agenda:
Meopham and District Allotment Association
All correspondence to
info@meopham-allotments.co.uk
The AGM was held at Meopham Village Hall on 6th May 2017.
Meopham and District Allotment Association
NOTICE AND AGENDA OF ANNUAL GENERAL MEETING OF MEOPHAM AND DISTRICT
ALLOTMENT ASSOCIATION
Notice is Hereby given that the Annual General Meeting (AGM) of Meopham and District
Allotment Association will be held at Meopham Village Hall, to the East of Wrotham Road (in
front of Meopham Country Club at DA13 0AT and approximately opposite Meopham Senior
School and medical centre), on the 6 th May 2017 commencing promptly at 4:45pm (16:45hrs)
for the transaction of the following business.
1. Apologies – Shelia Cave via Facebook – Alan Taylor via email
2. Review and Acceptance of the 2016 AGM minutes
3. The Committee Chair’s annual review and 2016/17 report
4. The Committee Treasurer’s 2016 report of income and expenditure, and summary of the
accounts for the year to date
5. To receive and adopt the audited accounts for 2016/2017
6. At this point the existing Committee members will retire and election of the 2017/18 Chair
and Committee members will take place: -
New nominations will be elected
The following committee members: -
Robin Lee, and Peter Hughes are willing to continue in office.
Pascal Benn – Chair
David Aspinall – Treasurer
Theresa Seeley – Secretary
Sandra Ross – Communications
Sam Hill
7. Matters of interest and items requiring voting advised by way Notice of Annual General
Meeting
1. Bee Keeping at the site
2. Summer Event/Open Day
3. Grass Cutting
4. Security
5. Hedgehogs
6. Keeping dogs on leads
The meeting will be closed on or before 6:15pm in view of venue time limitations
Signed
Theresa Seeley (Honorary Secretary)
Committee members – Pascal Benn – Chair, David Aspinall – Treasurer, Theresa Seeley –
Secretary, Robin Lee, Sandra Ross, Peter Hughes, Sam Hill
Contact the committee on info@meopham-allotments.co.uk
All correspondence to
info@meopham-allotments.co.uk
The AGM was held at Meopham Village Hall on 6th May 2017.
Meopham and District Allotment Association
NOTICE AND AGENDA OF ANNUAL GENERAL MEETING OF MEOPHAM AND DISTRICT
ALLOTMENT ASSOCIATION
Notice is Hereby given that the Annual General Meeting (AGM) of Meopham and District
Allotment Association will be held at Meopham Village Hall, to the East of Wrotham Road (in
front of Meopham Country Club at DA13 0AT and approximately opposite Meopham Senior
School and medical centre), on the 6 th May 2017 commencing promptly at 4:45pm (16:45hrs)
for the transaction of the following business.
1. Apologies – Shelia Cave via Facebook – Alan Taylor via email
2. Review and Acceptance of the 2016 AGM minutes
3. The Committee Chair’s annual review and 2016/17 report
4. The Committee Treasurer’s 2016 report of income and expenditure, and summary of the
accounts for the year to date
5. To receive and adopt the audited accounts for 2016/2017
6. At this point the existing Committee members will retire and election of the 2017/18 Chair
and Committee members will take place: -
New nominations will be elected
The following committee members: -
Robin Lee, and Peter Hughes are willing to continue in office.
Pascal Benn – Chair
David Aspinall – Treasurer
Theresa Seeley – Secretary
Sandra Ross – Communications
Sam Hill
7. Matters of interest and items requiring voting advised by way Notice of Annual General
Meeting
1. Bee Keeping at the site
2. Summer Event/Open Day
3. Grass Cutting
4. Security
5. Hedgehogs
6. Keeping dogs on leads
The meeting will be closed on or before 6:15pm in view of venue time limitations
Signed
Theresa Seeley (Honorary Secretary)
Committee members – Pascal Benn – Chair, David Aspinall – Treasurer, Theresa Seeley –
Secretary, Robin Lee, Sandra Ross, Peter Hughes, Sam Hill
Contact the committee on info@meopham-allotments.co.uk
minutes of the meeting
Meopham and District Allotment Association
MINUTES OF ANNUAL GENERAL MEETING OF MEOPHAM AND DISTRICT
ALLOTMENT ASSOCIATION HELD ON 6 TH MAY IN MEOPHAM VILLAGE HALL
1. Apologies for absence and attendance – Shelia Cave – Alan Taylor – Bob Mackey -
Peter Hughes – Sandra Ross - Sam Hill. 20 people present with 4 members of the
committee – Pascal Benn Robin Lee David Aspinal and Theresa Seeley
Pascal welcomed everyone and thanked them for their support.
