AGM 2015

AGENDA FOR THE AGM OF THE ASSOCIATION OF BOLTON ALLOTMENT SOCIETIES TO BE HELD ON 09/11/2015

Item 1: Minutes of Previous Meeting and Matters arising

Item 2: Overview of Abas  its Membership and what Abas intends to do regarding Non OMA and smaller Allotment Sites and Meetings with Council the NAS and NWCAA

Item 3: Treasurers Report/Accounts of the association including the accounts of the Onion and Leek show

Item 4: Election of Officers and Committee

The current Officers and Committee are:_

            Hon President Richard Hayes [Tonge Moor]

            Hon Vice President George Wild [Tonge Moor]

            Chair Jeff Gibson [Tonge Fold]

            Secretary David Jackson [Harpers Lane]

            Treasurer Terry Farrell [Tonge Fold]

            Management Committee

            Ann Craven [Settle Street], Teresa Morris [Tonge Fold]

            All have indicated their willingness to stand again

       

Other Nominations may be made via boltonallotments@yaho.co.uk

Item 5: Review of Abas Membership

Item 6: Setting of Subscriptions for 2017

The Committee has proposed a fee of £1:00 per Member to be payable June/July 2016

Item 6: Competitons for 2016

     It is proposed that Abas will again organise the Annual Allotments Competition in 2016

     The return of the Onion and Leek Show,following an absence of 24 years, was a great success with over 80 entries. It is proposed that Abas brings the show forward in 2016 and introduces a wider range of classes.

Item 7: Talks and Lectures for 2016

Are members interested in more talks in 2016 if so “on what topics”

Item 8: Future “Progress” Meetings  with the Council to review the Site Refresher Matrix and any outstanding site Issues

Item 9: A.O.B.

 

Minutes of the meeting of Abas on 12.10.2015 at Astley Bridge Cricket Club

Minutes and Matters Arising

The minutes of the previous meeting having been posted on the abas blog-site they were accepted by the meeting.

Matters from 14.09.2015

 The promised discussions on “the sustainable management of sites and the potential role that sites / societies could play in the local community around food growing, health and wider social benefits”.

These discussions began in late October.

The Onion and Leek Show

The Onion and Leek Show took place on Sunday 27/09/2015

There were over 80 entries in 14 classes

Exhibits were judged by John Woods National Vegetable Society (NVS) who was impressed by the quality of entries

The Prizes were presented by George Holmes – Vice-Chancellor of the University of Bolton, and Deputy Lord Lieutenant of the Duchy of Lancaster

 The Prize-winners were:

BAC Challenge Trophy (most points gained by a site) – Tonge Fold Allotments Society

Collection of 4 Vegetables – Les Butterworth

Secretaries’ Shield (most points by an individual) – Les Butterworth

Stan Pickles Trophy / NVS Silver Medal – most meritorious vegetable – Jeff Gibson

Acknowledgements and Thanks

Terry Farrell (Show Manager) and Margaret Farrell (Show Secretary) and the Show Committee (Les Butterworth, Teresa Morris and Jeff Gibson) for organising and managing the show

All those who sponsored individual classes and to the Duchy of Lancaster for their grant

Astley Bridge Cricket Club – for providing the venue and refreshments on the day

 Status of OMAs

Latest Council Figures show the following sites with OMAs

Deeley Rd., Florence Avenue, Harpers Lane, Lever Park Avenue, Haslam Park, Moss Lea, Rawlyn Rd., Sapling Rd., Settle Street, Shepherds Cross St., Tonge Fold, Tonge Moor Rd.

Ainsdale Rd. and Longworth Rd., Horwich are in the process of discussing OMAs with the Council.

 Outstanding Issues

Essentially we see this item as relating to response (or lack of it!) to issues raised by Site Secretaries in their Monthly Reports to the Allotments Section. Non-OMA sites should however use it to report any outstanding problems which require Council action.

 Issues from Rawlyn Rd., Moss Lea, Smedley Avenue and Harpers Lane were tabled for the meeting with Malcolm Russell. The results of that meeting have now been communicated to the sites with outstanding issues. A further report on this “Progress Meeting” will be given at the AGM on Monday 9^th November.

