Annual General Meeting Minutes 2019
Monday 4th February 2019, 7.30pm at Desborough Indoor Bowls Club
23 Association Members attended the AGM
- Apologies
Apologies received from Mr Bob Threadgold.
- Minutes of the Meeting Held on the 12 February 2018.
The Minutes we read out by Mrs Dawn Conaty and were duly proposed by Bob Sawfoot and seconded by Mr Chris Collins without objection as a true record.
- Matters Arising
Mrs Dawn Conaty noted that the matter of Gardeners Question time would be added to the next Committee Meeting. The request to host is not straight forward, a venue holding at least 200 people must be sought along with various health and safety and ticketing issues.
- Terms of Office and Articles of Association
The Chairman advised the members that the Articles of Association have been re-worked over the last few months by the Committee and have been updated to reflect the running of the Association. This includes amongst others the formalisation of membership, the Committee, Officers of the Committee and their roles and the AGM. The Associations objectives have also been updated. Copies of the articles will be handed out when the hut opens in March for members pay their annual subscriptions. They will also be placed on the website for reference.
- To Elect the Committee
The following members were duly elected, each were proposed and seconded without objection.
Terms of office are noted next to each Committee member
- Mr Bob Freeman – Proposed by Mr Chris Collins – Seconded by Mrs Helen Crabtree (2 years)
- Mr Dennis Ainge – Proposed by Mr Bob Freeman and Seconded by Mr Neil Chamber (1 year)
- Mr Bob Threadgold – Proposed by Mr Norman Simmonds and Seconded by Mrs Helen Crabtree (1 year)
- Mr Bob Sawfoot – Proposed by Mr Chris Collins and Seconded by Mr Simon Biddlecombe (1year)
- Mr Simon Biddlecombe – Proposed by Mr Neil Chambers and Seconded by Mr Bob Freeman (2 years)
- Mr Norman Simonds – Proposed by Mr Chris Collins and Seconded by Mr Simon Biddlecombe (2 years)
- Mr Chris Collins – Proposed by Mr Simon Biddlecombe and Seconded by Mr Neil Chambers (1 year)
- Neil Chambers – Proposed by Mr Bob Sawfoot and Seconded by Mr Norman Simmonds (1 year)
- Mrs Dawn Conaty – Proposed by Mr Norman Simmonds and Seconded by Chris Collins (2 years)
- Mrs Karen Lund – Proposed by Mrs Helen Crabtree and Seconded by Mr Simon Biddlecombe (2 years)
- To Elect the Officers
The following Officers were duly elected; each were proposed and seconded without objection.
- Chairman - Mr Simon Biddlecombe, proposed by Mr Chris Collins and Seconded by Mrs Dawn Conaty
- Vice Chairman - Mr Chris Collins, proposed by Mr Neil Chambers Second by Mr Simon Biddlecombe
- Secretary - Mrs Dawn Conaty, proposed by Mr Simon Biddlecombe and seconded by Mr Neil Chambers
- Treasurer - Mr Neil Chambers, proposed by Mr Chris Collins and Seconded by Mr Bob Sawfoot
- To Receive the Chairman’s Report
The Chairman noted that it had been a good year in 2018, with the usual trials and tribulations of trying to grow vegetables. The weather last year provided an extra challenge due to temperatures and lack of rain. Several plots changed hands and new members to the association and new plot holders were welcomed during the year.
This year the committee purchased a rotovator for use by members on their allotments. The committee were also luck enough to be offered a variety of tools at the same time which are now stored in the container. The container is now a part of everyday allotment life and has indeed proven to be a very good investment.
Plot judging took place in June and once again the impartial judge, Mr Warliker, was impressed with all the plots. After many hours of walking around all the allotments several times he came up with the list of best 5 and 10 pole plots. The Chairman congratulated everyone who was on that list and whose certificates, shield and cups were awarded at the annual BBQ.
During the summer months the association were again able to help Marlowe House by providing them with fresh vegetables.
