THE ABAS AGM
2016
(Held at Astley Bridge Cricket Club, Bolton
14/11/2016)
The AGM was attended by 38 members representing 18 sites
Part 1:
Presentations
Part 2: AGM
Business Meeting
Part One:
Introduction by Jeff Gibson (Chair Abas)
Presentation by Irene Pennington (Tonge Moor
Rd.)
Presentation by Malcolm Russell, Head
of Service, Neighbourhood Services, Bolton MBC
We shall publish edited summaries of
the above two presentations as soon as they are available.
Part Two:
The AGM
Minutes of the 2015 AGM
The minutes of the 2015 AGM having
been published on www.abas2014.blogspot.co.uk for an appropriate time (since
2/12/2015), the Committee moved that the minutes be accepted. This motion was
accepted.
Matters Arising from the Minutes 2015
- Rise in Subscription Rates – subscriptions are now £1 per member
- Allotments Competitions – were run in 2016
- Onion, Leek and Vegetable Show – was run on 20/08/2016 as requested
- Progress Meetings with the Council – Regular Meetings have been held with the Council, reports of these meetings are placed on abas2014.blogspot.co.uk e.g. from the 14/10/2016 meeting. There is also regular email communication
- Register of Issues – an attempt has been made to keep a register of issues raised and the results but no formal matrix has yet been created (apologies)
- Sales of Produce – an ‘agreement’ has been struck with the Council about Societies selling produce to fund-raise. Details were published on abas2014.blogspot.co.uk
- NWCAA – the NWCAA held its Jan 2016 Forum in Bolton. Representatives of GMP spoke on Allotment Crime. Although many efforts have since been made to raise the profile of allotment crime they have not yet as proved successful. A report of the most recent NWCAA Forum will be made later in the meeting
External Matters
Essentially Abas acts as the independent voice
of Bolton plot-holders
However, Abas exists within a wider allotment
community
So in some respects, abas acts as the District
level of the National Allotment Society, in NAS terms abas is a “federation”
Above District level, the regional level of
the NAS is the NWCAA – this holds quarterly forums at various venues in the
North West at which abas is represented and from which our representatives
report back
Nationally the NAS provides a range of
services (most importantly legal advice and information about government policy)
which abas (and individuals and individual societies can tap into). Abas has
not to date usually attended the NAS AGM.
Treasurer’s Report
The acceptance of the accounts was moved by
the Hon President and seconded by the Hon Vice President.
Election of Officers
Hon President (Richard Hayes)
Hon Vice President (George Wild)
The above posts were confirmed:
The Officers are:
Chair (currently Jeff Gibson)
Treasurer (currently Terry Farrell)
Secretary (currently Dave Jackson)
All the above were returned unopposed.
In addition:
Carole Deplitch and Teresa Morris were
returned unopposed as Committee members and Phil Warren and Alan Kay were
elected as new Committee members.
Abas membership
In 2016 abas membership stood at 501 members
on 16 sites and 14 of the 15 OMA sites were in membership.
Sites in membership of abas represented over
50% of all plot-holders in the Borough
Figures are not yet available for 2016 as some
sites have not as yet paid their subs.
It is vital that we keep membership levels at
above 50% of all eligible plot-holders as this gives us our legitimacy as the
Council’s nominated representative body for plot-holders in Bolton
Target Areas for this year are: Horwich sites,
non-OMA sites and smaller sites
Competitions
The meeting agreed that:
- Abas again runs the Bolton Allotments Competitions in 2017
- Abas again holds the Bolton Onion, Leek and Vegetable Show in 2017.
There was some debate as to the most suitable
date, the Committee will discuss this over the winter break.
Talks and Lectures
The members agreed that Abas should organise a
programme of talks and lectures in 2017.
It was suggested that an event aimed at new
entrants to Allotment Gardening be held with the content concentrating on “the
basics”.
Progress Meetings
The meeting mandated the Committee to
continue to hold regular Progress Meetings with the Council to address the
‘Site Refresher Matrix’ and try to settle outstanding concerns and issues.
Feedback from the NWCAA Meeting 23/10/2016
Insurance –
it had been said at the above meeting that Shield’s quotes may no longer be
competitive and that Society Treasurers should get a variety of quotes to
ensure that they are getting a good deal. Abas would add that they should be
careful to get clear statements of exactly what is being covered and on what
terms and conditions to ensure a like with like comparison
There was some mention of limited funds being available from the
Membership Rebate made by the National to NWCAA which could be used to provide grants for members. Member
Societies may wish to follow this up during the Winter Break. The total amount
across the North-West is unlikely to exceed £2000.
The NWCAA Executive expressed concern
about a lack of feedback from Societies
/ Federations and their members and further expressed concern as to whether
messages were being passed down by secretaries and committees to their
membership. Abas tries to pass on items
from NWCAA (and the National) by placing them on the ‘blog’.
