MINUTES OF COLE PARK ALLOTMENT HOLDERS MEETING

HELD 3RD SEPTEMBER 2006

Those present

Ellie Morgan 45 & 88
Judy Macicjavska (Temp Chair) 127 & 128
Julia & Crispin 26
Jim Hyde 67, 68 & 70
R Robinson 5
D Thorne 6
Olwen Griffith 27
Harriet Gardiner 53
Karen Phillips 48
Laura Couling & Zena Carter 105
M Gardener 25 or 26
Amanda & Martin Day 81b
Robin Stevens & Lynette Clapp 78 (?)
Jules & An 98
Eric & Sonia Sutton 31
Allan Lawrence 33
Tom Locke & Elizabeth Murphy 34 & 25 (pending)
R Harfield 10
Robert 30 & 89
Giddeon 87 & 86

Apologies
Pat


1. Reg explained that CIP had not yet sent the information they had promised.
2. Reg went to see Snakey Lane Allotment Society. A representative from the society was expected to attend the meeting, but they did not come. Reg explained that they had received £13,000 in grants from Glaxo and B.A.
3. Issues were discussed about the pros and cons of forming an Allotment Society that would ultimately manage the site

Gideon – expressed that we are already at stage 3 in the self management process, in as much as we are already looking after the site. Everybody agreed that CIP have done nothing to manage the site for a long time.
Karen – Suggested we affiliate with Isleworth Horticultural Society who run the trading hut at the Northcote Road entrance. We would then be able to use the hut.
Olwyn – expressed need for financial autonomy. She explained that there were a wide range of models from what we were doing at the moment to ultimately owning the whole site. We would need to look into what our income and expenditure would be. Snakey Lane Allotment Society are still paying their rent to CIP who pay the water, insurances etc. She expressed concern that any committee should not be too prescriptive. She agreed that we are already managing the site unofficially.
Avril – Was in favour of ultimately becoming a self managing site, but didn’t have the time. It was felt that this was true for many people.
Jim – wanted to ensure that costs would be kept down for people on pensions.
Martyn – Expressed concern that we remain a relaxed, unperscriptive site with out too many rules and regulations. Everybody agreed with this.
Karen – Suggested we install a suggestion box, so that those unable to attend meetings could still express their views. It was suggested that it be placed at 88/89 shed.
Judy – Suggested that a working group get together to draft a constitution for an association that will move self management forward.
Gideon – Said that an association would need to raise money.
Reg – Explained that we would need a chair, secretary and treasurer.
Jim – suggested that we would need a vice chair. He suggested that John Holden from Chiswick allotments would be able to help write up a constitution.
Karen and Martyn – felt that there should be a time limit on how long committee members should remain in post.
Reg and Jim - said they would visit Snakey Lane Allotment Society and get a copy of their constitution.

4. Members of the working party were proposed. These were; Olwyn, Gideoon, Reg, Jim, Ellie, Judy, Allan, Karen. Anyone else is welcome to come to the working party.
5. The possibility of sending a letter when the bills go out to all allotment holders was suggested. It might be too late for this.
6. A vote was held to see if anybody was against the proposal of forming the Cole Park Allotment Society. There were no votes against.
7. Date of the next meeting – one month from today, possibly in the church hall in Northcote Road.

ITEMS FOR ACTION

Judy to phone Praba at CIP to see if they would be able to put something in with the bills.

Reg, Jim & Gideon to visit Snakey Lane Allotment Society and get a copy of their constitution.

A working party will meet on 10th September at 10.30 at plot 89 to put together a constitution.

Plan next general meeting. Please pass on items for the agenda to either Reg, Judy or leave a note at plot 89.


We now have a website thanks to Pat. Visit www.coleparkallotments.org.uk

Hi Elli
Thats fantastic
They are now on the website.

Pat

Cole Park Allotment Association:
Rules and Constitution

NAME
1.1 The name of the Association will be decided at a meeting or meeting to be held in the future at various locations.


