flynch1983
- Aug 3, 2023
- 5 min read

Ely Great Farm Allotment Association AGM 22 April 2023 3pm – Archer Road School

1. Welcome, introductions, apologies:

Katie-jo Luxton (Chair):

· Welcomed all present to the AGM, with thanks.

· Introduced the members of the Committee.

· Expressed appreciation to Adrian Williams (Minutes Secretary) for the Archer Road facility being made available for the purposes of the AGM, at short notice.

2. Report from EGF Allotment Association 2022

Overview from the Chair – Katie-jo Luxton Plot 73 &79

· Thanks expressed to all those tenants who has supported the Committee during the last 12 months.

· Gratitude expressed for the voluntary work completed by the Committee during the previous term with particular recognition expressed regarding the diligent and extensive work completed by Matt Russell. (Site Secretary).

· A summary provided of the work completed during the previous 12 months, including extensive improvements in site security following the construction of a boundary fence, the installation of CCTV, the recall/replacement of keys, the removal of large quantities of waste by contractors, a dramatic upturn in the allocation and cultivation of plots, several in-house work parties having been held, the and the development of a web-site etc.

· An acknowledgement that despite the fact that the Committee did not complete all of the projects it wanted to, for example the replacement of the roof of the site-shop building, there have been significant improvements achieved in several areas; Committee members work on a voluntary basis, whilst engaged in full-time employment.

3. Site Secretary’s Report – Matt Russell Plots 2 and 3

· The majority of plots now have tenant allocated.

· There is a waiting list with circa 80 people wanting an allotment plot.

· There are some inactive plots.

· Council non-cultivation notices take 3 months

· An email to be sent out prior to 2nd May and a WhatsApp message compiled.

· Mat has identified tenants that were furthest from the mains fed water troughs and therefore were eligible to receive a water butt.

4. Treasurers Report – John Littlewood Plot 6

· Current balance – £3,308.00

· Expenditure: See below

· Matt Russel, Adrian Williams and John Littlewood have attended at the Metrobank to set up an account, taking a copy of the Constitution.

· Alternative Bank to Barclays was needed due to limited functionality of Barclays Bank. Metro Bank recommended following visit by Katie and Adam to Leckwith Allotments, who use this bank which has online banking and specialist community group banking for allotments.

· Once the account has been set-up – details will be circulated.

Debits

02/10/2022: Mountfield strimmer with hedge cutter: £120.00. Mcalister strimmer with bushwacker: £150.00. Petty cash from John Littlewood Committee Treasurer £270 to Michael Blackmore Committee Equipment volunteer.

08/10/2022: EGFA Website and Domain annual fee (Communications Officer Fi Lynch). Cheque 100049 £130.86

23/10/2022: Key deposit return to John Williams plots 4 and 5. Petty cash from John Littlewood Committee Treasurer. £20.00

04/03/2023: Central car park notice board fabrication and materials by Spiro Psaila Committee Volunteer (Builder). Cheque 100050 to Churchlane Builders. No charge for labour. £451.09

04/03/2023: GiffGaff Sim card for CCTV allotment gate. Account setup and payment by John Littlewood credit card. £10/month* £10.00

04/04/2023: GiffGaff Sim card for CCTV allotment gate. Account setup and payment by John Littlewood credit card. £10/month*£10.00

31/03/2023 Total Payments £1,154.77

Credits

28/04/2022 EGFA Fi Lynch FC £20.00

24/02/2023 Dr Rawlings Plot 32/33b EGFAA fee £10.00

14/03/2023 CC Parks Grant Cheque 380649 £155.00

14/03/2023 Petty cash from site secretary from gate deposit's £560.00

21/03/2023 Allotment gate CCTV and fixings. Cheque 100051 to Committee Volunteer Stephen Jones (electrician) £262.82

31/03/2023 Total Credits £745.00

31/03/2023

Petty Cash John £0.00

Petty Cash Matthew £110.00

Barclays £3,308.00

5. Questions on the Reports from members

What are the arrangements for managing rubbish on-site?

· The Committee previously arranged for commercial quantities of waste to be removed form the site by contractors, and this was extremely costly.

· We also discussed the possibility of hiring skips on-site but we concluded that this would be too difficult to manage properly.

· The have been a number of instances reported recently of people illegally dumping rubbish ion site, and these will be addressed.

· The abiding principle is that tenants are responsible for the removal of rubbish from their own plots.

What is the situation regarding additional water troughs?

· It was previously highlighted that some of the more recently added plots on-site do not have ready access to a water trough.

· The council previously purchased additional troughs to meet this need and these are currently being stored in Victoria Park.

· Unfortunately, since this acquisition, there has been a concern within the council that additional troughs will lead to increased water consummation and inflated water costs and as a result this project is on hold.

· There are some existing troughs which are damaged and it is possible that the newly purchased troughs could be used to replace these.

What is the situation regarding setting up a shop?

· The Committee has discussed the possibility of starting up a EGFA shop similar to the one which is well established at Leckwith allotments, although volunteers would be required to run it and a suitable facility would also need to be available.

· The feasibility of replacing the roof of the old site shop is currently a work in progress.

What is the situation regarding tool hire?

· Tools are no longer being loaned out to tenants due to lability issues.

· Katie and Adam visited Leckwith Allotments previously and learned that they had stopped loaning equipment due to the liability of the committee if a loanee were injured.

· One of the Leckwith Committee members has legal experience and noted that the liability agreement which EGFA committee require tenants to sign before using equipment would not be valid if a tenant was injured.

· Tools such as the two strimmer’s purchased previously can be used for site Maintenance but can only be used under the supervision of a Committee member.

Amendments to the Constitution – recommended by the Committee: