Committee
Joanne summarised the purpose of a management committee (a group of volunteers who make decisions on behalf of a wider group). Information sheets were distributed and discussed.
The following were nominated and voted onto the committee:
                Asha Dube (chair)
                Peter Morton (secretary)
                Ben Kentzer (treasurer)
                Vicky Cooper
                Jen Mickelborough
                Ann Toy
Joanne Buck distributed information sheets and templates to the chair, secretary and treasurer and briefly talked through them 
The constitution was adopted.
Action – Joanne Buck to replace front page of constitution, due to error, and set up a file for chair, secretary and treasurer
Action – Joanne Buck to email the templates on to the relevant committee members
Insurance
Joanne reiterated that public liability insurance is required for a lot of activities. Funding can sometimes be obtained from Community Assemblies or trust funds. 
Action – Ceri Ashton to make enquiries about cost of affiliating to the federation and approximate cost of using the National Federation’s insurance scheme 
Membership
It was agreed that a membership fee will be charged. The fee was not decided, this was deferred to the next meeting
Action - Ceri Ashton to ask all tenants to give consent to share contact details with allotment society
Work day
Ceri Ashton thanked all those who attended the recent work day. It was agreed that another work day will be carried out, provisionally on the 10th of March (subject to ranger availability)
General site matters
Ceri Ashton informed tenants that the security fencing at the bottom of the site would be extended to come right up to the boundary of the properties.
Ceri Ashton informed tenants of a plan to move the site gate further forward to encompass some of the space in front of the green gates, and remove the black barrier gate (which is in poor condition and the post has rusted through). A site visit would be necessary first to assess whether there are any security implications of moving the gate. Tenants requested that if the gate is moved, pipes be installed for the drop bolts at the same time. 
Ben Kentzer reported that a dog has been getting in to the site and getting distressed as it can’t get out again, through a gap in the boundary with the houses between plots 6a and 6b.
Action – Ceri Ashton to arrange installation of some chestnut fencing
Next meeting 
Monday 26th March, 6.30pm at the Pavillion.
Action – Ceri Ashton to enquire whether there would be a charge for using the school as a venue for future meetings
ENDS
3 Matters Arising
4 Chairs Annual Report
5 Treasurers Annual Report and draft Budget for 2013/14
6 Election of officers 
§ Chair
§ Treasurer
§ Secretary 
§ At lest three committee members one of whom would lead on fund raising
7 Voting on a logo for the society - nine entries from Marlcliffe School have been shortlisted for members to vote
8 Bid to RHS Yorkshire in Bloom - progress report and should we be successful election of a subcommittee to project manage the work
9 Workdays
10 Minutes of the previous ordinary meeting 21 March 2013 as follows 
1 Present 
Asha Dube (Chair), Ben Kentzer, Melvyn Dalley, Barbara Rose (Marlcliffe School), Peter Morton
 Apologies
Jen Mick, Fran Mick, Pat Haismith, Adam McAuley, Samantha Groom, Ann Toy
2 Minutes of previous meeting in February
Agreed 
3 Logo ideas from school children 
Agreed to 
§ Shortlist nine entries to take to the AGM for members to vote and agree a preference. 
§ For the prizes to purchase up to £20 of seeds from Dobies at 50% discount costing the society £10 to spend up the Community Assembly grant in full. Action  Peter Morton
§ Publicise the AGM and logo competition on the website. Action Asha Dube to liaise with Jen
4 RHS Yorkshire in Bloom Bid
Peter Morton reported that the bid has been submitted for £9660 to include 
What
£
Summary headings
Summary £
School garden  fencing 20 metres
600
Poly tunnel class room
1900
Fittings for polytunnel
benches
900
raised bed
400
tools and equipment
200
Compost bins
300
school 
4300
Orchard
300
orchard
300
Entrance improvements
2000
Drop kerb
1000
entrance
3000
Raised beds x 8
800
Topsoil 
560
raised beds
1360
Grasscrete
Groundworks
1000
path and hard standing
1000
Total
9960
The outcome should be known within four weeks.
It was agreed to 
§ Thank Peter Morton for making the bid.
§ Establish a sub committee to project manage the works should we be successful. Action Item for the AGM
§ Invite Barbara Rose to join the sub committee to represent the school.
§ Commit future workdays to undertake the work.  Action to arrange the next workday at the AGM when the outcome of the RHS bid will be known.
5 Workday 3 March
Noted the hedges adjacent to plot 11 a/b/c/d had been cut back.
Action Peter to arrange for the skip to be removed.
Mel offered to ask Amey if they would be willing to leave wood chips for the use of members.
6 Treasurers report 
Ben reported that there is £9.52 remaining from the Community Assembly Grant. See above the decision to buy the prizes for the logo.
There is £162.80 of the society money remaining.
Income for year to April 2013
Membership fees £105
Plant sales £57.80
Dobies £402.87
Community assembly grant £594
Expenditure 
Dobies £402.87
Skip hire £361
Office supplies £66.81
Liability insurance £80.83
Membership fee £30
Site improvements £45.84
Draft budget and membership fee proposal to take to AGM 
Income 
Cf 162.80
Membership fees (assumes 75% renewal) £75
Estimated income £237.80
Expenditure 
Office supplies £40
Liability insurance £100
Membership fee £30 
Estimated expenditure £170
Estimated balance to cf to 14/15 £67.80
Noted that 
§ Membership fees are due from July.
§ Lloyds which is our bank is having to move accounts which will mean the society’s account will transfer to TSB Scotland.
7 AOB
1 Message from Ceri  if members wish to claim a concession they need to provide Ceri with recent evidence of their entitlement ASAP (except those who have previously claimed a concession on the grounds of being in receipt of a state pension, who will automatically get their concession again).
2 The water supply will be switched on early April later than normal due to the cold weather.
3 All plots are now let and the council will be sending invoices in April.
4 Loxley Valley Farm is holding a plant sale on 21 April.
5 Wood chip bays - Ben will see if it is possible to recycle the wire fence from the boundary to contain the chips.
8 Next meeting is the AGM on 18 April
For information this is an extract from the constitution
Annual General Meeting
(a)       Harris Road Allotment Society shall hold an Annual General Meeting (AGM) at not more than 15 month intervals.
(b)       Where possible members shall be notified personally, otherwise notice will be deemed served by advertising the meetings in at least five public places giving at least 14 days’ notice of the AGM. 
(c)       The business of the AGM shall include:
(1) Receiving a report from the Chairperson of the group’s activities over the year.
Receiving a report and presentation of the last financial year’s accounts from the Treasurer on the finances of the group.
Electing a new Management Committee and considering any other matter as may be appropriate at such a meeting.
(d)       The quorum for Annual General Meeting shall be at least eight (8) persons of which at least four (4) shall not be committee members.