OBJECTIVES
2.1 The provision of an association to aid all plotholders decide on things in general.
2.2 To provide facilities and advance the way.


POWERS
3.1 To make provision on the above allotment site where practical for allotment holders to empower themselves to aid the smooth running of the said site.
3.2 Promote the general running of the allotments to all plotholders.
3.3 Encourage co-operation with national and local government in all matters appertaining to environmental planning and development and representations on appropriate committees, which are concerned with the provision of allotments.
3.4 Negotiate with the local authority and private landlords for the use of land and provision of amenities.
3.5 Encourage the cultivation, layout and landscaping.
3.6 Represent or assist members at Public Inquiries for the purpose of protecting and advancing their interest in the objects of the Association.
3.7 Co-operate with, or affiliate to, other national or international organisations having similar objectives.
3.8 Undertake any other legal/lawful activity calculated to further the objectives of the Association.
3.11 To assist, where possible, other allotment sites in upgrading their sites, particularly areas unused and overgrown which are unsuitable for allotment use, having been spoiled due to industrial or other activities, but can practically be put back into use by encouraging the good management of any wooded areas, wildlife areas, ponds and wetland areas, green waste management/recycling, e.g. composting and leaf mould production.


RULES
The "ASSOCIATION" in conjunction with the conditions applicable to Allotment Gardens set by the LONDON BOROUGH OF HOUNSLOW CIP provide hereafter the "RULES OF TENANCY" in accordance with the decisions agreed upon by members of the Cole Park Allotment Association at the General Meeting held on ………… 2007.


RULE 1 - THE ALLOTMENT ASSOCIATION ADMINISTRATION
For the purpose of administering the Rules and the running of the Association, the following OFFICERS and COMMITTEE shall be elected annually and be empowered to effect such decisions as may be required to maintain and uphold the conditions of the Tenancy Agreement held with the LONDON BOROUGH OF HOUNSLOW CIP and such Rules democratically prescribed by the membership.


· CHAIRMAN - To be elected annually at the Annual General Meeting. Nominations to be received by the Secretary prior to meeting and decided by ballot conducted at the AGM.
· SECRETARY - As for Chairman.
· TREASURER - As for Chairman.
· PRESIDENT - As for Chairman. (usually the incumbent CIP Representative.)
· In the event of a casual vacancy arising, the remaining Officers in consultation with the Management Committee shall be authorised to elect a successor for the unexpired period of office.
· AUDITORS - Two members shall be appointed to Audit the Accounts of the Association and report accordingly to the AGM.
· MANAGEMENT COMMITTEE - Two members shall be elected annually by AGM nominations to the Secretary prior to the AGM and put to ballot at the AGM.


DUTIES
CHAIRMAN
· To call and chair ALL MEETINGS - whose (The Chairman's) ruling on all matters must be accepted and obeyed by all concerned.
· Holds the Casting Vote.
· To ensure that the Association's Rules and Objectives are followed.
· To keep in mind the interests of the members and be prepared to initiate changes in policy to meet changing circumstances.
· In expecting 100% all-round support he should himself lead by example.
· Get things done by consent and with the help of members.


SECRETARY
· Carry out the decisions of the Committee. Be responsible ONLY to the Committee. Act always in accordance with the decisions taken or where an emergency arises, between Committee meetings, then with the Chairman's agreement.
· Deal with all correspondence and other matters promptly.
· Keep an up to date list of the names and addresses of all members.
· Keep a register in strict rotation of all applicants for plots.
· Keep a register, separate from above, of Associate Members.
· Prepare Agenda in consultation with the Chairman.
· Maintain an up to date Minute Book and Attendance Record.
· Be the expert in the affairs of the Association.
· Keep the Chairman and Committee informed and up to date on all matters.