2. Review and Acceptance of the 2016 AGM minutes – accepted and signed. Reviewed
in Chairs report.
3. The Committee Chair’s annual review and 2016/17 report
Pascal thanked Mike Shipway and David Lightowler for keeping the committee going and all
their hard work. He explained how the current committee was formed.
It was decided that a survey was needed to give the committee a new direction dependant
on what people wanted. The survey was carried out between November and December
2016 and there were 63 responses.
It was decided that we needed a new identity so a new banner, website, Facebook page and
email address were created.
Pascal pointed out that we need to keep all plots let as the lack of funding impacts on the
maintenance of the site.
Pascal also pointed out that, in accordance with our lease from Meopham Parish Council,
we must get their permission for anything we do.
Managing Day to Day
Pascal thanked Robin Lee for the water switch on and maintenance/replacement of the taps.
Peter Hughes deals with new joiners – showing them around and any admin.
Email Report from Peter Hughes
*13 new plotholders have joined since the last AGM.
*A number of plotholders did not renew in February 2017 and 4 eviction notices were given
to plotholders who just ignored all renewal reminders.
*We currently have 7 vacant plots for anyone interested.
*At least two 'weed' walks will take place this Summer with the aim of 'weeding' out any
unkept/neglected plots.
Sandy Ross deals with the website and Facebook pages.
Mike Shipway dealt with manure delivery. It was explained that unfortunately manure could
not be delivered further down the site because it could damage the water pipes.
Survey Results- theft and vandalism
This survey was carried out before the new banner was in place so theft has been a problem
for a while whether it’s stealing vegetables or tools etc. (24% responded that they had had
something stolen) The site is not secure and we cannot do anything about it so the message
is not to store anything of value there.
Occurrences of vandalism seems to be small at the moment. (6%)
Survey Results – toilet facilities
67% want toilet facilities all-year- round. The committee has extended the time of the current
Portaloo.
The committee is looking into having a compostable toilet installed. The Parish Council have
not said no and more information is needed. Cost could be an issue but the committee will
see if there are any grants available to help. Another concern is the day to day maintenance
which will also be looked into.
This is an ongoing investigation.
Survey Results – facilities
The Parish council will not allow sheds on the site as they can be an eyesore. It was also
felt they would attract crime. Discussed possibility that all sheds would have to be a uniform
size, the site is not overlooked, and is the area really categorised as an area of outstanding
natural beauty? Sheds would also remove the openness of the green belt area.
Beehives – have been a problem in the past as they were sited on the road side of the site
and, when the rapeseed was in flower, would fly straight over the site. Pascal is still
researching this and he is going on a course. Siting the beehives would need care. It was
felt that flowers can be planted to attract bees to help with pollination. Safety is paramount
as one plotholder has a life threatening allergy to bee stings and would need to be
convinced that it was safe to keep bees. A vote was taken and the result was 50/50 so more
investigation is needed.
There is plenty more manure available but it can only be delivered near the entrance end of
the site as a lorry cannot go through the centre or on the side grass.
Skips – The first skip filled very quickly so it was decided that another one would be hired
before the end of the year. Please take care when filling to ensure all areas of the skip are
used.
Paths – This is an ongoing problem. Steve Shipway explained that strimming the paths
using the allotment equipment is difficult as fences surrounding the plots can either be
wrecked or the strimmer itself wrecked. The lawnmower is too big and another lawnmower
is being repaired which may be suitable. Robin reminded everyone that it is part of the
tenancy agreement that each plotholder keeps an 18-inch strip clear around their plot. It is a
Healthy and Safety issue as an ambulance crew may need access in an emergency.
Theresa will send emails out and put a notice on Facebook.
Dogs on leads – More clear signage needed but we need to look into the status and route of
the Public Footpath.
Survey Results - parking
No changes needed here.
Survey Results – Community events
59% Voted Yes The most popular event in the survey was the Open day with 10 votes.
Open Day
• Sunday 2 nd July – 12:00 – 3pm
• Volunteers needed
• Cake bake
• Tombola
• Activities (coconut shy)
• BBQ
• Tea/Coffee
• Local Traders
• Meopham Valley Wine?
• Plant sellers?
Help and ideas still needed. A survey was carried out. Thank you to all who signed up. If
you can help please contact the committee on info@meopham-allotments.co.uk
Generator – need a better one.
It will not be ticketed. We will advertise.
4. The Committee Treasurer’s 2016 report of income and expenditure, and summary of
the accounts for the year to date
David Aspinal had circulated the accounts to those present. He thanked David Lightowler
for all his help. He explained that the Association is in a sound position. We have a sinking
fund of £3500 and £6400 are other reserves (for renting the site etc.) Toilets cost approx.
