Present: Fred Pinney (Chair), Jane Henderson (Treasurer), Rebecca Pitt-Aikens (Secretary), David Helliwell (Lettings), Penny Moore (Committee), David Custerson (Committee), Elizabeth Wilson, Jacqui O’Riley, Patricia O’Neil, Nick Wilson, Kate Latham, Eve-Marie Wenger, Jen Rogers, Mark Dunn, Annie Batten, Cath Unia, Christine Hill, Tim Treacher, Tony Cox, Tatiana Clifford, Richard Frith, Brioniy Doubleday, Karen Robinson, David Robinson, Sarah Jinks, Ron Sinclair, Joy Wilson, Georgina Howes, Marcel Kruip, Kathy Bramble, Boffin Cousins, Nic James-Moore, Richard Lingwood, Sam Cooper, Victoria Bass.
Apologies: Sue Colcough, Harm-Jan Fricke , Jo Sloley.
1. Minutes of the last meeting, 27th March 2025 – Agreed
2. Matters arising from the minutes – None
3. Report from the Chair (Fred Pinney) (+ Lease Update)
Fred gave a concise overview of the past year at the allotments. Highlighted was the unusual weather & associated implications for gardening on a flooding site. He emphasised the productivity that is possible despite the challenges which were displayed at the show held again at the Summer BBQ. We have held several useful workparties – sorting out the communal compost heaps, creating dead hedge style windrows with branches and offcuts of woody material and working on the paths, (see below). Bees have been introduced (see below) and have started well, and a hulgelkultur bed has been successfully created (see below), we look forward to the project continuing. The site WhatsApp group is going well, providing an easy means of communication and enjoying a certain amount of Dutch humour.
Thanks were given to Marcel for his continued solar water tank maintenance. The issue of the gate security was mentioned. A suggestion that we could investigate installing a number pad to get in, with just a handle to get out. This might avoid a vote today which could end in a stalemate.
Finally, Fred addressed the major issue of the Lease which, following negotiations ongoing since 2019, may finally be coming to a conclusion. Fred outlined the considerable paperwork that has to be worked through including a number of extensive leases and new rules. At meetings with the council, the ODFAA and allotment reps have raised various concerns and issues, notably boundaries, public liability and tree management; however, a template lease has been accepted. Our next step in the process will be to meet with an OCC surveyor to define boundaries and highlight particular issues relevant to our site. When signed the lease will be backdated to 2021, and run for 21 years.
Major liability issues with our present status mean we need to move away from our current structure to a legal entity which will give us unlimited public liability. The committee following advice, proposes a move to a Cooperative society (see below Incorporation).
4. Accounts for 2025-6 (Jane Henderson)
£5148.20 in the bank
Notable outlays were for strimmer servicing, solar pumps, padlocks, rubbish removal (see below)
5. Rents for 2026-7.
Rents will remain the same as last year.
6. The Committee
It was proposed that the committee should remain the same with the exception of Annie Batten who has chosen to stand down. We are very grateful to Annie who has contributed hugely to the work of the committee and given her time and energy to the allotment association so generously. The remaining team was elected unopposed:
- Fred Pinney (Chair)
- David Helliwell (Plot letting)
- Jane Henderson (Treasurer)
- Penny Moore
- Rebecca Pitt-Aikens (Secretary)
- David Custerson
Carried unanimously
7. Incorporation (David Custerson)
As touched on above, our current structure of unincorporated association with trustees leads to unacceptible risk for the trustees. Therefore an alternative incorporated structure providing unlimited liability to all its members is required. The committee is proposing a move to a Cooperative Society as recommended by the ODFAA which will need to be registered with the FCA. FCA registration requires the members to democratically accept the move to a Cooperative Society and the rules associated with membership. A vote by show of hands was held on moving to a Cooperative Society, namely Spragglesea and Deans Ham Limited Company. The vote on new rules was not held.
Insurance was raised, and it was clarified that additional insurance will be taken out to complement the insurance held by our landlord, OCC.
Vote to move to an Incorporated Cooperative Society (refer Q&A-Considerations)
Carried unanimously (see Addendum)
Please note, additional votes on the rules and lease may require an EGM later in the year.
8. Plots
All plots are currently let, 13 people remain on the list with a wait time of around 2 years. It was reiterated that anyone struggling with their plots or unlikely to fully cultivate them this season contact David H for a discussion around possible downsizing. Some plots have new allottees to take over in time to benefit from the spring arriving.
Any other business
Rubbish – OCC took away a large pile earlier in the year. Ideally allottees will not create any more rubbish, removing anything they generate. Another collection by ODA might be needed to continue to clear historical rubbish. The introduction of a deposit on new plots was suggested, this might cut down on future mess being left on plots.
Bees – Sarah gave a brief update. The colony has survived their first year, which is good news as many local hives have struggled this winter. Sarah is aiming to split the hive before they swarm, however, if anyone sees any signs of swarming please let Sarah know via the WhatApp group ideally.
Paths – The path workparty was productive, thanks to all who attended. The winter has seen a deterioration but issues with the cost of major repairs limit our options. 1 cubic metre of soil got spread very quickly, perhaps more would be better. We will try to repeat it this year.
Please can the molehill soil not be removed to your plots as this exacerbates the problem.
Access, locks and keys – plan to stick with combination for the time being as the organisation behind running the key system is both time consuming and expensive for the individual charged with running it. A key pad alternative will be investigated.
Wilgrow Order – an email has already been sent out. Please note if you wish to order then you must contact David by the middle of next week at the latest. Once you have collected your bags from the gate delivery area, please could you then pay David as promptly as possible.
Hulgelkultur – Meeting 11.00 Saturday and Sunday this weekend if you are interested
Website – Thanks were given to Mark Dunn who has taken on the role of managing the website. If you have items or ideas for the website please contact the committee who will forward things on to Mark.
Facebook – it was flagged to the room that there is an active Facebook page.
BBQ and Show – The Summer BBQ will be held again in June/July, date tbc. First Early potatoes are available on the table near the front gate for the traditional potato growing competition. Details of the other categories will be sent out in better time than last year!
Attendance register – A request was made to sign the circulating sheet
Scrap metal collection – If anyone has any scrap metal they want disposed of please put it on the table near the front gate, and the committee will arrange collection. Thanks to Briony who has given us this contact.
Upcoming Events
Work Party – Paths (date tbc)
Summer BBQ & Show – June/July (date tbc)
Addendum
Those present at vote to accept move to Cooperative Society (inc proxy votes)
Present: Fred Pinney (Chair), Jane Henderson (Treasurer), Rebecca Pitt-Aikens (Secretary), David Helliwell (Lettings), Penny Moore (Committee), David Custerson (Committee), Elizabeth Wilson, Jacqui O’Riley, Patricia O’Neill, Nick Wilson, Kate Latham, Eve-Marie Wenger, Jen Rogers, Mark Dunn, Annie Batten, Cath Unia, Christine Hill, Tim Treacher, Tony Cox, Tatiana Clifford, Richard Frith, Brioniy Doubleday, Karen Robinson, David Robinson, Sarah Jinks, Ron Sinclair, Joy Wilson, Georgina Howes, Marcel Kruip, Kathy Bramble, Boffin Cousins, Nic James-Moore, Richard Lingwood, Sam Cooper, Victoria Bass.
Proxy/postal votes: Sue Colcough, Harm-Jan Fricke, Jo Sloley.