 Abas membership update

 The following sites have paid their subscriptions for 2016:-Tonge Fold, Deeley Rd., Lever Park (H), Sapling Rd., Florence Avenue, Rawlyn Rd., Tonge Moor Rd., Smedley Avenue, Moss Lea, Harpers Lane

 The following member sites have not yet paid:- Clammerclough, Cemetery Rd., Shepherds Cross St., Haslam Park, Settle St., Ainsdale Rd.

 Some individual members have paid / we await others

 IT IS VITAL THAT WE MAINTAIN (AND EXPAND) MEMBERSHIP AS THIS CREATES OUR VALIDITY IN THE COUNCIL’S EYES

AGM NOTICE

The Annual General Meeting of the Association of Bolton Allotment Societies (abas) will take place on Monday NOVEMBER 9^TH. The meeting will commence at 8.00 p.m.

 Nominations are needed for those wishing to stand as Officers (Chair, Secretary and Treasurer) and for the Committee. Nominations will be accepted at the meeting.

An agenda will be published in the normal way.

 

SOUTHPORT FLOWER SHOW

Members of Abas and Harpers Lane Allotments Society created an art exhibition as part of the North West Counties Allotments Association's stand at the Southport Flower Show. The 'photo shows Maggie Hargreaves of Bolton art collective Neo:artists and Margaret Jackson, Secretary of Harpers Lane Allotments Society with the Challenge Cup (for best voluntary organisation stand) and the Gold Medal Certificate which were awarded to the NWCAA.

ABAS minutes 14.09.2015

Meeting at Astley Bridge Cricket Club 14/09/2015.

 

The Meeting began with a presentation by Andrea Hallissey Secretary of the North West Counties Allotments Association (the regional layer of the National Allotment Society). Andrea gave a persuasive presentation as to why societies and individuals should join and become involved with the National. Setting aside the direct benefits questions such as insurance and seed schemes, Andrea concentrated on the need for the allotment community to stick together to maintain the position and indeed existence of allotments in the face of the pressures that they currently face in these times of expenditure cuts and demands for new development sites. A number of members asked questions and voiced concerns about their perceptions and experience of the National, which Andrea addressed and a useful discussion was had. The Committee would like to record their thanks to Andrea for coming over to Bolton on Monday evening and giving us her time and energy.

 

The next presentation was by Stephen Best, PCSO with the section of Greater Manchester Police that covers the Astley Bridge Area. Stephen have a bright, informed and enjoyable presentation which developed into a question and answer session with the audience and ranged over a whole gamut of topics relevant to plot holders and site security. Particular points to mention were the idea of Allotment watch schemes (there is one in Horwich, and Andrea also offered to give us contacts at a scheme in Salford) and the use of cameras and audible alarms on sheds and buildings. Stephen also emphasised the need for EVERY person affected by thefts and vandalism to make an individual report of the incident to GMP as only in this way can the statistics on which policing is planned reflect the real level of incidents that we face.  The Committee would like to record its thanks to Stephen for his time and to his superiors for letting him attend our meeting.

 

There then followed a discussion on a range of issues surrounding the selling of produce

This was prompted by the case at Tonge Fold Allotments which had received a high level of coverage particularly in the Bolton News but also in national journals.

 On 10/08/2015, following a complaint by a member of the public to the Council’s “Regulatory Services”, Malcolm Russell instructed the Secretary of Tonge Fold Allotments to instruct plot-holders at that site to desist from selling produce from a stall set up at the gates of the site. This stall had been widely advertised in the locality.

At a meeting that evening Abas undertook to get legal advice from the National about the situation

 An email to abas from Malcolm Russell (10/08/2015) stated:-

 “the principle of advertising and selling produce from any allotment is one that we (the Council) don’t want to get into. We are comfortable with the societies having annual shows that include some sales of produce from the site, but we can’t have societies or individuals advertising and / or selling on a regular basis.’

We reproduce below the reply from Liz Bunting (NAS – legal officer) to our email asking for guidance on the legal position around selling surplus produce.

“As I mentioned (in our telephone conversation) I have had numerous conversations with senior Trading Standards Officers throughout the country and they are not concerned with the sale of surplus seasonal produce where the proceeds are for Association funds.
 
