Friday 21 March 2014

DRAFT MINUTES OF !2.03.2014 - for appoval 14.04


MINUTES OF THE ABAS MEETING

12th March 2024 at Astley Bridge Cricket Club

 

Chair: Richard Heyes, Secretary: George Wild, Treasurer: Terry Farrell, Assr. Secretary: David Jackson

 

This was another well attended meeting. It is estimated that between 50 and 60 people crammed into a back room at ABCC. We are going to need more space!

The pertinent points were:-

  1. ABAS Fees etc.

  1. The question was asked as to why ABAS had not been more actively seeking membership subscriptions from Societies.
  2. It was explained that the Committee had felt that it needed to demonstrate what ABAS could provide and the value of membership to Societies before asking for money.
  3. ABAS is now happy to accept memberships and membership fees.
  4. Each Society’s membership fee is calculated as 50p per paid up member of that Society.
  5. Fees should be paid to the Treasurer Mr T Farrell.

 

  1. ABAS proposed new draft constitution

  1. It was felt that participants had had insufficient time to read the document provided and that there were insufficient copies available on the night. The Assistant Secretary agreed to post the document on the Harpers Lane web-site. He has since set up an ABAS blogsite – http://www.abas2014.blogspot.co.uk on which the document can be viewed.

 

  1. Site Visits

  1. Terry Ferrell and Jeff Gibson have been visiting allotment sites in Bolton.
  2. A list has been drawn up of those societies / sites with whom ABAS has had contact either by representatives coming to the meetings or by email. Jeff and Terry have visited most other sites in person to pin up notices about ABAS or to speak where possible to plot-holders. It is estimated that of the 1000 plots in Bolton only 18-20 are left on sites where no ABAS contact has now been made. 

  1. Waiting Lists

  1. When will the freeze on new lets and transfers be lifted, when will site secretaries get the new clean waiting lists?

  1. Operational Management Agreements

  1. How do Societies who want to enter into Operational Management Agreements (OMs) start the process of getting one?  The Assistant Secretary agreed to post a copy of the draft OM agreement on the Harpers Lane web-site. He has since set up an ABAS blogsite – http://www.abas2014.blogspot.co.uk on which the document can be viewed.
  2. Some Societies will not wish to take on OMs – they still sought clarification as to what will happen to their services – we’ve undertook to provide a summary. The Assistant Secretary agreed to post the document on the Harpers Lane web-site. He has since set up an ABAS blogsite – http://www.abas2014.blogspot.co.uk on which the document can be viewed

 

  1. Reporting Problems

  1. There is still a lack of awareness about the email address Allotments@bolton.gov.uk – some at the meeting still didn’t know how to report issues now they can’t “phone Alan”.  

  1. Subsidies

  1. The issue concerning the ‘legality’ of a ‘balanced budget’ approach which was raised by a participant at the meeting on 12.02.2014 was revisited. ABAS had contacted the National for guidance on this matter but received no reply.  
  2. Additional Note: This argument may gain new impetus following the article about Bowling Greens in the Bolton News of 14.03.2014 in which it was stated that expenditure on Bowling Greens is £175k and income is £17k leaving an apparent subsidy of £158k which the Council is seeking to reduce by £20k (which would be a 13% reduction).. The Allotments had a subsidy of £31k which the Council reduced by £31K i.e. a zero subsidy. It has been suggested that the subsidy in 2010 was £87,000. On face value this does appear to create an unfair situation.

 

  1. Community Plots

  1. The question of Community Plots was discussed. A number of sites (Harpers Lane being one) have a different view about the future of community plots to the one which seems implied in your presentation.
  2. Although we can all see the benefits of a single permanent induction training plots(such as plot 1 at Harpers Lane with its grant-funded poly-tunnel and raised beds etc.) many sites would like to also use the ‘inductees’ (if such a word exists) to clear plots which for various reasons have become unkempt and are thus difficult to relet. (Plots 40 and 41 on Harpers Lane are extreme examples of this, but other sites like Rawlyn Rd have similar plots).
  3. The suggestion was made at the meeting that such plots could be designated ‘community plots’ and thus rent-free for a fixed period– they could then be cleared by working groups either from Site Societies or from the waiting lists, brought up to standard, used for a season and then let to permanent tenants (who would then pay rent to the Council).
  4. This idea could even be extended to areas which have fallen out of allotment use to increase the number of plots available.
  5. It might be that an idea mentioned in Malcolm Russells’s briefing – but not developed – that of creating individual site development plans within the OM system, could provide the vehicle for this kind of collective improvement.

