Downend Cricket Club 7.30pm

Welcome to the Members and Conduct of Business

Apologies for absence

Deborah Smith Plot 63A -Downend

Dave & Ellie Newport Plot 59 -Downend

Diane Paddon Plot 69 & 69a -Downend

Ruth Guilfoyle Plot 110 -Downend

1 Minutes of last AGM held 7th March 2024- agreed and signed by Reg.Bleaden. Chair

2 Matters arising – None

3 Remarks from Chair Reg Bleaden

“I have really enjoyed my role as Chair especially as the Downend allotments, (which I have been a member of for many years), have improved over the recent years. All is going well and I thank those of you who have kept helped me in my role and those who have given their time to help on the plots etc”

4 Soundwell report -Adam Hayward

Fairly quiet year at the Soundwell site, the rain water harvesting station is complete but needs connecting to the troughs to make the water useable by plot holders further away. The station is on a dedicated community patch which is now grassed and a small community orchard of fruit trees is planted and a bench erected, further work is needed on more seating, patio area and a pond. A grant application has been made to the parish council to fund some poly pipe to connect the station to the troughs and for a communal shed. The idea of the shed is to hold surplus and share tools for new and existing plot holders – a library of things.

In terms of operations the plots are well utilised with 2 plots currently vacant and no waiting list. There is the Staple Hill expo on 12th April so Adam, Lin and Neil will set up a stall to try and drum up local interest in our sites. Only negative aspects this year was recent break ins which targeted several sheds, this has been reported to the police. The access point was identified and security improved, however this is more of a deterrent than anything else as there is a long vulnerable perimeter. To sum up the status of the Soundwell site is very green.

5 Downend report -Steve Williams

A bit of background. There are 277 plots on the Downend site, the majority of which are 5 & 10 perch in size. There are still a significant number that are 2.5,3, 3.5 and 4, 6& 8 in size and determining between plots can be difficult so plot numbering is very import. This is why 12 months ago we asked that everyone makes sure to identify their plots with a very clear sign. For the most part, this has happened and the steward are grateful. There are still some plots without numbers and we ask those gardeners with numbers to ensure this is rectified please.

During the year a number of plots were identified as being unworked. This impacts upon neighbours and the site as a whole, creating work for the stewards. You will know that this is out of line with the expectations set out in the Society rules. As a consequence, some 25 non-cultivation letters were sent out to plot holders requesting that the situation be remedied without delay. Failure to do so could result in the plot holder being asked to give up the plot. These letters were mainly well received with plot holders improving their plots or deciding that this wasn’t going to be possible and consequently leaving.

Some of the plot holders who received letters were subsequently found to be suffering ill health and some had moved away from the area. This was unknown to the stewards. For these sorts of reasons, the site has been “zoned” dividing the site into 8 zones with signs around the site labelled A to H. The intention being that people in each zone would be asked to look out for their zone neighbours and to communicate, A). with each other and B) the stewards so that issues or problems could be dealt with at the earliest opportunity and so that plots would not be allowed to get out of control. I’m pleased to see that 18 people came forward as representatives covering all 8 zones. This is a situation where it is definitely “the more the merrier” and the better the communication between plot holders the fewer issues become difficult problem to deal with. It is, however, imperative that issues identified, by these representatives or any other plot holders, be raised to the stewards to deal with.

A very small number of non-cultivation letters were not so well received. This therefore is a reminder that the stewards, as with the other committee members, are unpaid volunteers who give up a good deal of their time to deal with general maintenance of the site and the problems that inevitably arise. It is not reasonable therefore to abuse them for carrying out their roles in pursuit of adhering to the Society rules that we all sign up to.