However, where a stall has been set up at the gates of the allotment, this brings a great many issues into the scenario. The Planning Department may require planning permission, the Highways Department will be looking at signage and traffic build up. Trading Standards and the Environmental Health Department will be concerned about the produce being sold and particularly where this includes jams and pies. There is a registration involved in trading as a food business, street trading licenses and HMRC will also be interested in any business activity.  Neighbourhood services will also look at any breaches of the Lease, because they will be receiving pressure from these other departments.

The individuals who are taking part in these activities, all of whom have direct let tenancy agreements, preventing business activity, each one will be in breach of their individual leases and therefore this gives the Council the opportunity to issue a Notice to Quit”

 
Clause 21 of the Bolton Tenancy Agreement covers business activity
 
Some further points are recorded from a conversation between abas secretary Dave Jackson and Ms Bunting.

  “Allotment Law” (P Clayden, page 7, section 4, para b) states that decisions about ‘commercial use with regard to site shops and the sale of surplus produce’ should be made on a site by site basis by the local authority. Bolton Council’s criteria on such decisions was stated by M Russell in the email referred to earlier.

In response to a query that it is the Society that is selling not individuals and the society has no tenancy agreement with the Council, so how could there be a breach of that agreement, Ms Bunting’s opinion was that this is not a defence – the Council could hold those taking the decision to sell (e.g. the Committee) as being responsible for the breach and take action against them.

 Essentially Ms Bunting’s view is that the actions of the site society in question are potentially wrong both in terms of accepted custom and practice and in Allotments Law and the Council could be justified in taking action.

 She also feels that interventions by the other Regulatory agencies mentioned would also be likely and potentially damaging to the society and to individuals.  

 Ms Bunting’s advice and the information from abas’ conversation with her were passed to the Society Secretary at Tonge Fold.

Tonge Fold proceeded with an Open Day held on the site and we understand that they have since continued selling produce. The Tonge Fold Committee met with Malcolm Russell on 09/09/2015

 Abas also had some communications with Malcolm Russell following his return from leave on 01/09/2015.

 
Mr Russell clarified the Council’s view on discussions about this matter – the Council talk to abas about borough-wide issues (e.g. the interpretation of Allotment Law), with Site Societies on site specific matters and with individuals where their personal Terms and Conditions of Tenancy are concerned.

 On 09/09/2015 in an email to abas Mr Russell restated the Council’s position as follows

 ‘With regard to the fund-raising element, the Council’s current position is as previously advised and fits with the advice obtained from the National. (We are comfortable with the societies having annual shows that include some sales of produce from the site, but we can’t have societies or individuals advertising and / or selling on a regular basis.)

However we would welcome the opportunity to discuss this further with Abas as part of a review of the council’s position on the matter. The Council is keen to support  Societies both in terms of the sustainable management of sites and the potential role that sites/societies could play in the local community around food growing, health and wider social benefits.

 At the same time there are potential regulatory issues that we all need to be aware of e.g. Planning and ‘prepared food’ sales.

 Members of the Tonge Fold Society who had been at the meeting with Mr Russell on 09/09/2015 said that this did not accord with their recollection of the position as he had stated it at that meeting. He had been much more positive and had essentially agreed that they could continue regular weekend sales.

 Abas has since contacted Mr Russell for clarification on this point. Essentially the position is as stated in his written email. The Council will however look at such issues on a case by case basis while the review referred to above is taking place.

 The meeting moved on to mandate the Committee to take part in the Council’s review of the sustainable management of sites and the potential role that sites/societies could play in the local community around food growing, health and wider social benefits. The meeting felt however that the review should concentrate on site management and maintenance issues.

We have received an email from Mr Russell. He reports that the Allotments section has been seriously understaffed due to the illness of a key staff member and that as a consequence of this some of the work that the section had wished to carry out prior to the sending out of plot-holders rent bills in October has not been completed. Consequently there will be errors in some of the bills that are sent out. He asks for plot-holders understanding on this. If an error occurs will the plot-holder concerned please either 'phone the number on the bill or email the Allotments section on Allotments@bolton.gov.uk

 

 

 

AUGUST 10^TH

Abas was honoured to have the Mayor of Bolton, Councillor Carole Swarbrick, as our guest at Astley Bridge Cricket Club on 10^th August to present the Trophies in the annual allotments competitions.

The Fairhurst Trophy for larger allotment plots went to R & J Dyson of Sapling Road Allotments Society. The photo below shows Mrs Dyson collecting the trophy

The Greenhalgh Trophy for the best smaller plot went to Mr and Mrs Marsh of the Nasmyth St. site in Horwich. The photo below shows Mr Marsh collecting the trophy.