TREASURER
· Take charge of all monies paid to the Association.
· Pay all bills by cheques.
· Open a Bank Account in the Association's name. 2 officers of the Association to sign from Chair / Sec / Tres
· Ensure that the Secretary has sufficient Petty Cash for stamps, stationery, etc.
· All cash collections to be suitably recorded by the giving and taking of receipts.
· All transactions must be recorded and traceable to the person responsible.
· Keep proper accounts.
· Produce a Statement of Income and Expenditure for Auditors to approve for AGM.


PRESIDENT
· Liase with CIP and Cole Park Allotment Association. Attend AGM and all other meetings where possible.


RULE 2 - MEMBERSHIP OF THE ASSOCIATION
(a) All paid up Tenants of plots shall be known as FULL MEMBERS of the Cole Park Association and become eligible for appointment to any office within the Association and entitled to vote at all General Meetings called by the Chairman.
Service of Notice
Non FULL MEMBERS ie shared plotholders can be Associate Members paying Membership Fees or such fees as agreed at AGM.


(b) General Meeting
The Annual General Meeting of Full Members shall be held in the month of ………. in each year on a date to be fixed by the Committee, of which at least THIRTY DAYS NOTICE, with an Agenda of the business to be conducted at such meetings, shall be posted to each fully paid up FULL MEMBER.
The business of such meeting shall be to receive a report by the Committee for the previous financial year, to receive a Statement of Accounts from the Treasurer and the Report of the Auditors for the previous twelve months, and any other business as may be submitted by the Committee.
To appoint for the ensuing twelve months and in the following order:
(1) CHAIRMAN; (2) SECRETARY; (3) TREASURER; (4) PRESIDENT; (5) TWO COMMITTEE MEMBERS; (6) TWO INDEPENDENT AUDITORS.
Nominations to be submitted to the Secretary FIVE DAYS prior to the meeting. All nominees' permission to be sought by the proposer before submission. Volunteers either before or during the meeting will be especially welcome. All proposed appointments will be submitted to the General Meeting and decided by ballot.
Any Other Business
Should any FULL MEMBER wish to raise any other subject, written NOTICE of his or her intention to do so together with the subject matter to be submitted to the Secretary at least FIVE DAYS as far as possible before the date of such a meeting and it shall be added to the Agenda by the Secretary.


(c) Special and General Meetings
Special and General Meetings shall be called by the Chairman
(1) In consultation with the Committee supported by an Agenda;
(2) On a requisition signed by ONE SIXTH of the FULL MEMBERS supported by the reasons in writing for which it is called and submitted to the Secretary FIFTEEN DAYS prior to the date of holding such a meeting.
NO OTHER BUSINESS other than that named in the requisition shall be brought before a Special General Meeting.


RULE 3 - TENANCY
Rent - The Tenant shall pay the Rent for the allotment, which he has agreed to Hire as a Yearly Tenant, YEARLY in accordance with the Conditions prescribed by LONDON BOROUGH OF HOUNSLOW CIP.
The Tenant shall not without the written consent of the LONDON BOROUGH OF HOUNSLOW CIP under let, assign or part with any land or part thereof.
Tenancy may be terminated if the Tenant is not duly observing the Rules affecting the Allotment or any other term or condition of his tenancy.

RULE 4 - CULTIVATION
The Tenant shall use the said land for allotment purposes.
The Tenant shall keep the said land looked after, and shall otherwise maintain it in a proper state to be decided.
No undesirable refuse shall be brought onto the Allotment site.
The Tenant shall cultivate the land and use it for any purpose such as agriculture, horticulture, and the growth of fruit, vegetables or the like.
The Tenant shall not take, sell or carry away or permit to be taken away gravel, mineral, sand, clay, turf or soil from the said land.
The Tenant shall burn, bury or otherwise dispose of his own vegetable refuse on the said land and shall not cause or permit any nuisance or annoyance to the occupier of any other piece of land or premises or obstruct any path or road set out by the Council for the use of the occupiers of the adjoining land.
The Tenant shall at all times park his transport with due consideration for other car owners and the full and wise use of the space available.