£600 Annual income is £4293.56 and is down due to some people not renewing or leaving.
The sinking fund is to cover the costs of replacing the water pipes in the future. Last time a
Lottery Fund grant covered the cost of replacement when a leak was found but this cannot
be relied on so the fund is to help cover the replacement cost and not be a burden to future
plotholders.
5. To receive and adopt the audited accounts for 2016/2017
Accounts received and adopted – John Seeley proposed Marion Lee Seconded
6. At this point the existing Committee members will retire and election of the 2017/18 Chair
and Committee members will take place: - Robin thanked Trevor Page, Mike Shipway and
David Lightowler for all their help in the past and Andy Tasker for his continuing help.
Pascal Benn stepped down as Chair, no one else put themselves forward and he was re-
elected. Robin Lee proposed David Aspinal seconded.
All other committee members stepped down.
Robin Lee David Aspinal Theresa Seeley Sam Hill Sandra Ross Peter Hughes were
proposed by Ian Corey and seconded by Marion Lee. All re-elected.
The plotholders present were invited to come onto the committee. Rob Slade put his name
forward. Pascal Benn proposed and Lindy Webster seconded. Duly elected.
The new committee is as follows:
Pascal Benn – Chair
David Aspinall – Treasurer
Theresa Seeley – Secretary
Robin Lee – Maintenance
Sandra Ross – Communications
Peter Hughes – New plotholders
Sam Hill
Rob Slade
7. Matters of interest and items requiring voting advised by way Notice of Annual
General Meeting
1. Bee Keeping at the site – covered in report from Chair
2. Summer Event/Open Day - covered in report from Chair
3. Grass Cutting - covered in report from Chair
4. Security –
a. DPA – David Aspinal explained the Data Protection Act as it applies to the
Association. We do not need to be registered but we do need to follow the
rules. David has produced a policy as below:
i. Personal Information - Meopham & District Allotment Association does
not disclose private data to third parties, unless an event organised by
the Association requires its disclosure and members have been
advised. The only data held by the Association on individuals, is that
which was supplied to it when an individual becomes a member or
supplied when a member updates their personal information. The
accuracy of that data is dependent on the information supplied by the
member and as such the Association cannot be held responsible for
any errors in this information.
ii. Data held on an individual is deleted when they give up their allotment
and cease to be members of the Association
iii. Data is held securely. The Association does not keep bank
details of any members and will never contact a member asking for
these.
This policy will be put on Facebook and the website and if no one has any
queries/problems will be adopted.
Subject Access Reports were queried and are available but please note the
only information we have is what you originally supplied. The Association
reserves the right to charge for a report if needed.
b. Kent Community Crime Prevention Events – Saturday 13 th May 10- 11 am
Central Avenue Allotment. Theresa reported that she had been to an
allotment crime prevention event in Gravesend. Whilst the crime prevention
people did not turn up she spoke to PCSO Faye Flood who is happy to come
to our allotments and give advice on security both there and in the home. We
are awaiting confirmation that a team can come on the Open Day if not, we
will discuss other days.
c. Email – Theresa reported that she had received a phishing email purporting
to come from Meopham Allotments, asking for money and to click on a link. It
had a .pl address. She warned people that any suspicious email should never
be opened, under no circumstances click on the supplied link and should
simply be deleted. Unfortunately, there is nothing the Association can do.
She also asked if people were getting emails sent from us – most people
were but some hadn’t. Please check your Spam folders as some email
accounts divert them straight there. You should be able to change the
settings so that emails from info@meopham-allotments.co.uk will be
accepted.
5. Hedgehogs – There is no evidence of hedgehogs on the site and although everyone
would like to see them there it was felt that people should be able to garden as they
want.
6. Keeping dogs on leads - covered in report from Chair
7. AGM it was suggested that next year the AGM should be held during an evening so
that more people could come. This was agreed and will be carried out next year.
The meeting was closed at 5:55pm
The next AGM will be held in May 2018 – exact date, time and venue to be advised.
Committee members – Pascal Benn – Chair, David Aspinall – Treasurer, Theresa
Seeley – Secretary, Robin Lee, Sandra Ross, Peter Hughes, Sam Hill, Rob Slade
Contact the committee on info@meopham-allotments.co.uk
MINUTES OF ANNUAL GENERAL MEETING OF MEOPHAM AND DISTRICT
ALLOTMENT ASSOCIATION HELD ON 6 TH MAY IN MEOPHAM VILLAGE HALL
1. Apologies for absence and attendance – Shelia Cave – Alan Taylor – Bob Mackey -
Peter Hughes – Sandra Ross - Sam Hill. 20 people present with 4 members of the
committee – Pascal Benn Robin Lee David Aspinal and Theresa Seeley
Pascal welcomed everyone and thanked them for their support.
