Present: K Fry, A Magrath, N Simmonds, R Breach, T Gover, J Lovegrove, G Stainer, J Kippenberger, I Newton
Apologies: J Powell, L Powell, L Smith, S Abbott
Minutes of last meeting: Approved
Matters Arising: Shortly after the last meeting we were informed that our display at the Hampton Court Show had received a silver gilt medal.The Board both congratulated and thanked all of those who had been involved, in particular A Magrath and N Simmonds, for this tremendous achievement. An article for the Hants Federation Newsletter has been written by Ann.The total cost to the Club amounted to about £300 but this was largely due to the generosity of the two ladies mentioned who also said they would be keen to do it again next year, if invited by the RHS, but that more support from other members would be needed.
Correspondence: The renewal notice for Club insurance, covering liability and trophies, had been received from the RHS. Chairman and Treasurer to look up records concerning insurance for the new building.An invitation to have a stand at a Community Open Day on 28 September had been received from the Parish Council. Despite the fact that we have the Hampshire quiz that afternoon and a Club trip to Audley End it was decided to accept. The Chairman and A Magrath agreed to set up in the morning and J Kippenberger said she would look after things in the afternoon. An invitation from the Parish Council to nominate a ‘Volunteer of the Year’ had also been received. G Stainer was nominated and the secretary said that he would support the nomination in writing.
Finance Report: Latest bank balances available: Charity - £4086; Trading - £4568; Deposit - £5077. Annual Show profit was £80.
Board Membership: N Simmonds agreed to take on the role of Programme Organiser. The Chairman is still actively seeking a Treasurer. A fall back position here is for R Breach to continue maintaining the books and for another person to handle cash inputs to the bank and sort out floats for events.
Annual Show Debrief: Entries were down by 150 this year and there were 40 less entrants but as reported above the event was successful financially and thanks were due to S Abbott for his usual efficient organisation. New ideas were needed to encourage participation, for example, by explaining judging rules in the programme and by reducing the numbers required in some of the classes. It was also felt that there would be a need for new members to join the sub committee next year.
Annual General Meeting: A reminder will be published in the Newsletter and papers distributed in October.
Allotment Report: It had not been possible yet to obtain a quote for building more beds for disabled people. A quote of £190 for felling and treating the trees behind the building was accepted. After the meeting it was realised that permission from the Parish Council would be required and this would be sought.
Newsletter: J Kippenberger reported that the September edition would be a very full one and reminded contributors that they should provide her with copy by 26 August.
Membership Arrangements 2008/09: It was agreed that all members renewing would have to complete an application form and that last year’s design should be retained.
Health and Safety: No issues.
Trading Report: The Secretary was asked to order a new supply of potato sacks which he agreed to do. The Chairman was ordering a modest supply of bulbs to be sold by the shop in the Autumn.
Social Programme: For the Social evening in October it was agreed that K Fry will print tickets and J Kippenberger will produce posters. An additional trip to Highgrove is being arranged on Friday September 19.
Meetings Programme: In the Chairman’s absence C Carter will be asked to run the September meeting.
AOB:I Newton offered to make a new noticeboard for the allotments. R Breach said that he would report on known commitments at future meetings.
Next Meeting: Monday September 1 2008 at 7 30pm in The Meeting Room at Albany Road.
Present:
K Fry, A Magrath, N Simmonds, R Breach, T Gover, S Abbott, J Lovegrove, G Stainer, J Kippenberger, L Smith
Apologies:
J Powell, L Powell, I Newton
Minutes of last meeting:
Approved
Matters Arising:
None.
Correspondence:
None.
Finance Report:
Latest bank balances available: Charity - £1578; Trading - £4638; Deposit - £5077.Gift Aid claim has been submitted but not yet received.
Board Membership:
To fill the vacancy L Smith was proposed by J Lovegrove, seconded by R Breach and unanimously elected. R Breach has advised that he would like to resign as Treasurer after the AGM and there will be a need to appoint a new meetings organiser in due course. The Chairman has asked D Williamson if he will take responsibility for health and safety matters which he has agreed to do.
Carnival Debrief:
Sales from the stand this year were disappointing due to a lack of plants. After some discussion it was decided to abandon this approach in future and only use the event as an opportunity to publicise the Club.
Garden Party Arrangements:
Because of the very poor response to this event it was reluctantly decided to cancel. Mrs Busher had been informed.
Annual Show:
Final preparations are in hand and the Chairman is printing posters for display around the town. The main banner is in place.
Allotment Building:
There are still problems with the toilet which Paul Magrath has agreed to fix. The light is often left on and the Chairman will discuss possible solutions with the electrician. He will also organise fitting window trims, panelling the store and painting the outside.
Newsletter:
Next one will be issued in early September and should include items about the meetings and social programme plus the annual dinner. Copy to J Kippenberger by 26 August.
Health and Safety:
The Chairman had received some very useful documentation from West End Parish Council which would be passed on to D Williamson to form the basis of our proposals for the allotment site..
Hampton Court Update:
N Simmons and A Magrath plus husbands had spent the previous day assembling our display at Hampton Court. Photographs were shown and the Board expressed their congratulations and thanks for the gigantic effort which the group had expended. An article has appeared in the Hampshire Chronicle. Other competitors had expressed amazement that so much had been achieved without the help of polytunnels or an area where the display could have been trialled. Thanks were recorded to Elliotts for supplying materials. The future of our involvement at this show would be discussed at the next meeting.
Trading Report:
Trading has now tailed off. J Lovegrove and G Stainer continue to open on Saturdays for which the Board is very grateful. All perishable items have now gone and the Secretary reported that caution would prevail when ordering Autumn planting onions and shallots. The Chairman will download some factsheets from the Garden Organic website on pests and diseases.
Social Programme:
The trip to Suttons is still poorly supported but will go ahead using the ‘profit’ made on the Cardiff visit as a subsidy. There are 24 booked on the North Wales weekend so that can proceed. It was agreed to hold a Harvest BBQ at Albany Road on Sunday 5 October.
Meetings Programme:
There is a new speaker for the September meeting who will speak on pruning. There was some debate about charging for attendance at meetings after which it was agreed not to introduce this but to ask everybody to make a reasonable contribution for refreshments.
Allotment Report:
It was agreed to ask the builder for an estimate to supply 3 more raised beds on the spare land to the north of the building. Further discussion will take place concerning removing the trees to the west of the building and creating a secure area for storing plants prior to Red Lion Street. The charge for a load of manure this year will be £19 and orders must be received by J Lovegrove, with payment, by September 8. A letter will be sent shortly to all allotment holders notifying them of this and also requesting ideas for improving the facilities for which a suggestions book will be available in the shop.
AOB:
Press photographer at the Show – only before or after judging has taken place; Membership Forms – need to go out with newsletter; Tickets for dinner – Chairman to print 150; Security of allotments – in view of reported thefts elsewhere this subject will need to be kept under review.
Next Meeting: Monday August 4 2008 at 7 30pm in The Meeting Room at Albany Road.