There are also a couple of negatives to bring to the Society’s attention that have significant impact on the plot holders’ experience, but these, of necessity need to be noted. Theft from plots including that of produce cannot be tolerated. During the year a number of plots were cleared of apples overnight. This will be guarded against in the future and the culprit exposed. Secondly, the dumping of rubbish on plots of other people where the belief may be that the plot is redundant needs to stop. All rubbish should be removed from the site and disposed of appropriately. During the past 12 months some 39 plots have been taken by new plot holders and there is only one person on the waiting list at present. There are only two plots vacant currently, one in fair condition, the other in need of clearing (a further plot is out of commission due to a tree problem) Finally, I would like to thank my fellow stewards Peter Mumby, Honor White & Anna Dimes, the Society committee .and in particular Deb Smith and Lyn Farley for their support during the year and for the quiet helpers who do so much to ensure the smooth running of the site, Andy Nash, John Lockwood, Roger Fry, Jeff Jeffries, Luke Edgecombe and others who pitch in to help from time to time. Thank you all very much

6.Shop report – Linda Farley

The shop has had another good year.

Selling potatoes in smaller quantities again has been very popular. Although the potato sales this year have been slower than previous years , so next year I will order less to balance this .

The plant sales were a great success and already plants and seeds are being prepared to sell again this year .

We held 4 social occasions last year , the largest being the flower and vegetable show held on the allotment site , this was very popular ,it was the first of our flower and vegetable shows to be held on the site , which gave us the opportunity to have a BBQ and a live band , the live band was appreciated by all and hopefully we will be able to repeat all this again this year .

The shop has had a revamp, providing a tea room for you all to come and have a break and a natter about all things allotment , I wonder how many times in the conversations badgers and slugs will be mentioned ! All this was achieved with a lot of work and help from John Lockwood. We want to install solar power but getting an electrician to commit to installing this is proving difficult at the moment but hopefully we will have this eventually.

We do need more help when we have a delivery of compost or potatoes and I appreciate that we all have commitments and can’t always help but if you can spare 1/2hr now again I would appreciate it. Thanks to Andy Nash for again keeping the shop stocked with manure. and compost. Again, I couldn’t manage without his help.

Hopefully our next event will be a free Easter egg hunt for the children and an Easter bonnet competition. More information about that to follow.

Thank you as always for your support.

7. Kevin Bowhay Financial Report Overview:

• Lease Renewal with South Gloucestershire Council.
• Balance sheet, bank entries, and budget including proposed rent for 2025/26 available at the AGM ----in written form.

- **Bank Balance and Surplus: **

• Started 2024 with £40,371 in the bank.
• Ended the year with £42,525, resulting in a surplus of £2,152.
• Surplus depends on rent collection, admin fees, deposits, and budgeted expenses.

- **Responsibilities and Costs:**

• Significant responsibilities include road maintenance and boundary repairs.
• Example: A recent quote for road updates at Downend was £12,000.
• Rent paid to the council was £4,840; last year was less due to a billing issue.
• Water costs were £800 at both sites.
• Committee costs were £50.
• Public liability insurance cost around £500.
• Water station at Soundwell cost £1,218, expected to save on water usage over time.
• Road work in Downend cost £5,700.
• Lock repairs cost £600; overall materials and hardware costs were around £1,200.
• Shop profit was approximately £2,200, contributing to the surplus.
• Rent income was £15,500, including deposits and administrative fees.

- **Future Allocations and Projects: **

• Allocated money for further road work and electrics in the shop (solar power).
• Planned work for the entrance of Soundwell.
• Funds allocated for wall and boundary repairs, a shed at Soundwell, and rubbish clearance.
• Emphasis on reducing rubbish brought onto sites due to disposal costs.

- **Lease and Rent Updates: **

• New lease signed, effective for 25 years with upward-only rent reviews every five years.
• Rent for Downend will increase from £4,040 to £6,350. 57% increase by Council
• Rent for Crown Lane will increase from £800 to £1,216. 57% increase by Council
• Pensioner discount in Lease reduced to 12.5%, aligning with council policy changes.
• Council now only gives 25% pensioner discount on Council run sites.
• Pensioners currently make up around 40% of allotment holders.
• Proposal to maintain a 25% pensioner discount, subject to future review.
• Rent increase of 20% proposed to cover rising costs and ensure financial security.
• New rent and pensioner discount changes to be effective from September 2025.