  1. Competitions

  1. The meeting expressed strong support for ABAS operating the main Borough-wide Allotments Competitions. It is hoped that at the next meeting (April 14th) we can elect a Competitions Committee who can liaise with the Council and put into place the mechanisms for running the competitions.
  2. It was felt that the model previously used whereby Site Societies nominate a limited number of plots on their site in each of the categories for judging etc. should be retained. There are a number of practical issues – what about sites without a society etc – which will be discussed in April.
  3. There was heated discussion as to whether plot-holders on sites which were not paid-up members of ABAS would be allowed to enter the competitions. It was felt that the competitions should be OPEN to all in the Borough.
  4. Additional Note: It has been later suggested that if there is an entry fee for the competitions, then there should be different rates for ABAS members – perhaps free entry - and non-members.

  1. OMs and savings on the costs of providing Council Services

a.       Potentially this is a topic that ABAS and the Council could usefully discuss in the future.

b.      If Site Societies take on roles (both administrative and practical) under OMs etc. then they are effectively ‘saving the council’ an element of the costs of providing the Allotments Service.

c.       In other authorities (Birmingham, Leeds, Nottinghamshire) a rebate on the rents collected is paid to the Society by the Council.

d.      Cllr Morris stated in the Bolton News that it was the Council’s intention to create a ‘pool’ of money (£500k was mentioned) which could be used to provide funds to organisations which help the council reduce the costs of providing services. Should Allotment Site Societies not be considered as recipients of such a fund?

e.      ABAS wishes to encourage Site Societies to look at cost savings / service improvement schemes either individually or collectively – examples include reducing water usage on sites, putting in solar panels or small wind turbines to reduce electricity bills and especially installing composting and other toilet facilities. Potentially these initiatives could reduce the Council’s expenditure on site provision. The nasty question arises ‘Who gets the benefits?’. At the 12.02 meeting you were clear that any savings would be ploughed back into the allotments service. The question raised since is ‘How?’

f.        All societies recognise that we need to think collectively and that there is now and is likely to continue to be a need to ‘subsidise’ certain sites because of their size and / or lack of facilities. However, we are also conscious that there needs to be real incentives for individual sites to undertake the design of schemes, to seek grant-funding, to organise work etc. There needs to be a balance.

  1. Vote of Thanks

  1. The meeting on 12th March 2014 voted to send a vote of thanks to Malcolm Russell personally for attending the meeting on 12th February 2014 and giving his presentation to the assembled representatives of the Allotments Community. It was felt that this was a positive development in what has not always been a harmonious relationship, and that we could hope to build a constructive and progressive partnership to the benefit of allotments in Bolton.

  1. It was agreed that the next meeting would be moved to Monday 14th April to ensure that a room of sufficient size would be available. The dates of future meetings will be reviewed.

PLEASE NOTE: ALL THE ABOVE POINTS WERE COMMUNICATED TO MR. RUSSELL FOLLOWING THE MEETING AND WE HAVE RECEIVED A FULL SET OF REPLIES TO EACH POINT. IN PARTICULAR POINTS 4a, 5a and 5b, 7b and the whole of point 10 have been addressed. Mr Russell’s responses will be made available as ‘Matters Arising’ at the meeting referred to above.

Additional Item: The Committee were approached by a representative of the site at Cemetery Rd. Farnworth. He reported that the Cemetery Wall had collapsed onto plots and smashed into sheds causing a lot of damage. Since this was a recent collapse, and it would take time to organise repairs the complainant was advised to ensure that the matter had been correctly reported via Allotments@bolton.gov.uk or by phone to Neighbourhood Services and that we would wait a short while to see what the contractor or council is planning to do about the repairs and making the wall safe, before making any official approach through ABAS.

Monday 17 March 2014

Greenwood Twiggs

We have come across a small business based near Blackrod which can supply :-

Hazel Bean poles - (bundles of 10) - 6' £6.00 / 8' £7.00

Hazel Pea Sticks - (bundles of 20) - £ 7.50

Hazel Canes / Stakes  4' bundles of 10 £2.50

You can either collect or they can deliver

Site Secretaries might think about stocking their items in site stores / shops?

