WALTON ALLOTMENT ASSOCIATION

ANNUAL GENERAL MEETING 2012

August 23^rd 2012

At the Huntingtree Hub

Minutes

Present

Grace Jones, Andrew Potter, Chris Coxon, John Reynolds, Martin Greves,

John Kay, Susan Potter, Daniel Fildes and John Fox, Dudley Age UK.

Apologies

Alan Crowshaw

Andrew Potter chaired the meeting.

Matters Arising of Last Meeting

John Reynolds was asked to formulate a Rule to cover the situation when a tenant is on holiday and a family member or friend waters or tends their crops for them.

Proposed new rule: -

If a tenant is away on holiday or otherwise unavailable to tend their plot, he/she may nominate a friend or family member to do so. However, the tenant must inform a Committee member of the circumstances and introduce the Committee member to the friend/family member, who must comply with all the Rules of the Association. The Committee reserve the right not to accept the nominated visitor.

The new rule was accepted unanimously by the meeting.

John Reynolds looked into the possibility of installing Compost Toilets on site. A document was produced and posted on the notice board and on-line asking for comments. No feedback has been received

The request to appoint an extra Trustee is still in abeyance awaiting Dudley Legal Dept but at the time Daniel Fildes ‘s opinion was that we had the maximum number allowed.

Election of Officers

This year we are increasing the number of Committee members.

Chairman John Reynolds Nom: Grace Jones Seconded Chris Coxon

Dep Chairman Andrew Potter Nom John Reynolds Seconded Grace Jones

Secretary Susan Potter Nom John Reynolds Seconded Grace Jones

Treasurer Chris Coxon Nom Grace Jones Seconded John Reynolds

President Grace Jones Nom John Reynolds Seconded by Andrew Potter

Site Maintenance Organiser Martin Bowen Nominated JCR Seconded by Grace Jones

All the above people were elected unopposed

The Site Maintenance Organisers role will be to identify any work that needs doing and organise teams of tenants to help carry out the work.

Site Maintenance

The Committee hope all tenants will be able to find time to help with Site Maintenance Projects. These Projects will be advertised well in advance. If the Site Maintenance Organiser does not get enough assistance, we may have to look at ways of encouraging tenants to help.

Rents for 2013/4

I propose that we maintain the rents at the current level. Accepted unanimously.

Treasurers Report

Attached

Boundary

Recently we have had a problem with the boundary hedge between ourselves and one of our neighbours in Windsor Road. Chris Coxon asked Daniel Fildes for an update on the situation. Daniel said he wanted the hedge to stay and he and John Reynolds had met with the owner of the house in question. The outcome was that the hedge would remain and the Association will keep it at a reasonable height and keep our side tidy while our neighbour in Windsor Road will keep his side of the hedge tidy.

Huntingtree Hub

Daniel Fildes offered us the use of Hub for any future meetings although someone will have to formally inducted into security procedures for the building.

On behalf of the Association, John Reynolds accepted the kind offer

Andrew Potter called the meeting to a close

Prior to the AGM , the Best Plot of 2012 was presented to Martin Greves.

Alan Crowshaw and Norman Cresswell were highly commended

Walton Allotment (Halesowen) Association

Treasurers Report to the AGM

Reporting date 23 ^d August 2012 for accounts 01/04/2012 to 23/08/2012

The purchase of the mower, the annual insurance and the normal expenditures related to the purchase of fuel, parts, postage and purchase of two trophies meant that expenditure exceeded income.

Opening balance Outgoings Insurance Mower purchase Secretary expenses 2012 Best Plot Trophy 2011 Best Plot Trophy Total Income Rent

£84.00 £169.99 £25.94 £7.55 £8.00 £295.48 Total

£287.20 £287.20

£655.34

Balance to date £647.06