2. Review and Acceptance of the 2016 AGM minutes – accepted and signed. Reviewed
in Chairs report.
3. The Committee Chair’s annual review and 2016/17 report
Pascal thanked Mike Shipway and David Lightowler for keeping the committee going and all
their hard work. He explained how the current committee was formed.
It was decided that a survey was needed to give the committee a new direction dependant
on what people wanted. The survey was carried out between November and December
2016 and there were 63 responses.
It was decided that we needed a new identity so a new banner, website, Facebook page and
email address were created.
Pascal pointed out that we need to keep all plots let as the lack of funding impacts on the
maintenance of the site.
Pascal also pointed out that, in accordance with our lease from Meopham Parish Council,
we must get their permission for anything we do.
Managing Day to Day
Pascal thanked Robin Lee for the water switch on and maintenance/replacement of the taps.
Peter Hughes deals with new joiners – showing them around and any admin.
Email Report from Peter Hughes
*13 new plotholders have joined since the last AGM.
*A number of plotholders did not renew in February 2017 and 4 eviction notices were given
to plotholders who just ignored all renewal reminders.
*We currently have 7 vacant plots for anyone interested.
*At least two 'weed' walks will take place this Summer with the aim of 'weeding' out any
unkept/neglected plots.
Sandy Ross deals with the website and Facebook pages.
Mike Shipway dealt with manure delivery. It was explained that unfortunately manure could
not be delivered further down the site because it could damage the water pipes.
Survey Results- theft and vandalism
This survey was carried out before the new banner was in place so theft has been a problem
for a while whether it’s stealing vegetables or tools etc. (24% responded that they had had
something stolen) The site is not secure and we cannot do anything about it so the message
is not to store anything of value there.
Occurrences of vandalism seems to be small at the moment. (6%)
Survey Results – toilet facilities
67% want toilet facilities all-year- round. The committee has extended the time of the current
Portaloo.
The committee is looking into having a compostable toilet installed. The Parish Council have
not said no and more information is needed. Cost could be an issue but the committee will
see if there are any grants available to help. Another concern is the day to day maintenance
which will also be looked into.
This is an ongoing investigation.
Survey Results – facilities
The Parish council will not allow sheds on the site as they can be an eyesore. It was also
felt they would attract crime. Discussed possibility that all sheds would have to be a uniform
size, the site is not overlooked, and is the area really categorised as an area of outstanding
natural beauty? Sheds would also remove the openness of the green belt area.
Beehives – have been a problem in the past as they were sited on the road side of the site
and, when the rapeseed was in flower, would fly straight over the site. Pascal is still
researching this and he is going on a course. Siting the beehives would need care. It was
felt that flowers can be planted to attract bees to help with pollination. Safety is paramount
as one plotholder has a life threatening allergy to bee stings and would need to be
convinced that it was safe to keep bees. A vote was taken and the result was 50/50 so more
investigation is needed.
There is plenty more manure available but it can only be delivered near the entrance end of
the site as a lorry cannot go through the centre or on the side grass.
Skips – The first skip filled very quickly so it was decided that another one would be hired
before the end of the year. Please take care when filling to ensure all areas of the skip are
used.
Paths – This is an ongoing problem. Steve Shipway explained that strimming the paths
using the allotment equipment is difficult as fences surrounding the plots can either be
wrecked or the strimmer itself wrecked. The lawnmower is too big and another lawnmower
is being repaired which may be suitable. Robin reminded everyone that it is part of the
tenancy agreement that each plotholder keeps an 18-inch strip clear around their plot. It is a
Healthy and Safety issue as an ambulance crew may need access in an emergency.
Theresa will send emails out and put a notice on Facebook.
Dogs on leads – More clear signage needed but we need to look into the status and route of
the Public Footpath.
Survey Results - parking
No changes needed here.
Survey Results – Community events
59% Voted Yes The most popular event in the survey was the Open day with 10 votes.
Open Day
• Sunday 2 nd July – 12:00 – 3pm
• Volunteers needed
• Cake bake
• Tombola
• Activities (coconut shy)
• BBQ
• Tea/Coffee
• Local Traders
• Meopham Valley Wine?
• Plant sellers?
Help and ideas still needed. A survey was carried out. Thank you to all who signed up. If
you can help please contact the committee on info@meopham-allotments.co.uk
Generator – need a better one.