They can be contacted at:

 phone: 07734 353202

e-mail: greenwoodtwiggs@btinternet.com

They also do a range of coppiced products and charcoal

Saturday 15 March 2014

MINUTES OF 12 FEBRUARY 2014


MINUTES OF AN ABAS MEETING

12th FEBRUARY 2014 ASTLEY BRIDGE CRICKET CLUB

Present: 60 Bolton plot-holders representing 17 sites (Harpers Lane, Tonge Fold, Sapling rd., Shepherds Cross Street, Clammerclough, Firwood Lane, Chequerbent Gardens, Tonge Moor Rd., Watersmeeting, Dealey Rd., Florence Avenue, Lowndes St., Moss Lea, Longworth rd., Aisndale Rd., Rawlyn Rd., Ashworth Lane)

  1. The Chair (Richard Heyes) opened the meeting with a welcome address.
  2. This was followed by a presentation on ABAS (what it stands for, and how it might benefit plot-holders, also its future aims) given by the Assistant Secretary (Dave Jackson)
  3. This was followed by the main presentation by our guest speaker Mr Malcolm Russell (Head of Neighbourhood Services, Bolton MBC). Mr Russell explained the Council’s views on the future of Allotments. He also gave a breakdown of the expenditure on allotments in the future. He gave a full presentation of the Council’s plans as to how it hopes Allotments Sites may be run in the future.

He ended with a Question and Answer Session.

Only two questions were asked:-

    1. A plot-holder asked if we cut down on our use of water would the savings be ploughed back into allotment funds. Mr Russell replied that any money saved would be used on allotment work.
    2. Geoff Hamer stated that the money used to subsidise allotments should he same as that being spent to subsidise other leisure activities. He quoted the Reigate and Banstead case. Mr Russell was unable to answer as it was not in his brief to do so.As a follow-up, a plot-holder (Lowndes St.) asked if ABAS would be willing to enquire of the NSALG whether it was valid to apply the Reigate and Banstead ruling to the issue of the subsidies given to various Leisure services.  
  1. The Secretary (George Wilde) then gave the closing speech in which he asked plot-holders to come to our future meetings, and to get their societies to join ABAS and contribute to our funds. A list of dates for future meetings was distributed to those present and there seemed a positive response from quite a few sites.
  2. The meeting closed at approximately 21.15 hrs.

 

 

NEXT MEETING

The next meeting of ABAS will be held on

APRIL 14th 2014 at ASTLEY BRIDGE CRICKET CLUB

starting at 8.00 p.m,

An agenda plus the minutes of the last meeting (12.03.2014) will be published on this site as soon as practically possible. (It is hoped to publish the minutes of the 12.02 meeting as well)

We hope at that meeting to

APPROVE THE NEW CONSTITUTION

AGREE PROGRESS ON RUNNING THE ALLOTMENT COMPETITIONS (which may include appointing a sub-committee to work with the Council in implementing the transfer of responsibilities)

If you have other matters which youn would like to see raised then contact us via boltonallotments2014@yahoo.co.uk


PLEASE NOTE - ABAS is now taking subscriptions from Societies which have decided to join - the rate is 50p per signed up member of your site society.

PROPOSED / DRAFT CONSTITUTION FOR THE ASSOCIATION OF BOLTON ALLOTMENT ASSOCIATIONS








 1.
 
This draft constitution will be discussed at the next ABAS meeting on 14th April 2014 at Astley Bridge Cricket Club. If agreed there will be the appointment of a Management Committee as set out below.
 
 
 
 
 
Name
 
Association of Bolton Allotment Societies – hereafter the ‘Association’
 
2.
Aims & Objectives
 
 
The Association will operate as a non-profit making organisation to further the following aims and objectives:
 
 
2.1
To promote the interests of all members in their allotment activities, including co-operating with other Associations and Regional and National bodies in matters of mutual interest.
 
 
2.2
To promote, protect and improve Allotment Colonies (Sites) in the Bolton area.
 
 
2.3
To encourage all Site Societies in the Bolton area to join this Association.
 
 
2.4
To seek funding in support of the Association’s aims and objectives.
 
 
2.5
To conduct negotiations for the benefit and on behalf of allotment holders with the local authorities and private colony landlords on all matters relating to the Bolton area.
 
 
2.6
To take joint appropriate action on behalf of and for the benefit of the members.
 
 
2.7
To undertake such other activities which the Management Committee and members consider appropriate for the benefit of the Association and its membership.
 
 
2.8
 
The activities in 2.7 may include the purchasing and resale of services and products on behalf of the member societies
 
 
2.9
To facilitate the networking of good practice. 
 
 
2.10
To provide equal opportunities to all members without discrimination on any grounds.
 
 
 
 
3.
Membership
 
 
3.1
Membership of the Association shall be open to:-
 
 
 
a.
All Site Societies that are located in the Bolton area are eligible to be Members of the Association. 
 
