Present: Fred Pinney (Chair), David Helliwell (Trustee/Lettings), Jane Henderson (Treasurer), Rebecca Pitt-Aikens (Secretary),
Apologies: David Custerson (Trustee), Penny Moore
Lease and Incorporation
These two issues have become a matter for immediate attention as the council is attempting to move on quickly now. A Town Hall meeting in October is to be scheduled to present their new lease, presumably for general approval. (A copy of which was sent to us.)
- Incorporation
Thanks to Fred, Penny and David H for taking a lead on this and attending the council hosted meeting 5.8.25 and following it up since.
The future structure of our allotment association must be decided before the lease signing.
David and David have stepped down as trustees for various reasons. We extend enormous thanks for their huge input and support in this role over the years and look forward to many more to come in their other capacities.
The association is currently therefore in a state of limbo, unrepresented by trustees. Trustees are potentially personally legally and financially vulnerable, and this structure is increasingly considered untenable due to the risk the trustees are exposed to.
Fred and David relayed that most allotment associations are opting (or have already opted) to become Cooperative Societies. This is understood to be the simplest model to administer and provides the most protection to individuals in the event of problems and/or litigation. In light of the above, and from information obtained at the August meeting and our contacts in other allotment associations (notably Paul Robin and Nick Jackson), incorporation to a Cooperative Society appears our only realistic option.
It was felt that an informative update on the committee’s advice/decision to incorporate should be sent out to all allottees and a time to receive feedback given.
A newsletter will be sent out in the next few days. (Fred & Rebecca)
Assuming no major setbacks, start paperwork to move to Cooperative Society. (Annie, Penny & Fred)
- Lease
Available information on the proposed new lease to be shared as pdf attachments with the newsletter prior to the October Town Hall meeting. (Rebecca)
Questions following from the recent FAQs answers regarding ‘obligations to fully indemnify the council’ to be raised with ODFAA. (Fred)
Clarification over the format of the new allottee contract is still to be provided by the council/ODFAA as it is highly cumbersome and legalistic, we await further information.
Plots and Lettings
- Two vacant plots to be allocated. (David)
Admin
- The allotment website rebuild ongoing, very useful/essential for use with potential new lease admin (allottees leases, information) (Annie & Mark Lund)
- Working party tasks: ‘Temple of Fortuna’ revamp (communal lean-to on boundary between the two fields), clearing a couple of plots prior to re-leasing. (TBC)
Post date of working party in newsletter (Rebecca)
Any other business
- Sue and Tony’s Pond
Management of pond to be offered to allottees via the next newsletter. (Rebecca)
Items for next meeting
- Lease
- Incorporation
Date/venue for next meeting
To be decided (WhatsApp poll)
Dates for the diary
Workparty: 10.00am – 12.00pm 28.9.25 or 5.10.25
AGM: March 2026 (date tbc)