The New Tenants Trophy for the best plot where the tenancy had been held for less than 12 months went to Mr and Mrs Buckley of Harpers Lane Allotments Society. The photo below shows Mr and Mrs Buckley collecting the trophy from Cllr Swarbrick.

The judging panel also gave a Highly Commended Award to Mr D Hargraves of Harpers Lane Allotments Society for his efforts in bringing back into cultivation an abandoned and flooded plot.

The photo below shows Mr Hargrave receiving his certificate.

And finally Abas’ own award for the best SITE, the Rosebowl, went to Florence Avenue. The photo shows their Secretary, Mr P Warren, accepting the trophy from the Mayor.

We’d like to thank everyone who took part in the competitions, our judging panel (Terry Farrell, Jeff Gibson, George Wilde and Richard Heyes) for making the rounds through June and July, Mrs Margaret Farrell for making the presentation cakes, the staff and Committee at Astley Bridge Cricket Club for hosting the event and most of all, the Mayor of Bolton, Cllr Carole Swarbrick for presenting the prizes.

Following the presentations and the Mayor’s departure, we had an open discussion session and Dave Waring of Tonge Fold Allotments reported to the meeting that his society had been told they could no longer sell surplus produce from a stall at the site gates.

This has since become something of a cause celebre in the town with regular coverage in the Bolton News.

Some members of the audience were adamant that plot-holders could sell surplus produce. The Secretary reported to the meeting that he had received an email from Malcom Russell which restated that the Council were content with societies selling a small amount of produce to raise funds for the society at Annual Open Days and similar one-off events, but that this did not extend to regular sales from a stall.

The Committee undertook to contact both the Regional Association (NWCAA) and the National Allotment Society’s Legal Officer (Liz Bunting) to get a clear, informed opinion as to the position with regard to the selling of surplus produce.

The Secretary spoke to Ms Bunting on Tuesday 18^th August and gained a clear picture of the NAS’ interpretation of the position. This was followed up by a written opinion. The secretary will present this to the meeting on 14/09/2015.

The issue again highlights the importance of addressing how work under OMAs and how work to improve site amenities is to be financed. This will be placed on the agenda for 14/09/2015.

Minutes of 13.07.2015

Minutes of the Abas Meeting 13.07.2015

 

Minutes of Last Meeting

 

The minutes of the meeting of 08.06.2015 having been posted on the Association’s blogsite at http://www.abas2014.blogspot.co.uk for a period of at least 2 weeks, the Secretary moved that the minutes be accepted.

There was an objection from Deeley Rd Allotments Site that an issue raised by them had not been minuted and thus they believed not raised with Malcolm Russell.

This concerns the overruling of a decision by the committee to deny permission to a plot-holder to have a pond on his / her plot. The Society pointed out that the previous Allotments Officer had clearly stated that ponds were not allowed on health and safety grounds. The plot-holder had appealed to the Allotments staff and been told that ponds were acceptable. The Society’s officers felt this undermined their role in terms of the OMA.

The Secretary apologised for the omission and stated that he would post this note on the blog and raise the matter with Mr Russell. 

 

Matters Arising

How will probationary tenants gain access to sites during their probation IF the Council continues its policy of not issuing keys until a signed Tenancy Agreement has been returned to them as probationary tenants won’t get an agreement until the end of their probation period? 

The Council response is that a common sense solution would be for site societies to issue keys and to charge the probationer a deposit which covers the cost. The Council will be prepared to provide societies with a few keys to kick-start the process. The OMA text is to be altered to say this.

If a society follows Council guidelines and splits suitable plots as and when they become vacant, who is responsible for measuring the resulting small plots so that the correct rent can be charged?

The Council response is that if the plots are halved then so is the rent. If measurements are needed then the Society should do them, although the Council is prepared to provide wooden pegs and measuring tapes if asked.

Question of existing tenants moving outside the Borough boundaries

The Council’s ruling is that a tenant may keep his/her plot if their new address is within 1 mile of the Borough boundary.

Question about waiving the insurance requirement for an OMA for small sites who take on limited responsibilities

No response as yet from the Council – ABAS will raise this again with Mr Russell

 

Feedback on new OMA reporting arrangements

The new system whereby we submit our monthly reports during the second full week of each month has had its first month of operation.