- **Committee and Member Involvement: **

• Emphasis on the importance of member involvement and committee roles.
• Encouragement for more members to join the committee.
• Context for rent increases: approximately £6 for half plot per annum for non-pensioners, £12 for pensioners due to reduced discount.
  Kevin answered questions from the members and all information will be available on the website

8. Proposed rent for 2025/2026-these were all covered above

9. Discussions for site management, work on sites – current and going forward -these were all covered above

10. Election of Officers and committee Members *

*Standing for Committee

The following were all voted in by the plot holders who attended the AGM

HUGH PARR-BARMAN CHAIRPERSON PLOT 25A/26A DOWNEND

KEVIN BOWHAY TREASURER PLOT 25/26 SOUNDWELL

RUTH GUILFOYLE SECRETARY PLOT 110 DOWNEND

ADAM HAYWARD LEAD STEWARD PLOT 27/31 SOUNDWELL

ALAN SEARLE LEAD STEWARD PLOT 112 DOWNEND

LINDA FARLEY SHOP MANAGER PLOT 93/144 DOWNEND

NEIL HARRISON COMMITTEE PLOT41a/26 DOWNEND

(without portfolio)

PHIL BRITTON COMMITTEE PLOT 22A/23A/24A DOWNEND

(without portfolio)

*Standing for Support Stewards

The following were all voted in by the plot holders who attended the AGM

CAROL DREWETT SUPPORT STEWARD PLOT 12/13A SOUNDWELL

PETER MUMBY SUPPORT STEWARD PLOT 73A DOWNEND

HONER BANE SUPPORT STEWARD PLOT 78 DOWNEND

At this point the newly elected Chair HUGH PARR-BARMAN took the place of Reg Bleaden

10. Questions from members

1) John Lockwood – Plot 6 – Downend - I would like to amend one of the bonfire rules, that if you light a fire, as long as it not flaring in flames, and it is at least 20ft from any shed or building, then it can be left. Historically I believe that bonfires have been left to burn out over time. It is virtually impossible to stay all day to watch it until it goes out. Please can you add this for discussion and vote at the AGM.

After a discussion at the AGM a vote was taken and an amendment to the Bonfire rule was dismissed

2) Honor Bane – Plot 78 – Downend (four questions submitted) • Why should plot holders be able to opt out of receiving notifications. Surely, it's vital for everyone to be kept informed and updated.

After a discussion at the AGM, it was agreed that most plot holders like to be kept informed.

ii) • Is there a ruling about holders walking across plots that don't belong to them where plots don't have a path.

After a discussion at the AGM it was agreed that plot holders should take care when they have to cross any allotment plot and avoid stepping on produce

• Can we have clarification as to whether anyone assisting with our plot can have access to the keycode or can this be flexible

After a discussion at the AGM, it was agreed that the plot holder is responsible for any person who they give keys to.

. • When the lead chief steward puts in a request, does this go to the whole Committee for a vote because I'm given to understand that when just a few reply saying yay or nay, this doesn't seem to represent those who don't respond. Is a request put to the committee for consideration or are lead/assistant stewards forced to rely on individual committee members' responses. Clarification please.

After a discussion at the AGM, it was explained that when necessary, the Lead Steward can request advice from the committee

3) Phil Britton – Plots 22A, 23A, 24A – Downend - I call upon the members of the Downend and Soundwell Allotment Association, at all future AGMs to have the opportunity to vote for all motions and nominations by proxy and for nomination statements to be provided.

After a discussion at the AGM, it was agreed that this matter will be given further thought.

A plot holder raised concern about the lack of water in the troughs during the warm weather. It was explained that this was due to the amount of water going through the system when many plot holders are using the troughs at the same time.

11. Any other business - NONE

12. Close of business - 8.45pm

Please note Staple Hill & District Allotments now have their own website, in future all information will be available on this site. You can all put questions, allotment ideas, and suggestions etc. Financial information will be there plus names of the committee and stewards. Please make use of it when you can because it will save a great deal of work for the Secretary, the Lead Steward and the Committee