Last year also saw a new venture where we opened the field to the public before the BBQ. Whilst numbers of visitors were low for your first time, it was good to involve others in what we do and raise the profile of the association in the community. Following on from this we had our annual BBQ and Prizegiving. The Chairman congratulated the winners and thanked everybody who once again provided excellent deserts, the day was deemed a great success.
The annual outing was to the RHS show at Kew Gardens. This took place in June. A good day was had by all and our thanks go to Bob Freeman for organising the day, which went smoothly as always.
The Website has seen more and more activity with over a dozen new plot enquiries. The website is currently undergoing a freshen up with the new site being available from the start of the new season.
The Chairman also thanked all the members of the committee for their help, guidance and support over the last 12 months.
- Treasurer Report
Mr Chambers thanked Mr Coe for his help and confirmed no increase in prices for 2019, it was noted that if income covers insurance and subscriptions then it was agreed by the Committee that there was no need to increase prices. It was noted that more water was used and so slight deficit in 2018 is shown.
The independent examiner talked through income and expenditure and the final summary for the year. It was noted that it had been a hot summer, more water had been used meaning a slight deficit
Hut sales made the most surplus income; however, sales were slightly down on the previous year. However, it was noted the surplus was healthy due tight pricing and good stock control
It was noted that no amounts were owed
The examiner noted that there was nothing of concern that he wished to point out and the finances balanced first time.
Mr Neil Chambers tabled a statement of accounts for the year ending 31st December 2018 and talked through the details.
The Accounts were duly proposed by Mr Chris Collins and seconded by Mrs Karen Lund without objection as a true record.
- Appointment of the Auditor
Mr Richard Coe was appointed to audit the accounts in 2019
- The Annul Outing
Mr Bob Freeman noted that the 2019 outing will be to the Harrogate Autumn flower show on the 15 September. This is felt to be one of the best shows in the country with an excellent pavilion, cookery theatre, giant vegetable competition and more. The cost is still being finalised but will not exceed £30.00. It is expected that places need to be booked early for the trip and a mailing will be sent out soon with further details and a booking sheet will be placed in hut for the March opening. Any suggestions for the 2020 trip would be greatly appreciated for the Committee to consider.
- The Year Ahead
The Chairman noted that in 2019 the Committee had tried an open field event to try to connect further with the community, although not a large turnout it is felt this is worth pursuing. The Chairman noted that that the Committee would like to hear from Association Members about what they you like their committee to do for you in the next year.
Mrs Jan Collins asked if the Association is still involved with local schools, The Chairman noted as far as he was aware there was not link. It was discussed that the schools themselves felt that the risk assessments that had to be carried out before children could be shown around was an onerous task and therefore this project had dropped off. The Chairman noted that he had close links to the schools, and this would be added back to agenda for a future Committee meeting.
The Chairman noted that a young student was is using the allotment as part of his photography course and people will see him over the months taking pictures during the season, some of the pictures will be added to the website
Mr Bob Freeman noted that the Chair of the Wildlife group would be available for gardening/soil talks at the Heritage Centre, this matter is on the Committee`s next meeting agenda.
The Association will also be working close with the Desborough In Bloom initiative.
Mr Tebbutt asked how many plots are currently available. Mr Collins noted that 5 are available, 3 have recently been given out, the other two will be very soon and that currently there are nine are on the wait list. Mr Tebbutt noted that he had heard of a proposed second allotment space to be made in Desborough. The Chairman advised that the Committee were aware of this and had ben asked if they would be in principle happy to help run the second site. This matter and further information are in the hands of Kettering Borough Council
- Any Other Business
Mr Dennis Ainge noted that to get more people interested in gardening that do not want a large project could a 5 pole be divided up, and people offered a reduced space, this may encourage some to stay on for more than a year. The Chairman noted that this matter would be discussed by the Committee at the next meeting.
The Chairman declared the meeting closed 20.08