Minutes of the Annual General Meeting held on Sunday 8th April, 2018 at 10.00 a.m.
Unfortunately the meeting was inquorate at 10.00 and was closed.
There being more than 25 present an EGM was convened commencing at 10.15 a.m.
IN ATTENDANCE: *Attendees and Apologies removed from Internet copy for reasons of privacy . Full copy available to plot holders on request.
Apologies; were received from *
Chair welcomed those attending the meeting, and requested a moment’s silence to mark missing friends. He expressed his appreciation for his re-election as Chair of the Association for the second year. Having promised to be fair and transparent, he hoped that he had fulfilled that commitment.
He drew attention to the Tuesday Works Group, and whilst he was appreciative of their efforts, he noted regretfully that it was, as always, the “usual suspects’ who volunteered for workdays. He reminded members that these took place on every second Sunday in each month.
Purchases during the year included a Mountfield Lawn Tractor, as well as two Honda Lawnmowers, and various STIHL accessories.
The cold weather during March had resulted in burst pipes in the clubhouse, causing inconvenience, and the roof is in need of repair. The polytunnel has been re-covered (for the second time), and he thanked the volunteers who worked on this project. Tree surgeons had been to make the site safe, following the collapse of trees following recent heavy winds. In spite of the absence of the commercial waste bin by the main gate, an accumulation of rubbish had occurred, has now been removed, and the area fenced in. Thanks were due to Saeed and Richard for this work. He remarked on the anomaly of the three missed meetings rule, as agreed at the 2017 AGM, and the submission of two of the names on the ballot paper.
Chair offered thanks for their services to Secretary/Treasurer, all members of the retiring committee, and those members who keep our movement active.
He hoped to see the terms of the new lease in the near future, and there is a possibility that the KHLGA may be required to become a legal organisation, possibly a charity. It was expected that the new lease, due in three and a half years’ time, would be for 18 years from this time.
Two Tellers were nominated and AGREED…. Antoni Pogorleski 32a and John Simmons 55a
- Minutes of the meeting held Sunday 2ndApril 2017, were AGREED to be a correct record of the proceedings.
- Matters arising from the Minutes – There were no matters arising from the Minutes.
- Auditors’ report on accounts
Heather stood to report that she felt Reg had tackled the Secretary’s role and treasurer’s role quite remarkably. There had been some questions concerning Account No. 1 and Account No. 2, but it is clear that the two accounts refer to monies which belong to Bromley, and which to KHLGA.
She was happy to accept the Accounts.
- Secretary’s report: There being no person with responsibility for this position, there was no report.
- Treasurer’s report:
Our assets at the beginning of the year totalled £21,559 and £20,935 by the close of year. The Association’s net worth was £19,305. The deficit for the year was £624.63.
In thanking the Auditors for their services, he was aware that Heather Mallinder had stood as a candidate for election to the Management Committee, which would require that another member would be needed as Auditor.
The Open Days had contributed largely towards the success of our year, with a combined income of £4,600, and donations have been made to ALD and Signal Lewisham, of £190 each. Thanks were due to all the volunteers who had worked on both events.
The shop had made a surplus of £410, representing a profit margin of 10%, Managed by John Wetherell, who would be making his own report. Site maintenance costs amounted to £4,948.81, which would have been higher without the support of the members who volunteered their time and labour. Tree works cost £1,210, a ride-on mower £1,899, skip hire for clearing the rubbish by the main gate cost £395.
Water rates still contentious. Castle Water have taken over from Thames Water, and invoiced us for £4,353.81. Apparently other Bromley allotments have suffered similar problems. A credit for £3,200 has been offered, but Treasurer is attempting to obtain a return of funds.
There was a question from the floor, whether we attempted to buy our equipment locally, supporting local suppliers, buying British. It was difficult to achieve this policy, and HONDA was mentioned as one of our suppliers, as we usually try to purchase four cheaper mowers ever year. This, apparently, was more economical than more expensive machines and maintenance costs.
