WALTON ALLOTMENT ASSOCIATION

 HALESOWEN

Minutes of Trustees Meeting

16/02/2008

(Subject to approval at next meeting)

Present:   Mr. Chris Coxon

                 Mr. Chris Hulston

                 Mrs. Grace Jones

                 Mr. John Reynolds

1) The following officers were appointed:

     Chairperson:               Chris Hulston

     Deputy Chairperson: Grace Jones

     Secretary:                    John Reynolds

     Treasurer:                   Chris Coxon

2) Bank Account

    The Trustees have  decided to appoint Barclays as the  Associations banker and to open a Community account  

    with them.

    All withdrawals from the account will need two signatures, normally the Treasurer and Secretary, but in

     the absence of either, the Deputy Chairperson will be authorized to sign.

3)   Rents:-

      a) The Association will be collecting the rents and water  rates for the year 2007 to 2008 at the rate that Dudley

           Council would have charged. Plot Holders will receive  bills as soon as Dudley Council provide the Secretary

           with their names and addresses.

       b) The Trustees have decided that in future, rents will be payable in advance.  For the year 2008-2009 only, the

            rents will be due on June 1^st   with  the Association offering a 10% discount for payment by May 1^st.

           In subsequent years the rents will be due no later than  April 1^st.

      c) It is believed that Dudley Council charge £6.60 per 50 square metres of allotment plus a charge for water

           rates. The Trustees intend for the year 2008/2009 to charge  £4.50p per 50 square metres of allotment plus a 

          charge  for public liability insurance and membership of National Association of Allotment and Leisure

          Gardeners (NAALG) plus a charge for water rates.

 4)  The Trustees have decided to join the NAALG and take  advantage of the Public Liability insurance offered by

       Newscape         

5) Waiting List

     In future if a person is offered a plot at Walton and  declines to accept it, they will move to the bottom

     of the waiting list, instead of remaining at the top  as is the current practice.

6) Any other business

     The Association is to apply to Halesowen Area Committee for a grant to purchase a rotavator.

      It was decided that in future no existing plot holder will  be allowed to take on another plot, unless all the people

      on the waiting list have declined it.

      The Chairman and Secretary have undertaken to  measure and peg out all the plots.

       The Secretary was asked how he intended to deal with tenants who failed to cultivate their plots. JR answered

       by saying their were rules and procedures to deal with  this matter.

    The Secretary was asked how he viewed visitors and  particularly children on the site.  In reply JR said he

     believed the Association would welcome all visitors  including children to the Site, but believed they should always

     be  accompanied by the registered Plot Holder and behave as not to upset others. Plot Holders are responsible for

     the behaviour of their visitors.

    Finally there was a debate about who had access to and from the site via the gate .  JR believed that the use of the

    entrance gate was for plot holders and visitors when accompanied by plot holders. However he will seek advice

    and report back at the first committee meeting

First Committee Meeting

March 14^th  2008 at 1500hrs at the home of

Mrs. Grace Jones

73 Windsor Road

Halesowen

Access from Windsor Road only (not across the allotment)

If you need to contact the Secretary , e-mail  WALTONALLOTMENTS@BLUEYONDER.CO.UK

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