Category: Annual General Meetings

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.

Present:  Fred Pinney (Chair), Rebecca Pitt- Aikens (Secretary), Jane Henderson (Treasurer), Penny Moore, Karen Robinson, Annie Batten, David Helliwell (Trustee),  Sarah Jinks, Marcel Kroip, Georgina Howes,  Kumiko Helliwell, Boffin Cousins, Lizi Freeman, Anna Michell, Briony Doubleday, Kate Latham, Joy Wilson, Richard Frith,  Catherine Unia, Victoria Bass, Tim Treacher, Kathy Bramble, Tony Cox, Sue Colclough, Clare Currie, Harm-Jan Fricke, Tatiana Clifford, Nick Wilson, Lizzie Wilson.

Apologies: David Custerson (trustee), Nic James-Moore, Jo Sloley, 

6. Beekeeping on the site – Sarah Jinks kindly attended the meeting and discussed the implications of hosting bees on the Spragglesea site. One hive is proposed for the first summer, with no honey being taken until they are established. Following a walkabout with David H, Penny M and Sarah, identified a flood free quiet location in the top corner of Spragglesea.  This has been okayed by the allottees nearby and the bees should arrive once the area has been cleared. Updates will be sent out prior to the bees arrival. Bees have been successfully kept on the allotments previously and Sarah discussed possible concerns in great detail. Clearly the hives should not be disturbed, and we urge parents and dog owners to be particularly aware. The hives will be sited in such a way to ensure the bees leave their entrance and fly upwards, as gaining height will limit the contact they have with gardeners nearby. Antihistamines will be kept on site but we urge anyone with any allergy issues to take normal precautions. Sarah is relatively new to beekeeping having completed her training during Covid, however she is pleased to have the support of her mentor who happens to be the Secretary of the Oxford Beekeeping Association. Sarah will be on the WhatsApp group if anyone spots anything they feel she should know about and of course you can contact the committee.
7. Plots and Rents – Rents are proposed to remain unchanged. All the plots are currently let, and the waiting list has reduced from 21 to 14.
8. Compost/Brash/Shredding – the need for a sort out in the processing area near the gate was discussed. It was decided that this should be a priority and will be started on at the next working party. The compost bins are to be consolidated and two bays to be rebuilt/mended for general use. The existing brash pile will be relocated to an area to be outlined within the processing area and used for material that cannot be shredded i.e. raspberry canes, hazel and all dead and dry wood. The existing ‘shredding pile’ will be moved to another spot and left as a source of material for decomposers/detritivores. Due to insurance, only the committee members who have been trained can use the shredder but days will be planned when it will be operated. Contact has been made with Oxford Garden Centre and allottees can get a 10% discount for some purchases (see WhatsApp group). They have also agreed to our having certain pallets which will be useful in the processing area refurb. The council have been approached to see if we can restart their use of the processing area corner as leaf and lawn clipping dump as it makes a great mulch with time.
9. Keys & Access for Vehicles – keys are available from members of the Committee to the locks in the park enabling the site to be accessible to vehicles. Please contact the committee in good time if you need to borrow the keys and note we are not allowed to bring vehicles though the park at all on Saturday, Sundays or Bank Holidays. 
10. Any Other Business – 

The problem with the condition of the path, particularly in areas of Dean’s Ham were raised and the committee understands this is of great concern to many. A walkabout of the site will be planned asap and we would welcome those most affected to come along please. Meanwhile FP is going to get quotes from contractors so we can have an informed debate this Spring. As a starting point, the second working party of the year will focus on path improvements.

Issues with Muntjac on the site were raised. Apart from trying to identify where they are getting in, we failed to come up with any solutions. An electric fence along the stream was suggested.

We are looking for assistance with our website management and digital input generally. If anyone has a few spare moments and feels confident in this area or wishes to learn new skills, please get in touch.

Upcoming Events

Working Party :   Sunday 6th April     10.30 – 12.30   Composting:  processing area sort out

Hulgerkulture Meeting : Date to be confirmed 

Path Walkabout & Working Party : Date to be confirmed 

Present: Kathy Bramble (chair), Tony Cox (vice-chair), Jane Henderson (secretary), Marcel Kroip, Georgina Howes, Nic James-Moore, Boffin Cousins, Lizi Freeman, Penny Moore, David Custerson, Anna Michell, Briony Doubleday, Victoria Kinghorn, Sam Cooper, Kate Latham, Annie Batten, Rebecca Pitt-Aikens, Joy Wilson, Richard Frith, Tatiana Clifford, Catherine Unia, Jean Kirkley, Richard Lingwood, David Helliwell, Victoria Bass, Tim Treacher.

Apologies: Karen Robinson (treasurer), Philippa Sandford, Fred Pinney, Sue Colclough, Clare Currie.

1. Minutes of 2023 AGM agreed. No matters arising.
2. Chair’s report – KB reported on various activities over previous year including work parties, BBQ and produce show (thanks expressed to Rebecca PA), the purchase of a new BBQ and gazebo, the refurb of the compost area (thanks to Jane H and Michael W). The Council undertook some tree work, the water supply has been extended (thanks to Marcel). Thanks also expressed to David H for his work on plot-letting, management of strimmers, and organising Wilgrow purchase. Plot inspections happened in May and September but path improvements didn’t happen. The flood alleviation scheme is still being planned, there has been no progress negotiating the new lease with the Council. Thanks expressed to all those who have contributed through the year.
3. Treasurer’s report – TC presented the accounts in the absence of KR. There is a healthy balance but expenditure on paths is anticipated.
4. Election of committee members – The following were elected unopposed: 

Chair – Fred Pinney

Secretary – Rebecca Pitt-Aikens

Treasurer – Jane Henderson

David Custerson (Trustee/Lessee designate)

David Helliwell (Trustee/Lessee designate, Plot-letting)

Other members: Annie Batten, Penny Moore, Karen Robinson

5. Rents to remain unchanged.
6. AoB – It was suggested that people on the waiting list could be invited to work parties; there was discussion of ways to alleviate flooding; there was discussion about the new lock on the park gates.