HORFIELD & DISTRICT ALLOTMENTS ASSOCIATION LIMITED

Company number 4672027
Secretary: Marjorie McCartney
The Association is registered with the DATA PROTECTION AGENCY

Minutes of Annual General Meeting
Monday 13th February 2012
Held at the Good Shepherd Hall, Kings Drive from 7.30pm

Present:
Neil Pirie, Chair
Committee members: Brian Styles, Marjorie McCartney, Sarah Rhodes, Pete Clee, Ted Ayers-Hunt, Joe McSorley, Fiona Reid, Christine Styles, Roger Chainey
Steve Clampin, Bristol City Council Allotments Officer
And approximately 70 members.
NOTICE OF THE MEETING HAD BEEN CIRCULATED TO ALL MEMBERS IN THE JANUARY NEWSLETTER
1. Apologies:
Sally Newberry, Ken McNeil, Hugh Vickers, Phil Hall
2. Minutes of the 2011 AGM were distributed to all present and were accepted on a proposal by Ken Smith seconded by Ted Ayers-Hunt
3. Matters arising: None
4. Report from the Chairman on behalf of the Executive Committee: Written and read by Neil Pirie. Copies were circulated at the meeting.
• He thanked Marjorie McCartney for all the work she has done on the allotments blog and website
• Reminded members to use the site gate padlocks with care – they are expensive to replace – about £75 each.
• He re-iterated that people should not bring rubbish onto their plots or leave any anywhere on the sites
• He described the progress of the Community Garden
• He praised the Committee and field reps as being good to work with and thanked all for the work they have done this year
A short question and answer session followed when it was established that the new wheelchair accessible toilet on Golden Hill is by the Monk Road gate, the compost on Golden Hill is in fact “improved soil” and comes from Leyhill Prison, and paving stones are needed for the entrance to Longs field.
Finally he made a presentation to Mr. Naif, a very longstanding member of the Association, who is leaving Bristol. The award, a photograph of the view from his plot, was given in recognition of his wonderful gardening and role as a helpful adviser. His presence on Golden Hill will be greatly missed.

5. Annual accounts and Treasurer’s report: A summary financial report was distributed to members present. Full audited accounts are available to members on request.
Brian Styles made the following points:
• There is a surplus for the year but this is inflated by the Community Garden money.
• The position is healthy overall – HDAA is efficiently run but dependent on volunteers. He called for more volunteers as there will be more opportunities with the Community Garden
• In answer to a questioner asking if we need a contingency fund he replied that our rents fund current expenditure and we have reserves available for contingencies.
• The meeting agreed to accept the accounts on a proposal by Marjorie McCartney seconded by Phillip Drew.
• The auditor K. Mombar, was reappointed on a proposal from Mr. Probert seconded by Joe McSorley
6. Resolution: The following resolution was circulated to all members in the January Newsletter: “The Committee has reviewed the Association’s financial projections and proposes to the AGM that the per perch rent be increased by 20 pence in each of the next three years 2013-2015. The proposed increase is designed to meet expected expenditure, particularly for site maintenance. The proposal will increase the cost of a large (10 perch) plot from the current £35 to £41 in 2015. This rent will remain substantially below that charged by Bristol City Council for plots under their management”.
Brian Styles, Treasurer, explained it thus: The cost of water and maintenance are rising – water at about 2% above inflation. We no longer have the £7000 annually from Bristol CC and the Committee feel that this rent rise will ensure we have the necessary funds.
The Chairman asked the room to vote and the Resolution was passed on a very obvious show of hands.

7. Election of HDAA Company Directors: The articles of the Company require that one third of the directors stand down each year. This year those standing down are: N Pirie, S. Rhodes, B. Styles, P. Hall, A. Lock, S. Newberry.
  All were willing to stand again. They were re-elected on a proposal from Jane Newby seconded by Phillip Drew.

8. Community Garden Report: Lucy Mitchell, the Project Worker reported on progress. The Community Garden AKA Edible Forest is not yet finally named. The work is not finished but has opened quietly every Wednesday 10am-4pm. There will be a grand opening April 28th. She brought flyers about the project and called for volunteers for whom there will be many opportunities.

9. BCC Allotments Officer: Steve Clampin congratulated HDAA on the Community Garden scheme. He said there are many such schemes in Bristol. He told us that there will be a Garden Life Show in Bristol May 11/12th and that people and organisations can apply for stands and stalls.

10. Presentation of prizes: Neil Pirie asked for suggestions for a category to be awarded the Amy Gadbury Cup. He then introduced Phyllis Brooks who awarded the prizes as follows:
Ted Hill cup (for plot holder making the most progress in the 1st year of tenancy January 2010-2011) to Mr & Mrs Mandry St Agnes Field

Phyllis Brooks cup (for benefit to the HDAA) to Claire Hanson-Kahn for her work on the Community Garden
Field prizes (new tenants who have made good progress)
Mr. and Mrs. Mossman Baptist field
Mr. M. Edwards Davis field
Mr. C. Booth Grahams field
9. Discussion: The chairman Neil Pirie thanked Phyllis Brooks and opened the floor for questions.
A member asked if a communal storage trailer could be provided on Longs field. This was refused because of problems with insurance and maintenance.
Another questioner asked for reassurance about security because of the extra people coming on site to the Community Garden. Lucy and Pete Clee said that the Garden will be supervised and should not cause any problems.
A member said how much he enjoyed the Summer Show and the Organic Orchard’s wassailing event.

The chairman thanked Fiona Reid and Joe McSorley for doing the teas and closed the meeting at 8:45pm.