HGA MANAGEMENT COMMITTEE MEETING
Minutes Of The Meeting: 16th Dec. 2013
In Attendance: Alan Bradley, Chris Taylor, Alan Buckmaster & Stuart McGill.
1- WELCOME:
The meeting was called to order at 11.15am. Stuart welcomed the committee.
2- APOLOGIES:
Stuart relayed apologies from Fred and Paul.
3- TREASURER’S UPDATE:
Alan said that due to moving house, he was unable to give a full report, but explained that all monies were safely banked and the books were accurate and up to date.
All those present were satisfied and are happy for Alan to provide a written report for the next meeting in January.
4- SECRETARY’S REPORT:
Chris prepared a written report for the committee to view and a copy has been enclosed with these minutes.
A request to attend our meeting was received from Andrea Hallissey (Secretary W.C.A.F.), regarding an anonymous letter that CWAC received.
Following a telephone conversation with Chris, and later a further call to Paul, Andrea got back in touch with CWAC, who said that they weren’t prepared to release the letter.
Therefore Andrea felt she didn’t need to attend but, forwarded a statement that Chris circulated to the committee.
A copy will be posted on the notice board and website (http://www.hgachester.weebly.com)
5- COMMITTEE MEMBER OFFICIAL CONFIRMATION:
2 positions were still vacant on the committee. One of these was to be filled by Tyler Hughes (this was to be officially confirmed at this meeting) but, he has since made us aware he no longer wishes to stand so, no vote was taken.
Lee Challoner has asked to be considered for a position on the committee. Those present has no objections so, we will be happy if he joins us.
It was decided to re-advertise the remaining position.
6- PLANNING CONSENTS:
No new requests received.
7- ASSOCIATION GREENHOUSE:
We discussed where the greenhouse may be sited.
It was felt a decision should be made once a site for the clubhouse was agreed.
8- CLUBHOUSE/HQ:
The committee agreed that Alan and Chris will take those interested to see some other allotment sites, with clubhouses.
We all agreed to try and get some sales brochures and possibly get some reps, from cabin and container firms, to visit our site to assess what may be available to us.
Chris asked the committee to give serious thought to the site for the building so that the planning and funding can begin.
9- FUNERAL HOMELAND UPDATE:
As detailed in the secretary’s report communication between us and J.C. Clarke has been very positive.
Chris is now able to confirm receipt of an agreement to use the land.
It was decided that we will accept the offer and instructed Chris to sign and return the appropriate copy to them.
10- FLY TIPPING:
On Sat. 30th November 2013 Chris had an anonymous phone call stating someone had been seen dumping bags of rubbish in the woods.
As we can’t be sure who it was but, assume it was from our site.
We have arranged for it’s removal and will ask the council to provide some official fly
tipping notices.
It was agreed that we will assist the council in combating the problem.
11- FUNDING:
Chris has forms for funding from the Awards For All (Big Lottery Fund). He has filed them until we are ready to complete them.
12- ANY OTHER BUSINESS:
a) DOGS- It was mentioned reports about dogs running free were becoming more frequent.
Stuart mentioned that conversations had been held with dog owners.
We have decided to review the situation at the next meeting, if necessary.
b) RESIGNATION- Regretfully a letter of resignation was received from Paul Jones.
The committee wish to thank him for his past support.
c) BALLOT BOX- It was decided to remove the ballot box, as the Christmas holidays are upon us and that it would be quiet at this time of year.
It will be safer for the box to be locked away, sealed and intact.
The box will be opened and counted at the next meeting.
13- DATE FOR NEXT MEETING:
The next meeting is Wed 15thJanuary 2014 at 11am.
14- CLOSE:
Stuart thanked all those in attendance and brought the meeting to close at 12.30pm
1- WELCOME:
The meeting was called to order at 11.15am. Stuart welcomed the committee.
2- APOLOGIES:
Stuart relayed apologies from Fred and Paul.
3- TREASURER’S UPDATE:
Alan said that due to moving house, he was unable to give a full report, but explained that all monies were safely banked and the books were accurate and up to date.
All those present were satisfied and are happy for Alan to provide a written report for the next meeting in January.
4- SECRETARY’S REPORT:
Chris prepared a written report for the committee to view and a copy has been enclosed with these minutes.
A request to attend our meeting was received from Andrea Hallissey (Secretary W.C.A.F.), regarding an anonymous letter that CWAC received.
Following a telephone conversation with Chris, and later a further call to Paul, Andrea got back in touch with CWAC, who said that they weren’t prepared to release the letter.
Therefore Andrea felt she didn’t need to attend but, forwarded a statement that Chris circulated to the committee.
A copy will be posted on the notice board and website (http://www.hgachester.weebly.com)
5- COMMITTEE MEMBER OFFICIAL CONFIRMATION:
2 positions were still vacant on the committee. One of these was to be filled by Tyler Hughes (this was to be officially confirmed at this meeting) but, he has since made us aware he no longer wishes to stand so, no vote was taken.
Lee Challoner has asked to be considered for a position on the committee. Those present has no objections so, we will be happy if he joins us.
It was decided to re-advertise the remaining position.
6- PLANNING CONSENTS:
No new requests received.
7- ASSOCIATION GREENHOUSE:
We discussed where the greenhouse may be sited.
It was felt a decision should be made once a site for the clubhouse was agreed.
8- CLUBHOUSE/HQ:
The committee agreed that Alan and Chris will take those interested to see some other allotment sites, with clubhouses.
We all agreed to try and get some sales brochures and possibly get some reps, from cabin and container firms, to visit our site to assess what may be available to us.
Chris asked the committee to give serious thought to the site for the building so that the planning and funding can begin.
9- FUNERAL HOMELAND UPDATE:
As detailed in the secretary’s report communication between us and J.C. Clarke has been very positive.
Chris is now able to confirm receipt of an agreement to use the land.
It was decided that we will accept the offer and instructed Chris to sign and return the appropriate copy to them.
10- FLY TIPPING:
On Sat. 30th November 2013 Chris had an anonymous phone call stating someone had been seen dumping bags of rubbish in the woods.
As we can’t be sure who it was but, assume it was from our site.
We have arranged for it’s removal and will ask the council to provide some official fly
tipping notices.
It was agreed that we will assist the council in combating the problem.
11- FUNDING:
Chris has forms for funding from the Awards For All (Big Lottery Fund). He has filed them until we are ready to complete them.
12- ANY OTHER BUSINESS:
a) DOGS- It was mentioned reports about dogs running free were becoming more frequent.
Stuart mentioned that conversations had been held with dog owners.
We have decided to review the situation at the next meeting, if necessary.
b) RESIGNATION- Regretfully a letter of resignation was received from Paul Jones.
The committee wish to thank him for his past support.
c) BALLOT BOX- It was decided to remove the ballot box, as the Christmas holidays are upon us and that it would be quiet at this time of year.
It will be safer for the box to be locked away, sealed and intact.
The box will be opened and counted at the next meeting.
13- DATE FOR NEXT MEETING:
The next meeting is Wed 15thJanuary 2014 at 11am.
14- CLOSE:
Stuart thanked all those in attendance and brought the meeting to close at 12.30pm