The report was accepted.
SHOP REPORT – John Wetherell stood to give the report to April of this year. He reported that the audited accounts for the ending December 31, 2017 showed a surplus of £410 achieved from sales of £2,971. The Association shop bank account at HSBC at the beginning of January was £1,264 and during the year a transfer to the general association account of £6,907 had been made.
A monthly statement was presented to each committee meeting, and sales during the first three months of 2018 amounted to £432. There was a permanent float of £30 in the shop. Thanks were due to Korehand, Les and Trevor, and also to Eddie for the Compost trip from Purley.
Machine Hire: fees collected to 31st December 2017 were £715, fuel costs £205, repairs and renewals £191. This shows a recorded audited surplus for the year of £323. £300 passed to Treasurer, leaving cash in hand £23.
This report was accepted with acclamation.
- Site Management report
Martin stood to advise that the inclement weather had resulted in some damage and loose rubbish around the site, but that there would be a site inspection within a month of the meeting. Committee members were not exempt from receiving “weed” notices, and all members are required to keep the grass path nearest to the clubhouse cut and in a good condition.
Whilst it seems that some members considered the notices authoritarian, he sought suggestions for improving the system.
Members of the Tuesday group were thanked for their contribution in assisting clearing the yard by the gate, and special mention of Rosemary and Les for creating a path through the Green Waste area.
The water pipes system is undergoing renewal of metal with plastic piping. Work is still needed to rebuild or re-site the water meter chamber next to the top gate.
There had been an incident of a tick bite, resulting in Lymes Disease. Notices about Ticks and Lymes Disease symptoms are posted on the notices, and a tick remover is hung on the Clubhouse notice board. Treatment with anti-biotics as soon as possible is recommended.
Hand dryers and light switches refurbished in toilets by David Pipe, and the Tuesday group were involved in maintenance of the driveway.
The machine room door has a notice containing details of machine hire, and keys lost and found can be stored in the key box (Code 1066) on the office door. Emergency contact numbers for committee members are also inside this box.
Martin reminded members that the following Sunday was a designated “work day”, the Sunday afterward would be an Open Day Planning session, and that the spring open day was scheduled to be May 20th.
Discussion from the floor including the proposition that lists of specific projects requiring voluntary help might be listed or circulated, so that members might be able to volunteer to undertake these on days other than designated Sundays. The Committee have agreed to take this idea on board. Members felt that if there was rubbish around the site, it was common sense to clear it up.
The report was accepted.
- Appointment of Auditors -Anthony Chase was willing to stand for the following year. Following item 12 it may be required to appoint another Auditor.
11 Pam Dowling presentation on the work of Drumbeat.
Students are all on the Autistic Spectrum. Coming to the allotment gives them the opportunity to take responsibility of maintaining their plot, planting, growing, watering, weeding, buying in the shop and finally picking their produce. All produce is taken back to school and sold to members of staff. The monies collected are used first and foremost to pay our plot rent. Then we need to buy seeds, soil, compost, weed covering etc. usually from the shop if John has been able to open.
During the session the students also get to know other plot holders. They are encouraged to greet everyone they see. Speaking to others helps enormously with their social skills.
The students have been supported by various plot holders who have helped to put up a shed, show us how to prune vines, giving us advice, using the mowers etc. One plot holder, Brendan has taken Dumbeat under his wing and helped to design our beds. The session ends with, most importantly, tea and biscuits in the Clubhouse. Thursday is the morning the students are at KHLGA so please do come and see us on plots 89b and 90b or have a cuppa with us.