 
 
b
Other Societies (e.g. covering community plots) may be admitted at the discretion of the Committee.
 
 
 
c
Membership details shall be maintained by the Association Secretary.
 
 
 
 
 
4.

Termination of Membership

 
 
4.1
Membership of the Association may be terminated for good and sufficient reason.
upon the recommendation of the Management Committee in a resolution to a general meeting of the membership called for that purpose.
 
 
4.2
The member may appeal against such termination at the next available Annual General meeting. The member will be considered ‘suspended’ in the interim period..
 
 
 
 
 
5
Officers of the Association
 
 
5.1
The Officers of the Association shall be a Chairperson, a Secretary and a Treasurer. They shall be elected at each Annual General Meeting for a period of one year. Retiring Officers shall be eligible for re-election except that the Chairperson shall serve a maximum of 3 consecutive years with re-election only allowed after at least a further 3 years out of office.
 
 
5.2
The Officers shall be ex-officio members of the Management Committee and of any sub-committee set up for a specific purpose.
 
 
5.3
If desired an Honorary President and Honorary Vice-President shall be elected at an Annual General Meeting.
 
 
5.5
The Honorary President shall chair all meetings of the membership.  In his / her absence the Honorary Vice-President shall chair these meetings. The Chairperson shall chair all meetings of the Management Committee.
 
 
5.6
Where the conduct of any officer is considered prejudicial to the running of the Association, the Management Committee may by a majority vote suspend that officer. The Management Committee will then recommend to a general meeting of the membership called for that purpose that that officer’s appointment be terminated. The officer would then be replaced on an acting basis by a member of the Management Committee.
 
 
5.7
If the recommendation to terminate the appointment of an officer is not upheld at the general meeting then the officer is entitled to resume his / her duties.
 
 
 
6
Management Committee
 
 
6.1
The affairs of the Association shall be conducted by a Management Committee elected annually by the membership at the Annual General Meeting.
 
 
6.2
 
Each member society may send two representatives to the Annual General Meeting (and any Extraordinary General Meetings) with the right to vote on any motion or proposal. Any further representatives will be treated as ‘observers’ and will not have any voting rights and may only speak to a motion if invited by the Chair.
 
 
6.3
The Management Committee shall consist of no less than 4 and no more than 8 individuals who must be members of a Site Society in membership of the Association..
 
 
6.4
Members of the Management Committee retiring at the end of their term of office shall be eligible for re-election. 
 
 
6.5
Casual vacancies shall be filled by invitation of the Management Committee and the persons so appointed (who must be members of a Site Society in membership of the Association) shall hold office until the next Annual General Meeting when they shall be eligible for election to the committee.
 
 
6.6
The Management Committee shall meet not fewer than four times in each year and attend the Annual General Meeting and such other membership meetings as shall be arranged.
 
 
6.7
The Management Committee may create a Sub-committee for any specific task and may appoint individuals (who must be members of a Site Society in membership of the Association) to sit on such Sub-committee and determine the powers and terms of reference of any Sub-committee and duration of its activities.
 
 
6.8
A quorum for the Management Committee shall be two officers and two committee members.  A quorum for general meetings of the membership of the Association shall be not fewer than two officers and representatives of six member Site Societies.
 
 
6.9
In the event that no quorum exists for a Management Committee meeting after a period of thirty minutes has elapsed from the notified starting time of the meeting then the members present may discharge the matters notified to the meeting in the “Notice of Meeting” but no business may be discussed under the heading of “Any Other Business”.
 
 
6.10
Where the conduct of any member of the Management Committee is considered prejudicial to the running of the Association, the Management Committee may by a majority vote suspend that member The Management Committee will then recommend to a general meeting of the membership called for that purpose that that member’s appointment be terminated. The member may then be replaced by a co-opted person (see 6.5)
 
 
6.11
 
If the recommendation to terminate the appointment of a member is not upheld at the general meeting then the member is entitled to resume his / her duties.
 
 
 
7
Voting
 
 
7.1
Each Member Society shall have up to two votes at any general meeting subject to there being two of its members present at the meeting who are authorised to represent that Society.
 
 
7.2
The Chair of the meeting shall have a casting vote in the event of equal numbers of votes being cast both ‘for’ and ‘against’ the motion under consideration.
 
 
 
 
8
General Meetings
 
 
8.1
General Meetings may be called upon the request of not less than one representative member from each of four Site Societies.
 
 
8.2
The purpose of any such meeting must be given in writing to the Secretary or other officer not less than twenty-one days before the date of the meeting and the Secretary shall publish notice of such meeting and its purpose not fewer than seven days before such meeting taking place.
 
