MINUTES OF COLE PARK ALLOTMENT HOLDERS MEETING HELD 28TH 0CTOBER 2006 Those present Judy Macicjavska (Temp Chair) 127 & 128 Laura Couling 105 Julia Hilger-Ellis 26 Patrick Cane 104 Janet Clarke 46 Amanda & Martin Day 81b Karen Griffiths 48 Lynette Clapp Robin Stevens 78 Sandra Mitchell 11 W A Miklewski 36 Steve Michile Wynn 51 Peter Blake 119 Donovan 28/29 Allan Lawrence 33 Alan Oliver 99 R Bunce 54, 55 Olwen Griffith 27 Ellie Morgan 45 & 88 Harriet Gardiner 53 Reg 10 Laurence & Karen 90 Jim Crawford 37, 39 Irene Mundy 112 Sally Logan 50 Apologies Robert Plotholders on 76, 107, 103, 7 & 108/9/10 Gideon 1. Andrew expressed concern that no member of CIP was present. They had been informed of the date of the meeting. Minutes of the last meeting had not been put on the noticeboards. 2. Judy explained that the final version of the constitution had not been completed until that morning, hence she was unable to circulate this prior to the meeting. This was due to CIP not sending their version of the draft constitution until Friday 27th. 3. Time was spent defining why we should form an association. That as CIP seem not to be managing the site, and that we are effectively managing the site ourselves we should make this situation more formal. Once a fully constituted association was formed we would be able to apply for grant money, have more leverage with CIP and improve the site. 4. Reg informed the meeting that Chiswick and Snakey Lane had already become self managing. 5. The proposal to form an Allotment Association was put to the vote. Those in favour 17 (of those present eligible to vote at the meeting), 25 by post Those against 0 (of those present eligible to vote at the meeting), 3 by post 1 spoilt ballot paper and no abstentions 6. Lawrence re-iterated that we need to agree that this was a group. 7. Steve expressed concerns that the association would not be a “policing” organisation, enforcing the tenancy agreement to the letter. The meeting felt that the status quo should be maintained. 8. Martyn was concerned that only a minority of the plotholders had actually voted. Would this be enough to actually carry the vote. Judy explained that every plotholder had been given the opportunity to vote if they wanted to. Even if plotholders had not voted they would still be entitled to representation. 9. Lawrence talked through the constitution. The constitution on the website was an old version, and not what was passed around at the meeting. It was agreed that Martyns opening sentence was a good idea as it stated the ideals of the group. 10. 11. (Constitution para 5) Steve expressed concerns that the constitution could be interpreted as a license for the association committee to police the plots. Lawrence explained that the association would have no legal right to enforce the rules of the tenancy agreement and that the term “encouragement” was used especially in the draft constitution. Olwen said that our tenancy agreement is still with CIP. The association would be looking for funding and management of the site. Karen said that she would like to see people with disabilities, caring responsibilities etc expressly referred to in the document. The meeting reached consensus that para 5.4.3. should be removed, which removes any responsibility of enforcing the tenancy agreement from the association. Individuals remain able to contact CIP about specific tenancy issues. 12. (Constitution para 6) It was agreed to add “including applying for grants where appropriate”. Martyn queried whether or not the association should have policing power. Peter reminded the meeting that policing and rent is the responsibility of CIP. 13. (Constitution para 7) Janet expressed concern that there was no subscription, and asked what the expenses so far had been. She didn’t want anyone to be out of pocket. So far there had been very little expenditure. 14. (Constitution para 8 ) Karen suggested that members of the committee should be elected each year, with no member of the committee holding post for more than two consecutive years. The meeting agreed to this. 15. (Constitution para 9) Martyn suggested that para 9.5.5. was removed. The meeting agreed. 16. (Constitution para 10) Concern was expressed that a motion could be carried by as few as 7 members, if a quorum was 8 members at a meeting and 80% of them was needed to carry a motion. Any Special Meeting would need to be advertised with the agenda clearly stated with the notification. Martyn stated that fewer people would be able to attend at specific times of the year. Karen suggested that a box be put at the gate for copiers of the minutes. Alan O said that any constitutional issues should be raised at the AGM. Lawrence confirmed that any Special Meeting would have the same period of notification as an AGM. Sandra suggested that the wording be changed to “an AGM or Special General Meeting.” 17. (Constitution para 11) Janet asked what would happen to any money left in the account if the association was wound up. The meeting agreed that any money would be donated to charity. 18. It was agreed that all children would be welcomed to the site and that if there were any “policing” issues these would be referred to CIP. 19. A vote was taken to adopt the constitution with the amendments. Those in favour 22 Those against 0 Abstain 1 20. Officers were elected Chair Steve nominated himself Robin 2nd Alan L proposed Judy, Julia 2nd (Judy subsequently withdrew) Peter proposed Reg, Alan O 2nd Martyn proposed Sandra, Judy 2nd The vote was Sandra 20 , Reg 2, Steve 0 Vice Chair Judy nominated Julia, Olwen 2nd Karen nominated Martyn, Steve 2nd Martyn nominated Steve, Alan 2nd The vote was Steve 2, Martyn 8, Julia 10 Secretary Reg nominated Jim, Olwen 2nd Jim nominated Ellie, Julia 2nd The vote was Jim 2, Ellie 18 Treasurer Julia nominated Olwen, Alan 2nd The vote was Olwen 19 Andrew suggested the posts of Assistant Secretary and Assistant Treasurer. Lawrence suggested that these posts could be filled from the committee. The following members were co-opted onto the committee. Reg, Andrew, Gideon(?), Jim, Alan, Karen. Olwen will put up notices asking for volunteers to join the committee. 21. Jims sign making has raised £36 for the association funds. A whip round was held to pay for the hall. 22. Time and date of the next meeting to be arranged