Alexandra School visit KHLGA twice a year usually in June and October. The visits are usually on a Tuesday and there are two different classes. One in the morning and one in the afternoon. On these visits we ask anyone who can volunteer their time to come for 10.00am and/or 1.30pm for about 1 ½ hours. The children come with teachers and other support. We take them on a walk around the site looking at what is growing. We look in compost bins. We look at the bees. We give them ideas of things to watch for. John shows him his wonderful nature pond and the creatures that live in it. The children are given a short talk about the site and also they are given ‘rules’ on how the behave on site and respect people’s plots. These visits are very exciting and end with tea, drink and biscuits. If you can help out please look on the notice board in the Clubhouse for dates.
This report was received.
MOTION ONE: 2% increase in rents 2019 – Proposed by the retiring committee
There was some discussion concerning the necessity and amount of this proposal. An amendment to limit the increase to 1% was lost by 12 votes to 20.
Final voting: in favour of the motion: 28, against, 2. The motion was carried.
Motions from Members
MOTION/S TWO: There are several motions/comments/suggestions for action relating to the Cause 4 change agreed at the last AGM. It is suggested that they may be dealt with in the following order.
Action on existing clause
The two people starred on the Ballot Paper should be removed as they are NOT ELIGIBLE TO STAND FOR ELECTION under the current rules.
Proposed Sophie Carrington 43b 44b – Seconded by John Griffiths –
This motion was withdrawn. The members named withdrew from the election.
Amend the clause to
“That any member of the management committee missing THREE meetings in the course of the year stand down, and not be eligible to stand for election the following year – the Chairman to have discretion to allow or discount absence in extenuating circumstances.
An amendment to delete “Chairman” and insert ” Committee”, was AGREED – 34 in favour,
Proposed Reg Wickings 36b 37b Seconded Korehan Dora 39
If this is agreed
It is further proposed that it be applied retroactively to the changes made at the last AGM.
Proposed Reg Wickings 36b 37b Seconded Korehan Dora 39, this motion was withdrawn.
Remove that part of clause 4 and replace with
To allow the committee by majority vote to ask a committee member to leave if it felt they were not making any contribution. Proposed June Allart 64a Seconded Jane Wright 63a
The voting for this motion was 0 members in favour, a majority were against, the motion therefore fell.
MOTION THREE: To abolish machine hire charges and to instead to install an box for voluntary contributions for fuel
Proposed Antoni Pogorleski32a Seconded John Simmons 55a
The voting for this motion was 2, with the majority against. The motion, therefore, fell.
MOTION FOUR: Any plot holder or committee member shall not be allowed to earn money for self-gain for doing any work on the allotment site
Proposed Dave Allart 68b Seconded Korehan Dora 39
This motion was voted for 32, against 1. The motion was carried.
Note: It is likely that there will be a requirement for KHLGA to register as a legal entity in order to sign the new lease with Bromley. One option could be registering as a Charity, in which case committee members or trustees would not be able to financially benefit from our activities.
MOTION FIVE: The present system of voting on motions is on the day of the AGM, this does not cater for those members that are unable to attend the meeting, in reality the club house would not be able to accommodate the majority plot holders at KHLG.
I propose that all future motions are presented and circulated to plot holders in advance of the AGM for their votes, this would enable votes from a much larger audience and a more accurate representation of association members.
Proposed Saeed Kanuga 31b Seconded Beverley Kanuga 32b
There was considerable discussion, voting was in favour 5, against 26, the motion therefore fell.
- Election of Management Committee:
Although nine names had appeared on the ballot paper, two had been discounted, (see Minute 10 vb of 2017 AGM) and the remaining seven therefore elected.
Heather Mallinder, John Sissons, John Weatherell, Les Bateson, Martin Spatcher, Nick Whiteley, Saeed Kanuga.
Officers: Chairman Korehan Dora, Secretary Vince Turner, and Treasurer Reg Wickings.
At this point in the meeting it was proposed that the question of the second Auditor be referred back to the Committee, but Richard Mildenhall put up his hand to volunteer for this post, and was ACCEPTED.
- AOB – There was no AOB
- Next AGM will take place on Sunday the 31st of March 2019