 
 
 
9
Annual General Meeting
 
 
9.1
The Annual General Meeting shall take place not more than ten months after the close of the Association’s financial year and ordinarily shall be held within four months of the close of the financial year.
 
 
9.2
The purpose of the meeting shall be to receive the Report and Audited Accounts for the year and to elect the Officers and Management Committee for the coming year.  Officers and Committeemen shall hold office in each year until the election of in-coming Officers and Committeemen. 
 
 
9.3
The meeting shall also consider and determine such matters which shall have been duly notified to the Secretary for the attention of the Meeting.
 
 
 
 
10
Finance
 
 
10.1
The income and property of the Association from wherever it is obtained shall be applied solely to the promotion of the purposes of the Association as set forth in this Constitution and no portion thereof shall be paid or transferred directly or indirectly in any manner by way of profit to any individual member of the Association; provided that nothing herein shall prevent the payment in good faith of those proper out-of-pocket expenses incurred in the case of the Association’s business by any officer or other member appointed to act on behalf of the Association.
 
 
10.2
The financial year shall run from 1st April to 31st March.
 
 
10.3
Any expenditure in excess of £50 must be explicitly authorised by a vote at the Management Committee. This sum may be reset at each Annual General Meeting.
 
 
 
 
11
Grants
 
 
11.1
Grants may be sought in support of specific projects in furtherance of the aims of the Association.
 
 
 
 
 
12
Subscriptions
 
 
12.1
Subscriptions to the Association shall be such as are determined at the Annual General Meeting of the Association upon the recommendation of the Management Committee. The Association shall set a rate per signed up member of each society and thus Societies shall pay a sum based on the number of members of each society.
 
 
12.2
Existing members who shall not have paid such subscriptions as are determined by the Association within sixty days of the due date shall be deemed to have ceased membership of the Association and shall not enjoy benefit of membership of the Association.
 
 
 
 
13
Bank Account
 
 
13.1
The Management Committee shall ensure that such bank accounts are opened as are deemed necessary for the proper regulation of the Association’s affairs.
 
 
13.2
Not less than two signatories of whom one must be the Treasurer shall operate such bank accounts. All such bank accounts shall be operated for the exclusive benefit of the membership of the Association of Bolton Allotment Societies.
 
 
13.3
The Treasurer may operate an imprest account for the discharge of petty cash expenditure. Necessary expenses incurred by Officers of the Management Committee shall be re-imbursed upon receipt by the Treasurer of a written itemised claim.  Honoraria may be paid on the recommendation to the membership by the Management Committee to Officers of the Association in recognition of any out-of-pocket expenses incurred in the discharge of their duties.
 
 
 
 
14
Auditors
 
 
14.1
An auditor shall be appointed who is not a member of the Management Committee to audit the accounts and report thereon to the Annual General Meeting.
 
 
 
 
15
Affiliatioms
 
 
15.1
Affiliations shall be sought to such organisations having similar purposes to that of the Association as are deemed to be of benefit to the Society
 
 
 
 
16
Alterations to this Constitution
 
 
 
Alterations to this Constitution may be effected at any General or Annual General Meeting of the membership which has been duly notified of the proposed change(s) and which accepts the alterations voting in favour of the proposal(s) with a majority of not less than two thirds of the members present.  Each and every such proposal shall be voted upon separately.
 
 
 
 
17
Disputes
 
 
17.1
Disputes will be initially considered by the Management Committee. 
 
 
17.2
Where the dispute involves the Management Committee or cannot be resolved by the Management Committee it shall be referred to a general meeting of the membership especially called for that purpose
 
 
 
 
18.
Dissolution
 
 
18.1
Dissolution of the Association shall be determined upon the recommendation of the Management Committee at a general meeting of the Membership of the Association especially called for such purpose.
 
 
18.2
Upon the voting of two-thirds of the Membership attending such meeting agreeing to accept the recommendation of the Management Committee the committee shall have power to realise all assets held by or on behalf of the Association.
 
 
18.3
After the satisfaction of all proper debts and liabilities any remaining assets shall be given or transferred to such other similar bodies having the same or similar objects as the Association as may be determined by the Association or failing that to some other charitable purpose. 
 
 
 
 
 
 
 
This CONSTITUTION was adopted as the constitution of the Bolton Allotment Association at a meeting held at:-
 
 
 
 
 
Signed:
 
                          
                          ___________________________________ (Chairperson)
 
                       
 
 
 
 
                            ____________________________________ (Secretary)