As a consequence of the meeting, Jeff
Gibson has established a link with the Salford Federation about which we shall
speak more under the Greater Manchester Spatial Plan.
Greater Manchester Spatial Plan
Studies of the Bolton Allocations Plan
and the North Bolton Strategic Opportunity Area Plan have not identified any
specific threats to allotments sites
However the Greater Manchester Spatial
Plan is now inviting developers to suggest sites that may be used for housing
Cllr Cliff Morris has also stated that
certain (unspecified green-land) sites particularly in the North of the Borough
may have to be made available for housing development if government targets are
to be met.
Although no immediate threats to sites
have been identified, there remains a risk that if sites become run down, if we
have too many vacant plots etc. the Council or developers may see the
opportunity to reallocate / requisition those sites for housing. The NAS has publicised the case of the Farm
Terrace site in Watford, a well-managed, well-used site taken for development,
which demonstrates that none of us can be complacent.
Consequently, abas is entering into
meetings to share information etc. with other Federations e.g. Salford and to
keep a watch on developments. The
meeting endorsed this initiative and supported Jeff in maintaining contact.
We shall be publishing additional comments
etc. by Jeff on this blog-site.
On the subject of development, the NAS
has been promoting guidelines that more
houses should also mean increased allotment provision. A suggestion of 20
plots per 1000 additional dwellings has been made.
AOB
The question of how a site secretary
should respond if a prospective tenant
declines a plot that is offered was raised. This question was raised due to
a small number of applicants at the head of the waiting list repeatedly
refusing plots meaning that each time a plot becomes vacant the secretary
potentially has to go through the offer / refusal process with them before a
tenant who will take the plot is reached.
The first step is to enquire whether
the applicant still wants a plot (and at the currently nominated site). If not
they may be removed from the waiting list. If they wish to remain on the
waiting list then the appropriate action will depend both on the circumstances
of the tenant and the nature and size of the plot.
If (in the opinion of the secretary)
the prospective tenant has a valid reason for declining the plot and these
reasons might be overcome in a reasonable period of time, (an example might be a
person who is recovering from surgery but who should be fit in say 6 months’
time) then the applicant can stay in their current position on the waiting
list. If this is not the case then the applicant should be informed that they
will be re-entered on the waiting list at the date they refused the offered
plot.
On sites with a reasonably sized
waiting list this should ensure that they do not become eligible for a further
offer for a suitable period of time, and the process of getting through the
waiting list can proceed.
The issue of fires and bonfires was
raised. It is clearly stated in the standard tenants’ agreements that a tenant
may have a fire on his / her plot for the purpose of disposing of weeds etc. It
is also clearly stated that tenants must not cause a nuisance either to other
plot-holders or to neighbouring properties. In the Council’s opinion, the
nuisance clause over-rides the “freedom to have a fire” clause. Causing a
nuisance is a serious Breach of Tenancy. So it is in the interests of tenants
to ensure that where arrangements are in place under which fires may be used
without causing a nuisance, they abide by those arrangements.
There remains the possibility that a
blanket ban on any fires on plots may be imposed if complaints about plot fires
continue to be received by the Council.
On the question of Bonfires – Allotment Sites are not
considered suitable places for public events after dark, therefore societies
should ensure that any Bonfires are strictly for plot-holders and their families,
and that plot-holders take direct responsibility for anyone they bring onto the
site. Charging for attendance at Bonfires would not be allowed by the Council
and fireworks are actively discouraged. All materials burnt on the fire must
have been generated on the site, no additional materials may be brought on to
add to the fire.
Insurance companies are increasingly
treating Bonfires as “Events” and societies may be forced to take out
additional “events” insurance (in addition to their standard public liability
insurance) if they wish to have even a members-only bonfire. Even where
Bonfires are covered by current insurance policies the insurers may impose very
onerous conditions if the insurance cover is to the complied with. Societies
should check with their insurers. (See
also previous abas postings on bonfires)
If a blanket ban is imposed on fires
then this would apply to bonfires as well.
Boundary fences / gates are a common area of concern across a number
of sites. This links to issues about allotment crime and vandalism which had
been raised in Irene Pennington’s opening piece. Irene had also raised
questions about site access road
maintenance. Mr Russell hopes that staff will be able to get round as many
sites as possible over the winter period to assess the situation. However,
Council funds can only cover Health and Safety
We would like to remind members of the notes
from the abas / council progress meeting which were posted on this site on
24/10/2016. This sets out the situation between now and March/April 2017 as it
applies to inspections and mal-cultivations. It also advises an inspection in
March 2017. Note that whilst the Council is not anticipating receiving Monthly
Reports during the winter period, other issues may be reported by email.
Winter Break
Abas is now going on Winter Break, but
if you have any issues please email Dave Jackson on
boltonallotments2014@yahoo.co.uk
Next Meeting
The next scheduled abas meeting is
Monday 13th March 2017
See you all then!!!
