Staple Hill & District Allotments Ltd

Annual General Meeting – 19th March 2026

Downend Cricket Club 7.30pm

Committee Present:

• Chair - Hugh Parr-Burman (HP)
• Treasurer - Kevin Bowhay (KB)
• Shop - Lin Farley (LF)
• Phil Britton (PB)
• Neil Harrison (NH)
• Downend Lead Steward - Alan Searle (AS)
• Soundwell Lead Steward – Adam Hayward (AH)

Apologies for absence:

• Secretary – Ruth Guilfoyle Plot 110 (Downend)
• Barbara & Peter Julian Plot 107a (Downend)
• Steve Williams Plot 16 (Downend)
• Sarah Enos
• Geoff Jefferies Plot 41B

Opening

Welcome and introduction from HP.

The meeting followed the agenda as sent out by the Secretary in advance.

Minutes from last AGM

– March 25th 2025

Key points:

• Allotment funds were healthy but money would need to be spent on repairs (which was the case and will be again this year)
• The Defibrillator was installed and continues to be available for emergency use in the toilets on the Downend site (the toilets are now better insulated so that the Defib no longer needs to be brought in except at the coldest of times so can be potentially live saving most of the year)
• The Downend site road track was repaired although we’ll cover off more on that later
• Rent was increased by a small amount; with pensioner discount being preserved
• Kevin confirmed a new lease lasting 14 years
• There was discussion of rubbish collection
• There was a Q&A session in which various topics were discussed including: rubbish collection, communal compost heaps, bonfires, where to find information (it’s on the website) with all actions having been discussed this year although not all of them were necessarily actioned.

Soundwell Report – (AH)

All plots are rented and there is a short waiting list. The site is well maintained and well managed. Main changes past and future are:

Completed last year:

1. The addition of a large shed to the communal area, this was funded via a grant from Staple Hill and Mangotsfield parish council.
2. Purchase of a professional battery mower for upkeep of the main drag, moving the site ever close to be a zero emission site.

Plans for the year ahead:

1. Develop the shed into a library of things so plot holders can share tools, especially new starters, and to sell various allotment consumables to save plot holders money and raise funds for the general pot.
2. Use a further grant from the Parish Council to add 2 new water troughs which will be fed directly from the rainwater harvesting station, again improving the impeccable environment credentials for the site.

Downend Report – (AS)

1. Plot lettings - 6 plots left unoccupied out of 288. Hopeful that all will be let by end March
2. Site works – wall repairs etc - (AS) to conduct wall repair survey and maintenance TBA
3. Ash dieback issues (South Glos) - Three plots affected by trees with Ash Die-back. South Glos contacted and awaiting comeback
4. General notes on plot conditions - (AS) to organise stewards meeting for Zone management and site maintenance

Shop report – (LF)

1. March – created tea room, and moved stock to one room making it easier to showcase what we sell.
2. October – solar system installed
3. Future – hoping to get a pergola built on the side to give more opportunity for people to meet up.
4. Social events – recently did wassailing, and next event will be Easter Egg Hunt with hot cross buns and easter biscuits.

Thanks to everyone for their support

Financial Report – (KB)

• Balance on Account as at 31/12/2025 £47,627.04
• Surplus for 2025 £5,103.50
• Major Project – Solar Panels and electricity in Shop
• Completion of water station and new Shed at Soundwell partially funded by Grant
• New Security Cameras being set up.
• Wall repairs
• New Website designed and Set up.
• Lease due to be signed but benefited form no increase in rent in 2025.
• Proposed no increase in rent for 2026/27 year.
• New Accountancy package being trialled.
• AGM 2027 will be my last one

Financial actions:

• Wall repairs survey to be done. Whole site boundary security estimated to be in region of 10K
• New website details to be copied to all members
• Heads of Terms agreed with Council for new Lease.
  • a. Awaiting SGlos legal team to draw up docs
  • b. No rent increase this year due to budget surplus
• New accountancy package will enable easier fee paying and provide an invoice system
• Call for new treasurer for next year

Budget – (KB)

• More Wall repairs – already completed by CO-OP car park.
• New area by shop including Pergola.
• Lease Renewal Costs
• Further expenditure on security
• New lawnmower Soundwell
• Increased rent from Council
• Asbestos Removal
• Security for boundary by woods
• Clearance of site of rubbish
• Outdoor Box for Defib

Questions and answers from Members:

1. Would it be possible for the committee to consider a communal method for dealing with woody material/pruning etc in order to avoid the need for bonfires and keep nutrients on site? (Sarah Ward – D18)
   No plans to change current rules re Bonfires Communal compost area not deemed workable due to maintenance required
   Discussion about a wood recycling area. Agreed in principle but all material must be free of nails etc and suitable for recycling.
   (AN) plot 127 – concerned that a wood chip pile may not be used in good time and left
   (AH) plot 5 – worried that a pile of wood may encourage persons from Britannia Woods onto site to collect for a bonfire
   
   Wood recycling area and wood chip area agreed to be trialled\
2. Only two years ago we laid the new roadway into the allotments. Despite running repairs by the stewards last year, filling in the potholes with the grit left behind by the contractors, it is clear that the material used is very unsuitable for the vehicular traffic that attends the site. Whilst acting as steward last year I was advised by others with much greater knowledge that the grit we’d used was not appropriate for the road and that MOT Type 1 is a Department of Transport-approved, aggregate used as a primary load-bearing subbase for roads, driveways, and paths as it compacts into a hard-wearing, stable, and flat surface that acts as a solid, well-draining foundation. Are there plans to repair the road, extending this to the roadways not yet treated; and using a more suitable material to future proof and cut cost in the longer term? (Steve Williams D16)
   
   What plans do we have to remedy the potholes which sadly are as bad as they were before the path was laid. My understanding is that just filling the holes in would only be a short term fix. (John Palmer D136)
   
   Plans to fill potholes in main road will be undertaken when new base for pergola is laid. Generally felt that roads from shop junction onwards are in fairly good repair and therefore not in need of immediate maintenance. Any other maintenance at this time was deemed too expensive.
   
   Talks with Groundworker when pergola base laid
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3. Can more be done to tackle unkempt plots? Sone plots are becoming a real eyesore and are overrun with weeds and plastic waste and debris. (Simon MacSorley D73A)
   Zone stewards to concentrate on plot neglect and investigate means of helping others maintain their plots when left due to illness or other personal issues
   
   (AS) Zone steward meeting
4. What is the approach to use of pesticides and weedkillers? Are there any rules to prevent overspray affecting neighbouring plots who may wish to take a more organic approach? (Simon MacSorley D73A)
   New rules are clear about spraying of pesticides and weed killer on site [Spraying is not allowed]. These can be used from a watering can if conditions are suitable but only (AS) can authorize and oversee the use of sprays
5. Any further questions from the floor:
   (AH) plot 5 questioned the authority of the committee to change rules and felt that all rule changes should be voted on. The committee assured him that rules can be changed by the committee but that any constitutional changes must be done at the AGM
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Election of Officers and Committee Members

All the existing committee members that stood for re-election were approved and seconded. Hilary Dean Plot 5B was also elected as an independent committee member in place of Phil Britton plot 23A

Andy Nash – plot D127 and Simon MacSorley – plot 73A were elected to the Zones steward team
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