RULE 5 - BUILDINGS, FENCING, PATHWAYS, ETC

The Tenant shall not cause or permit any nuisance or annoyance by obstructing any path or road set out by the LONDON BOROUGH OF HOUNSLOW CIP for the use of the occupiers of the adjoining land.
Access to the Allotment site shall be by the recognised entrance(s) only. Each Tenant shall be required to purchase ONE key only - further requirements can be purchased by the Tenant - to the lock on the gate(s).
THE GATES ARE TO BE CLOSED AND LOCKED ON TENANTS LEAVING AND ENTERING THE SITE.


RULE 7 - ASSOCIATED MEMBERSHIP
On application to the Management Committee, persons other than Plot Holders (FULL MEMBERS) can be voted into Special Membership, to be known as ASSOCIATED MEMBERS, of the Association on payment of the Membership Fees prevailing at the time of acceptance and Yearly thereafter.
Such ASSOCIATED MEMBER will have voting rights at any General Meeting or the AGM.


EQUAL OPPORTUNITIES POLICY
Cole Park Allotment Association recognises that everyone has a contribution to make to our society, and a right to equal treatment. We aim to ensure that no-one will be discriminated against by us on the grounds of: age, class, employment status, physical or mental disability or mental health, political belief, race, religion, sex, marital status or caring responsibilities, sexuality, unrelated criminal convictions.


DISSOLUTION OR TERMINATION
If the General Committee, by a simple majority, decides at any time that on the ground of expense or otherwise it is necessary or advisable to dissolve the Association it shall call a meeting of all members of the Association who have the power to vote, of which meeting not less than 21 days notice stating the terms of the resolution to be proposed thereat shall be posted to all local Association Secretaries and any national body to which the Association is affiliated. If such resolution shall be confirmed by a simple majority of those present and voting at such meeting of the General Committee shall have power to dispose of any assets held by or in the name of the Association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be applied towards a registered charitable organisation of the Management Committee's choice or in the case of funds that originated from the National Lottery, these shall be returned to the funding body.


ENVIRONMENTAL POLICY
Cole Park Allotment Association has an important role to play in promoting sustainable lifestyles. Access to healthy food produced locally using environmentally sensitive methods has implications for both the health of individuals and communities and the environment. Allotments also provide valuable pockets of greenspace for individuals and wildlife in urban areas.


In doing the above Cole Park Allotment Association is supporting a range of national and local initiatives aimed at improving the quality of life and the environment.
Cole Park Allotment Association is committed to reducing the impact of its operations on the environment and promoting sustainable allotment practice by:
· Encouraging members to undertake a programme of self-help projects aimed at upgrading of their sites and, where practicable, bring vacant and overgrown areas back into sustainable use.
· To encourage good management of any wooded areas, support the creation of wildlife havens, ponds, wetland and bog areas and provide a focal point for the local community interested in their local environment. Encourage biodiversity/'wildlife-friendly' practices on allotment plots through the provision of information and support to plotholders.
· Green waste management, recycling, e.g. composting and leafmould production. Reducing the amount of waste generated by day-to-day running of plots, and encouraging and exploring new ways to reduce waste and encourage re-use and recycling on allotments.
· Promoting the efficient use of water on allotments by storing water in tanks or water butts, and non-wasteful use of tap water.
· To make provision on all allotment sites where practical for disabled and older gardeners to be able to pursue their recreational therapy.
Cole Park Allotment Association intends to continue promoting awareness of environmental issues to plotholding members.


Adoption of the updated Constitution
This Constitution was adopted at an Annual General Meeting held on …………. 2008 and amended at a Special General Meeting held on ……………2009
Signed: ___________________________
Chairman (Name: …………..….)

Signed: ___________________________
Secretary (Name: ………………)
For Cole Park Allotment Association. www.coleparkallotments.org.uk