Members present were generally favourable about how things are working out so far in that replies to reports are being received, with responses on most matters.

Have any of the concerns expressed by members at the last meeting been addressed in the meantime?

There was little in the way of a detailed response from members as yet, we await further feedback.

 

Membership Issues

The Committee has suggested three groups / categories of sites within Bolton

Cat 1 – Current Sites with existing OMA arrangements – the following sites have OMAs – Dealey Rd, Florence Avenue, Harpers Lane, Moss Lea, Sapling Rd., Settle Street, Shepherd Cross St., Tonge Fold, Tonge Moor (9 sites / 462 plots) – all sites are members of abas.

The Council report that 3 further sites are in the OMA process – Lever Park (Horwich), Haslam Park, Rawlyn Rd. – with a further 99 plots

 

This would mean that 561 plots are covered by OMAs out of 959 plots in the Borough. All current and pending OMA sites are Abas members.

 

Cat 2 – sites who are abas members but who do not have an OMA

Clammerclough, Smedley Avenue, Cemetery Rd., Ainsdale Rd. – this category covers some 115 plots

 

Since all existing and pending OMA sites are abas members this means that abas representation covers 676 plots of which 501 are worked by paid-up members of Abas.

 

This leaves Cat 3 - some 283 plots unrepresented by abas – abas has proposed to the Council that they circulate a standard leaflet from abas to all tenants on sites not covered by abas membership. Malcolm Russell has offered a trial mail shot to a sub-set of sites.

 

Membership Renewal

Renewal of membership to cover 2016 is now open.

Membership costs 50p

Plot-holders may join as part of their society or as individuals

Membership renewal forms will be available for site secretaries and individuals at the end of today’s meeting 

 

Future Programme

 

The August (Monday August 10^th) will feature the presentation of the Fairhurst, Greenhalgh, New Tenant, and Rosebowl Trophies in the Bolton-wide Allotments Competition.

 

The prizes will be presented by the Mayor of Bolton (Cllr Carole Swarbrick). The meeting will start at 8.00 p.m. as usual

 

There will be cake!

 

The September Meeting will be a normal business meeting but we will have (we hope) two guest speakers.

Andrea Hallisey Secretary of the North-West Counties Allotments Association will speak about the wider allotments movement both regionally and nationally.

We are hoping (particularly after the recent break-ins) to have a representative of GM Police to speak about site security

 

The Onion and Leek Show takes place on Sunday September 27^th

The day’s programme is

·         Staging 10. 00 ‘til noon

·         Judging 12.00 ’til 2.00 p.m.

·         Doors Open 2.00 p.m.

·         Prize Giving 3.00 p.m.

·         Presentation of Awards 3.30 p.m.

·         Show closes 4.30 p.m.

 

Trophies to be presented

·         Abas Shield – Class 1 – 4 vegetables

·         Secretary’s Shield – Individual with Most Points in Show

·         Stan Pickles and NVS Silver Medal – Meritorious Vegetable – ‘Best in Show’

·         Bolton Allotments Council Challenge Trophy awarded to the Allotments Site with most points

 

There are 14 classes overall – details will be spelled out in the Show Schedule, available through Terry and Margaret Farrell (0785 394 9570)

 

October is a normal business meeting

 

November will be the AGM and Election of Officers

 

ANY OTHER BUSINESS

 

Members were informed that the Council (Corporate Property / Estates) will be undertaking site building inspections over the summer to clarify the condition and maintenance of “amenity” / “communal” buildings

 

There was a discussion about ASBESTOS on Council Allotments. While some argued that asbestos if properly treated and unbroken did not pose a hazard, others argued that asbestos is always a H&S issue.

The Committee agreed to seek the Council’s view on this matter.

 

(Subsequent events suggest that the Council will always regard the presence of asbestos on a recently vacated / to be re-let plot as an urgent H&S matter and that Societies should report any such ‘discoveries’ which will then be dealt with by the Council’s specialist contractors.)

 

The next meeting will be  – AUGUST 10^TH 2015 – 8.00 p.m. at ABCC

 

 

UPDATE

I have had a further e-mail from Malcolm Russell re Keys for new tenants - the Council is now willing to provide a few keys to each site so that these may be issued to new tenants

Dave J