It will not be ticketed. We will advertise.
4. The Committee Treasurer’s 2016 report of income and expenditure, and summary of
the accounts for the year to date
David Aspinal had circulated the accounts to those present. He thanked David Lightowler
for all his help. He explained that the Association is in a sound position. We have a sinking
fund of £3500 and £6400 are other reserves (for renting the site etc.) Toilets cost approx.
£600 Annual income is £4293.56 and is down due to some people not renewing or leaving.
The sinking fund is to cover the costs of replacing the water pipes in the future. Last time a
Lottery Fund grant covered the cost of replacement when a leak was found but this cannot
be relied on so the fund is to help cover the replacement cost and not be a burden to future
plotholders.
5. To receive and adopt the audited accounts for 2016/2017
Accounts received and adopted – John Seeley proposed Marion Lee Seconded
6. At this point the existing Committee members will retire and election of the 2017/18 Chair
and Committee members will take place: - Robin thanked Trevor Page, Mike Shipway and
David Lightowler for all their help in the past and Andy Tasker for his continuing help.
Pascal Benn stepped down as Chair, no one else put themselves forward and he was re-
elected. Robin Lee proposed David Aspinal seconded.
All other committee members stepped down.
Robin Lee David Aspinal Theresa Seeley Sam Hill Sandra Ross Peter Hughes were
proposed by Ian Corey and seconded by Marion Lee. All re-elected.
The plotholders present were invited to come onto the committee. Rob Slade put his name
forward. Pascal Benn proposed and Lindy Webster seconded. Duly elected.
The new committee is as follows:
Pascal Benn – Chair
David Aspinall – Treasurer
Theresa Seeley – Secretary
Robin Lee – Maintenance
Sandra Ross – Communications
Peter Hughes – New plotholders
Sam Hill
Rob Slade
7. Matters of interest and items requiring voting advised by way Notice of Annual
General Meeting
1. Bee Keeping at the site – covered in report from Chair
2. Summer Event/Open Day - covered in report from Chair
3. Grass Cutting - covered in report from Chair
4. Security –
a. DPA – David Aspinal explained the Data Protection Act as it applies to the
Association. We do not need to be registered but we do need to follow the
rules. David has produced a policy as below:
i. Personal Information - Meopham & District Allotment Association does
not disclose private data to third parties, unless an event organised by
the Association requires its disclosure and members have been
advised. The only data held by the Association on individuals, is that
which was supplied to it when an individual becomes a member or
supplied when a member updates their personal information. The
accuracy of that data is dependent on the information supplied by the
member and as such the Association cannot be held responsible for
any errors in this information.
ii. Data held on an individual is deleted when they give up their allotment
and cease to be members of the Association
iii. Data is held securely. The Association does not keep bank
details of any members and will never contact a member asking for
these.
This policy will be put on Facebook and the website and if no one has any
queries/problems will be adopted.
Subject Access Reports were queried and are available but please note the
only information we have is what you originally supplied. The Association
reserves the right to charge for a report if needed.
b. Kent Community Crime Prevention Events – Saturday 13 th May 10- 11 am
Central Avenue Allotment. Theresa reported that she had been to an
allotment crime prevention event in Gravesend. Whilst the crime prevention
people did not turn up she spoke to PCSO Faye Flood who is happy to come
to our allotments and give advice on security both there and in the home. We
are awaiting confirmation that a team can come on the Open Day if not, we
will discuss other days.
c. Email – Theresa reported that she had received a phishing email purporting
to come from Meopham Allotments, asking for money and to click on a link. It
had a .pl address. She warned people that any suspicious email should never
be opened, under no circumstances click on the supplied link and should
simply be deleted. Unfortunately, there is nothing the Association can do.
She also asked if people were getting emails sent from us – most people
were but some hadn’t. Please check your Spam folders as some email
accounts divert them straight there. You should be able to change the
settings so that emails from info@meopham-allotments.co.uk will be
accepted.
5. Hedgehogs – There is no evidence of hedgehogs on the site and although everyone
would like to see them there it was felt that people should be able to garden as they
want.
6. Keeping dogs on leads - covered in report from Chair
7. AGM it was suggested that next year the AGM should be held during an evening so
that more people could come. This was agreed and will be carried out next year.
The meeting was closed at 5:55pm
The next AGM will be held in May 2018 – exact date, time and venue to be advised.
Committee members – Pascal Benn – Chair, David Aspinall – Treasurer, Theresa
Seeley – Secretary, Robin Lee, Sandra Ross, Peter Hughes, Sam Hill, Rob Slade
Contact the committee on info@meopham-allotments.co.uk